Yale University

Yale University

New Hire Document

Created By: Darrell Cook

Last Updated: November 11, 2013

Last Updated By: Darrell Cook

Science Park Address

25 Science Park (150 Munson Street)

New Haven, CT 06520

New Employee Orientation Website

As a new hire visiting the new Employee Orientation website will provide you with much needed information for what you need to know for your firsd day, as well as some great information for the first frew weeks, while you get settled in. Website can be accessed via the learning center from the Yale University Portal http://learn.caim.yale.edu/lcdb/neo/

ITS Acroynms

IT and academia are rife with acronyms, and Yale is certainly no exception. It’s hard enough for veteran staffers to sift through the alphabet soup, so imagine the confusion engendered among new employees and students.

The new ITS Acronym Glossary, spells out more than 140 acronyms you’re likely to encounter around the University. Most entries also link to more information about the topics.

ITS Helpdesk

Helpdesk can be access via e-mail at or by phone at 203.432.9000. Hours of operation include Monday 7am – Friday 6PM. ITS has also launched a fairly new walk-in computer-support center at 25 Science Park, to provide more accessible technical support for the Yale community. Services include general troubleshooting, assistance with hardware issues, and answers to other computer-related questions. Visit theHelp and Support Centers page for hours and location details. This is located on the first floor (RM 123) and hours are Monday-Friday, 8:30 am – 4:30 pm.

Time Tracking

Yale University ITS Benefit Time and Attendance (TAA) application is used for tracking time taken against all project and RTS work. https://veritas.its.yale.edu/taa/startup.jsp

At the end of each month employees are expected to review and sign off on in the Krono’s application. The steps to complete that process include the following:

1. login to the portal at http://www.yale.edu/portal,

2. click 'My Time,' then

3. click 'My Timecard.' Select Previous month and approve

(Illustrated instructions are available at this link: http://www.yale.edu/hronline/resources/docs/paid-time-off-record-keeping-for-MP-employees.pdf.)

Vacation Time

When taking or requesting Time Off, entry into the Kronos application is required. To access Kronos Workforce Central go to https://portal.yale.edu/ and click on Time Approval and Reporting in the Yale Services category.

New Hire (Yale Employee) Training

During your first several days you will be required to take some of the following training / courses: Compliance Assessment, HIPAA Security Training, Standards of Business Conduct, ITS Access and Confidentiality Practice. To access the Training and Certification Website: https://www.yale.edu/training

Additional ITIL Foundations course will also need to be taken. Register for this session at https://bmsweb.med.yale.edu/tms/tms_enrollments.offerings?p_crs_id=4331&p_std_id. The ITIL foundations certification course overview https://www.pinkelephant.com/Products/Education/Courses/V3F.htm

Purchasing and Policies

The following information provides users with the needed details on how to request various items within ITS. http://its.yale.edu/audience/it-professionals/purchasing-and-policies.

Attachment includes instructions on How to obtain Goods & Services and Other Useful Tips (ie. From facilities repairs to computer and software orders).

Conference Rooms

There are many conf rooms located in 25 Science Park that can be booked via outlook calendar using looking up the following in the Outlook Global Address Book (25SP CONF RM). Also attached here are pdf’s of each of the floors in Science Park and locations for each of the conference rooms.

Conference Call Account

When you have to open a ticket, use this address:. Ask for a Yale MeetingPlace conference call account.

WEB X Account

VPN Software

To access applications / sites within the Yale firewall you will need VPN access. You will need to download and install the CISCO AnyConnect VPN software. Go to the software library (http://software.yale.edu/Library/Windows/DT-Microsoft-Visio2010Premiumx86Download-W) then choose the appropriate operating system (MAC vs Windows) you need. Search or scroll to the bottom of the list and click on VPN - Cisco AnyConnect (SSL). Once installed successfully you should now be able to use this software to connect remotely via VPN.

Yale Shuttle Service

The shuttle is available to all students, staff, and faculty. The daytime shuttle operates from 7:00 am to 6:00 pm, Monday through Friday. The nighttime shuttle operates from 6:00 pm to 1:00 am, seven days a week. The shuttle travels to points throughout the campus that include residential buildings and parking lots, with links to both train stations. For routes and more information, visit- to.yale.edu

The shuttle runs every ten minutes during the day. iPhone users can use the TransLoc shuttle app to GPS-track the shuttles on the go. To access information visit:

· Apps for iPhone, iPod Touch, iPad, Android, and BlackBerry users

· Mobile Web for mobile or less capable devices

· SMS Text Messaging for all phones

Emergency Information (Updating using the Yale Portal)

1. Go to https://portal.yale.edu

2. Log in with you netid and username

3. Click on “my pay and info”, located on the top right hand box titled “My Yale”.

4. Click on the “personal information” tab, located on the top right hand side.

5. You will see a section with your phone numbers, click “update”.

6. Update and click on “next”.

7. Review and save the changes

8. It will be 24 hours before the changes are made in the Yale Alert system.

PROJECT SPECIFIC

Workday

1. Registration For Workday Learning Center (This needs to be approved by Program team before registering) - https://workday.csod.com/selfreg/register.aspx?c=4777*l!842a

2. Workday Learning Center Website to View, Request, and Schedule on demand training: https://workday.csod.com/LMS/catalog/Welcome.aspx

3. Workday Sharepoint Site for all project information can be found at: https://projects.yale.edu/ERP01/default.aspx

Manager Role

Manager Checklist for New Employee Orientation

Provided in the link is a checklist that will help you integrate your new employee into the Yale community. http://learn.caim.yale.edu/lcdb/neo/checklists.pdf

Yale Performance Management

Each Employee should be utilizing a “Focus” form for the performance Objectives. This form can be found at http://www.yale.edu/hronline/focus/MPEmployees.html

Development Plans - IDP Forms are also used for Individual Development plans to create a collaborative partnership between managers and employees for the purpose of supporting the success of the people, while creating and sustaining a high performing organization. The templates and key information can be found at http://www.yale.edu/hronline/idp/

Manager Training

As new managers at Yale it is required to sign up and complete courses as part of the training plan. These course can be found at the Yale Training site and include Manager at Yale and Great Manager Program

Resource Time Sheet Approval

Each month managers are expected to review your teams summary of paid time off usage for the previous month to ensure that it reflects all paid time off taken, and then sign off on it by the 10th of this month. To review and sign off, login to the portal at

http://www.yale.edu/portal click 'My Time,' then click 'My Timecard.'

Illustrated instructions are available at this link:

http://www.yale.edu/hronline/resources/docs/paid-time-off-record-keeping-for-MP-employees.pdf

Opening Contractor Positions

To initiate a new contractor requisition, a job description will be needed and will need to be initiated thru the Fieldglass application: http://its.Yale.Edu/fieldglass

TECHNICAL / DEVELOPER / ARCHITECT ROLES

HP Quality Center

Access to HP Quality Center can be provided by e-mailing . If the project is known that you need access to that can be provided at the time of the request.

Workday Studio

1. Access to workday community will be needed first. A new account will need to be created and can be accessed via http://www.workday.com/company/community.php

2. Download and install Workday Studio: https://community.workday.com/studio-download

ADDITIONAL SUPPORT

Other Areas and Contact Information

· Facilities Operations Service Center: 203- 432-6888

· Parking Office (8am – 3:45pm): 203.432.9790