Computing Guide - University of the West of England
Contents
1. connector to the server Thin client equipment is used where staff use the core set of software provided on our servers eg Word Excel PowerPoint Access FrontPage 2003 Infopath OneNote Publisher Internet Explorer Microsoft Outlook Acrobat Reader etc Thin client staff are also known as business users This means that they use the software that is core to our business Thick Thick client PCs run all of their programs from the PC itself Thick client equipment is used where staff have specialist roles that require software in addition to the core set Thick client staff are known as development users How do you know whether you are a thin or thick client user Click on the Start butt ick on the Start button start Thin client On the left hand side you will see a black stripe or Windows Server 2003 The desktop and start menu are now customisable You can use your own picture as a background as long as it is a bmp and not a jog format existing users new users Windows Update lt gt Program Updates Programs Thick client On the left hand side you will see Windows XP Professional J Help and Support IE Run Log Off O shutdown Bsa S9 The Start menu looks like this Windows XP Professional Network or corporate computing versus your home computer There are some differences between your PC at home and the IT equipment used at UWE UWE is a ne2. password The third line down should be showing CAMPUS If not click on the Options tab click on the drop down button and choose the CAMPUS option Then press the enter button Log out Thin dient sign in box In order to preserve the security of your files and to prevent anyone else from misusing your account it is absolutely vital that you log out of the PC You are responsible for the security of your own account To log out or log off click the Start button start and select Shutdown or Log Off Staff desktop best practices We have listed a few desktop best practices which we recommend you use 1 Any data stored on a computer belonging to the University or using the University s network must comply with the University s Data Protection policy which can be found at www uwe ac uk finance sec dp 2 Save your files including personal data in the central file stores also called network drives ie H and S drives These drives are backed up centrally by IT Services 3 If you are saving your work onto any other drive such as the hard drive or media such as CDs and memory sticks you must consider your work as insecure and not backed up It may not be retrievable and it may also be lost and or in the hands of people who are not authorised to view your information Please refer to Securing data on portable media www uwe ac uk its staffguide shtml 4 Ifyou have to store sensitive and confidential data on a desktop or lapto
3. Ds etc check your device in a colleague s machine It may be a fault with the device rather than your machine s drive Software fault If you can get onto the Intranet please go to the ITS web pages e Look under the current system status section There may be a system wide issue we are aware of and are already working on e Weekly at risk periods and maintenance weekends systems and computing at UWE may sometimes be affected by weekly at risk periods or maintenance weekends It is recommended that you occasionally check the Scheduled Interruptions of Service on www uwe ac uk its shutdown shtml e ServicelT https serviceit uwe ac uk serviceit secure login htm You may log and view your Service Desk calls and your Change Management requests You may also find your answers in the Knowledge Centre e Check the Help section of the software you are using e Listen to the any known faults message on the telephone queue as this might save you time waiting to talk to a representative The telephone number is 123 internally and 0117 32 83612 externally e Enquire with your colleagues They may already have the solution to your question e Try the IT technician in your Faculty or Service Explanation of thick and thin Thin client and thick client are terms used for the type of PC system you use Thin Thin client PCs run all of their programs from the central servers not from the PC itself The PC on your desk is simply a
4. University of the West of England together Contents Introduction Getting to know IT Services Getting to know the policies Getting IT support How you can help us to help you Accessing the UWE Network Username and password Log In Log Out Staff desktop best practices E mail Microsoft Outlook Outlook Web Access OWA Microsoft SharePoint Wireless network Net Plus XA Xternal Access also called Remote Access Business Systems Management Information ISIS2 Admissions SITS ADMIT Accommodation Kinetics Finance Agresso Human Resources SAP and Timetabling Syllabus myUWE student portal and Blackboard Telecommunications Useful numbers Telephone function codes Audio visual classroom meeting room support Printing and Stationery IT equipment Buying IT equipment Faulty equipment Hardware fault Software fault Explanation of Thick and Thin Thin Thick How do you know whether you are a thin or thick client user Network or corporate computing versus your home computer Maintenance Weekends Assistive Technology Laptop and desktop offers Purchasing schemes for staff IT training Tell us what you think Ja anana B amp B B BR W Ww Wwonn DN HS HS HS ORORO COM CON CO COM CO CO Nooo Cal _ _ _ ORORO OO joo Introduction Welcome to the University of the West of England IT Services has prepared this IT Survival guide for new members of staff joining UWE Ho
