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on-and-off-boarding-roadmap.md 7.11 KiB

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 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 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
  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 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. 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 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 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 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 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
  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. 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 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