SOP for HR Partner

8/12/2019 SOP for HR Partner

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Copyright Notice

This document contains proprietary information of HCL Technologies Ltd. No part of this document may be reproduced,

stored, copied, or transmitted in any form or by means of electronic, mechanical, photocopying or otherwise, without the

express consent of HCL Technologies. This document is intended for internal circulation only and not meant for external

distribution.

Standard OperatingProcedureExit Management Application v 2.0

Training and Guidelines

2012

HCL TechnologiesCreation Date: 17 Oct 2012Last Modified: 17 Oct 2012


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HR Work Flow PARTNER

All type of Separations is facilitated through Exit Management Process which is followed through anonline workflow to cater to Employee/HR/First Level Manager (FLM) Requirements for managingthe separation process as per company policy.

The exit process is categorized into three types:

a) Voluntary

b) Involuntaryc) Absconding

VOLUNTARY

Voluntary Exit Process is initiated by employee where employee shows his/her desire to separatefrom the Organization by necessarily submitting his resignation request on Intention to Separate

header through the Exit Management Application or she/he has to submit his/her request to theReporting Managers and concerned HR/Work Flow Partner through offline email.

Steps of Execution:

Resignation Initiation:

Reporting Manager/HR (WFP) can initiate the Exit of an Employee in EMS if the same is not

logged in by the employee himself

HR- Partner cannot Initiate Voluntary Resignation in EMS on behalf of the employee.

Path to EMS is as follows:

Last Working Day Inputs:

In case the LWD of the employee is not the exact date as it reflects in the system or the

Employee is not serving the Notice period HR Partner has to mandatorily send the Below

format to HR (Work Flow Partner) for immediate action

HR Partner to send the Final LWD of the employee to HR workflow partner. FLM inputs will

not be applicable unless the same is shared by HR partner.

If the HR partner shares the LWD inputs to the EHS; The same will not be applicable as

well.

There will be no change in the Last working day of the employee after separation action hasrun in SAP.

There will NO SALARY HOLD and NO Separation action in SAP without EMS trigger

HR Partner has to ensure that No follow up is required by the HR WFP on LWD inputs. As

soon as the HR Partner receives the Resignation information or Auto mailer is recived. Below

format needs to be sent to HR WFP

My HCL My Transactions Exit Management Application


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Last Working Day Format

Employee Name

Employee Code

Current LWD in the system

Recommended LWD

Reason of Resignation

Notice Period Waiver (Y / N)

Notice Pay Waiver (Y / N)

Steps of Voluntary Exit Process Workflow:

Stages of EMS workflow are as follows:

Resignation Approval:

There is NO approval stage if the Resignation is Initiated by the HR (WFP)

In case the resignation is initiated by the Employee/FLM/SLM HR(WFP) will receive a System

Generated Auto mailer from EMS application.

HR Partner will have to send the Final LWD request to HR (WFP) to approve the request inEMS

There will be no backdated resignation approval request.

Resignation View

HR Partner can view the records under their Purview by logging into EMS application go

to Resignation view and type employee code to search. Below screen will appear.

STEP 1 First Level Manager Approval

STEP 2 SecondLevel Manager Approval

STEP 3 Work Flow Partner Approval

STEP 4 Stakeholder Clearance


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After HR (WFP) Approval

The request will not move for further approval.

Clearance page will open for all stakeholders after HR approval. System generated Auto mailer

will be circulated to all stakeholders Clearance to be provided by the HR under Clearance page in EMS as this is a Mandatory field.

Employee will be separated from the services of the HCL based on LWD inputs submitted by theHR(WFP)

Ready Reckoners for HR Partner

Resignation Date cannotbe greater than the Employees LWD.

Employees Last Working date cannot be a backdated entry

WFP to accept the EMS Initiation Request in the below format only. No request will be

entertained if the Format is missing. This request will be circulated by the HR partner to

HR(WFP)

Resignation Initiation format

Employee Name

Employee Code

Resignation type Vol/Inv/Absc

Reason for Resignation

Date of Resignation/Notice period Start Date

Last Working Date

Notice Pay Waiver (Y / N)

Employee Email of Resignation (If Vol)

Backdated EMS Initiation is not acceptable in the system. In-case there are discussions to retain the Employee; EMS can be triggered as on current

date and resignation can be revoked with the help of HR (WFP) before LWD.

In-case there is any LWD change/ Extension for employee. LWD inputs will be sent to WFP

only by the HR Partner only in the standard LWD format.

Employee will be separated from the services of the HCL on LWD submitted and ID will be

disabled at EOD (End of the day) of LWD in the standard format only.

If an Employee wish to Transfer back to his Home country. EMS Resignation will be

transferred to the Home country. EMS can be transferred only when the EMS is on HR

approval pending stage. Please raise an SSD to BPR-(EIS) for EMS transfer.

Employee HR partner and Work Flow Partner (WFP) details are present in EMS application

for reference. WFP can accept the EMS at any stage if no action is taken care by the FLM/HR Partner.

If there is NO information shared by the HR Partner on employee LWD. HR-WFP will accept

the EMS based on Employee Notice Period (As per Policy)

There will no backdated LWD/EMS initiation request to be executed in the EMS. In-case

there is any backdated LWD request. The same will be enables with LOB HR Head approval

only.


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WFP can follow up with HR Partner on LWD confirmation. Only 1 reminder will be applicable

and due to No response System LWD will be applicable to the employee.

There will be no Separation action deletion in SAP without LOB HR Head approval.

