Off-Board an Employee in FCX HR

Modified on Thu, 29 Dec 2022 at 04:11 PM

Close Employee

Begin off-boarding an Employee by changing the Status of their Employee card to "Closed."

Closing the Employee card automatically closes SOME associated records, but not all. Notably, "User" is unaffected. It is therefore often necessary to take several additional steps to finish offboarding the Employee.

Other Cards Auto-Closed via Closing Employee Card
Card (or Object)	Addl. Action to Take/Not Take	Details
Login	None	Closure revokes Mobile App and Web Doc Portal access if it was enabled.
Location (Emp. Home)	None	Note that this applies regardless of whether the Emp. Home Location was "Authorized" or "Unauthorized."

Take Manual Action on Other HR-Related Cards

The following HR-related records should be checked/updated upon an Employee's departure:

HR Cards Unaffected by Closing Associated Employee Card
Card (or Object)	Action to Take/Not Take	Details
Employee Cost	Do NOT Close	Should not be closed as this may interfere with calculation of Financial Distributions. (FC)
TK Configuration	Do NOT Close
Asset	Reassign	Reassign Assets to reflect change in Holder (note anything not returned).
Certification	Should Close	To avoid being sent Notifications when Employee's Certs. start expiring.
Notification Subscription	Unsubscribe	Note that this only applies to static subscriptions, not ones where the Employee is subscribed by Role (via dispatch, etc.) (FC)
User	Email Fieldclix Support and Billing and request deactivate user	You MUST take this step to remove the user from your billing statement

Take Manual Action on Non-HR-Related Cards

IMPORTANT
Future Time-Off Time Cards must be deleted during offboarding to prevent payroll problems!
For more information, see here.

Non-field employees, in particular, can have many other associations in FCX that should be checked/updated where applicable:

Other Employee Associations to Edit for Offboarding
Card (or Object)	Association	Action to Take/Not Take	Details
Dispatch (Future)	Main Assignee or Crew Member	Remove/replace assignment	For accuracy
Project	Owner	Reassign	To grant access to substitute
Scenario	Default Role Assignee	Remove/replace assignment	For correct TC routing, etc.
Scenario	Default Milestone Responsible	Remove/replace assignment	For accuracy
BP	BPO	Use "Replace in BPs" button on Employee card (See Below)	For correct TC Routing, etc. Note that only Project Owners, PLMs or Admins can make this change.
	Role assignee	Use "Replace in BPs" button on Employee card	For correct TC routing, etc.
	Allowed-to-Allocate Table	Remove	For accuracy
Calculation Specification	Profit Center	Reassign	For Financial Distributions
Calculation Specification	Time Card Reviewer	Reassign	For correct TC Reviewer calculation
Office/Dept.	Dept. Head	Temp: User Substitution Later: Reassign	For correct TC routing, etc.
Other Emp. Cards	Supervisor	Temp: User Substitution Later: Reassign	For correct TC routing, etc.
Market	Market Lead	Remove/Reassign	For accuracy
Asset Category	Category Manager	Temp: User Substitution Later: Reassign	For Asset-related Notifications
VIM Inv. Category	FLA or SLA	Temp: User Substitution Later: Reassign	For correct VIM Inv. approval routing
Vendor	Responsible	Reassign	For correct VIM Inv. approval routing
Site	Responsible	Reassign	For accuracy

Replace in BPs

You can use the "Replace in BPs" button on the Employee card to replace the Employee in Project Role assignments and BPO assignments. Note that this doesn't affect Scenario default Role Assignments:

Update Milestone Responsible in Created BPs

"Replace in BPs" will take care of BP Role assignments but it WON'T change cases where an Employee was assigned as Responsible for Milestones.

One way to quickly change Milestone Responsible is to use the "Update Milestone Responsible in Created BPs" button on the Scenario card. This works if you want every instance of a Milestone under a Scenario to be assigned to someone else. IF you need instances to be assigned to one person and others to another person, you will have to change those assignments one-by-one.