CTS_ User Manual _ ELE _USI Separations Manage USI Exit Management Tool

Transcription

1 CTS_ User Manual _ ELE _USI Separations Manage USI Exit Management Tool

2 Contents Overview Key Words Work Intake Method Exit Management Tool Overview A. How to resign? Employee Dashboard B. Who will provide exit case approvals and confirm the exit inputs/ detail? Primary Stakeholder s Dashboard View How to withdraw resignation? C. What are the next steps after the exit case is pushed for secondary clearance? Secondary Stakeholder s Dashboard View Query Notification s & View Closed Cases Exit Case Closure

3 USI Exit Management Tool User Manual Country: USI Entity: All Region: All Serviced by: CTS in India supporting US Overview: This document outlines the process which needs to be followed in order to use the USI Exit Management Tool by the Primary Stakeholders, Secondary Stakeholders and the USI Separation Analyst. The CTS USI Separation Analysts are responsible for processing the USI separations based on the information received from the primary stakeholders. After a sanity check they would roll out the same information to the secondary stakeholders. Key Words: Counselor, Professional, CTS USI ELE Separations Analyst, Engagement Specialist, CRM, Primary Stakeholders, Approver, CTS USI ELE Separations Escalation Coordinator, Secondary Stakeholders Defined Words: Counselor This role is critical in the USI separation process, as it directly influences the terms and conditions in a professional s separation process. Professional The common term used at Deloitte in reference to an employee/individual. Professionals are also known as Counselee, when discussing the counselor/counselee relationship. CTS USI ELE Separations Analyst Core Talent Services USI Employee Lifecycle Events Separations Analyst is the one who will review the exit information and process the respective exit. The analyst is the owner of the exit from the time of resignation to the closure of the formalities with the issuance of the reliving letter. Engagement Specialist The Engagement Specialist plays an important role for the TAX function as part of the Primary Stakeholder. The exit inputs are shared by the TAX Engagement Specialist with the exit team. The information is shared after the completion of the exit discussions between the business and the professional. In other FSS, they sometime play the role of the primary stakeholder as and when needed. CRM The Client Relationship managers are part of the ELE team and they play the role of sharing the exit inputs with the exit team. The information is shared after the completion of the exit discussions between the business and the professional. The CRMs of Consulting, FAS and AERS play the role of Primary Stakeholder. The CRMs also conduct the exit interviews and all involuntary exit discussions for all FSS as aligned.

4 Primary Stakeholder- This role is played by the stakeholder who is providing the exit initiation inputs to the USI Separations team by sharing the information in the primary dashboard. Based on the information provided the separation team will review and initiate the exit case to other stakeholders. Sometimes in involuntary cases, the exit inputs could be shared by the respective Business Advisor or Talent Relations directly. Below is the Function wise role specification: a) Enabling Areas: Counselor b) Global: Counselor c) TAX: Engagement Specialist d) AERS: CRM e) FAS: CRM f) Consulting: CRM Approver This role is very critical as the approver is going to be the final authority who will approve or reject any USI professional s resignation. The approver can be the immediate manager or the service line lead. The authority to approve notice period waivers, special leave, notice pay, rehire status as a No and any other recovery waivers like relocation, joining bonus is only with the respective service line lead. CTS USI ELE Separations Escalation Coordinator The Core Talent Services USI Employee Lifecycle Events Separations Escalation Coordinator manages the exit case queue and assigns exit cases to the USI ELE Separations Analyst. Secondary Stakeholders They are those stakeholders who work on the inputs shared by the primary stakeholders. They provide inputs/ clearances from their team s perspective in the secondary stakeholder s dashboard. Upon receiving the final calculations and a no dues pending clearance from the Finance and Treasury (If applicable) team, the USI Separations team issues the relieving letter. List of Secondary Stakeholders: a) Amex b) Finance c) Treasury d) CE Gym e) Leaves Team f) CPA g) Compensation and benefits h) Badging i) Operations j) Policy and Compliance k) Transport l) ITS

