Confidential

Process Flowcharts Internal use only

Legend
The process flowcharts contain detailed process definition of tasks peformed, their task sequence, the respective responsibil ities and the systems that are used
for the execution of the tasks
Visio has been used for this process documentation

1 Process symbols

N°
Activity: tasks and activities manually performed in a process
Manual activity Top: mark the function to which the activity belongs to
Middle: describe the activity
Tool name
Bottom: specify the system and the transaction used in this activity

Start
Start & end bubble: beginning or end of a process
End

N°
Automatic activity: activities performed automatically in a process
Automated activity Top: mark the function to which the activity belongs to
Middle: describe the activity
Tool name
Bottom: specify the system that performs this automatic activity

Activity done during a meeting between SBS and Finance

Validation Question: decision to be taken during the process execution

Cx Controls: Manual, Semi-automatic, Automatic

x.x.x x.x.x Previous/Next step

xxx Linked process

And Or And / Or

Summing junction connector

N°

Manual activity SHIFT processes: manual activity

Tool name
N°
SHIFT processes: automated activity
Automated activity

Tool name

Internal control - Source: Internal Control Manual 2017

X.XXX.X

2 Frame naming conventions

XXX
Functional columns: used to indicate the functional domain which performs the activities
 Confidential
13.2 Offboarding Internal use only

EE 13.2.1 Coordinate and communicate the departure for a Business - Employee

EE Analyst - Organization
Management and Administration – Corporate Legal Affairs
Business – Manager HR – HR BP Comments
Onboarding/offboarding Department
Administration
Start
N°13.2.1.1 Trigger : Date of
departure decided or know.

Is termination N°13.2.1.5: All relevant

voluntary ? stakeholders with at least
Manager, HR, Facilities
Management, ITS, Security

Yes Q1 2019 Review:

N°13.2.1.3 – Manager
N°13.2.1.1A should enter data and HR
Notify HR – HR BP of BP should validate
Business Employee’s No N°13.2.1.4 – Security should
resignation inform EE Analyst as is in
Provider process
N°13.2.1.8 - Knowledge
transfer process / EE
Did the Business – Analyst to ensure it is
Manager get the done («check the
information before process »)
HR – HR BP ?

Yes
N°13.2.1.1B N°13.2.1.2
Provide resignation Schedule exit interview
letter to HR – HR BP

B.MHC.6.1
No

N°13.2.1.3
Fill in the end date in
Workday and evaluate
the leaver risk
Workday

B.MHC.6.1

N°13.2.1.3A
Contact the security and fill
in the security
questionnaire for the
Business - Employee
N°13.2.1.5
Yes Leaver risk identified? Ensure that all stakeholders*
are informed about the Business
- Employee termination and his
last physical presence date and
No the last day

B.MHC.6.1
Is leaver an executive N°13.2.1.6
with a non compete
clause? Cross-check the Business –
Employee wit h the names
contained in the list of non-US
Yes employee on legal hold

N°13.2.1.3A.1

No Enforce non compete

clause
Is Business –
Employee not on legal
hold ?

N°13.2.1.4
Notify EE Analyst – Org
Yes
Mgmt and Adm –
Onboarding/Offboarding N°13.2.1.6A N°13.2.1.6A1
Administration Contact local ITS and Update the non-US list
No inform Corporate Legal of employees on legal
Affairs Department hold accordingly

N°13.2.1.7
Update organization
charts and company
direct ory / Mast er data

N°13.2.1.8
Coordinate the leavers
return of assets and
knowledge transfer
process

N°13.2.1.9
Revoke system
access
13.2.5 Sub process

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.2 Coordinate and communicate the departure for a External Ressource

EE Analyst - Organization Management and
External Ressource Sponsor Administration – Onboarding/offboarding Comments
Administration
Q1 2019 Review:
TRIGGER: Date of
Employee’s departure N°13.2.2.1 Trigger : Date of departure decided or
decided or know know.

N°13.2.2.4 : All relevant stakeholders with at least

Manager, HR, Facilities Management, ITS, Security
N°13.2.2.2

Issue a formal notification to EE Analyst

– Org Mgt and Admin - Onboarding/
Offboarding Administration, regarding
the last physical presence date and the
real termination date

FM Tool

Yes Leaver risk identified ?

