Onboard & Offboard: UX Research

[ryanfchase]

Dependency

The need to onboard/offboard a new person on to the UX Research team

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: 10/30/2024

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 Contributor
- [ ] Add to Google calendar invites
   - [ ] Wednesday All-Team meeting
- [ ] Roster
  - [ ] Send link
  - [ ] Team member adds themselves
  - [ ] Check for Public
- [ ] GitHub
     - [ ] Add to write team
     - [ ] Add to read team
     - [ ] Confirm that their name is on their Github  
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 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)

<details><summary>Roster Required Fields</summary>
<p>


- Status: Active (required)
- Role: UX Researcher
- Dashboard: M
- email: required
- number/texting: optional
- Slack Name: required
- SlackID: required (click your slack picture > ellipses > copy member id)
- Github
- everything else: optional

<img src="https://github.com/hackforla/311-data/assets/6414668/45fc1596-ef3d-4aa5-a586-495e5eb1df58" width="254">

</p>
</details> 

#### Offboard
Confirm that volunteer's tickets are wrapped up
- [ ] for all assigned tickets
  - [ ] write comments leaving off any notes and resources, checking off all action items that were completed
  - [ ] leave a comment saying that this ticket was reviewed before offboarding
  - [ ] unassign
- [ ] for all recently closed tickets
  - [ ] ensure that team members have everything they need 
  - [ ] review all recently completed tickets

Organizational Bookkeeping
- [ ] 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)
- [ ] Google Drive
   - [ ] 311 Data (ie., project)  
      - [ ] demote to viewer
- [ ] Roster
  - [ ] mark as inactive
- [ ] GitHub
     - [ ] demote member to read only team and remove from write team
     - [ ] 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)
- [ ] Update team page on WIKI
  - [How to activate-inactivate team members from roster and wiki]
 - [ ] Update the hackforla.org website team 

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

• Add/Remove PM Admin Access on VRMS
• Project Profile Card review and update on hackforla.org website

[ryanfchase]

Offboard Rong Ren

Confirm that volunteer's tickets are wrapped up

• for all assigned tickets
  • write comments leaving any notes and resources, checking off all action items that were completed
  • leave a comment saying that this ticket was reviewed before offboarding
  • unassign
• for all recently closed tickets
  • ensure that team members have everything they need
  • review all recently completed tickets

Organizational Bookkeeping

• 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
• Google Drive
  • 311 Data (ie., project)
    • demote to viewer
• Roster
  • mark as inactive
• GitHub
  • demote member to read only team and remove from write team
  • 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
• Update team page on WIKI
  • [How to activate-inactivate team members from roster and wiki]