Employee Offboarding

Goal

Automate the offboarding process for employees to ensure a smooth, efficient transition while maintaining security compliance and minimizing manual intervention. This automation will streamline the task of deactivating accounts, removing access rights, and managing hardware recovery, ensuring a consistent, policy-compliant process.

Scenario

NovaTech, a large multinational corporation is experiencing steady employee turnover, requiring an efficient, scalable solution to offboard employees securely and consistently across various locations. The HR department needs to manage tasks such as deactivating accounts in Local AD/Azure AD and O365, removing access permissions, and managing hardware recovery, all while keeping the process streamlined and error-free.

Note

The O365 license must be revoked on the last working day to optimize the usage efficiency.

The company uses SymphonyAI Service Automation to automate this offboarding process. This ensures that employees who have resigned are processed efficiently, with the proper removal of system access and licenses, while maintaining organizational security.

This automated solution will reduce manual intervention, minimize errors, and ensure a smooth offboarding experience for employees while safeguarding company resources.

Solution

Implement an automated offboarding process using SymphonyAI Service Automation which integrates with the HRMS to fetch resigned employee data, create service requests for tracking, automate AD and O365 account deactivation, revoke licenses, manage hardware retrieval, and perform manual tasks where required. The process concludes by ensuring that all security and compliance requirements are met before deactivating accounts.

Here's an exciting sneak peek into the Employee Offboarding flow!

Figure: Employee Offboarding - Steps involved

For an in-depth understanding of Employee Offboarding process with SymphonyAI Service Automation refer the below segment:

Step 1: Fetch Resigned Employee Details

Goal: To pull the details of employees who have resigned from the HRMS at regular intervals.

Solution:

1. Use API integration to fetch (pull) the list of resigned employees from the HRMS.

2. Schedule the API call to run at regular intervals (e.g., once or twice a day).

Step 2: Create Service Request (SR)

Goal: To create an SR using SymphonyAI Service Management (current platform-using any of the releases from Alps to Elbrus SP3) or the new Apex Service Management to track the offboarding process.

Solution (Recommended approach-Standard Practice to track the SR):

1. After fetching the resigned employee data, automatically create a SR in Service Management

2. Populate the SR with relevant details such as employee’s name, department, resignation date, and last working day.

Step 3: Offboard the Employee

Local AD / Azure AD

Goal: To automate the process of deactivating accounts in Local AD or Azure AD.

Solution:

Day after the Last Working Day (LWD):

1. Set the account expiry to ‘Never.’

2. Reset the Active Directory password.

3. Remove the user from relevant security groups.

4. Move the user to a different Organizational Unit (OU) for disabled users.

30 Days after LWD:

1. Delete the account in Active Directory.

O365 Integration

Goal: To revoke O365 access and licenses for resigned employees.

Solution:

Day after LWD:

1. Disable Multi-Factor Authentication (MFA).

2. Convert the mailbox to a shared mailbox.

3. Remove retention policies in Exchange Online.

4. Remove the user from O365 distribution lists and security groups.

5. Remove the O365 license.

30 Days after LWD:

1. Ensure all the tasks are completed and the account is fully deactivated.

Step 4: Manual Assistance

Goal: To ensure manual offboarding tasks are assigned and tracked efficiently.

Solution:

Create Work Orders/Tasks for manual assistance, such as:

1. Admin Team: Recovering company ID card and other assets.

2. IT Team: Retrieving allocated laptops/desktops and other equipment.

Step 5:  Resolve SR and Finalize Offboarding

Goal: To close the service request once all offboarding tasks are completed.

Solution:

1. Ensure all automated and manual tasks are marked as completed.

2. Resolve and close the Service Request in Service Management once offboarding is fully completed.