Fill in Before Person StartsNew Staff Information | |
|---|---|
Name of New Person | |
Start Date | |
Home Institution | |
Position | |
Job Description | |
Related WBS Section |
Task
Who is responsible - Team or Program
Status
Onboarding form? checklist? - some kind of intake form or page for the new person
This form kicks off a list of things that needs to be done before a person starts
Start Date
Name
Email
Home institution
WBS area - similar to this
New staff member position
Assign email lists, google groups, and Atlassian User groups, ticket queue, etc. needed
Assign Onboarding Buddy
Set up Individual Training Plan
Define which PPT the person should be given - separate one for each “Team” with some that is consistent across the Project
we will need PPT for each Team - new staff guide
Include Team based contextual list of who / which team is responsible for what. Who owns what data etc.
Overview of project history / Timeline for ACCESS project.
Overview of working group/standing committees
Ask each awardee to provide a slide about their project to include in overview
have regular reviews of the information
Use Job description and WBS area to define what the person will be doing so both they and their supervisor understand what is expected
Training Schedule - what they are doing to train each week
Meet with stakeholders
Define Internal Users/Stakeholders and External Stakeholders
Meet with some members from different service teams - mini welcome panel
Review tools needed - how to use internal systems - how to wiki and google drive
Communicate Hire to the Team
email to Team, ACCESS and have Comms feature it in the internal newsletter (or external as needed)
Action | When | Who | |||||
|---|---|---|---|---|---|---|---|
Check to make sure someone has RSE computer preferences and equipment is purchased/allocated for RSE | Prior to first day | HRCompleted | Action | When | Who | ||
Assign On-boarding Buddy | Prior to first day | Manager determines best buddy | |||||
Computer Hardware - Does the person have hardware to be able to perform job duties for ACCESS | Prior to first day | Manager determines if they need hardware issued - contacts IT if equipment needs configured | |||||
Installation of software - make sure IT has time to configure the equipment before start date | Prior to first day | IT | ITS | ||||
| Coordinate with HR on first day schedule and confirm NetID to share with others | Create Individual Training Plan | Prior to first day | PM | Meeting with HRProject Manager | |||
Add to email lists, google groups, and Atlassian User groups, ticket queue, shared drives, etc. as needed | First Day | HR | |||||
Keys/ID card | First Day* | Facilities or HR | |||||
Project Manager | |||||||
Meet Tech Services Team - | help with pick up equipment and finalize computer setup (should include computer access, network port, UC/exchange access, phone setup, etc.) | First Day | *ITS | In House TourIT+New Employee | |||
Provide Powerpoint related to the team they are joining | First Day | *HR or ManagerShow where mailboxes are and make sure one is assigned to RSE | |||||
Review Job Description and how it relates to the WBS category the position is correlated to | First Day | *HR or Manager | |||||
Create slack account https://ncsa-at-illinois.slack.com/signup | First Day | Employee | |||||
Grant Slack access to appropriate channels | First Day | PM or Manager | |||||
Meetings with Key StakeholdersManager | |||||||
Provide Individual Training Plan | First Day | Manager | |||||
Communicate hire to the Team:
| First Day | Manager | |||||
Meetings with Key Stakeholders - Internal and External | First Week | PM or Manager | |||||
Meet with Mini Welcome Panel - members from different service teams | First Week | PM or Manager | |||||
Put on appropriate mailing lists Confirm they are on any specific project mailing lists | First week | Meetings with PIs of projects | First Week | PM or Manager | |||
Add to regular meeting invites and provide context about the meeting to team member
| First | weekWeek | Manager and Project Leads | ||||
Add to any necessary shared drives | First week | Manager or Project Leads | |||||
Add to group or project web site | ASAP | PM or Manager | Schedule regular meetings (determine frequency) with manager during first # months | First Week | Manager | ||
Introduce at next quarterly staff meeting | First | MonthQuarter | Director | Schedule bi-weekly meetings with manager during first 4 months | First Week | Manager |