Offboarding Process
Bizagi Suite
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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
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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.
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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
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Prototype:
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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
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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
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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.
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Allocations
Condition Description
Always An analyst from the Human Resources
Area
Notify assignment
Yes
Forms
1. Name: frm_Create_Termination_Plan
Description: Principal activity form
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Prototype:
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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
Condition Description
Always The employee who is leaving the
company
Notify assignment
Yes
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Forms
1. Name: frm_Execute_activities_before_termination_date
Description: Principal Activity Form
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.
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Allocations
Condition Description
Always Human Resources Analyst
Notify assignment
Yes
Forms
1. Name: frm_Check_list_to_collect_company_property
Description: Principal activity form
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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.
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Allocations
Condition Description
Always A Psychologist of the Human Resources
Area.
Notify assignment
Yes
Forms
1. Name: frm_exit_interview
Description: Principal Activity Form
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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.
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An IT Analyst must perform each of the activities proposed in the to-do list included in
the activity form.
Allocations
Condition Description
Always IT Analyst or Assistant
Notify assignment
Yes
Forms
1. Name: frm_Remove_Disable_user
Description: Principal Activity Form
Prototype:
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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
Condition Description
Human Resources Analyst
Notify assignment
Yes
Forms
1. Name: frm_Legal_Actions_for_termination
Description: Principal Activity Form
Prototype:
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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
Condition Description
Accounting Assistant
Notify assignment
Yes
Forms
1. Name: frm_Create_Termination_Pay
Description: Activity Principal Form
Prototype:
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Notifications
Description Recipients Email subject Email body
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
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Update Payroll
Description
It is necessary to update the payroll after the departure of the employee.
Implementation
WebService
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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.