Lincolnshire County Council Members IT Handbook

Transcription

1 Lincolnshire County Council Members IT Handbook

2 Table Of Contents Introduction.. Page 3 Quickstart Guide... Page 4 Hardware Overview. Page 4 Assembly of Docking Station/Port Replicator... Page 5 Connection of Cables and Peripherals.. Page 6 Connecting the Printer.. Page 7 Docking & Undocking the laptop... Page 8 Powering on & Logging on... Page 8 Connecting to a Wireless Network... Page 9 Citrix Guide... Page 11 LCC Members IT Policy & Appendices. Page 17 Appendix A: Protocol for the Use of IT at Home.. Page 18 Appendix B: Data Protection Policy hyperlink.. Page 17 Other IT Policies hyperlink.. Page 17 Page 2 of 22

3 Introduction The aim of this guide is to serve as a quick reference to familiarise you with the IT facilities being provided to help you with your job. Reading this document will familiarise you with the IT equipment and facilities being provided to you. Also included are the methods you can use to contact the IT Servicedesk. IT Support Information The Mouchel IT Servicedesk should always be your first port of call when you have a technical query, or experience technical problems. The Servicedesk opening hours are: 8 AM 10 PM Monday Friday 10 AM 4 PM Saturday and Sunday The telephone number is Most problems are resolved remotely over the phone, however, when a problem requires on-site attention, we will arrange for an engineer to visit you at the earliest possible opportunity. When contacting the IT Servicedesk, you will be required to provide the following information; Your name The asset Number of your computer or faulty piece of equipment A contact telephone number A description of the problem you are experiencing Your current location If your call goes to voic , please ensure that the message you leave conveys the information listed above. If you have any feedback or suggestions regarding the service you receive, please direct this to one of the following; Paul Townley IT Servicedesk Manager Tel Paul.Townley@mouchel-lincoln.com Harry Campbell Head of IT Service Delivery Tel Harry.Campbell@mouchel-lincoln.com Page 3 of 22

4 Hardware Overview At the point of reading this guide, you will have already collected your IT Equipment from County Offices. Before unpacking it, please read the information below so that you can easily identify the hardware as you unpack it. Dell Latitude E6400 Laptop This computer is preinstalled with Windows XP and Office It has a DVD Writer and is capable of connecting to wireless networks. The hard disk is encrypted in order to keep your data safe and secure. Dell Power Supply This essential piece of equipment is used for powering and charging your laptop from a mains power socket. It should used where possible in order to prevent your battery running down. Laptop Port Replicator This device is used in combination with the laptop stand (next in list). As the name suggests, it is essentially a detachable extension of your laptop to which you can connect peripherals. The laptop stand enables you to position your laptop and port replicator in order to make them as easy and comfortable to use as possible. You will also be supplied with an external keyboard and mouse for use with your laptop when connected to the Port Replicator. These are particularly useful when working on longer documents and are helpful in reducing the strain placed on your wrists and hands. HP Laserjet 2050 This is a laser printer which prints in monochrome. It has two paper trays with a combined capacity of 300 sheets, and is capable of printing 33 A4 sized pages per minute. Each print cartridge is designed to be able to print 2,300 pages. Page 4 of 22

5 Getting Started Having familiarised yourself with the hardware listed above, please find a clear location where you can unpack the hardware. Identify each piece of equipment before proceeding further. Assembling the Port Replicator and Laptop Stand 1. Place your laptop stand onto a flat and stable surface. Pick up your port replicator and slide it into the lugs at the rear of the laptop stand, and then push the port replicator down. You will hear a click once this is in place. 2. To adjust the height of the laptop stand, use the switch on the underside of the laptop stand arm to unlock the stand. Once the stand is unlocked you can then adjust the stand to your desired height. Once you ve done this, use the switch to relock the stand. 3. To adjust the angle of tilt on the laptop stand, turn the tilt lever anti clockwise. Adjust the laptop stand to the desired angle and turn the tilt lever clockwise to lock the angle. Page 5 of 22

