Offboarding A Team Member from a Project

  • The project team is responsible for doing project specific offboarding. However, there is a company offboarding process where non-project specific offboarding is already tracked.
  • The Project Manager should use a Trello card or Jira ticket (depending on the tool the project uses) to track offboarding tasks after the contractor's work is completed to ensure the contractor is properly removed from CivicActions tools, files, and the project. Consider preparing this ticket at the time of contractor onboarding so you have a place you can track all tools to which they are added over time.
  • The Project Manager should also coordinate offboarding tasks with appropriate team members (UX, TL, etc) to ensure that the remainder of the tasks are completed.

Offboarding team members with legacy information who may return to consult

SCENARIO: Team member is leaving a project but will be retained as a "legacy consultant" for the active project team. (Assuming project does not require clearance and doesn't handle sensitive data).

  • Project Jira access - block if user limit is reached
  • Git - no change
  • Server - no change
  • Site user accounts (Drupal, etc) - no change
  • SSH login - no change
  • Project Slack channels - no change
  • Project email lists - no change
  • Google Shared folders - no change
  • LastPass shares - no change
  • Project Trello boards - no change
  • UX tools - no change
  • Calendar invites - remove or ask if they want to stay on any
  • Audit accounts spreadsheet - update

Offboarding team members who will not return to the project

SCENARIO: Team member finishes project work and probably won't come back to project. SCENARIO: Project requires security clearance and/or handles sensitive data and team member is "off" project

  • Project Jira access - block
  • Git - block
  • Server - remove
  • Site user accounts(Drupal, etc) - block
  • SSH login - remove
  • Project Slack channels - remove from client channels & ask if they want to leave internal
  • Project email lists - remove
  • Google Shared folders - remove
  • LastPass shares - remove
  • Project Trello boards- remove
  • UX tools - no change or block project
  • Calendar invites - remove
  • Directnic access - remove
  • Audit accounts spreadsheet - update

Offboarding a team member who leaves the company

SCENARIO: When this team member leaves the company they should be fully offboarded.

  • Project Jira access - block
  • Git - remove
  • Server - remove
  • Site user accounts(Drupal, etc) - block
  • SSH login - remove
  • Project Slack channels - remove
  • Project email lists - remove
  • Google Shared folders - remove
  • LastPass shares - remove
  • Project Trello boards - remove
  • UX tools - remove
  • Calendar invites - remove
  • Directnic access - remove
  • Audit accounts spreadsheet - update
  • Project specific GSuite access - remove
  • Project specific CPM access - remove
  • Basic Auth login - change
  • Request all project data be remove from personal computer

Offboarding a contractor from a project

SCENARIO: The contractor completes all project work/project ends they should be fully offboarded.

  • Project Jira access - block
  • Git - remove
  • Server - remove
  • Site user accounts (Drupal, etc) - block
  • SSH login - remove
  • Project Slack channels - remove
  • Project email lists - remove
  • Google Shared folders - remove
  • LastPass shares - remove
  • Project Trello boards - remove
  • UX tools - remove
  • Calendar invites - remove
  • Audit accounts spreadsheet - update
  • Project specific GSuite access - remove
  • Project specific CPM access - remove
  • Basic Auth login - change
  • Request all project data be remove from personal computer
  • PM or TL to conduct exit interview and capture notes