5. abled people within the University www uwe ac uk its assistivetechnology Laptop and desktop offers Purchasing schemes for staff If you wish to benefit from staff educational offers when buying computer equipment please feel free to consult the purchasing schemes with Hewlett Packard and Dell www uwe ac uk its staffguide shtml IT Training IT Training is provided by Human Resources We suggest that you visit the Learning and Development Centre web pages for course outlines IT qualifications and timetable information www uwe ac uk ldc Tell us what you think You can give your feedback about IT Services by filling in this online feedback form www uwe ac uk its its_feedback shtml Graphic Design Team 60309 UWE BRISTOL F 03 10 Printing amp Stationery Services
6. any external company e All stationery and printer consumables must also be ordered through Printing and Stationery e The fleet of Canon multi function printers is managed by PSS Requests for equipment moves should be addressed to PSS using the form from their web pages However faults should be logged directly with Canon on 0844 8920844 Printing and Stationery web pages www uwe ac uk printing IT equipment Buying IT equipment ITS have a team specifically dedicated to the procurement of IT equipment for the University They provide a centralised ordering and delivery service for IT hardware software and licensing and subsequent installation This team is the first point of contact for staff placing IT purchases including telephones and mobiles orders and work requests For further details please visit the Procurement Team web page www uwe ac uk its staffguide shtml It will direct you to the relevant Change Request forms which need to be filled in Central IT Services do not offer a loan service However some audio visual equipment and laptops may be available from your Faculty Please contact the faculty IT representative Faulty equipment If your equipment is faulty please contact the IT Support Centre However it may be worthwhile to carry out a few checks before contacting IT Services Hardware fault e Check all the cables are connected properly both to the machine and the wall e Memory sticks ZIP disks CDs DV
7. ased at the Frenchay Campus including external and internal bodies and booked via the University s Conference Office e Loan audio visual equipment to members of the University s central services Staff in the event that their meeting Is off site e Provide an ISDN H 320 based videoconferencing facility to facilitate members of the University s staff in carrying out the University s business e Development of the University s audio visual infrastructure by incorporating state of the art audio visual facilities within centrally held areas under the management of CETTS http cetts uwe ac uk e Provide advice to all staff on the purchase of audio visual equipment Printing and Stationery Printing and Stationery is based at Emersons Green and operate a satellite unit at Frenchay Room 2B030 Contact Reception on extension 84670 or 0117 32 84670 from outside UWE The fax number is extension 84682 0117 32 84682 Address Unit 104 Farendell Road Emerald Park East Emersons Green Bristol Bolle 7FE General e mail address printing uwe ac uk Printing and Stationery PSS are responsible for all printing including marketing items carried out within the University They work closely with Marketing and Communications to produce high quality publicity materials such as brochures prospectuses posters advertisements and exhibition panels Please take note of the following e Staff may not place print orders with
8. c uk page 2 For additional information please visit www uwe ac uk its staffemail faqs q014 shtml NOTE Bulk e mail is prohibited except for UWE or faculty business Mail to extended lists of addresses eg all students causes strain on the system and is an annoyance to most recipients Microsoft SharePoint Microsoft SharePoint is a web based tool that enables staff across the organisation to manage share and work collaboratively on resources The system is used by a wide range of staff for a variety of applications including document management research committee management departmental management and project management One SharePoint based application available to all staff is UWEmysite which is a knowledge tool allowing staff to share information about themselves their interests and areas of expertise It is also a powerful people finder For further information on using SharePoint at UWE please visit http sharepoint uwe ac uk Wireless network Net Plus Members of staff are able to use the wireless network which is available in many locations through the University and its different campuses For the list of locations please visit www uwe ac uk netplus To use Net Plus you must have wireless capability and up to date anti virus software on your laptop as well as your UWE username and password However the H and S drives will not be available unless you log into the XA Xternal Access system For XA please se
9. e committed to developing myUWE with new features over the coming months The myUWE support website can be found at http into uwe ac uk myuwe myLogin The Blackboard support website can be found at http into uwe ac uk online blackboard Each time you log into myUWE you will be presented with the new unified sign on product called myLogin If you are unable to login please ensure your username and password are correct passwords are case sensitive and try logging in again If this fails you may need to synchronise your passwords Please visit staff password information at www uwe ac uk its statfguide shtml Telecommunications The Telecommunications Team is responsible for the maintenance and development of the telephone network and associated systems eg voice mail and call queuing They also produce the monthly call logging reports and deal with equipment purchases such as telephones and fax machines All extensions at UWE are of the form 8xxxx and can be accessed from outside by Directly Dialing In DDI using the format 0117 32 8xxxx Useful numbers Suat e line PSTN Ie 9 JWE GOEETOP cocousassscae o haea a 100 Py Nea laces monn Ae Gn ccccccccsccccctcescscscccdsccesescceceseccsccecccscceeeens VA ree ie PAGGSSS THOM OINET DPMOMCn yi maidiesccsccccc cccccccnesddedecdssecesesesesesesececs 131 MS VICES Mep Pek UPRO C ENTE an anarian iienaa 123 Bare aO PSTN a a a aaa E aa 01179653 6261 Telephone function cod
