4003 Onboard Procedures

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

4000 Workforce Development

Effective Date:

June 16, 2022

Section Title:

Onboard Procedures

Reviewed or Updated in:

MT 2022-07

Section Number:

4003

Previous Update:

Summary Statement

The Georgia Department of Human Services (DHS), The Division of Aging Services (DAS) hiring managers or designees will complete documentation to initiate the Onboard process once a new worker has accepted the offer letter.

Objective

The objective is to ensure the new worker (new hire, re-hire, transfer, or promotion) receives credentials and equipment at the onset of employment.

Definitions

Hiring Manager or Designee – The manager responsible for hiring the new worker, usually the new worker’s supervisor. The designee is the program associate that may be delegated to complete the DHS Onboard Form.

DHS Onboard Form – This is an external to DAS onboard document that communicates with the Department of Human Services that a candidate has been hired and initiates the State of Georgia SOG process.

DAS Onboard Checklist – This is an internal to DAS checklist that includes steps to be completed by the supervisor.

Onboard/Offboard Training – A course for hiring managers and designees to learn about the onboard/offboard process.

Procedures

Upon employment with DAS, supervisors and new employees are to complete a DHS Onboard Form and DAS Onboard Checklist. A staff member in a program associate or supervisory role must attend the DAS Onboard/Offboard Training to complete the forms.

Acceptance Once the offer letter has been accepted and the hiring manager has been notified, the DHS Onboard Form should be completed immediately or within 2 business days.

DHS Onboard Form

Step 1 The hiring manager or designee will download the DHS Onboard Request Form from the Share Point Site. gets.sharepoint.com/sites/DHS/DOT/DUDocs/SitePages/Home.aspx

Step 2 Complete the form and send to DHS OIT, DAS OIT liaison, DAS Cell Phone liaison, DAS Trainer, and Director’s Office Administrative Assistant at minimum.

If there is no confirmation within 10 business days or SOG credentials are not received within 15 business days of submission, the Hiring Manager should contact DHS OIT for an update.

DAS Onboard Checklist

Step 1 Download or print the document from Appendix D: Forms and Templates.

Step 2 Fill in the checklist as each task is accomplished by inserting the date or signature. All tasks will be completed within 6 months of the hire date.

Instructions are embedded in the checklist for notification procedures.

Step 3 The document should be maintained in a location accessible to the Hiring Manager and used for the offboard procedure.

If access to the DAS Data System (DDS) is needed by the new hire and/or there is a change in the DDS role due to a change in job responsibilities (promotion, demotion, or transfer) the supervisor will complete the DDS worker change request form and submit it to the DDS Helpdesk. Refer to Appendix D, Forms and Templates and Appendix H, DAS Data System Manuals.

References

MAN 5600, Section 4004, Mandatory Training

MAN 5600, Appendix D, Forms and Templates, DAS Onboard Checklist, DAS Offboard Checklist, DDS Worker Change Request Form

MAN 5600, Appendix H, DAS Data System Manuals, User Access Request Procedures,

Training Matrix (intranet; Aging Services/Training)

DHS Onboard Form
gets.sharepoint.com/sites/DHS/DOT/DUDocs/SitePages/Home.aspx