Employee Exit WorkflowPresenter: Wilf SchlittBusiness Support and Student Data SystemsCollege of New CaledoniaPrince George, British Columbia

Serves approximately 117,500 square kilometres (73,011 miles)

Larger than Washington state the regions population is about 145,000…about the same as the moose population

CNC enrols about 500 students each year in approximately 90 programs

Problem was….

Project Definition

Project Objective Statement: By Feb 21st, 2011, the HR department will have in place a workflow that will initiate required emails to ensure that all necessary parties are notified when an employee leaves CNC.

Project Charter: This workflow will use a VAL code value in OTHER.DATES called “EndEmployDate” for “Last Employment Date” on the OTDT screen, This will initiate a series of emails as outlined in Appendix “A”.

Project Rational: This workflow will ensure that all the required departments, regional directors, and the employee is notified by email when an employee leaves. This workflow will take the place of our current combined business practice of phone and email notification; or as often currently happens-no notification.

In Scope Out of Scope

OA solutions will provide expertise in workflow analysis but coding will be done in-house

After final review, testing and implementation any further requests for enhancement to the existing workflow will be reviewed as a separate project request. This however does not include maintenance or issues that may have been missed during the project.

Steven will maintain the workflow by making changes to the hard coding as required

It will be the responsibility of the departments to inform Steven when changes are required. It is not Stevens responsibility to monitor changes to employees or the workflow

Final Deliverable and Major Deliverables:

Wilf Schlitt: Project management and design, Process review and workflow mappingUser set up in Colleague, Staff resource approval from all managers, Documentation and Demonstrations scheduling, Pseudo Coding of workflow

O/A Solutions Kelly Nyman & Heather Ongo: Expert Consultant on workflow

Sue McAllister: Finance Process Review

Sandra Rossi: HR Process Review

Diane Van Bakel: Workflow Review –HR, End-user Testing

Project Team

3 Onsite Work

Employee Exit Workflow

5 Testing4 Coding

1.2 Manager Sign off on Staff Resources

1 Project Management

3.1 Map Workflow for Coding

4.1 Onsite Coding

3.2 Review workflow with

team

4.2 Consultation O/A

5.1 Test Workflow

2.1 Review Workflow Feasibility

2.2 Colleague User Set Up for

Workflow

2 Software Setup

1.1 Workflow Mapping

1.3 Project Prioritization

1.4 Project Plan

1.5 Advise all involved of

pending changes

5.3 Roll-Out to Users

5.4 Advise all parties of Roll-Out

5.2 Make Coding Changes

Breakdown StructureEmployee Exit Workflow

WFEXIT

Employee ID

First Name

Last Name

Last Date of Employment

1-Employee ID

Start

2-Last Date of Employ.

FinanceSue M.

AdminPenny F

CUPE

Employee

Regional Directors or Appointed

Staff

Facilities

Ken Dang

AdminMaria J

Wilf Schlitt

HRDiane V

If HR or Finance

If Student

If Location PG

If Regional

If CUPE

Collect Keys

Close Colleague Account

Collect P Card

Request for Keys/Pcard

(responsiblities)

Notification of Termination

FYI Notification

FinanceMaggie B

Outstanding Advances

FinanceSherry M

Outstanding Invoices

FinanceLisa S

Vacation Audit

Remove Approver Status/Update Reports

HelpdeskRemove

Computer Accounts

HRSherry W

Terminate Employee

HRRachel J

Terminate Benefits

HRSandra R.

HRMichelle W

HREvelyn W

FYI Notication

FinanceHolly M.

FinanceCindy F

If Faculty

Check for Outstanding

Grades

Dave Dalcanale

If Yes

FYI Notification

Notification of Outstanding Grades

LibraryKathy P

FYI Notication

Collect P Cards

If Location

PG

Employee Exit Workflow Map

Oct 25, 2010

1.1Oct 25, 2010

5 x1

Workflow Mapping

Nov 8, 2010

1.2Nov 10,

2010

2 x 1

Manager sign off on Staff Resources

Start 01 Finish

Actual Start

Hours x Bodies

Actual Finish

Details

Nov 4th, 2010

1.3Nov 4th 2010

.5 x1

Project Prioritization

Nov 24th, 2010

1.4Nov 24th, 2010

1 x 3

Project Plan

Jan 10, 2011

2.2Jan 12, 2011

1 x 2

Colleague User set up for Workflow

Nov 8th 2010

2.1Nov 18th, 2010

1 x 4

Review Workflow Coding Feasibility

Jan 13, 2011

3.2Jan 13, 2011

6 x 1

Review Workflow with Team

Jan 17th 2011

4.1Jan 31st

2011

1 x 14

Onsite Coding

Finish

Start

Feb 4, 2011

5.2Feb 11.

