Employees Separation
Employees separation
When a company terminates an employee's service agreement and the employee leaves the company in a formal manner, then it is referred to as "employee separation." HR must be extremely cautious when dealing with this significant process, which might occur when someone leaves voluntarily, retires, completes a contract, or gets terminated.
Frappe HR's Employee Separation document is for individuals who have either left their job on a voluntary basis or been terminated from the company.
It makes sure that the process of separation is the same for everyone, clear, and written down for compliance and audit purposes.
Get business property back, like laptops or phones.
Pay down all debts and refunds that are still owed.
Remove or turn off the employee's official email account.
Retrieve the employee's ID card and access passes and switch them off.
The Employee Separation Template in Frappe HR allows you to schedule, track, and perform these steps in advance.
This ensures that each step of the offboarding process is adhered to and all handover tasks are performed in a systematic manner.
1. Requirements
Prior to creating an Employee Separation, you ought to create the following documents. These documents ensure the form for separation automatically receives the proper information regarding the employee.
person: The primary document of the individual being dismissed.
Department: The department that the person currently works in.
Designation is the job position or title the individual holds in the company.
Employee Grade The grade or level of employment determined by the HR system of the company.
Preparation of these documents facilitates the availability of key information about employees.
This also ensures that the separation measures are suitable for the function, level, and department of the employee.
2. How to Fire an Employee
Click on Employee Separation and then New.
This will bring you to a new form where you can note down all the details of employee separation.
Select the Employee.
The system will automatically retrieve details such as the employee's department, job title, and grade from the master record as soon as the employee is selected.
Select the Employee Separation Template.
Depending on the design you select, routine separation tasks and activities will be completed in advance, ensuring that all departments speak the same language.
Insert the date of the resignation letter or the date when the separation process started.
It is the beginning of planning and monitoring all separation operations.
You may also fill in the Exit Interview Summary if you wish.
This allows HR to note down employees' comments on their work, what they believe, and why they are leaving, which could enable them to develop improved strategies for retaining individuals.
Once you have completed this, click Save and Submit.
When you submit the separation, all of the tasks and workflows associated with it will commence running.
This is convenient for HR and management to monitor how the separation process as a whole is proceeding.
3. Characteristics
3.1 Template for Employee Separation
The Employee Separation Template is a template with a predefined set of activities for traditional separation activities.
It ensures all offboarding activities are completed in a standard and structured manner across the company.
To create a new Employee Separation Template:
Navigate to "New" below the Employee Separation Template section of Human Resources.
Fill in the Department, Designation, and Employee Grade (if applicable) for this template to be effective.
Create a list of activities for separation, for example, capturing assets, shutting down email, or obtaining clearance.
You can assign each activity to a given User or Role, which makes it unmistakable who is doing what.
You can also set start and end dates on activities by opting for the "Begin On (Days)" and "Duration (Days)" selections.
This method guarantees that each department or staff level has a distinct separation workflow.
Tasking specific roles or users also ensures things are on schedule and makes sure everyone is accountable.
3.2 Jobs and Assignments
When you record an Employee Separation, ERPNext will automatically create a Project.
Within that project, every activity in the separation template will have a Task created separately.
If there are pre-set dates and times in the template, the tasks will have the correct Start and End Dates.
The system also considers official holidays while scheduling these tasks.
This allows HR and management to monitor and track how each process is proceeding in real-time.
You can also assign a weight to each assignment depending on its priority, so that you can monitor the most critical ones closely.
The accomplishment of these assignments reflects directly on the evolution of the Employee Separation process in general.
3.3 Status of Employees
You can view the history of the separated employee directly from the Employee Separation form once you post it.
You can access this by accessing View > Employee, which brings you back to the Employee master.
The status of the employee will also update to reflect that he or she is no longer working with the company.
This ensures that any subsequent records that occur after the separation, such as payroll, leave allocation, and user accounts, are in the correct sequence.