Employee new hire and termination checklists for Workfront set up?

[mmavis]

Does anyone out there have checklists you use to cover everything you need to do to set users up and take them out of Workfront as they are hired or terminated? We are preparing for roll-out and it seems like every time I turn around I hear of yet another things we need to set up for each user. My department (IT) will be responsible for that and we will want to add all the necessary actions to our new hire/term checklist. Anyone already have some checklists you're willing to share? Mavis Moon

[VicAl]

Hi Mavis, That would definitely be company specific as you may want to know things that we wouldn't care about. But here are some basics that we use that might also apply to you (assuming you're trying to create tasks for IT and maybe some others to onboard someone): · Name · Preferred Name · Model Account After · Start Date · Employee or Contractor or Temp (then we have other fields display depending what they've selected i.e. if it's a consultant you may need a contract #) · Title · Division · Supervisor Contact · Computer o Needs one, Does not need one, Will use an existing, Will use own · Do they need email and/or network access? · Do they need an Office Phone and/or a Cell Phone? · Do they need an ID Badge (to enter the building etc.)? · Do they need a Name Plate? · We then list all the Applications they might need access to and create a task based on those selections (via the API) · Their location (where will they sit)

[NRYNR]

Hi Mavis, Vic Alejandro is spot on with what I was thinking, a company-specific task list. I suggest you also create a template so that you can spin up a new project for each new hire. This will ensure you never forget a new hire activity. Use the description field to lump tasks together that don't require or deserve their own unique task. This will keep your task list simple, which everyone will appreciate. I'd take it a step further and use the updates on each task to document the relevant details of what was accomplished (i.e., created and assigned employee ID 123456). This happens to be a perfect example of a process that Workfront is perfect for and sets the stage for everything to follow in the instance because everything really is a project. Thanks, Narayan

[SarahNau]

