franz.cesar.t.umayam_centerbench roll-off checklist 12-20-12 (1)

RIRO Checklistdocument.xlsx

Modified: 04/17/2023 20:54:30©2011 Accenture. All Rights Reserved.Accenture Confidential

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List of Users

Access Type Involvement

(Read, Read/Write) (Implementer, Affected)Philippines DC Personnel Affected

ImplementerRead/Write

Philippines DC Delivery Performance Group

Read/Write


Modified: 04/17/2023 20:54:30©2011 Accenture. All Rights Reserved.Accenture Confidential

2 Last modified by: User

Center BenchRIRO Checklist

Version: 4.1


Modified By: 04/17/2023 20:54:30©2011 Accenture. All Rights Reserved.Accenture Confidential

3 Last Modified By: User

CenterBench Roll-in/Roll-off ChecklistControl

Version Control

Version Prepared by Reviewed by Approved by Approval Date

V4.1 Information Security Group (ISG) Carlo Bautista – PCS Group Lead 9/21/2011

Security Notice: The information contained within this document is CONFIDENTIAL and

Handling Guidelines: (Tick all that apply)

Limit access to individuals on Access List / Lock in a Drawer

Password-protect when emailed outside Accenture Network / Send password separately

Retention period is default in compliance with Accenture Policy 0123: Archives and Records Management.

Access List: (Tick all that apply)

# Name Read Modify Delete

1 Project Management

2 Project Member (Roll-in/Roll-off Employee)

3 Other Project Members

Amendment Register

Prepared By, Role Section Affected Description/Reference Reviewed By Approved by

V1 Whole Document Drafted whole document Norie C. Francisco

V2 Rio Ballon - PCS RIRO Lead Roll-in Items 44/45 Remove item 45 - incorporate SAT versions 2&3 to item 44

Roll-in items 15, 17, 36 Inclusion of PCS Support as responsible entity

Roll-in item 45 Rephrased action item for SAT for FTEs

Roll-in Item 48 New Phone and Extension No. Allocation Policy

Roll-off items 15-17, 19

Roll-off item 16

Information Tab - row 34 Fill out the details for rows 77 to 80

Information Tab - row 40 Fill out the details for rows 57 to 60

Key Consideration Tab

Roll-off item 26

ISG

ISG Roll-in Item 34 Added a note regarding Non-Accenture Access

Mark Anthony S. Catahina - PCS RIRO Lead

unauthorized diclosure is prohibited. Failure to observe Accenture policy regarding proprietary information can result in disciplinary action, including dismissal, and can subject you and/or third parties to legal liability.

Do not forward or copy data in part or full with out explicit permission of the < Owner >

Version Number

Approval DateISG - Security

PCS - ProcessConnie De Jesus – PCS Group LeadJacque Aboy – ISG Group Lead

<MM/DD/YYYY>

Norie FranciscoCeris Mendoza

Liberty Fernandez

Connie De Jesus – PCS Group Lead

Jacque Aboy – ISG Group LeadJon Casuayan – SEPG Methods

Research and Development Manager

Roll-in Items 3, 23, 25-29, 37-42,

Replace Responsibility from Project Team Lead to PCS Support

Roll-in ChecklistRoll-off Checklist

Re-named Days to Complete Task column to Timeline (entries as first day/week/month instead of number of days to complete)

Replace Responsibility from Project Team Lead to PCS Support

Added ‘VPN account access to project server’ to distinguish from MD account

Removed High Level Process diagram. Detailed swimlane-type process diagrams created (supplement to the checklists) ; added lines 50, 83, 84, 131, 132, 133, 137, 138

Replaced with Node deactivation only if workspace to be vacated will not be occupied by project resource

Roll-in Checklist Roll-off Checklist

Macro added to notify if Completion Status or Completion Date (if completed) was left blank when saving or closing the document




