IT checklist for new staff

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24 Νοε 2013 (πριν από 3 χρόνια και 8 μήνες)

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IT checklist for new staff

Step
-
by
-
step instructions


The
IT checklist for new staff

takes

you through the steps required to establish
basic

IT services

for
new staff members. It includes

a brief description of each service, and lists the
information you’ll
need to have ready

in order to set up your new starter. It also includes
links to
any

forms you’ll need
to complete

and
other related information
.


Setting up the IT basics


Follow

the steps in this checklist

to:



A
ssign existing computing equipment to
the

new starter, or or
der new equipment



E
nsure that appropriate software is installed, or order additional software



P
rovide
the

new
starter

with an email account, access to a group mailing inbox, email list or alias,
as required



A
ssign an existing desk phone or mobile device to
the

new star
t
er, or order
a
new phone/device



R
equest Share
-
Drive access,

a

User Account (Home Drive)
, access to printers and UniWireless etc
.



Fulfil

other important University policy requirements, such as a
computer ergonomic self
-
assessment etc
, and learn how to access IT support when required
.


On
-
boarding activities and target time


No.

Activity

Days prior to
commencement

Mandatory pre
-
requisite activity no.

Done

1

Purchase a computer

15 Days

-



2

Purchase a mobile

phone and or mobile
number

[if applicable]

5 Days

-



3

Purchase specialist software

5
-
10

Days
1

-



4

On
-
board into Themis & Identity Management

3 Days

-



5

IP Phone extension

2 Days

4



6

Auto
matic

email set
-
up (for fixed and
continuing)

N/A

4



7

Add Group Mailbox

N/A

4 & 6



8

Auto
matic

Home Drive

N/A

4



9

Deploy new computer or add new staff
members profile to existing computer

2 Days

4



10

Add Department File
-
share

2 Days

4



11

Add
printer

0 Days

4



12

Add uniwireless

0 Days

9









1

Requests for s
pecial
ist software could take longer and is
subject to vendor terms

For further assistance


If you need help with any of the steps outlined in this
checklist

or if you have additional IT
requirements for your new staff member which are not covered in this checklist


please contact ITS
on ext. 40888
.

IT checklist for new staff

1. Identity management

Identity management allows you to set up a central IT account for your new staff member. This will
then allow
them to
access the University’s systems using a single log
-
in account.


To do
:

Forms
and important links

Done

Refer to the information on
accessing a University of
Melbourne staff account

Set my password for the first time
https://
its.unimelb.edu.au/for/new
-
staff#change






2. Computing hardware

New starters will either need to have existing equipment assigned to them, or, you’ll
need to order
new equipment where necessary. Please note that s
upervisors are encouraged to purchase fro
m t
he
list of endorsed models. S
tandar
d delivery is 10
-
15 business days.


To do:

Forms and important links

Done

Have your Themis Budget
Code ready

[Internal to each budget division or department]

These will vary, any doubts speak to your finance team



Ensure that identity
management has
been
activated
2

Step one needs to be completed prior to deployment of
the computer, it can still be

pre
-
purchase just not
deployed




Refer to the following
information:

General Purchasing Information

https://its.unimelb.edu.au/help/computers
-
printers/computers/buy
-
computer




Complete the following
forms as required:

Single Purchase Request Form

[link to form]

Bulk

Purchase Request Form

[link to form]





Request a quote if required

Request quote for custom hardware

[
link to
BSM]





3. Computing software

You’ll also need

to ensure that the appropriate software is installed on your new staff member’s
computer and other devices, and
you’ll need
to order additional software if required. Note that as the
ITS Licensing Group manages software licence programs on behalf of the U
niversity, certain products
can be installed on University a
ssets at no additional cost.


To do:

Forms and important links

Done

Have your Themis Budget
Code ready

[Internal to each budget division or department]

These codes do vary, any doubts speak to
your finance
team



The computer is
order/present and is
University owned

Please advise in the request;

1.

This is for new computer order

2.

