Offboarding

Ketika seorang karyawan meninggalkan perusahaan, penting untuk memiliki rencana offboarding untuk memastikan semua langkah yang diperlukan diikuti, seperti mengembalikan peralatan, mencabut akses ke sistem bisnis, mengisi formulir HR, melakukan wawancara keluar, dan lainnya. Tergantung pada perusahaan, bisa ada beberapa rencana offboarding yang berbeda, dikonfigurasi untuk departemen atau divisi tertentu, yang memiliki persyaratan dan langkah berbeda dari rencana offboarding utama.

In addition to an offboarding plan, the employee record must be updated to reflect their departure, log the reason why they left, close any open activities associated with the employee, and provide them with any important documents.

Lihat rencana offboarding

Before offboarding can begin, it is recommended to check the default offboarding plan that comes preconfigured with the Employees app. To view the current default plan, navigate to Employees app ‣ Configuration ‣ Activity Plan. Click Offboarding to view the detailed offboarding plan form.

Langkah-langkah rencana offboarding

The default Offboarding plan is minimal, with two default steps (three if the Fleet app is installed). All steps are To-Do activities, and are scheduled for the day the offboarding plan is launched (0 days Before Plan Date).

• Organize knowledge transfer inside the team: The manager must ensure all knowledge the employee has relating to their job position, is either documented or shared with colleagues so there is no knowledge gap.

• Take Back Fleet: The fleet manager ensures any vehicles assigned to the employee are either unassigned (available for other employees) or the next driver is assigned. This step only appears if the Fleet app is installed.

• Ambil Kembali Materi HR: Manajer harus mendapatkan dokumen dan materi apa pun yang diperlukan departemen HR. Disarankan untuk memeriksa dengan departemen HR untuk memastikan semua yang diperlukan untuk langkah ini telah selesai.

Modifikasi rencana offboarding

Rencana offboarding default bersifat minimal, sehingga modifikasi dapat dilakukan untuk mengakomodasi kebutuhan offboarding perusahaan mana pun. Setiap perusahaan memiliki persyaratan yang berbeda, oleh karena itu perlu menambahkan langkah-langkah yang diperlukan ke rencana offboarding.

If the offboarding plan is universal, add or modify the default offboarding plan. If the offboarding plan needed is only for a specific department, then a new plan should be created, specifically for that department.

To modify the default plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan, then click on Offboarding.

To modify a step, click on the step and an Open: Activities pop-up window appears. Make any desired modifications to the step, then click Save to accept the changes and close the pop-up window.

Untuk menambahkan langkah baru, klik Tambahkan baris di bagian bawah aktivitas yang terdaftar di tab Aktivitas yang Akan Dibuat, dan jendela pop-up Buat Aktivitas kosong akan muncul. Masukkan semua informasi di jendela pop-up, lalu klik Simpan & Tutup jika tidak ada langkah lain yang akan ditambahkan, atau klik Simpan & Baru jika lebih banyak langkah diperlukan.

Konfigurasikan semua langkah yang diinginkan untuk rencana offboarding.

Buat rencana offboarding

Untuk beberapa perusahaan, rencana offboarding khusus mungkin diperlukan untuk beberapa departemen. Untuk kasus ini, rencana offboarding khusus departemen yang baru mungkin diperlukan.

To create a new offboarding plan, first navigate to Employees app ‣ Configuration ‣ Activity Plan. Click the New button in the upper-left corner, and a blank plan form loads.

Masukkan informasi berikut pada formulir:

• Plan Name: the specific name for the plan.

• Model: Bidang ini menentukan di mana rencana ini dapat digunakan. Dalam hal ini, di aplikasi Karyawan. Bidang ini tidak dapat dimodifikasi.

• Department: if left blank (the default setting) the plan is available for all departments. To make the plan department-specific, select a department using the drop-down menu.

Next, add the various steps for the plan by clicking Add a line at the bottom of the listed activities in the Activities To Create tab, and a blank Create Activities pop-up window appears.

Masukkan informasi berikut di jendela pop-up:

• Activity Type: Using the drop-down menu, select the specific activity to be scheduled. The default options are Email, Call, Meeting, To-Do, or Upload Document. If the Sign app is installed, a Request Signature option is available.

• Ringkasan: Masukkan deskripsi singkat untuk langkah tersebut.

• Penugasan: Menggunakan menu drop-down, pilih orang yang ditugaskan untuk melakukan aktivitas. Opsi default adalah: Tanyakan saat peluncuran, User default, Pelatih, Manajer, dan Karyawan. Jika aplikasi Armada diinstal, opsi Manajer Armada tersedia.

  Catatan

  Pemilihan untuk peran Penugasan berhubungan dengan karyawan. Jika Pelatih dipilih, pelatih karyawan ditugaskan untuk aktivitas tersebut.

  Jika User default dipilih, bidang Ditugaskan ke akan muncul. Menggunakan menu drop-down, pilih user yang akan selalu ditugaskan aktivitas ini.

• Interval: Konfigurasikan bidang pada baris ini untuk menentukan tanggal jatuh tempo aktivitas. Masukkan angka pada bidang pertama, lalu gunakan menu drop-down pada dua bidang berikutnya untuk mengonfigurasi kapan tanggal jatuh tempo harus dibuat; (#) hari, minggu, atau bulan, baik Sebelum Tanggal Rencana atau Setelah Tanggal Rencana.

