Montgomery College Information Technologies. Machine & User Naming Convention Standards

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1 Montgomery College Information Technologies Machine & User Naming Convention Standards 2005 Montgomery College Office of Information Technology 7362 Calhoun Place Rockville, Maryland

2 Machine and User Naming Convention Standard Table of Contents OBJECTIVES OF STANDARDS 3 Executive Summary 4 Ownership 5 Auditing 5 Naming Convention Standard 6 Machine Name Location 8 Exclusions 8 Mobile Technology: Classroom-N-A-Cart 8 Printers Naming Convention 8 Server Naming Convention 9 Firewall Naming Convention 9 Generic Username Naming Convention 11 Personal Username Naming Convention 11 Appendix A: Montgomery College Campus and Building Codes 12 Appendix B: Microsoft Computer Name 14 2

3 Objectives of standards The purpose of the machine and user naming convention is to create an easy to use, uniform set of standards for; naming all machines (devices) that have a Montgomery College asset tag number and, naming of user accounts across multiple systems including; Novell network, Windows servers, Exchange Mail System, Banner and MyMC. The following issues are objectives for the naming standards: A consistent way across multiple departments to track asset management and use of computer equipment o An easy way of identifying the physical properties of a machine o Easily identify multiple devices in one physical location o A naming convention that is easy to determine and remains standardized to other database field name conventions Facilitate resolution of security issues o A particular user or job function is not be reflected within the machine/user name o IT Staff are be able to determine the user and location of any given machine 3

4 Executive Summary The purpose of this document is to define the reasons and requirements for why a set of machine naming convention standards for all network attached devices and User names (UserIDs) is needed. This document is also be used to define the detail of the naming convention standard, including exclusions, ownership and auditing recommendations. A consensus of IT groups including Asset Management, Computer Support, In-Tech, IT Security, and Network Engineering worked to make these standards as global to the College as possible. This document is not intended as an implementation plan for propagating the standard naming convention. The document is divided into two sections: machine naming convention standards, which include standards for both academic and administrative machines, and user naming which contains standards for UserIDs. The machine naming convention is created with four consistent components; Campus, Building, Room, and Object ID. The 5 th component is a MC number on administrative machines and a station id on academic machines. The separate use of the 5 th component satisfies all of the identification and security issues as well as satisfies issues with the use of the Ghost imaging product in the academic spaces. The machine naming convention also addresses other devices including printers, firewalls, servers, and mobile wireless carts with similar naming convention requirements. The user naming conventions address both private (specific user) and generic (shared user) requirements. The generic user naming convention also addresses to use of automatic logon s to maintain consistency across multiple users. Recommendations are made for an auditing process to insure that the adopted College standards are being followed throughout the institution. The recommended auditing process will account for annual random testing of approximately 10% of the installed named machines and users. The appendixes provide additional detail for specific machine tasks as well as provide reference to other College standards both within the IT unit and other College units. 4

5 Ownership The Asset Management Group maintains and keeps current the Asset Management database (Valuewise). Installs, Moves, Adds and Changes (IMACs), are the responsibility of Asset Management and Computer Support. The database includes information on system ownership, location, make, model, and more. The database must be read accessible to all required IT groups, with Asset Management responsible for any updates to the database. Auditing An auditing procedure will be implemented to ensure these standards are being followed. IT Security, in conjunction with Network Engineering and Computer Support, will develop and review a specific auditing strategy using these guidelines. The auditing will be a random check of network attached devices (workstations, servers, routers, printer, etc.) for appropriate naming; comparing the name, location and owner to the Asset Management database. Audit at least one campus (location) every 6 months. This audit will include approximately 5% of network attached equipment and at least 10 network user login accounts (including both generic and personal). The auditing will be performed by an independent group, one not associated with setting up the devices, maintaining the devices, or maintaining the database. This group can be either contracted or a group within OIT not having direct responsibility for setup or maintenance. An audit report shall be prepared within two weeks of the audit performed and distributed to the respective OIT managers, directors and CIO. 5

