Information Technology Department. Miller School of Medicine New User Guide

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1 Information Technology Department Miller School of Medicine New User Guide

2 EDUCATION & COMMUNICATIONS Miller School of Medicine New User Guide 1051 NW 14 th Street #165, Miami, FL (305) or

3 Table of Contents Introduction 3 MEDICAL INFORMATION TECHNOLOGY DEPARTMENT 3 CORE INFORMATION TECHNOLOGY SERVICES 4 What is a Medical User ID? 5 How do I obtain a Medical User ID and E mail Account? 5 How do I access Outlook Webmail? 6 Step by step access to Outlook Webmail? 6 How do I access Citrix from Windows? 9 Step by step access to Citrix 9 What is my H: Drive? 13 Information Security 14 How do I get Computer Support? 15 Help Desk Services 15 Help Desk Questions and Comments Contact Information 15

4 1 Introduction The Department of Information Technology (Medical IT) manages the computer and network infrastructure for the University of Miami Miller School of Medicine campus and all its affiliate remote sites. Medical IT offers the medical campus community many services, including: Medical Information Technology Department Network Engineering and Data Center Group: Technical Support Group: Manages infrastructure of hundreds of servers and thousand or personal computers Manages data storage in secure, monitored datacenters Network specialists who troubleshoot and repair personal computing equipment 24/7 Help Desk who remotely assist end-users and answer computing questions Clinical /Biomedical Engineering Group: Engineers who repair and maintain equipment in the hospitals and clinics Technology Store/Procurement Group: Provides quotes and orders for department purchased computing equipment at discounted prices Free delivery and set up of systems Education & Communications: 3

5 Web-site with documentation for applications software MindLeaders online training courses for software applications Administrative Services: Budgets, Human Resources policies and procedures. Core Information Technology Services All Medical campus faculty, staff and students have access to a set of Core IT Services -- most of which, like our Help Desk, are free to members of the campus community. Core Services include access to the campus high-speed wired and wireless networks -- and remote access to those networks when you are off-campus. Other Core Services include Internet access, /calendar services, personal and shared network file space, and much more. Your supervisor will need to request access to the specialized applications you will be using. Some of these specialized applications will require completion of a user-training program before access is granted. 4

6 2 What is a Medical User ID? Your Medical User ID and associated password is your virtual ID badge, allowing access to the University of Miami Medical Center information network and to many of its resources. Systems that use the Medical User ID for authentication (proof of identity) include: campus wired network and wireless network, personal and shared network file directories, Outlook Exchange , Citrix Applications Portal, Secure Gateway, and the File Management System. One User ID, One Password Formally, it's called the "Medical domain user ID," because it uniquely identifies you as a Medical Center network user. But we usually refer to it as your "Medical ID" for short. Typically the Medical User ID is a combination of your last name and first initial -- for example, if your name is Jane Doe, your Medical User ID will be assigned as "jdoe." If there is already a "jdoe" here, a number will be added to the end -- "jdoe2," jdoe3," etc. (Unfortunately, we cannot accommodate requests for "customized" IDs that you select.) Each Medical User ID has an associated password. We create the initial password. You are required to change that starting password to one that only you know. Because the Medical ID permits access to a broad range of resources, it is particularly important that you pick a good password, and that you protect it appropriately. Only you should know your password. You should not share your password or display it openly at your desk. Our support staff cannot retrieve your password for you. Our support staff will never ask you for your password. We can only reset your password to something else, in order to give you an opportunity to change it. 5

7 How do I request a Medical User ID and Account? New faculty and staff will need a Medical user ID to access the campus information network and associated services. You will be assigned a Medical User ID when you attend the New Employee Orientation. An account is included once the Medical User ID is granted. 6

8 3 How do I access Outlook Webmail? Outlook Web Access (OWA) or simply webmail provides access to your exchange messages, calendar and contact information using only a Web browser. It provides most of the functionality of installed Outlook or other client software. For Windows PC, OWA works best with Internet Explorer (Microsoft s Web browser), but can also be used with alternative browsers such as Firefox, Netscape, or Opera. For Apple/Mac systems, OWA works with Safari (Apple s Web browser), but also Firefox, Netscape, Opera, etc. OWA is available to anyone with an Exchange account, and uses the Medical ID for user authentication. To launch the application go to the website. Note that OWA uses a secure (https) Web connection -- indicated by a small "padlock" icon in most browsers. You can also download the manual for the client version of Outlook. At OWA has a very similar look and feel, it includes most, but not all, of the features described. Step by step access to Outlook Webmail 1. Open your browser. 2. To launch Outlook Web Access, go to the following website: 3. You will see the following web page: 7

