Day One Start Training Manual

Table of Contents

Summary of Systems Used ……………………………………………………………………… 3

Contingent Tracking Systems (CTS) ………………………………………………………. 4-6

Access Request Management System (ARMS)…………………………………………. 7 – 11

Provisioning in ARMS for Workplace Essentials……………………………………….. 11- 16

IQN / Day One Start Running Reports……………………………………………………….. 16 – 18

Adding / Clearing Tickets in Comply Track …………………………………………………. 19 - 20

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Systems that Day One Start Team Use

The Day One Start Team is responsible for, onboarding and providing resources for Wolters Kluwer new employees. With communicating and working with, the hiring managers to provide resources for all new hires. The turnaround times to provide resources in the systems we use are between 24 – 48 hours by adding additional resources for new employees are five days.

VE Virtual Edge (ADP) – Is used searching for candidate that was hired through Wolters Kluwer.

People Soft (Oracle) - Employee self-service feature and it is used for checking statuses of potential and new candidates.

IQN (IQ Navigator) – Is used for contingent workforce to onboard temporary employees.

CTS (Contingent Tracking System) – Is used for adding contingent, non-contingent, Customers and offshore contactors and employees into Wolters Kluwer HR recordkeeping system.

Compliance Track – Is used for entering and receiving tasks, with keeping track of activity.

Dell Outsource – Is used for setting up employee’s email accounts and other IT/IP needs.

ARMS (Access Request Management System/ Dell Notification System) - Is used for creating contingent and non-contingent employees Email accounts and provide resources to all employees.

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Contingent Tracking Systems (CTS) Adding Contingents, Customers and Off Shore Contingents

CTS (Contingent Tracking System) – Is used for adding contingent and non-contingent Employees into Wolters Kluwer HR recordkeeping system, to use CTS use the following steps below.

Run master report out of CTS to and add start date Look in CTS to see if the new resource record has been added, if not email notification

to manager to add their resource to CTS. HR Source assigns Day One Start Team Day One Start requests

1. Go to: https://wkcts.wolterskluwerus.com/login.aspx2. Jess Lahr sends an email request to HR Source, with CC: Don in the request.3. Look in AD in case the customer may not exist, or their account may be disabled.

4.*Note: CTS does NOT work on Internet Explorer (IE), Must use Google Chrome or Fire Fox.

5. To add contingent / non-contingent employee into CTS. Click on add contingent

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6. Enter the Hiring Manager name

7. Click Search8. Select the Hiring Managers Name and click continue

Enter the information of the new hire in the following boxes:

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The new hire(s) first name and last name Enter the new hire start date Enter the new hire end date (it must be the exact end date) Enter the department / cost center number (ex: 201 – 107) Enter the location (ex: remote etc.) Click next Click WK (Wolters Kluwer Customer etc.)

To search for a contingent / non – contingent employee in CTS, to retrieve their resource ID number etc.

Enter the new hire(s)first and last name

Click Search

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Click summary to return to the home page.

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Access Request Management System (ARMS) Adding New Users

ARMS (Access Request Management System/ Dell Notification System) - Is used for creating contingent and non-contingent employees Network ID (NA ID) Email accounts and provide resources to all employees use the following steps below.

1. Go to: https://connect.wolterskluwer.com/Pages/home.aspx

2. Click on the HR tab, and then select U.S.

3. Below is what the homepage for ARMS will look like after log-in.

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4. Adding a new user in ARMS, click on users to see if the resource(s) were already added.

5. This how ARMS will look like this if the resource has been added.

6. If the resource has not been added Click create request Click Create a new request for new user (Employee, Temp, Consultant, or

Contractor)

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This is what your page will look like once you beginning creating a new request

7. To enter the Hiring Manager(s) name in ARMS Click Select user Enter the Hiring Manager(s) last name first and the first name last Below is what your selection will look like when you had added the hiring

manager.

Enter the worker type (ex: Employee, Contractor or Customer). *Note: It varies on the customer unit of which the resource will be working in to enter the specific license type of E1, E4 or K1.

Before entering the license type of contractor or customer confirm with the manager first.

Enter the Start date Enter the end date *End date must be one year out from the actual start

date. Enter the Customer unit information (ex: FS, GBS, CLS or TAA etc.) Enter the Business unit information (ex: CT – Lien Solutions etc.) Enter the exact state and location of where the resource will be working When creating Network accounts in ARMS (NA ID’s) and email accounts

some customer units require only just NA ID

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Below is a sample of what the ARMS request for NA ID account and external email only will look like:

When provisioning Day One Start Requests in ARMS for contractors you can select from the following:

o Default / New Contractor o Contractor AD Account Onlyo Customer AD Account Only / External Emailo AD Account and 0365 Accounto 0365 Only

Note: when creating ARMS profiles DELL creates all NA ID’s for contractors and customers who are with Wolters Kluwer.

For Full-Time Employees NA ID’s and email, accounts are automatically generated through people soft.

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When Provisioning for New resources in ARMS, ARMS is an huge provisioning resource for all of your Day One Start Resources. Day One Start Team provisions the following resources for all new hires.

Work Place Essentials (as needed)o Computero Network Account Accesso Building Access / ID Badgeo Workplace / Desk Location, Name Plate and Desktop Phoneo Parkingo Cellular Phoneo Business Cardso Egencia Accesso Corporate Cardo Global Meeto VPN

Job Related Application Access.

Ordering Workplace Essentials in ARMS

When ordering workplace essentials in ARMS for your new resource, follow the Day One Start Request for provisioning resources, it varies on what the hiring manager is requesting for their resource. Sometimes it can be provisioning NA ID to Egencia Access for your new resource.

This process is started by sending out daily notifications to managers to submit their Day One Start Request for their new resources, in order to email managers to submit Day One a daily report is performed from IQN Navigator.

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ARMS Requests Process for Contingent, Customers, Off – Shore, and Full – Time Employees

Termination Process in ARMSTerminations in ARMS consist of Employees and contingents that have resigned, terminated or their assignment has ended. This process is done by using IQN, IQN provides termination reports on a daily basis. To notify managers that the following will take place in ARMS of revoking access of their former employees, by performing this process it gives the manager the option of approving the revoking of resources of their former employees.

Note: If a contingent convert over to a full time employee, no action is required.

To perform terminations in ARMS Click on Termination Request Search for the resource(s)name Select the person for their resources to be revoked Click next Click submit

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Day One Start TeamCreates ARMS

Request

DELL Creates Network Account ID's (NA ID)

Domain Requests for Financial Services, GBS /

GPO Customers and Employees

Computer , Cellphones and application access

VPN Token Requests - For Employees who

require remote acces to work remotely

Create and Change account information

Note: If the resource you have selected to terminate, in ARMS appear and no resources are there that means the manager has already revoked the resource(s) access in ARMS. Therefore, no action is required.

If the resources have been terminated in ARMS but their NA ID and email, still exist.

Go to Termination Request Click resources Search for default new hire contractor Add Default new hire contractor NASS Click on the check Click on add users Add the Contractors name Add the name to the resource users Click submit Add a comment why the NA ID and email has to be terminated Click confirm

Troubleshooting in ARMS Go to Admin Click on Users then search Go to the Active Directory to remove the Contractor Email request to DELL Service / Security Desk to remove contractor

Provisioning for the Customer Units in ARMS / Day One Start Requests Contractor, Off – Shore, and Full – Time EmployeesWhen provisioning for Wolters Kluwer Customer Units, the customer units are not all the same. Each unit requires for specific resources each customer unit is unique in its own way. Below are steps for provisioning for one of the Customer Units.

Provisioning for Contractors in ARMSAfter creating an ARMS profile by clicking on create account, the creation for NA ID / NA Credentials etc. automatically appear. Once this page appears do the following:

Select default New Hire Contractor 0365 or Without 0365 Select the business unit where the resource will be assigned Click grant access Enter the words “Please create NA ID” Enter their status for example: WK-Customer, WK – Contractor etc. Enter the model user name Enter the model user name that is specified by the hiring manager; if one is not

provided, contact the manager for a model user. Click next Review and submit

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Provisioning for Email access for Contractors Click on Email access Click on Email access for Contractor Click grant access Enter the resource name Enter the name of the resource of how it should be listed in the Active Directory (ex:

Theresa.Ocampos) Enter model user name Enter type of email access (ex: U.S. or International) Click next and submit

Provisioning for building access In ARMS click on create access for someone else Click on users to find the resource (automatically the resource business unit will

appear) Select the resources location and click grant access Enter the resource title (ex: WK-Contactor or WK- Employee) Note: remote

contractors and employees do not get building unless specified by the manager. Enter the actual start and end date of when the resource will be starting Enter the Date when needed (it’s always best to enter at least a week before the

start date.) For Full – Time Employees enter date of 99/99/9999 Some Customer Units request for specific building access (ex: Green badge access)

you can enter that in the comments box or contact the facilities manager of their assigned customer unit.