10. e the section below XA Xternal Access also called Remote Access To access your files saved on the H or S drives and also T drive from home or externally from the UWE network you need to use our XA Xternal Access system You will also be able to access features on the UWE intranet as though you are on campus Please find further information on the XA web pages at www uwe ac uk its staffguide shtml Business Systems Management Information ISIS2 Admissions SITS ADMIT Accommodation KINETICS Finance AGRESSO Human Resources SAP and Timetabling Syllabus The Business Systems team develop and maintain all the administrative support software for the University such as the ones listed above The systems are constantly evolving to provide the highest level of functionality for the users If you have identified an area that needs enhancement in ISIS2 please complete one of our Software Change Request SCR forms The form is available at www uwe ac uk its staffguide shtml For further information please refer to www uwe ac uk its corporate teams bussysfp shtml myUWE student portal and Blackboard The myUWE portal delivers a single point of entry to a full range of online University services including Blackboard access to information such as academic records personal details for students and photosets for teaching activities for many staff The portal initiative is a significant one for the University and we ar
11. es Transfer E nquiry x E Public exchange El Connect held Divert all calls party Cancel enquiry Cancel divert Hald Extersion call pick up Conference Group pick up Ring back Cancel ring back CE Recall X Follow with extersion number Additional telephone function codes can be found at www uwe ac uk its staffguide shtml For further information on how to obtain move or change a telephone install a new telephone point and create an extension number please visit the Telecomm Services web pages and guide www uwe ac uk its staffguide shtm The guide should also give you substantial information on how to use a telephone at UWE report a fault and the time to fix a fault etc Audio visual classroom meeting room support The Central Audio Visual Services CAVS team is a small dedicated team of technical personnel who are responsible for the provision of audio visual facilities within the University s centrally owned and managed areas CAVS web pages www uwe ac uk its corporate services cavs shtml CAVS can offer the following services e Provide audio visual equipment and support to members of staff located within the University s Central Services departments e Provide audio visual equipment and support in lecture theatres and meeting rooms owned and managed by Conferments Examinations Timetabling and Technical Services CETTS http cetts uwe ac uk e Provide audio visual facilities for on site conferences b
12. labs and managed computers on the UWE network are protected by an Enterprise level anti virus software package 11 Your home computer needs to have its own anti virus and anti spyware software and its own firewall Please see the list of recommended free software www uwe ac uk its staffguide shtml We also recommend that you read the Microsoft Security web page www microsoft com protect E mail IT Services provide a staff e mail system based on Microsoft Exchange All new staff automatically get an Exchange Mail box which they can access via the Outlook client and Outlook Web Access Microsoft Outlook Outlook 2007 is the chosen UWE staff e mail client It enables you to e mail but also has a wide range of functions to organise your work schedule appointments store information etc Outlook is a part of the Microsoft Office suite and comes as standard on all new UWE build PCs Simply log into your machine and the Configuration Wizard will run setting up your Outlook for you If Outlook is not installed please see the Frequently Asked Question no 15 www uwe ac uk its staffemail faqs qO15 shtml For more information on how to use Microsoft Outlook 2007 please visit www uwe ac uk its staffemail Outlook Web Access OWA OWA is a feature rich web browser based e mail client accessible from any PC in the world that has a connection to the internet or UWE network You can access OWA from the main UWE Staff Intranet web page www uwe a
13. ontact IT Support Centre www uwe ac uk its contact shtml or ITS web pages www uwe ac uk its Please check www uwe ac uk its contact shtml www uwe ac uk its shutdown shtml http into uwe ac uk its servicestatus listentry asp The procurement team www uwe ac uk its staffguide shtm IT Support Centre www uwe ac uk its contact shtml E learning student portal Blackboard IT Support Centre problems www uwe ac uk its contact shtml myUWE Support Team E learning student portal Blackboard http info uwe ac uk myuwe and support information Blackboard Support Team http info uwe ac uk online blackboard IT Support Centre Business systems enquiries eg ISIS2 www uwe ac uk its contact shtml Printing and Stationery enquiries Printing and Stationery Services www uwe ac uk printing services shtm Audio visual enquiries and problems IT Support Centre www uwe ac uk its contact shtml Telecommunications enquiries and IT Support Centre oroblems www uwe ac uk its contact shtml IT training IT Training Team part of Human Resources www uwe ac uk Idc How you can help us to help you e Please e mail non urgent requests to the IT Support Centre or fill in the Online Support Request Form at www uwe ac uk its help help shtm e If you are planning moves or changes please let the IT Support Centre know well in advance This will allow us to plan our time and give you the best lead time e For additional network poin