Hi Mavis, We created a spreadsheet with each job role and what access they need. It identified: Access level Layout template Home group and other groups Home team and other teams Workfront job role(s) Any time sheet assignment needs for that role Custom forms for the user User schedule Notes for any additional configurations Now that we have a couple hundred users, we abandoned the manual update of this spreadsheet and replaced it with a Workfront user report. We use this report to see what others in the job role have for setup and copy those access rights for any new user in the same role. This works great for me as a system admin creating new users because I can see what teams/job roles my group admins have put their people in without needing to remind them to update a spreadsheet every time they make changes to their user setup. If you want to have this report, you can create a new user report and past the following text into the first column. You may want to adjust your filters for active users, remove external users etc. to make this work for you. The last column on the report - "Other Setup Needs" is pulling from the job role description and is where we keep specific setup notes for that job role. Additionally, this works as a great audit report to make sure that everyone in a group/team has the same access, layout templates are assigned, and job roles are input. Hope this helps! View: column.0.descriptionkey=avatar column.0.image.height=28 column.0.image.linkproperty.0.name=ID column.0.image.linkproperty.0.valuefield=ID column.0.image.linkproperty.0.valueformat=string column.0.image.linkproperty.1.name=size column.0.image.linkproperty.1.value=FULL column.0.image.linkproperty.2.name=time column.0.image.linkproperty.2.valuefield=avatarTimestamp column.0.image.linkproperty.2.valueformat=val column.0.image.value=/avatarDownload.cmd column.0.image.width=28 column.0.link.linkproperty.0.name=ID column.0.link.linkproperty.0.valuefield=ID column.0.link.linkproperty.0.valueformat=string column.0.link.lookup=link.view column.0.link.valuefield=val(objCode) column.0.linkedname=direct column.0.namekey=avatar column.0.shortview=false column.0.stretch=0 column.0.tile.name=component.avatar column.0.type=image column.0.valuefield=avatar column.0.valueformat=HTML column.0.viewalias=avatar column.0.width=50 column.1.descriptionkey=name column.1.link.linkproperty.0.name=ID column.1.link.linkproperty.0.valuefield=ID column.1.link.linkproperty.0.valueformat=string column.1.link.lookup=link.view column.1.link.value=val(objCode) column.1.listsort=string(name) column.1.namekey=name column.1.querysort=name column.1.sharecol=true column.1.stretch=100 column.1.textmode=true column.1.tile.name=component.user.name column.1.valuefield=name column.1.valueformat=HTML column.1.width=90 column.1.tile.template=/WEB-INF/jsp/lists/components/username.jsp column.2.sharecol=true column.2.textmode=true column.2.value= Access Level: column.2.valueformat=HTML column.2.width=1 column.3.displayname= column.3.namekey=view.relatedcolumn column.3.namekeyargkey.0=accessLevel column.3.namekeyargkey.1=name column.3.querysort=accessLevel:name column.3.tile.name=component.accesslevellistview column.3.valuefield=accessLevel:name column.3.valueformat=HTML column.4.displayname=All Layout Templates column.4.sharecol=true column.4.textmode=true column.4.value=------ User Profile ------ column.4.valueformat=HTML column.5.sharecol=true column.5.textmode=true column.5.value= column.5.valueformat=HTML column.5.width=1 column.6.displayname=All Layout Templates column.6.sharecol=true column.6.textmode=true column.6.valuefield=layoutTemplate:name column.6.valueformat=HTML column.7.sharecol=true column.7.textmode=true column.7.value= ------ Primary Role ------ column.7.valueformat=HTML column.7.width=1 column.8.sharecol=true column.8.textmode=true column.8.valuefield=role:layoutTemplate:name column.8.valueformat=HTML column.9.sharecol=true column.9.textmode=true column.9.value= ------ Home Team ------ column.9.valueformat=HTML column.9.width=1 column.10.sharecol=true column.10.textmode=true column.10.valuefield=homeTeam:layoutTemplate:name column.10.valueformat=HTML column.11.sharecol=true column.11.textmode=true column.11.value= ------ Home Group ------ column.11.valueformat=HTML column.11.width=1 column.12.textmode=true column.12.valuefield=homeGroup:layoutTemplate:name column.12.valueformat=HTML column.13.displayname=Teams column.13.sharecol=true column.13.textmode=true column.13.value= Home Team: column.13.valueformat=HTML column.13.width=1 column.14.displayname=Home Team column.14.linkedname=homeTeam column.14.namekey=view.relatedcolumn column.14.namekeyargkey.0=homeTeam column.14.namekeyargkey.1=name column.14.querysort=homeTeam:name column.14.sharecol=true column.14.textmode=true column.14.valuefield=homeTeam:name column.14.valueformat=HTML column.15.sharecol=true column.15.textmode=true column.15.value= All Teams: column.15.valueformat=HTML column.15.width=1 column.16.displayname=All Teams column.16.listdelimiter= column.16.listmethod=nested(teams).lists column.16.textmode=true column.16.type=iterate column.16.valueexpression={name} column.16.valueformat=HTML column.17.displayname=Job Roles column.17.sharecol=true column.17.textmode=true column.17.value= Primary Role: column.17.valueformat=HTML column.17.width=1 column.18.displayname=Primary Role column.18.linkedname=role column.18.namekey=view.relatedcolumn column.18.namekeyargkey.0=role column.18.namekeyargkey.1=name column.18.querysort=role:name column.18.sharecol=true column.18.textmode=true column.18.valuefield=role:name column.18.valueformat=HTML column.19.sharecol=true column.19.textmode=true column.19.value= Other Roles: column.19.valueformat=HTML column.19.width=1 column.20.displayname=All Job Roles column.20.listdelimiter= column.20.listmethod=nested(userRoles).lists column.20.textmode=true column.20.type=iterate column.20.valuefield=role:name column.20.valueformat=HTML column.21.displayname=Groups column.21.sharecol=true column.21.textmode=true column.21.value= Home Group: column.21.valueformat=HTML column.21.width=1 column.22.displayname=Home Group column.22.linkedname=homeGroup column.22.namekey=view.relatedcolumn column.22.namekeyargkey.0=homeGroup column.22.namekeyargkey.1=name column.22.querysort=homeGroup:name column.22.sharecol=true column.22.textmode=true column.22.valuefield=homeGroup:name column.22.valueformat=HTML column.23.sharecol=true column.23.textmode=true column.23.value= All Groups: column.23.valueformat=HTML column.23.width=1 column.24.displayname=All Groups column.24.listdelimiter= column.24.listmethod=nested(userGroups).lists column.24.textmode=true column.24.type=iterate column.24.valuefield=group:name column.24.valueformat=HTML column.25.displayname=Custom Form Needed column.25.linkedname=direct column.25.namekey=customFormsNames column.25.textmode=false column.25.tile.name=component.objectcategories column.25.valuefield=customFormsNames column.25.valueformat=HTML column.25.viewalias=category.name column.26.displayname=Timesheet Needed column.26.linkedname=timesheetProfile column.26.namekey=view.relatedcolumn column.26.namekeyargkey.0=timesheetProfile column.26.namekeyargkey.1=name column.26.querysort=timesheetProfile:name column.26.valuefield=timesheetProfile:name column.26.valueformat=HTML column.27.displayname=Other Setup Needs column.27.linkedname=role column.27.namekey=view.relatedcolumn column.27.namekeyargkey.0=role column.27.namekeyargkey.1=description column.27.querysort=role:description column.27.valuefield=role:description column.27.valueformat=HTML column.28.displayname= column.28.linkedname=direct column.28.namekey=schedule:name column.28.querysort=schedule:name column.28.textmode=true column.28.valuefield=schedule:name column.28.valueformat=HTML Grouping: group.0.linkedname=homeGroup group.0.namekey=view.relatedcolumn group.0.valuefield=homeGroup:name group.0.namekeyargkey.0=homeGroup group.0.namekeyargkey.1=name group.0.valueformat=string group.1.linkedname=homeTeam group.1.namekey=view.relatedcolumn group.1.valuefield=homeTeam:name group.1.namekeyargkey.0=homeTeam group.1.namekeyargkey.1=name group.1.valueformat=string group.2.linkedname=role group.2.namekey=view.relatedcolumn group.2.valuefield=role:name group.2.namekeyargkey.0=role group.2.namekeyargkey.1=name group.2.valueformat=string textmode=true Filter: licenseType=F T C licenseType_Mod=in isActive=true isActive_Mod=eq