N°13.2.2A

Contact the security and fill in No

the security questionnaire for
the External Ressource

N°13.2.3 N°13.2.2.4
Ensure that all stakeholders*
Notify EE Analyst – Org Mgmt are informed about the External
and Adm – Onboarding/ Ressource termination and
Offboarding Administration confirm the last Date of physical
presence and the last day

B.MHC.6.1

N°13.2.2.5

Update organization charts and

company directory / Master data

N°13.2.2.6
Coordinate the individual’s
return of assets the knowledge
transfer process

13.2.2.7

Revoke system access

13.2.5 Sub process

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.3 Manage and Coordinate the individual's return assets and ensure knowledge transfer for a Business - Employee
EE Analyst – Organization
Management and
Business - Manager ITS Security ITS Business - Employee Comments
Administration - Onboarding/
Offboarding Administration
Start

Is Business –
Employee under Pre-requesite : All stakeholders Have
legal hold ?
No been informed about the date of
departure.

Yes Q1 2019 Review:

N°13.2.3.1A Revoke Access moved to ITS
N°13.2.3.2 Contact the Business -
List car fleet assets, Employee or the Business -
Travel & Espense, FM Manager to collect and upload
assets the employee data under legal
hold

N°13.2.3.3 N°13.2.3.4
Contact the Business -
Employee or the List ITS assets
Business - Manager to
recover all SBS assets

N°13.2.3.5 N°13.2.3.6
Contact the Business - Return all assets to
Employee or the dedicated person(s)
Business - Manager to according the country
recover assets rules

N°13.2.3.7
Confirm to Business
Manager that all
assets have been
returned

N°13.2.3.8
Ensure that all ITS
assets have been
returned

N°13.2.3.11 N°13.2.3.10 N°13.2.3.9

Ensure that the employee Ensure that all assets Inform the EE Analyst –
knowledge have been of the Business - Org Mgt and Admin -
transferred to their Employee have been Onboarding/Offboarding
successor (if applicable) returned Administration

N°13.2.3.12
Verify the correct return of items
made available to the Business -
Employee in service, in particular the
"sensitive element" (e.g computer
files, books, reports), ensuring
archiving and clean desk

N°13.2.3.13
List all the local
application used by the
leaver (not accessible
with the SSO credential)

All assets returned?

Yes
N°13.2.3.13A
Manage the
Obtain confirmation by Business –
No the leaver that all assets End
have been returned Employee or
Provider’s exit
13.2.6

N°13.2.3.14
Send a list to the local Revoke system
application owner to access End
revoke the access
13.2.5
 Confidential
13.2 Offboarding Internal use only

EE 13.2.4 Manage and Coordinate the individual's return assets and ensure knowledge transfer for a External Ressource
EE Analyst - Organization
External Ressource Sponsor ITS Management and Administration – External Ressource Comments
Onboarding/offboarding Administration

Start
Pre-requesite : All stakeholders
N°13.2.4.1 Have been informed about the
date of departure.
List FM assets
Q1 2019 Review:
N°13.2.4.9 – to be moved up

N°13.2.4.3 N°13.2.4.2
Contact the Provider or
the External Ressource
List ITS assets Sponsor to recover all
SBS assets

N°13.2.4.4
Contact the External N°13.2.4.5
Return all assets to
Ressource or the dedicated person(s)
External Ressource according the country
Sponsor to recover rules
assets

N°13.2.4.7 N°13.2.4.9 N°13.2.4.6

Ensure that all assets Confirm to External
Ensure that all ITS of the External Ressource that all
assets have been
returned Ressource have been assets have been
returned returned

N°13.2.4.8
Inform the EE Analyst –
Org Mgt and Admin -
Onboarding/Offboarding
Administration

N°13.2.4.10

Verify the correct return of items made

available to the External Ressource in
service, in particular the "sensitive
element" (e.g computer files, books,
reports)

N°13.2.4.11
List all the local
application used by the
leaver (not accessible
with the SSO credential)

N°13.2.4.12
Obtain confirmation by
the leaver that all assets
have been returned

Manage the Business –

Employee or External
Ressource exit
13.2.6

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.5 Revoke Systems Acess

Business – Manager /
ITS Security Local Application Owner Comments
Business – Sponsor

Pre-requesite : all t he
Start
stakeholders informed about
the date of departure.

