Onboard & Offboard: Product

[MBasil03]

Dependency

The need to onboard/offboard a new person

Overview

We need to have a checklist of items to do when a product manager onboard and offboards so that the process can be consistent and fast.

Date Updated

Created: 08/25/2023 Updated: 08/25/2023

Action Items

• [ ] Check to see if the org template for this process has new steps in it, and if it does, update this issue and its template with content and add the last date you updated the template below
• [ ] Copy template to comment below
• [ ] Add name of person
• [ ] Check off as done

#### Onboard
- [ ] Slack channel membership
 - [ ] Google Drive
   - [ ] Add to drive as Manager
- [ ] Add to Google calendar invites
   - [ ] Wednesday All-Team meeting
   - [ ] Thursday PM meeting
- [ ] Roster
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public
- [ ] GitHub
     - [ ] Add to write team
        - [ ] Change membership to maintainer
     - [ ] Add to read team
        - [ ] Change membership to maintainer
     - [ ] Confirm that their name is on their Github  
     - [ ] Assign them to the issue #1546 and add them to role call and accountability check 
     - [ ] Assign them to the issue #1545 and add them to role call and accountability check 
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] 311 Data Vault
       - [ ] Zoom vault
- [ ] Confirm that product member has access to Zoom Meeting Setup spreadsheet (if they are part of the product community of practice they will have access)
- [ ] Update team page on Wiki
   - [How to activate-inactivate team members from roster and wiki](https://github.com/hackforla/internship/wiki/How-to-activate-inactivate-team-members-from-roster-and-wiki)
- [ ] Add to email address(s)
   - [ ] [email protected]
- [ ] Social Media Accounts with role assignment
   - [ ] Facebook
- [ ] Train how to 
   - [ ] login to team account
   - [ ] setup chrome shortcut for adding to desktop
   - [ ] use zoom spreadsheet, vault and accounts
   - [ ] calendar invite

#### Offboard
- [ ] confirm that volunteer is not working on any guides in community of practice (if person does not respond to communication you can assume they are not active in the CoP)
- [ ] Remove from Google calendar invite
   - You need to log into the [email protected] account in order to remove the person from all future events
   - Choose to remove from "This and all following events"
   - Send the following cancelation message:
      - ``You have been removed from this event because you are listed as an inactive member of the 311 Data project team. If you have been removed by mistake, please reach out to a product manager.``  
   - [ ] Wednesday All-Team meeting (ad-hoc)
   - [ ] Thursday PM meeting
 - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] 311 Data
       - [ ] Zoom vault
- [ ] Remove access from VRMS
   - ask admin if you don't have access
- [ ] Revoke access from Zoom Meeting Setup spreadsheet
- [ ] Google Drive
   - [ ] 311 Data (ie., project)  
      - [ ] demote to viewer
   - [ ] Product Management
      - [ ] demote to viewer
         - ask admin channel for support if you don't have access
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
     - [ ] Un Assign them to the issue #1546,  remove them from role call and accountability check 
     - [ ] Un Assign them to the issue #1545,  remove them from role call and accountability check 
     - [ ] Check their Assignment status on the Issue tab, to make sure they are no longer assigned to any issues
- [ ] Figma
  - [ ] remove from team (you must be logged in with project email account)
- [ ] Help them delete the desktop shortcut to email address if they made one
- [ ] Remove from email address(s)
   - [ ] [email protected]
- [ ] Remove from Social Media Accounts with role assignment
   - [ ] Facebook
- [ ] Update team page on WIKI
  - [How to activate-inactivate team members from roster and wiki]
 

Resources/Instructions

• 1password.com
• Google Drive Link
• 311 Data Team Roster
• Check public and 2FA at people page
• GitHub Team URL
  • base (read)
  • write
  • maintain
  • [triage] - does not exist
  • admin
  • [other] - does not exist
• Shortcut for adding a profile to the desktop: chrome://settings/manageProfile
• WIKI: https://github.com/hackforla/311-data/wiki
• Figma 311 Data Figma
• Forward emails to team members
• Zoom Meeting Setup spreadsheet
• 311-Data Issue tab
• 311-Data Team Meeting Agenda
• 311-Data PM Meeting Agenda