[Exp_-_ShawnLo]

Hi Mavis, I want to make sure I understand correctly. Are you looking for general on boarding and off boarding templates? Or are you specifically looking for steps to close a user out of Workfront? I will be doing a presentation at LEAP in April that touches this topic. I have created a Departing Employee Object Ownership dashboard. It basically runs dynamically for the employee in question and allows you to see all the objects they own in the system. Please reach out to discuss shawnloutensock@workfront.com Shawn Loutensock

[VicAl]

And for those of you that are API users - you can use the API to remove tasks from the template based on what they've selected. We have code in the template task name that includes an IF statement to determine whether to keep that task when the project is created. For example, if the new hire doesn't need a cell phone, we would remove that task so the team doesn't have a superfluous task cluttering their backlog.

[BrandonNW]

We use a request queue for new access and deactivated users. We only put in the vital attributes needed for our user base. We can derive routing, permissions and sharing from the home group, Line of Business and job role selected on the request. Unlike Vic, we only have internal users to the company requesting access so the need for badges, computers and other office items is unnecessary in our instance. Please find attached screen shots of the queue and forms used with adding and removing users. Some of the fields do have logic associated with them, but you'll get the gist. Hopefully that helps! Brandon Pritchard System Administrator iNHouse Marketing - Nationwide pritcb1@nationwide.com

[DawnCe]

Good Morning Mavis, For our company, this is what we do. Our HR dept sends a Notification of a New Hire or Term. The IT dept created New Hire Templates and Termination Templates. Once the HR noticed is received by the IT dept. The IT lead creates a project and uses our template for new hires, the template consists of approx 6-8 tasks. Those tasks are associated with our IT SYSTEMS team which creates email and network access based on the information given to us (normally we know whatever dept they are hired to get a certain type of access levels). We also have a task on this project assigned to Telcom, PC Set up, ( which comes from our IT inventory and he makes sure that the team member has everything computer related set up). Config permissions - this is another dept within IT that takes care of our applications that need to have permissions granted based on role, title, and responsibilities. These tasks are assigned on the template from several areas of IT that have responsibility with a setup. So if we have a term you can see the same responsibilities in another project titled Team Member Departure. We have close to 2500 employees onsite and telecommuters and offsite offices. We have one IT portfolio and the programs are set up yearly. We are able to measure the year to year growth and or decline with onboarding and terms. I also created a New Hire Template for the team member with all the steps necessary (using Workfront ) to get started at the company. The template consist of a project plan starting with profile info, ( I make them validate the info we have received is correct, and if they have a preferred photo to upload it themselves) Navigation Bar is a parent with 3 tasks associated, add items to your favorites, click on the help button (?) and review some of the help areas, etc. Next Steps - Parent Task Submit a request to help desk and order head phones ( our offered head phones are team members choice) Upload a document in your New Hire project Workfront Training Using Ascent (In general, I use the Ascent Training Project Manager Foundation for training ( each task has a URL link to each tittle training, with a description in each task.) this info makes the new hire successful.) Take the Ascent courses and break it up by your choice I have added 10 tasks - Ascent Training - Manage Reviews and Approvals - (each task has a URL link to each tittle training, with a description in each task.) Ascent Training - Project Timelines - (each task has a URL link to each tittle training, with a description in each task.) Ascent Training - Milestones - (each task has a URL link to each tittle training, with a description in each task.) Etc.... Add an update to each task and if you have any questions document in the updates sections Close - Parent Task Send meeting appointment to the manager to set up 1:1 meeting within 5 days of starting (this gets them engaged in using outlook, wf, and whatever apps the New hire is assigned). Ask the manager to share projects that will be assigned to you Move project to Complete project Congrats and Welcome to (Company Name) You can create any important info for your team members and list them out. Since we started doing this we have had great feedback, one mostly is... "I feel important on day one", "I had something to do on day one", and "I learned the tool without realizing it", "I was excited that there was something readily available for me on day one". I'm trying to make the onboarding process for our new hires so much more. Now this template fits our IT and PMO dept really well, but you can tailor it to fit several depts. and or make one and delete what doesn't apply for the new hire. I hope this helps add to all the experts that have chimed in. I myself have taken some info from Vic, Narayan, and others on this chain. Have a great day. Dawn 909.767.0017 cejudo-d@iehp.org IEHP Dawn Cejudo Sr. Application Specialist/Workfront Admin Inland Empire Health Plan Rancho Cucamonga, CA 909.890.5108

[mmavis]

Thank you for all the responses! I actually was asking about a checklist specific to Workfront. As you add and take out users within Workfront, what are all the things you have to do -- assign a role, do something to set them up (or take them out of) the proofing tool, put them in a group, or etc., etc.? I appreciate all the suggestions and I'm glad to hear it will be featured at Leap. Mavis Moon mmoon@pivotinteriors.com