6 Machine Naming Convention Standard Naming Convention Standard The machine naming convention is created with four consistent components; Campus, Building, Room, and Object ID. There is an additional component used for the Administrative network devices, which is the MC asset tag number. For reasons of security, operations efficiency and resource availability the MC asset tag number is only beneficial for machines on the administrative network. The same functions are available for machines on the academic network using a station identifier which is a part of the room number. When work orders are called in, the technicians will have access to the asset tag as they will be doing a machine visit, so the asset tag will still be recorded in work orders, this naming convention does not change that current process. Eliminating the MC asset tag number from the naming convention for machines on the academic network also eliminates issues related to use of the Ghost application, which is used to deploy duplicate images across multiple machines at the college. The use of the MC asset tag number in the computer name exceeds the size limitation allowed by Ghost. The naming convention is used for all MC IT-related devices regardless of usage or physical/logical location with the exception of the exclusions which are described later in the standard. The make up of the machine naming convention for both administrative and academic machines is depicted below. Leading zeros are used as needed to ensure consistency within the naming structure. Administrative Campus Building Room MC asset tag Number Object ID XX XX XXXXXX XXXXXX XX Academic Campus Building Room Station ID Object ID XX XX XXXXXX XXX XX The break out detail of the naming convention components is; Campus The two character campus identifiers are standardized by the College s Facility Office. In cases where the Facility Office has a four character abbreviation for an off-campus facility (e.g. OITB, GBTC, WHPL, FENT), those designators will be used for the combination campus/building code. For a device that is used in multiple locations the main location or storage location will be the designator used in the machine name. See Appendix A for full list 6

7 Building The two character building identifiers are standardized by the College s Facility Office. See Appendix A for full list Room The six character room number identifiers are standardized by the College s Facility Office. Six characters are defined to work with cubicles and station identifiers, if six characters are not needed, leading zeros are used. In cases where the room is an office suite, the number of workstations in that area will be under 99; for that reason when recording a workstation/user in an office suite; use four characters to identify the room and two characters for the station identifier. Examples: - An academic desktop PC located in Rockville Campus, Technical Center Building, Room 203 with a Station ID as 9 will have a machine name of RVTC203009DT; - An academic desktop PC located in Rockville Campus, Technical Center Building, Room/Suite 203A with a Station ID as 9 will have a machine name of RVTC203A09DT; - An administrative machine in OITB cubicle 145-A1 with an MC asset tag of MC will be OITB0145A DT. MC asset tag Number; (use on the Administrative Network only) The six character MC asset tag number will be the six numbers that are assigned the device when it is issued from Asset Management. The two leading letters of the MC asset tag will be ignored. Example: MC will be The MC asset tag number will only be used for devices on the administrative network since the device is directly assigned to a single person, where as on the academic side the device is for public use and cannot be assigned to a single person. Object ID The two character Object ID will correspond to the type of machine that is being named. Any device that is multifunctional will take the Object ID of its most common or important function. The following identifiers have been established: DT Desktop PC LT any Portable PC PA PDA or other Personal Assistant device HH Handheld H# - PC w/swappable Hard UR - User PC Drive ** WL Wireless Device/Cell Phone ** H# for the Swappable Hard Drive is designed to identify machines that have swappable hard drives, since a machine with three swappable hard drives will have the same MC asset tag and Object this identifies each hard drive used in that machine. For machines with swappable drives, each drive will have a letter or number identifying them. 7

