DOE Intranet Quick Reference Getting Started

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1 DOE Intranet Quick Reference Getting Started How do I get to the DOE Intranet? DOE employees can access the DOE intranet two ways: 1) Go directly to the DOE intranet using the following address: 2) Click on the Staff Login icon on the top right of the DOE public portal (hawaiipublicschools.org). Note: Users have reported viewing issues with earlier versions of Internet Explorer, especially IE7. Users on IE7 were not able to see the icons and search box in the blue banner area of the web page (e.g. School Calendar, Find Schools, Site Map, Staff Login, etc.). Users experiencing this issue should try a more current version of IE or try using another browser. Note: Currently non-doe contracted employees do not have accounts to access to the DOE Intranet Portal. OITS is working on a formalized automated process to give our contracted non-doe employees that require access to Intranet portal accounts. Until this process is in place, however, sponsors of non-doe employees should request individual access by submitting a trouble ticket to CSD. How do I log in to the DOE Intranet? Once users navigate to the DOE intranet, they will be prompted to enter their username and password to enter the site. The login screen will look different depending on the browser being used to access the DOE intranet. Username: [8-digit employee ID]@hidoe Example: @hidoe Note: Your 8-digit employee ID can be found in the HIDOE address book by searching for your name and then doubleclicking on your name entry. Your employee ID can be found under User Name. Password: Uppercase first letter of your first name and last four digits of your social security number Example: X0123 Note: The first letter should be from the first name listed on your official personnel records. Please do not use the first initial of nicknames, etc. A note about passwords: The password format above is the default password that was issued during the launch of the intranet. If you have changed your password since then and do not recall what it is, please contact the Customer Service Desk (CSD) at (HATS ). For more information about passwords, consult the password guide (posted on the intranet) and see Memos & Notices Department of Education Staff Intranet Launch, Revised 1/7/2015.

2 I tried logging in with the directions provided and still can t get in. What do I do? First, check one more time to make sure your username and password were entered correctly check for transposed numbers, correct case for letters, etc. If you are using Internet Explorer and incorrectly entered your information, try selecting Use another account and re-enter the correct information. If re-entering your login credentials doesn t work, please contact the Customer Service Desk (CSD) at or log a ticket on the Requestor Console ( Access to the DOE Intranet is controlled via Active Directory (AD), which corresponds to positions at the DOE. Only staff have access via AD. Currently, non-doe employees do not have accounts to access the DOE Intranet Portal. OITS is working on a formalized automated process to give non-doe employees who require access to the Intranet portal accounts. The following is an interim process that will allow for requests to be made for non- DOE employee access to the DOE Sharepoint 2013 Intranet site: 1. All requests for non-doe employee AD accounts will be made via state office director or CAS level authorization. 2. Requests should only be made for those non-doe employees that must have access to the Sharepoint 2013 Intranet based on the following criteria: a. Intranet access is required for them to do their work for the DOE. b. An expiration date for access will be provided not to exceed one year. c. All non-doe users need to have adequate anti-virus/malware and security software installed on the devices that they use to access our Intranet site. Any negligence on their part that results in a compromise of our servers/network due to using an infected/compromised device can result in their payment for any remediation costs. d. Approving authority will notify CSD if non-doe employee no longer needs access within 5 business days in advance 3. Request should be made to the Customer Services Desk. All requests for non-doe AD accounts that have been received to date, 4/9/14, will be set up by the end of this week, Friday 4/11/14. All subsequent requests received beginning Monday 4/14/14 will follow the process outlined above with a 72- hour turnaround.

3 I was able to log in, but am not seeing, or am unable to access, content There have been user-reported issues when using older versions of Internet Explorer, especially IE 7. If this is the browser version you are working with, it is suggested that you try a more current version of IE or try a different browser. Internet Explorer 8, 9, and 10 have been tested and work with SharePoint 2013, which is what the DOE intranet is built on. If using Internet Explorer to access the DOE intranet, including the DOE intranet web address as part of IE s trusted site settings and compatibility view settings may resolve some of the content-related issues. Adding the DOE Intranet as a Trusted Site in Internet Explorer Open the Internet Explorer browser. From the menu bar, click on Tools, then Internet Options to open the Internet Options dialog box. If the browser menu is not visible, you can select Internet Options by clicking on the settings icon in the upper right corner of the browser. In the "Internet Options" dialog box, click the Security tab to open the Security panel. In the Security panel, click the Trusted Sites icon, and then click the Sites button to open the "Trusted Sites" dialog box.

4 In the Trusted Sites dialog box, enter the web address for the DOE Intranet ( in the Add this website to the zone field and click Add. Note: If you were already on the DOE intranet home page when you started this process, the address may already be pre-populated into the field. Uncheck the box for Require server verification ( for all sites in this zone and click Close.

5 Back in the "Internet Options" dialog box, click Apply so your changes will take effect immediately. If the Apply button is dimmed then the site is already trusted and you can skip this step. Then click OK. Adding the DOE Intranet to the Compatibility View Settings in Internet Explorer Open the Internet Explorer browser. From the menu bar, click on Tools, then Compatibility View Settings to open the dialog box.

6 If the browser menu is not visible, you can select Compatibility View Settings by clicking on the settings icon in the upper right corner of the browser. In the Compatibility View Settings dialog box, enter hawaiipublicschools.org in the Add this website field and click the Add button. Then, click Close. Note: If you were already on the DOE intranet home page when you started this process, the address may already be pre-populated into the field.

7 Why do I have a different password to log into the Intranet? In order to provide DOE employees access by the intranet launch date, a temporary solution was implemented which requires employees to use the first initial of their first name and the last four digits of their social security numbers. Please be assured that information provided during the sign-on process is done so over a secure, encrypted connection (https) the same level of security encryption used for banking and retailing websites. You should continue to use your employee ID and DOE internet password for applications that you used them for in the past, including those via the single sign-on portal. Applications tied to the single sign-on portal can be access from the DOE intranet homepage. The link can be found on the right-side of the page. Note: See section, How do I log in to the DOE Intranet for more information about the default password issued during the launch of the intranet and how to change your password. Changing your password should sync it to the other applications that use your employee ID and internet password as login credentials. Additional Information and Resources Assistance with locating content on the intranet Intranet features and resources Top 10 DOE Resources DOE Intranet Tips Intranet FAQS doe_info@notes.k12.hi.us Intranet webpage: q_e=el&hq_m=315562&hq_l=4&hq_v=d7d4afda9f Intranet launch announcement DOE memo, Department of Education Staff Intranet Launch, 01/27/2014 (Revised 1/7/2015)