V2

ISG

V3

Rio Ballon - PCS RIRO Lead Added Roll-in item 32

Roll-in Item 48

Roll-in item 42

Roll-in item 53

Roll-off item 7

Roll-off item 41

Roll-in item 30

Roll-in item 49

Roll-in item 60

Roll-in item 51

Roll-in item 44

Roll-in Item 45

Roll-in | Roll-off

V3.1

Rio Ballon - PCS RIRO Lead ISG - Security

Roll-in Item 18

Roll-Off Item 15

Roll-off Item 23 Included IronKey as asset for surrender to F&S

Roll-in Item 24

Norie FranciscoCeris Mendoza

Liberty Fernandez

Connie De Jesus – PCS Group Lead

Jacque Aboy – ISG Group LeadJon Casuayan – SEPG Methods

Research and Development Manager

Information Tab - Purpose Re-phrased completion and submission of checklist for clarity and consistency

Inclusion of new contractual employees in Manila.Contractors group list

Sonny Boy EspiqueGene Eledia

Kristine Tawagon

Liberty FernandezCeris Mendoza

Removed phone allocation - replaced with request for phone number transfer

Update BCP contact details to Project BCM/Security team and Manage MyData websiteChanged Responsibility from PCS Support to Project BCP/Security Team

Removed link to TxtConnect reguistration site (to avoid broken/not updated links)

Removed phone allocation - replaced with request for phone number transfer

Request for removal of Contractor employee from Manila.Contractors group list

Added request to update new or changed extension numbers in People's Directory via PDC Directory website

1) Removed Artes from list of Accenture softwares for verification upon rollin ;2) Replaced RSA Keon with Accenture Root Certificates

Added checking of access and initial setup of time and expense (MyTE) for new joiners

Replaced item #5 from Accent on Manila to Buhay Accenture

Replaced Security Awareness Trainings with ISMS and BCM-related trainings via MyLearning

Completion of required trainings on information security, ethics, and data privacy in MyAccess for contractors/FTEs

Replaced Sunrise Helpdesk x5999 and Manila Help Website instance with IT Support Philippines website

Roll-in/Roll-off Tab Header

Added instruction on accomplishing separate checklists for resouces assigned to several projects


Kristine Tawagon

Added Important! Note (1) for deletion of domain ID from previous project before requesting a new ID for the under the next project assignment

Added Important! Note (1) for rejection of account creation unless the employee's previous domain ID is not yet deleted

Roll-in/Roll-off Footer Reminder

Added NOTE as reminder for PM approvals executed at the least 2 days prior to the expected roll in/off dates

New item to have the PM orient the Discipline Policy to new resources who have not undergone yet NJO




V3.1

Rio Ballon - PCS RIRO Lead

Roll-off Item 28

ISG - Security

V4

Jenny Quiros - PCS RIRO Lead Roll-In/ Roll-Off Deadlines

Catherine Camat

Updated ARTES to myTE

Jenny Quiros - PCS RIRO Lead Gene Eledia/ ISG

5/13/2011

File signed Project Specific NDA

Updated Roll-in tab Updated all applicable hyperlinks

Updated Roll-in tab Updated Roll-in tab number sequence in column A

Updated Roll-off tab Updated Roll-off tab number sequence in column A

V4.1

Martha Flores - PCS RIRO Lead Added -This is also applicable for long term expats (i.e. more Gene Eledia/ ISG 9/21/2011

Added - This is also applicable for rolling-off long term expats

Updated link in Column G

Updated link in Column G

Updated Trunk Line Number


Kristine Tawagon

Added additional note on deletion of the rolling off resource's name from all the project's NAB list to which he belongs

Roll-in/Roll-off Deadline (Duration iof Completion)

Column

New - omitted the Timeline column - to explicitly define the required day(s) of completion and the ideal time duration for the completion of the task(s)

Updated with definitive description of allowable timeline and actual deadline

Regina Rosal - PEX Methods and Assets Team Lead

Roll-in Item 53(Action column)

1) Updated link to the Decision Approval Matrix2) Updated link to the PDC HR Portal 3) Updated order of topics

Roll-off Item 24 (Links/Reference/

Deliverable)

Updated link from [email protected] to https://myrequests.accenture.com Note: Addressed Catherine's review points/requests

Key Consideration

Deleted Roll-in Item 32 - Process no longer

applicable in DCNISU

Request for Voice Mail from the IT Support Philippines website ( (for Manager new joiner/regular hire only). If

needed

Deleted Roll-in item 37 due to duplication

Deleted Roll-in item 50- Process no longer

applicable in DCNISU

Log via IT Support Philippines website request for transfer of extension number

Deleted Roll-Off Item 7 - No longer applicable with

DCNISU

Log via IT Support Philippines website request for transfer of extension number (if applicable)

Updated text in Roll-off item 8

Turn over all assets to asset custodian or to the newly assigned asset owner

Updated text in Roll-off item 38

( For same day resignation, non-regularization or same day termination, the deadline will be the last effective date of

employment.)