9 4. Now you are ready to log in. Enter your login credentials: your Username and Password. The password is case sensitive. Click Log on. 5. Outlook Web Access will open. All sections of Outlook contain a standard toolbar, located beneath the title bar. This toolbar contains most of your basic functions. 6. Clicking the Navigation Areas in the left hand column (Inbox, Calendar, Contact, Tasks) will take you to the different areas of Outlook, just as they would in the full version of the application. For example, the Calendar shows the following view: 8

10 9

11 4 How do I access Citrix? The Citrix Applications Portal uses a web browser to provide access to applications that normally require installed software. For medical campus users, that access includes a full suite of Microsoft Office software, including a full-featured version of Outlook (this is one option for Exchange access). Citrix is available to anyone with a Medical ID. Open your browser to: Log in using your Medical ID and associated password. Citrix creates a secure (encrypted) Web browser connection, for software that requires that added security measure, which is why some of our more sensitive applications can only be accessed off-campus using Citrix or a VPN service. Citrix also allows access to your network files (personal home directory and shared directories), making them as easy to use from a remote location as from a computer located on campus. Citrix requires installation of a small program (client) before it can be used for the first time. If you are planning to use Internet Explorer, you should choose the "Citrix ICA client" when prompted. If you are using Firefox or Safari, we recommend you set Citrix to use Java. Step by step Access to Citrix 1. Go to the Citrix web page: 2. You will see the following web page: 10

12 3. Enter your login credentials. Your Username and Password are the same ones used for your and domain login. The password is case sensitive. Enter medical for the Domain and click on Log In. 4. Once you login, you will see your personalized applications screen. You will have different icons for each application that is published for you. 5. You can access your applications now. 11

13 6. Also note that you'll see the following pop up window when you attempt to save files to your local hard drives: 7. Select the option that is most appropriate for you. Since Citrix is a trusted and a secured application, we recommend you select Full Access and choose Never ask me again for any application. Click Ok when done. 12

14 5 Your H: drive When you login to a computer on the Medical domain with your Medical User ID, you will have access to your H: drive. Your H drive can only be accessed by you. Your H: drive has 300MB of storage and is located on Medical IT s servers. The hard drive on your computer can break down and result in data loss, but your H: drive is backed up by Medical IT every night. You should put any data that you cannot afford to lose in your H: drive. To access your H: drive, double click My Computer on your desktop or single click it in your Start menu. You will see the H: drive under the Network Drives section. You can also access your H: drive through Citrix by clicking My Documents icon in Citrix. If you need more space on your H: drive, please call the Help Desk at

15 6 Information Security Requiring unique Medical ID s and passwords to access most of the systems on campus provides a certain level of security, but there are other things to consider. Protecting information devices (laptops, USB keys, smartphones) and media (CD s and DVD s) is equally important. Securing these objects doesn t have to be difficult. Indeed, the easiest thing you can do to protect the information contained on some of these items is just to make sure they are stored properly. Close or lock cabinets and offices that are used to store these items. Additionally, if you re going to use a USB key to store information related to your work at the University, make sure that it has encryption capabilities. Enable the password lock feature on your smartphone if the feature is available. Yes, it will take an extra few seconds to access the smartphone every time. However, if your smartphone is set up to access your , think about the information that may reside your s. Are there social security numbers? Is there administrative information? Perhaps there is an from an online retailer containing your account information. The same questions must be asked about CD s and DVD s used in your particular office environment. A few seconds of inconvenience might save you, a co-worker, and our patients a lot of headaches. 14

16 7 How do I get Computer Support? The Help Desk operates 24 hours a day, 365 days per year. The Help Desk staff can be reached three ways: Fill in the Get Help form attached. Send to Or call The Help Desk group provides technical support via telephone, and remote access utilities to faculty, staff and students at the Medical campus and remote sites. Help Desk Services First point of contact for support operations Work order management and task prioritization/escalation Network account and account creation Support for login and technical problems Hardware and software trouble-shooting, including remote diagnosis while on the phone Remote installation of applications IT work order system management Help Desk Questions and Comments Contact Information Questions and comments about Help Desk services may be directed to: Rocky Pedroso, Supervisor Help Desk

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