New Hire Technology Checklist & Tips

Transcription

1 New Hire Technology Checklist & Tips As a new employee of the Framingham Public School District you have been given access to systems and technology services needed to perform the duties and responsibilities of your position. These services include network access, and voic services and Google Apps for Education. This document serves as a checklist and an introduction to the services available within the district. As each employee s responsibilities are unique, access and permissions may differ depending on your role. To Do Checklist - Directions contained in document. Sign in to school computer account and reset password: Activate Google Account - Accessing Fill out online Technology Equipment Usage Agreement Form Go to FPS Passport Reset Portal to set security questions Sign into your Aspen X2 account Framingham Public Schools Website How to set up and use Follow Me Printing How to setup and access voic FPS wireless information Technology Help Sign in to school computer account and reset password : Every new employee in the district is assigned a user ID. Typically, this user ID is your first initial + last name, ie New Hire s user ID would be nhire. Before you can access the network or your you will need to create a unique password. To do this you will need to login from a computer somewhere within the Framingham Public School system. Note: Passwords cannot be reset from your home. 1

2 Login to the FPS Network Turn on your computer and on this screen find other user lower left and type in your username and password. Your username is your first initial last name, and your current password is: Framingham& your employee ID # example: Your Name: New Hire Employee ID #: username: nhire pwd: Framingham& You will will be prompted to change your password. Your new password must contain a minimum of 8 characters with at least 1 capital letter and 1 number or symbol. Activate Google Account - Accessing FPS uses GMAIL as our mail server and provider. It is a web based system, so you will have access to your from any internet browser on any computer at any location. Your address will be your username with the ie nhire@framingham.k12.ma.us. Before your will work it must be activated through a school networked computer. After signing in to your computer, go to the district website and do the following: 1) From the FPS homepage ( click on the Staff Resources option 2) Select from resource list 3) At the login screen enter your ie nhire@framingham.k12.ma.us and your NEW Password that you just changed when you logged into the network. Google Apps The district uses Google Apps for Education as its platform for communication as well as document creation and storage. Google provides a cloud-based, collaboration friendly toolkit for teachers and students. All staff and students are provided with a school Google which is the gateway to all the Google applications in their Education Suite. All these Apps can be used together to create a more efficient and engaging learning environment. 2

3 Fill out online Technology Equipment Usage Agreement Form Please check your for a message from the Office of Technology that contains a link to the Online Technology User Agreement Form. This form is your acknowledgement of the receipt of your assigned computer and your responsibilities for the equipment during your employment with Framingham Public Schools. The link to the form can also be found in the Quick Links navigation on the Technology Department web page. Go to FPS Passport Reset Portal to set security questions Framingham Public Schools Office of Technology has provided a portal for staff and students to reset a their own forgotten password if needed. This can only be done from a computer connected to the District Network. For more detailed information on this service please go to the information page. You will need to register and set up security questions in order to access this service. To set up service for future use, please go to while connected to the school s network. Follow steps on next page. Login using your existing username and password 3

4 Register to use the service by choosing and answering 3 security questions from the drop down lists. Select Confirm. Once registered you can access the service to reset your password in the future. Should you have any difficulty, you can also get your password reset by contacting the ext between the hours of 7:30-3:30. Sign into your Aspen X2 account Aspen X2 is our student and staff information system. This is where you will find your class schedule, rosters and gradebook. If you are using Aspen X2 you can access it from the Framingham website 1. On any district page find the X2 SIS link in the dark blue section with icons 2. Your login ID is the same as your computer account user name. Your defau lt password is your employee ID. The first time you login you will be instructed to reset the password. Framingham Public Schools Website 4

5 All of the school & department websites provide links to many of the online tools used by district employees. If you go to any of the websites and click on Staff Resources it will take you to links for absence reporting, , X2 SIS, Help Desk ticket creation and Professional Development information just to name a few. Teachers are also provided a web page, if they request one, that can be edited and updated with content specific to your classroom and curriculum. That web page will be accessible from your school s website. Please contact either your school s webmaster or create a helpdesk ticket to learn how to access this tool. How to set up and use Follow Me Printing Follow Me Printing allows users in the district to send documents, forms & pages to ANY printer or copier in ANY building in the District for printing. Before using the Konica or Xerox printers you must create a unique PIN that will allow you access to the printers: 1) To create a PIN, go to 1a) You may be redirected to this screen, if so, click Advanced. 1b) Then click Proceed to fpscas2k8.fpsnet.org(unsafe) 2) In ID enter the username and then the password you use to login to the network and access s 5