Updated Roll-In Description in Row #7

Carlo O. Bautista - PCS Group Lead

Updated Roll-Out Description in Row #7

Updated Roll-In Tab Item # 46

For contractors or Fixed Term Employees, complete the following required trainings: - Information security (myAccess)- Ethics (myAccess)

Updated Roll-In Tab Item # 5

Updated Roll-Off Tab Item # 36

Updated Roll in Tab Item # 46

For contractors or Fixed Term Employees, complete the following required trainings: - Information security (myAccess)- Ethics (myAccess)

Updated #5, #36 and #37 Roll In Tab

Changed responsibility from Project Manager Team to new Project Team Member

Updated Roll in Tab Item # 51

Deleted Sim Pro and RSA Keon Accenture CA Root Certificate

Updated Roll In Tab Item # 53

Approval from Ning Siy_05132011

Approval from Carlo Bautista_092




V4.1

Martha Flores - PCS RIRO Lead Gene Eledia/ ISG 9/21/2011

Task is now part of item # 19

Updated DCN ISU PIN link

Added Roll Off Item #42

Changed SEPG to DEX

Complete the following project-specific trainings:

Key Considerations tab

Roll In Tab #36 - 37 Updated Links/References

Roll In Tab #55 Updated Links/References

Updated Header to reflect additional reminder/guideline

Whole Document Put back Macro

All Tabs The Bry De Vera 9/22/2011

V4.2 Roll-off tab Updated the Bench SharePoint Links Center Bench Supervisor Salvador-Agu, Ma T. M. 11/7/2012

Carlo O. Bautista - PCS Group Lead

Updated Roll in TabItem # 50

Deleted Sim ProAdded ISG Workstation List Link

Updated Roll In TabItem # 19

Included Rollin Activity in the DCN ISU Service Request Request for New Joiner Enablement

Roll In TabDeleted Item # 24

Roll In TabUpdated/Created # 14A

Added for Roll-Off to Project employees using DCN ISU SRM Request for Deactivation Module

Roll In TabUpdated/Created # 14B

Added for Resigned or Terminated Employees using DCN ISU SRM Request for Deactivation Module

Updated Roll In Tab# 30

Added submission of Shift and On Call Premium of Resigning Employees

Roll OffChanged Item #14

PM should have the request approved 3 days prior to actual roll off date.


NOTE: PM should have the request approved 5 days prior to actual roll off date.


NOTE: PM should have the request approved 3 days prior to actual roll off date. If resource holds an ISMS role make sure that it has a KT of responsibilities for ISMS roles to the new assigned resource.


NOTE: PM should have the request approved 3 days prior to actual roll off date.

Roll OffItem #25

Roll in TabAdded Item #48Renumbered succeeding itemsReformatted Numbering of Roll Off Tab to incorporate additional items

Mark Anthony S. Catahina - PCS RIRO Lead

Updated Roles and Responsibilities of PCS Support for the project and Project Management Team

Roll In and Roll Off tab Header

Information, Roll-In and Roll-Off Tabs

Updated tabs based on ISG Framework Team review points

Roll-In Tab #5 and 50Roll-Off Tab #36

Updated tabs based on ISG Client Data Protection Teamreview points

Roll-In Tab and Roll-Off Tab

Updated tabs based on ISG review pointsReformatted Numbering to incorporate additional items

Regina Rosal - Methods Team Lead

Applied ADM Cleansing guidelinesAdded ACL and Cover Page

Romeo Simon/ Susan Intengan/Rynor Egle




CenterBench Roll-in/Roll-off ChecklistInformation

Table of Contents

This worksheet records handling guidelines for and the changes made in this document.

This worksheet gives an overview of the spreadsheet along with a step by step methodology for its use.

This worksheet gives an overview of the high level RIRO process and the roles and responsibilities of RIRO stakeholders

This worksheet will capture the action items to be accomplished by a new roll in.

