1. SCHOOL ADMINISTRATION NETWORK MANAGERS MANUALUPDATED FOR WINDOWS SERVER 2003 Documentation Prepared by District Support OfficersUpdated April 2004

2. Table of ContentsTable of ContentsROLE OF THE ADMINISTRATION NETWORK MANAGER .....................................................3HARDWARE OVERVIEW .................................................................................................................4NETWORK ISSUES ...........................................................................................................................6WHAT IS A NETWORK ?..................................................................................................................... 6NETWORK PROTOCOLS ...................................................................................................................... 7SHARING RESOURCES ........................................................................................................................ 8NETWORK SECURITY ISSUES............................................................................................................. 8Security of Network & Information ............................................................................................8Physical Security .........................................................................................................................8 FILE SERVER .....................................................................................................................................9FILE STRUCTURE ............................................................................................................................... 9Server Directory Structure with Group Share Permissions ................................................10NETWORK USERS AND SECURITY GROUPS....................................................................................... 11Security Groups.........................................................................................................................11Adding and deleting network users ........................................................................................11Login script .................................................................................................................................12SERVER MAINTENANCE AND FILE MANAGEMENT ............................................................................. 12Managing space on the File Server........................................................................................12Using Windows Explorer ..........................................................................................................12Creating User folders................................................................................................................13Moving and copying folders - security issues .......................................................................13Uninterrupted Power Supply....................................................................................................14BACKUP ............................................................................................................................................ 14Coming to Grips with Backup ..................................................................................................14Troubleshooting Backup Problems ........................................................................................15 WORKSTATION ...............................................................................................................................16MAINTENANCE .................................................................................................................................. 16Daily Procedures .......................................................................................................................16Recovery Options......................................................................................................................16Optimising the Workstation......................................................................................................16FILE MANAGEMENT .......................................................................................................................... 18Clearing Temporary files, including Internet files .................................................................18Physical Cleaning......................................................................................................................18SHARING RESOURCES ..................................................................................................................... 18Sharing Folders and CD-Rom.................................................................................................18Mapping Network Drives ..........................................................................................................18 ADDING NEW WORKSTATIONS / LAPTOPS ...........................................................................20PRINTING ..........................................................................................................................................21 Administration Network Managers Manual Page 1 3. Table of Contents LOCAL PRINTER ............................................................................................................................... 21NETWORK PRINTER ......................................................................................................................... 21SLIP PRINTER AND CASH DRAWER ................................................................................................... 21PHOTOCOPIER/PRINTER ................................................................................................................... 21VIRUS PROTECTION AND SPYWARE.......................................................................................22VIRUS PROTECTION ......................................................................................................................... 22SPYWARE ......................................................................................................................................... 22 TROUBLESHOOTING.....................................................................................................................24LOGON PROBLEMS........................................................................................................................... 24EVENT VIEWER ERRORS ................................................................................................................... 24Event Viewer ..............................................................................................................................24BEFORE CALLING THE CSC ............................................................................................................... 25OTHER SOFTWARE........................................................................................................................26EDSAS ............................................................................................................................................... 