Onboarding a new member to the team

Complete the new starter form here. This will also inform IT of equipment requirements, request an HEE M365 email address / account and facilities will then be automatically alerted to issue a building pass / key fob.

• Decide who is going to be their mentor (and get agreement from the mentor!)

• Plan a team in-person meetup to welcome the new starter

Line manager

Once the M365 account has been created, shortly before starting:

• Add them to the M365 TIS Group: “Trainee Information Systems”

• Add them the TIS Support “Team”

Line manager / Anita Cheng

• Share with them the Team Availability and Iteration Events calendars with full edit access
  [Note that this needs to be done by logging into the network as TIS.Team@hee.nhs.uk, going to Calendar, then right clicking each of those calendars in order to edit the Sharing and permissions.]

Anyone with access to log in as TIS.Team@hee.nhs.uk / Andy Nash (Unlicensed)

Slack invite:

• this can be given in advance of starting (using their private email, which will then need switching over to their work email once they start)

• add to relevant channels and groups (standard ones will be: hack-day, high-level-estimations, one-team-tis, sprint-planning, sprint-refinement, sprint-retrospective, sprint-review, sprint-stand-up, team-tech-sharings, wall-of-failure, whats-better, fire-fire, tis-team-london/manchester [delete as appropriate], internal-admin-team-general/trainee-team-general [delete as appropriate], monitoring, monitoring-ndw, monitoring-prod, notifications-jira, arbitrary, general, link-sharing, new-starters).

Getting them involved in Slack before starting helps make them feel part of the team / involved / expected / wanted. And it eases them into the work / the range of work / the lingo we use ahead of time.

Any Slack Admin (Rob Pink, John Simmons (Deactivated), Andy Dingley, Joseph (Pepe) Kelly, Andy Nash (Unlicensed))

If the new starter is going to be working from home significant amounts of time, they should look at the Home office equipment ordering page (once they have access to HEE Connect, through an M365 account set up)

Line manager / mentor / Anita Cheng

Follow up with Facilities for a Stewart House / 3 Piccadilly building pass.

Line manager / Anita Cheng

Add to Metabase. And ask James Harris for a quick tutorial.

Any Metabase admin (Joseph (Pepe) Kelly, Andy Dingley, Ashley Ransoo, James Harris, John Simmons (Deactivated), Yafang Deng, Andy Nash (Unlicensed))

Add to Google Analytics.

Any GA admin (TSS and TIS Support website: Jon Bowlas and his team / Andy Nash (Unlicensed), TIS: Ashley Ransoo, Andy Nash (Unlicensed) or Jon Bowlas and his team)

Create an Atlassian account for Jira and Confluence and add the team member to the Atlassian group 'TIS Team'. If a developer, add to the group 'TIS Developers'.

Any Atlassian admin (John Simmons (Deactivated), Andy Dingley, Joseph (Pepe) Kelly, Andy Nash (Unlicensed))

Ask new user to update the contact list page with their details and create an avatar in Atlassian / Slack

New user themselves

When possible, and especially in team meetings, Introduce to the rest of the team! 

Whoever is running the meeting / event

Highlight we’re still working from home by default, but will likely be a hybrid working team in time:

• pros and cons (focus, work life balance, etc / isolation, collaboration, body language)

Alert them to the fact there’s a fire drill on Thursday morning 9:30am - meeting point just outside the bottom of the stair well behind our area (London staff).

Line manager / mentor

Walk the floors - tea points / toilets / meeting spaces / cafés / etc.

Line manager / mentor

Sessions on HEE / history of the TIS programme / other tech teams in HEE / HR / appraisal.

• Reading material includes: Glossary

Line manage / mentor

Sessions on Agile / Scrumban / OKRs / remote working / team culture.

• Reading material includes: Agile / Scrum / Kanban / basics, Kanban 'policies', Reading material (nice to know)

Line manager / mentor / Andy Nash (Unlicensed)

• Explain how we broker Standups / Reviews / Retros / Planning / Refinement / High-Level Estimation sessions / Team sharings, with attendance through Slack / Teams channels.

Line manager / mentor / Andy Nash (Unlicensed)

• Walkthrough Confluence, JIRA and Slack introducing structures and how we use them.

Line manager / mentor / Andy Nash (Unlicensed)

Sessions on the wider HEE / NHS landscape? With James Freed / Jon Howes / Rob Pink / Elisa Lakhan-Hector / James Harris / others…

Line manager / mentor

Introduction to the Work In Progress (WIP)

Lead dev (for the Product Team the new starter is in) / Line manager / mentor

Embed new starter for an Iteration or two in each Product Team / run through of the distinct areas of the codebase: TIS, TIS-ESR, Reval, TSS.

Lead dev (for the Product Team the new starter is in) / Line manager / mentor

Actively review progress (day-to-day, week-to-week). More formal ‘sit-down’ after new starter has been embedded in each Product Team for an Iteration or two, to discuss first impressions / questions and ideas they have / where they are best deployed to begin with.

Lead dev (for the Product Team the new starter is in) / Line manager / mentor

Assign access to Pre-prod and Prod for the apps within their Product Team, as needed.

Lead dev / Line manager / mentor