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Onboarding and Change Procedures If the hire is for a new position (not replacement) and the new employee will require a computer, inform IT at time of Job Posting. It now takes us 2-8 weeks to acquire new hardware. If we don’t get notice of a new hire until the day they start, your new employee could be without a computer for at least 2 weeks. Document and communicate the Software and Hardware requirements for your employee with HR. Will they need a computer? Will they need a physical desk phone? Will they need access to NetSuite? Will they need Adobe Photoshop, Illustrator, Acrobat, etc. Will they need an Email Address and Teams access? Will they need any additional software not listed? Collaborate with HR on whom will communicate with IT. Don’t assume HR will submit any requests, ask HR to submit the request or let HR know you will handle it. Request: Fill out the Employee Onboarding Form: https://hpg.li/Onboarding You will have to sign in with your HPG Brands account. Fill out the form as completely as possible. Be Responsive when IT Emails you with questions about the new hire. Offboarding/Termination Procedures Fill out the Employee Offboarding form: https://hpg.li/Offboarding Fill out the form as completely as possible IT will grant access to the employees' manager, however, forwarding must be requested and defined through the appropriate form option. Collect any computer hardware assigned to the employee and return it to IT Collect Key Fobs and Return it to HR or IT (or other responsible party) Collect security tokens that were assigned to the employee, IT can let you know if one was assigned to them Offboarding SOP IT will follow the below procedure for all employee terminations/offboarding unless directed otherwise: End all open Microsoft 365 sessions Disable Microsoft 365 sign in Disable computer sign in Disable NetSuite/ERP accounts Disable RingCentral/Zoom Account Disable other IT Managed Accounts (Jira, FrontApp, etc) Disable building access (where IT Manages building access) Disable hardware tokens Convert mailbox to Shared Mailbox Assign access to Mailbox to manager or others as directed Forward Messages only if requested Apply autoreply to mailbox stating the employee is no longer with the company and provide generic contact information unless directed otherwise Un-assign Licensing After 3 months: User and their addresses will be soft deleted from Office 365 Office 365 will retain Mailbox and Files for 2 years Mailbox and Files will be retained in backups indefinitely Email will stop being deliverable to mailboxes at this time. Email addresses can be re-assigned to a Shared or User Mailbox upon request. Email addresses can be reassigned to other employees if needed to retain them for longer than 3 months. Under exceptional circumstances we will maintain a former employee’s inactive mailbox for longer than 3 months, but IT Management and Decision makers will address this on individual basis, managers have the responsibility of ensuring they can function independently of the former employee’s mailbox within that 3-month period. IT Staff and Management will not permit