Created: 3/6/24

Updated: 2/11/26

IT Onboarding for New Colleagues

Phase 1: Create User

• Validate New Hire IT Access Checklist has been completed. 
  1. P:\IT\Documents and Procedures\Onboarding\New Hire IT Checklist.docx
  2. Discuss Technology needs with requestor. 

• Copy New Colleague info into “import_create_ad_users.csv”. 
  1. P:\IT\AD_Add\import_create_ad_users.csv
  2. Double check spelling and username format.

• Open PowerShell as an Admin. 
  1. Change Directory to the File server.
     • CD \\dsp-sc1-data.drphillipscenter.biz\departments\IT\AD_Add
  2. Run script. 
     • ./create_ad_users.ps1
     • *Wait ~30 mins for AD Replication to take place. 

Phase 2: Licensing, Security Groups and Distro Groups

• Open Microsoft 365 Admin Portal
  1. https://admin.microsoft.com/Adminportal/Home#/homepage

• Open Active Users and search for the New Colleague.
  1. Click name to open.

1. Switch to Licenses and Apps. 
   • Assign “Office 365 E3” License.
   • *May need Senior IT Analyst or IT Manager to purchase

1. Switch to Account Tab
2. Select Manage Groups
   • Assign Memberships based on New Hire IT Access Checklist. 
   • *IF Full-Time: Add Colleague to their Department FT Group.
     • **Adding to Department FT Group takes care of any requests to add to “All Staff”. 
   • *IF Salary: Add to “DPC Salaried Staff” Group.

• Open “Active Directory User and Groups” as an Admin on your desktop. 
  1. Right Click on “drphillipscenter.biz” select “Find”.
  2. Search for New Colleague. Double click to Open.
  3. Edit Description to match Job Title.
  4. Switch to “Member Of” Tab.
  5. Add Security Groups (P:\ Drive Access) based on New Hire IT Access Checklist.
     • Add to “Employees” group. (S:\ Drive Access)

Phase 3: DUO, MFA, Verizon Phone, Tessitura, etc.

• Setup DUO
  1. *May need Senior IT Analyst or IT Manager to setup.

• Setup MFA 
  1. *May need Senior IT Analyst or IT Manager to setup.

• Setup Verizon Phone
  1. https://webexcallingus.verizon.com/rep/ 
  2. Switch to Users Tab
  3. Select “Set Up a User”
  4. Enter New Colleague name and email address.
  5. Assign an available Number and Extension
     • Or reassign based on New Colleague IT Access Checklist.
  6. Assign Number to Physical Phone.
     • Based on MAC Address of Phone.
  7. Reset Voicemail PIN.
     • Search for User and select, “Actions”, “Reset Voicemail PIN”.

• Setup Tessitura Access
  1. Reach out to your Senior IT Analyst or IT Manager for account provisioning.

• Setup Artsvision Access
  1. To create new ArtsVison users reach out to the guest services coordinators via email. 
     • Anthony Maury ([email protected])
     • Sashey Colon ([email protected])
     • If above contacts are unavailable, reach out to Zakiya Smith-Dore ([email protected])
  2. Include the user(s) name and email address in the body of the message. An email will be sent with their login information from the guest services side.

Phase 4: Setup Laptop

• Sign New Colleague Account into assigned Computer.
• Sign New Colleague Account into Outlook and other Microsoft Accounts.

Questions?

Author: JW Madonna

Email: [email protected]

Phone: 407-839-5005 x5005