ADVS IT New User Access Request

NEW HIRE IT REQUEST FORM

REVISED OCTOBER 2023

This form is for ADVS HIRING MANAGERS ONLY. Recognized as persons of authority to request agency IT resources and capabilities mentioned in this form.

TERMS

1. Allow 7 business days for completion of this request.

2. Prior to Start Date, Submit this form for:
- Account creations, i.e. Windows or Email logins ONLY - 2 business days
- Account creations AND computer equipment deployment - 5 business days
3. The New Hire Consent Form must be completed and submitted prior to releasing account credentials.

4. After HR New Employee Orientation (NEO) schedule an appointment for IT onboarding and allocate up to 90 minutes for this process.

5. Authorized hiring managers must be an Agency employee.
- Contractors are NOT authorized to submit this form.
- New Hires are NOT authorized to submit this form on their behalf.
6. New Hire IT account credentials will be conveyed during their IT onboarding.

7. Contact IT Service Desk at it@azdvs.gov or telephone 602-263-1848 if you have any comments, questions, or issues.

FORM SUBMISSION

To AVOID delays/errors in this process, it’s necessary to enter the required information and ensure its’ accuracy. If there are areas that doesn’t apply to the current request, annotate with N/A. If additional information is needed to explain the request, enter that information in the Additional Comments Section of the form.

Requesters are expected to read all the contents within this form. If there are any questions concerning this form notify IT for assistance prior to submission.

DELAY NOTIFICATIONS

Requesters will be notified immediately by email of any delays caused by the IT department.
Requester's Agreement*

Request Date

MonthDayYear
Date
equipmentETA

MonthDayYear
Date
Requester's Name (typically hiring manager)*

First NameLast Name
Requester's AZ State Employee ID# (EIN)*
#123456 for temp/contract
Requester Position/Title*
Requester's ADVS Email Address*
New User's Full Name (assure CORRECT LEGAL spelling as it is in HRIS - names must match)*

First NameMiddle Initial (if any)Last Name
When User's Name is at all unique, please UPLOAD an on-boarding document with User's Name SPELLED CORRECTLY to reduce errors (e.g. resume, job application, driver license)

Browse Files

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New User's Proposed Agency Email Address. Must use formula: firstinitiallastname or firstinitialmiddleinitiallastname. Must have @azdvs.gov as suffix.
e.g. jsmith@azdvs.gov
New User's Preferred first or nickname*

NONEOther
New User's current/past AZ state agency (e.g. ADOA, AZDHS, ADOT, etc.)?*

NONEOther
The New User's EIN is VERY IMPORTANT, as we must have it before creating certain account credentials. However, early warning on these requests is ALSO IMPORTANT, so if you can provide everything about a New Hire except their EIN, and provide us with early warning, we will accept your request to at least be aware of the New Hire and begin preparing equipment as required. Simply enter 123456 as their EIN now, but you MUST provide IT with the correct EIN at least 2-5 business days prior to onboarding.
New User's State Employee ID# (EIN)*
Agency Position Type*

EmployeeContractorInternOther
New User Action Type*

New Hire - ReplacementNew Hire - NEW POSITIONPromotion (access changes)Transfer (intra-agency)Transfer (inter-agency)Other
New User's Position/Title*
Position is Supervisory?*

NoYes
New User's Start Date*

MonthDayYear
User Account Availability Date (no sooner)

MonthDayYear
Date
Position Duration (intent)*

Long-term (GT 6mos)Short-term (LT 6mos)Other
New User's Work Location*
Department
Will be used for email groups and chart of accounts, if applicable
IMPORTANT: ADVS will soon provide your new hire employee with access to expensive equipment and sensitive information about our business, our Veterans and their families. It MUST be well-established by the hiring manager that all new-hire staff with such access central to their position descriptions have been assessed through the interview process as NOT being a security risk to ADVS. Basic Computer skills and experience, including common sense cyber security practices, are minimum pre-requisites to granting any staff access to our equipment and systems.
New User completed a Basic Computer Skills Assessment available through ADVS HR?*

NoYesOther
Agency Computer System assignment/needed?*

Not applicableKiosk/Shared PCReassign (existing) DesktopReassign (existing) LaptopNew DesktopNew Laptop
AZ Asset Tags, computer Name and Location of existing Computer System
For IT inventory update
IMPORTANT: For new Computer Systems, IT will review the equipment configuration requirements based on the role and function of the User indicated.
Deliver Equipment to?

Telework/HomeADVS HQASVH-FLGASVH-PHXASVH-TUCASVH-YUMAVMC-CNAVMC-MAVMC-SVOther
IMPORTANT: It is IMPERATIVE that 100% correct shipping addresses are provided. Do not assume a new hire has provided their correct address. Verify home addresses with ADVS HR, verify the new hire's application form, and/or Google the supplied address to note whether anything obvious is wrong with it. Telework packages have a value of approximately $3000, so we must all strive to provide 100% correct shipping addresses.
New User's Home/Telework Address (if applicable) - CANNOT BE A P.O. BOX as we may need to ship equipment to the user

Street Address

Apt, Unit, Suite

CityState

Zip Code
Primary Printer Model and Location (if applicable)
Agency Computer needed? (archived)*
Reason for Dual Monitors with Laptop? (archived)
New Hire Orientation is at?*