2011

1 x 7

Coding Changes (As Required)

Jan 3, 2011

3.1Jan 7, 2011

1 x 2

Map Workflow for Coding

Jan 17th, 2011

4.2Feb 11th, 2011

2 x 4

Consultation OA

Feb 1. 2011

5.1Feb 3, 2011

3 x 1

Test Workflow

Feb 14th

20115.3

Feb 18th

2011

1 x 3

Roll-Out to Users

Feb 21st, 2011

5.4Feb 21st, 2011

3 x 1

Advise all participants of Roll Out

Jan 3, 2011

1.5Jan 3, 2011

3 x 1

Advise all of impending changes

Employee Exit Workflow Critical Path

UT > WFDF > XHR…

Colleague

* Initializing variablesXL.VAL.DESC = ""XL.VAL.CODE = ""XL.ACTION.CODE = ""XL.FINAL.CODE = ""XL.FINAL.DESC = ""X.FINAL.CNTR = 1

CALL S.GET.VALCODE.INFO("OTHER.DATES","",XL.VAL.DESC,XL.VAL.CODE,XL.ACTION.CODE,"","","")

X.NUM.DESC = DCOUNT(XL.VAL.DESC,@VM)

FOR X.CNTR = 1 TO X.NUM.DESC IF XL.ACTION.CODE<1,X.CNTR> NE "O" AND XL.ACTION.CODE<1,X.CNTR> NE "o" THEN XL.FINAL.CODE<1,X.FINAL.CNTR> = XL.VAL.CODE<1,X.CNTR> XL.FINAL.DESC<1,X.FINAL.CNTR> = XL.VAL.DESC<1,X.CNTR> X.FINAL.CNTR = X.FINAL.CNTR + 1 ENDNEXT X.CNTR

* Initializing local variablesXL.DATES = ""

* Getting the dates using XL.FINAL.CODE from process entryCALL S.READ.OTHER.DATES(V.HRPER.ID,XL.FINAL.CODE, XL.DATES)

LOCATE "Employee Exit Workflow" IN VL.LIST.VAR1<1,1> SETTING X.POS THEN IF LEN(XL.DATES<1,X.POS>) THEN X.NAME = '' CALL S.GET.NAME(X.NAME,'',V.ID,'') CALL_WF XHR.XEEH.POSS('NOW'\,'TO:ME'\, 'A.PERSON.ID'\V.ID,'SD:1'\X.NAME) X.POS.ID = '' CALL S.GET.PRIMARY.POS.INFO(V.ID,X.POS.ID,'','')

* Added - Yumin Shui - 12/02/29 X.POS.TITLE = X.POS.ID CALL S.TRANS.FILE("POSITION",1,X.POS.TITLE) X.POS.DEPT = X.POS.ID CALL S.TRANS.FILE("POSITION",21,X.POS.DEPT) CALL S.TRANS.FILE("DEPTS",1,X.POS.DEPT) * End - Yumin Shui - 12/02/29 EMAIL 'TO:ORG.ROLE.ID'\'23', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Computer and Colleague Accounts for closing.', 'TXT'\'Please close Computer account and remove from Phone list. If Employee has Colleague account please put in Support ticket to have them removed', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'24', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'The following employee is leaving.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'25', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Computer and Colleague Accounts for closing.', 'TXT'\'The following employee is leaving please check for any outstanding advances.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'26', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please check for any outstanding invoices.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'27', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please do a vacation audit.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) IF COUNT(X.POS.ID,'P') >0 THEN EMAIL 'TO:ORG.ROLE.ID'\'40', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\' The following employee is leaving please check library records', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'35', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please ensure there keys have been returned.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END EMAIL 'TO:ORG.ROLE.ID'\'28', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\' For your information the following employee is leaving', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'33', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'34', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please check if they have a P Card.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4)

EMAIL 'TO:ORG.ROLE.ID'\'41', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please close there access to BCEID if they have access.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) IF COUNT(X.POS.ID,'B') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'36', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please ensure there keys and any P Cards have been returned.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END IF COUNT(X.POS.ID,'N') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'37', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please ensure there keys and any P Cards have been returned', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END IF COUNT(X.POS.ID,'Q') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'38', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please ensure there keys and any P Cards have been returned.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END IF COUNT(X.POS.ID,'M') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'39', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please ensure there keys and any P Cards have been returned.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END IF COUNT(X.POS.ID,'S') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'31', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following CUPE member will be leaving the College of New Caledonia at the below date', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END EMAIL 'TO:ORG.ROLE.ID'\'30', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving on the below date.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) EMAIL 'TO:ORG.ROLE.ID'\'29', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please terminate benefits.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) IF COUNT(X.POS.ID,'F') > 0 THEN EMAIL 'TO:ORG.ROLE.ID'\'32', 'FROM:ADDR'\'workflow@cnc.bc.ca', 'SD:'\'Employee Leaving', 'TXT'\'The following employee is leaving please check for any outstanding advance.', 'TXT'\'', 'TXT'\'Colleague ID is ':V.ID:'.', 'TXT'\ X.NAME, * Added - Yumin - 12/02/29 'TXT'\ 'Primary position ID is ':X.POS.ID, 'TXT'\ 'Position title is ':X.POS.TITLE, 'TXT'\ 'Department is ':X.POS.DEPT, * End - Yumin - 12/02/29 'TXT'\'Employee last date ':OCONV(XL.DATES<1,X.POS>,SN.DATE4) END ENDEND

Finance

ITSLibrary Union Facilities

HR Admissions

Admin

Terminate Employee

Outstanding Loans or Fines

Terminate Benefits

Collection of Keys

Notification of TerminationClose Colleague Account

Collection of P Card

Check for Outstanding Grades

Close Computer Account

Check for Outstanding Advances

Check for Outstanding Invoices

Vacation Audit

Questions?