Creating Offboarding Programs

Objective

After completing this lesson, you will be able to create offboarding programs.

The Offboarding Program

In addition to defining Onboarding programs, you can define Offboarding programs.

What is an Offboarding Program?

An offboarding program is a set of tasks that need to be done for an employee who is exiting the organization. Some examples include a meeting or exit interview with an HR representative or manager, collecting equipment, and organizing a knowledge transfer session.

Before you can create the offboarding program, you need to carry out the following actions:

  1. Assign the ONB2OffboardingActivitiesConfig object permission to the administrator.
  2. Create responsible groups for the users who will be involved in the process.

Predefined Offboarding Tasks

Once you have assigned the permission to the administrator and created responsible groups, you can create an offboarding program using the predefined offboarding tasks listed in the table.

TaskDescription
Write Farewell Message

This task allows a participant to compose a farewell message.

A standard farewell message can be configured by the offboarding administrator and be assigned to a specific responsible group, such as the manager. You can use AI-Assisted Writing to improve the content of your Farewell Message.

Announce Termination to Coworkers

This task allows a participant to create an announcement message to coworkers about termination of the offboardee.

A standard message can be configured by the offboarding administrator and be assigned to a specific responsible group, such as the manager.

Create Knowledge Transfer Plan

This task allows a participant to create a knowledge transfer plan.

This is created for the Knowledge Transfer Task. The feature allows users such as the manager and employee (offboardee) to create a knowledge transfer plan by simply adding notes to the knowledge transfer task. This can be very important for a team who will need an immediate replacement for the employee leaving the team.

Schedule Offboarding Meetings

This task allows a participant to schedule a meeting with the offboardee before they leave the organization.

Manage Assets (List and Track Assets Return)This task allows participants to identify equipment that needs to be returned by the offboardee and also track the process.

Note

Custom tasks can also be created for offboarding programs.

Create an Offboarding Program

Steps

  1. In the instance, navigate to Manage Onboarding and Offboarding Tasks using Action Search bar.

  2. Select the Offboarding Programs tab.

  3. To create a new offboarding program, choose + New Program.

  4. For the new offboarding program, enter an ID and Program Name.

  5. Choose + Add Task.

  6. Add and define the tasks you would like to add to the offboarding program.

  7. To save and create the offboarding program, choose Submit.

Result

An offboarding program has been created.

Create a Default Offboarding Program

Business Example

The organization wants you to create a default offboarding program that will be applicable to any offboardee. Currently, they don’t have any special or unique offboarding programs for certain types of employees, but they might create new programs in the future.

In this exercise, you will perform the following tasks:

  • Create a default offboarding program that applies to most employees.
  • Add all offboarding tasks available to the default offboarding program.
ExerciseStart Exercise

Steps

  1. Navigate to Manage Onboarding and Offboarding Tasks using the Action Search.

  2. Select the Offboarding Programs tab.

  3. Choose + New Program.

  4. For the ID, enter DEFAULTOFFBOARDING.

  5. For the Program Name, enter Default Offboarding Program.

  6. For the Brief Description, enter This is the default offboarding program for most employees.

  7. Add the following tasks using + Add Task. Do not make any task mandatory:

    TaskNoteAssigned to
    Write Farewell MessageLeave blankManager
    Announce termination to CoworkersLeave blankManager
    Create Knowledge Transfer PlanN/AManager
    Schedule Offboarding MeetingsLeave BlankManager
    Manage AssetsN/AList Asset Task: IT Equipment NA Track Asset Task: Manager

  8. To create the new offboarding program, choose Submit.

Configure a Business Rule to Assign an Offboarding Program

Business Example

The organization wants the default offboarding program to be followed for every offboarding process. You need to make sure that this program is chosen for any offboardee in the offboarding process.

In this exercise, you will create and define a business rule that will assign the default offboarding program to all offboardees.

ExerciseStart Exercise

Steps

  1. (If necessary) Navigate to Manage Onboarding and Offboarding Tasks.

