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TRANSCRIPT
Getting Started with ITS
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Welcome to Massey University
We would like to make your experience with IT and using ITS serivces
as easy as possible. This document is intended for all Staff who are
either new to Massey University, or would just like to know more about
IT Services here.
Information Technology Services (ITS) provides ITC services to all 3
Campuses throughout the country, including smaller sites such as the
Hokowhitu Campus, School of Aviation at PN Airport, SHORE in
Auckland, Massey offices in Napier, New Plymouth and even as far
abroad as Singapore. We also have Regional IT in Palmerston North,
Auckland and Wellington supporting services for each region.
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Table of Contents
Where to find help? .......................................................... 4
Massey Network Log In .................................................... 5
Changing Your Password ................................................. 5
ITS Website ...................................................................... 6
Yourself ............................................................................ 7
ITS Forms ......................................................................... 7
Software Requests ........................................................... 7
Mass-e-Mall ...................................................................... 8
Ledger Codes and ............................................................ 8
MM Numbers .................................................................... 8
Student Management System - SMS ............................... 9
Citrix ................................................................................. 9
ITS Training ...................................................................... 9
ITS News .........................................................................10
Frequently Asked Questions (FAQs) ...............................10
Voicemail .........................................................................11
Email ...............................................................................11
Mailing Lists - SYMPA .....................................................12
Junk Mail / Spam .............................................................12
Working Remotely ...........................................................13
Email OWA or Webmail ...................................................13
Working Remotely ...........................................................13
VPN .................................................................................13
Virus Scanning ................................................................14
Home Drive (H Drive) ......................................................14
Shared / Network Drives ..................................................15
Adding Printers ................................................................15
Student and Teaching Computer Labs ............................16
Stream .............................................................................16
Web Services ..................................................................16
Video Conferencing .........................................................17
Policies ............................................................................18
Things to check before I Call The ITS Help Desk? ..........19
Equipment Indentification ................................................19
Collecting Fault ................................................................19
Information ......................................................................19
ASKIT – Logging Requests Online ..................................20
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Where to find help?
Log your request online: http://tur-marval1.massey.ac.nz/webrequestor
Phone: ext 5200 or: (06) 350 5200
Fax: ext: 5607 or: (06) 350 5607
Frequently Asked Questions (FAQs) http://www.massey.ac.nz/massey/staffroom/national-shared-services/information-technology-services/help/faqs/faqs_home.cfm
ITS Home Page http://its.massey.ac.nz
Internal Mail: PN 460 Turitea External Mail: Information Technology Services Riddet Road, Private Bag 11-222 Massey University, Palmerston North 4442
Main ITS Building on Turitea Campus
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Massey Network Log In Your Massey network login includes:
your first initial, middle initial/s (if you have them) and your last name
length is up to 8 characters. For example: John William Smith will be jwsmith
Your initial default password is your login name without the first character, so jwsmith would have a password of wsmith
Changing Your Password You can change your password by going to the following link:
its.massey.ac.nz > Quick links > Change password
For security, we recommend you change your default password on the 1st day of work at Massey. We also recommend you change this password again on a regular basis.
Your password must be 6-8 characters. If you put in more than 8 characters; only the first 8 characters of the password will be your new password.
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ITS Website
its.massey.ac.nz You can access the ITS website by typing its.massey.ac.nz into the address bar of an internet browser (e.g.. Internet Explorer)
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Yourself
Yourself is the HR Portal. Staff can visit here to check information such as leave balances, apply for leave, electronic payslips, and contract information.
https://yourself.massey.ac.nz You can access the Yourself Portal by typing Yourself into the address bar of an internet browser (e.g. Internet Explorer)
ITS Forms You may need to complete a form for certain IT services.
for a list of forms:
its.massey.ac.nz > Help
> Forms
Some forms can be completed online, while others may need to be downloaded, printed, signed and sent back to the ITS Help Desk. Either by post (PN 460 Turitea) or scanned and attached to an email ([email protected])
The form may require the signature of an Account Controller. Account Controller: This is the person who has the financial responsible in your department (often the HOD, your Manager, or department Administrator).
