Completing the Action Notice

Navigation Aids

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

1. Current Division/Agency -- Select the agency or division from which the user is moving from the drop-down list. If his/her particular agency is not included, select the appropriate parent division/agency. For example, AAA or DSO offices would select Senior & Disabled Services.
2. Current Branch/Center -- Type the name of the branch (or center if Health Division) from which the user is moving. Use the common name by which the 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 Current RACF ID -- Most users from a DHS office will have been issued a RACF ID. Since RACF IDs are keyed to agency, the user probably need to be issued a new one by your agency's RACF security person. Be sure to contact that person if you have any questions.
4. User's Network ID -- DHS standard, across all agencies, is the first letter of the user's first name and up to the first seven letters of user's last name. If there is another in your office with the same combination of letters, you will need to provide the user with a new network ID, adding the user's middle initial and then up to the first six letters of the user's last name.
5. New Division/Agency -- Select your agency or division from the drop-down list. If your particular agency is not included, select the appropriate parent division/agency. For example, AAA or DSO offices would select Senior & Disabled Services.
6. New Branch/Center -- Type the name of your branch (or center if Health Division). Use the common name by which the office is known or city where located. You may also wish to include the branch number to further aid in identifying the office.
7. New RACF ID -- For any user new to your office, unless your agency RACF security person has already issued one, this field will be left blank.
8. TRACS Database -- If the user is moving into a job that requires use of TRACS, mark "Add User" (default is "Not Applicable"); if the user is moving out of a job that requires TRACS, mark "Delete User" (assuming new job does not also require TRACS). Load code (for caseworkers only) is the user's two-letter case designation on the mainframe.
9. Position Title -- Use either position title as known in the office or the classification title on the position description under which the user was hired. For example, a support position could be either Executive Assistant or Administrative Specialist II.
10. 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.
11. Fax Number -- Use the same format as above (without extension, of course).
12. GroupWise Public/Distribution Groups -- Select the button labeled "Go To >>" to bring up a page containing all of the public groups already defined. They have been sorted by agency for easier selection. If the user needs to belong to public groups listed under other agencies, 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 an agency's listings, you must select ALL of the groups for that agency, including the one initially missed, to which the user wishes to belong.
13. 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.
14. 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.
15. 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.