  2. Select the Offboarding Programs tab.

  3. Choose Define Business Rules.

  4. Notice that in the Onboarding scenarios section, the Select Offboarding Task Configuration is already selected.

    If it is not automatically selected, manually select the appropriate scenario.

  5. Enter the rule values and choose Continue:

    Rule NameONB_Select_Offboarding_Program
    Rule IDONB_Select_Offboarding_Program
    Start Date01/01/1900

  6. For the If section, set the condition to Process.Process Type = Offboarding.

  7. For the Then section, choose Set→ Process.Offboarding Task Configuration→ to be equal to→ Value→ Default Offboarding Program.

    an Example of a Rule to Assign an Offboarding Program

  8. To create and save the business rule, choose Save.

Result

You have created a rule to assign the default offboarding program.

You can create as many offboarding programs as you need. To select the appropriate program, you need to configure the business rule logic, which will depend on which offboarding program is applicable for an offboardee.

Email Services of Offboarding

Email notifications are an integral part of the offboarding process for communication. Email Services offers a framework for a simplified offboarding experience with a consistent communication mechanism.

  • Use preconfigured email templates designed specifically for the offboarding process.
  • Create new email templates with business and locale-specific rules and content.
  • Send timely email notifications to assigned offboarding participants at different stages of the process.
  • Configure reminder email notifications to manage how often reminder messages are sent.

Detailed configuration of Email Services and Templates is available in the SAP Help Portal:Email Notifications | SAP Help Portal

Preconfigured Email Templates in Offboarding

The screenshot show existing Offboarding email templates in Email Services

Email Templates are pre-formatted files that serve as a starting point in the process of creating email notifications.

Offboarding includes a set of preconfigured email templates ready for use. These templates are designed to seamlessly work throughout the offboarding process. You can either use these templates as they are or customize them to meet your needs.

When you access the Email Services configuration page for the first time, there will be no email templates listed under the Active Templates tab. You can reuse preconfigured email templates or create custom email templates from the Manage Email Template section.

The offboarding template names start with (OFB) and end with ‘Template’

The available Offboarding templates are:

  • Alumni Access Expiring: Notify the employee that their access to the alumni portal is expiring.
  • Offboarding Custom Task Assigned: Notify task recipient about assigned custom tasks.
  • Offboarding Custom Task Completed: Notify task recipient about custom task completion.
  • Meeting updated for participants: Notify assigned offboarding participants about meeting updates.
  • Announce Termination Message: Notify the coworkers about the termination of employee.
  • Farewell Message: Notify the employee about the updated farewell message.
  • Knowledge Transfer task Cancellation: Notify the participants about cancellation of the Knowledge Transfer task.
  • Knowledge Transfer task Completion: Notify the participants about completion of the Knowledge Transfer task.
  • Knowledge Transfer task Assigned: Notify the participants when the Knowledge Transfer task is assigned.
  • Knowledge Transfer task Updated: Notify the participants when the Knowledge Transfer task is updated.
  • Assets are Updated: Notify the employee to return the assets.
  • Offboarding Process Cancellation: Notify the offboarding participants about cancellation of the offboarding process for an employee.
  • Resignation Approval sent to Employee: Notify the employee that the resignation has been approved.
  • Resignation Approval sent to Participants: Notify the offboarding participants that the resignation has been approved for an employee.
  • Document signature completed for employee exiting the organization: Notify the employee exiting the organization about the completion of document signing.

For the current list of templates, see the SAP Help Portal: Offboarding Email Templates.

Summary

  • Create an offboarding program by adding a set of tasks. These tasks guide the manager and employee through the process of leaving the company.
  • Add predefined tasks to your program. These include managing asset returns, creating knowledge transfer plans, and scheduling exit meetings for the employee.
  • Configure a business rule to assign the program. This rule ensures the correct offboarding program is automatically selected for any employee.

Learning

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