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Angelina Elizabeth Uno-Antonison
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# On- & Off-boarding Roadmap
The following sections outline how new members of CGDS are integrated into the team (on-boarding), as well as the
process for retirement of a member of the group (off-boarding).
## On-boarding
On-boarding instructions are broken into two sections in this document. The [On-boarding in Wrike](#on-boarding-in-wrike)
section outlines the how to set up Wrike with all of the **MANDATORY** tasks that need to be completed for all new
members of CGDS, regardless of role. The [On-boarding outside of Wrike](#on-boarding-outside-of-wrike) section outlines
general information on what role specific on-boarding needs to be completed.
### On-boarding Mentor
With notification from Liz or HR that a new member is joining CGDS, the team will need to discuss and assign
an `On-boarding Mentor` for the new member. This person is responsible for:
1. setting up the on-boarding tasks in Wrike outlined in [On-boarding in Wrike](#on-boarding-in-wrike)
2. being a direct point of contact on questions for the new member
3. aid in navigation of UAB (while the new member is adjusting)
4. aid in scheduling with things such as HR, Liz, etc. (while the new member is adjusting)
5. guide the role specific on-boarding discussed in the [On-boarding outside of Wrike](#on-boarding-outside-of-wrike)
section
### On-boarding in Wrike
The mandatory on-boarding tasks for new members of CGDS can be populated in Wrike from what's known as a
[Blueprint](https://help.wrike.com/hc/en-us/articles/360013445394-Blueprints). Following are the steps needed to create
the on-boarding tasks for the incoming individual:
1. Log into Wrike
2. Scroll down the left sidebar navigation panel till the section titled `Blueprints` appears, then click it to expand
the panel (if it isn't expanded already)
3. Scroll down further until the section `Onboarding Tasks Template` appears
4. Right-click `Onboarding Tasks Template` and select `Create from blueprint`
5. Fill out the relevant information into the pop-up form
1. In the `Name it` section set the name as `[<New Member First Name>] Onboarding Tasks`, replacing
`<New Member First Name>` with the person's name
2. In the `Task name prefix` section set it to `[<New Member First Name>]`, replacing
`<New Member First Name>` with the person's name
6. Scroll down and click `create` to create the on-boarding tasks
7. Proceed to the created task list for the new member and assign the given tasks to the appropriate members of CGDS to
complete
**NOTE**: The on-boarding tasks are a split of tasks to be completed by existing assigned mentor and tasks to be
completed by the new member once they start. It is *critical* that all of the tasks are reviewed and assigned following
creation as some of them require multiple weeks to complete and need to be done prior to the new members official start
date.
### On-boarding outside of Wrike
Outside of the mandatory on-boarding tasks each person completes in Wrike, there will also be a unique set of tasks for
on-boarding based on the new members specific role, skills, talents, affinities, etc. These tasks will be designated
in collaboration with their on-boarding mentor (as noted in the [mentor](#on-boarding-mentor) section). Each
role will have a degree of individual on-boarding (like work machine setup) that will require communication with
other CGDS team members to determine best practices.
## Off-boarding
As an academic research lab there is a constant flux of members of CGDS. With graduate students, interns, post-docs,
visiting researchers, and members retiring/leaving for their next opportunity, there is a need to transfer knowledge
and information before the member leaves the lab.
The [Off-boarding in Wrike](#off-boarding-in-wrike) section outlines the how to set up Wrike with all of the
**MANDATORY** tasks that need to be completed for the exiting member, regardless of role. Following the creation of
the default off-boarding tasks, the [Off-boarding Mentor](#off-boarding-mentor) will confer with the team on roles
specific information that needs to be gathered from the exiting member and add Wrike tasks to the exiting members
off-boarding section in Wrike.
### Off-boarding Mentor
With notification from Liz, the exiting member, or HR that a member is leaving CGDS, the rest of the team will need to
discuss and assign an `Off-boarding Mentor` for the exit process. This person is responsible for:
1. setting up the off-boarding tasks in Wrike outlined in [Off-boarding in Wrike](#off-boarding-in-wrike)
2. assigning tasks to appropriate admins within the team to remove access to resources at appropriate time
3. continually check with the exiting member for status on owed work and materials to ensure completion before the
exiting members official termination date
4. guide the role specific off-boarding discussion with the team
5. update and assign extra off-boarding tasks based on team off-boarding discussion
6. communicate verbally with the exiting member on expectations for off-boarding
### Off-boarding in Wrike
Off-boarding tasks for an exiting member can be populated in Wrike from what's known as a
[Blueprint](https://help.wrike.com/hc/en-us/articles/360013445394-Blueprints). The following are the steps needed to
create the mandatory off-boarding tasks for the outgoing individual:
1. Log into Wrike
2. Scroll down the left sidebar navigation panel till the section titled `Blueprints` appears, then click it to expand
the panel (if it isn't expanded already)
3. Scroll down further until the section `Off-boarding Tasks Template` appears
4. Right-click `Off-boarding Tasks Template` and select `Create from blueprint`
5. Fill out the relevant information into the pop-up form
1. In the `Name it` section set the name as `[<Exiting Member First Name>] Off-boarding Tasks`, replacing
`<Exiting Member First Name>` with the person's name
2. In the `Task name prefix` section set it to `[<Exiting Member First Name>]`, replacing
`<Exiting Member First Name>` with the person's name
6. Scroll down and click `create` to create the off-boarding tasks
7. Proceed to the created task list for the exiting member and assign the given tasks to the appropriate members of CGDS
to complete
8. discuss with the team the necessary pieces of code, documentation, standard operating procedures, forms, role
specific cross-training, and information that need to be disseminated from the exiting member
9. update existing off-boarding tasks with the information discussed by the team in the previous step, add extra tasks
if the requested information doesn't fit into one of the pre-populated tasks
10. review and verbally communicate expectations with exiting member
**NOTE**: The off-boarding tasks are a split of tasks to be completed by non-exiting CGDS members (typically admins of
various tools, spaces, and services that CGDS uses) and tasks to be completed by the exiting member. It is *critical*
that all of the tasks are reviewed and assigned following creation as some of them require multiple weeks to complete
and need to be done prior to the person's official end date