MiWorkspace: Offboarding - Complete an Offboarding Request

Overview

This step-by-step procedure is designed for Neighborhood IT (NIT) and describes how to complete a MiWorkspace offboarding request.

Offboarding requests can be created in ServiceLink as a Catalog Order or from an Incident.

Important:

  • Maintain an appropriate level of professionalism and confidentiality when completing offboarding requests.
  • Per the Service Level Agreement (SLA), the Request Item (RITM) must be completed within 10 business days of submission or the employee termination date, whichever is later.

https://umichprod.service-now.com

Step-by-Step Procedure

  1. Open the Request Item (RITM).

    Critical: NIT should determine whether or not the offboarding is part of a sensitive involuntary separation by checking the Type of Departure field in the Variables section of the Request Item.

    Note: NIT should make a best effort to complete as much of the RITM as possible. However, incomplete fields will not prevent the Task or RITM from being marked complete.

  2. Scroll to the bottom of the RITM and click the TASK link for the Manager Consultation.
  3. Complete applicable Sub Tasks.

    Note: Refer to the Sub Tasks section below for more information on which Sub Tasks should be addressed during the Manager Consultation.

  4. Scroll to the top of the task and click Close Task.
  5. Scroll to the bottom of the RITM and click the TASK link for the Employee Consultation.

    Note: The Employee Consultation is skipped if:

    • The termination date has passed.
    • The request is for an involuntary termination.
    • The request is for a Student Batch Load.
    Go to step 7 if there is no Employee Consultation task.

     

  6. Complete applicable Sub Tasks.

    Note: Refer to the Sub Tasks section below for more information on which Sub Tasks should be addressed during the Employee Consultation.

  7. Scroll to the top of the task and click Close Task.
  8. Scroll to the bottom of the RITM and click the TASK link for Offboarding Tasks.
  9. Complete applicable Sub Tasks.

    Notes:

    • Refer to the Sub Tasks section below for more information on which Sub Tasks should be addressed during the Offboarding Tasks.
    • The Non-NIT Tasks contains required fields.
  10. Scroll to the top of the task and click Close Task.
  11. Verify the RITM State displays Closed Completed.
  12. Click Save and Exit.

Sub Tasks

Notes:

  • Commonly needed sub tasks are checked by default and can be un-checked if applicable.
  • Highlighting indicates fields that have not been entered.

    Note: An incomplete field will not prevent the Task or RITM from being marked complete.

  • Expand More information as needed for applicable fields to view KB article links or detailed instructions.

Access

Complete During Sub Task Name Action(s)
Offboarding Tasks Deprovision Active Directory Review AD group membership list, access provided by each group and what should be removed. NIT should make a best effort to remove membership from all active directory groups the uniqname is in. Access & Accounts will disable the uniqname account.
Offboarding Tasks Deprovision Home Directory Archive the Home Directory using the Homefolder Prepper tool. Data will stay in an archived location for 90 days.
Manager and/or Employee Consultation Deprovision Access from Unit Specific Applications/Databases Review access to unit-specific apps or databases and determine what should be removed. NIT should make a best effort to remove access or contact the unit for removal.
Employee Consultation Change Role Based or Shared Account Password Advise employee to complete.
Employee Consultation Review M+ Box Contents Review documents in M+ Box that need to be moved, shared, etc.
Manager Consultation More... Before rebuild, consult with manager about licensed software installed on the machine. If it needs to be reinstalled or transferred to a new user or machine, determine if any license keys need to be transferred or recorded.

Ownership

Complete During Sub Task Name Action(s)
Employee Consultation Reassign Google Drive Documents/Folders Review Google Drive documents or folders that need to be moved, shared, etc.
Employee Consultation Remove Ownership from MCommunity Groups Review MCommunity group ownership that needs to be transferred.
Employee Consultation Remove Gmail Delegation Determine if they are a delegate to send email on behalf of anyone. End or transfer the delegation.
Employee Consultation Reassign Google Calendar Recurring Events Determine if they are the owner of Google calendar events that need to be transferred.
Employee Consultation Change Email Forwarding Advise to change email forwarding, assist if needed.
Employee Consultation Review Away Message on MCommunity Have employee update MCommunity away message as needed.
Employee and Manager Consultation More...
  • Determine if they are the Unit contact for vendors. If so, inform the manager to work with the vendor to name a new contact.
  • Determine if they are the owner/administrator of Unit databases that need to be transferred. Work with the employee (and manager as needed) to transfer access and ownership.

Data

Complete During Sub Task Name Action(s)
Manager Consultation/Offboarding Tasks Provide Department with Access to Employee Data Determine if the department needs access to employee data. Move requested documents per department procedure.
Employee Consultation Perform Data Review Review Managing Your Digital Files and Information When You Leave U-M.
Manager and/or Employee Consultation More... Enter any additional data notes or actions to be performed.

Hardware Review

Complete During Sub Task Name Action(s)
Manager Consultation/Offboarding Tasks Remove/Reimage Hardware If applicable, ask the manager if the hardware will be reused. Move and rebuild as needed. Advise manager of time required to rebuild.
Offboarding Tasks Update the Location, Assigned To, and Status of the Hardware in ServiceLink Update the Location, Assigned To, and Status of the Hardware in ServiceLink.
Offboarding Tasks Delete User Profile (Shared Machine) Delete User Profile (Shared Machine).
Offboarding Tasks Send Hardware to Disposition If appropriate, send Hardware to Disposition.
Offboarding Tasks More... As needed, remove machine and user from from Beta Tester collections.

Non-NIT Tasks

Complete During Sub Task Name Action(s)
Offboarding Tasks Does the Employee have Crashplan that should be Deprovisioned? If Yes, Access & Accounts will process.
Offboarding Tasks Does the Employee have an M-Account that should be Deprovisioned? If Yes, Engineering Team will process.
Last Updated: 
Thursday, June 15, 2017