Did you know about Offboarding tours?
Infor Offboarding prioritizes the protection of both the organization and the outbound employee.
Traditionally, offboarding—the process of a voluntary resignation or involuntary termination of an employee—is an afterthought in the corporate collective conscious.
Visionary companies take a broader view. They acknowledge that outgoing employees—even employees who have been terminated—are valuable assets. They also understand that the end of any employee’s tenure is a period of vulnerability for everyone involved.
Infor's Offboarding solution is as effective at protecting both organizations and outbound employees as it is easy to use.
Offboarding facilitates the separation of employees for various reasons:
- Retirement
- Voluntary resignation with notice
- Voluntary resignation without notice
- Involuntary termination with notice
- Involuntary termination without notice
- Reduction in workforce
Managing Risk
We have identified four critical areas of risk inherent in employee resignation and termination. With automated Offboarding tours, organizations can easily mitigate these risks, while protecting both the organization and the outbound employee.
1. Security
When an employee leaves, a company’s most immediate concern is typically the safeguarding of corporate and personal assets. Infor Offboarding solution provides both asset and access control. Through a structured workflow process, it guides employees, managers, IT, and HR through the steps necessary to control employee access to company data and customer data. The process also accounts for physical items—laptops, keycards, mobile phones—so nothing gets lost.
2. Documentation
More than 80%* of organizations have identified some form of improper practice in their termination processes. Each of these companies is vulnerable to challenges ranging from tensions that arise from misunderstanding to costly litigation. Infor's Offboarding solution generates evidence of an organization’s compliance with HIPAA, COBRA, federal and state employment laws, and intellectual property agreements.
3. Knowledge Transfer
While HR professionals prioritize knowledge sharing among outbound and existing employees, only 14%* of companies have structured knowledge transfer processes in place. The Offboarding solution links to knowledge management systems, includes exit surveys, and feeds outbound employees into alumni systems.
4. Benefits & Compensation
Outbound employees face a deluge of detailed information in a short time frame. Offboarding gives departing employees a clear picture of the benefits and compensation to which they are entitled and guidance for transitioning to post-employment COBRA, the employee stock purchase plan (ESPP), and retirement plans.
Infor's Offboarding solution addresses the “last day orientation” phase of the separation process by:
- Collecting mandatory and useful voluntary information before finalizing the exit procedure; and
- Providing employees with instructions before leaving the organization.
The Two Essential Functions of Offboarding
1. The gathering of employee data with easy-to-use forms; and
2. The delivery of information to tour takers via text, multimedia, and hyperlinks.
Offboarding provides customers with the tools for separation success:
- Automate workflow and management for key stakeholders while reducing costs and administration
- Integrate all relevant data and systems
- Ensure compliance with policies, regulations, and laws
The progress of an employee’s journey through the various steps of a tour is transparent to managers and administrators, who can easily and efficiently communicate with one another through consoles, e-mails, and the message board.
As the tour taker completes forms, workflow assignees perform the necessary steps to complete and/or approve the data. Scheduled, automated exports transmit back to the customer to update their internal systems.
Content
An Offboarding tour comprises forms—specifically, Smartforms—and authored content.
Smartforms
Information-gathering tools that collect data from the tour taker, e.g., the Personal Information form.
Authored content
company information, e.g., an exit video, a description of a termination policy, a non-disclosure agreement, or pages accessed from other systems.
Examples of Offboarding tour steps include:
Instructions
- Describe requirements for the departing employee in brief as per the tour's content.
- Can include a group-filtered task list for managers.
Personal information
- Record the employee's current contact information to ensure correct forwarding of benefits letters, pay stubs, and required documents.
- Use our standard Smartform or your organization's change of address form.
Property checklist
List the items that departing employees must return to the organization.
- ID badge
- Communication devices (laptop, mobile phone, etc.)
- Keys and card keys (building, office, desk, file cabinets, etc.)
