Essential IT

An IT Induction for Cardiff Met Staff

Essential IT An IT Induction for Cardiff Met Staff

Introduction

Welcome to Essential IT. This handout accompanies the induction session and provides an overview of the critical elements of IT at Cardiff Met.

Where appropriate, hyperlinks will be given to further information, or to the corporate system itself. Note that some links are too long to be printed, when this is the case a link shortening service, tinyurl is used. For example, typing the below link into the address bar of your web browser will take you to the Electronic Communications Policy.

tinyurl.com/CMet-ECP1

If you have any questions about any of the material in this induction, please let the trainer know. Alternatively, you can get in touch with the IT Helpdesk, contact details can be found on the last page of this guide.

Contents

Your Cardiff Met Account ...... 3 Wi-Fi access ...... 3 Printing from your account ...... 4 Adhering to the Electronic Communications Policy ...... 4 Document Storage ...... 5 Team Sites ...... 5 OneDrive for Business ...... 5 Digital Communication @ Cardiff Met ...... 6 Email ...... 6 Calendar ...... 7 Microsoft Teams ...... 8 Yammer ...... 8 Hardware ...... 9 Software & Systems ...... 9 AppsAnywhere ...... 9 The Student System ...... 10 Moodle ...... 10 iTrent ...... 11 Qualtrics ...... 11 Windows 10 ...... 11 Getting Help & Training ...... 12

Your Cardiff Met Account  Choose a strong password; try starting with a phrase rather than a Your Cardiff Met account is a gateway to word then add numbers and/or many of the services and systems special characters. available at Cardiff Met, including:  Ensure your password is unique; one that you do not use elsewhere.  All Cardiff Met PCs and Macs  Do not disclose your password to  Cardiff Met email anyone else, including Cardiff Met IT  The Staff Room (TSR) staff.  SharePoint team sites - document  Do not write your password down. storage and collaboration  Wireless network - eduroam Managing your password  Corporate systems, such as: Moodle and the Student System It is important that you choose a suitably complicated password, but also one that Your Cardiff Met you are able to remember. For this account incorporates a reason, Cardiff Met passwords must @cardiffmet.ac.uk follow these rules: email address that is to be used for all  At least 8 characters internal and external email  Must include upper and lower case communication. letters  At least one number Office 365 Account The Cardiff Met Password All Cardiff Met staff also have an Office Management system can be used to: 365 account, which grants access to online services provided by Microsoft,  Change your password such as OneDrive for Business, Teams  Recover your password if forgotten and Yammer. To register and use the Password Your Office 365 username is: Management system, visit [CMet Username]@cardiffmet.ac.uk. password.cardiffmet.ac.uk E.g. [email protected]

Your password is the same as your Cardiff Met account. Wi-Fi access To access the Office 365 portal, visit: You can use your Cardiff Met account to access the eduroam wireless network. portal.office.com To connect, first select the Setup_CardiffMet network, open a web browser and then follow the setup instructions. Securing your account Follow these tips to keep your account Eduroam is available at many universities world-wide. Once you have private and secure.

© 2019 Cardiff Metropolitan University 3 Essential IT An IT Induction for Cardiff Met Staff connected your device at Cardiff Met, More information is available in the you will be able to connect at any printing Flash Guides available on the partner institution without further Help & Training pages. configuration. study.cardiffmet.ac.uk/Help/ If you are having trouble using eduroam, visit our support pages at: Adhering to the Electronic tinyurl.com/CMet-WiFi Communications Policy

Use of all IT facilities and network Printing from your account connectivity administered by Cardiff Met is subject to the Electronic All staff are able to print to the Multi- Communications Policy. This policy Function Devices (MFDs) – mostly details “common sense” photocopiers – that are scattered behaviour that you would expect to throughout the university. The printer adhere to in a university environment, will be installed the first time that you such as the prohibition of: log on to a PC (Mac users, please contact the Helpdesk).  Gaining, or attempting to gain, unauthorised access to confidential To print: information or systems 1. Initiate the print job (e.g. File   The creation or publication of Print). obscene, racist or vulgar material 2. Select the Staff_Print on  Unauthorised transmission of spam myqprint01 printer, or for black or chain emails and white choose Staff_Mono  The use of peer-to-peer software 3. Visit an MFD, place your Cardiff (e.g. µTorrent or Gnutella) Met ID Card over the reader (on  Storing personal or confidential first visit, you will need to confirm corporate information on non-Cardiff your username and password using Met external storage systems (e.g. the onscreen keyboard). cloud services such as Dropbox) 4. Select your job(s) from the list using The Electronic Communications Policy is the touch screen. published on the IT pages of Study: 5. Touch Print All.

