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Branch the process early to  make Totally  different paths. 

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Branch the process early to  make Totally  different paths. 

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Staff relocation
New Staff
Move furniture ( no I.T. components )
New Network Connection required

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1. To replace the ARF form with an online version for the purpose of setting up a new POI's 

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1. To replace the ARF form with an online version for the purpose of setting up a new POI's 

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The instructions need to be provided at the point of input in the request

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The instructions need to be provided at the point of input in the request

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(i) icon for more information

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Can additional accesses be managed with this platform separate to a new starter or a relocation?

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Can additional accesses be managed with this platform separate to a new starter or a relocation?

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Minimise data entry required for simple requests

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Minimise data entry required for simple requests

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Only present the relevant sections of the request depending upon the responses provided.

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Only present the relevant sections of the request depending upon the responses provided.

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No workflow to CCM if only basics required.  Will automatically route to CCM when additional resources required

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No workflow to CCM if only basics required.  Will automatically route to CCM when additional resources required

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Relocation should include option for New PC

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at the 3 month review of the new process. Identify 3 people who are using the system well, and ask them for feedback. ( continuous improvement )

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Not enough space available which causes problems when allocating space.

Roles and responsibilities for space. Space Governance in particular for remote campuses.

Disconnect between AMS and remote campus managers in relation to space allocation.

AMS rely on Schools to recommend space allocation. Remote campuses oftern don't have school administration on the ground.

Sometimes allocate staff across mulitcampuses

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Point in time for allocation of space - move closer to recruitment process

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A delegate may need to be able to see the progress too

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A delegate may need to be able to see the progress too

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Hardware Catalog should be included - Approval in some cases will be needed.

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Hardware Catalog should be included - Approval in some cases will be needed.

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Ideally all items should be possible to choose pc, laptops, mobiles)...

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ARF form. If account already exists prepopulate with available data.

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Consistent access and consumption of resources across multi-campuses. Easy to consume.

* Fraser coast / Caboulture - Loaner resources (e.g. laptop) supplied as stop gap measure. The real laptop is then never allocated.

* Swipe access for sessionals - access to sessional staff space.  Access at alternative spaces.

* Printing - Follow-me printing. Unsure how to access printers, consistency.

* Phones diversion

* Inductions for SCHI

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Can additional accesses be managed with this platform separate to a new starter or a relocation?

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Can additional accesses be managed with this platform separate to a new starter or a relocation?

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All information to be available in dropdowns from a central database so anyone can complete forms

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All information to be available in dropdowns from a central database so anyone can complete forms

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If anyone can submit the request, then first step could be sent to cost centre approver to approver

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Time savings need to extend to others in the process too. With a stable workforce, but more campuses coming, all should benefit from automation and efficiency initiatives

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Time savings need to extend to others in the process too. With a stable workforce, but more campuses coming, all should benefit from automation and efficiency initiatives

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Define 'SLA' for all staff, as not all departments use 'SLA's

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Rather than send a task for each step can we use SN's self service interface to show the progress

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ARF remains open until all areas completed eg SDrive, pc supplied. Who closes ticket - staff member, supervisor, organisation admin?? Keep as single ticket with IT internal tasks/requests.

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ARF remains open until all areas completed eg SDrive, pc supplied. Who closes ticket - staff member, supervisor, organisation admin?? Keep as single ticket with IT internal tasks/requests.

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Easy view to see the status of each process
All process owners to update

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Ability to make modifications at a later date (same person's account) without needing to fill out the whole ARF

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Ability to make modifications at a later date (same person's account) without needing to fill out the whole ARF

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Can we assume that EMPLID must already exist to start the ARF process?

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Can we assume that EMPLID must already exist to start the ARF process?

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Define business service to  user relationships

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Define business service to  user relationships

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How will we determine what the standard business service to user / role relationships are? Automatic provision will require this to be defined somewhere. Perhaps that's what item 13 is for?
Items 14 and 16 relate.