Telework/HomeADVS HQASVH-FLGASVH-PHXASVH-TUCASVH-YUMAVMC-CNAVMC-MAVMC-SVOther
Remember... Allow 2-to-7 business days for completion of New User Requests.
- Basic ADVS network & email account setup typically takes 2-to-3 days.
- Dedicated assigned equipment (esp. Telework) setup typically takes 5-to-7 days.
- New User onboarding takes 1-2 hours following HR New Hire Orientation, by appointment with an IT specialist.
IT Onboarding Schedule (to be reviewed by IT, on or after Start Date and after NEO)

MonthDayYear
Date
NAME of most recent prior (or SIMILAR) employee in this position (for USER RIGHTS mirroring if applicable) - or NONE*

NONEOther
WARNING: You have selected NONE, which means the New User will have only default user rights, which is essentially access to nothing. Is this really what you intend? Or do you want to supply the name of another existing or past employee who you believe had the nearest set of access rights that you want this new person to have?
Provide prior employee's personal U Drive data to the new employee?*
Copy Windows access rights from other ADVS existing Username
Suggested Email Groups to which user should be added as a member. (list each one or state NONE)*
Shared Email Inboxes to which user needs access (RARE) (list each one or state NONE)*
New User's Office# or Location Description*
Has New User been given and read the IT New User packet, or completed the online form?*
Handy Link to Online IT Policies Access Consent

Email IT New User Policies Access link to your new user

(ensure your target email address is already established)
Has New User watched "IT New Employee Orientation" video or received "New User Orientation" with IT Department Staff?*
If a Teleworking employee, has New User accepted their responsibility to provide a quality, performant (min. 25mb down, 5mb up) internet/WiFi at their Telework location, per ADVS IMP 00-02?*
Handy Link to Online IT New User Orientation Video

Email IT New User Orientation Video link to your new user

(ensure your target email address is already established)
New User Windows login needed?*
New User Email account needed (jsmith@azdvs.gov)?*
New User Google Drive needed?*
Should New User be added to a copier for Scan to Email? (archived)*
If above answer is Yes, please provide: Copier Make, Model and Location, for each needed device. (archived)
If New User requires Scan-to-email, please provide: Copier Make, Model and Location, for each needed device.
Spark Instant Messenger needed? (HQ, ADMIN, VSD only; being replaced by Google Chat 9/22)*
eFax Send/Recv access needed? (mostly VBC's)*
Adobe Pro needed? (for advanced PDF editing)*
Please take note:

For AZVETS access VA PIV Card and VA CAG, contact the VSD Manager

For Matrix/MDI access, contact the ASVH Site DON

For APP access, contact the Procurement Dept

For AFIS/HOD access, contact the FSD Manager

For HRIS/YES access, contact the HR Manager
AZVETS access needed? (VSD-managed)
VA PIV card needed? (VSD-managed)
VA CAG Configuration (VSD-managed)
Matrix/MDI access needed? (ASVH DON-managed)
APP access needed? (Procurement-managed)
AFIS/HOD access needed? (FSD-managed)
HRIS/YES access needed? (HR-managed)
Will this User collect Signatures from clients? (mostly VBCs)*
If yes, the User will be added to the Signature Submission Form
Agency Cellphone needed? (archived)*
New Agency Cellphone needed?*

No CellphoneNo, Reassign existing CellphoneYes, Order New Cellphone
Number of existing Cellphone
Previous User's Name or Phone # of existing Cellphone (if applicable)
Call-masking needed (mostly VSD)?
4G WiFi Hotspot needed?*
Desk phone needed? (archived)*
New Desk Phone needed?*

Not applicableNo, reassign/reuse existing PhoneYes, New Phone needed
Desk Phone Number
Desk Phone (preferred) Display ID or Role Name (leave blank if no change)
15-character limit
Desk Phone Voice Messages

Retain Voice MessagesDelete all Voice Messages
Desk Phone Voice Mail PIN Reset

Yes, reset VM PINNo, do not change VM PIN
Note Regarding Option Below: If New User will use and sign the online e-signature version of the IT Policies, Access, Consent Packet, a scanned, wet-ink signed document upload is unnecessary.

Online form: https://form.jotform.com/azdvs/advs-it-policies-access-request-con
(OPTIONAL) Upload wet-ink signed and scanned PDF of the user's IT Packet (min: signature pages). Attach/Upload PDF file here.

Upload a File

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Any other questions or comments for IT Team regarding this New User setup? (e.g. specific file server folder access, email group memberships not implied by the User Rights Modeling question above, special name handling, special shipping instructions, and any specific shared calendars the user needs access to, etc.)

0/250
Requester's Agreement*
Manager's/Requester's Signature (must be an AZ state employee)*

Clear
ADVS IT Staff Use Only
Task SysAdmin

RDomingoMDepaceOther
Task Status

1-Received2-Accepted3-Active8-Declined9-Complete
Task Status Change Date

YearMonthDay
Task Narrative

New User's Name: Windows Login: Temp Password: Password1234 Okta/Gmail/Zscaler Login: example@azdvs.gov Temp Password: Password1234 Spark IM: Password: Notes: • Request Received: • Consent Received: • Start Date: • Location: • Department: • Equipment: • Requested by: Pending Tasks: • Email Groups Assignment • Equipment Inventory and Assignment • Printer Assignment • Onboarding
0/500
Required for User Activation:

ADVS IT User Policies, Access, Consent Forms (filled out by the New Hire)

ADVS employees and contractors, including guest staff from other state agencies, must review and signify their agreement to the terms and conditions of this ADVS Information Technology Policies before being granted access to agency systems and resources.

https://form.jotform.com/azdvs/advs-it-policies-access-request-con
Choose Yes to receive the link of the Consent Form
No-Reply-Email
Should be Empty: