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Poll: How promptly is your IT department notified of new hires?

News hires require a flurry of IT activity, and IT should be involved early in the process. Unfortunately, this isn't always the case. On average, how quickly is your IT department notified of new hires? Take the quick poll in the above blog post and let us know.

In a recent IT Dojo poll, I asked TechRepublic member to tell us how quickly their  IT department was notified of employee departures. In response, member Rohn01 suggested that I flip the question to cover new hires. Here you go Rohn01. Thanks for the suggestion!

About

Bill Detwiler is Managing Editor of TechRepublic and Tech Pro Research and the host of Cracking Open, CNET and TechRepublic's popular online show. Prior to joining TechRepublic in 2000, Bill was an IT manager, database administrator, and desktop supp...

8 comments
jsaubert
jsaubert

I'm a lucky person. I get notified anywhere from 1 to 2 weeks before the person starts. That doesn't always happen, sometimes I find out the day before they show up. But this wasn't always the case. When I stared the system of notification was kind of pathetic. Those of us that handle new employees got together with Human Resources one day and we got a new process going. It's really been wonderful. When the new person comes in they've already got a username/password for all the systems they need, an elmail adress, an electronic time card, a swipe card and if they are going to be issued a laptop it's ready for them to pick up. All I have to do is hand them a little letter/memo with their logon info, an explanation of what various systems are for, how the Help Desk works and who to contact if they have problems. That is 1000x better than having them sit around while I'm trying to create user accounts and assign rights for multiple programs. Transfers are handled the same way, the moment someone is informed that they are going to be transferred we get a copy of the information. Of course there is always a bit of a transition period because you have to wait to give and remove some rights until the day of the actual transfer. But normally that's not a big deal and the employee doesn't see any downtime. Retirements are fairly easy, we can know months in advance if some one is leaving. Terminations can be a little dodgy; if someone just quits it may be a bit before I find out but if someone is fired I find out right away because they sometimes want me to isolate their account and computer/laptop.

jbullock
jbullock

Everyone seems to be ignoring the equally critical issue of employee transfers within an organization. It has been my experience, unfortunately, that employee transfers are frequently ignored resulting in individuals having access to applications and information to which they are no longer allowed. Especially in a hospital environment this can result in some significant HIPAA confidentiality and security issues.

Deadly Ernest
Deadly Ernest

extension user details was transferred from the receptionist to the IT department because management was fed up with them stuffing up the voice mail announcements. The IT manager accepted the job as it allowed him to know when staff changes occurred as no one ever told us to amend the user accounts or accesses. But getting the voice mail right, that was a high priority; well, for management it was.

dwdino
dwdino

When the future employee signs the employment agreement, HR sends a new employee checklist to the service desk and all accounts are created. On day one employees are able to login. Now rights may take time as job duties are identified or change.

sangraal
sangraal

Judging by the responses, I wonder if the previous respnders know what you are implying by this question.(or I don't,lol) Anyway, we receive an email announcement as they secure the new hire ; as they transition in from immediate to a few days in advance. It mentions credentials and accomplishments. I just created a folder to sort these into, and it gives me history to see as people came on and transitions from other depts...

sidekick
sidekick

An IT department that is proactively kept in the loop? Sounds like a plot in a Sci-Fi novel. I usually find out when the new person's manager wants to send him/her an email and suddenly realizes they need an account for that. Up to that point, the new person just shares someone else's password or uses the previous person's login that wasn't disabled because IT wasn't notified about that either.

Wizard-09
Wizard-09

Here, you got to love I.T, it's always your fault that it went wrong, sorry forgot my crystal ball this morning is my reply :)

The 'G-Man.'
The 'G-Man.'

they have no access to the systems so I would say at that point. Normally 1 hour into day 1.