Introduction/Purpose:

The purpose of “employee exited” in HRMS is to manage employees who have left the organization, either through resignation, termination, retirement, or any other form of separation from employment.

Dependency:

Recording exited employee is important for several reasons:

• Data Accuracy and Compliance: Keeping a record of exited employees in the HRMS ensures accurate and up-to-date employee data. This data is essential for legal compliance, tax reporting, and other regulatory requirements related to employee separation.
  
• Employee Offboarding Process: The HRMS facilitates the offboarding process, ensuring that all necessary tasks, such as returning company assets, conducting exit interviews, and processing final payments, are completed efficiently and according to company policies.
  
• Talent Analytics and Workforce Planning: The data on exited employees provides valuable insights for talent analytics and workforce planning. Analyzing the reasons for employee turnover helps HR identify trends and patterns, enabling better strategic planning for talent recruitment and retention.

In summary, recording exited employees in an HRMS is vital for maintaining accurate data, ensuring compliance, facilitating efficient offboarding processes, and supporting various HR functions such as talent management, workforce planning, and decision-making.

How To Navigate:

The navigation to record a Exited Employee in HRMS system typically involves the following steps:

• Click on the main navigation icon which is located on the top right corner of the screen then click on the HR operation section which is located on the left side menus on the screen.

• Click on the Exited Employee section which is located in the Employee Enrollment under HR operation. After clicking on this link you can navigate to the Exited Employee listing and from that you can initiate Employee Transfer.

Listing:

The Exited Employee listing allows users to view all Exited Employees and Select Employee for Transfer. The key features of the Employee Transfer listing is include below:

• Record Filter: Filter option allows users to filter the list of records based on visible columns, such as
  • Employee Name 
  • Date range
  • Start Date 
  • End Date
  • Approval status

• Change View: Change view option allows users view Employee list as below
  • Grid View (Block View)
  • Table View: User can View columns wise list with certain Action option on the right such as Edit Profile, & Activity Logs to view who had added, Updated and Approved the record and Approval Status
  • List View: Almost Similar to Table view with additional option under Action to Allow/Remove Access of Employee to ESS

• Import: Through Import Option User can Import module wise Multiple Employee data into HRMS system
  • Grid View: Displays Employee in Block View with limited information.
  • List View: Almost Similar to Table view with additional option under Action to Allow/Remove Access of Employee to ESS.
  • Table View: The user can view the columns list with certain Action option on the right such as Edit Profile, & Activity Logs to view who had added, Updated and Approved the record and Approval Status.

• Change Sorting: User can sort the Listed Employee data based on Name, Emp Code, Gender and various other Columns

• Employee Transfer: After Selecting Employees for Transfer next steps can carried out after clicking on this option

• Advance Search: This option allows user to filter data with single or Multiple criteria in Column Name with options like
  • equal
  • Not Equal
  • Begins 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains 
  • Does Not Contain

• Export Data: Selected Record, Current Page record or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.
  
• Hide/Show Column:- 
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select column which they want to view in the list , if the user uncheck/unselect all column then system will give error message that “Please check at least one column”

The user can view following action in this section

• Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.

• Cancel : On clicking this button the user can cancel the check column.

• Show All Listing Columns: This option allows the user to clear all Filter and display all records on the Listing page.
  
• Action: Action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log of that transaction.

• This option allows the user to perform following actions
  • Edit : This option allows the user to edit the profile of an employee.
  • Activity Log: In the Activity Log option, the user can view the transaction history of Exited Employee , such as
    • Status (pending , Submit for Approval ,  approved).
    • Time and Date of Transaction
    • Execution time 

Recording & Update:

Employee transfer can be carried out with below steps

Select Employees that needs to be transferred to other associated company (Employee against which check box are visible can be selected for Transfer whereas others where Checkbox is not provided for selection those Exited Employees have already been transferred to other associated company

Selected Employees will be mapped with Same Salary Structure, Holiday Group, Leave Group, and Roster Group with Same Job Status and Confirmation date (if any) while transferring)

• Target Company Name* : The user has to select the Target company where the selected Employee needs to be transferred (Other than the current company)

• Transfer Date* : User needs to update the Transfer date for recording purposes.

• Job Status* : Required Job Status can be selected to be displayed in Target Company

• Confirmation Date: If Job Status is Probation User can also update Confirmation Date (If Required)

• Salary Structure: Existing Salary Structure available in Target Company needs to be selected, Effective Date will be auto populated as per Transfer Date (User can change the same if required, It should not be before Transfer Date)

• Holiday Group: Existing Holiday Group available in Target Company needs to be selected, From Date & To Date will be auto populated as per Holiday Calendar Dates

• Leave Group: Existing Leave Group available in Target Company needs to be selected, From Date will be auto populated as per Transfer Date (User can change the same if required, It should not be before Transfer Date)

• Roster Group: Existing Roster Group available in Target Company needs to be selected, From Date will be auto populated as per Transfer Date (User can change the same if required, It should not be before Transfer Date)

The user can perform the following actions in this section:

• Submit: This option allows the user to Submit the record. Once required data is added User can Submit the record. These Transferred Employees with get added with Employee data, Attachment, etc in the Target Company in Draft Status. Approval will be required for Employee record and Salary Structure (If approval flow is defined)

• Discard: This option allows the user to discard the record and the record will not get created if adding or changes will not get saved if editing.

Key Notes:

• Employee Transfer can be done only once the Employee has been Exited successfully and all Financials have been settled in the Exited Company

• Users having access to the Target Company can review the Employee reflecting in Draft, Make required changes (if any) and Submit those Employee records, If there is any Approval Flow created record will be sent for Approval, else the Employee record will get Approved directly on Submitting.