Onboard Olivia L

[patrickm02L]

Complete the onboarding for our CIF Design Fellow Olivia L. so that she can hit the ground running when she starts June 10, 2024.

New Employee Checklist

Hardware & Office

• [x] 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. Arkadeep will be remote
• [x] Coordinate with Diana to assign their desk and obtain an ergonomic chair. Arkadeep will be remote

New Employee Request Form

• [x] 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: transportation.data@austintexas.gov; Distribution lists: ATDDataTechnologyServices@austintexas.gov and TPWEmployees@austintexas.gov.

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:

• [x] Have the employee sign the City of Austin Third-Party Remote Access Connection Acceptable Use Agreement.
• [x] 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:

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

After they've created their Google and Github accounts:

• [x] Share the DTS Google Drive with the new team member.
• [x] 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.
• [x] Invite the new team member to the City of Austin Zenhub organization.
• [x] Add the new team member to Gitbook.

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

• [x] 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:

• [x] Add them to the Austin Transportation and Public Works Miro team.
• [x] Once HR has added regular/temp employees to the UKG timekeeping system, their supervisor---Peggy, Amenity, or Diana--- must:
• [x] Set up their schedule plan.

[patrickm02L]

5/22/24

Submitted a NERF on 5/21/24, found out later that day I shouldn't have, and needed to have her fill out the 3rd party remote form. I've contacted CTM to figure out if I need to submit a SERF to remove Olivia's City of Austin email or not.

[patrickm02L]

6/18/24

Olivia's vendor email got deleted when the the SERF was processed for her olivia.luk@austintexas email was deprecated. Had to resubmit her 3rd party form again and ask for her email ex-Olivia.Luk be expedited.

[patrickm02L]

6/24/24

All items completed.