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Need to Create: This should be in order of use
Onboarding Process
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Task
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Who is responsible - Team or Program
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Status
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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 https://docs.google.com/forms/d/e/1FAIpQLScqvpvi30p-hYDmpXZzpwije8F7Xisiv35dY4VHaFzJ9mxwwA/viewform
New staff member position
Assign email lists, google groups, and Atlassian User groups, ticket queue, etc. needed
Assign Onboarding Buddy
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Set up Individual Training Plan
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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
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Use Job description and WBS area to define what the person will be doing so both they and their supervisor understand what is expected
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Training Schedule - what they are doing to train each week
Meet with 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
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Communicate Hire to the Team
email to Team, ACCESS and have Comms feature it in the internal newsletter (or external as needed)
6 Week Review 1 on 1 - Completing Orientation Period
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Task
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Who is responsible - Team or Program
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Status
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Review of training - How did we do - what questions do you still have - any suggestions
Get feedback on training material and see what was most effective and what needs work.
assess both the effectiveness of the onboarding and asking what improvements could be made.
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ACCESS Manager should check in with staff members supervisor of record
Communicate with home institution manager
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address open questions or challenges they are facing.
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ACCESS “Mid-term” / trivia quiz
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Are they comfortable with the volume of work/meetings they’ve been assigned?
InBoarding
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Task
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Who is responsible - Team or Program
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Status
Offboarding - when someone leaves the project
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Task
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Who is responsible - Team or Program
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Status
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Exit Checklist - what goes on it?
change passwords and access to system
notify team when someone leaves
communicate with partner institute - change in person and notification of how this may impact and any mitigations implemented
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Exit interview - what do we ask?
Why are they leaving
Ask about any challenges in the organization they see and how they might be addressed.