5 Work Intake Method: 1. This process is triggered when a Full Time Employee on USI headcount resigns and provides information on the resignation form at Talent on Demand. a) The professional will receive an acknowledgement of the resignation and a link to the employee dashboard. This is an interactive dashboard which contains the Exit Kit, Exit Guidelines & PF withdrawal forms. b) This dashboard will help the exiting professional to interact and check the status of his exit formalities with the primary and secondary stakeholders. 2. The USI ELE Separations Escalation Coordinator monitors the exit queue and assigns the exit cases to USI ELE Separations Analyst as per the set guidelines. 3. The USI ELE Analyst reviews the case details in their respective queue and initiates the primary stakeholder clearance. 4. The primary stakeholders receives a dashboard link to update the exit information after discussions with the professional and the respective business. 5. Upon receiving the completed inputs from the primary stakeholders, a sanity check is undertaken by the respective case owner. The exit inputs is then rolled out to the secondary stakeholders. The professional will be simultaneously notified over an about his scheduled last working day with the firm. The Alumni team is also notified over with the exit details about all USI exits through the tool. 6. Thereafter the cases can be viewed by all the secondary stakeholders and worked upon according to their SLA in their respective dashboards. 7. The USI Separation Analyst triggers the exit interview link to the concerned CRMs for all voluntary exits. The CRMs would setup time with the professionals for their exit interview and capture the information in the new tool itself. 8. The USI Separations team pulls a report after the secondary stakeholders provide clearances and close their respective cases. (Except for Treasury team). This report is shared with the Finance team for Full and Final Settlement Calculations. 9. The Finance team confirms to the USI Separations team on whether the relieving letter can be issued or if there is/are recovery due/s to be paid by the professional. Accordingly the USI Separations team informs the professional about the recovery dues to be paid or directly generates the relieving letter through the tool. This is shared with the professional on the personal ID. 10. The Treasury team comes into the picture once the recovery dues pending (if any) are paid and cleared. The concerned team provides the clearances on the Treasury dashboard which allows the USI Separations Analyst to generate and release the relieving letter. 11. The USI Separations Analyst closes the case after the issuance of the relieving letter or recovery dues pending (as per the set SLA) in SFDC. The signed copy of the relieving letter is shared with the Personnel Files Team for documentation purpose.

6 Exit Management Tool Overview: This tool is designed to be interactive and user friendly for the end users. This tool enables the ELE team to pull reports on requirement basis. The tool will be a repository for all exit cases details. Below is the outlined overview of the same. A. How to resign? All full time Deloitte USI employee can resign using the resignation link available on TOD. Employee has to submit the request from TOD using Initiate Resignation button in My Information section. 1. Click on Initiate Resignation button from My information section. Button to initiate resignation

7 2. Fill all the required details in the resignation form and click Submit.

8 3. Once the form is submitted the employee is directed to the below page. 4. In case the professional tries to submit his resignation again during the review period, then the below message will pop up in their screens. Who all will receive the notifications after the resignation submission? Employee will receive an acknowledgement notification and concerned parties like Counselor, Resource Manager, Project Manager, Talent SPOC and Alumni will receive notification s, once the resignation form gets submitted in Salesforce. a) Employee Notification: The professional will receive the following and the link to the employee dashboard. Employee Resignation Submission Acknowledgement - Employee ID - Name.msg b) Counselor, Resource Manager, Project Manager and Talent SPOC Notification: This group will receive the following notification. Employee Resignation Intimation

9 c) Alumni: All exit notifications will be shared with the Alumni team upon receiving exit inputs from the primary stakeholders. USI Exit Notification - Alumni.msg What is an employee dashboard? As soon as the professional resigns he/she will receive an acknowledgement of the resignation and a link to the employee dashboard. This is an interactive dashboard which contains the Exit Kit, Exit Guidelines & PF withdrawal forms. This dashboard will help the exiting professional to interact and check the status of his exit formalities with the primary and secondary stakeholders directly. The dashboard also has an option to Withdraw Resignation through which the professional can withdraw his resignation. The stakeholders name will start populating only once the respective clearance is created by the USI Analyst and rolled off for clearances. There is also a consent section for IPSF proof submission in the dashboard.

