2. 1
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?
3. 2
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
4. 3
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
5. 4
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
6. 5
• 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.)
7. 6
Example of Policy Review Panel
The employee must open each form
before then can check the box and
move forward in the process.
8. 7
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
9. 8
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
10. 9
• 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.
11. 10
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
12. 11
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
EmployeeStep
Initiation(Manager)
Step
HumanResource
Step
DataManagement
Keys in employee
termination information
• Reason
• Type
• Date
• Eligiblefor 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
Employeereceives
notifications
1. Exit interview with
iCal appt.
2. Email with URL to log
in to Offboarding
Employeereviews
equipment to return
and system access
Employeereviews:
• Company Policies
• COBRA coverage
Signs all required forms
Employeecompletes
exit survey
HR meets with
Employeeon last
day for exit
interview
HR verifies all
equipment has been
returned
Review with
employee:
• Final Pay
• PTO Payout
• COBRA
• Pension/401K
Data file exportfor:
• HRIS (File to auto
terminate)
• IT (file to auto remove
system access).
HR and Employee
review exit survey
together
13. 12
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 Responsibility
Human 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
14. 13
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
15. 14
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
16. 15
• 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
17. 16
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
18. 17
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
19. 18
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?
20. 19
• 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.)
21. 20
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
22. 21
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
23. 22
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 Acquestion
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.
24. 23
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
Results
Realize
Results
26. 25
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
27. 26
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
28. 27
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
29. 28
Your Turn!
How to contact me:
Curtis Weldon
Email: cweldon@aasonn.com
Twitter: @weldon_Curtis
LinkedIn: www.linkedin.com/in/curtisweldon
Please remember to complete your session evaluation
30. 29
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
31. 30
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