6 Attaching Cables and Peripherals to Port Replicator 1. Connect the power adaptor to the power socket on the back of the port replicator. This is located on the rear right hand corner. Once you have done this, plug the power adaptor into a mains electricity socket. 2. Connect your keyboard, mouse and printer to the USB Ports on the port replicator. These are located at the rear and left hand side of the port replicator 3. In order to prepare your port replicator to accept your laptop, slide the slider bar to the right Connecting the Printer to the port replicator 1. Unpack your printer and place it on the desk next to your docking station. Locate the USB A-B lead. One end of the lead is referred to as the A connector, and the other referred to as the B Connector. The A connector will need to be plugged into the port replicator, and the B connector plugged into the printer. Page 6 of 22

7 2. Connect the A connector of the USB lead to a vacant USB port on the back of your docking station, connect the B connector to the USB port on the back of the printer (see right). Connect the power cable to the receptacle, also on the back of the printer and plug into a mains socket 3. Power on the printer by pressing the power button (please see right). 4.Pull out paper drawer number two. Adjust the paperguid to the A4 preset and insert up to 250 sheets of A4 paper. ` Verify that the paper is straight and that the paper guides fit tightly around it. Once you have done this, close the paper tray. Docking and Undocking the Laptop To dock the laptop, align the receptacles on the underside of the laptop with the connectors on the port replicator. Do this by centring it over the port replicator. Push the laptop down until it clicks into place. Page 7 of 22

8 To undock the laptop, Press the undock button (see point 1 on diagram) to release the laptop. Once you have done this, you should be able to lift the laptop from the port replicator and stand. If you have any difficulty in undocking the laptop, please ensure that the locking switch (point 2 on diagram) is in the unlocked position. This is denoted by a picture of an unlocked padlock Powering on and Logging on to the Laptop 1. To power on your laptop, press and release the power button. (see right) 2, After a few moments, you should be presented with a screen asking you to press Control+Alt+Delete. Press these keys simultaneously to proceed to the logon screen. 3. You will then be prompted to enter a username and password. Enter your username as lccmember and your password as discussed at the training you received. Page 8 of 22

9 4. The laptop will then boot into Windows and you will be presented with the user desktop. From here you are presented with shortcuts for the LCC Citrix Environment, Internet Explorer, and a number of office applications. Connecting to a Wireless Network If you do not have broadband at home, please contact your Personal Assistant to arrange for LCC provided broadband to be installed at your home. If you already have wireless broadband available at your home, it will be possible for you to connect to it using your laptop and access your s and documents via the LCC Citrix environment. In order to do this, you will need two pieces of information; The Network Name/SSID of your wireless network. The security key required to access your network. Once you have located this information, please follow the instructions outlined below. 1. Locate the wireless network switch. This is on the right hand side of the laptop. Ensure that this is switched on by moving the switch so that the raised line on the switch is aligned with thei symbol. To turn the wireless off you can move the switch so that the raised line is aligned with the O symbol. Page 9 of 22

10 2. Boot your laptop to the Windows Desktop. Double left click the wireless connection icon, located in the notification area at the bottom-right hand corner of your screen. 3. You will be then presented with a list of available wireless networks which you can connect to. Choose the network you intend to connect to by double left clicking it s entry in the list. 4. If the wireless network you are connecting to is secured, you will then be required to enter the network security key. Enter it into the network key box, and then confirm it in the Confirm Network Key Box. Once you ve entered and confirmed the network key, click the connect button 5. Your laptop will then attempt to connect to the wireless network. If the connection is successful, the connection status will change to Connected. If you wish to disconnect from the wireless networkk connection, please click the Disconnect button. Page 10 of 22

11 Citrix 1. If using your laptop double click the LCC Citrix icon 2. From any other machine, open Internet Explorer by double clicking on the icon on your desktop 3. Then click into the Address bar Click in the Address bar Type the following address then press the Enter key on the keyboard 4. The following screen will be displayed 5. Enter your User Name e.g Cllr.refresh 6. Enter your Password e.g. summer09 Page 11 of 22

