IT checklist for staff transferring within Monash

If Monash staff move between organisational areas or campuses, then many IT related services need to be amended. Some of services may be automatically changed by the update in SAP HR record, but most will not. Use this checklist as a guide for services that need to be considered during a move.

Computer accounts and data

Contact your local faculty IT representative, or the ITS Service Desk if you do not have local IT support, for assistance with managing any of the following services.

Task	Details
Changing your email address	Required if you are changing departments / faculties
Changing your Novell context	Required if you are changing departments / faculties (e.g.. arts.monash)
Extending your computer account and internet access	If your contract is ending an extension of access can be granted so that you will have computer access for an additional 30 days while you new contract is finalised. Authority to extend computer access form (pdf 27kb)
SAP access	If your position number has changed, but you are staying within the same department you can request a renewal of access. Contact the SAP Service Desk Request to Renew SAP User Access form (pdf 36kb)
Callista access	No action required if you remain within the same department. If you change departments / faculties you may be required to apply for this access again
Phone number	If you are remaining on the same campus you may be able to keep your existing phone number Move connection form
Mobile phone number	Contact: Nabila Greiss (ext 51329) to change billing details
Your phone directory details	Update your telephone directory details
Voicemail	Updating your voicemail message
Email address book	Export your address book
Email messages	Archiving your email.
Data on your PC, network drives or U drive	If your computer is not transferring with you, then you will need to arrange saving and transferring of the data. See your local IT support for assistance.

Hardware assets

For asset management, billing and directory changes that need to occur for the following items, please discuss with the manager of both departments.

Mobile phones
PDA's
Laptop computers

Hardware assets that have been purchased for a particular staff member by their department for work purposes are generally to be returned to the original department from which the staff member is leaving.

However, if it is agreed by both departments that an item may be transferred, the relevant form for asset cost center change/transfers (222kb doc) will need to be completed by both departments and submitted to Corporate Finance for processing. Departments can also agree on transfer of funds and use a normal IDN process.