26Difference between Network Users, and EDSAS Users.....................................................26Adding and deleting EDSAS users.........................................................................................26PUBLISHER 2000.............................................................................................................................. 27OUTLOOK .......................................................................................................................................... 27Setting up mail profiles .............................................................................................................27WS_FTP FOR UPLOADING WEBSITES ................................................................................................ 27ADOBE ACROBAT READER ................................................................................................................ 28DEPARTMENT WEBSITES............................................................................................................29E-LEARNING WEBSITE .......................................................................................................................29Process for ordering new Administration / Curriculum desktops and notebooks ...........29SSONET............................................................................................................................................. 29Information and resources available ......................................................................................29ALLABOUT SA.EDU ............................................................................................................................ 30Your schools Internet service .................................................................................................30EDSAS ............................................................................................................................................... 30Subscribing to EDSAS-Talk.....................................................................................................30 NOTES................................................................................................................................................31 Administration Network Managers Manual Page 2 4. Role of the Administration Network Manager ROLE OF THE ADMINISTRATION NETWORK MANAGER The role of the Administration Network Manager covers the following responsibilities.Day-to-Day management Ensuring all systems are operating effectively and users issues are addressed. This will include troubleshooting.Server Maintenance and File Management This involves managing file space on the server. If an Uninterrupted Power Supply (UPS) is installed on your administration server, it will also need to be managed.Establishing Users and Managing Security Setting up staff as users on the network so they can access relevant drives/folders on the network. Ensuring membership of appropriate groups to ensure confidentiality of files. Setting up folders for each user.Managing printing Connecting users to the correct printers, installing and configuring printers. Troubleshooting printing problems.Backup Management of the backup process is a vital element of the role. The Network Manager ensures nightly backups occur and provides for safe storage of backup tapes.Workstation Maintenance and File Management Maintenance of the workstations, including managing space on the individual hard drives, deleting temporary files, running defrag and chkdsk utilities.Virus and Spyware Management Ensuring McAfee dats are up-to-date and configured correctly, and that anti-spyware software is run on workstations on a regular basis.Documentation Keeping appropriate documentation will make the management of the Administration network much easier. This would include backup logs, lists of users and their group membership, directory structure, cable maps, and a problem log.EDSAS Updates Ensuring EDSAS updates are installed in a timely fashion, including workstation setups. Administration Network Managers Manual Page 3 5. Hardware Overview HARDWARE OVERVIEW Network hardware consists of items such as: Network adapters Cabling Data points Patch panel Hubs and Switches Router Fibre Tray Media Converters Uninterrupted Power SupplyThe Network adapter (or Network Interface Card NIC) is the card installed inside a computer that physically allows your computer to connect to the network. Most Network Adapters provide support for Cat 5 cabling. There are several types of Cabling. Category 5 Cabling is now the standard cable requirement of DECS. It has an RJ-45 plug attached at either end. This cable plugs in to the network adapter allowing computers to connect to a network. It can be either straight through or crossover. A crossover cable allows the connection of two computers without the need of a hub or switch. The short lengths of cable which plug into the computer are often called flyleads, and are usually of a soft, pliable nature. Fibre Optic cable is also used when distances between connections is greater than 90 metres. Data points are points in the wall into which the flylead cable from the computer is plugged. The data point is the termination of fixed cabling which runs back to a patch panel. The Patch Panel is where the cable from the data point terminates in an unshielded twisted pair (UTP) connection. A flylead cable is plugged into this point and then connected to the switch/hub. A Hub or Switch is a hardware device that allows the computer to connect as a LAN (Local Area Network). They come in a range of sizes and allow Cat 5 cabling to plug directly into it. A Hub allows the network to run at minimum speed of cable. A Switch is like a hub but it utilises the full cable speed between computers.The Router is a device that can direct network traffic. It is an intelligent device (configurable) that has support for Integrated Services Digital Network (ISDN). ISDN is a telephone line that can provide high speeds of bandwidth (data). ISDN lines have been installed in each school to connect to the sa.edu network. There are two inputs, one for each of the administration and curriculum networks.Administration Network Managers Manual Page 4 6. Hardware Overview A Fibre Tray is where optical fibre runs terminate. A fibre flylead cable is plugged into this point and then connected to the media converter, and thence to the switch or hub. Media Converters are needed where fibre optics is used. The converter facilitates the change of cable from fibre optic to Cat 5. An Uninterrupted Power Supply (UPS) is a backup power unit, which provides uninterrupted power for a short period of time (eg 20 minutes) if commercial power is lost. The UPS battery requires regular discharging. The server is plugged into the rear panel outlets. The server can also be connected via the serial port and Powerchute software installed and configured. This software will shutdown the server if commercial power fails and is not resumed within a predetermined time period. Front & Rear Panel details of an Uninterrupted Power Supply Administration Network Managers Manual Page 5 7. Network Issues NETWORK ISSUES What is a