Streamlined Staff Leaving Process and Enhanced HotH Portal

Step 1: Staff Member Notification

  • When a staff member intends to resign or has their contract terminated, they notify their manager of their decision.

Step 2: Leaver Form Submission

  • The manager completes a leaver form on the HotH portal, listing all assets assigned to the staff member.

Step 3: Form Transmission

  • The completed form is sent to HR and service delivery.
  • A redacted form, containing only essential details, is sent to service delivery.

Step 4: Account Deactivation

  • Service delivery schedules the disabling of the staff member’s account on their last day of service.

Step 5: Access Deletion

  • A ticket is generated by service delivery to request access deletion for system and voice communications.

Step 6: Asset Identification and Recovery

  • Service delivery checks the asset database to identify all assets assigned to the leaving staff member.
  • Managers are informed to recover the assets.

Step 7: ESR Record Update

  • HR updates the ESR record and notifies the manager when the update is complete.

Step 8: Leaver Checklist

  • The manager receives an email with a leaver checklist link.
  • They complete the checklist and return it to service delivery.

Step 9: Checklist Processing

  • Service delivery receives and reviews the checklist.
  • Assets are sent to engineers for assessment.

Step 10: Asset Viability Check

  • Assets are checked for viability. If viable, they are added to stock and the asset register is updated.

Step 11: Asset Disposal

  • Assets not viable are disposed of according to procedure.

Step 12: Non-Recovery Notification

  • If assets cannot be recovered from the staff member, an email notification is sent to the manager.
  • The asset register is updated to indicate non-recovery.

Step 13: Annual Reporting

  • An annual report is generated to track unrecovered items.
  • The report highlights managers who haven’t recovered assets, providing insights into losses.

Enhancement: Automated HotH Portal Notification

  • The new HotH portal automatically alerts service delivery when HR receives a staff member’s leaving notification.
  • This ensures timely awareness for service delivery to initiate asset recovery.

Benefit of Enhancement:

  • The enhancement accelerates asset recovery through immediate notifications.
  • It minimizes losses and strengthens proper asset management.