Creating Plans

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 which templates you can select in the Template field. For more information, see Plan Types and Templates.

   Note:

   Ensure that you select the correct plan type before you continue. If you change it later, you'll lose any data you entered in the other fields.

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

   • For onboarding plans, enter values based on whether there's an employee record 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.

   • For offboarding plans, follow the steps 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's deleted, this field is set to blank.	Enter the employee's name.
   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 want to use an onboarding template from the Template field, ensure this field isn't blank.
   Termination Date (for offboarding plans)	No action needed. Value is sourced from the employee record. Note: If you use Effective Dating, you must set the employee record's effective date to the current date or a past date. If you set it to a future date, the SuiteApp can't source the termination date from the record.	For offboarding plans, you can't enter anything in this 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 works.

   Note:

   When the employee record becomes available, the coordinator can link it to the plan. 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 status is for plans where all tasks are set to Not Started. New plans have this status by default.	The plan goes back to Not Started if one or more task statuses is set to blank, then Not Started.
   In Progress	This means at least one task is In Progress or Completed, but not all are done.	The plan goes back to In Progress if any task is set to Not Started or In Progress.
   Completed	This means all tasks are completed. The coordinator can also set the plan to Completed even if some tasks aren’t marked complete.	The plan is set to Completed if all tasks are marked completed, or any Not Started or In Progress tasks are deleted.

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 want to use a template from the Template list, you need to check the following:

   • When you create onboarding plans, ensure that the Hire Date field isn't blank.

   • For onboarding plans, employee records must have a name and an email address so that the welcome message and email are displayed and sent correctly.

   • When you create offboarding plans, ensure that the Termination Date field isn't blank.

   The tasks in the template will appear on the Tasks subtab

7. Complete the task details:

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

   • If you didn't 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 assignees must finish the task.
   Due Date	If you used a template, the populated tasks will already have due dates. For new tasks, enter or select the date. Note: If you link an employee record with an existing plan, the hire date and due dates of all tasks may change. The dates set 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's automatically populated with the name of the employee who marks the task as 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 the record has a name, an email address, and a hire date.

• If the hire date in the record and plan are different, the due dates for all tasks adjusts to accommodate the difference in the dates. See the following table for a sample calculation for due dates if hire dates are changed manually, or are associated with an employe 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

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

• If you delete an employee record linked to a 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 to the employees and assignees about the update.

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