This worksheet will capture the action items to be accomplished by a rolling off or resigning personnel.

Purpose

Scope

All PDC personnel rolling in or rolling off from a project/shared service/support group.

Target Audience

Instructions for Use

Step 1 Update the Control tab

a

b. Go to row 2 and update text enclosed in < >.

c. Fill out the following sections:

Version Control

Handling Guidelines

Access List

Amendment Register

Step 2 For new roll in, update the Roll In tab

a


c. Check the whole tab and update all text enclosed in < >.

d. Accomplish all applicable action items and update the Complete? and Comments columns.

e.

Step 3 For roll off, update the Roll Off tab

a


c. Check the whole tab and update all text enclosed in < >.

d. Accomplish all applicable action items and update the Complete?, Date Completed and Comments columns.

e.

Control

Information

Key Consideration

Roll In

Roll Off

The roll-in checklist enumerates the steps that need to be done when a new team member is rolled in to a project. It is expected that this checklist be started to be accomplished within five (5) days upon roll-in of new team member to the project. PCS Support to ensure completed and reviewed checklist is uploaded to project repository within thirty (30) days from roll-in date.

The roll-off checklist enumerates the steps that need to be done when a team member is rolled off from the project. Access deactivations have to be requested and approved before the team member is released. Key points should be remembered: concerned parties are informed of the roll-off, update the roll-off information in the <Project> repository site, the person leaving the project has started turnover tasks and project records have been updated. PCS Support to ensure completed and reviewed checklist is uploaded to project repository within five (5) days after roll-off date.

Important: When tailoring the checklist, projects should incorporate any client-specific requirements, especially on the SLAs/turnaround time for the removal of access from client systems and for notifying clients on any exit cases (e.g. resignation, termination, AWOL, suspension, etc).

Implementers: Information Security GroupAffected: All PDC personnel rolling in or rolling off from a project/shared service/support group.

Go to Control tab.

Go to Roll In tab.

Fill out the details for rows 79 to 82.

Go to Roll Off tab.

Fill out the details for rows 57 to 60.




Major Roles & Responsibilities

This is a high-level summary of the roles that each stakeholder needs to do in the roll-in/off process.

Roll-in Facilitation

HR Representative

Send deployment notice to new roll-in copying Delivery Lead, Project Manager, Leads and. PCS Support mail group

Request inclusion in Manila.Contractors (For Contractor Employees only)

Project Management Team

Provide orientation on the new resource on project tools/access

Conducts expection setting and objective setting

Provide brief discussion on NDA form

Provide high level discussion/overview on the whole Project/engagement to include scope of work, policies & guidelines

Informs onshore counterparts of the new team member

Provides high-level project orientation

Requests for project specific accesses

Project Team Lead to verify checklist

Signs-off the checklist

Collaborates with PCS Support to complete items

PCS Support for the Project

Endorses new member to the project management team

Requests for common Accenture accesses (e.g. proximity access, domain access, etc)

Updates project records

Endorses completed checklist to Lead or PM

Files or saves the checklists in the project repository

Escalates incomplete checklists to Project managers if SLA is not met

Collects and reviews the checklists and endorses completed checklist to lead or PM

Reviews, monitors and verifies that the checklist is complete

Assign workstation or laptop (whichever appropriate)

Coordinates with other stakeholders with incomplete items

Project Team member

Complete required trainings online

Verify installation of Accenture software

Read the Business Continuity Plan (BCP)

Read the PDC Information Security Pocket Guide

Completes and submits the checklist to PCS Support of the project

Roll-off Facilitation

A. RESIGNATION

HR Representative

Acknowledge, validate details and process resignation of resource

Input separation request in the Exit Management System

Request removal from Manila.Contractors (For Contractor Employees only)


Collects final time and expense report

Collects and reviews checklist and saves it in the project repository

Requests for deactivation of accesses (domain access, proximity access, etc)




Requests for workstation reblast/rebuild

Collects final Shift and On Call Premium on the last day of the team member (if applicable).



