PowerSchool ERP System Administration
PowerSchool ERP System Administration
Breadcrumbs

Employee Termination Workflow Cycle

This section is designed to take you through the cycle of an Employee Termination Workflow.

You can access the Employee Termination page using one of the following menu paths:

Menu Path:  e-Forms & Tools > e-Forms > Employee Termination > click Search Employees to locate the employee to terminate

or

Menu Path:  Human Resources > Entry & Processing > Employee > Employee Information > search for and select an employee > select Actions on the Action Bar > click Terminate

Workflow Cycle

  1. The user displays the Employee Termination page as indicated above.

  2. The user enters the information required on the Employee Termination e-Form and then clicks Submit.

    • If the Approvals Required? field on the Termination Forms tab of the Employee Termination Workflow Configuration is blank and the employee to be terminated is not found in an employee group for any approval group, the employee is terminated.

    • If the Approvals Required? field on the Termination Forms tab of the Employee Termination Workflow Configuration is blank and the employee to be terminated is in an employee group for any approval group, the workflow is initiated and the Needs Approval workflow notification is sent to the approver on the approval group or the approver's delegate.

    • If the Approvals Required? field on the Termination Forms tab of the Employee Termination Workflow Configuration is selected and the employee to be terminated is not found in any employee group for any approval group, the message that appears in the Submit Error When Approval Group is "Missing field will display and the workflow is not initiated. The approval group setup will need to be corrected in order to initiate the workflow for employee termination."

    • If the Approvals Required? field on the Termination Forms tab of the Employee Termination Workflow Configuration is selected and the employee to be terminated is in an employee group for any approval group, the workflow is initiated and the Needs Approval workflow notification is sent to the approver on the approval group or the approver's delegate.

  3. The approver or delegate receives the Needs Approval workflow notification either through an email, the Activities panel of the PowerSchool ERP home page or both, depending on the User Preferences setting.
    The approver or delegate can launch the approval e-Form either through the URL link in the email or the activity on the Activities panel.
    If no action is taken on the e-Form for the approval from when the Needs Approval workflow type was sent until the time entered in the Remind Every field of the Reminder workflow type, the Reminder workflow notification is sent.

  4. The approver or delegate selects their approval action for their level and clicks Submit.

    • If the action is Approved and the approver or delegate is the only approval level, the employee is terminated, the user who initiated the termination request receives the Approved workflow notification, and, if applicable, the Notification workflow notification is sent to the users defined on the approval group for the workflow task 108-Receive Employee Term Notify.

    • If the action is Approved and the approver or delegate is only one of several approval levels, the Needs Approval workflow notification is sent to the approver or delegate on the next level.

    • If the action is Denied, the Denied workflow is sent to the user who initiated the employee termination request and the workflow ends. The employee cannot be terminated with this e-Form.

    • If your organization is using user-defined page 30311, and depending the page's configuration, the approver may need to complete fields in the Additional Termination Information section before submitting their approval action.

  5. If at any point prior to the final approval or the denied action the user who initiated the employee termination chooses to cancel the request, the user can access the e-Form through one of the following paths:

    • Human Resources > Entry & Processing > Employee > Employee Information > search for and select an employee > select Actions on the Action Bar > click Terminate
      or

    • Human Resources > Entry & Processing > Employee > Employee Information > search for and select an employee > select History on the Action Bar > click e-Form History

    In the e-Forms History page, the user can access the e-Form by selecting it in either the Request Made by Employee section or the Request Made for Employee section.
    Once the e-Form displays, the user can click Cancel Request. The user who canceled the request will receive the Canceled workflow notification. Approvers or delegates who previously received the Needs Approval or Reminder workflow notifications will see that the request was canceled when they access the e-Form by either clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.

  6. When the final approval is submitted, if there is an error and the employee cannot be terminated, an error email will be sent to the email address entered in the Interfacing Error Email address field on the Termination Forms tab of the Employee Termination Workflow Configuration.