SOPs: Standard Operating Procedures

 

SOP for HR Project in JIRA

 

This project is used to track people with active access to ISIS resources. ISIS resources include physcial spaces like buildings, networks, websites, and other online tools and software. The HR project is complimentary to the SEAT, KEY, and FOB projects in order to track physcial access to ISIS spaces.

 

1 HR issue = 1 unique person with access to ISIS

 

When to create an HR issue

  1. The Admin manager creates an HR issue when there is a person who needs access to ISIS resources.
    1. Remember to search for a person in case they have an existing ticket from the past.
    2. Anyone who is added as an HR issue needs to have an official affiliation with VU and ISIS. Official affiliations may be employment, student enrollment, or collaboration through the Visiting Scholar process.
  2. The Admin manager sets the workflow status to "To Do".
  3. The Admin manager enters fields 1-12 and 14-21.
  4. The Admin manager assigns the ticket to ISIS IT.
  5. ISIS IT enters fields 13 and 22, and reviews 19 and 20.
  6. ISIS IT grants appropriate permissions and places in appropriate groups.
  7. ISIS IT assigns issue to Admin manager.
  8. The Admin manager confirms all fields are complete.
  9. The Admin manager sets the workflow status to "In Progress".


 

How to create an HR issue

  1. The Summary field should read: First_Name (Known_Name) Last_Name - Status
    1. The First Name should be how they appear in Oracle.
    2. The Known Name can be what the person goes by if different from the First Name.
    3. The Last Name should be how they appear in Oracle.
    4. The Status should be one of the following: Active, Inactive, Onboarding, Offboarding
  2. The Attachment section should contain the job description.
  3. The Component should contain their Assignment Category:
    1. Faculty - includes tenured, tenure-track, and research
    2. Grad - includes research and teaching assistantships
    3. Intern/Observer -
    4. Non-research - includes Admin, IT, and other non-research staff
    5. Postdoc - Postdoctoral Scholars
    6. Research - includes Engineers, Architects, and Scientists
    7. Service - for Plant Ops, VUPD, VUIT
    8. Summer - for summer program participants
    9. Undergrad - includes student workers
    10. Visitor - includes Visiting Scholars
    11. VTS - Vanderbilt Temporary Services
  4. The Description can be used to capture notes about the person or role.
  5. The Supervisor field should list the manager as they appear in Oracle.
  6. The Issue Type should be Task.
  7. The Reporter should be the person handling the hiring process.
  8. The Start Date should be the date that the person starts.
  9. The End Date should be the date that the person is terminated.
  10. The Position Type should mirror the Component field.
  11. The Title should be the Job Title as it appears in Oracle.
  12. The VUNet ID should contain the person's ID once it is created.
  13. The ISIS Fob field contains the fob number assigned to the person.
  14. The Linked Issues should have "depends on" selected.
  15. The Issue field should be populated with related issues from the SEAT, FOB, and KEY projects.
  16. The Personal Phone field should contain and non-VU phone number in case of emergencies.
  17. The Personal Email field should contain a non-VU email in case of emergencies.
  18. The Vanderbilt Email field should contain the person's Vanderbilt Email address.
  19. The 17th Ave Suite Access should have either "None" or "Yes" selected depending on if they need access to the 17th Ave space.
  20. The CUI field should have either "None" or "Yes" selected depending on if they need access to CUI.
  21. The Assignee should be the person helping with hiring. It should be unassigned when the hiring process is complete.
  22. The ISIS Tag field should contain the inventory tag number for the device the person is using.
  23. The Comment field can be used for any comments related to the issue.


 

What to do when a person leaves

  1. The Admin manager receives notification that a person is leaving or no longer needs access to ISIS resources.
  2. The Admin manager updates the Summary to "Inactive".
  3. The Admin manager assigns the issues to ISIS IT.
  4. ISIS IT deactivates the fob.
  5. ISIS IT removes permissions and group memberships.
  6. ISIS IT reassigns the issue back to the admin manager.
  7. The Admin manager unlinks the related issues.
  8. The Admin manager confirms the fields are complete.
  9. The Admin manager updates the workflow status to "Terminated".