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Resource Administration

Resource Administration

Casper Suite Apple (iMac, MacBook, iPhone, iPads) Users

Student Affairs ITS has completed full testing of the Casper Management Suite for the Apple platform and is excited to be sending the system into live production this Wednesday (July 9th, 2014).  The system will greatly aid SA ITS' efforts with the following topics:

 

Software and content distribution

SA ITS will provide on demand software and applications to users with completely silent installations to create low impact distribution methods to minimize workflow interruption.

Compliance and security

We will build upon our already secure enviorment by implmenting and enforcing settings, profiles, encryption auditing, and passwords based on compliance requirements (HIPPA, FERPA, PCI, etc) in different departments across the divsion of Student Affairs.

Inventory and Reporting

Casper empowers SA ITS' ability to run metric reports on everything from hardware models to software licenses and operating system versions.  These reports will leverage the information to ensure that SA ITS has a high level reporting tool, all while the grainular needs of who, what, where, when, why and how are met when required.

 

You will begin seeing the following prompt, after acknowledging the prompt nothing more needs to be done.  The system auotmoates changes dictated by SA ITS as necessary without any interaction from the user. You should expect to see this notification on a weekly basis.

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SA ITS How To: Add your office phone for Multi Factor Authentication

  • Click on "Multi-factor authentication" on the right panel

Select "Register here"

  • select "Use multi-factor authentication for all NetID-Protected websites"
  • click "Add a basic cell phone or home/office phone"

  • Select "Home/office phone" from the drop down menu of what type of device you would like to register

  • Fill out your DIRECT office phone line.
  • Nickname your device "Office Phone" for convience

  • Henceforth all sites that require a netID authentication will require you to choose click on the "choose one option" and you will need to select "Call my Office Phone".  A automated system will then call your office line and require you to press any number on your phone to authenticate.  The system will then hang up the call.  You can now select "Enter"
  • The process can be repeated if you would like to use your personal cell phone to authenticate in case you are away from the office and require access to a Duke website that requires your NetID.

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BigFix and You

With the continued and exciting growth of our division, Student Affairs Information Technology Services (SA-ITS) has introduced BigFix, just one of our new enterprise tools that will be assisting on our mission to provide individual level attention and support even on a large scale.  SA-ITS is confident that this tool will reduce the need for service requests that involve minor plug in updates and allow for less downtime sifting through the dozens of updates that come out on a weekly basis from software vendors.  BigFix will also allow for increased transparency to Student Employees that may use multiple workstations in multiple division departments being that all updates on all workstations will be standardized.

The BigFix platform allows SA-ITS to take a unified approach to managing hot fixes and updates to all of our Student Affairs workstations.  In addition,these updates will run silently as a background process without prompting that anything is being installed.  This avoids workflow interruption versus having to contact the helpdesk to remote in to install the update for you for.  Users will only be aware of the BigFix application when  prompted to save their work and restart the computer (more on that later).  
 
Workstations with our BigFix agent will constantly be checking-in to the campus shared masthead server regardless of your location in the world.  The agent queries relevant updates based for your individual computer and ignoring non-relevant updates that you already have or do not need.  These updates can range from common plug-ins such as Adobe Flash Player and Java Runtime Environment that we have all seen before; to more custom SA-ITS packages for example: a blocker that prevents the new version Internet Explorer from updating to Version 10 which is not yet compatible with many Duke University/Duke Medicine online resources.  We can later apply a reverse action script once the platform is more stable.

If new updates have been applied to your workstation, you will notice the following prompt:



At this time you have the option to take the action (in this case the action is to restart your workstation) or you can delay the action for a specific amount of time of your choosing.



In the scenario that 24 hours past after the initial prompt without a action taken on your part, the request will lock to the top layer of your desktop until you take the action to ensure that workstations are receiving their updates in a timely manner.

SA-ITS is still adjusting the frequency of required restarts after updates have been installed (currently once per week).  If you have any suggestions feel free to leave us a comment below!

 

 

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Adding a Shared Calendar to OWA

In your web browser go to https://exchange.oit.duke.edu/

Login with your netID and password (Shown below)

Click on your calendar in the bottom left navigation pane (shown below):

 

On the top right select the "Share" dropdown menu, then select "Add Calendar" (shown below):

 

Add calendar based on the name, if you do not know the name of the calendar you can select the Duke Global Address Book labeled as "Name" and do a search (shown below):

 

If you have proper permissions to view the calendar you will see the field populate in your left navigation pane (shown below):

 

If you require further assistance or access to a particular Student Affairs resource calendar submit a ticket to: service@studentaffairs.duke.edu

 

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How To: Accessing An Exchange Shared Mailbox in Outlook Web App (OWA)

1.   Open any web browser and type in the following address: exchange.oit.duke.edu
2.   If this is your permanent workstation, select “This is a private computer”, “This is a public computer” will log the user out after 15 minutes of inactivity.  
3.   Enter your netID
4.   Enter your netID password

5.   click your name in the top right of the exchange web application.

