Separation and F&F

How to Configure the 'Exit' Module?

Log into the cloud portal and select the ‘Settings’ menu from the left-hand side of the screen. Click on the ‘HR’ tab from the top bar followed by the ‘Exit Module Notification Setting’ subtab.

Here you need to configure details such as BCC name and Approval Assets, and select if Parallel Approval can be done. You can also add disclaimer Text, Withdraw Days, Select HR letter & Notice period Days and more.

You can also select if, employee comment, manager comment, resignation letter and more are optional or mandatory for separation request.

You can also lock the last working date and save the setting.

Then move to the ‘Reminder’ tab on top of the form and select ‘Yes’ from the ‘Reminder Setting’ drop-down.

Here we have various events of the separation process for which can select stakeholders who will be notified. You can enter their email address and also select manager and HR to be notified of the respective event.

You can click on the ‘view’ icon to preview the template, the ‘message’ icon to edit the template and the ‘delete’ icon to remove the entry and click on the ‘Save’ button once configurations are done.

What are the Prerequisites for FnF Module?

To Proceed you need to ensure that the Self-service separation manager &

Department Is added for the employee. Steps for the same are described below.

How do I add a Self-service Separation Manager for an Employee?

Log in to the cloud portal, click on the ‘Employee’ menu and click on the ‘Employee List’ and select the employee from the list.

Once you reach the employee profile click on the ‘Approval Metrix’ tab from the top bar, and click on the ‘+’ icon, a pop-up form will open.

Select the manager in the respective field, check the box for ‘Self-service Separation’ and click on the ‘Save’ button.

How to Add a Department and Department Head for an Employee?

The department is essential for the FnF module. Once the employee creates a separation request and is approved by their manager and HR the no dues have to be sent to various departments.

Log into the Cloud portal, go to the ‘Settings’ menu and under the ‘HR’ tab click on the ‘Form Master’ sub-tab. Now click on the ‘+’ icon to create a new form.

Select ‘FullnFinal’ from the ‘Module Name’ drop-down. Enter other details such as ‘Form Name’, ‘Header Name’, ‘Description’, and ‘Order’ and click on the ‘Save button.

Next, click on the ‘Form Creator, button.

Click on the edit button for the respective field and you will be able to select various ‘Field Details’ for the form and click on the ‘Create’ button.

Next, scroll down and click on the ‘Department Head Manager’ subtab and click on the ‘+’ icon.

Here you can select a specific form to be triggered for what manager, you will also select that manager’s name here.

In the pop-up form select ‘Department’ from the drop-down. Next, ‘Select Manager’, ‘Priority’, and the ‘Form’ for which the manager is responsible and click on the ‘Save’ button.

How to Submit a Separation Request?

Login to the ESS portal, click on the ‘Exit’ menu and click on ‘Request’.

Then click on the ‘Employee Separation’ tab. Here you can choose file to be uploaded as your ‘Resignation Letter’. You can check your last day and beside that you will see the notice period days.

You can add your personal email id and select the resignation reason from the drop-down also add a comment.

You can check add comments, check assets and click on the ‘Save’ button. The manager will be notified by email as well as in-app.

As an employee, you can cancel your resignation before the manager approves it.

Once the manager approves it only HR can withdraw your resignation.

How to handle Employee Separation Requests as a Manager?

As a manager, you can view your employee’s resignation directly from the respective notification. Log into the ESS portal, click on the ‘Exit’ menu and then select the ‘Approval’ sub-menu.

Click on the ‘Separation Approval Data’ tab. You will find separation entries here. Click on the ‘View’ button to open the resignation.

You can add a comment under ‘Manager Remarks’ and click on the ‘Approve’ button.

How to handle Employee Resignation as an HR?

You can do the following things when you get an employee separation request.

• Respond to Employee Separation Request

• Generate Exit Interview Form

• Send No dues form for various departments

Log into the ESS portal and click on the ‘Exit’ menu followed by ‘Separation’.

Click on the ‘HR Separation Approval’ tab. HR can also change the last working date for the employee, the employee and other stakeholders will be notified about it.

You can select the checkbox to open exit the interview form for the employee.

Now when employee will log into the ESS portal they will see the exit interview form.

Once employee fills the form you can find it under the ‘HR Separation Data’ tab and download Interview Report in Excel and PDF format.

Click on the ‘Details’ button and ‘Separation Data’ Pop-up will open,

Check box for the respective asset to release the asset from the employee. Click on the ’Withdraw’ button to withdraw the resignation. You can change ‘Separation Status’, add remark and click on the ‘Save’ button.

Once you click on the save button no dues form will be sent to various departments.

How to Review No-dues Responses from All Departments?

You can check all the responses from all the departments. For that go to the ‘F&F’ menu and click on ‘Approval’.

Under the ‘Full Final Approval’ tab you will find the entries click on the ‘View’ button against the employee’s name, and you will see forms filled by different departments.

Here you will also find the forms filled by various departments as well as a form for the HR department for which you can select your response and click on the ‘Save’ button.

Once it is saved you have to open the entry again

and click on the ‘Submit button it can be accessed from the cloud portal.

How to fill out the Exit Interview Form?

When an employee resignation goes to HR for final approval they can generate an Exit form for you.

Log into the ESS portal and click on the ‘Exit, menu, followed by the ‘Separation’ sub-menu.

Under the ‘Employee Separation’ tab, you will find the ‘Employee Exit Interview Form’, click on it to open the form. You also can open this exit interview form from the respective notification.

Fill in your responses and click on the ‘Save’ button

How to Fill No-dues form as Department Head?

Once the exit request is approved by HR and F&F is activated, no dues forms will be sent to various departments. For example, the IT head will get an IT form and the admin will get an admin form and so on.

Log into your ESS portal and click on the F&F menu followed by the ‘Approval’ subtab.

Go to ‘Full Final Department Approval’. Click on the view button on the ‘View’ button for the respective entry.

Select the submission status for the assets, fill in the recovery amount if any, and click on the ‘Save’ button.

Your response to the F&F Departmental approval will be sent to HR.