IT and OS Checklist for Setting Up Staff (New & Change of Position)

  • HR will start this form with the employee’s name, DOB, SS info and if new position or not.
  • HR will then forward form to the supervisor.
  • The Supervisor should complete the rest of the form for the new hire or change of position.
  • The Supervisor should then submit a ticket to BOTH the IT and OS departments via the help desk ticket system at least 1 week prior to the employee’s start date or change of position.

Please fill-in the appropriate information needed below to start set-up:

  • Date of Submission:
  • Supervisor’s Name:
  • New Employee’s Name:
  • Has spelling of name been confirmed with HR?Yes No
  • New Employee’s Start Date:
  • Seating Location:
  • Phone Extension:
  • Internal Title:

(ex. Cubicle Sign, Central Staff & Department Lists

  • External Title:

(ex. Magnetic Name Tag, Business Cards, MSS Photo ID, Email Signature)

  • Is this a new position? (HR to fill out)Yes No
  • Department:
  • Scheduled Days:
  • Scheduled Hours:
  • Last four digits of new employees SS# for telephone & email setup:
  • Emergency Alert Phone # for Robo Call:

(Continue onto IT section)
Please check off the items needed below for IT to complete:

[IT Staff –Please complete IT setup checklist.]

  • Application/Database Setup: Please place an (X) by clicking in the box, next to each Application/Database needed for the new employee.

SIMS SAMS Copy privileges from which current staff member:

APS

Care Complete (BYS) – requires license and setup from vendor Jewel Code

Donor Perfect (Fundraising & Volunteer Mgt)

HCBS Explorer

iCarol (Resource)

Referrals

Nutrition EVI

Solomon (Financial)

*My Account Page/Mass Health Verification *Needs month and day of birth:

  • Remote Access: Please place an (X), by clicking in the box, next to each Intranet group that the new employee should be added to:

VPN (User has only a laptop to be used offsite)

Logmein (User has office computer)

  • Email Group Setup: Please place an (X), by clicking in the box, next to each Intranet group that the new employee should be added to:

Case Management:

Team: (Please identify if should be on a team list)

Entire Staff Caregiver

Consumer Services Team Nursing

Fiscal Protective Services

Homecare Senior Management

Homecare Sups Shine

I&R Leadership Group

MIS Office Services

Nutrition Other: Please Explain

  • Folder Setup: Name of the folder and location that the new employee needs access to:
  • Name of Folder: (ex: Employee’s name):
  • Location: (ex: L:\share\everyone):
  • Other Department Specific Folders: Name of the folder and location that the new employee needs access to:
  • Name of Folder: (ex: Employee’s name):
  • Location: (ex: L:\share\everyone):
  • Office View - Dept to be listed in OV:

(Continue onto OS section)

Please check off the items needed below for Office Services to complete:

Add Name, Extension and/or Cell Phoneand E-mail to Central Staff & Department Lists

Add to Email/Department Lists ONLY - NO PHONE EXT.OR CELL PHONE NEEDED

NO change in phone extension- UPDATE POSITION TITLE ONLY

Make Internal Office Cubicle Sign

Name Tag for Mailbox

Building Access Card (OS to notify Andrea Burns () in Property Management)

Magnetic Name Tag (External Title)

MSS photo ID (Required for all staff that do home visits)

MSS Car Placard

Desk set up:

(Pens, pencils, paperclips, paper, stapler, tape, calculator, sharpies, highlighters, mouse pad,

Post-it notes, scissors, ruler and pen/pencil holder)

*File Cabinet Labels: Cabinet #’s are located on the front of each with a magnet (#L)

*Please include which Lateral File Cabinet # to be used (ex. 31L):

Please indicate if any furniture needs to be purchased:

Business cards (Please check appropriate box):

Order immediately

Order at a later date: (Please indicate when):

Not needed

Specialty Items:Please put an (X) by clicking in the box, next to any Specialty items needed for the new employee with any physical limitations

Mouse pad for wrist support

Specialized Keyboard for wrist support

Phone Receiver or Headset

Other: (Please Explain):

(Once completed, submit a ticket to BOTH IT and OS via ticket system - L:\IT-OS Help Desk)

New staff-change of position checklist.doc. (L:\Forms\MIS or L:\Forms\HR\Recruiting and New Hire Forms)

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