Terminate

The Termination Workflow enables the tracking of required tasks performed during a Termination, as well as the setup of additional tasks, notifications and emails to be generated at various stages of the termination process.

Prerequisites

Rules and Guidelines

  • The termination workflow consists of four steps, three of which contain predefined tasks. Each of these steps can also contain as many User defined steps as required.
  • It is possible to setup and save as many termination workflows as required.
  • Only one termination workflow can be enabled at a time.
  • Existing termination workflows can be selected.
  • Detailed information can be accessed for each of the steps by drilling down on the required step.

Field Information

Enter a code of up to 20 characters that represents the workflow.

Enter a description of the workflow.

Select the Preceda User who will be the administrator of this workflow.

  • In the event of a task being escalated, the administrator will be notified via email.

 

Enter the number of days assigned to this workflow for completion before it is escalated to the administrator for attention.

Example

The entire workflow is assigned an escalation period of 10 days; if the workflow is not completed within 10 days it is escalated to the administrator of the workflow for attention.

 

Enable Enable the workflow.
Disable   Disable the workflow.

 

Step ID

The Termination workflow consists of four steps, but only three of these steps have predefined tasks which are governed by the system; however User Defined Tasks can be setup and allocated to all Step IDs.

The Termination Workflow is initiated from the Initiate Resignation window in ESS and from the Initiate Termination window from Preceda.

  • User Defined Tasks can be added.
  • By default if a User Defined Task is not added, notification of this task will be issued to the employee's Report To position.

 

Any task added to this step will be performed when the termination is being reviewed.

  • This will only be marked in the workflow as completed when a Manager User has reviewed the termination details.

 

This step does not contain any predefined tasks; it is however possible to add as many user defined notifications, tasks and emails to this step as required.

  • This step will be marked in the workflow as completed when all tasks have been completed.

 

This step represents the processing of the payroll component for the termination. Once completed the step will be marked as completed.

  • User Defined Tasks can be added.
  • This step is only used if required.

 

When drilling down on any of the steps, all predefined tasks are displayed, and allows for user defined tasks to be setup

To add further tasks to this step select the New Task button.

  • Email - automatically sends an email to the allocated address.
  • To Do - adds a task to the allocated managers To Do List in the navigator.
  • The workflow will not continue to the next stage until the task has been marked as Complete.

 

This field displays a description of the email being sent.

By default, this option will be selected and can be used to disable the task without deleting or removing the entire workflow, i.e. during the testing of this workflow or to temporarily disable.

 

Select the task which will be processed after this.

  • If more than one task is set to run after the same task, they will appear in the workflow in parallel.
  • If the tasks are added in sequence, they will be added in series.
  • This field should be carefully considered when designing the workflow, as this will either allow several tasks to be active at the one time, or to have each task reliant on one individual other task.

 

Fixed Sends the email to whichever address has been entered into the Email Address field.
Lookup Sends the email to a recipient based on the selected Role.
Originator Sends the email to the user who initiated the termination.
Employee Sends an email to the employee being terminated.

 

Fixed Method

Email Address

Only available if Fixed is selected

An email will be sent to the address entered into this field

 

Lookup Method

Role Type

Only available if Lookup is selected

ID Number Select a specific employee
Manager  
Position Select a specific position ID number. The email will be sent to all employees in the selected Position.
Role Select a specific Role.
User Select a specific Preceda User.
Relative To  

If the Manager option is selected as the Role Type, the manager based on another Task can be selected, or the manager of the employee can be selected.

  • If the role resolves to a manager, this field determines whose manager is used.

 

The text to be displayed in the Subject line of the email.

A list of variables can be used to create a specialised message relating to the step which could include the name of the employee and their address details etc.

Displays any variables, as a result of selecting the Add Variable button, or any manually entered text. This message will appear in the body of the email.

Attachment

Extract Attach a Presenter extract.

 

Use the Browse button to search and select the extract to be attached.

This field displays any parameters specified during the creation of the extract. (This is only available when a specific Prevar setting is activated).

 

Each of the various steps may contain one or more tasks which are to be completed in succession or as part of a single task. Whilst completing the workflow, it is possible to view the Workflow by clicking on the Workflow Diagram button. A diagram of the workflow created so far will be displayed.