Systems Overview

The Complete Guide to Devereux Computer Systems & Technology
Systems Overview
Devereux is a non-profit organization providing services around the nation for persons with emotional,
developmental & educational disabilities. We are organized into 15 centers in 11 states and serve about
15,000 clients. Corporate headquarters and Corporate IT is located in King of Prussia, Pennsylvania. An MPLS
Wide Area Network (WAN) using Cisco routers is in place to connect the various sites to corporate applications
in King of Prussia, PA as well as to the Internet. Many centers are also putting in a direct Internet connection
for Internet browsing (see diagram below). A typical center will have at least one HP Novell NetWare server
with a Local Area Network (LAN) that holds user and administrator programs and user data and a Citrix
Presentation Server for remote access to the network. All employees are also given basic access to GroupWise
which is our email platform , Oracle software for payroll and benefits information, the Devereux Intranet and
their own network folder for storing documents, files etc.
Devereux PC Environment
Standard Supported Software
o
o
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o
o
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Windows XP
Microsoft Office Products- Word, Excel, PowerPoint, Access
Microsoft Project
GroupWise E-Mail
Internet Explorer
Oracle
CMHC
eCET
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New User Primer
This guide is a basic primer for new Devereux employees on how to boot up and access the various applications
and features on their PCs. It is also intended to familiarize new employees with the correct terminology regarding
Devereux networks and applications when they need assistance from Helpdesk agents.
THE DEVEREUX PC
The standard desktop PC at the Devereux Corporation is the
Dell Optiplex GX as shown to the right. Some centers may also
use Dell Dimensions or even Compaq brand machines, but the
Dell Optiplex is considered to be the ‘officially supported model’
and is the most commonly found unit in most Devereux centers.
STARTING UP YOUR PC
To start up your PC, locate the power button. This can be found
almost dead-center on the front of the PC (see the arrow
indicator on the right). When pressed, a green light will appear in
the center of the button, indicating that the power is on. The
boot-up process will now commence.
THE BOOT UP
The Dell splash screen will appear first when boot-up commences, followed not long after by the official
Microsoft Windows XP Professional splash screen. You do not need to do anything while these screens
load up.
Eventually, you should arrive at the Novell Netware login screen (see next page).
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PASSWORDS: A QUICK OVERVIEW
As a computer user at Devereux, you will have at least two login passwords that you will need to
remember at all times in order to access the company network and the applications therein. Quite
possibly you may have up to five or six different logins, depending on your vocation. The following list is a
basic summary of the more common logins used at the Devereux Foundation:
NOVELL NETWARE
This is the main login that allows you to access the Devereux networks –
either directly via a Novell Netware Client, or via Citrix Metaframe
Presentation Server (via remote.devereux.org). The Novell and Citrix
logins are the same. The Novell login can also be used for some areas of
the Devereux Intranet.
ORACLE
The Oracle login is used to access the Oracle e-Business Suite (aka
Oracle 11i), where you can browse internal job vacancies, training
courses, and your personal pay information (including pay stubs).
GROUPWISE
Novell GroupWise is the official Devereux email system. If you will be
accessing your company email from offsite (eg. from home or on the
move), you will require a GroupWise password. If you only access your
work email from the office, you will not require as GroupWise password.
UNIX
UNIX passwords are used mainly for CMHC/MIS and eCET. Only users
who need access to these applications will require login credentials.
It is a good idea to try and remember which password is which and the correct name for each. This will
mean that should you need assistance from the Helpdesk, they will know exactly what you are talking
about.
WHERE DO I GET MY PASSWORDS?
If you are a new employee at Devereux and you are expected to be using
company computers for your role, your Human Resources department or
manager/supervisor will need to submit an eSAR (electronic System Access
Request) form for you. This form requests that you be given appropriate
access to the company networks and applications so you can carry out your
tasks.
When an eSAR is completed, an email is sent back to your supervisor or
manager with all of your login details for the applications required. These will
only be temporary passwords, so when you login using them, you will most
likely be asked to change them to something of your own devising.
Things you should remember about all passwords include:

Your password(s) should always be at least six characters long or more and should be a
combination of letters and numbers to make it more secure.