8 Most of the devices that use swappable hard drives are for courses such as MCSE and Cisco, these courses specifically dictate what the machine name must be, and to deviate from that naming will require the entire course be modified. For that reason the naming convention will be followed only where applicable. Machine Name Location When applying the naming convention to a PC, it is important to understand where this machine name is located. The machine name is referring to the name configured on the computer which the operating system uses to identify the PC on the network. On Windows machines, this is defined in the System properties, under the Computer Name tab. See Appendix B, Microsoft Note: For PCs with removable/swappable hard disks, the value for the corresponding disk will be used. For a Macintosh machine this is located under System Preferences, then Sharing. See Appendix B, Macintosh Exclusions Mobile Technology: Classroom-N-A-Cart This wireless technology is used in multiple classrooms and is stored in others thus the use of a room number for these devices becomes problematic. These units are for use within a specific building and accounting for the units will be reflective of the building in which they are used. Since the units are connected to an access point known as a wireless cart, the academic naming scheme will be used, with Wireless Cart (WC) as the room designator followed by a two digit cart number and a two digit workstation ID. Example: A wireless laptop in HSC (Takoma Park Health Science Center) with ID number 21 that belongs to Cart #1 will have a machine name of TPHSWC0121LT. The user account of the laptop will be TPHSWC0121UR. Printer Naming Convention The current naming convention for printers is: Campus/building/room/type of printer. Example: IT131HP4600TN The current naming convention lets the user know what type of printer they are connecting to, which is found to be very useful. If the new naming convention scheme were to be applied to printers, the printer name will become: OITB CP. This type of printer name means nothing to the user, for this reason the current printer naming convention scheme will be retained in the naming convention standard. 8

9 Server Naming Convention The current naming convention for servers is: aabbccddd# aa=which part of the network it services. MC=All of Montgomery College AD=Administrative side of the tree AC=Academic side of the tree bb=which location/campus it services, if any RL=Remote Location (No local server is installed. Server hosts services for multiple sites.) RV=Rockville GT=Germantown TP=Takoma Park HS=Health and Science Center IT=Office of Technology Building MK=Manakee GB=Gaithersburg WH=Westfield South Building (Wheaton) c=server operating system N=NetWare, W=Windows, L=Linux, U=Unix, S=Solaris, A=AIX dd=what type of service it will perform Example: ZN=ZENworks based services, DS=Directory Services (master and/or read-write edirectory server), UT=Utility server (where the primary function of the server may be for backup purposes), PS=Print Server (primary function is for print services), etc. #=A numeric counter, in case additional servers of this type are required. Example: ADRVNFS1 The current server naming convention allows administrators to know which network or network partition the server is located on, OS (operating system), and service type. If the new naming convention scheme were to be applied to servers, the server name would only show campus and MC asset tag information and would be more difficult to determine which server provides what services. For this reason the current server naming convention scheme will be retained in the naming convention standard. Firewall Naming Convention The current naming convention for firewalls is: nfm# n is: P for perimeter firewalls (between College facilities and non-college facilities such as the internet) I IMCNet firewalls M for MCNet firewalls T for test firewall systems F is constant (for firewall) 9

10 m# is a sequence letter, followed by a number for cases where the firewall is part of a cluster of load balanced firewalls. Samples: o PFA Perimeter Firewall A cluster o PFA1 Perimeter Firewall A 1 st in a cluster o PFA2 Perimeter Firewall A 2 nd in a cluster o PFB Perimeter Firewall B o IFA IMCNet internal Firewall A The current naming convention lets firewall administrators know on which network or network partition the firewall is located and/or protecting, and service type. If the new naming convention scheme were to be applied, the firewall name would only show campus and MC asset tag information and be more difficult to determine which firewall provides what services. For this reason the current firewall naming convention scheme will be retained in the naming convention standard. 10