Provisioning Telecom Access in ARMS Repeat the first two steps in provisioning for building access Select the resources business unit (ex: NASS / Global Shared Services etc.) Before provisioning for the new resources Desk Phone email the hiring manager for

information to provision for the Desk phone, a lot of the desk phones within WK are I3 phones.

Click on grant access Enter the specific information of the I3 phone with the location Enter the CUBE, MAC and extension that is provided by the manager Enter the model user information Click next review and submit

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Provisioning for a Cube or Office for Employees and Contractors Repeat the first two steps in provisioning for building access Select the resources business unit (ex: NASS / Global Shared Services etc.) Email the manager for the resources cube assignment sometimes this is listed in the

Day One Start request Click on Desk / Cube of the resources location Click on grant access Enter the assigned cube of office number of the new resources Click review and submit

Note: When provisioning for Cubes for resources some business units do not have cube numbers; this is where the I3 telecom request serves as a cube assignment.

Provisioning for a computer in ARMS varies on what is requested in the Day One Start by the hiring manager.

Provisioning Desktop/ Laptops in ARMS Repeat the first two steps in provisioning for building access Select the resources business unit (ex: NASS / Global Shared Services etc.) Click on standard or developer Desktop / Laptop of the business unit Click grant access Enter the Cost Center Number you can retrieve that information from people soft. Enter the business unit department Enter the justification of why the computer / laptop is needed Enter the date when the computer is needed Enter what applications and hard drives are needed to be added into the computer Review the order and click submit

When provisioning for computers they cannot always be provisioned in ARMS, this is usually considered as a purchase. Some business / customer units you can contact their procurement department of the specified business by providing the resources hiring manager, resource name, status and start date. When you provide this information to the business unit procurement department, they can provide a computer / laptop for the new resource.

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If a computer new computer has to be ordered, you have to

Provisioning for a new computer / laptop (Purchase) Email the hiring manager of the new resources business unit with sending a snapshot of

the computers they are allowed to purchase, by accessing the information from the WK SHI page.

The manager lets you know which computer they would like for their new resource Fill – Out the Purchase Order form (P.O.) Enter the date with the date of when the computer is needed by (ex: 5 – 7, two days

and overnight. If needed overnight notify the manager that the cost is $150.00) approval is needed for computers to be shipped overnight from the manager.

Log into people soft for the business unit number to enter on the P.O. form Enter capital items Enter the items number Enter the quantity of items Enter the cost center number Select consumables

Once you have ordered the computer for the resource email the new resource(s) business unit I.T. Tech to have the computer re-imaged.

The steps that are provided above for Employees and Contractors are the same for the other business units unless specified different. Note: When provisioning for FTE resources you do not have to submit for a NA ID and email account it generates automatically through people soft.

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IQN Navigator Running Daily Reports for Provisioning New Contingent Resources

IQN (IQ Navigator) – Is used for contingent workforce to onboard temporary employees.Running Reports in IQN

Go to: https://augustus.iqnavigator.com Log in using your Wolters Kluwer NA ID Credentials and password Click on Assignments Click on Run Reports Email Hiring Managers Day One Start notifications Go into ARMS to see if the resource has already been created Create request for new user Add worker info Look up hiring manager info Click on requests to track entered information

Note: Activity Reports are mainly done on Friday mornings

IQN / Kelly OCG Terminations Extending Contracts Contingent Workers receive Day One Start letter with start date

Running the New Contingent Hire Report, (Morning Report) is performed on a daily basis. This report gives the Day One Start Team to keep track of. The Contingent Workforce Team enters

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new Contingent Hires information; the Contingent Workforce is mainly responsible for recruiting for the contingent employees for Wolters Kluwer.

Running and cleaning up the Morning Report in IQN

Go to: https://augustus.iqnavigator.com Log in using your Wolters Kluwer NA ID Credentials and password Click on Assignments Click on Run Reports Click export File by Customer Unit and date Look to see if new resources have been added Highlight and delete un-needed information (ex: information that is before current date

of report.) Select parts of the report for page breaks to be entered Email hiring manager’s reminder to submit Day One Start request Save report with entering the date report was created

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Compliance Track Adding and Clearing Tickets

Compliance Track is a resource that is used for tracking for onboarding and off boarding, Contractors, Full – Time, and Off – Shore Employees.

