How to Onboard a Contractor with CARET

CARET partners with several Vendors to supplement work projects using contractors. In order to onboard contractors from a Vendor Partner to work on CARET projects, IT will need to track and manage these requests for security purposes. A Zendesk ticket must be submitted in order for the contractor to begin work, and the contractor/vendor must be approved through the proper channels before a request can be fulfilled.

To submit a request to onboard a contractor, please follow the instructions below

1. Open Zendesk in your browser
   • From the homepage https://helpcenter.getcaret.com/hc/en-us click Sign In in the header
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   • Zendesk will direct you to login using SSO
2. Once logged in, click Submit a Request in the header
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3. On the Submit a request page, select Helpdesk from the drop-down and select 'Contractor Onboarding'
4. Provide the following information to complete the form submission. Required fields will be marked with an asterisk in Zendesk (*)
   • Subject: Include Contractor's full name
   • Description: Provide a brief description of the work this contractor will be performing
   • Vendor Name
   • VAB Approved - all vendors must be vetted by the Vendor Approval Board (VAB), please see https://helpcenter.abacusnext.com/hc/en-us/articles/4408232087700-VAB-Submitting-a-Vendor-for-Review to submit a vendor for review
   • Project Name
   • Contractor Name (First & Last)
   • Cell Phone Number - needed for MFA setup
   • Email Address
   • Job Title
   • Contractor Profile - select based on the level of access/work they will be performing;
     • C1 - 2 Core 8GB Cloud PC is used for general access to systems where limited work will be performed on the Cloud PC, Access to company drives (I Drive) or as an RDP jump box into other cloud environments.
     • C2 - 4 Core 16GB Cloud PC is used when heavier workloads are required to be performed on the Cloud PC.
     • C3 - Company Issued Laptop is generally used for contractors where specific compliance requirements need to be meet or other special cases.
     • C4 - Account Only is used when contractors do not need access to Teams and OneDrive but need the ability to communicate with a getcaret.com email or need access to certain systems for SSO.
   • NDA Signed - Contractors or their respective Vendor will need to sign a Non-Disclosure Agreement (NDA) before onboarding with CARET
   • Business Systems Access - select all systems the contractor will need access to
   • Groups/DL - list all email groups and distribution lists for the contractor to be added to
   • Access Location - provide the country/location where the contractor will be performing their work
   • Effective Date - provide the beginning date for the contractor
   • Effective Time - provide the approximate time on the Effective Date the contractor will begin
   • Expiration Date - provide an approximate end date for the contractor
5. Click Submit

If the form indicates the contractor has not signed an NDA or that the vendor has not been approved through the VAB, you will be alerted via email along with next steps. When appropriate, the VAB and/or Legal team will also be notified.

This request will not be worked by IT until these requirements are met.

VAB Approval will be independently reviewed and verified by InfoSec for all requests.