This document outlines the IT procedures for supporting employee role changes, whether within the same department or across departments. These changes may include promotions or lateral transfers. Upon HR submission of a transfer or promotion request, HR will update the employee’s title, department, and manager effective on the designated start date.


Below are steps IT should follow to ensure the employee is properly set up in their new role:


Step-by-Step Process

  1. Schedule a meeting with both the employee’s current and new manager. 
    • Confirm the effective start date of the new role.

  2. Discuss transition details with the current manager:
    • Determine how long the employee will need access to current role permissions.
    • Document the following in the ticket: 
      • End date for current role access.
      • List of current permissions/access (e.g., AD, Azure, SharePoint).
      • Applications used in the current role (e.g., Adobe, Bluebeam, Project Viewer).
    • Create a task in the ticket with a reminder to remove access on the specified date. Assign this task to the IT agent managing the transition.

  3. Workspace considerations:
    • If the employee has an office workspace and is moving to a different team, confirm whether they will be remote or hybrid.
    • If hybrid, verify the new office workspace assignment.

  4. Release the current manager from the meeting once their input is complete.
  5. Confirm hardware needs with the new manager:
    • Check Fresh Service for currently assigned hardware.
    • Consult with the employee to verify if existing hardware is sufficient.
    • If new hardware is required (e.g., Field Superintendent promoted to Project Manager), initiate provisioning.

  6. Confirm access and permissions required for the new role:
    • Identify with the new manager, a peer in the same role whose access can serve as a model.

  7. Review the software matrix:
    • Note any new software the employee will need that is not currently assigned.
  8. Document access changes:
    • Screenshot current role access/permissions and attach to ticket notes.
    • Add new role access/permissions to ticket notes.
    • Highlight differences in software/applications between roles.

  9. Schedule a setup session with the employee:
    • Ensure all access, permissions, and software for the new role are properly configured.

  10. Verify functionality:
    • Confirm with the employee that everything is working as expected.

  11. Follow up on access removal task:
    • On the due date, check with the previous manager to confirm whether access can be removed.
    • If an extension is needed, update the task and keep the ticket open. Follow up again on the new due date.

  12. Finalize access:
    • Once confirmed, remove all access related to the previous role.

  13. Resolve the ticket once all steps are complete.