Your password(s) all have expiry dates – upon which you will be asked to change them. Usually,
you will not be able to use the same password twice. Depending on the application, passwords
can last for 30-90 days.

New passwords are never given directly to you over the phone by Helpdesk agents. They will
always be sent to you via email, or in certain cases, through your supervisor or manager.
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
Repeated attempts to login to applications incorrectly can result in your account(s) being
temporarily locked. If you have forgotten your password(s), contact a Helpdesk agent to have
it/them reset.
For more information on passwords, please consult the document IR-ENDUSER-01 Passwords.
LOGGING INTO THE NETWORK
The manner in which you log into the Devereux
network(s) can vary depending on the center in which
you are located. Many centers access the network
directly via a Novell Netware Client login (see
picture to the right) while others access the network
remotely via Citrix Metaframe Presentation Server.
Your supervisor should instruct you on which of the
above methods you will be using to connect to the
network.
THE NOVELL LOGIN
Logging into Novell is fairly straightforward – simply
enter your Username and Password into the fields
provided.
You may also see a Workstation Only tick box in the
login prompt window. If you are a Citrix user, this
should normally be ticked. If you connect directly to
the network, this box should remain unticked.
Clicking on the Advanced button will show your network connection settings – ie. which Devereux server
you are connected to. This is your ‘home server’ and must always be the same no matter where you login
from.
In the above picture, we can see that the server for ‘jbloggs’ is PA-HQ1 and the context is
HQ.PA.DEVEREUX. This means that ‘jbloggs’ home server is at Headquarters in Pennsylvania. If ‘Janet
Jones’ works at Santa Barbara in California, her server and context would be CA-SB1 (California, Santa
Barbara 1) and SB.CA.DEVEREUX. However, if Janet Jones visited the Headquarters in Pennsylvania,
she would still have to log into her own home server from a PC at that location, even though she is in a
wholly different part of the USA.
THE CITRIX LOGIN
The Citrix Metaframe Presentation Server is a method of
remote connection to the Devereux network and can be
accessed via Internet Explorer at the web address
remote.devereux.org.
If you are situated at a Devereux Group Home or satellite
office (or are a mobile worker with a laptop) this will most likely
be your primary means of accessing the company network.
You can also use the Citrix site to access the network from
your home computer. However, you will need to install Citrix
client software to be able to do this. Helpdesk agents can
assist with this setup, or you can attempt to carry out the
installation yourself using document IR-ENDUSER-05 Remote
Access Guide to help you through the steps.
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REMEMBER: The username and password for the Novell Netware client and the Citrix Presentation Server
are exactly the same!
THE WINDOWS DESKTOP
Once you have successfully logged in using the Novell Netware Client, the Devereux Network will begin
initializing all of your connections and applications. This is done using a login script. The login script will
perform the following actions:
Request that you accept the Devereux terms and conditions of using the company network. Click OK
to agree to these.
Connect all your network drives (eg. your personal M: drive, the Groups (G:) drive etc.)
ZenWorks will launch the Devereux Applications folder, which allows you access to all of your
applications.
If you use a password to access GroupWise email, you may also be prompted for this at this stage.
Application Icons
PC Info
Devereux Apps
Start Menu
Task Bar
Application Icons / Clock
DEV
ERE
UX
APPLICATIONS
The Devereux Applications folder contains
icons for all applications that you might need
to access in the course of your job.
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FOR NOVELL LOGINS
The Devereux Applications folder is automatically launched once you login to the network using the
Novell Netware client. This window cannot be closed – but it can be minimized to the task bar at the
bottom of your screen.
The display is broken into two sections – the folders in the left pane and the application icons in the righthand pane (see image to the right).
Selecting [All] in the left-hand pane will show you icons for every single application you have access to in
the right hand pane.
The other folders include all of the same icons, but are broken down into groups. The main icons that are
of importance to most employees are in the following folders or sub-folders:
Application Name
Folder
-----------------------------------------------------------------------------------------------------------------------------GroupWise
(email client)
DEV_TREE
Oracle 11i
(pay stubs, e-learning, job vacancies)
Unix
NetMeeting
(remote access tool for Helpdesk assistance)
Network Utilities
VNC
(remote access tool for Helpdesk assistance)
Network Utilities
FOR CITRIX LOGINS
Citrix users can access their Devereux Applications in one of two
ways, depending on the center at which they work. In some
centers, a Devereux Applications icon is available on the Windows
desktop. Once opened, a variety of icons are displayed for various
applications that can be accessed via a Citrix connection.
The other way to access applications is to go to
remote.devereux.org via Internet Explorer. You will be asked to
login with your username and password (these are the same as
your Novell login details). Once you are logged in, the applications
available to you will be displayed as shown to the right.
It is worth noting that you can also access remote.devereux.org
from your home PC if you wish to check your email, pay
information, or files while not at work. However, you will be required
to install some software to do this, as described in the document
IR-ENDUSER-04 Citrix Client Installation.
USING DEVEREUX EMAIL
The official Devereux email system is Novell GroupWise. Every Devereux employee has a company
email account as standard – the address format being <username>@devereux.org (for example, John
Smith’s email address would be [email protected]).
You can access your company email using the GroupWise Client. If you login to the Devereux
networks directly via the Novell Netware Client and have a Devereux Applications window open,
you can find this client in [All] or the root of DEV_TREE. It appears as a globe icon with a red tick
mark, as shown to the right.
GroupWise can also be accessed via Citrix Metaframe Server at remote.devereux.org – it can be found
on the main Applications page once you have logged in.
EMAIL WEBACCESS
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In addition to the above methods, you can also access your company email via Internet Explorer at the
address mail.devereux.org. Bear in mind, however, that you will require a specific GroupWise password
to access this feature (this can be requested from a Corporate Helpdesk agent).
A shortcut to mail.devereux.org can also be found in the Applications folder of the Citrix Metaframe
Server – there it is called GroupWise WebAccess.
ORACLE
Every new employee at Devereux will be provided with an Oracle account. The basic features available
to everything in Oracle are as follows:



Access to e-Learning facilities (ie. online training)
Access to internal job vacancies currently open at Devereux.
Access to your pay information, including W2 details.
To access Oracle, you will need to launch the program from the Oracle 11i icon. This can be found in the
following locations:
Novell Netware / Devereux Applications:
Citrix Metaframe Presentation Server:
In either the [All] or Unix folders.
In the main Applications screen.
NOTE: Your Oracle username and password are NOT the same as those you use for Novell and Citrix. If
you are unsure what your login details for Oracle are, contact Corporate Helpdesk and they will be able to
assist you.
Further information on accessing your pay information in Oracle can be found in the document IRENDUSER-02 Oracle Payslips.
THE WINDOWS SCREENSAVER
If you leave your PC unattended for 15 minutes or more, the Windows Screensaver will automatically
activate. This ensures that your computer is secure against any potentially curious passersby and also
protects your PC monitor from screen burn (this occurs when a static image on your PC screen remains
for so long that it actually becomes permanently ‘burned’ into the display).
The screensaver can be removed by entering your Novell username and password when prompted. If
you share your PC with other employees and find it locked with a screensaver after they have left the
computer unattended for a long period of time, you can get rid of it by physically powering down the PC
completely.
SHUTTING DOWN YOUR COMPUTER
To shut down your computer properly, click on the Start menu at the bottom left of your screen and select
Shut Down. You will then see a pop-up Windows asking you to confirm this action. Select Shut Down
again from the drop-down menu and click on the OK button. The PC will then begin to close down all
applications that are still open, save your settings to the network, then power the PC off altogether.
It is strongly advised that you do not turn your PC off by holding down the power button without
shutting down Windows first. Doing this could potentially cause damage to your computer’s operating
system. The only exceptions to this are:
a) Where a PC is locked up completely and does not respond to mouse or keyboard input.
b) Where a PC is locked in screensaver mode by another user and they are unavailable to release it.
FURTHER INFORMATION
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If you require additional information on how to access the Devereux network or various applications,
helpful guides are available on the company Intranet at http://newintranet/sites/ir/HD/default.aspx.
Here you can find assistance with applications like Oracle, Meridius, VNC, NetMeeting, and Citrix among
others.
You can also contact Corporate Helpdesk via 1-800-969-4310 or [email protected].
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