Creating Plans

Onboarding/Offboarding Plans lets you create a dedicated plan for an employee's career movement in the organization. When you create a plan, you can choose to use an existing template to populate tasks or create a new list of tasks.

Important:

Before you create an employee’s offboarding plan, create an employee record first. You cannot create an offboarding plan for an employee who does not have a record.

To create a plan:

1. Go to the Onboarding/Offboarding Plan page. For instructions, see Accessing the SuiteApp.

2. In the Plan Type field, select the appropriate type.

   This field is set to Onboarding by default.

   The plan type determines the templates that you can select on the Template field. For more information, see Plan Types and Templates.

   Note:

   Ensure that you select the appropriate plan type before you continue. If you change the plan type after you modify other fields, all data you entered is lost.

3. Complete the values for the fields in the table.

   • If you are creating an onboarding plan, enter values depending on whether an employee record is available or not.

   • The welcome message and email from an onboarding plan template will only work with employees that have existing employee records. The employee record must have a name and email address.

   • If you are creating an offboarding plan, enter values according to the instructions in the Employee record is available column.

   Field	Employee record is available	Employee record is not available
   Employee Name	No action needed. The value is sourced from the employee record. If the record is deleted, this field is set to blank.	Enter the name of the employee.
   Employee Record	Enter a name or click the double down arrows to select the employee.	Leave the field blank.
   Hire Date	No action needed. The value is sourced from the employee record. If the record is deleted, this field is set to blank. The employee record must contain a hire date before you can select a template from the Template field.	Enter the date when the employee starts to work in the organization. If you plan to select an onboarding template from the Template field, ensure that this field contains a value.
   Termination Date (for offboarding plans)	No action needed. Value is sourced from the employee record. Note: If you use the Effective Dating feature, ensure the effective date on the employee record is the current date or a date in the past. If you set the effective date to a future date, the SuiteApp cannot source the termination date on the record.	For offboarding plans, you cannot enter information on the field.
   Supervisor	No action needed. The value is sourced from the employee record. If the record is deleted, this field is set to blank.	Enter a name or click the double down arrows to select the supervisor.
   Location	No action needed. The value is sourced from the employee record. If the record is deleted, this field is set to blank.	Select the location where the employee is assigned to work.

   Note:

   When the employee record becomes available, the coordinator can edit the plan to associate it with the record. Before you do, see Guidelines for Associating Plans With Employee Records.

4. From the Plan Status list, select the status of the plan.

   Plan Status	Description	Notes
   Not Started	This plan status applies if all task statuses are set to Not Started. All new plans are set to this status by default.	The plan status changes back from In Progress to Not Started if one or more task statuses is set to blank then to Not Started.
   In Progress	This plan status applies if one or more task statuses are set to In Progress or Completed. This status only applies if not all task statuses are set to Completed. The plan status applies if one or more task statuses in a newly created plan is set to blank then to Not Started.	The plan status changes back from Completed to In Progress if one or more task statuses are updated to Not Started or In Progress.
   Completed	This plan status applies if all task statuses are set to Completed. The Coordinator of a plan can set the plan status to Completed even if the tasks have not been marked complete.	The plan status changes from In Progress to Completed based on the following. If one or more tasks that are set to Not Started or In Progress are deleted and all other tasks are set to Completed.

5. From the Coordinator list, select the name of the employee who will manage the plan. The Coordinator can view, edit, and create tasks on the plan. For more information, see Managing Plans as a Coordinator.

6. If you plan to select a value from the Template list, verify the following:

   • If you are creating an onboarding plan, ensure that the Hire Date field is not blank.

   • For onboarding plans, employee records with a name and an email address must be available. This ensures the welcome message and email are displayed and sent correctly.

   • If you are creating an offboarding plan, ensure that the Termination Date field is not blank.

   The tasks in the template will appear on the Tasks subtab

7. Complete the details of the tasks:

   • If you used a template and want to change the details of the tasks, use the table as a guide.

   • If you did not use a template and need to add new tasks, enter the values based on the table. Click Add.

   Column	Guideline
   Task Name	Enter a maximum of 300 characters for the name of your task.
   Task Description	Enter a maximum of 100 characters for the description of the task.
   Required	Check the box if you need your assignees to complete the task.
   Due Date	If you used a template, the populated tasks will already contain due dates. If you are adding a new task, enter or select the date. Note: If you later associate an employee record with an existing plan, the hire date may change. Consequently, the due dates for all tasks may adjust to accommodate the difference between the two hire dates.
   Assigned To	Click the double arrows. On the popup window, select assignees from employee lists or search for their names.
   Task Status	Select the status of the plan. This field is set to Not Started by default.
   Marked Complete By	Leave this field blank. It is automatically populated with the name of the employee who changes the status to Completed
   Notes	Enter a maximum of 300 characters for information that are relevant to the task.
   Task URL	If a task requires the employee to access a site, append a URL with a maximum of 999 characters on this field. The task name will appear as a link in the assignee's plan. This is especially helpful if the task involves other pages in NetSuite.

8. Click Save.

Guidelines for Associating Plans With Employee Records

If you must associate an employee record to an existing plan for an employee, remember the following:

• Ensure that the record includes a name, an email address and a hire date.

• If the record contains a hire date that is different from the hire date on the plan, note the following. The due dates for all tasks adjusts to accommodate the difference between the two hire dates. The following table shows a sample calculation for due dates if hire dates are changed manually or are associated with an employee record.

  	Before Associating with Record	After Associating with Record
  Hire Date	October 1, 2019	October 6, 2019
  Task Due Before the Hire Date	September 17, 2019	September 22, 2019
  Task Due After the Hire Date	October 6, 2019	October 11, 2019

• When you change the hire date of employees on their record, the hire date and due dates on the plan may also change.

• When you delete an employee record that is associated with an existing plan, the following sourced values are removed from the plan:

  • Employee Name

  • Hire Date

  • Supervisor

  • Location

• When due dates change, the SuiteApp sends an email notification to the employees and assignees about the update.

Related Topics

Managing Plans

Working With Plans

General Notices