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Important for physical and digital security, especially when staff relocate within areas at USC (due to role change or secondment): buildings, shared drives, systems.

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Staff accounts are not getting closed off effectively. Staff may be collecting access they don't need for their new role.

Visibility of what access a user already has while filling in ARF would prevent this

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* Bulk import via HR to AMS. Weekly list. Needs to be updated for remote campuses as these sites currently need to fill out the ARF. (AMS to add remote sessional spaces to access).

* student load demand creates need for last minute staffing.

* Often bring own resources e.g. laptop, bulk import for AMS space allocation.

* Science staff, require extras like Lab inductions.

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Opening and saving the form needs to be intuitive

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Opening and saving the form needs to be intuitive

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Online forms should be intuitive  . The form should be dynamic - Help at each field 

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Online forms should be intuitive  . The form should be dynamic - Help at each field 

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This would be for systems that require a systems administrator to manually provision users into a system?

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This would be for systems that require a systems administrator to manually provision users into a system?

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* Professional staff
* Academics (more similiar to professional staff, as they are allocated a desk and are fulltime)
* Sessionals (Are less located to be allocated)
* POIs
* HDRs

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Who should be contacted at each point of the process?

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Process similar to the travel Req form - information pulled directly from Peoplesoft - When filling out the form, it knows who you are

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Process similar to the travel Req form - information pulled directly from Peoplesoft - When filling out the form, it knows who you are

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Free text fields will still be needed in some places on the form

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Lack of a Consistent Process across Schools

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Lack of a Consistent Process across Schools

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Often aren't aware

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ARF forms should only be filled out by CCM's or approved delegates, who have be trained on best practice

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When you select 'this' then you see 'that' > so the form is not confusing with too many options. Guide the user when they are filling it out so they only see the relevant information.

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Include Contact Information if Staff have a question or want to follow-up.

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With definitions!

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Campuses need to be included in the ARF. They need to be informed about the new starter at any step of the process.

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Campuses need to be included in the ARF. They need to be informed about the new starter at any step of the process.

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Easiest way to request access to IT is to provide a username to be replicated from.

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This new Matrix could provide the framework for filling in the form, narrowing down the options per selection.

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Very important. Huge undertaking which may need to be a separate project.

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New starters sometimes need a laptop rather than a desktop. This option needs to be made available to the requester when the form is filled out. If would be beneficial if the requester can also approve payment for the increased cost of a laptop, 2 monitors , docking station etc at the point where they are asking for a PC.

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New starters sometimes need a laptop rather than a desktop. This option needs to be made available to the requester when the form is filled out. If would be beneficial if the requester can also approve payment for the increased cost of a laptop, 2 monitors , docking station etc at the point where they are asking for a PC.

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Better integrated with HR and Consistent Business Process regardless of Allocation

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Better integrated with HR and Consistent Business Process regardless of Allocation

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Issues arise when sessional start date is a couple days before they are due to start teaching, as they can't prepare for their classes before semester commences. Accounts aren't active until official start date.

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Who will answer these questions? Will they be directed to the most relevant team?

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ARF request remains open until client confirms all needs have been met

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ARF request remains open until client confirms all needs have been met

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Satisfactin rating too?

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Ability to check where an ARF is at for another user.

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Ability to check where an ARF is at for another user.

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* Should be limited within Cost Centre or location
* Should be limited to workflow status info, not the details ... i.e. privacy

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Perhaps the ability for multiple staff to see the progress of the ARF form

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Perhaps the ability for multiple staff to see the progress of the ARF form

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Staff member or supervisor acknowledges all elements of the ARF to be completed before the ticket is closed

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Staff member or supervisor acknowledges all elements of the ARF to be completed before the ticket is closed

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This requires further definition / fleshing out. Happy to assist. You know who I am :)

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SCHI's processes differ. Gill Adams can provide context

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SCHI's processes differ. Gill Adams can provide context