network? Network protocols Sharing resources Network Security Issues Security of Network & Information Physical Security WHAT IS A NETWORK ? A network is a group of two or more computers that share resources and data, and which are connected with cabling, telephone links or wireless equipment. Most networks consist of a server computer and workstations. A peer network consists only of workstations connected together.The file server is the heart of the network, offering services including file storage, user management, security, backup, virus management, and running EDSAS as a network application. Installation of software applications to the file server is not permitted unless authorised by the Department. The school is not permitted to attach any peripherals to the Server. If the peripherals Administration Network Managers ManualPage 6 8. Network Issueswere to cause damage to the Server, whether hardware or software, the school would be liable for a large repair bill.When a computer is attached to a network it is referred to as a workstation. Workstations are computers (personal computers) operated by network users. They are ordinary computers with network cards installed and running networking client software to enable them to communicate with the network.Notebooks / laptops can also be connected to the network. NETWORK PROTOCOLSBasically protocols are languages that computers use to communicate with each other over the network. The TCP/IP protocol is the most common used for both accessing resources and Internet access and is used by the Administration network. TCP/IP is a configurable protocol in which you can set parameters for a unique IP Number and the way it finds (routes) the network. An example of an IP address is 10.57.100.1 IP addresses need to be unique for each computer and each computer needs an IP address to enable Internet access. All sites were supplied a unique range of IP addresses for connecting to sa.edu. Check with the SINA Administrator for this information.There is a reserved range of IP addresses that are used exclusively for servers, routers, switches and network printers. These must not be used for workstations.Default Gateway: This item is the IP address of a gateway machine or a router, which are used to transmit communications from one subnet to another.Subnet mask: This mask is the logical element that you use to divide a network into subnets. A subnet divides a network based on IP addresses. Individual computers can't communicate outside their own subnet without a gateway machine or a router. The subnet mask is automatically assigned if a DHCP server is in use.DNS: This item is the IP address of a DNS, or Domain Name Server, which resolves domain names (such as www.microsoft.com) into IP addresses.WINS Server: This item is the IP address of a WINS (Windows Internet Name Service), which resolves NetBIOS names (such as SERVER12 or ACCT12-3) into IP addresses.DHCP automates delivery of IP addresses and configuration information (including subnet mask and the default gateway addresses) to end-user machines. This makes it simple to set up IP clients, and to handle configuration changes when they must occur. When configuration changes occur, these changes will be automatically introduced when IP leases are renewed. You can even cancel all existing leases and force clients to renew their leases whenever major re-numbering or configuration changes require immediate updates to their IP configurations.Administration Network Managers Manual Page 7 9. Network IssuesThe ultimate reason for using DHCP is because it makes your job much easier. The administration server has been set up to issue IP addresses to workstations. SHARING RESOURCES A shared resource can be a folder or file, CD-Rom drive or a printer that has had sharing permissions enabled.Mapping drives is an efficient way of using a shared resource. It allows you to quickly and easily access a resource by assigning a drive letter. The mapped drive is just like having an extra hard disk installed, as it will be a visible drive in My Computer.The EDSAS, Users and School directories are mapped as F:, J: and K:, the NTBatch folder is mapped as Y: and the CD-Rom on the File Server, as Z:Resources: FS20.24Sharing & connecting to shared resources - Winnt FS20.24b Sharing & connecting to shared resources Windows 2000 FS20.25Sharing the CD-Rom drive on a workstation EPI Server Operations Handbook NETWORK SECURITY ISSUES Security of Network & Information The current DECS network security standard for schools is physical separation of administration and curriculum segments of the network, i.e. administration use computers and peripherals connect to a separate switch from those used for curriculum purposes (unless there is a VLAN configuration). It is the responsibility of site management to ensure appropriate security of the Administration LAN, thus ensuring the security of the schools information assets such as their financial data and personal student information in EDSAS.To ensure the security of the Administration network, any modems attached to the file server or workstations should be removed.There is provision in the Router configuration to allow access from the Administration network to certain shared resources on the curriculum network such as printers or shared folders.Physical Security It is recommended that all File Servers be placed in a secure room, which is not used for day-to-day use, and access is restricted to appropriately authorized personnel. Where this is not practical then an area, which is not normally accessed by students, should be used. In a small school this may be the front office, for example.Data cabinets that are located in general use areas should remain locked to prevent unauthorized access to network infrastructure. Administration Network Managers Manual Page 8 10. File Server FILE SERVER File Structure Network Users and security groups Security Groups Adding and deleting network users Login script Server maintenance and file management Managing space on the File Server Using Windows Explorer Creating User folders Moving and copying folders security issues Uninterrupted Power Supply Backup Coming to Grips with Backup Troubleshooting Backup Problems FILE STRUCTURE The file server has one physical hard disk. This drive has been separated into logical partitions using NTFS as follows: Drive Letter Approximate Size in Percent Purpose C:10%Operating System software D:40%EDSAS Application plus User data S:50%StorageThe C: drive contains the Windows 2003 Server software and all other associated software required for the Server to operate.The D: Drive contains the EDSAS Application plus the School and Users folders where all of your documents are stored. It also contains the NTBatch folder.The S: drive may be used for archival storage. The scheduled overnight tape backup will not back it up.Only the Manager has permission to logon to the file server to access this information. Administration Network Managers ManualPage 9 11. File ServerServer Directory Structure with Group Share PermissionsUser Groups Server Directory Structure Drive Share Name NM StU1CL F SeMapping D: LEDSASCRWXF: EDSASBMPCRWXDB