tinyurl.com/CMet-ECP1 Print jobs can also be sent from mobile devices by attaching the document to an email and sending it to: [email protected]. Or print jobs can be managed and created via:

cardiffmet.ac.uk/printcredit

Document Storage store personal documents; documents you do not wish to share with other staff. There are two main places to store documents at Cardiff Met: SharePoint OneDrive for Business is secure, offers a team sites (for shared documents) and huge amount of storage space (1TB), is your OneDrive for Business (for personal integrated with Windows and Office and, documents). as it is a cloud Team Sites storage service, allows you to Team Sites are primarily used to store access your and share documents between team members. They provide collaboration files from and communication tools, such as anywhere. document co-authoring, version history To access your OneDrive documents on and email alerts, to enhance teamwork between colleagues. Windows 10, open the File Explorer, app then use the link in the left navigation. Each School/Unit has their own Team Windows 7 users can find a shortcut to Site, which may also play host to OneDrive on their desktop. numerous sub-sites that have been created for different teams or projects To access OneDrive from outside Cardiff within that School/Unit. A Team Site Met, visit the Office 365 log-in page and can only be accessed by members of sign in with your Office 365 account. that team.

portal.office.com Team Sites are recommended as the primary location for storing Cardiff Met documents. Team Sites have several advantages over other storage SharePoint Support & Training media, including: Library & Information Services offer a full SharePoint and OneDrive training  Secure storage (essential for complying with GDPR) programme, including a series of  Accessible anywhere courses designed for those who need to  Reliable administer team sites.  Backed up study.cardiffmet.ac.uk/Help/  Ability to share and collaborate Training  Document management features

The Team Sites directory can be found on the top navigation bar of TSR.

OneDrive for Business Each member of staff at Cardiff Met has their own OneDrive for Business area to

Digital Communication @ Off Campus Cardiff Met The simplest way to access your email when off-campus or when connected to Insite Wi-Fi is to use Outlook on the web by visiting: Insite is the of our staff portal. The portal hosts useful information on a outlook.office.com range of topics, together with links to our web based corporate systems. Here are some examples of content you will Alternatively, you may wish to configure find on TSR: your mobile device with your Cardiff Met  Latest staff news and articles from email account. Details of how to do this across the university can be found in our Flash Guides that are  What’s happening – a calendar of located on the Help & Training pages. events. study.cardiffmet.ac.uk/Help/  Working here – links to useful forms and systems, including iTrent, Learning Pool and unit sites.  Tools & Resources – including IT Best Practice AppsAnywhere, meeting room booking system Email has become a ubiquitous and convenient form of communication, yet You can also access the Office 365 the way in which email is used can often “web” apps, such as Outlook, OneDrive, be improved. We have developed a set Yammer & Teams through the “waffle” of best practice principles that should be menu at the top-right of the site. kept in mind when using email at Cardiff Met: Insite is set as the homepage for staff when you are logged into your Cardiff  Follow good email etiquette – e.g. Met account. It can be accessed from use a subject line, format the outside Cardiff Met through the link in message appropriately, consider the footer of the main Cardiff Met your recipient – is your tone website (www.cardiffmet.ac.uk): appropriate? Above all, strive for clarity and brevity in your emails. We all receive many messages on a daily basis; succinct emails that get to the point quickly are greatly Email appreciated!  Do not use email for confidential On Campus or sensitive communication – messages can be forwarded, Cardiff Met staff can access their email misaddressed or even intercepted. through the Microsoft Outlook client. Avoid sending sensitive information Outlook is installed on all university PCs via email, especially if it relates to and Macs. other people.

