CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: Unified Workforce (UW) User Status Management
DOCUMENT NUMBER: WI-ABM-1556 REVISION: 1.1
AREA: Information Technology
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
TYPE OF PROCEDURE:
Transition and Validation
Released 03/27/15 03/27/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0
PURPOSE/SCOPE Unified Workforce (UW) is a work activity delivery solution used at ABM to provide a holistic framework that optimizes contextual service information to its participants, thus, sharply increasing productivity and amplifying field level esprit de corps. The impact of UW to our clients, employees and service industry as a whole is immeasurable once fully immersed in our culture. Culture begins with the users or UW members, specifically the ABM employees. The process of managing their access at the beginning or end of their employment at ABM is critical to maintaining the integrity and security of the solution. This Work Instruction (WI) defines the process of managing the status of UW users specifically of ABM employees, which include: New Hire or New User Access Termination of Access Modification of User Profile The management of other types of UW users like vendors and clients will be defined in other Work Instructions. See Section 5.0 for more information.
2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
It is the responsibility of all personnel in a hiring capacity or role to read, understand and implement the provisions of this policy. It is the responsibility of managers in locations or divisions that use Unified Workforce to ensure compliance to the provisions of this policy. It is the responsibility of the Corporate Education Manager to ensure that the learning content available to users of new hardware is current and maintained for relevance and accuracy.
2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of ABMLQ is the point of escalation for all matters contested and inquired upon within this WI. Procedure Title: UW User Status Management
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CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
3.0 PROCEDURE (SOP OR WI STEPS) 3.1
STEP 1.
New Users or Hires This section defines the steps to give access to new hires from a location or division that has already implemented the use of UW. The goal of these steps is to standardize the process by which new hires are added to UW after a location or division has already gone live with the use of UW. WHAT
COMPETENCY (WHO)
HOW (TOOLS)
Weekly
ABM Automation
Upon receipt of email in ConnectX
UW Support Team
Review new list received – transfer list to UW import template Go through process of contacting end user for UW registration completion
Daily
UW Support Team
http://www.abmlq.com/wiabm1556d
Daily
UW Support Team
Manual Process; update status as necessary: >New >Added to template >Needs Review >UW Survey Sent >Import Complete >Welcome Email Sent
5.
Import users to UW
Weekly
UW Support Team
See import process via this WI: http://www.abmlq.com/wiabm1103
6.
Follow onboarding process
Upon sending welcome email
End User UW Support Team Supervisor
WI-ABM-1104 UW OnboardingIndividual User http://www.abmlq.com/wiabm1104
2.
3.
4.
3.2
STEP 1.
2.
1New hire report . is sent to ConnectX by HR Technology Automated alert notification is received
WHEN
UW New Users Library: http://www.abmlq.com/wiabm1556a Email to: uwnewusers@connectx.abm.com SharePoint Alert
Terminated Users This section defines the steps to deactivate access to UW for users who have left the company. The goal of these steps is to standardize the process by which access by terminated employees are deactivated to maintain the security and integrity of UW. WHAT 1Terminated . employees is sent to ConnectX by HR Technology Automated alert notification is received
WHEN
COMPETENCY (WHO)
Weekly
ABM Automation
Upon receipt of email in ConnectX
UW Support Team
Procedure Title: UW User Status Management
HOW (TOOLS) UW Terminated Users Library: http://www.abmlq.com/wiabm1556b Email to: uwinactiveusers@connectx.abm.com SharePoint Alert
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CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
3.
Review list of terminated employees
Immediately
UW Support Team
Deactivate those who are active UW members: UW Admin Portal | User Profile | Uncheck “Active” box
4.
Update status in ConnectX library
When completed
UW Support Team
Status: >New >Accounts Deactivated
3.3
Modification of User Profile Note: This process is yet to be implemented; this WI will be updated and re-released once the process is in place. This section defines the steps to modify the information for an active UW user due to changes that may include: Division Location Name (marital status changed) Role or position Supervisor
STEP
WHAT
WHEN
COMPETENCY (WHO)
HOW (TOOLS)
Weekly
HR Technology
UW User Updates Library: http://www.abmlq.com/wiabm1556c Email to: uwupdateusers@connectx.abm.com SharePoint Alert
1.
1Report is sent o . ConnectX
2.
Automated alert notification is received Review list of user information updates
Upon receipt of email in ConnectX
UW Support Team
Immediately
UW Support Team
Perform user updates for those who are active UW users
Update status in ConnectX library
When completed
UW Support Team
Status: >New >Updates Completed
3.
4.
3.4
Support a. Assistance request Digital support, 24 x 7 and automated solutions while you are typing your issue at: http://abmlq.com/assistance b. Help desk (live person) 24 x 7 at: 800.470.4357 c.
Here to serve: ABM Learning and Quality (ABMLQ) Join us and thousands of others: http://abmlq.com Questions: http://abmlq.com/assistance
Procedure Title: UW User Status Management
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CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ConnectX TLS, The Learning Spot UW, Unified Workforce WI, Work Instruction Admin Portal
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME WI-ABM-1102 UW WI-ABM-1103 UW WI-ABM-1104 UW WI-ABM-1507 UW WI-ABM-1508 UW
Onboarding Onboarding Onboarding Onboarding Onboarding
General Scope Operating Location Users Learning, Formal Learning, Dynamic
LOCATION http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1507 http://www.abmlq.com/wiabm1508
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE How to Register in UW How to Log in the First Time in UW How to Log in HTML5 How to Log in Outline Mode Overview of UW Introduction to TLS Overview of Contextual Learning
Procedure Title: UW User Status Management
LOCATION http://www.abmlq.com/wiabm1102a http://www.abmlq.com/firstuwlogin http://www.abmlq.com/uwhtml5mode http://www.abmlq.com/uwoutlinemode http://www.abmlq.com/videowhatisuw http://www.abmlq.com/wiabm1507c http://www.abmlq.com/cloverview
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CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Unified Workforce ConnectX SharePoint Library – New users ConnectX SharePoint Library – Terminated users ConnectX SharePoint Library – User Updates UW Batch Import Template ABMLQ.com ABMLQ Assistance
LOCATION https://unifiedworkforce.abm.com http://www.abmlq.com/wiabm1556a http://www.abmlq.com/wiabm1556b http://www.abmlq.com/wiabm1556c http://www.abmlq.com/wiabm1556d http://www.abmlq.com http://www.abmlq.com/assistance
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
DOCUMENT AUTHOR: Melissa Cipriani; Matt Sexton
1.1 03/27/15 03/27/15
DOCUMENT MANAGER: Melissa Cipriani
REASON FOR CHANGE:
Revision 1.0 1.1
SECTION / PARAGRAPH CHANGED All All
Procedure Title: UW User Status Management
CHANGE MADE
Initial Entry Prepare for release; modifications based on feedback received from reviewers
DATE OF REVISION MM/DD/YY 01/20/15 03/27/15
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CONTROLLED DOCUMENT: WI-ABM-1556
QMS STANDARDS
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS The following personnel must be notified whenever updates or revisions are made to this policy. ABMLQ, Senior Vice President ABMLQ Team ABMIT Desktop Support UW Support Team ABM Automation
10.0
APPROVALS
PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM
TITLE: UW DEPLOYMENT SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: BUSINESS UNIT: TITLE: SIGNATURE:
DOCUMENT HISTORY SECTION: Document Created on 01/20/15 by Melissa Cipriani Document Modified on 03/27/15 by Melissa Cipriani
Procedure Title: UW User Status Management
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