New User Account Provisioning

Employee Details

• Full legal name (as it appears on government ID)
• Preferred first name (if different from legal name)
• Employee ID number
• Start date
• Employment type (full-time, part-time, contractor, intern)
• Personal email address for pre-start communications
• Personal mobile phone number

Organizational Information

• Department and cost center
• Job title
• Office location and building
• Reports to (direct manager name and email)
• Team or group assignment

Access Requirements

• Role-based access template (if applicable)
• Specific applications and systems needed
• Security clearance level (if applicable)
• Special access requests
• Distribution lists and shared mailboxes

Equipment Requirements

• Laptop model based on role (see Laptop Upgrade Policy)
• Monitor requirements (single, dual, ultrawide)
• Peripherals (keyboard, mouse, headset, webcam)
• Mobile device (if required by role)
• Docking station or adapters
• Special software or tools

Core Systems

• Active Directory Account: Network login and authentication
• Email Account: Microsoft 365 or Google Workspace mailbox
• VPN Access: Remote network connectivity
• WiFi Access: Corporate wireless network credentials
• Intranet Portal: Company information and resources
• IT Service Desk Portal: Submit support tickets and requests

Collaboration Tools

• Microsoft Teams or Slack workspace
• Video conferencing licenses (Zoom, Teams)
• Cloud storage (OneDrive, Google Drive, SharePoint)
• Calendar and scheduling tools
• Document collaboration platforms

HR and Administrative Systems

• HR management system (payroll, benefits, time off)
• Learning management system
• Employee directory
• Expense reporting system
• Time tracking system (if applicable)

Standard Format

• Username: firstname.lastname (e.g., john.smith)
• Email: firstname.lastname@company.com
• Display Name: Firstname Lastname

Conflict Resolution

If the preferred username already exists:

1. Add middle initial: firstname.m.lastname
2. Add number: firstname.lastname2
3. Use preferred name if specified
4. Consult with hiring manager for alternatives

Authentication

• Temporary password provided (must be changed on first login)
• Multi-factor authentication (MFA) required
• Password complexity requirements enforced
• 90-day password expiration policy

Device Security

• Full disk encryption enabled
• Mobile device management (MDM) enrollment
• Endpoint protection and antivirus
• Automatic screen lock after 5 minutes
• Remote wipe capability enabled

Data Security

• Data loss prevention (DLP) policies applied
• Email encryption for sensitive content
• Cloud backup enabled
• Access logging and monitoring

Laptop Configuration

1. Install latest operating system and updates
2. Join device to company domain
3. Install standard application suite
4. Configure email and calendar
5. Install role-specific software
6. Enable security features and policies
7. Create local admin account for IT support
8. Apply asset tag and record in inventory system

Standard Software Installation

• Microsoft Office Suite or Google Workspace
• Web browsers (Chrome, Edge, Firefox)
• VPN client
• Antivirus and endpoint protection
• Video conferencing software
• Password manager
• Adobe Acrobat Reader
• Compression tools (7-Zip, WinRAR)

Desk Setup

• Laptop, monitor(s), keyboard, and mouse
• Docking station and cables
• Phone (if applicable)
• Headset for video calls
• Power strips and cable management
• Welcome packet with IT quick start guide

Phone Provisioning

• Assign phone number
• Configure voicemail
• Add to company directory
• Set up call forwarding if needed
• Provide voicemail PIN

Welcome Email

New employees receive an automated welcome email containing:

• Username and temporary password
• Instructions for first login
• Link to IT onboarding portal
• IT service desk contact information
• Scheduled IT orientation session time
• Security awareness training enrollment

IT Orientation Session

New employees attend a 30-minute IT orientation covering:

• System login and password change
• MFA setup and registration
• Email and calendar configuration
• VPN setup for remote work
• IT policies and acceptable use
• How to request IT support
• Overview of available tools and systems

First Week Tasks

New employees must complete these tasks within the first week:

1. Change temporary password to secure permanent password
2. Set up multi-factor authentication
3. Complete security awareness training
4. Review and acknowledge IT policies
5. Configure mobile device for work email
6. Test VPN access from home
7. Join required Teams/Slack channels

Contractors and Temporary Workers

• Limited access based on contract scope
• Account expiration date set to contract end date
• No access to sensitive internal systems
• Additional security restrictions applied
• Sponsor employee required for access requests

Interns

• Standard employee access with some restrictions
• Account expires at internship end date
• Manager approval required for sensitive data access
• Assigned to intern-specific distribution lists

Remote Employees

• Equipment shipped to home address
• Virtual IT orientation session
• Enhanced VPN and remote access setup
• Additional collaboration tool licenses
• Remote support phone number provided

Executives and VIPs

• Priority provisioning timeline (5 days)
• Premium equipment and accessories
• White-glove setup and support
• Direct IT contact assignment
• Enhanced security and privacy settings

Standard Access Requests

1. Manager submits access request through IT portal
2. Specify application or system needed
3. Provide business justification
4. IT reviews and provisions access within 24 hours
5. User receives notification when access is granted

Elevated Access Requests

Access to sensitive data or administrative systems requires:

• Manager approval
• IT Manager approval
• Security review (for high-risk access)
• Compliance training completion
• Annual access recertification

Automatic Group Assignments

• All Employees
• Department-specific groups
• Office location groups
• New hire orientation group (removed after 90 days)

Manager-Requested Additions

• Project teams
• Specialized interest groups
• Cross-functional committees
• Social and activity groups

Account Verification

1. Test login to all provisioned systems
2. Verify email delivery and calendar functionality
3. Confirm access to required applications
4. Test VPN connectivity
5. Validate permissions match role requirements

Equipment Testing

1. Power on and verify OS functionality
2. Test all installed applications
3. Verify network and internet connectivity
4. Check peripheral device functionality
5. Confirm security settings are applied

Pre-Start Checklist

• Ensure HR has submitted new hire request 10 days before start
• Review and approve role-based access template
• Submit any additional access requests
• Confirm equipment specifications are correct
• Identify team members for initial collaboration setup

Day One Support

• Welcome employee and introduce to team
• Confirm IT equipment is ready at workspace
• Ensure employee attends IT orientation
• Provide overview of tools and systems used by team
• Address any immediate access needs

Immediate Issues (Day 1)

• Contact IT service desk immediately
• Priority support provided for new hires
• Dedicated IT staff available during onboarding sessions

Ongoing Support

• IT provides enhanced support during first 30 days
• Weekly check-ins automated via email
• Feedback survey sent after 30 days