Software Requests Computers are provided with basic software, e.g. Microsoft Office. Should a staff member require special software, they can request this through the software request form on the ITS Webpage:
its.massey.ac.nz > Quick links > Software requests > Requesting software > Software Request Form
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Mass-e-Mall Mass-e-Mall is Massey University's online Purchasing System.
https://www.mass-e-mall.co.nz For access to Mass-E-Mall, help or training, please email
Ledger Codes and MM Numbers
When logging certain requests to ITS, you may be asked for an order number (MM number) and a ledger code (e.g. GL, PR, or RM code)
Order number: Also known as MM number. This is the order number generated in Mass-e-mall
Ledger code: This is the account where the money comes from (e.g. department, project or research account)
The ledger code does not automatically show up on the purchase order unless you record it as a global comment
1. Click the small blue C on the right hand side of the screen
2. Click Save Global Comment
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Student Management System - SMS
SMS is Massey University’s Student Management System. Information about students, staff, papers, courses, grades and results and budgets and so on can be found in SMS. More information about this can be found here:
its.massey.ac.nz > Administrative systems > SMS
If SMS is installed and runs on your machine but you have an error when you type your username in, you will need to request access to SMS via the ITS Help Desk. Once ITS has given you access to MAS you must then contact the relevant Business Process Manager to request access to individual sections of MAS, the BPM’s are found on the link provided (above).
Citrix Some departments used the Citrix system to run their software applications or programs. e.g. Geography has their GIS system. Citrix allows you to run applications that are not installed on your computer. You can access them either through a internet browser (internet window) or by connecting to a server (a computer in ITS) To sign up for Citrix access please visit here:
http://itsforms.massey.ac.nz/citrixreg.asp
ITS Training
its.massey.ac.nz > Training
For online courses available to Staff visit:
its.massey.ac.nz > Training > Online Learning
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ITS News ITS News can be found on the ITS Home Page under
News and Notices
its.massey.ac.nz > News and Notices
Frequently Asked Questions (FAQs) Help and Solutions
its.massey.ac.nz > Help > Frequently Asked Questions (FAQs)
Frequently Asked
Questions (FAQs) can be found here on
the ITS website
The same Frequently
Asked Questions (FAQs) can
also be found here
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Voicemail Voicemail allows messages to be captured and stored when you are unable to answer the phone. You can sign up for basic voice mail via your phone, or for Desktop messaging, where you can access your voice messages from within your email program (e.g. Outlook) To use this service, you must complete the Massey Voice Mail Registration Form application form and forward it to the Information Technology Services Reception. For more Information on Voicemail:
its.massey.ac.nz > Network and communications > Communications > Phones > Voice mail
Most staff use Exchange accounts for their email. This allows them to view their email in programs such as Outlook. All staff are given 300MB of storage space. More is available on request, at a cost, and with a valid business need.
Staff are normally signed up for Exchange when their network usercode is setup. However if not, a form needs to be approved by your account controller and there is a one-off cost of $24 for setup.
For more Information on setting up and using Outlook:
its.massey.ac.nz > Network and communications > Communications > Email
Guides on configuring Outlook: Outlook 2007
its.massey.ac.nz > Help > Frequently Asked Questions (FAQs) > Email > Outlook > Windows - Outlook 2007 - Setup a profile
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Mailing Lists - SYMPA
SYMPA is the University’s mailing list system. You can send an email to a Sympa mailing list, then whoever is subscribed to the list will receive the email.
You can subscribe to mailing lists other people have created, or you can create and manage your own lists.
All of these features can be done from the Sympa system.
