Employer Considerations

• What computer will the new employee use?

We sometimes find that older computer equipment is delegated down to new employees. If a "bump down" from another staff member is expected, please allow for extra time to allow the Helpdesk to handle two computer set-ups and fill out two PC Checklists, located at http://www.oakland.edu/uts under Help Documentation. The PC Checklist helps us ensure we get the right software installed for the new employee.

If the new employee will be using an older computer, please review the computer against the current support guidelines in the annual Desktop Computing Standards report. Some older computers are no longer supported. This report can be found at http://www.oakland.edu/uts under Help Documentation. Please verify that standard computer parts are working - keyboard, mouse, monitor, and hard disk. Monitors should have functional brightness and contrast controls. Non-working parts will require more time for replacement in the set-up process. Adequate physical security must be planned for the computer location. If a new computer is to be ordered, please order it at least six weeks prior to the employee starting work. The Helpdesk needs two week notice on all new computer installs after the completed New PC Checklist is faxed or delivered. If a new network drop box needs to be installed into the wall contact the Helpdesk and please allow sufficient time for completion.

• Where will the new employee sit?

Verify that the environment supports the employee working in ergonomic comfort. This is a significant issue with computer-intensive jobs. The monitor should be slightly below eye level, 19-30 inches from the worker's eyes, and there should be sufficient ambient light to work without screen glare. Preference should be given to keyboards, document stands and chairs that are adjustable. If the employee starts and then finds the assigned work location unworkable, it will take additional time to move them or order adjustable parts. For further help, please email helpdesk@oakland.edu or call (248)370-4357. Page 1 of 3

• What computer accounts does the new employee need?

Consideration must be given to what data this employee will be allowed to view, change, delete or distribute. The ability to access information technology services (Mirapoint Calendar, Email, Banner, printing services, etc.) is provided over a network. Access to the network is divided into two groups for security purposes: OPENNET and ADMNET. Access to ADMNET is required for direct administrative Banner access; if the employee has no need for administrative Banner access, the employee will require access to OPENNET. Employees who have no need for direct Banner access but do access Banner through SAIL will still need a network login to OPENNET for other network utilities, like network printing or Mirapoint Calendar.

Supervisors should work with employees to complete necessary forms as printed out based on the review of access guidelines (http://www.oakland.edu/uts click on Accounts). Employees should sign and deliver forms as noted on the website.

• Domain Login Account

  University employees should log into their computers using a domain account. OPENNET accounts are to be used unless the employee needs an ADMNET account. To request either account, go to http://www.oakland.edu/uts under Accounts to obtain the Account Request Form. ADMNET and OPENNET accounts require the User Access Rules form to be signed. Banner To obtain access to Banner, the employee must complete a series of paperwork: Account Request Form, User Access Rules, and the appropriate Banner module request form and have it signed by the appropriate data owners and module owners. The supervisor needs to work with data-owning offices to determine how the form should be completed and what access is required. Go to: http://www.oakland.edu/uts under Accounts to obtain the Account Request Form. NetID Email All Oakland University employees are issued an email account. There is no charge for this service to the department. This account is automatically created once Employee Relations enters employment data into Banner and is available the next day. No forms need to be filled out to request this account. Note that new employees may not be entered into Banner until after the 15th of the current month, so a delay of account availability may occur. Once the employee starts, the employee needs to follow instructions on http://www.oakland.edu/uts under Email Services to obtain information about activation and usage for the NetID account.

• What desktop software will the employee be using? The PC Checklist should be filled out for a new employee to use a computer on the Oakland University network. The form communicates to the helpdesk which software needs to be setup and the configurations that need to be changed so that the new employee has access to the network printers in the department. This form also ensures that local administrative computer privileges are changed so that employee can use the machine properly. It is important to backup the important files written by the past employees in the position the new employee is filling, as well as to note any special computer programs that were used, such as photo editing or room scheduling. Please give the Helpdesk approximately 2 week notice to install and configure a desktop for a new employee after the checklist has been received by the Helpdesk.

• What specialized departmental server access will the employee need? Please review access to networked services needed by the staff member. The new employee may require access to documents or databases stored on shared servers. This access needs to be reviewed within the department. To check the current shares a staff member is using, double click on the My Computer icon and look for any shared hard drive icons.

• What telephone will the employee be using?

The UTS Telecom team needs the following information to set up a telephone:

• Departmental contact
• Name of telephone user
• Type of telephone or telephone model number (found on the bottom of the telephone)
• Allowed calling area: campus, local, metro, Michigan, world wide
• Building, room, desk location
• Accounting information for department billing

Voicemail is available to all Oakland University employees who have a designated telephone and is offered at no charge to the department. To activate voicemail, contact the UTS Helpdesk at x4357 Please allow one week for these services to be activated after Telecommunications has received the request.

Employer Quick Checklist A quick overview of this document is provided below in checklist format. Please feel free to use this checklist to keep track of which steps have been completed:

New computer ordered and/or computer that is to be used is compared to the current year Desktop Computing Standards

Computer repair requests are made to the Helpdesk

Account request form(s) faxed or delivered to 202 KL for Banner, Mirapoint Calendar, ADMNET or OPENNET

PC (or Mac) checklists can be delivered to Helpdesk at 202 KL or faxed to x4203 or completed online (HTML) at http://www.oakland.edu/uts/onlineform/pcchecklist/