6 3) Click Manage my user PINs 4) Check box Change PIN1, then enter a PIN number that you can remember. NOTE: the number can t be a succession (i.e. 1234, 5678). We recommend the PIN be at least 4 characters in length. NOTE: There are occasions where two users PIN numbers are the same and therefore, when you login to the printer you may see someone else s documents or no documents at all. We recommend when setting your PIN number NOT to use your birthday, as it could also be mixed up with another users PIN number. If you are having problems, please call the Helpdesk x Click on Change pin. System will acknowledge your chosen PIN if successfully processed. To send documents to the Konica-ANY or Xerox-ANY: Once you have created a PIN for the copier, you can print anything you send to the printer. To print from a browser or from MS Office products: 1) select the print button 2) Make sure you select the Konica-ANY or Xerox-ANY option. Many of your machines will have the Konica copiers as the default printer. 1. To Print Documents and make Copies: a. Click on the USER ID button b. Enter the PIN you created in section 1, click on OK c. To print documents sent to the copier, select the APP button and you will be directed to the follow-me printing screen. d. You will be presented with a list of documents sent to the printer. Select the document or documents that you wish to print. There is a button that says select all e. once the documents are highlighted, push START button f. When finished, press the Access button twice to logout 2. To Make copies a. Click on the USER ID button b. Enter the PIN you created in section 1 c. From the menu screen select Copy d. Place your document on the glass or in the auto feeder and press start Additional Information: 6

7 1) You must be logged in to a computer with your User ID in order for your documents to show up in the Konica Copier queue under your login. For instance, If I am logged in to your computer as me and I send a document to Konica, I have to login to the Konica using my PIN to access that document. IF I am at your computer and it is logged in under your user ID, then the document I sent to Konica is in your Print Queue and therefore we will need to login to Konica using your PIN to access the document. 2) The Konica machines get overheated if the jobs are big. Please do not walk away from the machine if you are running a big job. Jams happen regularly and if you walk away the next person who tries to use the machine may have your jam to contend with before they can do their own work. How to setup and access voic If a voic box has been assigned to you, follow these steps to set up your message and PIN. If you are a teacher, the VM box will not necessarily be the same as your room phone extension. When a message is left in your VM box, you will be notified by an from Cisco Unity Connection. Voic Setup: 1. From your phone, or any FPS phone, pick up the handset and press the button under the word, Messages. 2. Press the * (star) button on the keypad. 3. Enter your ID (your extension ), and then hit the # (pound) key. 4. System will request your password, the first time you access voic to set-up your mailbox the password is Dial and press the # (pound) key. 5. You will now hear the tutorial, which will assist you in opening your voice mailbox. Please follow the voice prompts to complete the following: a. Record your Name b. Change your password c. Record your Greeting To Access Messages from inside school: 1. Go to any phone and pick up the headset. 2. Press the button under the word, Messages. 3. Press the * (star) button on the keypad. 4. Enter your ID (your extension ), and then hit the # (pound) key. 5. Enter your password and hit the # (pound ) key. To Access messages from outside of school: 1. Dial School s Telephone number 2. Upon hearing the greeting, press the * (star) key. 3. Enter your ID (your extension ), and then hit the # (pound) key. 4. Enter your password and hit the # (pound ) key. To change your Password, Name or Greeting 1. Once you have accessed your mailbox by following the steps 1-4 in the previous numbered listings. 2. Press number 4 for Setup Options and follow the tutorial to make your changes. 7