12 7. Enter your RADIUS Password. This is a number generated by the white token you have been given. To generate a number: Press and hold the button on the front of the device until a number is displayed (approximately least three seconds) NOTE: You do not need to press the button again to turn the device off. It will switch itself off automatically. You will need to do this each time you wish to log on as passwords generated by this device cannot be re-used. 8. Click the Login button. Click Login button When you have successfully logged into Citrix the following screen will be displayed: Launching the Desktop Page 12 of 22

13 All other applications can be easily accessed by launching the desktop. 1. Click the Desktop with MS Outlook icon Click here 2. The first time you log into Citrix, you may see the message shown below. If you do, lick in the box next to Do not show this dialog box again. This will place a tick in the box. Place tick in box then click OK 3. Click the OK button. The desktop will then begin to load Page 13 of 22

14 4. When the desktop has finished loading, you will see the following screen. You may now access the following areas from the desktop by double clicking the appropriate icon: 1. My Computer 2. George 3. IDOX 4. LCC Connects 5. Excel 6. Outlook 7. Word Page 14 of 22

15 Logging Off 1. When you have finished working: Close any open programs Click the Start button Select Start, Log Off... Click Log Off <username> Click Log Off when asked to confirm 2. You will now be back at the point where you launched the Desktop application from. To log out of the Remote Access Environment, click the Logout button on the far right of the toolbar Logout Page 15 of 22

16 3. The following message box will appear: Select Log Out 4. Click the Log Out button 5. Click the Close button at the top right of the Internet Explorer window Click Close Please note: If you have been working in the Desktop application for more than 20 minutes, you will be automatically logged out of the login point where you launched the Desktop application from. If this has happened when you return to the screen after logging out of the desktop simply click the close button at the top right of the Internet Explorer window. Page 16 of 22

17 APPENDICES Appendix A Protocol for the Use of IT at Home This is a 5 page leaflet which must be signed and returned to Sue Hall, Room 5 County Offices - copy attached Appendix B Data Protection Policy A copy of a layperson's guide to the Data Protection Policy can be found at this URL: Other IT Policies The following link will take you to the Information Management & ICT Policies sections on the intranet: Please note that these policies are important to ensure the confidentiality, integrity and availability of LCC s IT systems. You must read, understand and comply with these policies. Page 17 of 22

18 Appendix A LINCOLNSHIRE COUNTY COUNCIL Protocol for the use of LCC computers at home by Members of the County Council 1 INTRODUCTION 1.1 The Council will provide Councillors with computers to use at home to facilitate the performance of their duties as Councillors. In line with the new constitution, and with the attainment of its E-Government targets, the Council is committed to the introduction of new working practices and will be striving to increase the range of information that is available to Councillors electronically in order to enable Councillors to conduct more of their business remotely. The use of computers at home can help to improve efficiency and effectiveness by enabling timely access to information, but there are risks associated with such use. This protocol sets out the conditions on which such computers are provided, in order to minimise those risks both to the Council and to individual Councillors. 1.2 Each Councillor will be required to read and understand the LCC IT Security policies, and to sign, and comply with, the terms of this protocol, as a condition of being provided with the computer. For this purpose, Computer means the computer provided to the Councillor by the Council for use at the Councillor s home, together with any equipment, software or materials provided for use with the computer. 2 SECURITY FOR THE COMPUTER 2.1 The Councillor accepts responsibility for the safekeeping of the computer and shall make reasonable arrangements for the safekeeping thereof. 2.2 Access to the Council s information systems via the computer is subject to password security. The Councillor shall ensure that no one other than the Councillor is given access to the Council s information systems and shall not reveal any such password to any other person. Page 18 of 22

