DOM IT Onboarding Initiative
Project Overview
The DOM-IT Onboarding Initiative will bring a consistent experience for IT support to all employees within our department. This project will also ensure all computing devices in DOM are secure and compliant with UW IT compliance requirements.
This is a large project that includes virtual meetings with many individuals throughout various DOM units, projected to take upwards of 8 months to complete. We will be adding additional staff to the DOM-IT helpdesk to maintain the high quality of IT support that we have been recognized for.
This change also shifts the costs of IT support from local units to the central department. While these changes are significant and costly, this investment reflects how serious DOM takes IT security, as well as our commitment to providing excellent service and support.
Logistics
DOM-IT has been working with the Chair’s Office for months to vet an onboarding process.
Effective 7/1/2024 all DOM workforce members may call or email the DOM-IT helpdesk for assistance with IT issues. From 7/1 we will take support calls from all DOM members even if they haven’t been onboarded yet.
If you are currently supported by DOM-IT, nothing changes.
If you are not currently supported, you can expect an email to schedule the onboarding process, which will include a review of your current IT equipment and reconfiguration of your devices. Necessary upgrades (memory and SSD) to equipment will also be performed, if needed. These initial upgrades will be centrally funded . During your onboarding meeting, we will address any questions to ensure a smooth transition. This meeting is expected to take 30 to 45 minutes.
The order in which we onboard workforce members has been based on our experience onboarding other large clients throughout DOM and SOM. Onboarding will start by scheduling individuals with the highest level of risk and then work through cross-divisional groups. An effort will also be made to group functional units together, such as research labs.
When DOM-IT is ready for individuals to sign up for an onboarding meeting they will receive an email invitation to sign up using the online Microsoft Bookings application. Using this service, you can choose a time that works best for your schedule within the upcoming 30 days. Reminder emails to sign up for your onboarding will be sent out until a response is received, for 2 weeks. People unable to respond will be rescheduled for a later date.
Account Management
Local management will no longer need to request new accounts or closures for employees that are listed in Workday. DOM-IT has developed new tools to track and manage IT onboarding and offboarding. DOM workforce members that are listed in Workday will automatically receive IT support. Workforce members will have their IT access disabled automatically upon separation from DOM, unless an access extension is requested by their management.
The user support level selected for each DOM workforce member will be based on historical need of currently active accounts for similar roles, from our current clients throughout DOM and SOM.
Our plan is to provide IT support to all department employees (with a few exceptions, e.g. FHCC-based employees working on other networks).