CRWXFORMSCRINFODOCS CRNETCRWXREPORTSCRWXNTBATCHFRX Y:NTBATCHMCAFEE FCSCHOOL FLK:SCHOOLCLERICAL F CDASSISTFCEDLINK F L REPLINK FRWEDSBKM FEDSDYN FFINANCEF CFINBAK F CSECRETAR F CSYSTEM RUSERSFLJ: USERSCOMMON FCDEFAULTRMANAGERFUSER1F CUser GroupsRights to Files and Directories NM Network Manager F Full Control St Staff C Change U1 User 1RWReadWrite CL ClericalR Read FFinance L List Se Secretarial RWX ReadWriteExecuteRXReadExecute Administration Network Managers Manual Page 10 12. File ServerNETWORK USERS AND SECURITY GROUPS Security Groups Adding and deleting network users Login ScriptSecurity Groups Network security within Windows 2003 server uses discretionary access control. This provides multiple levels of access control to resources. Users are allocated to security groups with particular security permissions.When logging onto workstations on the network, users should use their own login username, and not login using the Manager username. Doing so both poses a security risk and increases the risk of Manager being locked out of the network!On the Administration Network, all users MUST be members of the Domain Users and Staff security groups. When a new user is created, they are automatically members of the Domain Users group. Being a member of the Staff group gives users access to J:Common and EDSAS.Three other standard security groups on the administration network are: Clerical, Secretarial and Finance. Typical membership of these groups would be as follows:SecretarialFront Office SSOsConfidential SecretariesPrincipalsDeputy / Assistant PrincipalsStudent Counsellors Clerical Curriculum Support SSOsBursar / Admin OfficersTreasurersAll members of Secretarial FinancePrincipalsBursars / Admin OfficersTreasurers Adding and deleting network users New users are added through the Active Directory Users and Computers window, located in the Administrative Tools group under All Programs.A Users logon can be disabled or deleted. Disabling the account means the user cannot logon. This account can be restored at any time, and is the best way to handle contract or temporary staff. As staff leave the school their account and user folders/directories should be deleted. A quick way of adding a new user is to copy an existing user with the same security group membership as required by the new user. This will copy the user's details, i.e. security group, and login script to the new user's profile, making the task of adding new users much easier.In addition, the SINA Administrator should be notified that the user has left the school and their accounts should be deleted.Administration Network Managers ManualPage 11 13. File ServerResources: FS 10.60 Adding Individual Users and Creating a Personal Folder Login script When a user logs on to the Administration network, a login script is run . (the user may see a black screen after entering their username and password and clicking OK). This script does various things, for example mapping of drives, updating McAfee sdat etc. In order for this script to run, it is essential the appropriate information be entered in the Profile section when creating a new user. SERVER MAINTENANCE AND FILE MANAGEMENT Managing space on the File Server Using Windows Explorer Creating User folders Moving and copying folders security issues Uninterrupted Power Supply Managing space on the File Server It is recommended that the Network Manager regularly check the amount of free space available on the File Server. Free space should not fall below 10% of the disk capacity. EDSAS requires a certain amount of free space to run effectively. Also, although your File Server has a total capacity of 40Gb, only 20Gb will be backed up to tape overnight, ie the C: and D: drives. There are several ways of managing space, including linking graphics rather than inserting into Word documents, burning copies of archived documents to CD, deleting Word backup copies.Resources: FS10.56Checking Space on the File Server FS10.71Managing Space on the Admin File Server Using Windows Explorer Windows Explorer is used to manage the files on your system, both Server and Workstation. Windows Explorer can be set up to view two drives or folders to facilitate the copying or moving of files from one drive or folder to another. It is also used when deleting or creating files and folders. There are several ways of opening Windows Explorer Click on Start All Programs Windows Explorer Press the windows key and the letter E Right-click the Start button and click on Explore Right-click My Computer on the desktop and click on ExploreResources: FS10.55Copying, Moving and Deleting Files in Windows Explorer Administration Network Managers ManualPage 12 14. File ServerCreating User folders A User folder/directory is required on the file server on the J: drive to enable each user to have their own secure space for saving their work. When set up on the network drive, they also have the added security of their data being regularly backed up. The Network Manager usually sets this up when creating a new network user, eg j:jbloggsResources: FS 10.60 Adding Individual Users and Creating a Personal Folder Moving and copying folders - security issuesFor the sake of simplicity, the following rules apply within NTFS Volumes (all of the standard mapped network drives on the School Admin network - F:, J:, K: and Y: are within the same NTFS Volume, i.e. the D: drive on the Server): Drag or Cut and Paste =Move =keep original permissionsCopy & Paste=Copy =inherit permissions of destination folder.Permissions are required to move files In order to copy or move files/folders, the user must have appropriate permission rights to both the source and destination folders. Thus, if you dont have permission to access K:Clerical, you wont be able to copy or move files from or to this folder.Copying or moving files and folders When moving or copying files within an NTFS volume care needs to be taken as this may either prevent users accessing their files, or give members of the various security groups (staff, clerical, secretarial, finance), inappropriate access to another security groups folders and files.When a file or folder is copied from an NTFS volume, Windows must create a new version of this file or folder, and thus the copied file/folder inherits permissions from the destination folder. An example of this is where a folder is copied from K:Clerical to K:Finance; the Clerical group will no longer have access to the new file, but the Finance group now will have access, the copied folder taking on, or inheriting, the permissions of the Finance folder.Another example would be copying the folder J:jbloggs (original permissions are jbloggs having Change rights, and the Staff group having List rights only), to J:Common. The folder now inherits the permissions of Common, which is Staff having Change rights, with the result that jbloggs private work is now accessible to all staff!When a file or folder is moved within an NTFS volume, the file or folder doesn't need to be re- created, so it retains its original permissions.An example of this would be where a folder is moved from the K:Secretar folder to K:Clerical. The group Secretar would still have Change