To expect HR to inform IT of new starters?

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I work in the IT Department of a college, and we always have new staff wandering into the office asking for usernames.

HR never let us know.

AIBU to expect HR to let us know that "Mr John Smith has started work on 01 January 2015 as a Teacher of a subject"?

Sounds like you need a procedure to me.

we (IT) have a procdure, and keep moaning at HR to inform of us if any new starters.

They just don't bother doing it, and then get all pissy when we insist they send written verification :/

So if they know the process but refuse to use it, make their lives more difficult. Force them to do the written verification and delay the process for them as much as you can.

Or be more adult and take it up with the next level of management.

HR and/or the owning department need a procedure as well as you.

It needs to cover

• stuff in advance
• stuff on first day
• follow up

Including but not limited to

• payroll
• IT
• security pass
• showing round department / meeting people
• health and safety training
• department specific training

A check list would be probably quite sufficient.

(I used to be in charge of such things at work)

To be honest, I'd instil a policy that it takes say 3 working days to set everything up and needs to be submitted in advance. That's what our IT did because these things kept happening, people often submit a month in advance now.

Fellow IT engineer and I know exactly what you mean. Often accompanied by 'oh and we need a brand new laptop, and xyz software involving liaison with third party suppliers, and it all needs to be set up ready to use. In the next 5 minutes'. Um, how about no.

It should be a combo of HR - who say xyz will be joining, please arrange user name and forward to new line manager at least 2 weeks before they join, so that line manager can order appropriate hardware / software / access credentials.

HR (or in bigger organisations, Recruitment) have visibility of when new members of staff have passed all the relevant checks & balances, so are really the only appropriate team to get the ball rolling in this instance.

It can't be up to you to issue access to systems to any old random Joe who rocks up looking expectant.

Hmmm. I worked in a college. HR and IT used to push this back to the hiring manager / department. At hiring the manager used to be given a pack to complete with a new member of staff prior to starting. This included IT forms / dates.

You're not alone. Our IT people say the same. Basically it's the old problem that HR talk to themselves and management - no one else.

Worked in hr for 20 years, always had automated system for this, I have never had to tell IT of a new hire! You are the IT dept, sort it out, get your IT system working for you!

I think this is standard in most organisations. Never ceases to amaze me that so something so simple is so problematic.

Piss up and brewery springs to mind...

Can you institute a very basic procedure that whenever HR generates the letter or email finalising starting dates a copy gets sent to you?

I have to say that in my company HR do their job perfectly. It still doesn't mean IT will have everything set up for new starters though, they do everything exactly when they feel like it. We regularly get the feeling that they believe that the entire business is run for their benefit, not the customers'.

Surely it's the line manager's job? The line manager knows what systems the employee needs access to; what hardware needs to be ordered; if they need a mobile phone; organise work station. I'd organise all this for any new starter in my team - it's no-one else's responsibility.

I work for a. Local authority and it's the line managers job to get all that sorted.

I work in HR in a Uni. Once the new MoS goes on the HR/Payroll System, their details are automatically fed through to the IT systems. It would take bloody ages to send a manual email about each new starter!

"You are the IT dept, sort it out, get your IT system working for you!"

Oh yes, I can magically make them send me an email, or stand over their shoulders and make them use their HR software the systems are in place, and so are procedures, but they seem to think that they have no need to tell anyone that Mr Smith has joined the company!

I'm glad we're not alone... sort of!

Managers quite often manage to start new strters without telling HR, I got two p45 s and bank details forms today for people I have never heard of...and I manage recruitment.

Why don't you find a solution then?

When I have someone new starting in my team I fill in an online form with their name, contract type, what IT access they need, what equipment they need, what clearemce they need, which files they need access to etc. The form then whizzes off the info I type in to the relevant departments - IT, HR etc

Why can't you implement similar?

Or you could just moan about it.

Sounds to me a bit like you haven't got enough to moan about!!

Find a solution? How am I going to force a person to send me the info?

You could try talking to them. You could work with HR to educate managers on tasks they need to do when they get a new starter. You could draw up a checklist. You could communicate with managers.

There are loads of things you could do.

The solution is quite simple. Stop issuing passwords to people who ask you to do so outside the process. Just stop.

If it's HR's responsibility, make them do their job!

I work in HR btw

I don't issue passwords until HR confirm the appointment, I already said that.

Agree with bucket - there are loads of things you could do. Much more productive things than moan about it on mumsnet - very bizarre!