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Onboarding_Interns

VIEWS: 111 PAGES: 8

									                             On-Boarding Unpaid Interns
                                            Revised June 15, 2011




This document provides both important tips and a step-by-step procedural guide for the on-boarding of
NASA unpaid interns.

Important information
   The procedures for on-boarding paid and non-paid interns are different. The procedure for on-
    boarding a paid intern is similar to the process for on-boarding a NASA civil servant.

   For additional information, refer to the “Check In Check Out (CICO) Users Guide.”

Procedure for On-Boarding Non-Paid Interns
This procedure will show you how to on-board a non-paid intern at NASA
headquarters. For additional instructions, refer to the “Check In Check Out
(CICO) Users Guide.”

Gather information on the intern:

           The following information is required for on-boarding a detailee:

                o    Name

                o    Their Uniform Universal Person Identification Code (UUPIC) number (NOTE: You
                     cannot complete the on-boarding procedure without the UUPIC!)

                             Has the person been an intern before at NASA?

                                       NO: A UUPIC number will have to be established for them in IdMAX.
                                        See “Creating a NASA Identity” for detailed instructions.

                                       YES: Look up their UUPIC number - available in the NASA
                                        Enterprise Directory (NED)

                o    Start and end dates of the intern assignment – this is important! Requests cannot be
                     properly processed without dates. Remember, the “end” date can always be
                     changed at a later time.

                o    Other requirements -- including technology seats (computer, desk phone, PDA, etc.),
                     tokens and workspace/office needs.




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                      On-Boarding Unpaid Interns
                                     Revised June 15, 2011


1. Log into CICO: https://hqteamtrack.hq.nasa.gov/tmtrack/tmtrack.dll

2. Depending on whether or not the intern has worked at NASA headquarters before, they may not
   yet exist in CICO, and a new person record may need to be added to the system. To add a new
   person record to the system, click on the Person Records tab and then select Add a Record




3. The entry screen for adding a new person record appears: Fill in the required fields (indicated
   with (*) asterisks) for the non-paid intern:




    a. CICO person type should be “N/A”

    b. Enter their first and last name (middle name, if known)

    c.   Select their organization




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                  On-Boarding Unpaid Interns
                                  Revised June 15, 2011


d. Enter their UUPIC (NOTE: While this is not marked as a “required” field, it is very important to
   input the intern’s UUPIC into CICO.)

e. Mark the “US Citizen” status as appropriate.

f.   Type of appointment should be “temporary.”

g. Appointment category should be set to “Intern (Non Paid).”

h. Temporary Appointment start and end dates should be filled in. Requests cannot be properly
   processed without dates. Remember, the “end” date can always be changed at a later time.

i.   Choose the intern’s center (e.g. HQ).

j.   Choose the intern’s building/location (e.g. 300 E St SW).

k.   In the Remarks field, include notes about the intern, such as “Non-Paid Intern at NASA HQ”

l.   When you have completed filling out the form, click on OK near the top of the page.




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                         On-Boarding Unpaid Interns
                                        Revised June 15, 2011




       m. The Person Record page for your newly created record will appear. Note that a box indicating
          the “state change history” appears at the top of the record (circled in blue):




   4. Now, to begin the Check In process, click the Check In Records tab.

   5. Right below the tabs, click Add a Record.




6. Enter the UUPIC in the text box, and then click OK. The information you entered in the Person
   Record should populate below

          If you receive an error indicating that the UUPIC already exists, this can be the indicator of
           one or more likely scenarios. The most likely is another person has started a Check In for the
           new person or this person has previously worked at NASA HQ and has an active record from
           their prior NASA HQ assignment. If you encounter this error, contact the HelpDesk and a
           member of the CICO support team can take prompt corrective action.



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                 On-Boarding Unpaid Interns
                                 Revised June 15, 2011


a. IMPORTANT NOTE:

    At the top of most screens
    there is a Note: section with
    text displayed on a light green
    background. The Note section
    lists information and
    instructions relevant to where
    the request is within the
    process, workflow.




b. CANCELLING CHECK INS: This is the only point in the workflow where the Cancel button at
   the top of the screen can stop the creation of the Check In Record. After you create a record,
   if you press the Cancel button, the record is marked as cancelled, but not actually deleted
   from the system. In
   addition, a Person
   Record is created for
   the person
   preventing the entry
   of a second new
   Check In record. You
   can generate reports
   to view cancelled
   records.




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                      On-Boarding Unpaid Interns
                                     Revised June 15, 2011




7. To determine if you can proceed with the Check In, validate the accuracy of the person’s
   information. If the information is:

      Correct         Click OK to proceed with the Check In

      Not Correct     o   Click Cancel
                      o   Contact the HelpDesk to have corrections made prior to creating
                          the Check In Record.



8. CICO creates a new Check In Record number, indicated below with a blue circle.

      If                                                           Click

      You need to change the employee’s identifying information    Update Data Entered

      No changes to the information are required                   Continue with Check In




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                    On-Boarding Unpaid Interns
                                     Revised June 15, 2011




9. As indicated by the note in the green shaded box, Populate/Validate the remaining Check In
   Fields about the person who is Checking In to NASA HQ.

          To select request items for the employee, select or de-select No or Yes buttons, or check
           boxes as appropriate. The request items have set defaults that you can de-select if not
           needed. However these defaults are considered standard, so change them only if you are
           sure they should be different.

          Field names displayed in red italic and with an asterisk (*) preceding
           the field name are required. Field names in green italic are also
           required but they have preexisting values already entered:

          Specific information for non-paid interns:

               o   Employee’s Person Type: N/A

               o   Appointment Category: “Intern (Non Paid).”

               o   Type of Appointment: Temporary

               o   Temporary Appointment Start Date (Required!)

               o   Temporary Appointment End Date (Required!)

               o   Start Date (Required!)

               o   Center: HQ

               o   When the system asks if a badge is required, be sure to select YES.

               o   If applicable, select the appropriate background investigation option.

               o   If applicable, include requests for technology seats (computer, desk phone, PDA,
                   etc.), tokens and workspace/office needs.

               o   Give as much detail as necessary. Add all other necessary notes to the remarks
                   section.




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                         On-Boarding Unpaid Interns
                                        Revised June 15, 2011


   10. Complete the request. Finish populating, selecting and de-selecting the items for the
       remainder of the Check In screen. Verify that all of the information provided is correct.
       While completing the form, you have the following options available to you at the top of
       the screen:

       a. Click Cancel to discontinue with the Check In Records request

       b. Click Reset Form to clear the information on the current screen.

       c.   The Actions menu: Add File allows you to attach a file to help you document the request:




       d. When finished, click OK at the top of the screen.



Other useful tips for onboarding:

            o   Consult the “Check In Check Out (CICO) Users Guide” for the complete details on
                using CICO.

            o   If you run into problems while submitting a CICO request, enter a help desk ticket by
                calling 358-HELP or visit the HQ Help Desk online




                           This document is posted on the ITCD Web site at:

                                http://itcd.hq.nasa.gov/onboarding.html




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