Step Two: Prepare the Offboarding an Employee or External Worker


The offboarding procedure is mandatory and applies to the whole group without any exception.

WHY THIS IS IMPORTANT

Simply put, Solvay needs to ensure that its information, intellectual property, and assets are safeguarded. Currently, only 44% of leavers who have IT and/or badge (physical) access have their accounts deactivated within five days of leaving Solvay, this means that we have a high % of leavers that, if so inclined, could take our data with them.  And that’s scary…..  We need your help to improve this.

To address this security concern and reduce the risk for Solvay,an Offboarding process must be initiated by the managers of Solvay Employees and Supervisors/Solvay Contacts of contingent/external workers or their delegates. This process should only be used for workers who have IT access requirements - such as a computer, a network account, email or remote access to Solvay systems, etc.

As the direct supervisor of a Solvay employee or the Supervisor/Solvay Contact of an external worker (contractor, temp, consultant, etc…), you are responsible for ensuring their IT and Site accesses are terminated on time so that Solvay's data remains safe.

We want to make this as simple as possible!


Please have a look at the exit management process visual for managers.


Note: If you have a worker who does not have any IT accesses, please follow your local site guidelines.

Important to remember

If you haven't recorded the action of termination in My HR Services yet, please first refer to Managing an Employee Termination/Resignation procedure.

OFFBOARDING A SOLVAY EMPLOYEE

The Offboarding process can be initiated once the Payroll team has validated the termination request in the HR System.

As a manager you will be notified by email so you can submit an Offboarding Service Request to deactivate IT access and remove assets.

OFFBOARDING AN EXTERNAL WORKER: 

The offboarding activities must be initiated as soon as possible before the leaver’s last day of work.

As a supervisor you must submit an Offboarding Service Request to deactivate IT access and remove assets (if applicable).

OFFBOARDING STEPS FOR BOTH A SOLVAY EMPLOYEE AND AN EXTERNAL WORKER

  1. An Offboarding request must be submitted through the Service One Digital Workplace Platform -> Offboard Employee or Contingent Worker;
  2. The Offboarding ticket must be initiated at least 5 days before the last working day of the employee or external.
  3. By submitting this Service Request, IT, Facilities, Group Security & other relevant stakeholders are notified and will take the required actions on their side;
  4. If the leaver does not have any IT accesses please follow your local site Offboarding process.

 For both Solvay employees and external workers, you will receive a confirmation message with a link to check the status of the Offboarding activities.

OFFBOARDING AN EMPLOYEE & EXTERNAL WORKER IN SERVICE ONE

DON'T FORGET TO ASK THE PERSON LEAVING TO: 

  • Store all Solvay documents in Google Drive;

  • Transfer Google drive ownership to the relevant person(s);

  • Delete any personal information from his / her computer, Google Drive, or email;

  • Deliver the Company’s Citi card to the Travel Expenses team, you or Site HR (if applicable);

  • Deliver the access card (badge) to the site contact (Facilities/HR etc.);

  • Deliver the assets to the local Service Desk on their last day of work (if applicable).







Date last updated:  

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