Team Lead Checklist for New DTS Team Members

Team leads are responsible for tracking new team members' onboarding in Github:

Create an epic "Onboard [Name]" with two issues:

• "Perform DTS Team Lead onboarding tasks," assigned to yourself and the new team member's supervisor—i.e. the person who will sign their timesheets. Copy and paste the checklist from this page into the issue body.

• "Perform DTS onboarding tasks," to assign to the new team member once they have a Github username. In the meantime you can direct them to the Welcome to DTS Gitbook page.

• Add these checklists into the issue bodies. If you have issues with formatting, you can take these steps:

  • Copy text below

  • Convert it to Markdown using Paste to Markdown

  • Copy ☝️ and use Text Cleaner to replace bullet points with task lists. Find "- "and replace with "- [ ] "

Hardware & Office

• Request necessary hardware from Scott. Do this as soon as possible to ensure he has enough lead time to acquire equipment. Make sure they get a laptop, power supply, monitors, keyboard, mouse, and docking station. Some team members also need a CoA phone.

• Coordinate with Diana to assign their desk and obtain an ergonomic chair.

Network Account & Distribution Lists

If the employee is using city-issued equipment, submit a New Employee Request Form. Otherwise, use submit a Third-Party Remote Access Request Form.

New Employee Request Form

• Submit a New Employee Request Form to create a CoA network account, eAccess PIN/HR Portal, and phone. Under "Network Account Information," write Shared mailbox: [e-mail] (needs Send-As permission); Distribution lists: [e-mail] and [e-mail].

Third-Party Remote Access Request Form

For a full (18 page) explanation of this process, refer to CTM's Third-Party Remote Access Request Quick Reference Guide. In short:

• Have the employee sign the City of Austin Third-Party Remote Access Connection Acceptable Use Agreement.

• Submit a Third-Party Remote Access Request Form on Service Now, including the acceptable use agreement with

Next Steps

After the network account is created and you have their @austintexas.gov email address:

• Ask Amenity or Diana to add the new team member to 1Password.

• Ask Amenity or Diana to add the new team member to City of Austin Slack.

• Ask Diana or Karo to add the new team member to DTS SharePoint.

• Add them to all relevant Slack channels and introduce the new team member to everyone in the main DTS channel.

• Schedule time to give them their computer and show them around the office.

• Add "Welcome (name)" to the agenda for the next team meeting.

• Schedule a one-hour DTS Team Orientation. It should include Peggy and all team leads.

• Ask Amenity to schedule DTS Product Ops training.

• Schedule Biweekly 1x1s.

• Forward biweekly Sprint calendar events.

• Invite new team member to relevant agile ceremonies — Planning, Backlog Refinement, Retro.

• Invite new team member to other regular meetings — DTS Team Meetings, Syncs, Show & Tell.

• Ask Diana or Karo to schedule Service Desk training.

After they've created their Google and Github accounts:

• Share the DTS Google Drive with the new team member.

• Ask Amenity or Frank to add the new team member to the City of Austin Transportation Github team. This should automatically add them to the City of Austin Github organization.

• Invite the new team member to the City of Austin Zenhub organization.

• Add the new team member to Gitbook.

After they notify you that they've uploaded their headshot:

• Add them to the DTS Orientation presentation team slide and the slide for the team they are joining.

After they notify you that their Miro account was created:

• Add them to the Austin Transportation and Public Works Miro team.

Once HR has added regular/temp employees to the UKG timekeeping system, their supervisor—Peggy, Amenity, or Diana— must:

• Set up their schedule plan.