 Link to a document rather than using attachments – SharePoint team sites are designed to share and edit documents in situ. Linking to a document stored on SharePoint ensures all parties are collaborating on the current version of the document.  Use the Out of Office assistant – let other members of staff and students know if you are on leave or otherwise unavailable. Details of how to use availability status  Avoid using your Cardiff Met and meetings are given in the Microsoft account for personal email – as Office Specialist Outlook training your Cardiff Met account will cease session. For more information, visit the when you leave. IT Training website:

Calendar study.cardiffmet.ac.uk/Help/ Training Your Outlook calendar can do more than schedule personal appointments. The Telephony Meeting function allows The majority of the telephones at you to schedule Cardiff Met are MiTel (formerly meetings with ShoreTel) handsets. These phones use other members Voice over IP (VoIP), similarly to of staff. services such as Skype, to communicate over the network. Meetings and the associated scheduling assistant utilise the availability status of other staff members, which results in the ability to schedule meetings efficiently, without the need for an email chain discussing the best time to meet. Of course, this process doesn’t work without the participation of other staff, for this reason we strongly recommend that staff use their Outlook calendar to schedule appointments, meetings and other events. Each member of staff who uses a MiTel phone will also have a Voice Mail account. Voice Mail can be accessed via

© 2019 Cardiff Metropolitan University 7 Essential IT An IT Induction for Cardiff Met Staff the phone, or through the MiTel Yammer groups can be created for Connect software that is available for specific teams, projects or communities PCs. As well as being a convenient of interest. method for checking voice mail, the software also allows you to easily To access Yammer, sign-in with your transfer calls or change your call Office 365 account at: handling mode (to Out of Office mode, yammer.com for example). MiTel even integrates with Outlook and can be configured to send voice mails to your email address as an attachment. Mobile Devices Although Cardiff Met does supply mobile Advice on using MiTel phones and phones and tablets to certain staff software can be found on the Telephony members, the majority of devices in use section of the Learning portal: at Cardiff Met are personal – so called tinyurl.com/CMet-Tels Bring Your Own Devices (BYOD).

Mobile devices are a convenient way to check your Cardiff Met email on the Microsoft Teams move, view and add appointments to Microsoft Teams is a platform that your calendar, access Moodle and combines workplace chat, video and manage your files through OneDrive for audio calls, meetings, Business. Details of how to configure notes and files. The your mobile device with your Cardiff Met service integrates email (and calendar) accounts can be many Office 365 found in the Flash Guides: applications, such as study.cardiffmet.ac.uk/Help/ SharePoint Online, Planner and Stream, and puts them in one easy to reach It is crucial that if location. you access Cardiff Met data Video and audio meetings can be made (including email) over Teams, for free. For more on a mobile device information, visit: that you apply basic security www.cardiffmet.ac.uk/teams measures, such as a screen lock, to help prevent data loss should the device be lost or stolen. This is covered in more Yammer detail in the Information Security Yammer is a social network for Awareness e-lesson that forms part of enterprise. At Cardiff Met it is a place your induction. to share ideas with colleagues and tinyurl.com/CMet-Secure students from across the university.

Hardware  *Visio – diagrams and flowcharts (installed Cardiff Met has agreements in place with on request). several key suppliers of computer hardware. We maintain a catalogue of The current version on recommended products that have been Cardiff Met PCs is Microsoft assessed to ensure they perform as Office 2016. expected, are reliable, and Office for Home Use work well with The main Office apps are available for our systems and home use, for free, under the Office services. 365 programme. You can install the For advice and software on up to 15 devices, including recommendations as to which hardware mobile devices. Follow the Office 365 might be suitable for you, consult the IT software installation guides on the Help Purchasing pages, available at: & Training pages for installation details:

tinyurl.com/CMet-Purchasing study.cardiffmet.ac.uk/Help/

Software & Systems AppsAnywhere AppsAnywhere is Cardiff Met’s app Microsoft Office store. AppsAnywhere allows you to All of our staff and student computers install and run the most up-to-date are built using a software “image” that versions of software at Cardiff Met. contains a standard set of software. The Apps currently available on most popular package on university AppsAnywhere include: machines is the productivity suite, Microsoft Office.  Statistical analysis – SPSS, NVivo, Minitab, R Studio Office includes several applications;  Adobe Creative Cloud – Photoshop, many of which require little explanation: Illustrator, InDesign etc. Word (word processing), Excel  Specialist applications – e.g. Python, (spreadsheets), Outlook (email & 2D Design, Visual Paradigm calendar), PowerPoint (presentations).  Support software – Mindview, Some of the other Office applications are ClaroRead, Freemind less frequently used, but are  Web browsers – Chrome and Firefox nonetheless often useful: AppsAnywhere can be accessed on  OneNote – note taking. Cardiff Met computers via an icon on the  Publisher – desktop publishing desktop, or from home via:  Access – database software (not appsanywhere.cardiffmet.ac.uk to be used store corporate data)  Project – project management

