Onboarding Process and Documentation

April 01, 2020

What is Onboarding?

Onboarding is the process of gathering all the IT Infrastructure information of  your company. Once this information has been gathered, Nivek Group will then be required to log all of that information into our Internal Documentation System.

The documentation includes the following, but is not limited to it:

  • Vendor Information
    • Phone
    • Internet
    • Software
    • Email
    • Web Registrar
    • Web Hosting
    • and any other that helps your team operate 
  • Access information for all critical software and/or vendor requirements
    • Website Addresses
    • Usernames
    • Passwords
    • Contact Information
  • Computer, Desktops, Laptops
    • Manufacture
    • Model Name / Number
    • Serial Number / Service Identification Number
    • Warranty Support Information
    • Operating System
    •  Hardware Information
      • Processor
      • Hard Drive
      • RAM / Memory
    • Software Installed
      • Version
      • License Information
    • Primary User
    • Primary Location
  • Server Information
    • Manufacture
    • Model Name / Number
    • Serial Number / Service Identification Number
    • Warranty Support Information
    • Operating System
    •  Hardware Information
      • Processor
      • Hard Drive
      • RAM / Memory
    • Software Installed
      • Version
      • License Information
    • Primary Use
    • Primary Location
    • IP Address(es)
  • Firewall Information
  • Network Switches
  • ISP Modem / Router Information
  • Printer Information
  • Wireless Access Points
  • Phone System
  • Software / ERP Information
  • and more … 

Onboarding Fee:

When a company signs a support agreement, Nivek Group will take in consideration of what is involved of the items that needs to be documents along with the amount and type of equipment that needs to be documented. The estimated hours will be at the agreed upon hourly rate and will be billed on the first month’s invoice. After the initial Onboarding, Nivek Group will include any other type of documentation within the ticket requests as they come in. If the time takes less than the estimated time, Nivek Group will only bill for the actual time that it takes. If the time takes longer than the estimated time, you will not be billed for the additional time.

Onboarding Process

Nivek Group will spend the time that is required to gather all of the information and document it for the items listed above. We will gather all of the important information. Nivek Group has created an internal online form that only we have access to. The form is broken down to each each item and/or device that we need to gather information for. Once the form is completed, it then email the Help Desk Ticketing System. Nivek Group will then copy the information from the ticket into our Internal Documentation System.

Internal Documentation System

The Internal Documentation System that is used by Nivek Group is called Confluence. This is a system that is housed internally on own server. This information is only accessible internally or by connecting to our private VPN service.

At this time, the only person that has access to this documentation system is Kevin, the owner and founder of Nivek Group, Nivek IT, Nivek Hosting, Nivek WP Designs and Nivek SEO. The reason for this, Kevin is the only person that is actually part of Nivek Group. Everyone else, is considered a partner at this time. If a Partner should need access to something within your company and/or network, Nivek Group will create them a special login username and password so that we are able to track their work. Once they are done, Nivek Group will go in and disable their access.

Nivek Group is working on a way to be able to provide the Point of Contacts access to this documentation. However, this has been placed on the back burner and will be worked on from time to time. We are aware that is possible. But, we are working on a way to be able to provide this you at the best price available and to be able to keep the information secure.

Additional Documentation After the Onboarding Process

After the Onboarding Process is complete, Nivek Group may come along something that requires documentation. In this event, Nivek Group will then gather the documentation as part of the ticket that it involves.

From time to time, the Client may acquire and/or purchase new service and/or equipment. This is part of the business process. In this event, Nivek Group will gather the information and document the information as part of the ticket that it was part of. 

Access to this information

The information that has been and is collected in the time that you are a client of the Nivek Group, and it’s entities, belongs to you and your team. If you, or your team, need access to this information, please submit a ticket to the Help Desk with the request of the information that is needed. This information will only be released to the Point of Contact and to whomever has been delegated in writing.