Advises HR, PCS of resignation of team member

Notifies client of the roll-off or release of the team member

Requests for the removal of project/client-specific accesses

Completes exit interview

Approves resigning resource's last MyTE





Resigning Team Member





Submits resignation notice

Undertakes proper transition activities

Submits clearance form to HR/Cashier

Completes roll-off checklist

B. FTE END OF CONTRACT

HR Representative

Advises PM of impending end contract

Acknowledge, validate details and process non renewal instruction from project











Requests for workstation reblast/rebuild



Acknowledge notice of end contract from HR








FTE Resource



Submits clearance form to HR/Cashier

Completes roll-off checklist

C. ROLL-OFF FROM PROJECT

HR Representative

Advises PM of impending roll-off

Acknowledge, validate details and process roll-off instruction from project


















Rolling-Off Resource






D. ROLL-OFF DUE TO AWOL

HR Representative/ER

Request suspension of ManilaDC account and Enterprise id of the concerned employee


Facilitate retrieval of issued assets




Communicate AWOL incident to HR Representative

Request to log resignation via EMS to HR

Approve EMS log





Note :

Applicability

Type of Employment Type of Resource Current Scenario Roll in checklist Roll off checklist Comment

Regular Employees Dedicated resource New roll-in Yes N/A

Contractors Roll-off N/A Yes

Direct hire contractors Resignation N/A Yes

Termination N/A Yes

Subcontractors N/A Yes

LOA N/A Yes

GCP N/A Yes

Loan Yes Yes

team transfer Yes Yes

long-term expats Yes Yes

Onshore No No

ML N/A No

Additional new project/team Yes N/A

Rolling-off one project/team N/A Yes

Detailed RIRO Process Flow Diagrams available at https://manilamethods.accenture.com/customdevelopment/attachments/PDC%20RIRO%20Process%20v1.0.doc

AWOL (eventually leads to termination)

RI checklist to new team, RO checklist to old team

RI checklist to new team, RO checklist to old team

Shared resource (assigned to multiple teams/projects)

RI checklist for new team/project. No need to accomplish RO checklist for

existing team/project.

RO checklist for the team/project where resource will roll-off.




Philippines Delivery Center

Center Bench Roll-off Checklist

No. Action Responsibility Comments

Communicate the Roll-off Not Started

Perform Wrap Up Not Started

2 Archive project specific files and mailbox via BIGFILE Project Team Member Not Applicable

3 Project Team Member Not Applicable


6 Project Team Member Due by Roll-off Date Completed 20-Dec-12

8 Return bin key to Facilities & Services (F&S) Project Team Member Due by Roll-off Date Not Applicable

12 Project Team Member Due by Roll-off Date Not Applicable

7 Project Team Member 1 day prior to roll-off date Completed 20-Dec-12

Disable Tools and Accesses Not Started

The roll-off checklist enumerates the steps that need to be done when a Project Team Member is rolling-off from the project. This checklist is applicable to all rolling-off employees of the Accenture Delivery Centers in the Philippine (Regular, Contractors and Fixed Term Hire), and for all exit cases (resignation, termination (AWOL)), and even those on LOA and GCP. This is also applicable for rolling-off long term expats (i.e. more than 24 hours).

Key points should be remembered: Concerned parties are informed of the roll-off, the person leaving the project has started turnover tasks, and project records have been updated. This checklist should be completed and returned to PCS Project Support on or before the roll-off date. In the event of same day resignation, non-regularization or same day termination, the deadline will be the last effective date of employment.

Resources assigned to 1 or more projects or under shared-service set-up must accomplish individual Roll-off checklists per project assigned.

Ensure to enable Macro before filling-out the checklists. Note that all items should be tagged as "Completed" or if in case there are items not applicable tagged those as "Not Applicable" in order to save the file. Rows should not be deleted.

Detailed RIRO Process Flow Diagrams available in the ADM Repository.

Deadline(Duration to accomplish)

Completion Status

Completion Date

Links/Reference/Deliverable

Within 2 days prior to Roll-off Date https:\\bigfile.accenture.com

Transition of tasks to identified replacement/s

Can be the following: * Sub-lead * Time Keeper * Training Coordinator * Asset Custodian * Seat Coordinator * Evacuation Marshall

Note: Include transition of ISMS-related roles if applicable (e.g. ISMS Coordinator, Asset Custodian)

5 days before Roll-off date(KT signed-off prior to rolloff date)

https://ts.accenture.com/sites/RMG-Resource_Management/centerbench/Lists/FAQ%20Browser/AllItems.aspx

Turn over all borrowed assets to asset custodian or to the newly assigned asset owner* Mouse* LAN Cable

Within 2 days prior to Roll-off Date

Clear out the workspace and remove all personal belongings and trash.

