Suraj.mali@heinfricke.team: /* 2. Roles and Responsibilities */

2025-11-24T10:05:29Z

2. Roles and Responsibilities

← Older revision		Revision as of 10:05, 24 November 2025
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	!'''Responsibility'''		!'''Responsibility'''
	\|-		\|-
	\|~~'''~~IT Support Engineer~~'''~~		\|IT Support Engineer
	\|Prepare end-user devices, install required software, and verify system functionality.		\|Prepare end-user devices, install required software, and verify system functionality.
	\|-		\|-
	\|~~'''~~System Administrator~~'''~~		\|System Administrator
	\|Create user accounts, assign licenses, and configure system and application access.		\|Create user accounts, assign licenses, and configure system and application access.
	\|-		\|-
	\|~~'''~~IT Coordinator~~'''~~		\|IT Coordinator
	\|Coordinate with HR, manage onboarding timelines, prepare documentation, and ensure asset handover.		\|Coordinate with HR, manage onboarding timelines, prepare documentation, and ensure asset handover.
	\|}		\|}

Suraj.mali@heinfricke.team: Created page with "== 1. Introduction == === 1.1 Purpose === To provide a structured, standardized, and compliant onboarding process for the IT team to ensure new employees receive all required IT assets and system access without delay. === 1.2 Scope === This document applies to all IT personnel responsible for: * Provisioning and configuring IT assets * Setting up logical, physical, and biometric access * Coordinating with HR to ensure a smooth onboarding experience === 1.3 Key Terms..."

2025-11-24T10:05:08Z

Created page with "== 1. Introduction == === 1.1 Purpose === To provide a structured, standardized, and compliant onboarding process for the IT team to ensure new employees receive all required IT assets and system access without delay. === 1.2 Scope === This document applies to all IT personnel responsible for: * Provisioning and configuring IT assets * Setting up logical, physical, and biometric access * Coordinating with HR to ensure a smooth onboarding experience === 1.3 Key Terms..."

New page

== 1. Introduction ==

=== 1.1 Purpose ===
To provide a structured, standardized, and compliant onboarding process for the IT team to ensure new employees receive all required IT assets and system access without delay.

=== 1.2 Scope ===
This document applies to all IT personnel responsible for:

* Provisioning and configuring IT assets
* Setting up logical, physical, and biometric access
* Coordinating with HR to ensure a smooth onboarding experience

=== 1.3 Key Terms ===

* '''Onboarding:''' Preparing, configuring, and delivering IT essentials to new employees.
* '''IT Assets:''' Laptops, desktops, peripherals, accessories, and licensed software.
* '''Access Control:''' Includes physical (biometric/RFID) and logical access (domain, email, VPN, applications).

----

== 2. Roles and Responsibilities ==
{| class="wikitable"
!'''Role'''
!'''Responsibility'''
|-
|'''IT Support Engineer'''
|Prepare end-user devices, install required software, and verify system functionality.
|-
|'''System Administrator'''
|Create user accounts, assign licenses, and configure system and application access.
|-
|'''IT Coordinator'''
|Coordinate with HR, manage onboarding timelines, prepare documentation, and ensure asset handover.
|}
----

== 3. IT Onboarding Process Overview ==

=== 3.1 Machine Preparation & Handover ===

* Configure and fully test the assigned device (laptop or desktop).
* Ensure BIOS settings, OS updates, drivers, and firmware are up-to-date.
* Deliver the configured device to HR at least '''one day before''' the employee’s joining date.

=== 3.2 Onboarding Kit Preparation ===
Prepare and package the following items:

* Laptop/Desktop
* Charger
* Accessories (headset, mouse, keyboard, etc.)

'''Additional Requirements:'''

* Pre-install required applications based on role/department.
* Ensure all assets are properly tagged and labeled for tracking.

=== 3.3 Server & Network Preparation ===

* Create Active Directory (AD) user accounts and place them in the appropriate Organizational Unit (OU).
* Provision Exchange/Outlook mailbox and assign Microsoft 365 licenses.
* Configure shared drive access, folder permissions, and mapped drives.
* Provide access to department-specific shared folders or systems.
* If needed, provision Virtual Machines (e.g., RDS sessions) for the user.

=== 3.4 Email Distribution Groups ===
Ensure the new employee is added to:

* '''HF All''' email distribution list
* Relevant team-specific groups
* Shared mailboxes
* Calendar permissions where applicable

=== 3.5 Biometric Door Lock Access ===

* Register the employee’s fingerprint or RFID card in the Access Control System.
* Assign physical access based on job role and office location.

=== 3.6 IT Connect – Day 1 (30-Minute Session) ===
Conduct a brief onboarding session (virtual or in-person) to:

* Set up Outlook, Teams, VPN, and communication tools
* Explain password policies and security guidelines
* Provide credentials and help with first login
* Introduce common applications and tools
* Provide the IT onboarding guide and answer questions

=== 3.7 IT Presence on Day 1 ===
Ensure that at least one IT team member is:

* Present in the office or available on-call
* Ready to assist with login support, printer setup, and Wi-Fi connectivity

=== 3.8 Asset Handover Documentation ===

* Prepare the IT Asset Handover Form listing all issued equipment.
* Obtain the employee's signature (physical or digital).
* Store a copy with both IT and HR for compliance and audit purposes.

New Employee Onboarding Guide - Revision history

Suraj.mali@heinfricke.team: /* 2. Roles and Responsibilities */