Human Resources is not just about bringing on new hires and managing leave requests. The reality of HR is that, over time, relationships between employer and employees will change. Employees receive promotions, change roles, undergo training, resign, and retire. All of these activities—termed as “midboarding” and “offboarding”—require the same level of attention, and can involve the same level of chaos, as onboarding.
Offboarding – Terminations, Retirement, Layoffs, Etc.
Offboarding is the process by which an employee leaves a company. No matter what the reason—whether it’s a resignation or termination—the employer & employee need to go through the proper processes.
Common actions that take place during offboarding include:
- Deactivation and documentation of access rights to prevent misuse and theft;
- Recovery of company equipment, such as laptops, devices, hardware, vehicles, etc.;
- Legal requirements and documentation, such as non-disclosure agreements, transferal of benefits documentation, etc.;
- If the employee is leaving amicably, then training of a replacement may be requested; and,
- Arrange for deletion of employee accounts, credentials, transfer of sensitive content, etc.
Midboarding – Job Changes, Promotions, Moves, Etc.
Midboarding is defined as any change in an employee’s official status that does not involve leaving the company. Examples include a change in role, promotion, demotion, an extended leave, or a transfer to a different office.
When a midboarding event occurs, the change in status often involves a series of activities that need to be carefully tracked and managed, such as:
- Access: A new role often involves a change in access rights to company resources, such as software, hardware, and facility access;
- Training: A new role may require additional employee training; for example, if an IT Support Technician changes roles to a QA Analyst;
- Certifications: In highly-regulated industries, such as electric utilities and healthcare, employees often need to acquire additional certifications in order to work within a different or promoted role; and,
- Change in Assets: Changes in role often involve new responsibilities, such as travel or a greater interaction with customers. In these scenarios, employees may require laptops, smartphones, and other devices aligned with their new roles.
Automated Offboarding Workflows
Crow Canyon’s Onboarding and User Access Management system supports the creation of simple or complex workflows that can automate the offboarding process. After an offboarding workflow has been defined, automated features empower organizations to move from one process to the next as tasks and requests are fulfilled.
The system is highly configurable, allowing companies to specify exactly how their offboarding process will be defined and implemented. Key actions, such as the retraction of access rights, the return of company equipment, and exit interview paperwork can be fully tracked, archived, and saved in the system for subsequent reporting and analysis.
Seamless Midboarding Workflows
Our Onboarding and User Access Management system also supports employee midboarding, which may often be more complex than onboarding and offboarding. Unlike the creation or deletion of access rights, midboarding typically involves the modification of rights across the enterprise — a task that can quickly become complicated in larger organizations.
Our system supports the creation of configured roles and positions with pre-determined access rights. This approach simplifies role changes. Likewise, automated tasks can be implemented within the midboarding workflow to ensure that all required steps are taken to support the employee’s transition within the company.
Support of Regulated Environments
Like onboarding, offboarding and midboarding occur in industries that are subject to corporate compliance. Our Onboarding and User Access Management system supports these industries by meticulously tracking and recording all employee changes for audit purposes. This is particularly useful in midboarding scenarios, such as the verification of employee accreditation, personal risk assessments, or a re-certification process as part of a new role requirement.
Our system is fully configurable, enabling your organization to define specific tasks within workflows that support regulatory compliance.
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Crow Canyon Software delivers the power of a connected, digital workplace to your organization, helping you be more successful and competitive. We provide the tools that allow you to gain the maximum benefit from SharePoint and Office 365, Microsoft’s premier collaboration platforms.
Want to learn about how our business productivity applications for SharePoint and Office 365 can power up your organization? Give us a call at 1-925-478-3110 or contact us by e-mail at sales@crowcanyon.com. We look forward to hearing from you!