B.MHC.6.1 covers all the

N°13.2.5.1 process
List the application/
software linked with the
window session credential
of the Provider
ITS Tool

N°13.2.5.2

Disable ITS access

ITS Tool

N°13.2.5.3 N°13.2.5.4 N°13.2.5.5

Inform the EE - Analyst –
Org Mgt and Admin -
Onboarding/Offboarding
Administration
ITS Tool
Revoke local application
Revoke access access of the Business –
Employee or the Provider
Security System

N°13.2.5.6 N°13.2.5.7
Accompagny the Business
Inform the Business – - Employee or Provider to
Manager reception or security post

N°13.2.5.9
Inform the EE - Analyst – Org Mgt N°13.2.5.8
and Admin - Onboarding/
Offboarding Administration that Recover the badge
badge have been returned and
access revoked

Manage the
Business –
Employee or
Provider’s exit
13.2.6

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.6 Manage the Business – Employee or External Ressource exit

EE Analyst - Organization Management and
External Ressource Sponsor Administration – Onboarding/offboarding Payroll Comments
Administration

Start Pre-requesite : Buiness –

Employee’s assets or
External Ressource assets
returned ; badge returned;
N°13.2.6.1 access revoked and ITS
Ensure that all assets have access disabled
been returned, badge
returned and access revoked
and ITS access disabled

All assets recovered ?

No
N°13.2.6.1A

Contact HR - HR BP End
Yes

N°13.2.6.2
Notify SBS Payroll that
of f-boarding process is
completed

N°13.2.6.4 N°13.2.6.3
Perform autorisation Perform employee
for payment Or account setlment

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.7 Update your organization charts and company directory / Master data
EE Analyst - Organization Management and
HR – HR BP Administration – Onboarding/offboarding Comments
Administration

Start Pre-requesite : All the stakeholders informed about

the date of departure

N°13.2.7.1 N°13.2.7.2

Update organization Update Master data

chart for employee
Workday Payroll DB / Procurement DB

End
 FINAL: June 12, 2018
Confidential
13.2 Offboarding Internal use only

EE 13.2.8 Check that all employees who left Sanofi permanently have all their access revoked
EE Analyst - Organization Management and
ITS Administration – Onboarding/offboarding Comments
Administration

Start

Pre-requesite : Need to ensure that all employees

who left sanofi followed the offboarding process
N°13.2.8.1
Launch an automatic process Q1 2019 Review:
to list SSO credential accounts
without any movment since 60 N°13.2.8.3 – Removed tool as it may vary locally
or 90 days
ITS Tool

N°13.2.8.2 N°13.2.8.3
Send a list of Business -
Employees and Providers to EE Check in the list if there are
Analyst – Org Mgt and Admin - Business - Employees or Providers
Onboarding/Offboarding who left Sanofi permanently
Administration
eMail

Any Business –
Employee of Provider
found ?

No
N°13.2.8.3A1 N°13.2.8.3A
Send the list of Business -
End Keep account access active Employees and Providers to Yes
keep access active to ITS
ITS Tool

N°13.2.8.5 N°13.2.8.4
Send the list of Business -
Desactivate account access Employees and Providers to
desactivate access to ITS

N°13.2.8.6 N°13.2.8.7
Contact all stakeholders to
Confirm to EE Analyst – Org
Mgt and Admin - Onboarding/ verify if assests have been
returned and building
Offboarding Administration access revoked
FM Tool

N°13.2.8.8
Copy to HR - HR BP,
Business - Manager and
Provider Sponsor
Email

Manage employees who

left Sanofi without
returning some assets
13.2.6

End
 Confidential
13.2 Offboarding Internal use only

EE 13.2.9 Manage employees who left Sanofi without returning some assets
EE Analyst - Organization
Management and Administration
ITS Travel & Expense Facility Management Comments
– Onboarding/offboarding
Administration

Start Pre-requesite : Account

access desactivated
confirmed and list of
N°13.2.9.1 Business-Employees and
N°13.2.9.5 N°13.2.9.3 Providers who had an active
Check if all assets have account access after
been returned Check if all assets have Check if all assets have departure provided to ITS,
been returned been returned
SBS Facility Management and
SBS Travel & Expense

Q1 2019 Review:
N°13.2.9.2 N°13.2.9.6 N°13.2.9.4
Inform the EE Analyst – Org Inform the EE Analyst – Org Inform the EE Analyst – Org Process flow remodelleled to
Mgt and Admin - Mgt and Admin - Mgt and Admin - have one trigger for mutiple
Onboarding/Offboarding Onboarding/Offboarding Onboarding/Offboarding
Administration parties
Administration Administration

N°13.2.9.7

Consolidate all returns

All assets returned

No

N°13.2.9.7A
Contact HR - HR BP to
launch a legal case
Yes

End