/policies/,/policies/administrative/,/policies/administrative/uwmf/,/policies/administrative/uwmf/uwmf-wide/,/policies/administrative/uwmf/uwmf-wide/information-services/,

/policies/administrative/uwmf/uwmf-wide/information-services/ad-pro--007.policy

201707199

page

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UWHC,UWMF,

Policies,Administrative,UWMF,UWMF-wide,Information Services

New Employee Setup (AD-PRO- 007)

New Employee Setup (AD-PRO- 007) - Policies, Administrative, UWMF, UWMF-wide, Information Services

AD-PRO- 007

PROCEDURE




Information Services
Effective Date:
07/21/2014
Administrative Manual

X Other: Information Services
Procedure ties
to Policy #: AD-
PRO-007
X Original
Revision
Total #
Pages: 4
Title: IS New Employee Setup (this
procedure is used by UWHC and
UWMF)


I. PURPOSE

This procedure explains the steps for onboarding a new UW Health Information Services
employee. Some steps are completed two weeks prior to the new hire’s arrival and some
are completed during the new hire’s first week. Some steps have UW Hospital and
Clinics (UWHC) and UW Medical Foundation (UWMF) specific components.

II. PROCEDURE

All new employee setup is coordinated by the Administrative Support team, who will
delegate and coordinate tasks, as appropriate.

A. Two Weeks Prior to New Hire Start Date

1. Notify Administrative Support via email (uwhisdepadmin@uwhealth.org) of the
new hire and start date so they can provision the following items:
ξ Name plate (provide the new hire’s correct name as they have requested it, if
applicable)
ξ Org chart
ξ Floor plan
ξ New employee folder

2. In UConnect, complete and submit the UW Medical Foundation: Employee Photo
ID Badge Request Form for UWMF new hire(s).

Note: No ID Badge forms are needed for UWHC employees because they
receive their badges at New Employee Orientation.

3. Request a telephone for the new hire(s):

a. In ServiceNow, click on I HAVE A REQUEST.
b. Click on TELECOM/PHONE.
c. Complete and submit the Phone and Mobile Devices Request form.




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4. Request a computer and computer accessories for the new hire(s):

a. In ServiceNow, click on I HAVE A REQUEST.
b. Navigate to INFORMATION SYSTEMS > HARDWARE.
c. Select either Hardware Request – UWHC or Hardware Request
UWMF, as appropriate for the new hire.
d. Complete the Hardware Request form.

5. The new hire’s supervisor emails IS – Staff – UWH
(UWHInformationServicesStaff@uwhealth.org) announcing the new team
member to all UWH IS staff and including any pertinent details.

6. Schedule an Epic class for the new hire, if needed:

a. Visit the Epic training web site for class offerings
(www.epic.com/services-training.php).
b. Request classes by contacting the IS Executive Assistant for UWHC or
UWMF, as appropriate.

7. Request systems access for the new hire(s):

a. In ServiceNow, click on I HAVE A REQUEST.
b. Navigate to INFORMATION SYSTEMS > COMPUTER ACCESS &
TERMINATIONS.
c. Select the appropriate User Computer Access form, as appropriate for the
new hire
d. Complete the Access Request form.
e. Repeat Step 7 for all necessary access.

B. During New Employee’s First Week

1. The new employee’s direct supervisor reviews the following documents with the
new hire(s) (available at workspaces.uconnect.wisc.edu/display/uwhis):
ξ UW Health Information Services Employee Handbook
ξ Change Review and Management Policy (AD-POL-002)
ξ Relevant IS Policies and Procedures

2. Request building security for the new hire(s). A new hire’s employee and proxy
ID are required to gain access to the building.
ξ AOB security is granted via the UWMF Administrative Analyst.
ξ Excelsior security is granted via the UWHC Executive Assistant.


Page 3 of 4
3. Give the new hire(s) a tour of the building(s), including the following:
ξ Pull station(s)/Fire extinguishers
ξ Emergency exits
ξ Tornado safe zones
ξ Peanut and fragrance free areas
ξ Kitchen(s)
ξ Printers/Fax machines/copiers
ξ Team areas
ξ Mail boxes
ξ Parking pass for the CSC
ξ Supply room(s)
ξ Conference rooms
4. Give the new hire(s) a tour of the UConnect web site, including the following:
ξ Paging/Web paging/On call schedule.
ξ The paging and messaging number (608-262-2122).
ξ PeopleSoft Self Service
ξ Training classes offered at UW Health, specific to UWMF or UWHC hires
5. Explain the folder structure to the new hire(s), including the following:
ξ U:\UWHealth\HLDoc (Health Link)
ξ U:\UWHealth\IS
6. Provide the new hire(s) with the UConnect location of the UW Health IS
workspace, including the following:
ξ UW Health Information Services
(workspaces.uconnect.wisc.edu/display/uwhis)
ξ UW Health IS Project Management Office
(workspaces.uconnect.wisc.edu/display/UIPMO)
7. Set up the Jabber messaging system for new hire(s).
8. Set up Outlook for the new hire(s):
ξTeam permissions
ξTeam phone list
ξGlobal and team distribution list(s)
9. Review the portal locations for Citrix for UWMF (ag.uwmf.wisc.edu/vpn) or
UWHC (citrix.uwhealth.org/vpn), as appropriate.
10. Review web mail (outlook.office.com) access with the new hire(s).



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III. FORMS

Phone and Mobile Devices Request Form (in ServiceNow)

IV. RELATED PROCEDURES

Information Services Consultant Hiring Procedure

V. COORDINATION

The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health IS CTO
UWHC Author: UW Health IS Project Management Director
UWHC Reviewers: UW Health IS Directors
UWHC Approval committee(s): UW Health Internal Auditor

UWMF Sr. Management Sponsor: UW Health IS CTO
UWMF Author: UW Health IS Project Management Director
UWMF Reviewers: UW Health IS Directors
UWMF Approval: UW Health IS COO

VI. SIGNED BY

Jocelyn DeWitt, UWHC CIO
Peter Christman, UWMF COO

VII. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
07/21/2014 07/21/2015 Original release. S. Schroeder, J. Leonard