19 3 USE FOR COUNCIL BUSINESS 3.1 The computer is provided to the Councillor specifically to facilitate the discharge of the Councillor s functions as a Councillor. The Councillor must therefore not use the computer in any manner that will prevent or interfere with its use for that purpose. 3.2 Accordingly, the Councillor must not: Misuse the computer in such a manner as to cause it to cease to function Install or use any equipment or software which may cause the computer to malfunction. 3.3 To ensure that the computer is maintained in a working condition, the Councillor must: Report any faults promptly using the IT Support Help-line Provide access to Council officers to service, maintain and repair the computer. 4 USE FOR PRIVATE PURPOSES 4.1 The Councillor may use the computer for private purposes; however it should be noted that use of account is expressly for the conduct of Council business, and is governed by the Code of Practice, that can be found on George at click on Code of Practice. 4.2 The Council is prohibited from publishing any material of a party-political nature. If the Councillor uses the computer for the preparation of any material of such nature, he/she must make it clear that such material is published in a private capacity and not by or on behalf of the Council, and that no additional costs have been incurred by the Council as a consequence of its publication. 4.3 The Council accepts no responsibility for such private use of the computer or any loss, costs or liability that the Councillor or any other person may suffer as a result of the use of the computer. Page 19 of 22

20 5 BRINGING THE COUNCIL INTO DISREPUTE 5.1 The Councillor shall not use the computer, or permit its use, in any manner that may bring the Council or the Councillor into disrepute. 6 INFORMATION MANAGEMENT POLICIES 6.1 The Councillor must refer to the Information Management pages on the Council s intranet site, George, for further details on Information/ICT Security. The relevant information can be found at 7 INSPECTION AND AUDIT 7.1 The Council reserves the right to inspect the computer at any time. The Councillor is required to give appropriate Council officers and IT staff access at any reasonable time, or in the case of laptop computers to bring the laptop in to County Offices, for such inspection and audit. 8 COSTS 8.1 The Council will provide the computer, a printer, paper and printer cartridges (contact CSSO Support Services situated in Room 3 on the ground floor of County Offices, Lincoln on ext or CSSO_Admin@lincolnshire.gov.uk if you require further supplies). 8.2 Each Councillor is responsible for his/her own electricity bill. When turned on, the computer consumes about the same amount of electricity as a 100-Watt light bulb. 8.3 A Broadband service will be provided if no service is already available or suitable for Council purposes. 9 RETURN AND RECOVERY OF THE COMPUTER 9.1 The computer equipment remains the property of the Council. 9.2 The Council reserves the right to require the Councillor to return the computer equipment at any time and the right to recover the computer equipment from the Councillor. Page 20 of 22

21 9.3 The Councillor is required to return the computer equipment to the Council within one month of ceasing to be a Councillor. 9.4 When a councillor leaves their post (e.g. Not re-elected), the Council will continue to pay the telephone and/or broadband contracts until the end of the period. The Councillor will need to negotiate with BT if the contract needs to be changed and/or extended. 10 CONFIDENTIALITY 10.1 The Councillor will be able to access confidential Council information using the computer. The Councillor is responsible for ensuring the continued security of any such confidential information that is received, including the security of any storage of such information on the computer. The Councillor is reminded of his/her obligations under the Council s Code of Conduct for Councillors not to disclose such confidential information to any third party Some of this information will be personal information relating to individuals. The unauthorised processing or disclosure of such information is prohibited under the Data Protection Act and the Councillor is responsible for ensuring that there is no such unauthorised disclosure from the computer. The Councillor should undertake to retain personal information only for as long as it is required The Councillor is responsible for the secure disposal of all copies of information printed or stored locally. 11 RESTRICTION OF USE 11.1 The Council reserves the right to restrict the use of the computer if it has reason to believe that the use of the computer is likely to offend any provision of the Protocol. In particular, the Council reserves the right to: Remove or disable any software or equipment Remove any information stored on the computer. Page 21 of 22

22 12 ACCEPTANCE OF CONDITIONS 12.1 I have read the protocol on the use of IT at home, and agree to accept the conditions on which the equipment is provided. Signed by the Councillor: Date: Please return a signed copy of this document to: Sue Hall Room 5 Lincolnshire County Council County Offices Newland LN1 1YL sue.hall@lincolnshire.gov.uk Tel: Fax: Page 22 of 22