Case template and task flows for the offboarding solution

The offboarding task flows are included in the case template that is provided out of the box for raising voluntary separation requests. The offboarding flow contains task templates for automated, manual, and to do tasks.

Case template

The following table lists the case template, its fields, and the corresponding details:

Case template	Dynamic fields	Details
Voluntary separation	Config Offboarding lead time Questionnaire fields Employee ID (exit employee) Requested exit date Reason for leaving the company Personal email ID Home address Personal contact number Additional comments Attachment Additional fields Actual exit date HR Business Partner Manager	Offboarding lead time is set by a case business analyst. It is the number of days before the actual exit date that the tasks for all departments, such as HR, Support, IT, Finance, Workplace are created.

Task templates

The following table lists the task templates, type of task, and other details:

Task template	Type	Activated	Assignee or Support Group	Due date	Description
Notify team of resignation	Automated	Immediately	-	-	Sends a notification to the exit employee's manager about the resignation request.
Voluntary separation - Approval for manager and HRBP	Automated	Immediately	-	-	Sends an approval to the manager and then HR business partner.
Send auto-generated resignation letter	Automated	Immediately	-	-	Generates a resignation letter and moves the document to the employee file.
Resignation acceptance notification	Automated	Immediately	-	-	Sends a notification to the exit employee, manager, and HR business partner of acceptance of resignation letter.
Submit resignation request in HCM system	Automated	Immediately	HR Support	-	Submits a resignation request for the exit employee on behalf of the manager in the HRCM system.
Notify involved recipients about employee retention	Automated	Immediately		-	Sends a notification to manager and HR business partner about employee retention.
Create counter offer for retention	Manual	Immediately	HR Support	-	Creates a new offer letter.
Discuss retention with the employee	To do	Immediately	Manager	2 days	Manager discusses retention with the exiting employee.
Discuss transition with employee	To do	Immediately	Manager	Till exit date	Manager discusses transition with the exiting employee.
Submit exit details to initiate clearance	To do	Immediately	Manager	2 days	Manager submits exit details to initiate clearance for exiting employee from all departments.
Organize farewell	To do	Immediately	Manager	Till exit date	Manager arranges farewell for the exiting employee.
Review separation policy and FAQs	To do	Immediately	Exit employee	Till exit date	Sends separation policy and FAQs to the exit employee for review.
Submit resignation letter	To do	Immediately	Exit employee	2 days	Exit employee reviews the automated resignation letter and submits it.
Return IT assets	To do	Offboarding lead time	Exit employee	Till exit date	Exit employee returns all IT assets.
Return workplace assets	To do	Offboarding lead time	Exit Employee	Till exit date	Exit employee returns workplace assets.
Schedule exit interview	To do	Offboarding lead time	HRBP	Till exit date	HRBP schedules an exit interview with the employee.
Hand over relieving letter & service certificate	To do	Offboarding lead time	HRBP	-	HRBP provides the service certificate and reliving letter to exit employee.
Discuss exit interview feedback	To do	A day after exit date (post-departure)	HRBP	-	HRBP discusses exit interview feedback .with the manager.
Collect IT assets	Automated	Offboarding lead time	IT	Till exit date	Creates a work order to check that all the assigned IT tasks are returned by the exit employee.
Revoke application access	Automated	Offboarding lead time	IT	Till exit date	Creates a work order to revoke application access for exit employee.
Collect workplace assets	Manual	Offboarding lead time	Workplace	Till exit date	Workplace team collects all workplace assets assigned to the exit employee.
Collect corporate identity card	Manual	Offboarding lead time	Workplace	Till exit date	Workplace team collects the identity card from the exit employee on the last working day.
Offboarding checklist (Finance)	Manual	Offboarding lead time	Finance	A Day before exit date	Finance team confirms the following items before the employee exits: Check employee contract. Check completeness of timesheet user hours and holiday hours. Check for corporate credit card pending bills/dues.
Offboarding checklist (Finance) post departure	Manual	Offboarding lead time	Finance	Last day of the month on which candidate left the company	Finance team works on the following post-departure checklist: Generate Income Tax report. Calculate final hours. Notify the former employee about the final settlement notification on the employee's personal email ID. Calculate the final amount disbursement.
Generate service certificate & relieving letter	Automated	Offboarding lead time	HR Support	-	Saves both the letters, service certificate and relieving letter in the employee file of the exit employee.
Send alumni portal registration link to employee	Automated	Offboarding lead time	-	-	Sends Alumni Service Center link to the exit employee's personal email ID.

Case template and task flows for the offboarding solution

Case template

Task templates

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