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Department Clearance & Handover Management

Last Updated: October 22, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

This module provides end-to-end visibility and control over employee separation, including clearance by department, credential deactivation, comments tracking, and document uploads for compliance.

Module Overview​

Major features for exit and clearance:

Itemized Clearance: Breaks down exit requirements (login credentials, data, passwords) by status and comments.

Status Tracking: Color-coded overview of each clearance item (Pending, Clear, Completed, Approve).

Upload Support: Attach handover files, checklists, or evidence for every step.

Granular Assignment: Assign clearance responsibility to managers, IT, admin, and other departments.

End-to-End Checklist: Ensures no step is missed before employment separation.

Clearance Status & Commenting​

Each checklist entry records a status, comment, and attachments if necessary.

Dropdown Status: Select Pending or Clear for each task.

Comment Field: Mandatory notes for accountability.

Attachment Support: Click or drag-and-drop to upload relevant files at each clearance stage.

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Department Clearance List​

A dynamic table summarizes the overall clearance pipeline.

POC Submission: Shows if documents/data were submitted.

Checklist Completion: Shows progress (e.g., 9/9 steps).

HR Status: Indicates if final approval is pending or approved.

View/Download: Compliance records may be viewed/downloaded before separation is finalized.

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Clearance Assignment & Multi-Step Workflow​

Each employee’s clearance may be split across various roles (managers, IT, admin).

Assignment: Check each area/role's sub-checklist for progress.

Granularity: Each step (such as "Data Handover" or "System Password") can be tracked separately.

Status Options: Mark as Clear when finished; remain as Pending otherwise.

Attachments/Comments: Evidence and rationale must be linked to every clearance item for audit trail.

Step-by-Step Workflow:​

Review List: Examine pending and completed items on main clearance dashboard.

Select Employee: Drill into employee details to assign or complete specific checklist items.

Update & Attach Files: Enter status, add mandatory comment, and upload supporting files at each phase.

Complete Checklist: Ensure all items are cleared before approval.

HR Approval: Final step that enables employee exit once all departmental clearances are marked done.

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