Offboarding Process - Bizagi

Offboarding Process

Bizagi Suite

Copyright © 2014 | Bizagi Confidential

Offboarding Process | 2

Table of Contents

Offboarding Process ................................................................................................................................. 3

Process Elements ................................................................................................................................ 6

Receive Resignation/ Termination Letter........................................................................ 6

Voluntary Resignation? ........................................................................................................... 8

Create Termination Plan ......................................................................................................... 8

Execute Activities before Termination Date ................................................................. 11

Wait for Termination Date ................................................................................................... 12

Check list to collect company property ......................................................................... 12

Exit Interview.............................................................................................................................. 14

Remove /Disable User from Company´s IS ............................................................... 16

Legal Actions for Termination............................................................................................ 18

Create Termination Pay ....................................................................................................... 20

Update Payroll ......................................................................................................................... 22

Performers .................................................................................................................................................. 23



Offboarding Process Version: 1.0

Author: Bizagi Process Modeler

Description

The departure of an employee within a company is a natural process of the employee's

work cycle. This can be caused either by the employee´s resignation or a company

induced termination and generates a lot of work for the Human Resources Area.

Bizagi offers a new template called the Offboarding Process to assist companies in this

process. The process helps the Human Resources Area to execute all the activities

needed for the departure of an employee, such as stopping payroll, benefits and

security access, and collecting the company´s property, etc.

The Offboarding Process can be expensive and time consuming whereby it is necessary

to coordinate different people inside and outside the organization. For this reason the

process includes a to-do list that aids the Human Resources Area in performing the

activities at the appropriate time.

It is very important to efficiently offboard employees; a good departure process will

avoid legal problems and maintain a good image of the company.



Objectives

The Employee Termination process aims to help the departure of an employee. The

process focuses on helping the different areas involved in the Offboarding process to

perform the activities at the appropriate time so the company can avoid legal problems

and cost overruns by not performing the activities at the appropriate time.

Automation Scope

Bizagi´s Employee Termination Process is designed to help the departure of employees.

The process begins when a boss receives a resignation or decides to dismiss an

employee. It continues until the employee has received his or her termination pay.

The process covers:

Remove or disable access permissions to folders, servers, etc.

Manage the disenrollment of the employee from different entities.

Create a Severance Package for the employee.

Collect the company´s property.

Global Forms

1. Name: Offboarding_Global_Form

Description: Global Form



Prototype:



Process Elements

Receive Resignation/ Termination Letter

Description

Each time that an employee leaves the company or his/her contract must be

terminated, a new case of Offboarding needs to be created. The first activity of the

process is Receive the Resignation/Termination Letter. This is performed by the

employee’s boss.

It is necessary to include the reason for termination, termination date and resignation

letter (if applicable). If it is a voluntary resignation the boss can create an activity plan

to be executed for the employee before his or her departure. If it is a company induced

termination the boss can edit a template of the Termination Letter.

Allocations

Condition Description

Always A Head of a department that needs to

create a new case of offboarding

Forms

1. Name: frm_Receive_Resignation/_Termination_Letter

Description: Principal Activity Form



Prototype:

Actions

Type Description

On Enter Sets Case Creator as current assigned and

Date of Request as today.

On Save Generates the Termination Letter

Template, the letter will be available on

the form to be edited by the boss.

On Save If the Onboarding process was used for

the entry of the future ex-employee, the

two cases are related. That way the

Offboarding Process can access

information such as access granted to the



company´s systems and items provided

during the onboarding process.

On Enter Sets the access rights that need to be

canceled or disabled. If the process is

related to Onboarding, the information is

loaded, if not the information is loaded

from a parameter table.

Voluntary Resignation?

Description

The gateway validates the type of termination and decides what the next activities to

be performed are.

Gateways

Resignation /Laid Off: No matter for what reason the employee leaves the

company, the Human Resources area needs to manage the activities for the

employee’s departure, for this reason, it is always necessary to perform the

Create Termination Plan task.

Resignation: If the employee voluntarily resigned, his or her boss can create

an activity plan to do before departure. If it is the case, the process continues

with the Execute Activities Before Termination Date task.