10 The attachments available in the employee dashboard are: Exit Kit.pdf Employee Exit Process Guidlines.pdf PF Withdrawal Forms.zip B. Who will provide exit case approvals and confirm the exit inputs/ details? Only Primary Stakeholder will provide their approval and confirm the primary exit inputs/ details like last working date, separation reason, rehire status, etc. The Primary Stakeholders will receive an notification from the tool after a review is completed by the USI ELE Analyst. The will have a link to the primary stakeholder dashboard with all the concerned details. CRM & ES Group EA & Global Group Employee Resignation Intimation Employee Resignation Intimation Primary Stakeholder s Dashboard View: Once the primary clearance gets created in SFDC by the USI Separations Analyst, the case gets populated in the primary stakeholder dashboard. All the open cases will be visible in the primary dashboard till the time the respective cases are not closed. Once the case is closed it will be removed from the dashboard. If any edits are required after the closure of the case, then the primary stakeholders will have to reach out to the USI Separations team for reopening the case again. Main Case List View: Please click on the employee ID or employee name to open the respective cases You can use the search option to find the open cases by any of the mentioned fields. 3. Both the fields show the comments shared by the Employee and the USI Separation team with the Primary Stakeholder. After opening the case, the case will have all the essential information regarding the professional.

11 The view of the second part of the page is shown below: A A Field to change the overall case status Field to view the uploaded attachments (approvals) Fields to enter comments for USI Exit Team & employee Date of resignation as captured in the system will be populated Last working day as per 60 calendar days of notice USI period EXIT will MANAGEMENT be populated. The TOOL date can User be Manual changed here if required

12 In the above screenshot, the A shows the update or cancel option which can be used for updating the case status after the information has been filled. The options available to update the case status are: Open, Close, Comments Updated, Pending Employee Input, Pending Exit Team Input, Revoke Resignation Requested, Revoke Resignation Declined and Revoke Resignation Approved To close the case status completely the option to Close must be selected. Before the closure of the case the primary stakeholders need to ensure that all the data filled in is correct. Once the case status is closed, the USI Separation Analyst will review the data and push it further for processing. All the approvals as applicable will have to be attached alongside the fields and cannot be shared separately later with the exit team. The case will not be closed unless the approvals are attached. The comments section enables the primary stakeholder to interact directly with the employee and the USI Separations Analyst without the use of s. The respective responses from the concerned parties can be viewed by the primary stakeholder in the main case list view. The comments fields or any other fields in the main case list view can be filtered as per the requirement. How to withdraw resignation? The professional can revoke his resignation by selecting the Withdraw Resignation option from the employee dashboard. Once the professional revokes the resignation, the USI Separation Analyst will reopen the case in the tool for the primary stakeholders. Meanwhile the tool will also notify the secondary stakeholders to hold on to the exit formalities. After a confirmation from the primary stakeholder on whether the resignation withdrawal is approved or declined, the professional is informed over an . If approved, then the secondary stakeholders are informed to stop all the clearances. The overall case is simultaneously closed by the USI Separation Analyst. C. What are the next steps after the exit case is pushed for secondary clearance? Once a review of the primary stakeholder s inputs is completed, the USI Separations Analyst rolls out the information to the Secondary stakeholders dashboard view. Couple of notifications are sent to the employee and the Alumni team simultaneously from the tool regarding the last working day details. The Employee will receive the following with regards to confirmation of his last working day with USI Deloitte. Bidding Adieu! Employee ID - Name - The exit cases would be now available in the respective secondary stakeholder dashboard for review and clearance.

