In addition to all Workday processes, the supervisor of a departing employee will need to submit the PDM Access Suspension, Internal Transfer, & Termination Form to have account access removed or transferred for business continuity purposes as appropriate.
Submission of the form will initiate offboarding processes within PDM IT and other departments. Supervisors should also consider the following:
Asset Ownership
Carefully consider all systems to which the employee has access, including:
- Any PennBox files owned by the employee
- "Full” Smartsheet access and/or Sheet ownership
- Any documents created under their ownership in One Drive (PennO365)
- Any files in personal (H:\) drive or on computer desktop
- Subscription-based software licenses such as Adobe, Microsoft Copilot, ChatGPT, etc.
All of the above assets will need to be transferred to department ownership or to another employee.
Email Access
- Confirm whether there will need to be an “auto-reply” message on the person’s behalf. When possible, it is best if they can set this on their own behalf before departing.
- Determine if the employee will need extended access to Penn O365 email for research and/or business continuity purposes.
- Determine if manager will need access to the PennO365 email account for business continuity purposes. PDM IT will need a request in writing with HR copied.
Listserv or Shared Account Access
Let PDM-IT know if the employee was a listserv owner or had access to any shared email accounts.
Hardware
It is the responsibility of each department to ensure that any laptops or other equipment are recovered before an employee leaves.
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