Attachment E, Staff Change Master Notice Email Template.pdf
PDF 260 KB Posted
- Attached to
- Service Desk and Deskside Support Services
- Solicitation number
- HHS0017021
- Issued by
- Texas
About this file
This document is a Staff Change Master Notice Email Template for RFO No. HHS0017021, a managed services contract with the Texas Health and Human Services Commission (HHSC). The template is designed to formally notify HHSC of the separation of managed services staff members and to initiate the contractual replacement process. The notification must be submitted no later than two business hours following a staff member's departure and should include information regarding the departing employee such as name, role, program area, employee/contractor ID, departure type (voluntary or involuntary), and effective departure date and time. The template serves to formally suspend the departing staff member's access to all HHSC premises and systems.
Upon notification of a staff departure, the contractor is required to submit two qualified replacement candidate packages within five calendar days at no additional cost to HHSC, in accordance with the Staff Change Requirements outlined in Table 4 of Exhibit Q, the Requirement Traceability Matrix. This staffing replacement obligation is a contractual requirement that must be fulfilled to maintain service delivery under the managed services agreement. The template provides a standardized format to ensure compliance with contract requirements regarding access suspension, staff departure notification, and the initiation of replacement activities, with designated ITSDS or DSS points of contact to receive the formal written notification.
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Attachment E, Staff Change Master Notice Email Template
RFO No. HHS0017021 Attachment E
Attachment E, Staff Change Master Notice Email Template
Subject: Staff Change Notice- Separation of Managed Services Staff
To: <Separating Managed Service Staff Member/HHSC Contract Manager / ITSDS or DSS Point of Contact>
Hello, In accordance with HHS0017021 Contract requirements, this email serves as formal written notification of suspension of access to all HHSC premises and separation for the following Managed Services Staff member and initiates the contractual replacement process.
Departing Staff Information
• Name: <Full Name>
• Role / Position: <Role Title>
• Program Area: <Program Area>
• Employee / Contractor ID: <ID, if applicable>
• Departure Type: ☐ Voluntary ☐ Involuntary ☐ Anticipated
• Effective Departure Date: <MM/DD/YYYY>
• Effective Departure Time: <Time and Time Zone>
The individual identified above is no longer authorized to access HHSC systems or data as of the effective date and time noted.
Departure Notification
This notice is provided to satisfy the requirement for written notification to HHSC of the departure of Managed Services Staff, including the relevant ITSDS or DSS point of contact, no later than two (2) Business Hours following departure.
Explanation of Departure Circumstances:
<Brief, factual explanation suitable for audit record>
RFO No. HHS0017021 Attachment E
Replacement and Staffing Impact
This departure creates a vacancy and triggers the staff replacement requirement pursuant to Exhibit Q, Requirement Traceability Matrix.
In accordance with Table 4 (Staff Change Requirements), the Contractor will submit:
• (2) Qualified replacement Candidate Package(s) within five (5) Calendar Days to facilitate HHSC review and approval, at no additional cost to
HHSC.
This notification is provided to satisfy contractual requirements for access suspension, staff departure, and initiation of replacement activities.
If additional information is required, please contact:
<Name>
<Title>
<Email>
<Phone>
Thank you, <Vendor Name>
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