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Handling Breakups to Save Future HeadachesOffboarding Employees

Curtis WeldonAasonn

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In This Session

• Understanding the business reasons for using Offboarding

• Learn best practices for Offboarding employees

• What does the process flow of offboarding look like?

• Who are the business owners in the Offboarding process?

• Integrate with other systems• How can you tell if you are being successful?

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What is Offboarding?

• Offboarding allows a company to process employee terminations and de-provisioning

• Customers can implement Offboarding together with Onboarding, or as a stand-alone product within SuccessFactors HCM. Offboarding can also be integrated with Employee Central or SAP HCM Offboarding uses three data entry wizard steps:

Initiation Step Employee Exit Interview

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What We’ll Cover

• Different types of terminations and What’s Required• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Different Types of Terminations and What’s Required• Voluntary Termination

Retirement Resignation Mutual Agreement

• Involuntary Termination Abandonment Termination with Prejudice Contract Termination

• Workforce Reductions Mass Layoff Elimination of Position

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• Each type of termination may have a different processes or requirement. This is the foundation to start to build your process! All terminations may include the following forms for review and signature:

COBRA for employees that qualify for benefits 401K options May include pension distributions Non Disclosure Agreement Confidentiality Agreement Upload of resignation letter Review of termination policies

Vacation and unused sick time Repayment of Advances or Reimbursements Final paycheck and or bonus payouts

Different Types of Terminations and What’s Required (Cont.)

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Example of Policy Review Panel

The employee must open each form before then can check the box and move forward in the process.

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Discover areas of de-provisioning and the benefits• De-provisioning is one of the best uses for Offboarding and one of the most important. Most

companies never reclaim all physical items. Does IT know all the systems the employee has access too? Consider the physical items you must reclaim from a departing employee

Laptop Security badge and access Phone or other mobile device Company credit card Thumb drives VPN cards or tokens

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• What about overall systems access. System Notifications can be delivered as an alert to various internal departments to

disable use or access. • An export file can be generated with required data to auto de-prevision system access.

Consider all the systems access and possible Personal Identifiable Information (PII) your termed employees could still have access too. Network access Internal systems Vendor systems

Discover areas of de-provisioning and the benefits (Cont.)

Do you know what 3rd party systems your employees have access to that contain Personally Identifiable Information (PII)? Can they still access those systems after they leave? Consider the ramifications if they sold that information.

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Who are the key business owners and their responsibilities• It’s important to lay out

your Offboarding design to determine who in the process is affected. Here is a sample to consider.

• Multiple processes can be incorporated for different types of terminations such as: Involuntary Retirement Layoff/RIFT

OffBoarding Sample Design Layout – Voluntary Termination

Empl

oyee

Ste

pIn

itiati

on (M

anag

er)

Step

Hum

an R

esou

rce

Step

Data

Man

agem

ent

Keys in employee termination information Reason Type Date Eligible for rehire

Keys in equipment to return and system access

Keys in exit interview

appointment

Notification sent to HR for exit interview

with iCal appt.

Manager review and completes step

Employee receives notifications

1. Exit interview with iCal appt.2. Email with URL to log in to Offboarding

Employee reviews equipment to return and system access

Employee reviews:

Company Policies COBRA coverage

Signs all required forms

Employee completes exit survey

HR meets with Employee on last

day for exit interview

HR verifies all equipment has been

returned

Review with employee:

Final Pay PTO Payout COBRA Pension/401K

Data file export for:

HRIS (File to auto terminate)

IT (file to auto remove system access).

HR and Employee review exit survey

together

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Who are the key business owners and their responsibilities

• Ensure that business owners are committed and teach them the overall value of having a robust Offboarding program. Be precise as to their exact role and emphasize the activities that are executed are of value and cost savings.

Primary Business Owner ResponsibilityHuman Resources Process final termination and review exit survey. Analyze results

Manager Process Offboarding, define end date, what equipment and access employee maintains.

IT Shut down system access, gather all returned equipment

Payroll Calculate final check and PTO payout

Security Restrict building access

Benefits Close out benefits and process COBRA

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Creating Your Own Process

• Lets learn the three standard steps of Offboarding Initiation Step (Manager)

Manager keys in employee termination information Reason Type Date Eligible for Rehire

Employee Step Employee logs into Offboarding

Reviews and signs all required forms/policies Completes exit survey

Human Resource Step Meets with employee Verifies all equipment has been returned Reviews final pay Reviews exit survey

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• Consider who touches the exit process now What departments

Finance, Payroll, IT• Identify the gaps in your organization

What is not done today that should be? Do you de-provision all equipment and system access?