13 Secondary Stakeholder s Dashboard View: Once the secondary clearance gets created in SFDC by the USI Separations Analyst, the case gets populated in the employee dashboard and the secondary stakeholder dashboard. All the open cases will be visible in the secondary dashboard till the time the respective cases are not closed. Once the case is closed it will be removed from the dashboard. If any edits required after the closure of the case, then the secondary stakeholders will have to reach out to the USI Separations team for reopening the case again. Main Case List View: Please click on the employee ID or employee name to open the respective cases You can use the search option to find the open cases by any of the mentioned fields. 3. Both the fields show the comments shared by the Employee and the USI Separation team with the concerned Secondary Stakeholder. After opening the case, the case will have all the essential information regarding the professional. To close the case status completely the option to Close must be selected. Before the closure of the case the secondary stakeholders need to ensure that all the data filled in is correct. If any edit required after the closure of the case then the respective secondary stakeholder will have to reach out to the USI Separations team to reopen the case. The options available to update the case status are: Open, Close, Comments Updated, Pending Employee Input and Pending Exit Team Input

14 The comments section enables the secondary stakeholder to interact directly with the employee and the USI Separations Analyst without the use of s. The respective responses from the concerned parties can be viewed by the secondary stakeholder in the main case list view. The comments fields or any other fields in the main case list view can be filtered as per the requirement. The view of the second part of the page is shown below: G B C D E A F G Steps to fill information: Field to change the overall case status Fields to enter comments for USI Exit Team & employee Search field A Please select the check box before making edits in each respective field B Enter the cost of the individual asset and the number of asset. Enter the Reference Number if applicable. C Change the status of the particular entry as applicable. Enter remarks in the Description field. D Enter the waived amount for that particular asset if applicable. E Total amount and Payable amount will be auto calculated based on the inputs entered in B and the amount can be checked once before closing the case. F Upload attachments if any required along each asset entry. G The update or cancel option can be used for updating the case status after the information has been filled.

15 Once all the clearances are closed by the secondary stakeholders, the USI Separation Analyst receives a notification about the same. Review - Pending Exit Case - Employee ID - The USI Separations team reviews the information and pulls a report from the tool. This report is shared with the Finance team for F&F calculations. Upon confirmation of the status, the relieving letter is generated and shared over the professional s ID. In case of a recovery, the same is informed by the USI Separations Analyst to the professional over an . Upon payment by the professional towards the recovery dues, the Treasury team is looped in for confirmation. Treasury Dashboard View: A consolidated list of online payment details is shared with the Treasury team with the employee details. After confirmation on the funds being transferred to the respective accounts, the Treasury team will provide the clearance on their dashboard. After the clearance, the USI Separations Analyst can generate and issue the relieving letter to the professional. Update Case Status Update Case Status Field to change the overall case status Fields to enter comments for USI Exit Team

16 Will the stakeholders get a notification for queries raised in the comments section? The employee, primary stakeholders and the secondary stakeholders will receive notification on queries or comments being raised on the respective dashboards. a) Notification to Primary and secondary stakeholder The primary stakeholder and secondary stakeholder will receive the below , when an employee writes a query or a comment in the employee dashboard. USI Exit Employee Query Notification - E b) Notification to Employee The employee will receive the below , when the stakeholders input a query or a comment in their respective dashboard. Notification Available On Your Exit Dashboa How to view Closed Cases? Search all closed cases here When is the overall exit case closed in the exit management tool? The exit case is closed by the USI Separations Analyst, upon completion of the exit formalities (receiving the F&F Status from the Finance team). The respective cases would be closed as per the set guidelines. The options available for closure of the case are as below: Closed- Relieving letter issued Closed- Resignation Withdrawn Closed- Recovery Dues Pending Closed- Other reasons