New User Requests

Please create single ticket for each (new) user.

IMPORTANT

This a single task that can help us to significantly improve our performance as a group.

Here's why:

Currently new arrivals almost never have all of the tools and resources that they require when they arrive in order to start working. For some that might mean waiting for up to a month and a half (or more) before they have access to a workstation and/or a functioning network jack.

A Single Ticket for Each New User

As part of the effort to deliver resources in a more timly manner we collect all of the required information for new user setups in a single GLPI ticket. This way everyone involved can find all of the information they need in a single location.

Lead Time

We currently recommend creating a new user request ticket as soon as a position has an your are aware of a new hire. This way work can begin on the request right away.

In other words, the more lead time you give us the better.

* Sign into GLPI using your MCIN (LDAP) account:

• https://glpi.acelab.ca/

* Choose the Create a ticket link

Here are a few short hints on filling out the ticket properly

Change the ticket type to be Request

From the Category drop down menu go to the section titled Accounts & Passwords and select New account(s) request.

* Set the ticket urgency.

* Ensure that the settings for the Inform me about the actions taken section are correct.

* No changes are required if this request will includes a request for a workstation or workstation kit.

* Set the location to the room number where the new user will be located. If the location has not been decided on or not available in the drop down list, leave the option as it is.

* Other people who should be kept up to date about the ticket status can be added to the Watchers list.

* IMPORTANT - In the title replace <firstname> with the (new) users first name and <lastname> with the users lastname. It should look something like this when you are finished editing it:

New account request for Alanis Obomsawin

The description section will include form to fill out.

Taking the time to collect all of the requested information before submitting the form means the the entire the ACELabs IT Team, The MCIN IT Team as well as you and any watchers will have all of the information required to ensure that our new co-workers has a smooth transition and welcome to ACELabs as well as all of the resources they require in order to do great work with us.

Here is an example of a the Description form, please feel free to make suggestions for improvements:

Delete this line and edit the following item to reflect the
user you are making the request for.

Sponsor: Managers or sponsors name replaces this text here

New account(s) and equipment request for: 

First Name      : Rida
Last Name       : Abou-Haidar
Start Date      : 2015-12-30
Email address   : REQUIRED
Location*       : 1080, room 999, wall port D-56

* if this is for an on site user please include the street
address number (ie 527), the room number and the users wall
or switch port. If this is off site please included the
name of the users organization.

Equipment Requested* : Workstation Kit, Lavalamp, Rubber Ducky

Equipment Approval   : Reza

Accounts Requested** : None

Role(s)***           : Developer

Status****           : Full Time

Expected end date (if any) : Never

Deactivation and archive plan : 

- Deactivate account on end date? : Y
- Preserve users home directory? : Y
- Other deactivation requirements :

Additional Notes:

(end of form)
=====================================================================
Erase everything below this line once you are done with it.

* Equipment examples

If the user already has some equipment make sure to
request each of the items the user requires. If
the user needs "everything" request a "Workstation Kit"

- Workstation, Keyboard, Mouse, UPS
- Workstation Kit

** Account examples
List as many as required for this user only.

- None ( User already has all the accounts they need )
- LDAP (required for all users)
- GLPI (required for all users)
- REDMINE
- Others

*** Role Examples:

- Researcher
- Staff developer
- Summer student - researcher
- External collaborator
- IT staff
- Manager / Administrator
- Visitor / guest

**** Status examples:

- Full time
- Part time
- Short term contractor