8 FPS wireless information Your district provided devices should automatically connect to the school wireless when within range of our network. BYOD - Bring your own Devices Framingham Public School provides a secure wireless network for staff and students to connect their personal electronic devices to the internet while in school buildings. The BYOD (bring your own device) wireless network is for staff and students only. Staff and students will use their district provided credentials to log onto the network providing accountability. These credentials should not be shared with others. Any guests from outside the district can request access to a separate network by contacting the Office of Technology help desk: Directions on how to access the BYOD wireless. How to Login to BYOD Note: If you have previously connected to BYOD on your personal device, you must forget (remove) the BYOD network from this device before proceeding. On your device go to select a wireless network and Choose BYOD. Once connected, your browser should open to the captive web portal page will load and there will be a place to enter your credentials Staff Members - Enter your username and password. You do not need to "@framingham.k12.ma.us " Students - Enter student\ before your username ** If the Captive Web Portal page does not load after connecting to BYOD, Open up a browser and attempt to go to Google.com. This should redirect you to the Captive Web Portal page above. ** 8

9 Technology Help If you need assistance from Technology there are a number of ways to get assistance. When reporting a problem please be as specific as possible and make sure you include your name, position and building, room # to ensure that your issue is handled in the most efficient manner possible. 1. Help desk hours: 7:30am-3:30pm (508) Internal Ext: Create your own ticket through the User Portal, can be done anytime from any connected device, i.e. 24/ s can be sent at any time, i.e. 24/7 help@framingham.k12.ma.us The Office of Technology has implemented a system within our team to ensure that all requests have tickets, tickets are being assigned, reviewed, prioritized and resolved in a timely manner. This system also ensures that we are communicating and that those needing assistance are being provided status updates of their requests. As we work to support all 17 sites its important to understand that no department, area or school has a dedicated technician and in order to manage resources and stick to efficient processes, support requests can not be sent directly to a technician. At a high level, our process is: All persons with a technology issue or request, contacts the Help Desk via help@framingham.k12.ma.us or by calling ext: (this is a automated attendant so you will be required to select an option). If , do not CC anyone. A ticket will be generated and the requestor is sent an with a ticket number. A technician is assigned and that technician prioritizes the request based on workload. A technician will begin correspondence and working with the person that requested assistance. This could be a phone call or . As the work progresses, the technician will update the ticket and the person that made the request will receive update. Upon resolution, the ticket will be closed and the person that made the request will receive an of resolution/information requested. This process includes all technology and data requests. A few additional points: Prioritization is based on workload, deadlines, staff availability and number of people impacted by request. All technicians are required to use the ticketing system. Request made directly to a technician will be returned to the person asking them to submit through the helpdesk process. Technicians are not dedicated or assigned to any one department or building. If you feel appropriate support is not provided or you feel the need to escalate, an can be sent to Dave Heistand (dheistand@framingham.k12.ma.us) and/or myself (gcarpenter@framingham.k12.ma.us) along with the ticket number of the issue/request. 9

10 FPS Helpdesk User Portal - KACE The Office of Technology has an online system that allows users to create their own Helpdesk work orders, monitor open Helpdesk requests and download certain predetermined software. To enter your own helpdesk tickets into our system please follow the steps below. To access KACE (helpdesk), type in or The screenshot below will appear. - Type in your Network username and password. To create a New Ticket, click on Helpdesk in the User Console on the left side of your screen, then click New. To check if you solve your issue on your own, click on Knowledge Base. This is a dynamic library of common solutions that we will continually update. Enter Title and Description - please refer to the screenshot of what to include. You can also click choose file to add an attachment. 10

11 Choose an Impact - indicate who the ticket is impacting. If you have a request or general question, please use the category General Request. Select your Building and Department Request Category - Please attempt to be as accurate as possible, if you don t see your category, let us know in the required section above. Please note that after you choose the initial category, subcategories will appear. Account - Network account issues only Hardware - Piece of equipment Network - If you have issues connecting to the Network, choose this and let us know how you connect. Software - Any program. 11

12 Click SAVE and the Helpdesk will be notified of your new ticket. If you need to contact the helpdesk, you can call x26901 or (7:30AM-3:30PM) or (24/7). Other Categories on User Console: Downloads - a list of software that you can install on your own. My Computer - a list of software and hardware that is on your device License Keys - if the software available to you requires a license key, you can access your individual key here. Knowledge Base - a catalog of How-to Articles. Before entering a helpdesk ticket, please check the knowledge base to see if you can find an answer. Download History - if you have downloaded software through the KACE console, a list of your downloads will appear here. Return to table of contents 12