You can subscribe to lists when searching for them, or contact the list owner to subscribe to lists that have been hidden (not searchable)
https://lists.massey.ac.nz
Junk Mail / Spam Massey does have spam filters that block a lot of Junk mail/Spam, but unfortunately some still makes it through. On a typical work day the university receives around 300,000 email messages - of which approximately 90% of this email received is blocked as spam. The following is a useful page that gives instructions on how you may be able to block emails like this if they do make it through to your mail box.
its.massey.ac.nz > Network and communications > Communications > Email > SPAM / junk mail
Sympa Help
To login: use your Massey login and password, and visit the link below:
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Working Remotely
Email OWA or Webmail If you are working from home or outside the Massey network, you can still access your email. When logging in, use your Massey username and password.
If you use exchange e-mail (most probably use Outlook at work)
https://owa.massey.ac.nz
If you do not have exchange and are a POP email user (e.g. may use an email program such as Eudora)
https://webmail.massey.ac.nz
If you aren’t sure, try OWA first. If you get an error message in OWA, you are likely a POP user.
Working Remotely
VPN VPN (Virtual Private Network) is available for connecting to the Massey University Network off-site. VPN makes your machine behave as if it’s on the Massey network, and is useful if you want to use e-mail via Outlook 2003 (or lower), or you want to access your H drive or departmental shared drives. You can also remote desktop to your work computer. To use VPN you must have an internet connection such as Broadband / ADSL or a 3G capable device like a Vodem. Dial up is not suitable. For more information and to apply for the VPN service, visit:
its.massey.ac.nz > Network and communications > Network > VPN (Working Remotely)
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Virus Scanning Symantec Endpoint Protection or Norton Antivirus should be installed on your machine and set to update automatically.
It should show as a yellow shield icon in the ‘taskbar’ at the bottom right of your screen.
You should also setup a scheduled virus scan. This will scan your computer for viruses and other threats
Setting up a Virus scan Symantec Endpoint Protection
its.massey.ac.nz > Help > Frequently Asked Questions (FAQs) > Viruses > Scheduling a Virus Scan
Older versions of Symantec
its.massey.ac.nz > help > Frequently Asked Questions FAQs > Viruses > Scheduling a virus scan (older versions
Home Drive (H Drive) All staff are given 20GB of storage space. This is commonly referred to as H Drive. Staff can request more space, at a cost, and with a valid business need should they require it. Data stored on the H drive is backed up a by product of the disaster recovery plan. In certain instances, if something is accidently deleted, it may be able to be recovered for up to 30 days after deletion. Your H drive should show up automatically when you log into your computer.
You can access by clicking on the Windows menu. Click on My Computer and double clicking on the H drive.
Staff are able to access data they put on the H drive from any computer at Massey, as well as from home with VPN.
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Shared / Network Drives
A shared network drive is a folder where multiple people can save and access documents. Departments can apply for shared network storage space. ITS do not currently charge for up to 20GB. The shared drive owner will need to request access for you via the ITS Help Desk before you can map the drive. For a departmental shared drive, you can usually find the path for this from a colleague’s machine. For instructions on connecting to a shared drive visit:
its.massey.ac.nz > Help > Frequently Asked Questions (FAQs) > Windows > Windows XP - Map a network drive
Adding Printers
Printers should have an IT number and an SQ sticker on them. e.g.
Once you have the SQ number, you can add the printer. If for example the SQ sticker says the queue is SQ23372 on tur-print3 1. Click Windows menu 2. Click Run 3. Type \\tur-print3\sq23372 and then click OK.