rights to the moved folder, according to the folders original permissions, and the Clerical group would not have any access to it, even though the folder is now under K:Clerical.Copying or moving shared files and folders A shared file or folder that is copied results in a new file or folder that is not shared. The source file or folder, however, remains shared. When a shared file or folder is to be moved, it is best to removeAdministration Network Managers Manual Page 13 15. File Serverthe share before moving the file or folder. The file or folder may then need to be re-shared after being moved, if required. Uninterrupted Power Supply If you have a UPS, you will need to regularly discharge the battery. Like other rechargeable batteries, they have a 'memory'. Battery life can be prolonged by fully discharging the UPS battery every 6 months. Batteries have a life of approximately 3 years after which they need replacing.Resources: FS10.02 UPS Battery Discharging and Recharging BACKUPComing to Grips with Backup Your data is extremely important to the operation of the school. If the servers hard disk fails and needs to be replaced, all data stored on the hard disk is lost and can only be recovered from your backup tape. A virus attack may also necessitate your data being restored from backup. Ensuring that you have a current backup of your files is an extremely important daily process, which cannot be taken lightly.The daily backups are performed automatically at 11:45 p.m. each weekday night. The backup procedure is based on daily full system backups, with Thursday backups being classed as a weekly backup. These Thursday tapes, of which there should be three, should be taken and kept off-site.To ensure you have a successful backup and data can be successfully restored: Check that all files are closed and all users are logged off each day. Open files will not bebacked up and error messages will appear in the backup log. View backup log each morning. If it is blank or contains error messages, contact the CSCimmediately. View backup tapes on a weekly basis. The following routine is recommended:Week 1On Monday view Fridays tapeWeek 4 On Thursday view Wednesdays tape Week 2On Tuesday view Mondays tape Week 5 On Friday view Thursdays tape Week 3On Wednesday view Tuesdays tapeWeek 6 Start process again Perform a manual ad-hoc backup of single files or small directories on regular basis. Restore a single file or a small directory from tape to server on a regular basis using a different tape each time. Store backup tapes in a fireproof container at a constant temperature and humidity level. The most recent and Thursday's tapes should be taken off-site. Ensure that the tape backup units are cleaned weekly as per EDS recommendations. Ensure you remove backup tapes gently. Never use more than one label on a tape as this can cause the tape to be jammed in the backup unit. Administration Network Managers Manual Page 14 16. File ServerIn some instances the inadvertent deletion of a folder or file means that you will have to restore the file or folder from a previous backup tape. This is done via the Restore function within the backup program. Troubleshooting Backup Problems Backup failure can be caused by many things such as forgetting to put a tape in one night, overnight power failures, and faulty tapes. Faulty hardware (i.e. tape unit, RAM chip, controller card) can also produce backup problems. It is important to keep as accurate a written record as possible of what problems you have and when they occurred. When was last successful backup? To check this, go to Event Viewer, Applications Log Were there any error messages in the Backup Log? To check the backup log, double click on the Backup Logs icon on the desktop. This will open a folder containing the 10 latest backup logs. Check the dates to see which is the most recent. Double click to open it in notepad. Scroll through to the bottom to see if any files were different. When was the tape unit last cleaned? The tape unit should be cleaned once a week following the instructions exactly. Can you execute backup manually? If the backup is not running automatically you can try to do a manual backup Are there any errors in the Event Viewer? You can check the Event Viewer and look for Red Exclamation marks regarding backup. Is the tape in the write-protected position, preventing a backup? Check that the red tab is in the unlocked position.Resources: FS10.50 Backing Up Edsas Data when the Backup Unit is Faulty FS10.51 Cleaning Network Tape Drives FS50.52 Emergency Backup When Backup Unit is Faulty FS10.57 Checking the Backup Log FS10.58 Information on Backup Admin Network File Servers FS10.59 Restoring Files From Backup FS10.61 Ad Hoc Backup FS10.62 Re-Tensioning Backup Tapes FS10.63 Erasing Backup Tapes Administration Network Managers ManualPage 15 17. Workstation WORKSTATION Maintenance Daily procedures Recovery Options Optimising the workstation File Management Clearing temporary files Physical Cleaning Sharing Resources Sharing folders and CD-Rom Mapping network drives MAINTENANCEDaily Procedures To ensure trouble-free operation of the workstation, the following procedures should be followed on a daily basis: Close all programs at the end of the day. Shut down and turn off the workstation.Recovery Options A boot disk is used when one of the system files is corrupt and the computer wont boot, usually giving an error message or a blue screen. Contents of the a: are then copied to the c:An Emergency Repair Disk can be used by an ICT technician to restore an NT system, damaged by such things as switching off the power without shutting down the workstation first. This needs to be done on each workstation. This utility copies Registry keys, initialisation files, and a log of installed system files to the C:WinntRepair folder.Resources: FS20.9 Creating a boot disk for Windows NT workstations FS20.9bCreating a boot disk for Windows 2000 workstations FS20.15Creating an emergency repair disk for Windows NT workstations FS20.15b Creating an emergency repair disk for Windows 2000 workstations Optimising the Workstation Uninstalling unwanted programs If you no longer need programs, or wish to upgrade them, it is important to remove the unwanted program correctly. This should be done by using either the Add or Remove Programs option in Control Panel or through the programs uninstall file. By using either of these methods the programs and associated files will be cleanly removed from Windows Explorer, Registry and the Start Menu.Disk Defragmenter Defragmenting rearranges files, programs, and unused space on your computers hard disk, so that programs run faster and files open more quickly. Disk Defragmenter does not affect anything that you see on the screen, such as files in My Documents or shortcuts on the Programs menu.Administration Network Managers ManualPage 16 18. WorkstationFor Windows NT, DKLite is a 3rd party program which has been installed on Administration Workstations and is used for defragmenting the drive.Detecting and repairing disk errors You can use the Error-checking tool to check for file system errors and bad sectors on your hard disk. All files must