SDPBC Information Technology Division New Employee Orientation

Transcription

1 SDPBC Information Technology Division New Employee Orientation How to Get Your Employee ID Number After attending New Employee Orientation, your School or Department Payroll Contact (this is usually the Principal s Secretary, Head Secretary for the Department, or Substitute HR Contact) will be your point of contact for obtaining your Employee ID Number. This number takes approximately three (3) to five (5) business days to be issued. Check with your Payroll Contact starting on the third business day. Waiting times may vary depending on payroll processing and high peak hiring periods. How to Get Your Initial Password You will need your Employee ID Number in order to obtain your password. 1. Call the Service Desk in order to get your initial password. 2. Dial (561) or PX: Select option 2 from the phone menu to reach the IT Service Desk. 4. When prompted to obtain your initial password, press the # key. 5. You will need to enter: Your Employee ID (the 7 digit number that you received from your Payroll Contact) The last FIVE digits of your Social Security Number Your date of birth (mm/dd/yyyy) 6. A unique initial password will be generated for you. Please make note of the following: Computer generated password point equals. Computer generated password ampersand equals & Computer generated password tilde sign equals ~ 7. Write down your initial computer generated password because you will need it in order to change it to a more user friendly password at a later date. Watch the New Employee Orientation Videos 1. Go to (scroll down to the New Employee Orientation Videos and Handout Links). 2. Watch the following New Employee Orientation Videos (viewing time is approximately 14 minutes): Introduction Video PeopleSoft Self Service Acceptable Use of Technology Policy How to Get Technology Support Note: You do not need an Employee ID (Username) or Password to watch these videos; they are accessible immediately. Version 1.6 Page 1

2 How to Login to the District Enterprise Portal Once you have your Employee ID (Username) and Password, you will have access to the District Portal. 1. To login from outside the District, go to and click on the Employees tab in the middle of the page. 2. Click on Login at the top of the School District home page. 3. You can also login to the District Portal at 4. Both steps 1 and 2 above will bring you to the District Portal Employee login page. 5. Enter your Username (7 digit Employee ID) and Password to login to the District Portal. EXCEPTION: If an employee, who was previously employed with the District, is returning within one year of leaving, and had a User ID (Login ID) consisting of "alpha" characters, then you will continue using your previous "alpha" User ID (Login ID) to sign in. District Portal Employee Login Page 6. Once you enter your Username and Password you will be directed to the District Portal homepage. Version 1.6 Page 2

3 Login to PeopleSoft Self-Service to Enter Your Personal and Financial Information Once you have your Employee Id (Username) and Password, you will have access PeopleSoft Self-Service. 1. Click on the PeopleSoft tile from the District Portal homepage. 2. Click on Self Service, in the top left corner of the screen, under PeopleSoft Links. 3. You will now have access to your Personal Information, Payroll and Benefits in PeopleSoft such as: W-2 Benefits/Enrollment W-4 Sick time/annual leave Direct Deposit Time Sheets Version 1.6 Page 3

4 4. You can access any of this information by simply clicking on the topic heading. Personal Information Address and contact information links can be found here: Payroll and Compensation Payroll and financial links can be found here: Benefits - Benefits links can be found here (if applicable): Version 1.6 Page 4

5 Complete the Mandatory Training on Policy 3.29 Use of Technology by Employees 1. Select the PeopleSoft tile from the District Portal homepage. 2. Under elearning Self Service, Click on Search the Catalog. 3. Type Policy 3.29 into the search bar and click on the Search Activities button. 4. Click on Enroll to access Policy 3.29 Use of Technology by Employees Training. 5. There are two components that must be completed in order to receive credit for this course: 1. Policy 3.29 Use of Technology Course 2. Technology Services Acknowledgement and Consent Version 1.6 Page 5

6 6. Click on Enroll to enroll in the training. 7. Click on Submit Enrollment in order to finish the enrollment process. 8. You will receive an Enrollment Confirmation. Click Launch in the bottom left side of the screen. 9. Click Launch one more time to begin the first component of the course Policy 3.29 Use of Technology for Employees. 10. Upon completion of the first component you will be prompted to Take the Quiz. The quiz consists of 10 questions which are based on the information that you learned in the first component. You must get ALL answers correct to receive credit for Policy Note: All ten quiz questions must be answered correctly. You will have three chances to pass the quiz before being forced to stop the activity. You will have unlimited attempts at completing the activity but must exit and restart the slides from the beginning to reset the quiz count after three unsuccessful attempts. Version 1.6 Page 6

7 11. Once you have successfully completed the step above, you will receive the following message: 12. Click Continue. 13. Upon completion of the first component, click Return to Activity Progress. This will redirect you back to the Activity Progress Summary. 14. Click Launch to begin the second component of the course Technology Services Acknowledgment and Consent. 15. Read the Consent and click on the radio button next to Agree and then click Submit 16. A message will appear confirming the survey was submitted and processed. Click OK to proceed. This will redirect you back to the Activity Progress Summary. Version 1.6 Page 7

8 17. Both components for Policy 3.29 Training are now completed. 18. Under elearning Self Service, click My Learning in the top left side of the screen. 19. Click Print to print out your Certificate of Completion for Policy 3.29 Use of Technology by Employees. Version 1.6 Page 8

