When an employee leaves an organization, you need to remove access to multiple systems, devices, documents and training. MyVCM allows you to create one ticket to off-board an employee when they depart.
A user cannot be removed from MyVCM until each and every system owner has confirmed that they have removed access. This is especially valuable in a time sensitive situation such as an emergency employee termination.
Please note that while you can on-board multiple employees, you can only off-board one employee at a time. As ownership of items within MyVCM (e.g. documents, audit tasks etc) need to be reassigned, deleting one user at a time ensures that work and ownership is being allocated correctly.
To access the off-boarding ability in MyVCM, click the 3 bars in the top right corner of any MyVCM page, and select ‘Users’. Once on the Users page, select the employee you want to off-board from the User’s grid, and click the gear icon in the top right corner, then click Off-board Selected User.
To create an off-boarding ticket:
- Click Off-board Selected User from the action menu (the gear icon located in the right-hand corner) in the homepage for ‘Users’
- Confirm that the user matches your employee to off-board. If you have more than one user selected, the system will prompt you to remove the other user(s).
- The system will show you which permissions a user has and to what items.
4. Click Remove under Owner Permissions. Under ‘Process’ you will be given 2 options: Off-boarding Task Owner and a Replacement Owner
- Off-boarding Task Owner refers to the person responsible for removing access of the Item for the user
- ‘Replacement Owner’ refers to who that person is.
5. As appropriate, click remove permission for Custodian, Consumer, Approver, Task Owner, Access List, Manager and Static Groups.
6. Once finished removing permissions click Next to proceed.
7. In ‘General Information’, enter the name for the ticket that will be generated, or use the name generated by default from the platform
8. Enter the due date that you require the off-boarding tasks for your employee to be completed
9. Set a priority for the employee off-boarding.
10. Enter a description for the off-boarding ticket. By default, the system will generate a description of the number of items and the names of the employees
11. Check the box Close the ticket once all sub tickets are closed to have the ticket automatically change it’s status to closed once all sub tickets generated by any subtasks are complete
12. Check the box that asks if approvers will be required (optional)
13. Once complete, click Submit to generate the off-boarding ticket.
14. Once the off-boarding ticket has been created, tickets will be generated that you can view in the Tickets module in MyVCM. You can access the tickets module on the left-hand side of any MyVCM page.
