Requester and Recipient Offboarding (10.04.21)
Open Items and Outgoing Employees
There can be a lot to think about when you or someone in your department is leaving their position. One important thing to consider is what will happen to the departing person’s open items in Shop OnLion. Because of the security controls in place in SIMBA, generally only the person who created the document has access to that document to make or request changes or follow-on documents (e.g., a Goods Confirmation on a PO). That is why it is so important to think about Shop OnLion documents and their final disposition as part of your offboarding plan.
Best practices to incorporate into your offboarding process may include developing an inventory of Shop OnLion documents (shopping carts, POs, Goods Confirmations, etc.) that are actively being used (e.g., shopping cart still in approval path or PO with outstanding encumbrances), identifying who is responsible for those documents going forward and initiating the appropriate change procedures, and seeking out another person in the office to begin processing orders as soon as it is known that the person is leaving.
It may be helpful to set up procurement substitutions and team shopping in a department when staff is in flux (see Resource item #2 below). Procurement substitutes can complete a goods confirmation if the shopping cart is marked as a team cart without having to go through additional steps to change the Requester and/or Recipient on those carts.
Dos and Don’ts for Offboarding