School Administration » IT Procedures
These administrative procedures may require some technical knowledge and permission to access some systems. If the appropriate personnel are not available, these procedural descriptions should give a starting point to those unfamiliar with SoMS' needs.
Please submit your suggestions for improvements/additions to Mike Williams.
Meeting Room 222/259 A/V systems (separate page)
Identity Manager is where you set up your zPass and UNSW email account preferences. Every six months you will be asked to re-set your zPass on this site.
If you are just starting at myUNSW and wish to have your email account name based on your preferred name (e.g. Jim / Betty rather than 'formal name' James / Elizabeth) then you should first set up the preferred name in your myUNSW Staff profile
Creating a Shared Inbox / Calendar or machine account
Examples of when this may be required:
- new bookable room is created
- a shared mailbox is created to allow several team members to respond to requests (e.g. purchasing), or an automated mailbox is needed for a computer system (e.g. Tutor Roster)
- a team calendar is requested
- Begin by completing an OSA05 form "Online Access form for Special Purpose Account". This will need signoff from Head of School or Executive Officer.
- Supply zIDs for all people who will have (a) admin access and (b) regular access. Admins will have the power to change settings, and to request that other users be added/removed from the resource
- Scan and submit to email@example.com
- email accounts should look like MED.SOMS.XXXXX@unsw.edu.au where XXXXX is the special purpose of the account.
- room names should accord with other similar resources in the Outlook Address Book e.g. Kens WW 999 Meeting Room
- shared accounts can be set up with an automated reply to set expectations for follow-up or to refer issues elsewhere (e.g. technical items to IT Service Centre).
- forms and correspondence for existing shared accounts are stored under J:\Admin\SoMSAdmin\IT\Email + Calendar shared accounts
How do I add/remove someone from the account?
Someone with admin access to that account should email firstname.lastname@example.org with a simple request:
to shared mailbox MED.SOMS.XXXXX@unsw.edu.au
If any of the people added requires admin status, please state this beside their name.
How do I set up Outlook rules for additional email accounts?
Create a separate Outlook profile for that mailbox. You then need to log on to Outlook using that profile and configure the setting as required. Afterwards log off and log back in to your personal one.
Many of SoMS' microscopes and similar devices are semi-automatically backed up to the Research File Server and to the UNSW Data Archive. As the PC consoles for each device sit in a lab, it is important that the zID accounts used to transfer data are tailored for that specific purpose.
- Complete Generic Account Request Form (requires managerial sign-off) and submit to email@example.com
- When account is created, IT will contact you with a default password. Now is the time to change it.
- Use FSAM to add the new zID to ORG_MED_SOMS_All Staff, and to other UDCs as required. This will enable a network connection to be mapped with that account so that backups can proceed.
- Request that the account never expire, to minimise back up failure. UNSW IT automatically expires most generic accounts at 6 or 12 months, and so it is easy for backups to fail if someone misses a renewal reminder (which requires completing the Request Form all over again)
- Give the account a meaningful name (zID) that identifies the purpose of the account, perhaps aligning it with a UDC (FSAM security group) that it is a member of.
- The account owner can contact IT Service Desk to reset the password at any time.
Generic accounts are also used for visitors, guest speakers and other limited purposes. The ADguest portal is available for creating guest accounts.
A list of Generic and Guest accounts, with their custodians and purposes is kept in J:\Admin\SoMSAdmin\IT\Generic Accounts
SOE = Standard Operating Environment, which is a computer configuration for large organisations whereby software is preinstalled and certain policies are enforced. In the case of UNSW, a SOE machine (PC/Mac) will generally have
- Office, Acrobat, Symantec Anti-Virus and other software preinstalled
- certain network shares pre-connected
- restrictions against self- installing or updating software
plus UNSW IT Support can
- access your machine in the background to install software or respond to service requests
- distribute system updates and software patches to SOE machines around once per month, usually requiring a reboot of the computer.
More information on the UNSW IT pages.
Staff machines are SOE by default, but new machines can be ordered internally without the SOE configuration - usually researchers.
