Facilities Services IT (FSIT) Off Boarding Procedure

Procedure for the correct procedure to ensure a clean, secure separation of a FSC employee.

 

INTERNAL OFF BOARDING PROCEDURE

Purpose: This internal IT Knowledge Base Article (KBA) establishes the official standard for the offboarding of employees and defines the required procedures for the timely, secure, and comprehensive removal of access to organizational technology resources. The purpose of this article is to ensure that all security controls, company-issued equipment, employee-associated services and subscriptions, and software assets are properly reviewed, recovered, reassigned, disabled, or terminated as appropriate during the offboarding process. In addition, this KBA provides direction for the removal of employees from specialized systems, privileged accounts, application access, security groups, distribution groups, and any other role-based or departmental access required for the performance of their duties. Adherence to this process supports the protection of organizational data, reduces security and compliance risk, and promotes accurate asset and access management during employee separation. 

 

Environment

Covers all employees within Facilities services, sub-contractors or third party affiliates.

Procedure

1. Termination/Separation notice from HR to FSIT Mailbox

*The process below DOES NOT include litigation holds or for an employee who passes away

See APPENDIX for specific hold instructions

2. Create TDX ticket

   1. Create ticket in name of HR user submitting notice

      Copy any docs or pics to ticket

In TDX Ticket document ALL the following

Submit Tasks, from ticket, to other FSIT staff as needed

3. Domain Procedures

   1. Remove from ALL FSC AD Groups

   2. Remove from shared mailboxes and members groups (if applicable)

      1. If Owner then add appropriate replacement

4. Access Procedures

   1. Enter Gallagher

      1. Locate user by employee ID number

         1. Remove all FS access entries from user

         2. Save

   2. Enter KeyWatcher

      1. Search Site by username or employee ID number

      2. Check Disable in Site box and make dept to Left UT

      3. Remove from all Permission groups

5. Communication

   1. Initiate removal of user to Ring Central to Telephone services

      1. Including removal of membership in Queues

      2. Notify Telephone services if Desk phone needs returned

         1. Leave at location until they pick it up

   2. Update master record sheet in FSIT Sharepoint when confirmed

6. Software

   1. Check in all assigned software in Snipe

      1. See Snipe Off Boarding procedure for reference​​​​​​​

         1. Initiate cancellation of any monthly software

         2. MS 365

         3. Verify with supervisor or manager to ascertain correct action for email and data retention

            1. Ticket to OIT to transfer access to another account for access if requested

         4. Teams - If Owner then add appropriate replacement for Team

   2. Initiate removal from specialized software (as necessary if not SSO access or having server-based access)

      1. Kahua

      2. Flex

      3. Skyspark

      4. All Building Automation Systems

         1. Steven for offboarding steps

      5. ARCGis

      6. Avigilon

      7. Lambent

      8. TDX Groups

7. Hardware

   1. Search Snipe thoroughly for all assigned equipment

      1. See Snipe Off Boarding procedure for reference

   2. Verify return of ALL assigned equipment to FSIT

      1. If received

         1. Check back into Snipe

            1. Mark any compute device as needing reload or repair in Snipe on check in

               1. See Snipe Check In Procedure for reference

            2. Document returned equipment and software in TDX Ticket

               1. Uncheck all boxes to allow send of description

      2. If not received

         1. Copy details of all assigned equipment  and software from Snipe

         2. Paste into TDX description notes

            1. Verify terminated users’ supervisor

            2. Add to supervisor contact to TDX Ticket

               1. Uncheck all boxes to allow send of description

               2. Assign for notification of supervisor

            3. Add FSIT To notification so all users are aware of missing equipment

   3. Radio (if applicable)

      1. Headsets

      2. Charging station and cord

      3. Additional batteries

   4. Collect all auxiliary hardware

      1. Versa Desk

      2. UPS

      3. Extra Monitors

      4. Etc.

8. User Data

   1. Verify if transfer of User Data or Archival is necessary

      1. One Drive

      2. Email

      3. Local Machine

   2. If necessary, coordinate location and note in TDX ticket

      1. Submit ticket to OIT for email and Data move

   3. If owner of Team(s), verify transfer/addition of new admin/owner

9. Resolution

   1. If all items have been removed and equipment has been returned to FSIT

      1. Log in TDX ticket and check-in assets per standard process

      2. Enter ticket time as worked

      3. Select to Notify HR person submitting

      4. Save and close

   2. If all items have been removed but equipment has not been returned

      1. Mark as awaiting response

      2. Enter ticket time as worked

      3. Notify HR person submitting

      4. Select supervisor added to ticket and add to Notify others

      5. Save

      6. Report Radio to Steven

      7. Set reminder – Follow up with all individuals. Notified EVERY 2 DAYS until return of equipment

         1. Document EVERY follow up in the TDX Ticket

         2. When returned Follow Resolve step A

   3. For equipment overdue by 30 days or more

      1. Tickets are escalated to the IT Manager

      2. IT Manager will pursue actions necessary

      3. Upon instructions from IT Manager

         1. Radio is disabled - Steven

         2. PC equipment is set to Wipe in inTune

         3. iPads are set to Remote Lock

      4. If equipment is returned, process under offboarding step 9a

 

 

 

APPENDIX

1. Litigation Hold

   1. Litigation notification (from HR, Director, avc, etc.) should be communicated to the IT Manager prior to all terminations or any discovery events

   2. ALL computer equipment MUST be immediately returned or retrieved by FSIT – NO EXCEPTIONS TIME SENSITIVE!

      1. Upon receipt or retrieval, DO NOT power on or login to compute device(s)

      2. If system is powered on and it can be moved without powering down, do so.

      3. Upon return to FSIT, the compute system(s) is to be immediately turned over to the IT Manager.

   3. IT Manager directs all further actions for security, data retention, isolation, and secure device storage

      1. Asset tracking status will be dictated by IT Manager

   4. IT Manager dictates the duration of Hold and location

   5. Upon clearance to return device, process under off boarding step 9a

 

2. Exception Hold

   1. Pending notification from HR, Direct supervisor or IT Manager, request return of registered equipment or offer retrieval of equipment.

      1. Mandatory 30-day hold

   2. Upon the return of equipment to FSIT, present compute devices to IT Manager or supervisors.

      1. Manager/Supervisor directs further actions

         1. Hold Snipe check in of compute device(s) per IT Manager/Supervisor

         2. Local Admin based device recovery effort

            1. Any personal pictures

            2. Any personal data

            3. Archive to a data device

               1. Return to authorized party to be returned to family

         3. No recovery effort

            1. Device is secured and held, as is, for 30 days

      2. After authorization from IT Manager

         1. Process under offboarding step 9a