Adding Tickets in Comply Track Click add new Click on organization / sub - organization Add location Click on priority (ex: High, Low and Normal) Click on sub – category (ex: CTS Admin. Support) Select onboarding or off boarding Click Status (ex: High, Low or Normal) Enter description Enter type of request (ex: HRBP or HR Source) Save and attach Day One Start request or HR Source email Click Save

Closing Tickets in Comply Track Click on search activities Enter the name or ticket number Click search Open ticket Enter information in resolution box Select date that the ticket was completed Select task status (ex: Active, Hold, or Completed) Click save

Process for Provisioning for Full – Time Employees

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Provisioning for Full – Time Employees is similar the same as provisioning for Contractors, Customers and Off – Shore Employees. Below demonstrates the hierarchy of how provisioning works for Full – Time Employees.

Note: Dell will not create NA ID and email credentials until ten days of start.

Process for Provisioning for Full – Time Employees Continued

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Applicant applies on WK-Careers site

Applicant profile is created through VE

Recruiter review profile and resume

Recruiter contact potential candidate

for an interview

Canidate interview process is tracked

through VE

Hiring Manager Interview potential candidate offer is

extended

Canidate accepts offer through offer

letter

Hiring Manager Contacts Client contact team to

draw up offer letter

Client Contact Creates Employee

Profile in PE

Dell adds NA ID and email into

Active Directory

Employee profile is added into ARMS

Day One Start Team Provisions

for new employee resources

Provisioning for Full – Time Employees consist of the following steps Day One Start receives assigned Comply Track request Check VE for status of where the new resource is in the hiring process Email Day One acknowledgement Create a reminder to check Active Directory to see if the new resource has been added Check e-mail creation in the general tab of Active Directory, if e-mailed is blank contact

the DELL Service Desk. CC: Ivan Gonzalez to expedite email.

Checking Status in (VE) Virtual Edge of new resource hiring status Log into VE by entering your NA ID Credential, Enter Wolters Kluwer as the organization Enter your password Enter the name of the new resource (ex: last name, first name or initial of the first

name) Click search Select the name of the new resource Click on the arrow to check the status of where the new hire is at in the process Click on offers to view offer letter and start date

Checking Status of New Resource in (PS) People Soft Log into People Soft by entering your NA ID and password Click on job information Click on job data Enter the number 7 or 3 this number represents the year that the resource was hired Enter the new resource first name or initial Enter the last name Click search

Note: for People Soft if the resource has not made it into people soft yet, this means that the new resource has not done the following; pass their background check or submitted their acknowledgement. You can research this information by contacting the HR Source Client Contact Team.

Creating Reports for Contingent Resources

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Every Monday the Corporate Citizenship Compliance Training report is prepared and emailed by 1:00 P.M., this report consists of contingent resources for Financial Services and Health. If the deadline is missed, you can email out the report every Tuesday morning. These reports can be generated from the CTAN / IQN Daily report and CTS. Both reports must be added of contingents that will be starting one week before their start date.

Creating this report for Financial Services the following resources cannot be added Full – Time Employees Customers Off – Shore Contractors Certain Health contractors that out of scope

Creating this report for financial Services and Health Create a spreadsheet Enter the hiring manager name Enter the new resource name Enter the e-mail Enter their start date Enter the tracking system (CTS / CTAN)

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Provisioning for Full – Time Employees that are converting to Contractor

When Full – Time Employees convert to Contingent Employees; no provisioning is required because the contingent is already established. It only consists of the status change from Full – Time to Contractor.

Converting from Full – Time to Contractor Hiring Manager Emails Client Contact Team notification, that FTE is converting

Contingent. Email out the first notification of the FTE that is converting to Contingent Log into People Soft to obtain the PS ID# Days before the FTE is converting to Contingent email the first notification Create / Update ARMS profile to show the conversion from Full – Time to Contingent Confirm with DELL that FTE / Contingent is the same person, ask DELL to remove the PS

ID number. Notify DELL not to shut – off the contingent access due to they are converting to

contingent.

Updating New Resources Name with DELL

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Updating New Resources VPN Access with DELL

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Retrieving Day One Start Requests

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The Day One Start Team handles a lot of provisioning requests from all the customer units that are within Wolters Kluwer. A major part of this process consist of retrieving information from the CTAN / IQN morning report with emailing out notifications for the managers to submit their Day One Start Request.

Retrieving Day One Start Requests

Go to: https://connect.wolterskluwer.com/sites/HRIS/DayOne/ Click on Day One List Click on modify lists Click on descending Select your resource Then print

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