I have attached the Contractor Onboarding and Offboarding forms.

 

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·  Step 1: The Department Manager/Director completes the FreshService form for Contractors, And needs to create a sub-task A for the CEO for approval.

·  Step 2: Once the CEO approves, the IT Department will provide the necessary system access based on the contractor's requirements (e.g., email, VPN, software access). If Authority access is required, the Authority admin will create a NAR for granting the Authority access.

·  Step 3: If necessary, create sub-task B and forward it to Payroll, where they allocate/create the contractor’s position/role in the Authority - Position Management (HR team will add it into ELMO, It provides access for leave approval access to the contractor based on the role/responsibility).

·  Step 4: If needed, create sub-task C and forward it to the Finance Team, and they assign role-specific access, purchase/requisitions, Purchasing permission, or requisition access, depending on the contractor's role and responsibilities.

 

Flowchart: Contractor On-Boarding:

 

·  Start: FreshService - Contractor Onboarding form

↓

·  Responsible Department Manager/Director fills out FreshService Form 

↓  Create a sub-task A for the CEO's approval

·  Once the CEO approves though task, the IT Department provides the necessary software and other system access (e.g., email, VPN, etc.)

↓     

· If Authority access is required, Authority admin creates NAR and provides Authority access.

↓ At this point- the remaining workflow is to create FreshService sub-tasks for each department and manually send emails to the relevant departments (Payroll, HR, Finance, etc.) to provide necessary access to the employee, once access has been provided by each department, please add all relevant evidence to this ticket for future auditing purposes.

·  If the person assigned a role or position needs to Forward it to the Payroll Team for Position Management allocate/create a role

↓

·  The Finance Team reviews roles and grants access based on the role/responsibility:

  • Purchase/Requisitions
  • Purchasing permission
  • Delegation level ($10,000, $20,000, $50,000, $150,000, $350,000 and $1,000,000)

↓

·  End: Contractor fully onboarded with all system and role-based access provided.


 

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Flowchart: Contractor Off-Boarding:

 

Start: FreshService - Contractor Off-boarding form

↓

·  Responsible Department Manager/Director fills out FreshService Form 

↓

·  IT Department receives forms through FreshService and deactivates necessary software and other system access provided before through an onboarding ticket (Need to check or merge with the onboarding ticket during the offboarding process)

↓    

· To Authority access to deactivate, The Authority admin should enter an end date for all roles and remove the notification preferences to deactivate the Authority access.

↓ At this point- the remaining workflow is to create FreshService sub-tasks for each department and manually send emails to the relevant departments (Payroll, HR, Finance, etc.) to deactivate access which been provided to this employee through On-Boarding. once access has been deactivated by each department, please add all relevant evidence to this ticket for future auditing purposes.

·  If the person assigned a role or position -> Forward it to the Payroll Team for Position Management to deactivate the role

↓

·  The Finance Team reviews roles and deactivates access based on the role/responsibility:

  • Purchase/Requisitions
  • Purchasing permission
  • Delegation level ($10,000, $20,000, $50,000, $150,000, $350,000 and $1,000,000)

↓

·  End: Contractor fully off-boarded with all systems and role-based permission removed.


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Contractor NAR creation:


To create the NAR for the contractor (which will be used for invoicing and other purposes), we require the following information. It’s best to use the contractor's actual details.

Name:
Address:
Email Address:
Phone Number:


Additionally, if required Role/Position number:


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Important Note before providing access to Contractors:


->Note: If an employee onboarding is being processed as a clone from a contractor, but the new employee is a full-time employee, choose a different person to clone, not a contractor. Cloning a contractor to a full-time employee or a full-time employee to a contractor is not correct. In such cases, please consult Jacqui for suggestions.

->Contractors have limited access, whereas full-time employees have full access. Therefore, we cannot clone from a contractor to a full-time employee or vice versa.

BIS Access is only granted to full-time employees, not contractors.


->If you providing BIS Access to an existing employee who hasn't had it before and requires BIS_User access (2002), first grant the access. After that, I need to refer it to the Finance team for approval. Once approved, it will appear on the Authority screen