Onboarding

Computer Deployment Checklist

• • Ensure Encryption is enabled - Mac Only
  • Email - Auto created - firstname.lastname@austin.utexas.edu
  • Mainframe
  • • Advisor's Toolkit - Needs NRRECS
  • Mailing lists
  • CrashPlan
  • Calendars
  • • Personal
    • Dept
  • BACS - ID must be obtained first
  • Teams
  • Box - Web Sign-in/Login
  • DocuSign
  • JES Doors - FYE/SLC
  • Software
  • Printers
  • • CUPS
      
    • Presets
      

Phone

• • Caller ID - assignment@its.utexas.edu
• 
  
  • Voicemail PIN - utvoicemail@austin.utexas.edu
  • Let them know one of the two options:
    
    • Option 1: Complete Mailbox Replacement
      This option is the simplest for the new employee, because the previous subscriber’s greetings and settings will be removed, and the new subscriber will be guided through personalizing their mailbox on their first login. However, any messages (played or unplayed) in the mailbox will also be removed and cannot be retrieved.
      
      

    • Option 2: PIN Reset Only
      This option retains any messages (played or unplayed) left in the mailbox but also retains any greetings and settings used by the previous subscriber. When choosing this option, the new subscriber will be advised to check and update all settings and greetings (I’ll send a checklist).
       

Offboarding

• Email - access lasts 30 days if leaving, which then goes into a dormant state (existing emails still there); the account gets de-provisioned after 120 days (email and account is deleted)
  
• Mainframe - Delete after new staff is hired (to preserve permissions)
  
• Mailing lists - Remove
• CrashPlan - Remove or transfer
  
• Shared Calendars - Remove permissions
• BACS - Remove
  
• Box - Remove access from Dept folders
• DocuSign - Contact UT Docusign to remove from University (if leaving) or remove from Department (if still on campus), reroute if necessary
  
• JES Doors - FYE/SLC
• Stache - Remove permissions
  
• Delete the user profile from the computer