New Employee Tech Onboarding

Successful hires start with preparation. However, IT Solutions (ITS) can only grant technology access after HR has fully processed the hiring paperwork and the Portal account has been created.

Good news: supervisors and new employees can complete several self-service steps to help ITS begin setup sooner.

Supervisor Responsible for Granting Access

Supervisors are responsible for granting the following access to their employees as needed:

Network & Collaboration Access (Granted by Supervisor)

• Add the new employee to X-Drives in the Portal
• Add to Google Shared Drives
• Add to Microsoft Teams
• Grant delegate access for email and calendars (Outlook Email/Calendar or Gmail / Google Calendar)

System Access Requests (Requested by Supervisor)

• Complete the New Employee Tech Onboarding form to initiate ITS provisioning.
• Colleague / Student Self-Service (Staff only)
  • Email hrrecords@twu.edu  to request a person record for the new hire in Colleague. 
• Oracle Cloud
  • If specific roles or access are needed, submit an Oracle Cloud ticket.
    • Review roles assigned to another user in a similar position to identify which roles should be requested for the new employee.
    • To view Roles and Delegations, sign in to Oracle Cloud and go to Me > Roles and Delegations

Note: Access to Oracle Cloud is granted after the employee’s assignment start date. TWU Employee Role is automatically provisioned on the hire date, allowing access to the employee’s record and timecard within Oracle. 

• RingCentral (Phone System)
  • Visit the RingCentral Request page and click Request Service.
• Domain Change (if applicable)
  • Students use the Pioneer domain; faculty/ staff use the FS domain. If the new employee was previously a TWU student, submit a service request to change their account to the FS domain.

New Employee's Responsibilities

Once Human Resources processes the hiring paperwork, the new employee can complete the following steps:

• Create a Portal Account
• Setup Google 2-step Verification and Microsoft 365 MFA 
• Request a Colleague account (if applicable)
• Complete mandatory training:
• FERPA
• Environmental Health & Safety (EH&S)
• Information Security Training
• Request keys and TWU ID card access
• Set up Parking (if applicable)
• Request VPN access (for off-campus network access)

Hardware & Equipment Setup

• Review the Computer Allocation and Replacement Service for hardware details.
• Each department’s Property Administrator must notify Property Control of any asset transfers or newly assigned assets. For questions, Property Administrators may contact assets@twu.edu 

Resources

• Logging into Oracle Cloud
• Oracle Cloud Resources for HR
• Technology Onboarding Bridge training 

Support

Contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, submit a request through the Technology Service Center, or submit a request by clicking Request Service on this page.