New Starters
When a new starter service request is filled out, a ticket will be created and added to the “Starters/Leavers/Movers” queue. This queue MUST be checked every morning to prioritise the requests correctly.
User accounts MUST be created at least 3 days prior to their start date and the details MUST be emailed to the requester of the new account. Accounts can be created earlier than 3 days if needed to setup a device for the new user or if we know we will not fulfil the request in time i.e. over Christmas.
Base Licenses
- Microsoft 365 Business Premium – Anyone office based who uses a computer for BAU
- Microsoft 365 Business Basic – Users who only use a phone - Maintenance, cleaners etc.
- Microsoft 365 Business Voice – All users of computers and phones
- Microsoft Defender for Cloud Apps – All users
Core Details
Every user created should contain the following core details:
- Name
- Job Title
- Department
- Phone number – Mobile, Teams land line or both
- Full address and office name for their contracted office
- Company Name(in Azure AD) – ESP or HS
- Manager
Core Groups
Core groups to be assigned to all users:
- All Teams
- All Hello Student Teams (Operations only)
- Exclaimer signatures applied
- Birmingham Hub or London Hub
- ESP - * (For Empiric assign the correct department)
- City - * (For site teams assign the correct city)
- Software – Deploy Core Applications
- Software – Mimecast SSO
- Software – Proofpoint Security Education
- Software – Reward Gateway
- Software – Workplace
Additional groups and/or SharePoint sites will be requested on the New Starter form so ensure these are assigned correctly. Always seek approval if you are unsure whether the user needs those permissions. It is never wrong to challenge access if you feel there has been an error i.e. a CSA needing access to Payroll or MSM needing access to the ESP – Property folder.
Access to Offices
Based on the Office location of the staff member, London or Birmingham, we MUST ensure that the user is given access to the office on their first day. For Hop Yard this is the Paxton Key system and for Birmingham it is the key cards (make note of the card number and who has it as an Asset)
Assets
If the new user is replacing another and there are assets to reassign or if it is a new position, we MUST follow the Equipment Deployment Process.