This is for an existing computer asset number
“UoM12345”




Refer to the following
information:

Information on
Available Software

[link to info]

Software Price List

[link to price list]





Complete the following
forms as required:

Request new or upgraded software

[link to form]



Request a quote if required

Request quote for custom software

[
link to
BSM]








2

Once employees are entered into Themis and in turn this information f
eeds into Identity Management (IDM) computers can
be set up in advance, however the staff user identity is a mandatory pre
-
requisite to link the person to the hardware.

IT checklist for new staff



4
.
Email

ITS provides email and calendar services (via Exchange) to all staff at the University. Generally, this is
automatically provided when you complete the requirements of step 1 in this checklist


Identity
Management.


To do:

Forms and important
links

Done

Refer your new starter to the
following information
:

Accessing email from home (OWA)

via the email icon on
the staff homepage
http://www.unimelb.edu.au/staff/





Register for

the following as
required:

Registration to Group Mailboxes


existing member of
the mailbox to create this on behalf of the new starter

Registration to
Email

Lists and Aliases

(automatically
added to department lists) any specific lists are by
request.

Por
tal access
https://its.unimelb.edu.au/







Email Signature

How to add an email signature
https://its.unimelb.edu.au/help/email
-
calendars/email/email
-
signature






5.

Telephones

In this step you’
ll be able to assign an existing fixed line phone or mobile device to your new starter,
or order
a
new phone or device as required. Note that
eligibility criteria apply for staff wishing to
apply for a mobile phone.


To do:

Forms and important links

Done

Have your Themis Budget
Code ready

[Internal to each budget division or department]

These codes do vary, any doubts speak to your finance
team



Ensure that identity
management has been
activated

A user id is required, so that a phone number can be
assigned.



Complete a new IP phone
request

Request a new IP phone

http://servicedesk.unimelb.edu.au/itsc/iptel/form_new
_user.php?type=staff




Complete a new mobile
request (if required)

HR38 Form (Mobile Request)

In section “Other”
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Refer your new staff
member to the following
information:

Using Voicemail on your IP Phone

https://its.unimelb.edu.au/help/telephones/voicemail







6.
Connectivity


T
he
new
staff member will be
automatically
granted
a User Account (Home Drive). A r
equest will
need to be submitted for Share
-
Drive access.


The new staff member can self
-
install
printers and
UniWireless etc
.

as required, links as per below.


To do:

Forms and important links

Done

Supervisors will need to log a

request using the
Self
-
Service P
ortal

Log a
‘Request on
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requires user id of the
person you are logging

the request

on behalf of




Home Drive

Automatically create
this will be shown as a Network


IT checklist for new staff

Drive (H)

Departmental Drive

Manual Request

your supervisor
will provide details of
your departments drive and this can be lodged via the
portal searching for
“file share access”

this will be listed
as the
Network Drive

xx




Wireless and Printers

How to use the Self
-
Service
Portal

https://its.unimelb.edu.au/


How to connect to a printer
https://its.unimelb.edu.au/help/computers
-
printers/printers/netw
ork
-
printers


How to connect to UniWireless

https://its.unimelb.edu.au/help/networks
-
access/networks
-
internet













7. University policy

It is important that supervisors and new staff members understand the various policies
a
nd
regulations that relate to the usage of IT
services
at the University. It’s also important to understand
the various ways to access IT support.


To do:

Forms and
important links

Done

Review and refer your new
staff member to the
following information:

Regulation 8.3R2

http://www.unimelb.edu.au/Statutes/pdf/r83r2.pdf




Have your new starter
conduct
an ergonomic self
-
assessment

Ergonomic self
-
assessment checklist

http://safety.unimelb.edu.au/docs/computer
-
workstation
-
ergonomic
-
self
-
assessment.pdf







Need help?


Remember, if you need help with any of the steps outlined in this checklist, or if you have additional
IT requirements for your new staff member which are not covered in this checklist


please contact
ITS on ext. 40888