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Student and Teaching Computer Labs The Shared Student Computer Laboratories, including both General and Specialist Labs, are provided for teaching and learning purposes. Information about lab locations, number of computers, bookings and availability can be viewed here:
its.massey.ac.nz > Labs and teaching rooms
Stream Stream is the University's Online Learning Management System.
stream.massey.ac.nz
Web Services Websites for the University are hosted by ITS. ShadoMX is Massey University's Content Management System (CMS) which acts as a central repository for all Massey University's official web pages. Training is available from ITS in the use of ShadowMX. For more information:
its.massey.ac.nz > Administrative systems > CMS ShadoMX
Requests for updating websites can also be done by the ITS Web Services Team. They can be contacted via the ITS Help Desk. [email protected]
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Video Conferencing ITS provide video conferencing facilities in Turitea, Wellington and Albany. These rooms can dial video conferences locations throughout New Zealand and all around the world, thereby reducing the need for expensive and time-consuming travel. The rooms can have up to 10 people per room and each room has a 43” plasma screen. The service is capable of handling a maximum of 4 video conference rooms plus 2 telephone connections. In addition, presentations from a laptop can be displayed. Facilitator Support A facilitator can be requested to help with connections and video conference questions. During Business Hours No Charge. 8am – 5pm After Hours $150 ($50 per hour, for a min of 3 hours) (5pm-8am) and $50 per hour there-after. All bookings can be made through the ITS Help Desk. [email protected]
Please provide a Mass-e-Mall number, and GL code if you require a facilitator outside of normal business hours.
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Policies
Policies surrounding access and usage of systems can be found here:
its.massey.ac.nz > Policies > ITS policies
Access to unauthorised systems is strictly prohibited. Breaches of these policies will be reported to the appropriate Heads of Department and can result in disciplinary actions.
Personal Use: Email and access to the Internet may be used for incidental personal purposes provided that such use will not:
interfere with employment obligations to the University
directly or indirectly interfere with the University operation of IT services
cause or be likely to cause damage to Massey University's reputation
conflict with any University policies, regulations or New Zealand law
be used for commercial purposes without the formal authorisation of the University. Internet Access: Internet access is monitored. Certain sites are blocked, while access to other, while not blocked are strictly prohibited. These sites include:
breach copyright and intellectual property
include Pornographic and objectionable material
sites which exist for the sole purpose of sharing and distributing copyrighted material including movies, television programs, music and software
sites whose purpose is to hide Internet browsing activities (So called ‘anon misers’). Access to blocked sites can be granted as an exception, but this will require Head of Department approval. Email: Email will be treated as private, however, emails are a formal record of University activity. It is not the policy of Massey University to regularly monitor the content of communications. However, they may be monitored from time to time to support operational, maintenance, auditing, security and investigative activities. Users should structure their communications in recognition of this. The University may disclose communications to law enforcement officials without prior notice to the sender and receiver(s) of such messages.
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Things to check before I Call The ITS Help Desk?
Equipment Indentification
Staff Computers When logging requests with the ITS Help Desk, you will be asked for your IT number. All Massey staff computers have a white sticker on them with a unique IT number. e.g. Printers All printers have IT stickers on them, and should have SQ Stickers. e.g. Some larger printer (MFD Photocopeirs) also have SMA numbers. The SMA numbers are how LaserPlus (who supply and service these devices) identify them. e.g. Lab and Lecture Theatre Machines All lab machines have Host Stickers on them. The host sticker is made up of the Campus, Lab or Lecture Theatre, and Computer Number. e.g.
Collecting Fault Information
its.massey.ac.nz > Help > Contacting the ITS Help Desk > Asking for Help
IT number of the Equipment
Type of computer (eg. Macintosh or PC)
Name of the program or system having a problem
Note down the symptoms of the problem
Note down any error messages that occurred
When was the last time the machine / application worked properly?
Were any changes made to the computer or in your area?
If anyone else in your area is having the problem (also write down
their IT numbers)
SQ23372 on tur-print3
IT036253
TUR-STB1-06
SMA #1234
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ASKIT – Logging Requests Online
You can log requests for service or support online, direct into our request system:
To log your request online: http://tur-marval1.massey.ac.nz/webrequestor/
1. Click in one of the buttons that describes what your request is about. A green dot will appear
(example shown below in ) 2. Click in one of the buttons that describes your needs. A green dot will appear
(example shown below in 3. Click Continue
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4. Make sure you fill out all sections 5. Click Submit
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