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Illustration of the current TDx workflow for the MiWorkspace Onboarding request:

What Applies to All MiWorkspace Onboardings

  • Customers (Requestors) submitting this form may be Unit Admins or Hiring Managers

  • The Request ticket is assigned automatically via the workflow to the NIT Support Group for the Requestor’s Asset (which is an attribute on the Asset’s Location)

  • All MWS Onboardings (where hardware is needed) will have at least these 3 tasks and 2 Choice Steps:

    • Prep for Day-1 task assigned to ITS-NIT (matches Request’s Responsible Group)

    • Day-1 Delivery task assigned to ITS-NIT (matches Request’s Responsible Group)

    • Provision Crashplan task assigned to ITS-SCComputeandCollabSupport

    • Source Hardware choice step assigned ITS-NIT (matches Request’s Responsible Group)

      • Unit - select this option if the unit or NIT already has the equipment and does not need Depot

      • Depot or New - select this option if any hardware is needed from Depot

        • May include items to be ordered, items from stock, or a mix of both

    • Depot Loaner choice step assigned to ITS-NIT (matches Request’s Responsible Group)

      • Yes - select this option if you need a Depot Loaner

        • Choice can remain open until it is known for sure whether one will be needed

      • No - workflow branch ends and Choice Step goes away

Depot or New Hardware Source Choice - Next Steps

  • Depot requires the following information from NIT to proceed with their piece:

    • List of items to be ordered & quantities needed

    • List of items to pull from stock at Depot & quantities needed

    • Specs of the computer to be ordered or pulled from stock

    • Hardware purchase Unit Approver & Shortcode (if known)

    • Build group for the computer (Otto or Izzy group)

  • How to trigger Depot once you’ve gathered the above information:

    • [Update] the NIT Verify Hardware task

    • Set the Percent Complete to 100% (this marks the task complete upon save)

    • Comment all of the info you’ve gathered

    • [Save] the task update (comment will be automatically posted to the Request feed too)

If Depot does not receive sufficient information when their task generates, the Inventory, Build, and Logistics teams will be reaching out to clarify all of this information, creating unnecessary delays

Depot Loaner Choice - Next Steps

  • Depot requires the following information from NIT to proceed with their piece:

    • Specs of the computer to be chosen from the Depot Loaner Pool

    • Build group for the computer (Otto or Izzy group) or Loaner-core

  • How to trigger Depot once you’ve gathered the above information:

    • [Update] the Provide Depot Loaner Info task

    • Set the Percent Complete to 100% (this marks the task complete upon save)

    • Comment all of the info you’ve gathered

    • [Save] the task update (comment will be automatically posted to the Request feed too)

If Depot does not receive sufficient information when their task generates, the Build team will be reaching out to clarify all of this information, creating unnecessary delays

Changes from Previous WF & Other Notes

Previous Workflow

New & Improved Workflow

“Hardware Source” choice step used to gatekeep the rest of the workflow - no tasks would spawn until the Hardware Source choice was made.

“Hardware Source” choice step now spawns concurrently with the other 3x required Tasks.

“mws-on_Source Hardware” attribute on the form (set by the “Hardware Source” choice step) was a *Required field, which prohibited [Edit] and [Update] functions in the Request until the “Hardware Source” was chosen.

“mws-on_Source Hardware” attribute on the form is no longer marked *Required, allowing NIT to [Edit] and/or [Update] the Request as needed.

The above changes allow NIT to properly communicate with the appropriate Unit Contacts to determine what hardware is needed and where to source it from prior to triggering a WF branch

“Order Hardware” task spawned immediately along with all other Tasks in the “Depot or New” Hardware Source WF branch, often triggering Depot to act before all necessary info had been gathered, or even when Depot was not actually needed

“Order Hardware” task is now gated to spawn only upon completion of the new “NIT Verify Hardware” task - this is new for the Onboarding WF, but NIT will recognize it from the MiWorkspace IT Hardware Purchase Request Form & WF

If Depot does not receive sufficient information when their tasks generate, the Inventory, Build, and Logistics teams will be reaching out to clarify all of this information, creating unnecessary delays

If NIT needed a Depot Loaner for the user’s start date, they needed to submit a separate MiWorkspace Loaner Request to Depot and manually [Edit] the Onboarding ticket to save the new ticket number in the “Loaner Ticket” attribute

“Depot Loaner” choice step now spawns concurrently with the “Hardware Source” choice step, allowing NIT to wait to make that selection until it is known to be needed or not. Choosing Depot starts a WF branch that includes the appropriate tasks to get a Depot Loaner all within the Onboarding ticket without interfering with the Order WF portion

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