be closed for this process to run. As the hard drive is currently in use, a message asks if you want to reschedule the disk checking for the next time you restart your system. Then, the next time you restart your system, disk checking will run. Your computer will not be available to run other tasks while this process is running. If your hard drive is formatted as NTFS, Windows 2000 automatically logs all file transactions, replaces bad clusters automatically, and stores copies of key information for all files on the NTFS volume.Managing Computer Memory When your computer is running low on RAM (Random Access Memory) and more is needed immediately to complete your current task, hard drive space is used to simulate system RAM. This is known as Virtual Memory. The recommended size of virtual memory is 1.5 times the amount of RAM on your computer FAT or NTFS? If your computer is running low on hard drive space, you can gain quite considerable space by converting from the FAT file system to NTFS. To check which system is running on your computer, open Windows Explorer, right-click on the C: drive, click on Properties.Resources: FS20.21Increasing the registry and virtual memory size on WinNT workstations FS20.21bIncreasing the registry and virtual memory size on Windows 2000 workstations FS20.22 CPU and RAM check WinNT FS20.06 Converting from FAT to NTFS FS20.05 Running chkdsk on a WinNT/Windows 2000 workstation FS20.10 Running Disk Defragmenter on Windows 2000 Administration Network Managers ManualPage 17 19. WorkstationFILE MANAGEMENT Every computer should have a maintenance routine performed on a regular basis (once a term or more regularly if possible). It is important to check for free disk space, and delete temporary files from the C:Temp, C:WinntTemp and C:WindowsTemp directories, and empty the Recycle Bin.Clearing Temporary files, including Internet files Empty your Recycle Bin regularly!! It doesnt empty itself. Only files from the C: drive will go into the Recycle Bin first. If you delete files from a floppy disk, removable USB storage device or network drive, they will not go in the Recycle Bin, they will delete straight away. To bypass the Recycle Bin, you can hold the Shift Key down when you press Delete.Every time you visit a website, a temporary Internet file is placed on your hard drive for quicker access next time. These build up quickly though and take up space. Clear these files regularly.Resources: FS20.03 Deleting temporary files FS20.29 Deleting Temporary Internet Files and History Physical Cleaning Every workstation should have a cleaning routine performed on a regular basis (at least once per term, more often if performance is suspect). This includes cleaning the floppy drive, the CD Rom drive, and physically cleaning the monitor, keyboard and mouse. CD's should also be cleaned and kept in a scratch free environment.Resources: Administration Workstation Optimisation Notes SHARING RESOURCES Sharing Folders and CD-Rom A folder or CD-ROM on your computer can be shared with others on the network. When you share a folder, you can decide the permissions that others will be allowed or denied when they access the files in that folder over the network. Appropriate folders to share on a local computer would be one containing extra clipart rather than documents which should be saved to the file server, ensuring they are backed up nightly.Resources: FS20.24 Sharing data on a WinNT workstation FS20.24bSharing files from a Windows 2000 workstation FS20.25 Sharing the CD ROM drive on a WinNT workstation Mapping Network Drives Mapping to a shared resource is an efficient way of utilising resources across a network. To reconnect to the mapped drive every time you logon, select the Reconnect at logon check box. Mapped drives are available only when the host computer is also available. You can assign a Administration Network Managers Manual Page 18 20. Workstationmapped drive to a different drive letter by disconnecting from the drive and then remapping it to a new drive letter.Resources:FS20.24 Sharing data on a WinNT workstationFS20.24bSharing files from a Windows 2000 workstationFS20.25 Sharing the CD ROM drive on a WinNT workstation Administration Network Managers Manual Page 19 21. Adding New Workstations / Laptops ADDING NEW WORKSTATIONS / LAPTOPS Computers (both desktop and laptop/notebooks) for administration use MUST be purchased from the approved Administration panel contract. For information on the current panel, please refer to the e- learning website. Computers that are purchased though the Recycling Scheme MUST only be used in curriculum.All new administration workstations are delivered with instructions for setting them up on the network. It is ABSOLUTELY VITAL that the instructions are followed, carefully and fully. Following these instructions will ensure that EDSAS is configured correctly, printers are accessible, and you can access the Internet.Resources: New Administration Workstation setup notes supplied by vendor with new Administration computers FS10.65 Adding a laptop to a domain network - WinNT FS10.66 Adding a laptop to a domain network Windows 2000 Administration Network Managers Manual Page 20 22. Printing PRINTING Local printer Network printer Slip printer and Cash Drawer PhotocopierTo connect to printers, you need to determine whether you need to connect to a local printer (physically attached to your computer), or to a network printer. If a network printer is set up on your profile, it will not be visible to other users who logon to the computer. TCP/IP printers are installed as local and are therefore available to all user profiles.LOCAL PRINTERResources: FS40.13 Installing a local printer Windows 2000NETWORK PRINTERResources: FS40.02 Installing a network printer - WinNT FS40.02bConnecting to a network printer Windows 2000SLIP PRINTER AND CASH DRAWER If the Slip Printer stops working, check the number of printers that are installed under your profile. If more than four, you will need to remove one printer. Acrobat Distiller is classed as a printer.Resources: FS40.5Adding a slip printer - Windows 2000 FS40.11 Installing slip printer - WinNT FS40.12 Installing the Cash DrawerPHOTOCOPIER/PRINTER These are set up with a static IP address and computers connect to them by using an LPR port. If they are installed on the curriculum network with a IP address within the range reserved for curriculum servers (10.x.x.48 to 10.x.x.55), they can be accessed from both curriculum and administration workstations.Resources:FS20.40 Adding a TCP/IP Printer to Admin Windows 2000 WorkstationFS20.41 Adding a Curriculum TCP/IP Printer to Admin Windows 2000 WorkstationFS40.42 Adding an LPR Port to a Windows 2000 Workstation Administration Network Managers ManualPage 21 23. Virus Protection and Spyware VIRUS PROTECTION AND SPYWARE What is a virus and anti-virus software? McAfee Settings / tasks / scanning Updating McAfee at home Checking McAfee program version, dats, engine What is spyware?VIRUS PROTECTION A virus is a program that attempts to spread from computer to computer and either cause damage (by erasing or corrupting data) or annoy users (by printing messages or altering