Difference between revisions of "Exit Process"

Latest revision as of 08:21, 13 December 2018

In October 2018, Duy Khang NGUYEN and Thanh Tam TRAN reviewed and updated an Exit Process established long time ago by IT Support team to manage accounts and data related to leaving employees to ensure Security concerns were properly addressed. This version introduced earlier step (as "Step 0") from HR side.

Step 0: Identification & resolution of problems

Informal discussion between influencers, team members, team leader, and HR.

Step 1: Official resignation

• Staff sends resignation to HR (if resignation only sent to influencers or team leaders, they forward to HR if needed)
• HR acknowledges the resignation, acknowledges normal exit date, reminds the applicable legislation (penalty in case of a unilateral decision and/or in case notice period not honored), and requires validation from ITS, HR, accountants, team leaders.
• Use the form attached

Step 2: Exit process

Within 2 weeks of resignation date, and if no other decision:

HR launches the exit process (email sent to staff, a procedure with Social Security), the resigned employee must:

• Fulfill the resignation letter
• Give Health Insurance card and one ID card copy (non-notarized) to HR. For non-Vietnamese, give the Residence card & work permit to HR if any.
• Give back the PVI Card + brochure (if any)
• Provide 1 copy of identity card
• Give the Parking Card back to GS

In case there is no validation by ITS, HR, accountants, team leaders, the resignation will be considered as a unilateral decision, hence penalty applied. Team leaders/ influencers inform HR about successor’s name/temporary contact point, about exit date (if different than normal)

Step 4: Organize Transfer

4.1 Local system and Officience accounts

• HR update Offylist (attached contains personal information with limited sharing)
• Ensure that any access to local IT systems and accounts funded locally are terminated by ITS

4.2 Network and hard drive files

The team leader is to ensure that work-related files are to be copied, transferred properly

4.3 Corporate equipment

All Officience’s hardware and software assigned or loaned to the employee to be returned to the workplace. For example, items such as:

• computer, terminal and/or laptop
• phone/tablet
• software programs, discs, and licenses.

ITS Department makes sure that all the equipment are given back to the workplace before signing in the resignation checklist of the employee.

4.4 Email account transfer

• HR is updating “Off-list”, IT receive notification of the change.
• By 6:00 pm of exit date, ITS changes email password and send it to HR confidential staff.
• HR confidential staff sets vacation responder with below content:

Hello, Thanks for your email. I am not working at Officience anymore starting from...[exit date]. For professional subjects, please contact Mr/Ms... [name of the successor or temporary contact point]: … [email]. I am certain [he/she] will take very good care of you. Best regards, [Name of exit staff]

Should we suspend the account? (+) Clearer who is still here or not. (+) Easier to delete after the period. (−) The sender receives daemon-mailer.

Should we set up auto-forward? (+) Successor receives messages from robots. (−) Need the account to still be active.

4.5 Open/Re-open account

If request from the (top) influencers, team lead that employee account needs to open/re-open for transfer:

• Inform to HR with the duration of keeping the account.
• HR update “Offylist” with the date of closing the account
• Open/Re-open request/ email/ ticket send to ITS (include purpose and duration)
• ITS open/reopen as requested.
• HR to follow and to inform IT to close the account at the closing date no later than 3 business days.

4.6 Suspend/Delete account

ITS will decide to:

• keep and renew the account every 2 months for all (Default)
• keep and renew the account every 6 months for team leaders*
• keep for forever if Head of BU or equivalent
• follow the special requirement by team*

' *The team must define as clearly as possible timeframe, and action plan during and after the deadline (Delete Auto, Delete with check, Backup)

ITS will decide whether to keep or delete accounts depending on the number of active accounts Should we backup data? Yes. Using Pop.

Should we transfer data ownership to? The transfer must be done right after receiving the resignation letter.

Account deletion Employee’s Google data will transfer to drive.backup@officience.com if no further special request.

Reference

• Exit Process (Google Document by Duy Khang NGUYEN)
• Security