Business Process for Onboarding Employees

Key Points: After the Reynolds Department of Technology (DOT) receives a completed Computer Access Request form for a new hire, these steps are followed to give the person access to our enterprise applications.


Onboarding Checklist:

Student Information System (SIS)

  1. Perform a search match to verify the user's name and EMPLID information.
  2. Go to the Add/Update a Person area and enter the user's correct school email address and phone number.
  3. Go to the Instructor/Advisor Table area and add a new data row.  Select the appropriate user type (Instructor, Adjunct Faculty, or Staff) and the effective date the user type will take effect.
  • For staff, the effective date is the designated hire date (generally listed on the Computer Access Request form).  If there is a discrepancy, contact HR for guidance.
  • For full-time instructors and adjunct faculty, the effective date is first day of the month that classes begin for a particular semester -- Spring (January 1), Summer (May 1), and Fall (August 1).
  1. For full-time instructors and adjunct faculty only -- add them to the appropriate academic org (in the Instructor/Advisor Table area).  This is needed by our class schedulers to ensure they can look them up and add them to their classes.
  2. Go to the CopyID Utility area and assign the user the GWEB role (standard access).  If Karen Pettis-Walden has submitted a request to assign the user an elevated role in SIS, apply it to the user instead.

Human Capital Mangement (HCM)

  1. In HCM, go to the CopyID Utility area and assign the user the GEMSFSRV role (Reynolds HR Self Service).  This will allow the user to be able to submit hours worked and/or leave requests.  If the user is a manager, consult with the designated Reynolds Security Officer for guidance on what CopyID should be applied.
  2. If th user has a CopyID from another VCCS institution, consult with the designated Reynolds Security Officer for guidance.

EAB Navigate Staff

  1. If the user needs access to EAB Navigate Staff to do certain functions like advising, login to the application via MyReynolds.
  2. Verify that the user has an account created by searching for the user's name or EMPLID.  If the user doesn't have an account, create one.
  • The account properties should list the user's first and last name, login username (generally it will be the user's VCCS username followed by @vccs.edu), EMPLID, Reynolds email address information, birthdate, and zip code.
  1. Assign the user to the appropriate role based on the information provided by their supervisor.

MyReynolds

  1. Look up the user's name or EMPLID to verify their VCCS account exists in MyReynolds.
  2. Note the user's assigned VCCS username.
  3. Check when the last time the user changed their password.  If it's been more than six (6) months since the last password change, assign a new temporary password.
  4. Set the MFA (multi-factor authentication) option to Alternative Email (which will be their Reynolds email account).  The user can always have it changed later.

Active Directory (On-Premises and Azure)

  1. Create a new user account in the Employee OU folder and assign a Reynolds email address, SR username, and a temporary password. 
  • ​​​If the user is a CCWA employee, create the user account in the NonStaff > CCWA folder.
  • If the user is a Contractor, create the user account in the NonStaff > Contractor folder.
  • If the user is also VCCS employee, create the user account in the NonStaff > VCCS folder.
  1. Assign the user as a member of the appropriate security groups and email d-lists (distribution lists).
  2. Edit the user account's attribute properties for Employee ID, Proxy Addresses, Supervisor Email, Supervisor Name, and User Principal Name.
  • Employee ID: seven (7)-digit ID number for user that can be found in MyReynolds or SIS
  • Proxy Addresses: supply an SMTP: prefix followed by the user's assigned Reynolds email address; supply an smtp: prefix followed by @jsr.vccs.edu
  • Supervisor Email: the Reynolds email address of the person's designated supervisor (listed on the Computer Access Request form)
  • Supervisor Name: the full name of the person's designated supervisor (listed on the Computer Access Request form)
  • User Principal Name: the user's assigned Reynolds email address
  1. Go to Azure Active Directory and add the user to the appropriate Microsoft 365 mailbox license group.
  • Part-time employees: added to the Office 365 A1 Plus for Faculty group
  • Full-time employees: added to the Microsoft 365 A5 for Faculty group
  1. If the user works for CCWA, set the email forwarding to go to the user's @ccwa.vccs.edu email address.  Make sure to set the option to retain a copy of their messages.

Exchange Admin Center

  1. Verify that the user's mailbox license has replicated over.
  2. Enable litigation hold on the mailbox.

Final Steps

  1. Notify the designated supervisor via encrypted email of the user's login information.
  2. Find the Computer Access Request ticket in the ticketing system and transfer it to System Support for them to update their access to other enterprise applications, such as eVA and AIS.  If no other enterprise applications are being requested, then the Help Desk can close the ticket.
  3. Update the Onboarding spreadsheet on the DOT SharePoint site.
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