 

  • In the “Select Mailbox” field, you should enter the shared mailbox name you wish to access:
    • For University users, the mailbox name will end with sharedmailboxname@duke.edu
    • For Medical/Hospital users, the mailbox name will end with sharedmailboxname@dm.duke.edu
  • Once you have entered the mailbox name correctly, click “Open..”

    •    Your shared mailbox should now be showing in a separate page (either in a new tab or new window).
    •    From here, you will want to create a new bookmark for easier and quicker access.

 

As always, contact Student Affairs ITS if you require any further assistance or have questions/concerns.
Submit a ticket by emailing: service@studentaffairs.duke.edu
Or call: 684­‐5143
 

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How-to: Entering Monthly Reports

 

 

Entering Monthly Reports

 

1.     Login to https://studentaffairs.duke.edu/forms/reports/

2.     Choose “Enter Monthly Item”

3.     The following screen should be on your screen. Once all of the data is filled out and appropriate options have been selected, choose “Create New Item”.

 

4.     A pop-up will prompt you to make sure you would like to move forward. You should choose “OK” if you would like to proceed.

 
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Office 365

Duke University’s Student Affairs Information Technology Services (SA-ITS) and Office of Information Technology (OIT) are currently working cooperatively on moving forward with Office 365.   This migration will introduce a suite of cloud-based services offered by Microsoft at an enterprise level subscription that compliments current Duke University’s volume licensing contracts for Windows Operating Systems and Microsoft Office Suite.

Currently all Duke e-mail and calendar services are hosted locally by OIT maintained servers.  As Student Affairs and other Duke divisions continue to grow, the direct high volume dependency on OIT exchange servers also increases which correlates to spending resources on required maintenance to avoid service downtime.  Office 365 will provide an immediate solution, as it will transition the hosting needs from Duke OIT to a Microsoft hosting solutions platform.  Office 365 is designed to deliver reliability, availability, and performance with a guaranteed 99.9% uptime, financially backed service level agreement.  

Users across the board will be able to reap the benefits as the cloud based service will allow OIT and SA-ITS to spend less resources on troubleshooting exchange issues and in turn refocus on developing tools and providing key support for our users that promotes productivity and development of technical tools.

Office 365 for Duke University is slated to go live early next year (Q1 2013).

 

 

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Compromised Passwords

The OIT security office has alerted IT leaders regarding the latest round of companies with compromised passwords. 

They are:

LinkedIn

http://blog.linkedin.com/2012/06/06/linkedin-member-passwords-compromised/

eHarmony

http://advice.eharmony.com/blog/2012/06/06/update-on-compromised-passwords/

Last.fm

http://www.last.fm/passwordsecurity

 

Our IT team highly recommends that users change their passwords for these sites (and any other site where you use this same password) 

 

 

 

 

 

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Not receiving your meeting requests?

 

So, you've been told that you were sent a meeting request, but you never received it and the meeting creator has confirmed they sent it. What do you do now? 

The first step is to open Remote Desktop Connection. You may find it already in your dock, as shown in the image.

I

Or, you may navigate to it by doing the following:

·       Open Finder --> Applications --> Remote Desktop Connection

Once you have this application open, you will want to ensure you are connecting to

sa-ts-01.oit.duke.edu

sa-ts-01.oit.duke.edu

Next, you will click Connect, then, when prompted again, Connect.

On the Windows login screen, you will enter your netID and netID password (the one associated with your email). In the LOG ON TO: dialog box, it should say WIN or win.duke.edu.

Login Window

Once you have verified all this information is correct, you may login.

After you are successfully logged in, you will want to open Microsoft Office Outlook by doing the following:

·       Start Menu --> Programs --> Microsoft Office --> Microsoft Office Outlook 2007

If this is the first time Outlook is being setup in this Windows environment, click next for it to auto configure your account. If you are being prompted for your login information, you will want to enter WIN\netID for your username, and then, your netID password.

Once Outlook is configured, you will want to click on Tools --> Options in the tool bar at the top.

In the Options dialog, click on Delegates.

On this page, you will want to select the option:

“My delegates only, but send a copy of meeting requests and responses to me (recommended)”.

Click Apply to save the setting, then OK to leave the dialog box.

And voilà! You are done!

If you have any questions, concerns, or run into any errors during this process, please submit a ticket to service@studentaffairs.duke.edu

 

Thanks!

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New Authentication Process Coming

 

Beginning June 5th, users will see a new interface when they log into Duke esrvices using shibboleth. 

The new interface will not change how the log in process is completed, just how the page looks.

 

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