Onboard & Offboard: Product

[Rabia2219]

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 2022-02-09
Updated: 2023-01-05

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
  - [ ] ```#internship```
  - [ ] ```#interns```
 - [ ] Google Drive
   - [ ] Add to drive as Manager
- [ ] Add to Google calendar invites
   - [ ] Monday PM meeting
   - [ ] Monday PM/Research Lead (templates)
   - [ ] Tuesday UX Research meeting
   - [ ] Wednesday PM meeting
   - [ ] Thursday All-team 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 #101 and add them to role call and accountability check 
     - [ ] Assign them to the issue #49 and add them to role call and accountability check 
     - [ ] Assign them to the issue #315 and add them to role call and accountability check
     - [ ] Assign them to the issue #461 and add them to roll call and accountability check
- [ ] Figma
  - [ ] invite
  - [ ] acceptance
- [ ] 1password 
     - [ ] invitation
     - [ ] acceptance
     - [ ] add to vaults
       - [ ] Internship program
       - [ ] Internship UI/UX
       - [ ] 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]
   - [ ] [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 internship project team. If you have been removed by mistake, please reach out to a product manager.``  
   - [ ] Monday PM meeting
   - [ ] Monday PM/Research Lead (templates)
   - [ ] Tuesday UX Research meeting
   - [ ] Wednesday PM meeting
   - [ ] Wedneday UX lead/PM meeting
   - [ ] Thursday All-team meeting
 - [ ] 1password setup
    - [ ] remove from team vaults
       - [ ] Internship program
       - [ ] Internship UI/UX
       - [ ] Zoom vault
- [ ] Remove access from VRMS
   - ask admin if you don't have access
- [ ] Revoke access from Zoom Meeting Setup spreadsheet
- [ ] Google Drive
   - [ ] Internship (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 #101,  remove them from role call and accountability check 
     - [ ] Un Assign them to the issue #49,  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]
   - [ ] [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](https://github.com/hackforla/internship/wiki/How-to-activate-inactivate-team-members-from-roster-and-wiki)

Resources/Instructions

• 1password.com
• Google Drive Link
• Internship 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 team page: https://github.com/hackforla/internship/wiki/The-Team
• Figma Internship Figma
• Forward emails to team members
• Zoom Meeting Setup spreadsheet
• How to Add/Remove team members from Team Wiki page
• TWE Issue tab
• Add Facebook Admin
• https://www.facebook.com/TechWorkEx

---

org template updated 2022-03-16
Changelog

Related issues

• Onboard and Offboard : UI/UX Lead #124
• Onboard & Offboard: Team members #153
• Add/Remove team members from HfLA website Internship project page #136

[ExperimentsInHonesty]

Must log into [email protected] to remove from figma

[joshfishman]

Onboard

Annie Sun - Product Manager 2023-09-07

• Slack channel membership
  • #internship
  • #interns
• Google Drive
  • Add to drive as Manager
• Add to Google calendar invites
  • Monday PM meeting
  • Tuesday UX Research meeting
  • Wednesday PM meeting (ad-hoc)
  • Thursday All-team 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 TWE: All Team meeting Agenda #101 and add them to role call and accountability check
  • Assign them to the issue TWE: Agenda for PM meetings #49 and add them to role call and accountability check
  • Assign them to the issue TWE: UX Lead and PM Agenda #315 and add them to role call and accountability check
• Figma
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • Internship program
    • Internship UI/UX
    • 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
• Add to email address(s)
  • [email protected]
  • [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

[ExperimentsInHonesty]

Onboard 2024-02-05 KC

• Slack channel membership
  • #internship
  • #interns
• Google Drive
  • Add to drive as Manager
• Add to Google calendar invites
  • Monday PM meeting
  • Monday PM/Research Lead (templates)
  • Tuesday UX Research meeting
  • Wednesday PM meeting
  • Thursday All-team 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 TWE: All Team meeting Agenda #101 and add them to role call and accountability check
  • Assign them to the issue TWE: Agenda for PM meetings #49 and add them to role call and accountability check
  • Assign them to the issue TWE: UX Lead and PM Agenda #315 and add them to role call and accountability check
• Figma
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • Internship program
    • Internship UI/UX
    • 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
• Add to email address(s)
  • [email protected]
  • [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

[KC-skc]

Onboard Sonalika Dammannapeta

• Slack channel membership
  • #internship
  • #interns
• Google Drive
  • Add to drive as Manager
• Add to Google calendar invites
  • Monday PM meeting
  • Monday PM/Research Lead (templates)
  • Tuesday UX Research meeting
  • Wednesday PM meeting
  • Thursday All-team 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 TWE: All Team meeting Agenda #101 and add them to role call and accountability check
  • Assign them to the issue TWE: Agenda for PM meetings #49 and add them to role call and accountability check
  • Assign them to the issue TWE: UX Lead and PM Agenda #315 and add them to role call and accountability check
  • Assign them to the issue TWE: Leads Planning Agenda #461 and add them to roll call and accountability check
• Figma
  • invite
  • acceptance
• 1password
  • invitation
  • acceptance
  • add to vaults
    • Internship program
    • Internship UI/UX
    • 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
• Add to email address(s)
  • [email protected]
  • [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

[KC-skc]

@ExperimentsInHonesty
VRMS created for self.

• BW approval for VRMS for KC.

[KC-skc]

To Do Items for Admin/BW to update Offboarding.

Remove from 1password:

• Seena
• Elizabeth
• Sharon Gupta
• Annie Truong

Demote to viewer in Google Drive - Product Management Folder:

• Kathleen Francois
• Christian
• Annie Truong

Revoke access from Zoom Meeting Setup Spreadsheet:

• Sharon Gupta
• Christian

Remove access from VRMS:

• Christian
• Annie Truong

Remove from Facebook or check if person was added at onboarding:

• Elizabeth
• Sharon Gupta
• Annie Truong

When steps are complete for each person above, Hide the Onboarding and Offboarding comments for the former team members as Resolved:

• Seena
• Elizabeth
• Sharon Gupta
• Kathleen Francois
• Christian
• Annie Truong

[ExperimentsInHonesty]

@KC-skc I have confirmed removal of the people above