- Credit cards
- Business cards
- The list of outstanding work tasks and transitional items that need to occur prior to the employee's departure
- Transfer of files, e-mail, and documentation
- Company vehicle
- Tools & equipment
- Uniforms
- Other
Post-employment policies that will require acknowledgements
- Confirmation of resignation
- Notice to employee of change in relationship or termination letter
- Confidentiality and non-diclosure agreements (NDAs)
- Non-compete policies
- Notice of privacy
Post-employment policies that will not require acknowledgements
- Company exit forms
- COBRA and medical and dental benefits coverage
- Retiree medical benefits information
- Rehire opportunities
- Reference policy
Final compensation
- PTO payout
- Retirement account rollovers
- Employee Stock Purchase Plan (ESPP) information
- Severance pay
- Last paycheck(s)
- Unemployment insurance information
Employee departure survey
- Reason(s) for leaving the organization
- Is the employee aware of any compliance issues including fraud, kickbacks, gifts, etc.?
- Is the employee aware of any ethical issues that need resolving?
- Give feedback on how to make the department a great place to work.
Socialization content
- Corporate alumni network information
- Organization social media
- Thank you/Next steps
Components
Offboarding Splash Page
Each implementation contains one landing page, which directs a tour taker to the tour. (The landing page is not part of the tour.) Offboarding splash page can include the customer's introduction and description of the tour's purpose via the following options:
- Text
- Images
- Links for accessing the Offboarding tour(s)
- Logout link
- Feedback display
- Widget
- Widget introductory text
- Widget image
Tour step content
- Authored tour steps can contain text, images, videos, and links.
- Smartforms store departing employees' information in their user profiles on the site's Offboarding console, including workflow progress.
Acknowledgements
- Tour steps that contain employment policies can include an acknowledgement to verify that the employee has read and agrees to each policy.
- Clicked acknowledgements confirm that the employee reviewed the content.
- Customers can add electronic signatures to a form linked to a tour step for the purpose of displaying the verbiage “signed electronically” on a PDF version of the form.
- The date/time of signatures and acknowledgements is logged. A list of all captured acknowledgements are then provided in an Acknowledgement Summary Report, which includes an electronic signature. Management can access the acknowledgements in the site's administration tools.
User groups
- Infor recommends using group rules to filter tours and tour steps by separation type.
- Provide personalized content so tour takers learn about only the offboarding policies and processes relevant to them
- Tours, and individual steps within tours, can be filtered by user group. Only users within a particular group will see a particular tour or page.
Adminstrative Tools
Process Administration
Managers and administrators can monitor the tour and workflow progress of all tour takers through informative dashboard and console views.
Role-Based Dashboards
The Manager Dashboard displays interactive analytics according to the population of users they manage directly. This dashboard is based upon a one-to-one relationship between manager and employee. This same dashboard can be configured to fulfill additional one-to-one relationship roles. All analytics can be printed.
The Administrator Dashboard displays:
- Tours In Process: shows on-time/at-risk/past-due status for tour takers who have started but not yet completed tours. Grouped by tour.
- Tours Not Started: shows on-time/at-risk/past-due status for tour takers who have not yet started tours. Grouped by tour.
- Workflows In Process: shows on-time/at-risk/past-due status for all workflows that are in-process. Grouped by tour.
Role-Based Consoles
Manager and administrators have their own consoles are for monitoring tour and workflow progress. They can also post messages and send e-mail. The Manager Console displays tour and workflow progress details according to the population of users you manage directly.
Tour Status
- In Process: Tour taker has started but not completed tour.
- Complete: Tour taker has completed tour.
Progress
The number of total steps completed.
- Green: Within tour due date or due dates were not set
- Yellow: At risk of not being completed on time
- Red: past tour due date
- %: Percent completed
Tour Due Date
Calculated date, based on settings. Blank if tour dates were not set (optional).
Inbox
Manage workflow stages, post messages, send e-mails.
Pending Questions
Displays all tour takers’ new questions and provide replies.
Q&A Board
Displays all tour taker questions that have been answered and acknowledged.
Archives
Displays archived tour records.
My Inbox
Process forms according to the workflow stages assigned to you.
My Inbox Proxies
Workflow assignees set up proxies to handle tasks
Proxy Administration
Administrators may manage and override proxy assignments.
Template Editor
Create and manage templates for routine e-mail notifications.
Manage Separations
Manually add and/or update offboarded employee data, reset passwords, and view groups and tour progress.
Workflow and Notifications
Both tour forms and administrative forms can be bundled together and routed to various individuals or departments to be processed and/or approved. These workflows might involve multiple stages to reach completion and/or final approval. Optional e-mail notifications can alert the assignee when a new record arrives in his or her inbox to provide additional instruction, and/or include a sign-on link.
For questions or more information, contact your HRSD Customer Success Manager.
