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Offboarding Process

Bizagi Suite

Copyright © 2014 | Bizagi Confidential

Offboarding Process | 2

Table of Contents

Process Model ............................................................................................................................................. 3

Data Model ................................................................................................................................................... 4

Parameter Tables ................................................................................................................................ 5

Access Rights, Exit Interview Questions and Social Security Issues

Parameterization ................................................................................................................................ 6

Define Forms ................................................................................................................................................ 8

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

Business Rules............................................................................................................................................ 10

Activity Actions.................................................................................................................................. 10

Performers ................................................................................................................................................... 14

E-Mail Configuration .............................................................................................................................. 16



Process Model

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 process begins when an employee is going to leave the company, due to

resignation or a company induced termination. It is necessary to evaluate if the

termination was voluntary resignation or laid off.

If the employee voluntary resigned, his or her boss can create an activity plan to be

executed before the employee’s departure. Regardless of the reason the employee

leaves the company, it is always necessary to perform the Create Termination Plan task,

where a Human Resources Analyst must decide what activities are needed to be

performed for the employee’s departure.

Near to the Termination Date. It is necessary to perform different activities:

Collect the elements provided by the organization, such as computer,

telephone, access cards, etc.



Conduct an exit interview. The interview is very important because it provides

data for improving working conditions and retaining employees programs,

among other things.

Remove the employee from the automatic payroll, Health Care Service, etc.

Disable or cancel the access rights to the company´s information system.

To close the process the employee must receive an amount of money that includes

unpaid salary, damages and compensation for loss of office and update the payroll.

Data Model

The Business Process entity is Offboarding. It holds information about the departure of

employees, such as termination date, type of termination, reason for termination, etc.

The entity is related to the Employee Access Rights, Exit Interview, Social Security,

Activities before Departure, Legal Documents for Termination and Job Requirements.

The relationship between them is one to many.

If the Onboarding process template was used for the entry of the future ex-employee,

the case of Offboarding will be related to it. That way the Offboarding Process can

access information such as access granted to the company´s systems and items

provided during the Onboarding Process.

Employee Access Rights, Exit Interview, Social Security, Legal Documents for

Termination and Job Requirements are related to parameter tables. In the activities

where these tables are used, information from them is loaded automatically. It is

possible to add new records during the life of a case.



Parameter Tables

The model includes several parameter tables.

The Legal documents for Termination entity holds the legal documents that the

employee needs to sign. The Social Security entity contains the entities to which the

employee must be disenrolled from.

The following entities Access Rights, Exit Interview Questions and Social Security Issues

contain some records suggested for each case.

It is very important that you review and establish the parameterization of all the entities

that suits you best. The information held depends on your company and the countries

you work in.



Access Rights, Exit Interview Questions and Social Security Issues Parameterization

It is very important to include in each table the information that the company considers

necessary for the departure of the employee.

For example in the Exit Interview Questions entity it is necessary to include the

questions that your company use for this kind of interview.

In the Access Rights entity it is advisable to include the requirements that are generally

assigned, such as network user, an email address and the general permissions to folders

or servers, contrary to Onboarding, in this case it is necessary to cancel or disable the

permissions. The boss can add any other rights to the case that are considered

necessary, but are not found in the general list when an Offboarding case has started.

To administer these entities in the User Portal these simple instructions:

Go to the Admin Menu on the top of the User’s Work Portal and click on Entities.



Click on the Exit Interview Questions entity, and then click on Add Exit Interview

Question.



Enter a question.

Define Forms The Offboarding Process includes several tables containing information about legal

document and employment elements, among other things. To facilitate the handling

of information, the process automatically loads information that has been

parameterized previously. However it is possible to edit, remove or add additional

entries to each of the tables in the activities.

Create Termination Plan Forms

In this activity a Human Resources Analyst must decide the activities needed for the

departure of an employee, such as documents that the employee must sign, elements

that must be returned, entities where the employee must be removed, etc.



The process suggests some records for each case. However, the analyst may find

necessary to add additional record. For this reason, two tables are used for each entity:

one for the suggested records and another for the records enter by the analyst.

For example, the process suggests some documents for the termination, such as a

termination agreement, confidentiality agreement, exit medical examination, etc.

It is possible to add a new document by clicking on the Add Document link. The new

document will be shown in a new table, Additional Document for Termination table.

Additional Document for Termination table uses a visibility rule, if the analyst has

added at least one new document, the table is displayed.



Business Rules

Activity Actions

If the Onboarding process was used for the entry of this employee, it is

necessary to load the access granted to the company´s system in the

Onboarding Process. Thus an ‘On Save’ expression is used for the Receive

Resignation/Termination Letter task.



If the entry of the employee was made using the Onboarding Process the access rights

granted are loaded from the Onboarding Process, if not, the information is loaded from

a parameter table.



On the Receive Resignation/Termination Letter task, a Resignation letter is

created in pfd format.

Dear

[Employees’s name]

It is with regret that I must inform you that your employment at "Company Name "

will be terminated as of [Termination date] for the following reasons:



[Termination reasons]

Severance payments will be made in accordance with company policy. I recommend

that you beg to plan for your future insurance needs because the company will not

maintain insurance coverage for you beyond the date of termination.

Please arrange to return any company property that is in your possession.

Although we regret the situation, this act is compulsory.

Respectfully,

Human Resources

In the following activities, some information is loaded automatically from

parameter tables.

- Create Termination Plan

- Exit Interview

The next example has been taken from the Set Exit Interview Questions from the Exit

Interview activity.



Performers

A Wizard is used to define the Performers in the process. In the fifth step of the Wizard,

click on Define Performers

The following activities are performed by a Human Resources Analyst

Create Termination Plan, Check List to Collect Company Property, and Legal Actions

for Termination.



The Receive Termination/Resignation Letter activity is performed by the boss of

the person that is leaving the company.

The Execute Activities before Termination Date is performed by the person who

is leaving the company.

A psychologist perform the Exit interview task.



E-Mail Configuration

The Offboarding process includes several email templates to provide information about

the requirements for the departure of the employee.

The Project is initialized with the sending of emails enabled, but it does not have the

company’s customization. It is therefore necessary to configure the SMTP e-mail server

that your company uses.

In Bizagi Studio, click on the Configuration tab and then on Environment and select the

Popular option. Enable the box to send notifications and type the name of the SMTP

server and the account from which the emails are to be sent, as shown in the diagram

below

For further information refer to the following articles

Environment Configuration:

http://help.bizagi.com/bpmsuite/en/index.html?enviroments_configuration.htm

SMTP server:

http://help.bizagi.com/bpmsuite/en/index.html?smtp_configuration.htm

http://help.bizagi.com/bpmsuite/en/index.html?enviroments_configuration.htm

http://help.bizagi.com/bpmsuite/en/index.html?smtp_configuration.htm