For those requiring additional software installations to SOE Devices, two options exist:
- file a service request to IT Service Centre (phone or email) to install specified software; or
request Elevated User Privileges on the machine enabling the account holder to install/update software themselves. To request EUP on a machine:
- complete an ELEVATED USER PRIVILEGE REQUEST FORM
- have it signed by HOS or Mike Williams
- To streamline the process in SoMS, request the form from Mike Williams, who will pre-fill it and submit your signed copy on your behalf.
- If you have a lot of standard freeware software you would like updated (e.g. browsers, Java, Skype, ... ) then create an installer at www.ninite.com which you can run as needed to silently update your machine with all the specified software in the right language, 32/64-bit version etc. No install dialogs to click through!
- in the special case of Java the Ninite installer, this has the added advantage of automatically excluding the Ask! browser toolbar from being installed.
- Software available by license to UNSW or the faculty may be found on the UNSW IT Staff Software Distribution page. (zID/zPass login required)
To have zID/zPass access to this website for editing or opening restricted material, you must be a SoMS staff member on the HR database which feeds into UNSW faculty and school websites.
The system administrator should first check that staff have not been "blocked" on the site, and unblock them (Dashboard > People)
Staff from other Medicine faculty schools and centres may be given access using the Medicine Profiles site:
- locate the individual and select "soms" as a target site
- return to the SoMS website's admin dashboard and unblock them
Users may be given edit access to specific pages, such as for their research unit.
News & Events
News and Events may be created/edited at newsevents.med.unsw.edu.au
The distribution for your item may be set across UNSW, the faculty, or some combination of faculty schools and centres, including building foyer display screens.
Academic and User Profiles
Staff profiles on UNSW websites are drawn from information on myUNSW Staff Directory page.
Academic staff have further details: photo, biography and publications history managed on Research Gateway research.unsw.edu.au :
- Login at the bottom of a page
- Instructions for managing and trouble-shooting your Research profile. Questions should be directed to firstname.lastname@example.org
- publications are drawn from ROS (Research Outputs System)
This combined information from myUNSW and Research Gateway are displayed on the SoMS website, but cannot be edited there. Changes may take 24-48 hours to be visible on the SoMS site
UNSW subscribes to a service called SiteImprove which crawls the SoMS website every 5 days and issues a report on broken links and typos. It also checks PDFs hosted on the site. Due to the number of broken links etc in old course outline PDFs, the archive page which hosts these documents is skipped.
The Drupal content management system for this website has a Link Checker module enabled:
- Main Menu > Configuration > Content Authoring > Link Checker https://medicalsciences.med.unsw.edu.au/admin/config/content/linkchecker
- Main Menu > Report https://medicalsciences.med.unsw.edu.au/admin/reports/linkchecker
Access to servers
All those seeking access to SoMS' servers must fill out an online access form first.
SoMS Admin will use the FSAM tool to give access to specific folders on these servers. In general if you have access to a group folder on one server (e.g. J:\CGMU) then you will automatically have access to the matching folder on another (e.g. R:\CGMU = \\rfs.med.unsw.edu.au\SOMS\CGMU)
Backing up and Restoring Files
The departmental admin server ("J:" drive) is backed up several times per day. To request restoration of a deleted or overwritten file, please:
- First check if a recent copy of the file is available through the "restore previous versions" feature; otherwise...
- Contact email@example.com with details as to the name and location of the file, and the date to be restored from. You may need to specify a place for them to restore the file to.
The research file server shares \\rfs.med.unsw.edu.au\xxxxx are backed up once per week. Not all have the "restore previous versions" feature enabled due to the disk space overhead. To request a file restoration, follow steps above.
Researchers are strongly encouraged to create their own back-up mechanism through the UNSW Data Archive. Some of the advantages of this are:
- each file backup is versioned i.e. you can back the same file up again and again, and it will only make new copies if the file changes.
- you can restore files yourself - and you can restore older versions of a file
- you can access files anywhere via the web interface
The Lexmark X954 printer in the SoMS administration area is MED-LC056-64-C27L5R526 on MPSPWPS200
Some servicing may be done through its web interface
Custom wikis (ie as in wikipedia) are a great way to organise heavily inter-related knowledge in a subject area. UNSW has tools for creating and hosting wikis - see UNSW Wikispaces Help
Forms required to access these systems may be found at https://www.it.unsw.edu.au/staff/online_apps/nss/index.html