Onboarding for Managers



On Boarding for ManagersTable of Contents TOC \o "1-3" \h \z \u Manager’s Preparation PAGEREF _Toc499289903 \h 2DET Webpage: Induction and Orientation information PAGEREF _Toc499289904 \h 2Key People to Meet List PAGEREF _Toc499289905 \h 3Week 1 Program: Template (Optional but recommended) PAGEREF _Toc499289906 \h 3Checklist: Day 1 – Week 1 (in conjunction with the online On Boarding program) PAGEREF _Toc499289907 \h 4Additional Checklist (add/delete as necessary): First Week PAGEREF _Toc499289908 \h 5Checklist: First – Third Month PAGEREF _Toc499289909 \h 6Checklist: Third Month PAGEREF _Toc499289910 \h 6On boarding updates and Suggestions PAGEREF _Toc499289911 \h 6Manager’s PreparationPeople managers have the responsibility of ensuring an effective and smooth process to welcome and orient all new staff to the Department. This document is to be used alongside the online On Boarding portal in eduPay and includes key information including links to help guide managers through the process. DET Webpage: Induction and Orientation information Welcome to DETUse the schedule and checklist below to ensure a good start for your new employee. Action: before your new employee startsResponsibleCompleted Complete all relevant HR forms and acceptances; and confirm salary and commencement detailsManagerInform employee of when and where to go on first day (and who to call from reception desk)ManagerNominate and brief a buddy (optional but highly recommended)ManagerOrder PC or Laptop (See IT support staff)Manager Does new employee require a DET provisioned iPhone and iPad? If so, do MPO for both devices (via ARIBA); Manager Identify and prepare work station, name plate, stationery and standard desk itemsBuddy/Manager’s nomineeComplete a network Access Request FormManagerArrange a security pass/building access for all your regional locations (if required)ManagerPrepare for local or regional orientation Manager/buddyIntroductory emails/contactManager/buddyPrepare the Key People to Meet template (see below)ManagerAdvise internal staff and other key people of the arrival of the new staff member; welcome email to all division/regional staff advising of new starters and where located etc.ManagerIdentify telephone numberManagerAdd staff member’s name to phone and any internal distribution listsManagerPrepare Week 1 Program (see below) and coordinate any hand-over notes (if required); incorporate new recruit into work plansManager/buddyStaff memberKey People to Meet ListThe table below can be adapted to suit your needs. NamePositionWhy employee needs to meet themDate and TimeGroup Leadership teamDivision/Branch Managers teamsArea/Unit Managers and teamsYour teamInternal stakeholdersExternal stakeholdersOtherWeek 1 Program: Template (Optional but recommended)Complete a Week 1 program for your new employee. Example activities are included below.DayTimeActivityPurposeMon8.50amAttend Reception area to meet ManagerWelcome, On Boarding Program briefing9.30amTeam introductionsIntroductions10.00amMeet with buddy Commence Buddy Program1.00pmCommence introduction to the roleHandover notesTueWedThuFri Checklist: Day 1 – Week 1 (in conjunction with the online On Boarding program)Plan the first day for your new employee. Action: Day 1ResponsibleCompletedMeet employee at agreed timeManagerBrief staff member on: Their online induction program and other commitments over the next week/fortnight and ensure they are aware of all pre-scheduled commitments Divisional information - priority programs, projectsWorking hours, flexible working hours, office protocols and other divisional mattersProbation process (if relevant)Manager/nomineeIntroduction to Director/Manager/ Buddy ManagerIntroduce Workstation, computer, logon details, phone list and IT support person and other support staff. Demonstrate: network login, EduMail, EduGate, and DET websitesManager/BuddyFacilities Tour: Show recruit the location of toilets, showers, kitchen (tea & coffee facilities), exits, breakout area, personal harbour, mail trays; stores cupboards, bicycle parking, eateries & coffee shop and take them on a tour of the work location including basement for deliveries and other amenities, resources, areas of interest; Explain dress code & working hours / building open hours etc.Manager/BuddyProvide information on OH&S, first aid, emergency procedures; Does the employee require a personal evacuation plan?Manager/BuddyObtain photo ID security cardManager/BuddyIntroduction to team on the floor and relevant staffManagerNew employee to update their outlook profile with phone number / mobile and their emergency contact details - (all entered in EduPay)Admin Manager/ support staffOutlook & EduMail: Assist employee to set up signature block with correct title and contact details; provide permissions for shared calendars for relevant team (as required)Admin Manager/ support staffSet up printer access on PC; and scanning to PC @ PDF on printers; Explain use of C:\ D:\ H:\ and share drives and SharePoint sites; Demonstrate use of and location of printers Admin manager/ support staffExplain how to book meeting rooms via Outlook and what technology is available in each roomAdmin manager/ support staffSend Outlook invitation to team, 1:1 and others meetings as requiredManagerProvide new starter with key DET anisational chartsYour group/region/division Strategic PlansBusiness PlansManager/nomineeExplain document management procedures (i.e. SharePoint , share drive, hard copy filing system project documentation)Manager/BuddyEnsure new employee Completes Day 1 and Week 1 of the on line On Boarding programAdditional Checklist (add/delete as necessary): First WeekActions for the remainder of week 1ResponsibleCompletedEduPay responsibilities: confirm with HR setup is complete for EduPay payroll validator or certifier responsibilities (if manager only). Explain responsibilities and provide eduPay help guides - this includes how to apply for leave online; Explain process for notification of absences / eduPay accessManagerARIBA training:Is this a financial delegate? Or will this person be processing Ariba PRs/ invoices. If so, ensure the relevant training is booked. Provide a copy of unit budget and chart of accounts and explain all expenditure they will be responsible for, and the procurement process for regional and wider DET. ManagerCreate the new employee as an Ariba user with their default profile information including supervisor, purchasing unit and charge code. Then (if applicable) transfers of devices mobile phone / iPad (MPOs) if applicableAdmin manager/ support staffVoicemail and call diverts on landline: provide instructions and set up voicemail message and any call redirects as requiredemployeeChecklist: First – Third Month ActionResponsibleCompletedDiscuss Performance Development Process (PDP) and commence development of the Performance and Development Plan; Explain PDP process and commence PDP plan for remainder of cycle year. ManagerMorning/afternoon tea catch-ups - weeklyBuddyRotating informal catch-ups – Divisional levelManager/buddyRegional: Once mobile phone and/or iPad is received and first MSE is activated on Ariba. Confirm mobile and iPad received and configured and demonstrate how to process their MSE accounts on Ariba for months reconciliationsRFM or Regional Admin manager/managerReview induction procedure so far … check that new staff member is settling in well, is on track with induction checklist and address any gapsEnsure new employee Completes Month One of the on line On Boarding programChecklist: Third MonthActionResponsibleCompletedComplete Probationary Report for ongoing employment @ 3 months if applicable)ManagerComplete PDP ManagerEnsure new employee Completes Month Three of the online On Boarding programOn boarding updates and SuggestionsManagers or their nominees are encouraged to update information that is specific to their Region/Division. ................
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