Contractor Onboarding Process (by Non-Manager i.e. “Initiator”)

Featured Process: Details on how a non-Manager can initiate the Contractor Onboarding process for a

new-hire Contractor, and request the basic IT resources that the Contractor will need to do their job

(Part I). Details on how the new-Contractor’s Manager (or their delegate) can approve the onboarding

request submitted by the non-Manager (Part II). Details on how the Provisioning Team will approve the

Manager’s (or their delegate’s) approval (Part III).

Step 1. Go to the IAMS Portal (https://myaccess.nymta.info/)

Step 2. Open the IAMS Workflow System application from your Launchpad

Step 3. On your Dashboard, click on the “Contractor (Non-IT) Onboarding Request Form”

Step 4. Enter the Contractors First and Last Name in the boxes provided

Step 5. Under “Contractor Agency Details”, click on the drop down arrow to select which Agency this

Contractor should be set up in

Step 6. After selecting the Agency, the “Agency Description” and “Business Unit” will automatically be

filled in

Step 7. Under “Manager Information”, search for the Manager’s name (typing first/last) that this

Contractor will report to, in the “Reporting Manager” field. Note: The “Requestor” will always default

to the name of the user that is completing this Contractor Onboarding Request Form.

Step 8. After selecting the Manager, enter the Contract “Start & End Date”. Note: Per MTA policy, the

Contract End Date cannot be greater than six months from the Contract Start Date. If a Contract End

Date is entered that is greater than six months from the Contract Start Date, the Manager will receive

an error message when they try to submit the form.

Steps 9 & 10. Select the Contractor’s Work Location from the drop down list”, and enter the

Contractor’s Room/Office/Cubicle information (if known – note these are not required fields). Next,

Select whether or not the Contractor needs a new Computer (PC) at their desk (3 options to choose

from).

Step 11. If the Contractor already has a computer, provide the Asset Tag of the Computer and the Data

Jack (if known – note these are not required fields). “Asset Tags” are stickers on MTA provided devices

(i.e. laptop, desktop, monitors, etc.) that allows MTA IT to keep track of our assets. A “Data Jack” is the

jack that the network and phone at the desk connect to … sometimes they may go to the same data

jack, sometimes they may go to different jacks.

Step 12. Select whether or not the Contractor will require a desk telephone (Yes or No)

Step

13. Select the appropriate type of Email (if

any), that the Contractor should have (No

Email, Regular, or Operational)

Step 14. Under “Additional Access”, provide details on what Shared Drive Access this Contractor should

have. Note: If Contractor should be set up with the same shared drive access as an existing

employee/contractor, the Manager’s direct reports will be available to choose from by clicking on the

drop down arrow.

Steps 15, 16, & 17. List out any other Shared Drives (15) (if any – not required), that the Contractor

should have access to, provide any Additional Comments (16) (if any – not required), and lastly hit

Submit (17). Note if Contractor needs an email address other than “@nyct.com” the delegate should

type in the Additional Comments field what email account the Contactor will need (example

@mtacc.info)

Step 18. The user performing the Contractor nboarding will be routed back to their IAMS Workflow

System dashboard.

Step 19. User performing the Contractor Onboarding will receive an Email, notifying the user that the

request has been successfully completed. Note the email notification will contain the Contractor’s “C

Number”, in addition to the Access Request ID, which can be used to track the status of the onboarding

request.

PROCESS COMPLETE!

Now that the user has finished submitting the Contractor Onboarding Request Form, what happens

next?

Answer: The Manager will receive an email notification, alerting them to the need to go in and Approve

this Onboarding Request.

*Note the employee who performed the Contractor Onboarding (steps 1-19) can have the approval

notification sent to them (instead of the Manager), if the Manager’s IAMS Preferences are set up to

“Forward” approvals to that employee.

Manager / Delegate Onboarding Request Approval Process

Featured Process: Details on how the new-Contractor’s Manager (or their delegate) can approve the

onboarding request submitted by the non-Manager.