what is displayed on the screen). You can unwittingly bring viruses into the network by loading a program from a source such as the Internet, online bulletin board, or even e-mail attachments. It has been estimated that at least 6 new viruses appear on the Internet each day.Try to learn the common signs of viruses: unusual messages that appear on your screen, decreased system performance, missing data, and inability to access your hard drive. If you notice any of these problems with your computer, run your virus-detection software immediately to minimize the chances of losing data. Programs on floppy disks may also contain viruses. Scan all floppy disks before copying or opening files on them, or booting from them. Because new viruses are created every day, it is extremely important that the latest dat files are downloaded on a regular basis.Avoid opening, running, installing or using programs/files you have obtained from a person or organisation that you do not know you can trust. Be particularly careful of unsolicited e-mail containing file attachments.Some locations where you can find out more about viruses and anti-virus tools are: http://vil.nai.com/vil/stinger/www.mcafee.com/anti-virushttp://www.vet.com.au/www.drsolomon.comwww.symantec.comwww.norman.comwww.datafellows.comThe latest McAfee Virus Definition (dat) files will be automatically pushed out from Central Office via the McAfee EPO Agent which is installed on the Server, and all workstations will be updated with the latest dat files as they logon. SPYWARE 'Spyware' is the collective name given to software that can be used to secretly obtain information from computers. Like some virus type programs, it can be deployed without your knowledge and may be used to capture, for example, your password. You should take similar precautions with 'spyware' as you would with virus type programs. However, most anti-virus software programs do not detect 'spyware'.Administration Network Managers ManualPage 22 24. Virus Protection and SpywarePopular applications that can include spyware are Webshots and Hot Bar. Both these programs rely on accessing the Internet, for downloading graphics, and polling the Internet for updates. This also increases Internet traffic costs as well as destabilising the system. Therefore, all programs that automatically poll the Internet should be uninstalled. These include Real Player, Napster, Webshots, Hot Bar, Navigator, MSN Messenger, PPPS, Kazza. It is also advisable to disable the automatic update in Internet Explorer, turn off McAfee Program Automatic Update, and remove any tasks from Task Scheduler that poll the Internet.For more information on 'spyware' detection tools you can visit these websites: www.download.comwww.tucows.comResources: FS 80.05Updating McAfee virus definitions (dats) using McAfee 4.5.1 FS 80.11Setting up a new task (scan) in McAfee FS 80.11a Setting up a new task in McAfee for network drives FS 80.16Standard McAfee Virus Property settings FS 80.18Updating stand-alone or home computer FS 80.20Starting a full scan of your c:drive FS 80.21Enabling download scan and Internet filter FS 80.25Creating a Desktop Icon to automatically update McAfee on Admin PCs. FS 70.38Removing PC Spyware from Computers Administration Network Managers ManualPage 23 25. Troubleshooting TROUBLESHOOTING Logon problems Account disabled User error entering Username/password Cable not connected Network card on PC disabled Event Viewer errors Before calling CSCLOGON PROBLEMS One of the most common problems that will occur will be a user being unable to logon to the network. A message may indicate what the problem is. Listed below are a number of possible causes and instructions on how to troubleshoot or resolve the issue. Try logging on at another workstation. Is the problem isolated to a single workstation or network- wide? Account disabledThree unsuccessful logon attempts will cause the users account to be disabled. An errormessage will indicate if this has occurred. The Network Manager can enable the account andreset the password for the user. User error entering Username/passwordCheck that the Username is correct and ensure the Caps Lock key is not on (passwords arecase-sensitive). Also check that Local Workstation has not been selected and that thecorrect Domain Name is showing (AD-XXXX where XXXX is the school number). If a useris not able to logon, see if another user can logon to the same computer. If they can, then goto Active Directory Users and Computers on the Server and change the users password. It ispossible they have keyed it incorrectly or just forgotten it. Cable not connectedIf no users can logon to one computer, check to see if the cable is connected to the networkcard. Reseat it. Check the cable to the wall, and check the cable from the correspondingnumbered port in the patch panel to the switch. Ensure the switch is turned on and that thereis a link light activated on the corresponding point. You can move the computer to a pointwhere a computer is able to logon and test that computer; it is possible that the cable from thePC to the wall, the cable running through the wall to the cabinet, or the cable from the patchpanel to the switch may be damaged. Network card on PC disabled (Windows 2000 Workstation)Right click on My Network Places, then click Properties. If the Status of the Local AreaConnection is showing as Disabled, right click it then click Enable.EVENT VIEWER ERRORS Event Viewer Event Viewer is the tool you can use to monitor events in your system. You can use Event Viewer to view and manage System, Security, and Application event logs. The Classification or Type of the event includes error, warning or information indicated by the red, yellow and blue symbols.Administration Network Managers ManualPage 24 26. TroubleshootingThe Source indicates the software that logged the event.To view more details about an event: 1Click the event you want to see, and then click Detail on the View menu. 2In the Event Detail dialog box, use the scroll box to browse the information in Descriptionand Data. 3To see details about other events, click Next or Previous. BEFORE CALLING THE CSC Before calling the Customer Support Centre, check appropriate troubleshooting documentation, accurately detail all error messages and troubleshooting steps you have taken and the results thereof. Also have the serial number of the computer available. Resources FS10.64 Basic Network Troubleshooting Administration Server Network Problems Sa.edu catalogues EPI Server Operations Handbook Administration Network Managers ManualPage 25 27. Other Software OTHER SOFTWARE EDSAS Difference between network users and EDSAS users Adding / deleting users Publisher 2000 Outlook setting up mail profiles ws_ftp Adobe Acrobat EDSAS Difference between Network Users, and EDSAS Users. It is important to understand the difference between a network user and an EDSAS user.A Network User is logging onto the domain or network. A network user may not necessarily be an EDSAS user. A Network users account will be disabled if the incorrect password is entered three times. This will then need resetting by the Network Manager.When logging onto workstations