The Student System Moodle The Student System is used to store and Moodle is our Virtual Learning process student data. It is used Environment. It is one of the primary throughout the student lifecycle, from tools for communicating and sharing processing student applications to learning material with students. contacting alumni of the university. It is Functions include: used by students to  Hosting course content – hand-outs, select their PowerPoint slides, links to articles, modules and blogs etc. can all be stored and by staff to shared with students via Moodle. store their  Providing a blended learning grades. experience – features such as quizzes can be used to complement The Student System is made up of five traditional learning activities. related components, each with a  Communicating with students – different purpose: discussion boards and wikis are good examples.  V4 Web – this is the main part of the  Assessment – quizzes can be used as system and is accessible through a an online assessment. web browser. Processes carried out  Assignment submission and collusion within V4 Web include: entering detection – assignments can be applications, updating student details submitted through TurnItIn, which and managing enrolments. also attempts to detect collusion.  CRM – Customer Relationship Manager, used to contact students. Problems logging into Moodle should be  QLe – an enquiry tool used to view, logged with the Helpdesk. Help with but not edit, student system data. using Moodle is the domain of the  QL-x - a Windows client that is used Quality Enhancement Directorate: by a small number of staff for bulk [email protected]. Moodle can be processing and administration. accessed via:  Self Service – a web based learn.cardiffmet.ac.uk component for students to submit applications, view and edit their personal details and enrol online. MetSearch More details on The Student System, including user guides, can be found on MetSearch is our library search engine TSR: that searches through the majority of

tinyurl.com/CMet-StudSys

© 2019 Cardiff Metropolitan University 10 Essential IT An IT Induction for Cardiff Met Staff the library catalogue available at Cardiff tinyurl.com/CMet-iTrent Met, including books, e-books, journals (print and electronic), journal databases and audio visual material. Qualtrics MetSearch is available on the Library Qualtrics is survey software that is pages of the Study portal, or at: available to all staff and students. Qualtrics is powerful, intuitive to use and metsearch.cardiffmet.ac.uk incorporates many question types and features to effectively capture the data you require. Business Objects

Business Objects is a web-based cardiffmet.qualtrics.com reporting tool that produces management reports and statistics from a range of sources, including The Windows 10 Student System. Business Objects is Windows 10, the latest operating system only accessible to those who need to use from Microsoft, combines new tools and it, for more information please contact features with a the Helpdesk or speak to your line familiar and easy to manager. use interface. At Cardiff Met we have Agresso Finance incorporated Agresso Finance is a purchasing system additional software used by members of staff who are and services, such as OneDrive for responsible for ordering goods and Business, into the Windows 10 services. The latest version is the web- environment, allowing you to be more based Agresso Self-Service. productive than ever.

More information, including support and Windows 10 is the standard operating training details, can be found on the system for student computers and for Procurement portal pages: new staff laptops and desktops. An phased upgrade process is underway to tsr.cardiffmet.ac.uk/Units/Proc upgrade the remainder of staff PCs.

iTrent iTrent is our Human Resources and Payroll Management system. Staff can log-in to iTrent to view their payslips, absence information and update their personal details. A link is provided on the TSR homepage, or it can be accessed directly via:

Getting Help & Training There are number of ways of getting help and support with IT at Cardiff Met:

study.cardiffmet.ac.uk/Help

itservicedesk.cardiffmet.ac.uk

029 2041 7000 7000

[email protected]

Help & Training Log a Case The Help & Training pages provide If you can’t find the answer to your useful information about using IT at question on the Help & Training pages, Cardiff Met. Here you will find Flash or you wish to report a problem, you Guides on topics such as connecting to need to log a case with the Helpdesk. our wifi service and configuring your Cases can be logged by telephone, email mobile device with your Cardiff Met (see above) or directly via the IT Service email account. The site also includes Desk - itservicedesk.cardiffmet.ac.uk. short instructional videos, which we call The IT Service Desk site can also be MetFli and an FAQ page. used to track and update existing cases.

IT Training Cardiff Met IT training courses are designed to give staff the skills they need to use IT effectively at Cardiff Met. Our offerings include courses in Excel and Outlook that lead to Microsoft Office Specialist certification; a full SharePoint training programme and courses on Qualtrics and Photoshop. For more information visit the IT Training section of the Help & Training pages. As well as course descriptions, you can also download resources, view the current schedule and sign-up for sessions: study.cardiffmet.ac.uk/Help/ Training