9 Access Your District and Calendar You will need to wait approximately two (2) business days, after you receive your Employee ID Number and Password, in order to access your District and calendar. 1. You can access District Gmail/webmail by clicking on the Mail tile on the District Portal homepage. 2. The maximum message attachment size is 25MB and the maximum mailbox size is 25 Gigabytes. 3. DO NOT use for personal . All messages are archived and subject to Public Records searches. 4. Your address is your NOTE: If you have a very common name such as John Smith, your address may contain a number after your last name (1, 2, 3, etc.) which will differentiate you from another employee who works at the District and has the same name. firstname.lastname.1@palmbeachschools.org Always lock your computer by pressing the Ctrl-Alt-Delete keys at the same time. You are responsible for everything done on the system using your User ID and Password! Version 1.6 Page 9

10 Password Reset Instructions Note: Once you receive your initial password, you can change it (optional) by signing on to a DISTRICT COMPUTER and following the steps below: (the instructions below refer to Windows 7 and may look different with other operating systems). 1. Logon to your computer using your Employee ID Number and Initial Password. 2. Hold down the Ctrl-Alt-Delete keys at the same time this should bring you to a screen with several options. 3. Choose the option Change a password. 4. You will be prompted to enter your Old Password (Initial Password) and then enter a New Password of your choice (Please remember to follow the Password Complexity Rules outlined on page11). 5. Once you have confirmed your New Password click on the blue circle with the arrow to continue. 6. You should receive a message stating Your password has been changed. 7. Click on OK. Note: Once you receive your initial password, you can change it (optional) by signing on to ANY COMPUTER and following the steps below: 1. Go to the District Portal login page at 2. Click on Change Password. 3. Enter your current Username and Password and click Sign In. 4. Click on Proceed 5. Click on PasswordReset 6. Continue to follow the prompts until you reach the Change Password screen. Enter your Old Password and choose a New Password (remember, it has to comply with the District s complexity rules) and then Confirm Password (enter your new password again in order to confirm). 7. Once you have confirmed your New Password, click on the Change Password button to continue. 8. You will receive a confirmation that your account information has been updated. Version 1.6 Page 10

11 Password Complexity Rules All employees of the District must adhere to the following password complexity (requirements) guidelines: Passwords must be at least 8 characters long, and adhere to three out of the four conditions below: 1 uppercase letter (A through Z) 1 lowercase letter (a through z) 1 number (0 through 9) Also: SDPBC Information Technology Division New Employee Orientation 1 non alphanumeric special characters (for example - #, Passwords must be changed every 90 days or sooner. (A reminder will be sent via one week before your password expires.) Passwords cannot contain any part of your User ID or your name Once a password has been used, it cannot be used again Once a user changes their password, they must wait 24 hours before changing it again * No single character can be repeated more than 3 times in a row, (for example - aaaa or 3333) How to Get Technology Support Service Desk First contact: Your school ITSA, STST or Department Supervisor. They know your site and the technology available there. Next contact: The Information Technology Service Desk by phone (561) / PX or at In addition, you can click on the esupport Catalog tile, on the District Portal homepage, to submit a service request. Version 1.6 Page 11

12 Quick Checklist Check When Complete Task Get your User ID/Network Login ID Get your initial Password Watch the New Employee Orientation Videos Login to the District Enterprise Portal Login to PeopleSoft Self- Service and enter your personal and financial information Complete Mandatory Training on Policy 3.29 Use of Technology by Employees Handout Page Reference Page 1 Page 1 Page 1 Page 2 Page 3-4 Page 5-8 Who To Contact/Where to Go See your School or Department Payroll Contact (usually the Principal s Secretary or Head Secretary for the Department) Substitutes will receive their User ID from the Substitute HR Contact Call the IT Service Desk (561) or PX: Select Option 2 and hit the # key to be connected to the automated password system Scroll down to the New Employee Orientation Videos and Handout Links Click on Login at the top of the page. Enter your Username and Password. You will be redirected to the District Employee Portal login screen. Enter your Username and Password. OR Enter your Username and Password Select the PeopleSoft tile from the District portal homepage Click on Self Service in the top left-hand of the screen under PeopleSoft Links Select the PeopleSoft tile from the District portal homepage Click on the Search the Catalog in the top left-hand of the screen under elearning Self Service Search the catalog for Policy 3.29 Waiting Period Approximately 3-5 business days after you have attended New Employee Orientation After receiving your Employee ID Number No waiting period an Employee ID Number and Password is NOT required After receiving your Employee ID and Password After receiving your Employee ID and Password After receiving your Employee ID and Password Access your District and Calendar Page 9 and click on Login at the top of the page. Enter your Username and Password. You will be redirected to the District Employee Portal login screen. Enter your Username and Password. OR Enter your Username and Password Select the Mail tile from the District portal homepage Approximately 2 business days after receiving Employee ID Number and Password Change your Password Page From a District Computer by holding the Ctrl-Alt-Delete keys at the same time and then clicking on Change Password. From any computer at by clicking on Change Password on the District Portal Login Screen. Whenever prompted or necessary Version 1.6 Page 12