Create Termination Plan

Description

When an employee leaves the company it is necessary to perform different activities in

different areas. A Human Resources analyst must decide what activities are needed to

be performed. For example the analyst can choose the entities to which the employee

must be disenrolled from.

Finally, if the company offers a severance package to the employee, the analyst must

create it.



Allocations


Always An analyst from the Human Resources

Area

Notify assignment

Yes

Forms

1. Name: frm_Create_Termination_Plan

Description: Principal activity form



Prototype:



Actions

Type Description

On Enter Sets the Social Security Issues that need to

be managed for the employee´s exit.

On Enter Sets the legal documents needed for the

contract termination.

On Enter Sets the Company properties. If the

process is related to Onboarding, the

information is loaded from the

onboarding data model, if not the

information is loaded from a parameter

table.

On Exit Removes the Social Security Issues that

were not selected.

Execute Activities before Termination Date

Description

If the boss has created an Activity Plan for the employee´s departure in the Receive

Resignation/ Termination Letter task, the employee must complete all the activities

before the termination date. The task includes a check list where the employee marks

each activity after it has been performed.

Allocations


Always The employee who is leaving the

company

Notify assignment

Yes



Forms

1. Name: frm_Execute_activities_before_termination_date


Prototype:

Wait for Termination Date

Description

A timer event is set to wait for the Termination Date to perform the next activities.

Check list to collect company property

Description

Before the employee leaves the company, he or she should return all the elements

provided by the organization, such as computer, access cards, phone, etc. The activity

includes a check list to assist in the process.



Allocations


Always Human Resources Analyst

Notify assignment

Yes

Forms

1. Name: frm_Check_list_to_collect_company_property

Description: Principal activity form



Prototype:

Exit Interview

Description

The exit interview is conducted by a psychologist of the Human Resources area. The

exit interview is conducted to gather data for improving working conditions and

retaining employees.

The process suggests some questions about work environment, workload, job

satisfaction, frustrations and feedback concerning company policies or procedures.



Allocations


Always A Psychologist of the Human Resources

Area.

Notify assignment

Yes

Forms

1. Name: frm_exit_interview




Prototype:

Actions

Type Description

On Enter Sets the Exit Interview Questions

Remove /Disable User from Company´s IS

Description

When an employee leaves the company, it is necessary to disable or cancel the access

rights to company´s information.



An IT Analyst must perform each of the activities proposed in the to-do list included in

the activity form.

Allocations


Always IT Analyst or Assistant

Notify assignment

Yes

Forms

1. Name: frm_Remove_Disable_user


Prototype:



Legal Actions for Termination

Description

When an employee leaves the company, it is necessary to perform some further

actions, for example remove the employee from the automatic payroll, Health Care

Service, etc. Additionally the form includes a to-do list with some proposed documents

needed for terminating the contract, such as a termination agreement, confidentiality

agreement, exit medical examination, etc.

Allocations


Human Resources Analyst

Notify assignment

Yes

Forms

1. Name: frm_Legal_Actions_for_termination


Prototype:



Create Termination Pay

Description

When an employee leaves the company he/she receives an amount of money that

includes unpaid salary, damages, compensation for loss of office and the provision of

a non-cash benefit after termination. This pay is due immediately or soon after the

employment ends.

Allocations


Accounting Assistant

Notify assignment

Yes

Forms

1. Name: frm_Create_Termination_Pay

Description: Activity Principal Form

Prototype:



Notifications

Description Recipients Email subject Email body

Email

reported on

completion of

the case

Boss Offboarding

Process

Good day

The offboarding process <CaseLink>

for<Termination.Employee.fullName>

has been successfully completed.

Best Regards

Human Resources Team



Update Payroll

Description

It is necessary to update the payroll after the departure of the employee.

Implementation

WebService



Performers

Employee's Boss (Role)

The boss of the employee who is leaving the company.

Human Resources Analyst (Role)

The person who belongs to the Human Resources area, he or she must lead the

offboarding process.

Employee (Role)

The person who is leaving the company.

IT Administrator (Role)

The administrator of the IT area.

Accounting Assistant (Role)

A person from the accounting area.

Offboarding Process - Bizagi

Documents

Transcript of Offboarding Process - Bizagi