on the network, users should use their own login username, and not login using the Manager username. Doing so both poses a security risk and increases the risk of the Network Manager being locked out of the network!An EDSAS User is logging onto the EDSAS program, but must first be logged onto the domain or network. An EDSAS users account will also be disabled if the incorrect password is entered three times. This will then need resetting by the EDSAS Manager.EDSAS Users should logon to EDSAS under their own login, and not login using the Manager Username unless required to do a Manager task. Doing so both poses a security risk and increases the risk of the EDSAS Manager being locked out of EDSAS.! Adding and deleting EDSAS users This task can only be done by the EDSAS Manager, or the user with EDSAS Manager rights. EDSAS Security allows for one user, other than Manager, to have manager rights. The adding of new users and their access rights, (and deleting users) is done from the Utilities menu. Select Security/Users, then Users. Click on New from the Toolbar.Resources: Fact Sheets EDSAS Fact Sheets EDSAS Home Page and Reports Page Administration Network Managers ManualPage 26 28. Other SoftwarePUBLISHER 2000 If you wish to update to, or install Publisher 2000 on Administration workstations, it is important that you do NOT do a typical install. The Microsoft Small Business Tools option must not be installed. Doing so will create problems running certain reports in EDSAS. Follow the Fact Sheet carefully.Resources FS50.90Installing Publisher 2000 using Microsoft Technology in Schools CD 13 FS50.91Installing Clipart for Office 2000 using Microsoft Technology in SchoolsCD No 13 OUTLOOK Setting up mail profiles It is recommended that administration staff use Outlook for their e-mail. Outlook can also be used as a Management tool using the calendar, tasks, journals can be of assistance to administration staff. All administration workstations come with Outlook installed. The following Fact Sheets go through the process of setting up e-mail profiles for users.It is important that the Personal Folders (*.pst) files are located on either the J: or K: drive, as they will then be backed up by the nightly backup. It is also preferable for their *.pab file to be located on the J: or K: drive, and for both to be renamed from mailbox so that if Outlook is re-installed, these files wont be overwritten.Resources FS70.21Creating addresses in your Personal Address Book - Outlook 97/98 FS70.21b Creating addresses in your Personal Address Book - Outlook 2000 FS70.22Creating Personal Distribution Lists Outlook 97/98 FS70.22b Creating Personal Distribution Lists in Outlook 2000 FS70.27Setting up new e-mail profile for sa.edu in Outlook 98 FS70.34Setting up new e-mail profile for sa.edu in Outlook 2000 FS70.36Create a Personal Address Book in Outlook FS70.37Create Personal Folders WS_FTP FOR UPLOADING WEBSITES All sites have a website. This is accessed by typing in the address line of your browser www.schooldomain.sa.edu.auSchools can use either the SINA Page Uploader, or an ftp program such as ws_ftp. This program can be downloaded from the department's ftp server.Resources FS70.31Sending a large file using ftp via sa.edu FS70.32Retrieving a large file from an ftp site FS70.33Downloading ws_ftp Administration Network Managers ManualPage 27 29. Other SoftwareADOBE ACROBAT READER It is necessary to keep the version of Adobe Acrobat Reader up to date. Versions prior to V5.0 will cause problems opening files. Older workstations will possibly still have either V3, or V4. These should be updated as per the Fact Sheet. Before installing a new version of the Reader, be sure to first remove older versions through Control Panel, Add orRemove Programs.Resources FS50.34 Troubleshooting Problems opening Adobe Acrobat Reader Files. Administration Network Managers Manual Page 28 30. Department Websites DEPARTMENT WEBSITES E-Learning Process for ordering new administration / curriculum desktops and notebooks Computer Replacement Strategy calculator SSONet Information and resources available Logging on from home Allabout sa.edu Your schools Internet service EDSAS EDSAS-Talk As more information and resources are distributed electronically, it is appropriate for the Network Manager to be aware of the following websites and the information and resources available. E-LEARNING WEBSITE Process for ordering new Administration / Curriculum desktops and notebooks Due to the Whole of Government contract, administration computers MUST be purchased from the approved supplier at the time. The e-learning website has available information on the current supplier and the current hardware specifications. Users will need to logon to the secure section. The User Name is S**** (**** being the school number). If you do not know the password, you will need to contact the CSC. Once you have logged on, click on Computers AdministrationWebsite address for e-education http://www.e-learning.sa.edu.au SSONET Information and resources available SSONet has a wealth of information and links available. A document 'Welcome to SSONet' is available for download from the site it provides you with a mapping of the site and details the content and resources available. Scroll down the left hand navigation bar, click on Using SSONet. The download link is then located at the bottom of the main screen. The username for SSONet is ssonet. Contact the CSC if you do not know the password.Website address for SSONet http://ssonet.sa.edu.auResources: Welcome to SSONet Administration Network Managers Manual Page 29 31. Department WebsitesALLABOUT SA.EDU Your schools Internet serviceThis website is intended to provide a wide range of support for all users of sa.edu. The website contains downloadable copies of documentation, resources for designing and creating web pages and other useful resources.Website address for allabout sa.edu http://www.allabout.sa.edu.au/allabout EDSAS The EDSAS Home Page, and New Reports Page are full of appropriate information and resources for EDSAS Users. It is recommended that EDSAS Users check out this website on a regular basis.Website address for EDSAS Home Page http://www.nexus.edu.au/schladmn/edsas/edsas2.htm Website address for EDSAS Reports Page http://www1.central.sa.edu.au/schladmn/edsas/reports/newreps2.htm Website address for EDSAS Downloads Page http://www1.central.sa.edu.au/schladmn/edsas/downloads/downloads.htmSubscribing to EDSAS-Talk EDSAS-Talk is a talk list used by administration staff to share good practices and information regarding the EDSAS program. Website address for subscribing to EDSAS-Talk http://nexus.central.sa.edu.au/cgi-bin/edsastalkResources:FS60.57 Subscribing to EDSAS-Talk Administration Network Managers Manual Page 30 32. Notes NOTES...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... Administration Network Managers Manual Page 31 33. Notes...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... ...................................................................................................................................................................... Administration Network Managers Manual Page 32