The Complete Tutorial of Resignation Module

 

1.   Introduction

 Employees resign for many different reasons, such as a job offer at another company for more pay or better benefits, a move to another state or country, or retirement.

As a manager or an HR professional, you may want to respectfully ask why the employee is planning to leave, as the answer could reveal problems within the company that needs to change. However, above all else, your job is to be courteous and professional when an employee resigns.Your steps for employee resignation need to be easily understood so anybody can follow them and the same for every employee to avoid any possible discrimination charges. uKnowva HRMS has a resignation module which is a quite beneficial module for management and employees making their exit as a smooth transition.

The flow of the resignation module is as follows:

 Step 1: Employee Abc submits the resignation request.

Step 2: Approver Xyz (Abc’s Reporting manager) receives the notification and email about the Abc's resignation request.

Step 3: Approver Xyz accepts the resignation request, after this status on the resignation will change as level 1 approved.

Step 4: The system asks the approver Xyz to assign handover/Knowledge Transfer to another employee and Abc's revised last working date.

Step 5: Abc receives the notification of the acceptance of his resignation request.

Step 6: Abc can give Exit Interview after his successful approval of the resignation and it will get stored into the database.

Step 7: Request goes for the clearance to the various departments for example: HR Department, IT Department, Finance Department, etc.

Step 8: After clearance from all the departments (IT, HR, Finance) status on the requests gets changes as Exit clearance done.

Step 9: After Exit clearance, the HR Manager fills and submits the FNF Request.

Step 10: The reporting manager receives the notification to generate the reliving letter for the employee Abc.

 Step 11: Generated 'Reliving letter' gets stored into the employee Abc's folder.


1.1  My Resignation

 Resignation is the formal act of leaving or quitting one's office or position. When you resign, you give up all of the responsibilities associated with your job. When a resignation is applied for self, the module will show request page as shown below:

·      For User: If you choose Me as option, you are only asked for “Reason of leaving” and Remarks. Whereas if you are a head and you choose another user you will also be asked for a user name (Refer screenshot below)

 ·       Emp Id: It is a unique employee id given to each employee.

 ·       Notice Period: It has default number of days set by admin.

 ·       Reason for leaving: Has a drop down list menu with predefined reasons.

 ·       Last day of work: Is auto calculated with the current date and the number of days to be served as notice period.

 ·       Notice period shortfall: Due to any reason, if the employee is not able to serve notice period by some number of days is notice period shortfall

 ·       Remarks: Is by the name it goes of adding any remark for the resignation application.

When you submit the resignation form after filling in the required details, it notifies the system, admin, HRs, management, and reporting manager (as set by the workflow).

 


  


 

1.2  My Team’s Resignatio


If you are head of the department or senior manager where you lead a team of executives, this my team’s resignation gives you a brief look at the team’s resignation status. This window looks like shown below:

 This displays:

• Name of the employee

• Employee code

• Designation of the employee

• Date of joining 

• Resignation date

• Last working date

• Status of the employee’s resignation application

• Action

The action button is a three-dotted button with the following options-

• View: The view displays the resignation application in detail

• Delete: Delete the application entry to avoid a complicated view.

• Update resignation details: When you select this option, a pop-up window is visible, where you revise the last date of working and change status of the application:


 

1.3  Exit Clearance Department

Exit Clearance is the process of validating that the employee has no outstanding obligations upon his/her separation from any departments. uKnowva gives this option to categorize departments and their clearance checklist for employees.

 

• Add: The green add button at the right, allows you to add departments.

• Filter: Filter assists you to filter if there are too many departments.

• Department Name displays the name of the department

• Department Head shows the head of the department which is authorized for employees to resign and gets clearance.

• Created by displays who created this clearance department

• Created on displays date of creation of the department which needs to authorize clearance

• Actions give options to edit the options for individually editing every department’s clearance workflow. For more information, refer: https://docs.uknowva.com/how-to/hrms/276-how-to-update-last-working-date-of-an-employee-in-uknowva

• The edit option opens a clearance form for the respective department as shown in screenshot below:

This form can be custom-made by the admin team or uKnowva support.


 

1.4  List exit clearance request

This option in the uKnowva resignation module gives you a list of employees that have applied for resignation. The screen view is as shown in the screenshot – 

It displays the following details:

• Name of the applicant.

• Employee code of the applicant.

• Designation of the employee.

• Date of Joining

• Date of Resignation

• Last working date

• Status which displays the current status of the applicant.

• Action button shows two options – View and Exit clearance

When you select the view option it displays a page with overview of the applicant’s resignation process.

The yellow exclamation means it’s pending. 

If you select exit clearance, it displays forms for clearance and shows leave balance by clicking it on “click to check”.

This is a complete resignation module, it can be modified or customized as per requirement. For more assistance, contact helpdesk at This email address is being protected from spambots. You need JavaScript enabled to view it.