ADVS IT New User Access Request

IT New-User Setup Request Form

This online request form is for ADVS MANAGERS ONLY, who are recognized as persons of authority to request and approve the agency resource access options and capabilities outlined in this form. AMS JBS document is linked here in the IT section.

Special Notes, Guidelines, and Constraints:
1. Allow 2-to-7 business days for completion of New-User Setup Requests.
  - Basic ADVS network and email account setup typically takes 2-to-3 days.
  - Dedicated assigned equipment setup typically takes 5-to-7 days.
  - Allow the new employee 1-2 hours of dedicated time with IT staff for equipment and account setup after their HR New Hire Orientation event, following IT's receipt of the New User Consent forms.
2. Authorized management requesters/approvers must be ADVS state employees; e.g., a manager who is a contractor cannot sign-off on New-User Setup Requests.
3. IMPORTANT: Users may NOT submit a request form for themselves.
4. TIMING: Equipment and access rights may be set up ahead of Start Date, but cannot be conveyed or physically configured to new hires until their Start Date. This is State Policy.
5. If any special needs outside the bounds of this online form are determined, the alternative approach is to scroll this form down to the link to the PDF-based 26 page IT New User Policies-Access-Consent document, print it, acquire wet-ink signatures, scan, and return to it@azdvs.gov for processing.
6. Use CHROME browser if possible . This form, when used on Internet Explorer and Edge browsers, requires TLS 1.2 to be enabled, and MAY STILL RESULT IN ERRORS or FAILURES TO SUBMIT.
7. Got questions? Contact ADVS IT helpdesk at helpdesk@azdvs.gov or telephone 602-263-1848 while filling out the form. We appreciate you taking the time to get it right, which streamlines new user setups and makes all involved generally happier bunnies.
Requester's Agreement *

Requester's Name (typically hiring manager) *

First Name Last Name
Requester's AZ State Employee ID# (EIN) *
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 Name Middle 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

Cancel of
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 *

NONE
New User's current/past AZ state agency (e.g. ADOA, AZDHS, ADOT, etc.)? *

NONE
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 *

Employee Contractor Intern
New User Action Type *

New Hire - Replacement New Hire - NEW POSITION Promotion (access changes) Transfer (intra-agency) Transfer (inter-agency)
New User's Position/Title *
Position is Supervisory? *

No Yes
New User's Start Date *

Month Day Year
Position Duration (intent) *

Long-term (GT 6mos) Short-term (LT 6mos)
New User's Work Location *
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? *

No Yes
Deliver Equipment to? *

Telework/Home ADVS HQ ASVH-FLG ASVH-PHX ASVH-TUC ASVH-YUM AVMC-CN AVMC-M AVMC-SV
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

City State

Zip Code
New Hire Orientation is at? *

Telework/Home ADVS HQ ASVH-FLG ASVH-PHX ASVH-TUC ASVH-YUM AVMC-CN AVMC-M AVMC-SV
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.
NAME of most recent prior (or SIMILAR) employee in this position (for USER RIGHTS mirroring if applicable) - or NONE *

NONE
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? *
If above answer is Yes, please provide: Copier Make, Model and Location, for each needed device.
Spark Instant Messenger needed? (HQ, ADMIN, VSD only; must have assigned PC or laptop) *
eFax Send/Recv access needed? (mostly VBC's) *
Adobe Pro needed? (for advanced PDF editing) *
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)
Agency Cellphone needed? *
(VSD only) If Agency Cellphone, is Call-Masking needed? *
4G WiFi Hotspot needed? *
Last User in this Position's Cellphone Number
Desk phone needed? *
If desk phone needed please provide: name or role for caller ID display
If desk phone being re-assigned, what is the old number?
Agency Computer needed? *
Reason for Dual Monitors with Laptop?
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.
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.)

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

Clear
ADVS IT Staff Use Only
Task SysAdmin

RDomingo MDepace
Task Status

1-Received 2-Accepted 3-Active 8-Declined 9-Complete
Task Status Change Date

Year Month Day
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

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