DPM = the directorate project manager
OM = Office Manager
Group Lead = group lead, the manager of the new employee
PPP = Project Point Person, the point of contact for a given project the new employee is assigned to
The DPM should check in with individuals listed below to ensure they are completing their assigned responsibilities as new staff come on board.
| Action | When | Who | |
|---|---|---|---|
Arrange for computer equipment from IT | Prior to first day | HR | |
| Purchase Jetbrains license | Prior to first day | Rob Kooper | |
| Coordinate with HR on first day schedule and confirm NetID to share with others | Prior to first day | PM | |
Put on team, project, software mailing lists
| Prior to first day | PPP / OM | |
Add to regular meeting invites and provide context to team member
| Prior to first day | PPP / GL / OM | |
| Add to any necessary shared drives | Prior to first day | PPP | |
Welcome email from directorate
| First Day | PM, cc'ing group lead and project points | |
| Meeting with HR | First Day | HR | |
| Keys/ID card | First Day* | HR, coordinating with Facilities | |
| Meet Tech Services Team - help with computer setup (should include computer access, network port, UC/exchange access, phone setup. | First Day* | IT *Review this process once on-site work is back in force | |
| Second Floor Tour | First Day* | OM | |
| Opensource account creation https://identity.ncsa.illinois.edu/join/PQWLU6UIFT | First Day | Employee | |
| Add to Opensource groups | First Day | PPP | |
| Create slack account https://ncsa-at-illinois.slack.com/signup | First Day | Employee | |
| Give employee Slack access to sd-general and sd-tech and provide an introduction to the group | First Day | PM | |
| Meetings with project teams | First Week | PPP | |
| Introduce at next staff meeting | First Month | Director | |
| Order business cards, if desired | ASAP | OM | |
| Show them where their mailbox is located in the kitchen | ASAP | OM | |
| Ask for shirt size/color & order NCSA polo shirt (pending) | ASAP | OM |
SAMPLE WELCOME EMAIL:
Hello Rashmil,
Welcome! We're very excited to have you back at NCSA full-time! You already know me, Jong, Chen, and Chris, of course - with Chris being your manager going forward. I believe you may also know our Office Manager Lisa Yanello.
HR should be coordinating with you on any remaining administrative aspects of your hire and setting up an initial meeting. You can expect to work remotely your first day - many of our staff are hybrid, and work a Tues-Thurs schedule in the office, and Chris is full-time remote. Chris, Jong, and Chen will set up 1:1s with you on Monday to discuss NCSA and the projects you'll be working on.
On Tuesday, please plan to come in and meet with Jennifer, who will have the key to your office. Lisa Yanello can meet you afterward and give you a tour of the Software Directorate's offices; she will also be adding you to various calendar invites, including an upcoming Software directorate meeting on Wednesday at 2.
Lastly, please feel free to reach out with any other questions you may have. Once again, welcome, and talk to you soon!