Page Comparison

	Fill in Before Person StartsNew Staff Information
Name of New Person
Email
Email for Google Drive Access
Confluence User Name
Start Date
Home Institution
Position
Job Description
Related WBS Section

Task

Completed	Action	When	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


Assign On-boarding Buddy	Prior to first day	Manager determines best buddy
Create Individual Training Plan	Prior to first day	Project Manager
Add to email lists, google groups, and Atlassian User groups, ticket queue, shared drives, etc. as 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

First Day	Project Manager
	Provide PowerPoint related to the team they are joining	First Day	Manager
	Review Job Description and how it relates to the WBS category the position is correlated to	First Day	Manager
	Provide Individual Training Plan	First Day	Manager
	Communicate hire to the Team: email to Team, ACCESS and have Comms feature it in the internal newsletter (or external as needed)

First Day

Meetings with Key Stakeholders week Month

Action	When	Who
Manager

Check to make sure someone has RSE computer preferences and equipment is purchased/allocated for RSE	Prior to first day	HR
Installation of software - make sure IT has time to configure the equipment before start date	Prior to first day	ITS
Coordinate with HR on first day schedule and confirm NetID to share with others	Prior to first day	PM
Meeting with HR	First Day	HR
Keys/ID card	First Day*	Facilities or HR
Meet Tech Services Team - help with computer setup (should include computer access, network port, UC/exchange access, phone setup.	First Day*	ITS
In House Tour	First Day*	HR or Manager
Show where mailboxes are and make sure one is assigned to RSE	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 Stakeholders - Internal and External	First Week	PM or Manager
	Meet with Mini Welcome Panel - members from different service teams	First Week	PM or Manager
	Meetings with PIs of projects	First Week	PM or Manager	Put on appropriate mailing lists Confirm they are on any specific project mailing lists	First week
PM or Manager	Add to regular meeting invites and provide context about the meeting to team member Monthly Meetings Group Meetings Project Meetings	First	Week	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 Project Leads	Schedule regular meetings (determine frequency) with manager during first # months	First Week	Manager
	Introduce at next quarterly staff meeting	First	Quarter	Director	Schedule bi-weekly meetings with manager during first 4 months	First Week	Manager

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