There will be No execution of manual Separation action and Salary Hold process by EHS

without LOB HR head approval.

No request will be sent to EHS on Salary HOLD. Manual Separation action without EMS entry

and without HR (WFP) information.

Once the details are submitted in the system like Pre-separation/ Resignation type(Vol/Inv/Abs) the same cannot be changed as there is no provision provided.

Only LWD can be altered only till the time employee is active in the system.

Separation and Full and Final:

Employee will be terminated from the services of the HCL based on Last Working day

(LWD) input by the HR (WFP)

EHS will prepare Employees F&F documents based on inputs shared by HR Employee will receive his F&F dated his LWD in HCL.

On LWD employee Separation action will run in Organizations database (SAP)

Employee ID and access will be blocked immediately after separation action.

Resignation Revoke:

Resignation can be revoked in EMS based on Email shared by HR partner

Below format to be followed for resignation Revoke

Employee resignation cannot be revoked in EMS if separation action has run in SAP. For

deletion of separation action LOB HR head approval is required

HR partner to share the details in the format and send across to HR (WFP) for action

No revocation in the system will be done if the employee is separated in HCL and No

Separation action deletion will be executed.

Resignation Revoke

Employee Name

Employee Code

Resignation type Vol/Inv/Absc

Reason for Revocation

Last Working Date

HR partner can also revoke the resignation in the system.

Step 1 Please go to RevokepageStep 2 Type Employee code

Step 3 Click on Revoke

Step 4 Select the Reason for revocation and click on Submit.


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Disclaimers: HR Partner/ will inform HR(WFP) on every movement of the employee

FINAL LWD inputs to be taken by the HR partner only. There will be NO changes

implemented after separation action in SAP. There will be NO manual Separation in SAP without EMS of an employee.

There will be NO backdated LWD change to be processed. In-case there is any backdatedLWD request. LOB HR Head approval is required for the same.

For further Queries Please raise SSD Exit Management Application.

There will be NO Manual separation and Salary hold process without EMS in the system

All backdated or exception entries will not be logged into the system without LOB HR head

approval.


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INVOLUNTARY

In-Voluntary type of Exit process caters to where the employee is asked to leave the organizationdue to unavoidable circumstances like Non-performance, Misbehavior, and background verification

mismatch. Involuntary exit is initiated by the Reporting Manager in the Exit Management

Application. The exit process is submitted to the employees HR for approval. After HR approval,First level manager confirms the exit process in the system to initiate the employees separationfrom the organization. Involuntary exit is also initiated by the respective HR Partner in the Exit

Management Application. After HR (WFP) approval, Employee gets separated on the LWD approved

by HR (WFP).

Steps of Execution:

Employees Reporting Manager or HR partner or HR (WFP) will Initiate the Exit on behalf of

the employee in EMS

STEPs to Initiate Involuntary resignation is as below

HR partner to share the Resignation Initiation details to HR (WFP) on the day of the

termination along-with Employee termination letter

EMS to be logged in on current date of Termination. No Backdated EMS will be initiated for employee in EMS as it is on real time basis. For any

backdated EMS initiation LOB HR head approval for exception will be required. Employee will receive his F&F issued by EHS based in the Last Working day input.

Clearance to be provided by the HR under Clearance page in EMS after HR approval as

this is Mandatory

No Salary hold and Manual Separation by EHS without EMS entry

Resignation Initiation:

Step 1 Initiate Resignation for the Employee

Step 2 Click Icon adjacent to Select Step 3 Type Employee code

Step 4 Click on Search


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Step 5 Below screen will appear. Please select RESIGNATION DATE This date is

the Notice period start date of the employee

Step 6 Enter the desired details and text and select the Last Working Day of the

employee (Please note System will not allow you to select Backdated LWD)

Step 7 Click on Approve. (Once approved Employee exit data will flow to Organization

database SAP and employee will be separated from the services of HCL based on LWD inputs)

Step 8 There is No approval Stage when the resignation is Initiated by the HR

(WFP)

Note: All details of the resignation to be given by the HR Partner/FLM in the standard format onreal time basis. No EMS will be triggered if the details are missing and not maintained in the

standard format.


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Steps of Involuntary Exit Process Workflow:

Disclaimers:

Ready Reckoners and other Information are applicable as above and same as Voluntary

type.

ABSCONDING

Absconding separation is initiated due to the disciplinary action on employee who absconds from

the services of the organization with or without any prior notice to the organization. On Abscondingconfirmation employees First Level manager or HR /Work Flow Partner will initiate the separationaction in the system.

Steps of Execution:

HR partner or HR WFP can initiate Absconding resignation in EMS for the employee.

STEPs to Initiate Absconding resignation is same as above (mentioned inInvoluntary)

FLM can share the Resignation Initiation details to HR Partner /HR (WFP) on the day of the

termination.

STEP 1 First Level Manager/ HR Initiation

STEP 2Approval

STEP 3StakeholderClearance


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If the employee has decided or returned back to the organization between the periods from

dispatch of termination letter based on company policy. On confirmation on employees

return, First level manager or HR can revoke the Absconding exit process in the system.

Disclaimers:

Ready Reckoners and other Information are applicable as above and same as Voluntary

type. Reporting Manager can raise queries and reach out his HR partner.

Please raise SSD for any further queries.

Glossary:

FLM: First Level Manager or Reporting ManagerSLM: Second Level manager

HR: Employee Partner

WFP: Work Flow PartnerLWD: Last Working Date

Resignation Date: Notice period start date

EHS: Employee HR Services

Documents

SOP for HR Partner