14. p you MUST use encryption software Please read carefully the Encryption facilities and Data Security policies www uwe ac uk its staffguide shtml 5 If you purchase a new UWE laptop you will be required to purchase encryption software with it whether you store sensitive and personal data or not Encryption must be used if dealing with personal data Note If you purchased a laptop prior to January 2010 you will be required to purchase encryption software retrospectively especially if you store confidential data on the laptop 6 Staff storage guidance is given at www uwe ac uk its staffguide shtml Although the central file stores are backed up it might not always be possible to retrieve your data Therefore we recommend you make your own regular backups of important work but you must be vigilant with the data It must not contain personal data Please refer to point 3 8 Your password must NEVER be passed onto anyone If you give your password to IT Services for repair or maintenance purposes please ensure that you change the password immediately afterwards Sharing of passwords is a major breach of regulations 9 To temporarily lock your computer if you leave it unattended please press Ctrl Alt Del Click on Lock computer To unlock the computer press Ctrl Alt Del again and type in your password 10 Please ensure that you have up to date anti virus software running at all times on your work and home computers All PC
15. ts please contact the IT Procurement Team e When reporting a fault on equipment please make us aware of its type make serial number and whether you are a Business user thin client or a Development user thick client This will help us resolve the problem e If you are reporting a software problem please specify the software name and version number and if relevant the error message s e Please ask for advice when purchasing equipment in order to ensure that it is compatible with our systems and network Accessing the UWE network Username and password Your Faculty or Service should have made all the necessary arrangements for a PC to be made available to you on your first working day at UWE You should have been issued a letter with a USERNAME and PASSWORD for all systems along with your e mail address This login and password allow you to log into the PCs and terminals but also log in to facilities such as Microsoft Outlook For additional information on username and password please visit www uwe ac uk its staffguide shtml Log in When you switch on your PC you will be presented with a sign in box like this Key in your Username exactly as it is given to you Tab to the next line and input your password exactly Ctog on using goho connection as It is given to you You will see asterisks displayed a Ceres eoon Gore lt lt as you key In so ensure that you key in the correct Thick client sign in box
16. tworked environment This makes it much easier to share information within your faculty but also between faculties and services Just as with any corporate environment we need to ensure that this can be done in a secure manner This may mean that you will not always be able to use your PC at work in the same way as your PC at home As your computer is linked to hundreds of others through the servers a change you might make at home to enhance a particular feature may in fact slow down every other user on the network For this reason you may find your ability to make some changes has been restricted We do not put these restrictions in place to limit your work but to ensure that everyone can work UWE has provided you with a PC desk and office space in which to do your work If your role allows you to work from home it is your responsibility to ensure that you can transfer any information you may need from your home to UWE In the event that your preferred transfer method is not available on your UWE PC then it is your responsibility to use an alternative method or to change your home equipment UWE does not replace or upgrade its equipment to be compatible with your personal purchases Maintenance Weekends Please bear in mind the maintenance weekends which take place through the year Please visit www uwe ac uk its shutdown shtml Assistive Technology Please visit the following website for information on software available to support dis
17. wever it can also be used for existing members of staff We are aware that depending on your position in the University whether support or academic you will have different requirements in terms of IT However there are some common uses which we will try and summarise here The guide is not intended to be a full user manual but it is designed to guide you through your initial log in and to give you references in order to gain further information It can be used in conjunction with the ITS web pages Wwww uwe ac uk its Getting to know IT Services IT Services is composed of several services including Computer Services Telecommunications Services Audio Visual Services Business Systems Academic Technologies Group and Printing and Stationery Services For more information on the structure of IT Services please visit www uwe ac uk its corporate Getting to know the policies Before you start using the IT facilities at UWE it is essential that you read the IT Policies www uwe ac uk its corporate ourpolicies and in particular the Acceptable Use Policy for staff at www uwe ac uk its statfguide shtml Getting IT support Need help General enquiries Out of hours support Interruption of service notifications Systems status Purchase of computer telecommunication consumables equipment Request for additional storage Request for network points Hardware software e mail telephone network Xternal Access problems C
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