• Analyze what can improve in the future Work backwards from Offboarding

Can you take what you learn from terminated employees and add it to your Onboarding process?

Creating your Own Process

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Understanding Cross Business Use and Communication

• Different types of employees may have different requirements Management Salary Hours

• Using email notifications Alert payroll to prepare final check Notify recruiting that a new position is open

• Reporting and Data Export Report on any system data key Utilize the data export for 3rd party HRIS or IT system Employee Central? Built in integration

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Understanding Cross Business Use and Communication

• Use Offboarding Advanced Conditions to build “views” for different levels of employees You can apply Advanced Conditions to panels, fields, notifications, polices, and forms

Example: an executive employee may sign a non-compete agreement where an hourly employee will not have the need.

Example: a highly compensated employee may have approvals required by finance for final payout.

• Utilize system reports to help realize termination trends All data in Offboarding is exportable to Excel

Do you have a higher rate of turnover at certain times of the year? Do you have higher turnover in certain departments or under select managers?

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• Utilize system notification to assign tasks or alerts to others

• Data Export can be .csv or .xml (Dell Boomi can be used) Integrate with your 3rd party HRIS to auto-terminate Integrate with benefit vendor

• Onboarding/Offboarding does have use of SAP’s API• If you use Employee Central, Offboarding can integrate directly.

Understanding Cross Business Use and Communication (Cont.)

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 key points

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Measuring the success of your business processes• Improved efficiency in timely de-provisioning levels of access

Alert IT and other areas of the termination immediately Ability to create auto de-provisioning so nothing gets overlooked Better understand of exactly what access the employee has Reduced risk of post employment date fraud

Target - 2013 Dairy Queen 2014

• Reduction in company turnover percentages Utilize reporting and exit surveys to drive holistic information

Why do employees leave What areas in the company can be improved on How can employee better drive personal success

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Measuring the success of your business processes (Cont.)

• Experience higher levels of employee engagement by working backwards Utilize results to create a better start for new hires

Build a greater Onboarding process Build a better Talent Ac question Streamlined process

Realize training opportunities For managers and employees

Terminated employees can be brand ambassadors and they often come back to work at a later stage. Remember that past employees can be a terrific source of referrals. Don’t diminish their opinion.

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Measuring the success of your business processes (Cont.)

• Roll out action plan coupled with change management and training

• Experience long term reduction in turn-over

• Higher level of employee engagement

• Reduced costs

• Review results and gather trends

• Create plan or recommendation of action items

• Employee provides feed back of overall work experience

Exit Survey

Analyze

Results

Apply Result

s

Realize Result

s

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Measuring the success of your business processes (Cont.)

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What We’ll Cover

• Different types of terminations and how to treat each one• Discover areas of de-provisioning and the benefits• Who are the key business owners and their responsibilities• Creating your own process - Demo• Understanding cross business use and communication - Demo• Measuring the success of your business processes• Wrap-up with 7 Key Points

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Wrap-up with 7 key points

1. Identify and engage with your business owners Partner with them to determine all aspects of de-provisioning

2. Review all forms that need to be processed and signed These can be benefit, retirement, compliance or company legal (NDA etc.) forms

3. Outline the needs for each type of termination and employment level Executive vs. hourly / stock options vs. 401K

4. Complete a process map (sample handout provided) Work with implementation partner to align your process and do a gap analysis

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Wrap-up with 7 Key Points (Cont.)

5. Pinpoint your opportunities There are always opportunities to solve for

6. Look at the process holistically Work backwards from Offboarding -> Recruiting -> Onboarding -> Training

7. Remember that terminated employees are human beings Involuntary terminated employees still deserve kindness and compassion

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Your Turn!

How to contact me:Curtis Weldon

Email: cweldon@aasonn.comTwitter: @weldon_Curtis

LinkedIn: www.linkedin.com/in/curtisweldon

Please remember to complete your session evaluation

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Where to Find More Information

• Your Thoughts on SuccessFactors Offboarding Integration with SAP ERP HCM SAP post on the benefits and value of Offboarding

• Best practices in Strategic Offboarding Webinar

• Best practices for maximizing Offboarding success White Paper

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