11 Username Naming (UserID) Convention Generic Username Naming (UserID) Convention Generic usernames (UserIDs) are defined as an account name used to log onto Montgomery College networks on a device to be used by multiple people. Examples are public-access workstations in computer lab rooms, libraries and other locations; shared workstations in academic offices for part-time faculty; shared workstations used by non office facilities staff. Generic user accounts that are created to log onto a specific machines will be the same as the machine name with the exception of the Object ID. Example: for a part-time cashier routinely using an administrative machine named RVTC DT, the generic user account will be RVTC UR. A student using a lab machine on the academic tree with a computer name of RVTC203009DT, the generic user account will be RVTC209009UR. The user account is set up to use automatic logon so the user will not have to remember the user account name. Windows screensavers are not be used (or at least make sure that password protect is disabled) on generic machines. If a generic machine does become password locked, simply reboot the machine and allow auto logon to process again. For a computer that is shared between individual user accounts and generic accounts, the automatic logon will not be implemented. Personal Username (UserID) Naming Convention For users who have specific user accounts, the naming convention will remain the unchanged. The current standard is; First letter of the first name and up to seven characters of the last name; making a maximum username of eight characters. In the case of a new user account causing a duplicate username with an existing user, the username will be modified by adding an ascending decimal number at the end of any duplicate usernames that will need to be created. For example we have a current user named John Smith with a user account of jsmith. We then have a new user named Joan Smith her account will become jsmith1. If later we had a Joe Smith it would become jsmith2. In all circumstances the maximum characters in the username will still only be eight characters. Users who have personal usernames will use their assigned specific username and not use generic usernames, except when using public access workstations. 11

12 Appendix A: Montgomery College Campus and Building Codes The two character campus identifiers are standardized within the College s Facility Office. The Facility Office has a four character abbreviation for OITB, GBTC, WHPL, and FENT in this case these designators will be inserted in both the Campus and the Building character sets. Campus Name Campus Code Building Code Building Germantown Campus GT HT High Technology & Science Center Germantown Campus GT HS Humanities & Social Sciences Germantown Campus GT PG Physical Education Germantown Campus GT SA Science & Applied Studies Germantown Campus GT GN Greenhouse Germantown Campus GT GS Grounds Storage Building Germantown Campus GT TS Tennis Storage Shed Germantown Campus GT BS Baseball Germantown Campus GT CG Child Care Center - Germantown Rockville Campus RV AR The Paul Peck Art Building Rockville Campus RV CB Counseling and Advising Building Rockville Campus RV CC Campus Center Rockville Campus RV CH Child Care Center-Rockville Rockville Campus RV CN Canoe Trailer Shed Rockville Campus RV CS Computer Science Rockville Campus RV GU Homer S. Gudelsky Institute for Technical Education Rockville Campus RV HU Humanities Building Rockville Campus RV MK Mannakee Building Rockville Campus RV MS Maintenance Shop Rockville Campus RV MT Gordon & Marilyn Macklin Tower (formerly Campus Tower) Rockville Campus RV MU Music Building Rockville Campus RV PA Robert E. Parilla Performing Arts Center Rockville Campus RV PE Physical Education Center-Rockville Rockville Campus RV SB South Campus Instruction Building Rockville Campus RV SE Science East Rockville Campus RV SV Student Services Building Rockville Campus RV SW Science West Rockville Campus RV TA Theatre Arts Building Rockville Campus RV TC Technical Center Rockville Campus RV TT Interim Technical Training Center Takoma Park TP CA Communication Arts Center Takoma Park TP CM The Commons Takoma Park TP DC Child Care Center-Takoma Park Takoma Park TP FH Falcon Hall Takoma Park TP GR Parking Garage Takoma Park TP IS Information Sciences Pavilion Takoma Park TP MP Mathematics Pavilion Takoma Park TP NP Nursing Pavilion Takoma Park TP PF Pavilion of Fine Arts 12

13 Takoma Park TP RC Resource Center Takoma Park TP SN Science North Takoma Park TP SS Science South Takoma Park TP SP Social Sciences Pavilion Takoma Park TP ST Student Services Pavilion Takoma Park TP HC Health Sciences Building Takoma Park TP KS King Street Art Center The Following Single Building Sites use all 4 code characters but have no building codes associated (Total of 4 characters) Gaithersburg GBTC Gaithersburg Business Training Center Wheaton Plaza Site WHPL Westfield South Building in Wheaton OIT Office Building OITB Calhoun Place Building Fenton Street Building FENT Silver Spring Fenton Street Site SA&D Building USAD School of Art & Design Silver Springs 13

14 Appendix B: Microsoft Computer Name Appendix B: Macintosh Computer Name 14

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