Employee Off-Boarding

Professional/Temp Staff / Affiliates / Student Workers:

 

Once the status of a AiM user’s employment gets terminated, the Employee Profile record will get inactive by the ETL job, which runs every Friday night.

The ETL job will:

  • Remove user from the shop roster (will move the user NET ID to inactive Shop people section)
  • Make Employee Profile inactive (as long as the user is no longer working for UConn, otherwise the Employee Profile will remain active)

 

*As part of the Off-Boarding process, the HR Supervisor & Operations Admins shall remove the “KEEP” code from the Employee profile manually (HR->Employee Profile->Payroll Data-> Hire Code) to let ETL job inactivate the profile properly.*

 

**Before removing an employee from his shop, his account needs to be reviewed (audit on assets, active phase assignments, timecards, etc.) and be approved for shop transfer by the Operations Center Management and/or Shop Supervisor.**

 

STUDENT WORKERS

ROLE RESPONSIBILITIES
Off-Boarding High Level Process – Students  
Off-Boarding Process – Students

 

PERMANENT/TEMP EMPLOYEES & AFFILIATES

ROLE RESPONSIBILITIES
Off-Boarding High Level Process – Employees  
Off-Boarding Process – Employees  

 

PROCEDURE:

 

Searching for Employee Profile (outstanding Timecards, Assets, Assignments, etc.)

1. Select the Human Resources link from the Main WorkDesk Menu.  
2. Click the link to the Employee Profile.  
3. Click Search to search Employee Profile information.

 

The Search function allows you to narrow the results for Employees by field contents (such as First Name or Last Name, etc.)
4. Go through the options and enter search criteria such as First and Last Name, then click Execute.
5. The employee profile will appear on the results screen. Click on the NET ID hyperlink.
6. Click ViewFinder link to see all the transactions and records associated with this specific employee.
7. Review these transactions, contact Operation Center Managers, to ensure there is not outstanding timecards or assets for this employee.

 

After reviewing these records and have the approval to deactivate this user, just click on the hamburger button to go back to Human Resources Module menu and proceed with removing the user from his Shop.

 

Removing Employees from shops

 

1. Select the Human Resources link from the Main WorkDesk Menu.
2. Click Shop link.  
3. Search for the employee’s shop.

 

 

 
4. Click Edit to update the shop roster.
5. Click on the employee name, then enter the termination date and click Done.

 

*Note: Shop termination date must be at least one day before you deactivate the employee profile, otherwise the system will not allow you to deactivate it in the same day.
6. Click Save to update the list.
7. Click on the Hamburger button to return to the Human Resource module menu.
8. Once the user is removed from the Shop roster, Northwest IT HelpDesk Support and AiM System Administrator shall be notified to proceed with deactivating User Securities and iPad collection.

 

 

Removing the “KEEP” code 

 

1. Select the Human Resources link from the Main WorkDesk Menu.
2. Click the link to the Employee Profile.
3. Click Search to search employee profile information.

The Search function allows you to narrow the results for Employees by field contents (such as First Name or Last Name, etc.)
4. Click on the user NET ID and click Edit to update employee profile record.
5. Click on Payroll Data Link.   
6. Add or Remove “Keep” code from Hire Code, then Click Done to return to previous screen.  
Note: If employee is moving from FOBS to another UConn department, change Employee Type to “Employee”, otherwise just leave as is.

7. Click Save to save the record.

  

 

 

ROLES RESPONSIBILITIES:

 

1. HR Supervisor: (Professional/Permanent Staff & Affiliates only):

HR Supervisor is responsible for removing/adding employees from/to shop rosters and deactivate Employees Profiles as well. Will notify other roles in this SOP about employee profile updates.

 

2. Operation Admin: (Shops Student Workers):

Operations Admin is responsible for removing/adding Students from/to shop rosters and deactivate Employees Profiles as well. Will notify other roles in this SOP about employee profile updates.

 

3. Operations Center Management:

Operation Center Management is responsible for assisting with Employee Profile audit for current shop Employees and Students Workers.

 

4. Shop Supervisor:

Shop Supervisor is responsible for work re-assignment and time cards approvals. Will notify HR Supervisor & Operations Admins when employee is clear and good for shop transfer.

 

5. System Support (Northwest Helpdesk):

System Support is responsible for the distribution, re-assignment and tracking of  iPads for employees and students.

 

6. System Administrator:
System Administrator is responsible for inactivating user securities for AiM users (employees). System Administrator will also serve as HR Supervisor, Operations Admin and Operation Center Management backup person to remove employees from shop rosters and inactivate user security as well.

 

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