Completing the Action Notice

Navigation Aids

Note: All fields labeled in red are required fields and must have at least one entry.

1. Division/Cluster -- Select your cluster or division from the drop-down list. If your particular cluster is not included, select the appropriate parent division/cluster. For example, AAA or DSO offices would select Seniors & People with Disabilities.
2. Branch/Center -- Type your branch (or center if Health Division) name. Use the common name by which your office is known or city where located. You may also wish to include the branch number to further aid in identifying the office.
3. User's RACF ID -- For any user new to your office, unless your cluster RACF security person has already issued one, this field will be left blank.
4. TRACS Database -- Mark "Yes" ("No" is default) if the user will need to use TRACS as part of the job. The Load Code, necessary only for caseworkers, is a two-character designation that matches the user's case identity on the mainframe (e.g. the user's initials).
5. User's Network ID -- DHS standard, across all agencies, is user's initial of the first name and up to the first seven letters of user's last name. If there is another on the network with the same combination of letters, use the middle initial and then up to the first six letters of the last name.
6. Position Title -- Use either the position title as known in the office or that on the position description for which the user was hired. For example, a support position could be either Executive Assistant or Administrative Specialist II.
7. Phone Number -- The field is self-formatting so you need only enter the numerals of the phone number without any marks of punctuation or letters (i.e. parentheses, hyphens, and ext (or x, etc.)) Make sure you use standard order -- area code, phone number, extension.
8. Fax Number -- Use the same format as above (without extension, of course).
9. GroupWise Public/Distribution Groups -- Select the button labeled "Go To >>" to bring up a page containing all of the distribution groups already defined. They have been sorted by cluster for easier selection. If the user needs to belong to distribution groups listed under other clusters, use the links on the left column of the page to bring up the appropriate listing(s). To select more than one group, press and hold the CTRL key while selecting each group with your mouse. If you forget to select a group and must return to a cluster's listings, you must select ALL of the groups for that cluster, including the one initially missed, to which the user wishes to belong.
10. Network Workgroups -- Rights to the file server are controlled primarily through groups. List the groups to which the user should be added or name a user with whom the new user will closely work whose group membership(s) would match. In the latter case, type "Match {user}" where {user} is the name of the person we should use as a pattern for the new user.
11. Verify Entries -- At any time while filling out the section, you can select the "Check" button to view how your request will be submitted to the Help Desk. You can bring up the window as many times as you wish.
12. Submit Request -- Upon completion of all the fields, select the "Submit Request" button at the bottom of this section. Your submission will be confirmed by return e-mail.