Description
Leaver Process for users that have COINS access and have left the business.
COINS Tasks for Leaver Process
- Lock Users Account.
- Remove All Licences and Roles.
- Remove Users Groups and replace with “VILEAVER”.
- Remove Document Security.
- Remove Draft Cert Security (If applicable).
- Remove PL Transaction Type Security (If applicable).
- Remove Contract Security (If applicable).
- Retire Buyer Record and set limits to £1.
- Remove Alternative User ID. (If applicable).
- Remove Scanner Location Security (if applicable).
- Remove GL Security (If applicable)
- End Date users Scheduled Reports. (If applicable).
- Remove user from Workflows and make workflow admins aware. (If applicable).
- Check for any uncommitted orders and move them to another user. (If applicable).
- If users are from Tax or Treasury Department, check and remove them from any parameters. (If applicable).
Process
User Workbench:
To lock the account, go to the user workbench and open the users record by clicking on the folder icon:
Click on the tick box that says “Account Locked” so that it is ticked. This will lock the user’s account.
To remove the user’s licence, untick “Named User” and if there are any boxes ticked below, also untick these:
Next, remove the users’ groups by clearing out any data in the fields “Prime Group” & “Groups” and replace it with “VILEAVER”
You do not need to remove the Companies. However, take note of the Companies/KCOs that the user has access to as you may need the info for the leaver process.
To save these settings, click on the “Save” Icon at the bottom.
Document Security:
You can find a link to this in the Desktop Tiles:
In here, search for the user. You will see more than one record if the user has document security enabled in more than one KCO/company. To remove them, you can simply select and delete the records:
Retire Buyer Record:
For the user’s buyer record we need to set the buying limits to £1 and set it to retired.
You can find the Buyers (IT) page in your Desktop Tiles:
Search for the user’s account, you will see a record for every KCO where they are setup as a buyer. Any changes will need to be made for each buyer record/KCO.
Amend the limits to a £1 by selecting all records and clicking on the “multi” button at the bottom of the page.
In the user’s buyer record, tick the “Retired” box to set it to retired.
Then set all buying limit fields to £1. Then click save.
Before:
After:
Remove Draft Certificate Security:
You can find Draft Certificate Security on your desktop tiles:
In here when you search for the user, you will see a record for each KCO where the user has Draft Certificate Security setup. To remove them, you can select each record and delete them using the delete button at the bottom of the page:
Remove PL Transaction Type Security:
The Transaction Type Security (IT) page can be found in your Desktop tiles:
In here when you search for the user you will see a record for each KCO where they have PL Transaction Type security setup. You will need to select the records and delete them using the delete button at the bottom of the page.
Remove Contract Security:
You can find Contract Security In your desktop tiles:
Search for the user, and then select and then delete all records associated to it.
Remove Alternative User IDs:
In the menu or on your desktop tiles, search for “Alternative User IDs (IT)” page.
In here you will need to check if the user you are processing as a leaver, has an alternative User ID setup.
Search by “User” – If any records appear you can then select the record and delete it using the “Delete” button at the bottom of the page:
Once you have removed the Alternative User ID, you will need to go back to the user workbench, open the user’s record and save it again to remove the security completely.
Remove Scanner Location Security:
This is mainly used by Commercial / PL Clerks.
On the desktop tiles, search for “Scanner Location Security (IT)”
Search for the user’s record using the search bar in the bottom right corner. Then select the record and delete it using the “delete” button at the bottom of the page. If the user has access in multiple KCOs, you will need to delete all records:
Check and Remove GL Security
(This applies only to Finance Users).
You will need to check if a user has GL Security setup and remove it from all KCOs they have access too. (This page is KCO specific).
In COINS, search in the menu for “GL Security Maintenance).
Search for a User’s name using the search bar in the bottom right corner. (You will need to make sure you are in a KCO that the user has access too).
Open the record by clicking the folder icon next to their user ID, then remove any data that has been entered or “selected”:
Before:
After:
Then click the save icon to save the changes.
End date Scheduled Reports:
To end date the reports, go to COINS and click on the Printer Icon next to your user ID:
Click on the “Scheduler” tab, and search for the user ID. This will show you all scheduled reports that the user has setup. If nothing appears, they have not setup any scheduled reports.
To switch off any that are still running, click on the folder icon to open each record. Then in the “To” field, enter today’s date to set it to end ‘today’. Then click the save icon to save it.
Before:
After:
Remove user from Workflows:
Go to your desktop and click on the “OA Reporting & BI” tab:
Search the user’s name and click on the blue hyperlink to open it:
In the next page you will need to amend any records to remove the user’s name. If any of the workflows only have the leavers name in it, you will need to make their line manager and/or the workflow admin of the region aware of this so it can be amended to someone else.
You can amend the record by clicking open and remove their user ID from the “Users” field, and then click save:
You can also update multiple records simultaneously by selecting them and clicking the “Concurrent” action at the bottom of the page:
Amend all the records in the “User” field to remove the user that is leaving, and then click the “Save” button:
You will notice that once you have removed the user from each record, you will need to refresh your page by clicking the COINS logo and then all these records will disappear, as it is only showing records that the user you are processing as a leaver is in.
(Please note every workflow level must retain at least one approver).
Check for and move any Uncommitted Orders to a new buyer.
Please be aware this will need to be done for all types of orders, including Materials, Subcontract and Overhead orders.
Go to Procurement -> Material Orders.
Change your filter to show “Uncommitted Orders & VO’s only” and search by “Buyers Code. Then enter the leavers User ID and search. It will then give you a list of all the Uncommitted orders they have outstanding.
Any that have a change number ending with the letter “D” means they have been deleted/cancelled so no action is required for these.
To change them to a new buyer, click the folder icon next to each order to open it.
Once opened, look for the “Buyer” field and change to a new buyer by selecting them in the dropdown list. You will need to liaise with the leaver’s line manager to agree a new buyer to move the orders on too. Once selected you will need to click “Save” in the bottom right corner to save the settings:
This will need to be repeated for every order, and for each order type (i.e., Material Orders, Subcontract Orders and Overhead orders) In each KCO that the user has access too.
Check Tax/VAT Parameters:
If the user you are processing as a leaver, is in the Tax Department you will need to check if they are in the following parameters and remove them:
Tax/VAT: VATIDCAN, VATINUSR, VATOVUSR
To check this, open COINS, and search in the menu for “VAT Parameters”. Make sure your search filter is set to “ID”, then enter the following into the search filter to find the parameters: VATIDCAN,VATINUSR,VATOVUSR
Check the ‘values’ for each parameter. If the user you are processing as a leaver, is in any of these lists you will need to remove them. To do this, open the parameter using the folder icon on the left-hand side.
Remove the users name from the “Value” field. Then enter the ticket number in the “Notes” field, next to the most recent record which should contain the date and your name as highlighted below. Once done, click the save icon to save your changes.
(Ticket will need to be created to remove them from the parameter if you do not have access).
Notes
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If you're unsure of anything mentioned above, please contact us via one of the following methods:
- Raise a Ticket
- Call 01242 662 622
- Email [email protected].uk