new-employee-checklist.md

Team Lead Checklist for New Employees

{% hint style="info" %} Team leads are responsible for tracking new team members' onboarding in Github:

Create an epic "Onboard [Name]" with two issues:

• "Perform [Name] onboarding tasks [Team Lead]," assigned to yourself and the new team member's supervisor—i.e. the person who will sign their timesheets. Copy and paste the checklist from this page into the issue body.
• "Perform DTS onboarding tasks [Name]." You won't be able to assign this to the new team member until they have a Github username, but in the meantime you can direct them to the Welcome to DTS Gitbook page.
• Add these checklists into the issue bodies. If you have issues with formatting, you can take these steps:
  • Copy text below
  • Convert it to Markdown using Paste to Markdown
  • Copy ☝️ and use Text Cleaner to replace bullet points with task lists. Find "- "and replace with "- [ ] " {% endhint %}

Hardware & Office

• Request necessary hardware from Scott. Do this as soon as possible to ensure he has enough lead time to acquire equipment. Make sure they get a laptop, power supply, monitors, keyboard, mouse, and docking station. Some team members also need a CoA phone.
• Coordinate with Diana to assign their desk and obtain an ergonomic chair.

Network Account & Distribution Lists

If the employee is using city-issued equipment, submit a New Employee Request Form. Otherwise, use submit a Third-Party Remote Access Request Form.

New Employee Request Form

• Submit a New Employee Request Form to create a CoA network account, eAccess PIN/HR Portal, and phone. Under "Network Account Information," write
  Shared mailbox: [email protected] (needs Send-As permission);
Distribution lists: [email protected] and [email protected].

Third-Party Remote Access Request Form

For a full (18 page) explanation of this process, refer to CTM's Third-Party Remote Access Request Quick Reference Guide. In short:

• Have the employee sign the City of Austin Third-Party Remote Access Connection Acceptable Use Agreement.
• Submit a Third-Party Remote Access Request Form on Service Now, including the acceptable use agreement with

Next Steps

After the network account is created and you have their @austintexas.gov email address:

• Ask Amenity or Diana to add the new team member to 1Password.
• Ask Amenity or Diana to add the new team member to City of Austin Slack.
• Ask Diana or Karo to add the new team member to DTS SharePoint.
• Add them to all relevant Slack channels and introduce the new team member to everyone in the main DTS channel.
• Schedule time to give them their computer and show them around the office.
• Add "Welcome (name)" to the agenda for the next team meeting.
• Schedule a one-hour DTS Team Orientation. It should include Peggy and all team leads.
• Ask Amenity to schedule DTS Product Ops training.
• Schedule Biweekly 1x1s.
• Forward biweekly Sprint calendar events.
• Invite new team member to relevant agile ceremonies — Planning, Backlog Refinement, Retro.
• Invite new team member to other regular meetings — DTS Team Meetings, Syncs, Show & Tell.

After they've created their Google and Github accounts:

• Share the DTS Google Drive with the new team member.
• Ask Amenity or Frank to add the new team member to the City of Austin Transportation Github team. This should automatically add them to the City of Austin Github organization.
• Invite the new team member to the City of Austin Zenhub organization.
• Add the new team member to Gitbook.

After they notify you that they've uploaded their headshot:

• Add them to the DTS Orientation presentation team slide and the slide for the team they are joining.

After they notify you that their Miro account was created:

• Add them to the Austin Transportation and Public Works Miro team.

Once HR has added regular/temp employees to the UKG timekeeping system, their supervisor—Peggy, Amenity, or Diana— must:

• Set up their schedule plan.

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