Step 1. If the Manager has delegated a user to have their approval notifications “Forwarded To”, then

that user will receive the email notification, containing the link which will take the user into IAMS

Workflow System to “Approve” the onboarding request.

Step 1 Continued. OR the Manager can log into IAMS Workflow System and “Approve” the Contractor

Onboarding request.

Step 2. On the Manager’s dashboard, they will see the “Latest Approval” notification for this new

Contractor Onboarding request (C100488).

Step 3. The Manager should click on the Approval Request for C100488 in order to officially “Approve”

the onboarding request.

Step 4. The Manager or their

delegate will now see this Approval

Request, and should click on the

“OK” button, underneath

“Decision”.

Step 5. After clicking on the “OK” button, it will turn GREEN, and from there, they should click on

“Complete” at the bottom of the screen.

Step 6. After clicking “Complete”, the user will be re-routed back to their Dashboard, where they will no

longer see this pending Approval. Notice this approval (C100488) is now gone from the Latest

Approvals list.

PROCESS COMPLETE!

The Manager or their Delegate are now finished with submitting/approving this Contractor Onboarding

Request.

Now that the Manager or their Delegate has finished approving the Contractor Onboarding request,

what happens next?

Answer: The MTA Provisioning Team will receive an email notification, alerting them to the need to go

in and Approve this Onboarding Request.

Continue to the Next Page for Provisioning Team Approval Process (Part III.)

Onboarding Request Approval Process

Featured Process: Details on how the Provisioning team representative will approve the onboarding

request submitted by the non-Manager, which was just Approved by either the Manager (or their

delegate).

Step 1. The Provisioning team representative will receive the email notification, containing the link

which will take the user into IAMS Workflow System to “Approve” the onboarding request.

Step 1 Continued. OR the Provisioning Team user can log into IAMS Workflow System to “Approve” the

Contractor Onboarding request.

Step 2. On the Provisioning representative’s dashboard, they will see the “Latest Approval” notification

for this new Contractor Onboarding request (C100488).

Step 3. After clicking to open the Approval, the Provisioning Team representative will now see this

Approval Request, and should click on the “OK” button underneath “Decisions”, after confirming that

this is a unique request, and no duplicate accounts for this Contractor already exist.

Step 4. After clicking on the “OK” button, it will turn GREEN, and from there, they should click on

“Complete” at the bottom of the screen.

Step 5. After clicking “Complete”, the Provisioning Team representative will be re-routed back to their

Dashboard, where they will no longer see this pending Approval. Notice this approval is now gone from

the C100488 Latest Approvals list.

PROCESS COMPLETE

The Manager or their Delegate, and the Provisioning Team, have now provided the necessary approvals.

So, what happens next?

Answer: An email notification will be generated and sent to the Service Desk, to log into Service Now

and open Request Orders for the IT resources requested by the user who submitted the initial

Contractor Onboarding Request Form.

Note: An email notification will be generated and sent to the user who initiated/submitted the

Contractor Onboarding Request Form, confirming that this request has been processed.

Note: The Manager, identified on the Contractor Onboarding Form, will then see this Contractor show

up under their list of Direct Reports on their Dashboard, in IAMS Workflow System.

PROCESS COMPLETE!

What happens next?

• MTA Service Desk will open tickets in Service Now for all hardware requested by the user

(computer & phone) who completed the Contractor Onboarding Form.

• MTA Service Desk will notify the Manager (or their delegate) once all of the hardware that were requested, have been set up for the Contractor.

• Setting up the requested Shared Drive access will be handled by the Provisioning team.

• Email accounts will be created by the IAMS system for NYCT and LIRR accounts, while email accounts for non-LIRR & NYCT users will be set up by the Provisioning team. Managers will be notified via email of the Contractor’s email account and temporary password.

If you have any questions about the Contractor Onboarding Process (Non-Manager) described above,

please reach out to the IAMS team at IAMSInquiries@mtahq.org.