Set up Extended Absence Notification, for special email accounts set up for the project

Note : Applicable if resource is on LOA

Update MyCV and skills inventory (applicable for Regular Employees) https://myscheduling.accenture.com

http://www.bigfile.accenture.com/

https://ts.accenture.com/sites/RMG-Resource_Management/centerbench/Lists/FAQ%20Browser/AllItems.aspx

https://myscheduling.accenture.com/




9 Project Team Member 1 day prior to roll-off date Completed 20-Dec-12

10 Project Team Member 1 day prior to roll-off date Completed 20-Dec-12 PDC.RMG.CenterBench.PCS

Update Project Records Not Started 22 Project Team Member Within 3 days after Roll-off Date Not Applicable

23 Project Team Member Within 3 days after Roll-off Date Not Applicable

16 Project Team Member Within 3 days after Roll-off Date Completed 20-Dec-12

This section is for resigning or terminated employees Not Started


22 Project Team Member Due by Roll-off Date Not Applicable

Delete own files stored at the assigned workstation before the roll-off date.

Ensure that no copyrighted music, videos, and personal files (i.e. photos) are left in the local and shared drives. Verify compliance by doing a Search for pictures, music, or video.

https://it.support.ph.accenture.com/Default.aspx

Send an email to PDC.RMG.CenterBench.PCS or PCS Support ONLY and request for the ff:

1. Deletion of mdc account to Center Bench2. Removal of name to Center Bench distrolist 3. Removal of name to the ff distro (For admins only) * PDC.RMG.CenterBench.Leads * PDC.RMG.CenterBench.Asset Custodian * PDC.RMG.CenterBench.TimeKeeper *PDC.RMG.CenterBench.TrainingCoordinator *PDC.RMG.CenterBench.EvacuationMarshall

Update Skills Inventory (Applicable for regular employees)

Update Individual Training Plan (Applicable for regular employees)

Update Training Records (Mark as Deployed) * SWF & Security Awareness Trainings * Throughput Courses * DIIP

My Learning Site: https://mylearning.accenture.com/accenture/lang-en/management/LMS_LearnerHome.asp

SWF Required Trainingshttps://ts.accenture.com/sites/rmg-resource_management/centerbench/lists/bench%20priority%20required%20trainings/allstatus.aspx

Required Throughput Courses Trackerhttps://ts.accenture.com/sites/rmg-resource_management/centerbench/lists/bench%20priority%20required%20trainings%20swf%20throughput%20c/allitems.aspx

Required DIIP trainings:https://ts.accenture.com/sites/RMG-Resource_Management/centerbench/Lists/Required%20Trainings%20DIIP/All%20InBench.aspx

Receive clearance process communication from HR (via Exit Management System) and complete entire clearance process

Note: Applicable only for the following exit cases : resignation, and termination

Within 5 days from submission of Resignation Letter

<Request email copy of HR clearance instruction>

Return security pass and/or ID to Facilities & Services (F&S).

Note: Applicable only for the following exit cases : resignation and termination




42 Project Team Member On the last day of resignation. Not Applicable

Collect and Review Checklist Not Started

NOTE: All requests requiring PM approval should be approved at the least 2 days prior to the expected roll off dates

Name [Surname, First Name, Middle Initial]: Umayam, Franz Cesar T.

Roll-off Date [mm/dd/yy]: December 21, 2012

Endorsed completed checklist By (PCS Support): Date: Comment:

Reviewed By (Center Bench Sub-Lead): Date: Comment:

Approved By (CenterBench Supervisor): Date: Comment:

Submit Shift and On Call Premium on the last day to PCS. (Applicable for Leavers with Shift and On Call Premium)

Note: For projects without PCS Support, submit Shift and On Call Premium to the Project Manager.

franz.cesar.t.umayam_centerbench roll-off checklist 12-20-12 (1)

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