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Document Control 

Document Name 

35.015 PEC Trust Leavers Process 

Version 

v0.1 Draft 

Author 

Neil Tancock, IT Services (Hello Comtec Ltd), neil@hellocomtec.com 

Approval 

PEC Trust IT Project Team 

Approval date 

TBD 

Review date 

TBD 

Absract 

This process details the steps involved in preparing for an employee to leave the organisation. It ensures that organisational data is secured and organisational assets are returned. 

Scope 

This document applies to the Employee’s Manager, IT Services (Hello Comtec Ltd), PEC HR and the PEC IT Project Team 

Inputs 

Leavers form, completed by the employee’s manager 

Outputs 
  • A Help Desk ticket to track progress assigned to hiring manager 
  • Employee’s access to organisational and client data is removed 
  • All PEC assets are recovered from the employee 

 

Change Control 

Date 

Author 

Version 

Change 

18-NOV-2022 

Neil Tancock 

0.0 

First version 

 

 

 

 


--------------------------------------------<START OF DOCUMENT> -------------------------------------------- 

When someone leaves the organisation there are a series of steps to go through to ensure the organisation’s data & resources are secured and any equipment in use by the employee is returned.  This process is designed to help in those steps. 

  • The hiring manager or PEC HR should: 
    • Complete the leaver’s form here: 
      https://forms.office.com/r/gDg0FG5mcy 
      This will create a help desk ticket to begin the new start process that will be managed by IT Services. The ticket will be assigned to the leaver’s manager.
  • IT Services will then identify which tools and resources are in use by the leaving employee and provide this information to the hiring manager as well as pechr@plymouthenergycommunity.com in order to facilitate the recovery of PEC resources. Those resources can include:
    • Laptop, Power Supply & Carry Case
    • USB Headset
    • Mobile phone and charger
    • Home working setup (Monitor, Mouse, Keyboard, USB hub)
    • Identity badges including PEC and optionally PCC badges
  • When the leaving date arrives;
    • All IT resources should be returned to IT Services. If the leaver has a PEC mobile phone, the current PIN to unlock the phone should be recovered
    • IT Services will inspect the returned resources and confirm to the leaver’s manager and PEC HR that all resources have been returned and are in good condition.
    • IT Services will suspend all online accounts unless continued access is required to the leaver’s Microsoft 365 account. IT Services will make a diary entry to suspend the Microsoft 365 account at a later date and to inform the leaver’s manager and PEC HR that the account has been suspended. Accounts can include:
      • Microsoft 365
      • Wildix
      • Plymouth City Council logons
      • PEC Website admin
  • All licences should be removed from the user’s PEC accounts, with the exception of Microsoft 365 if continued access is required. If continued access is required, the leaver should provide an alternative mobile phone number so that IT Services can add it to the two-factor authentication methods
  • Once the accounts and resources have been recovered the help desk ticket should be updated by IT Services and closed off 

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