Leaver Process Flowchart with 3 Interchangeable Decisions

Posted on 2014-03-28
Last Modified: 2014-04-01
Not sure if this is the best forum to answer this question, but I wasn't sure where else to ask.

I'm designing a flow chart for a new leavers process, to improve communications between HR & IT. Part of this flow chart is around what to do with users mailboxes. I have 4 questions/decisions to ask in the flowchart:
1. Does the leavers mailbox need to be kept?
2. Does the leavers mailbox need to be placed on litigation hold?
3. Does the leavers mailbox need access to be granted to their manager?
4. Does the leavers mailbox need an out of office enabling?

The questions 2, 3, 4 are not reliant on each other, and need to be asked whether the answers to the others are Yes or No, and there can be a combination of all 3. I.e. if 1. the leavers mailbox doesn't need to be kept, it can be deleted, the other 3 questions don't need to be asked. However if the answer to 1. is Yes, it does need to be kept, the next question is, 2. does it need to be placed on legal hold. The answser can be Yes or No, and the next question 3. is does access need to be grated to another emplyee i.e. their manager, the answer here can be Yes or No, and the final question 4. is does an out of office message need to be enabled? So you could have any combination of 2, 3, & 4, yes legal hold, no access to anyone else, and no out of office, or no legal hold, but manager needs access, and it needs an out of office, etc.

How do you flowchart this? Can you just have 4 decision boxes, where Yes & No both point to the next decision?
Question by:bjblackmore
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1 Comment
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Accepted Solution

captain earned 500 total points
ID: 39963919

The best way is to put the decisions into the logical (chronological) order they occur.

So Leaver is determined, NEXT

To be kept? YES or NO
If NO go to EVENT 'Delete MB' this ends the flow
If  YES go to NEXT

Does it need legal hold? YES or NO
If YES, loop to EVENT that describes the action needed for legal stop, you then have a COMPLETED loop back to NEXT
If NO simply go to NEXT.

Does it need access for their manager? YES or NO
If YES, loop to EVENT that describes the action needed for granting access, you then have a COMPLETED loop back to NEXT
If NO simply go to NEXT.

Does it need OoO? YES or NO
If YES, loop to EVENT that sets OoO, you then have a COMPLETED loop back to NEXT
If NO simply go to NEXT.

In any of the events 2-4 the process continues and theoretically you can add sub flow charts for other processes that link in or loop back.

After the last EVENT you simply have an END element that declares the leaver process completed. You link the 'Delete MB' EVENT from the beginning to that.


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