New Employees: Your First Days

This checklist/guide of resources was created to help support you with your on-boarding experience. We hope this guide helps you become a connected, productive, and thriving member of the centers community. Note: Some links in these sections are password protected or can only be accessed within the Martinos network. You will have access to these links after your start date.

1. Attend the Martinos in-person New Employee Orientation conducted by our HR team. This will be held within a month of your start date.

New Employee Orientation website

2. Tour the campus with your manager, faculty mentor, or designated department colleague for introductions with colleagues in the various departments.       

Photo ID Badge information

If you have any building badge-access issues, please contact Donna Crowe.

3. Log in to Password Self Service to create your ID and password for access to email, PeopleSoft, and many other Institute systems.          

Password Self-Service instructions (PDF)

4. Non-exempt staff only must complete online training for recording daily time worked. During your first week, you will use the “Weekly Form” to submit your time. By the end of week one, you will have completed the Kronos training in Healthstream and can begin logging in and logging out through the Kronos terminal.  

Kronos Self Service Instructions

FAQs About Time Reporting

Daily Timecard edit form or the Kronos eForm (Used to make changes to your daily time record). A weekly form can be completed if you have to report all hours worked in a week via a form. If you have any payroll inquiries, please consult your department timekeeper

If you will be accessing your MGH email or any of the MGH systems from your home laptop or smart phone, these devices must be encrypted.

Partners Encryption Site

Mobile Device/Smart Phone Encryption

5. Log in to PeopleSoft to fill out your M-4, W-4 and sign up for direct deposit. Direct deposit is required.

Link to PeopleSoft (internal/at work):

  1. (From your work computer you can get to PeopleSoft following this path:
  2. Click on "P" tab in the bottom left corner of your screen.
  3. A menu will pop up, click on the PeopleSoft icon.
  4. Enter your network user name and password.
  5. Select HRMS Production.
  6. Select Self Service.

To access PeopleSoft offsite/at home:

  1. Register your account following these instructions: Phone-Based Authentication Set-Up Guide
  2. Visit the PeopleSoft website.
  3. You will receive a text message with a code to enter so you can access PeopleSoft remotely.

Instructions to log in to PeopleSoft and fill in your M-4, W-4, and direct deposit information can be found in the "Working Here" section of the NEO Resource Guide.

6. Attend your Occupational Health Services appointment. This is required for all employees.

You should be contacted via email by Occupational Health Services to schedule your appointment. This appointment must be scheduled within two days of hire.       

See a checklist of what you need to bring to your Occupational Health Screening.

Section on Occupational Health with directions

7. Decide which benefits you would like to participate in and then make time to enroll in your benefits in PeopleSoft. Remember: You have 30 days from your date of hire to do this.     

Benefits information (located on Intranet)

eBenefits Guide

New hire benefits enrollment

8. Decide whether you need to sign-up for a parking pass or MBTA-Pass.

T-Pass Rates Information

To sign up for T-pass follow this path: Sign in to PeopleSoft>HRMS Production>Self Service>Payroll and Compensation>MBTA Pass enrollment.

To sign up for the 199 Parking Garage pass, please visit the 199 Parking Office on the first floor from 8:30 a.m.–4:00 p.m. You will need your ID Badge to sign up for this pass.

9. Get settled in your workspace/office:

  • Set up office voicemail
  • Fill in your Partners Directory information
  • Create your email signature

10. Work with your program/office manager or coordinator on supplies you need to get started.

Telephone Operating Instructions and Partners Directory Instructions

Additional phone video tutorials can be found on the PHS Help Desk.

11. Log in to HealthStream to begin phase two of your New Employee Orientation. Be sure to schedule time on your calendar your first week to complete the first three required trainings:

  • HIPPA (10 min)    

HealthStream

HealthStream Log In Instructions

Online Orientation Information

12. Have your photo taken 

13. Review information about the Center's including our Mission and Core Values.  

14. Meet with your manager/supervisor to review the following (some of these activities listed below will flow into your first few weeks as well):

  • Your schedule
  • Your department and job-specific orientation plan
  • Job responsibilities, competencies, expectations
  • Department’s mission, strategy, values, key functions, policies and procedures, organizational structure, department directory and key department contacts/resources, department calendar, confidentiality information, emergency procedures and plans, necessary health and safety training for your role/department
  • Set initial goals/projects/priorities                     

 

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