When the Create Activities for is completed, click Save & Close if there are no other steps to add, or click Save & New to add more steps, as needed.

Example

Sebuah perusahaan yang mengkhususkan diri dalam program seni setelah sekolah memiliki dua rencana offboarding terpisah, satu untuk guru yang bekerja di lapangan, dan satu untuk pekerja kantor.

Rencana offboarding untuk guru ditetapkan untuk departemen Guru Program Seni, dan mencakup tugas-tugas khusus yang berkaitan dengan pekerjaan tersebut. Ini termasuk memastikan semua perlengkapan seni dikatalogkan dan dikembalikan, semua formulir umpan balik siswa diserahkan, dan semua lencana akses dan kunci untuk berbagai lokasi dikembalikan.

Luncurkan rencana offboarding

After an employee has given notice (typically two weeks) or once the company has decided to terminate the working relationship with the employee, the offboarding plan should be launched. Navigate to the Employees app and click on the departing employee profile. Click the Launch Plan button, and a blank Launch Plan pop-up window loads.

Using the drop-down menu, select the desired offboarding plan in the Plan field. Then, using the calendar selector, set a date in the Plan Date field. This is typically the day the employee gave notice, but any date can be selected.

The right-side of the Launch Plan pop-up window displays all the steps in the selected plan, grouped by what was selected in the Assignment fields for the various plan steps.

Once the Plan and Plan Date fields are configured, click the Schedule button, and Odoo schedules everything in the plan, according to their respective due dates. All scheduled activities appear in the chatter of the employee profile.

Arsipkan karyawan

Di Odoo, ketika seorang karyawan meninggalkan perusahaan, mereka harus diarsipkan. Langkah ini harus dilakukan setelah karyawan sepenuhnya di-offboard. Untuk mengarsipkan karyawan, pertama navigasikan ke aplikasi Karyawan. Dari sini, temukan karyawan yang meninggalkan perusahaan, dan klik kartu karyawan mereka.

The employee form loads, displaying all their information. Click the (gear) icon in the top-left corner, and a drop-down menu appears. Click Archive, and an Employee Termination pop-up window appears.

Isi bidang berikut pada formulir:

• Alasan Keberangkatan: Pilih alasan karyawan pergi dari menu drop-down. Opsi default adalah:

  • Dipecat: Pilih opsi ini ketika seorang karyawan diberhentikan, dan perusahaan telah memberikan pemberitahuan.

  • Mengundurkan Diri: Pilih opsi ini ketika karyawan tidak lagi ingin dipekerjakan, dan karyawan telah memberikan pemberitahuan.

  • Resigned: Retired: Select this option when the employee is retiring.

  • Became Freelance: Select this option when the employee is no longer working for the company, but is becoming a freelance worker instead.

  • Mutual Agreement: Select this option when both parties have agreed to terminate their working relationship.

• Tanggal Akhir Kontrak: Menggunakan pemilih kalender, pilih hari terakhir karyawan bekerja untuk perusahaan.

• Alasan Rinci: Masukkan deskripsi singkat untuk keberangkatan karyawan di bidang ini.

• Close Activities: Tick the checkbox next to each type of activity to close or delete any open activities associated with it. It is recommended to tick all checkboxes that are applicable. The available options are:

  • Appraisals: cancels all appraisals scheduled after the contract end date.

  • Contract: applies an end date for the current contract.

  • Company Car: removes the employee as the driver for their current company car, and assigns the next driver, if applicable.

  • Equipment: unassigns the employee from any assigned equipment.

• HR Info: Tick the checkbox next to Send Access Link to send a download link to the employee's personal email address, containing all their personal HR files.

• Private Email: This field appears if the HR Info checkbox is ticked. If there is a private email listed on the employee profile, this field is automatically populated. If no private email address is on their record, enter the private email address for the employee.

When the form is complete, click Apply. The employee record is archived, an email with a download link to their personal documents is sent to the employee's private email address (if selected), and a red Archived banner appears in the top-right corner of the employee form. The chatter logs the Departure Date and Departure Reason, and if an access link was emailed.

Catatan

While attempting to send the HR documents access link, an Invalid Operation pop-up window may appear, displaying the following error message:

Employee's related user and private email must be set to use "Send Access Link" function: (Employee Name)

If this error appears, click Close to close the pop-up window, then tick the Send Access Link checkbox to deselect it on the Employee Termination pop-up window.

Click Apply to archive the employee and close the selected activities on the Employee Termination pop-up window, returning to the employee form.

Once the employee form, ensure the following fields are populated:

• Private Information tab: Ensure an email address is entered in the Email field.

• HR Settings tab: Ensure a Related User is selected in the corresponding field.

After the necessary information is entered, resend the HR documents access link

Send HR documents access link

If the access link was not sent when first archiving the employee on the Employee Termination form, it can be sent after the employee is archived at any point.

After an employee is archived, they are no longer visible on the main Employees app dashboard. To view the archived employees, navigate to the Employees app dashboard, and click the (down arrow) in the search bar to reveal a drop-down menu. Select Archived, towards the bottom of the Filters column, then click away from the drop-down window to close it.

Now, only archived employees appear on the dashboard. Click on the desired employee to open their employee form. On this form, click the (gear) icon in the top-left corner, then click Send HR Documents Access Link from the resulting drop-down menu. The chatter logs that the link was sent.