# Presentation: 484022

## NASA Headquarters

- New Employee IT Orientation

**Notes:**
Welcome
Introduce self
Purpose of presentation
Length of time and breaks
Hold questions until the end of section

## Agenda

- Information Technology Overview
- Desktop Support
- IT Services
- Commonly Used HQ Wide Applications
- 358-HELP Services
- HQ Appropriate Use Policy& IT Security Awareness Training
- Conclusion

- September 11, 2008

**Notes:**
Give brief description of each topic 
Who we are
What you get on you desk (hardware/software)
Services available to support you in you jobs (ie, applications development, computer training, etc.)
Proprietary applications and tools
Further extension of IT services (ie, IT Help desk, User resource center, etc.)
Security Training
Brief phone/voice mail training
Wrap up (forms to fill out, questions to be answered, Web site links)

## Information Technology Overview

## Slide 4

- September 11, 2008

## Office of Institutions and Management

- September 11, 2008

## HEADQUARTERS INFORMATION TECHNOLOGY

**AND COMMUNICATIONS DIVISION**

**Les Newell**, Director/HQCIO
**Victor. Thompson, **Deputy Dir./CIO

**Systems, Operations & Engineering Branch  **
**   **
**Dennis Groth**

**Customer Services Branch**
** **
**Jeffrey Hall**

**Computer Operations**
**Mike Barrett, Telecommunications Specialist**
**VACANT, IT Spec-SYSADM**

**Engineering  Services**
**Sam Ramos, IT Specialist-Engineer**

**Software Applications Services**
** ****Linda Hong, IT Specialist - APPSW**
** ****Bobby Culp, IT Specialist**
** ****Brian McCall, IT Specialist - INET**

**Service Management**
**  ****Joan Verbeck, IT Specialist-CUSTSPT.**
**  ****VACANT,  IT Specialist-CUSTSPT.**
** ****Elaine Bowman,  IT Specialist-CUSTSPT.**

**Security Services**
**  ****Scott Oglesby, IT Specialist-INFOSEC**
**  ****Gregg Kerr, IT Specialist-INFOSEC**
**  ****Andy Boncek, IT Specialist-INFOSEC**
**  ****Mary Shouse, Management Analyst**

**Andrew Schain, CTO/Enterprise Architect**
**Gretchen Davidian, IT Project Manager**
**Sharon Washington, Staff Support Asst.**
**Ray Johnston, Capital Plng & Investment Control**

**Equipment, Maintenance, & Management**
** ****Jeff. Anderson, IT Specialist-Asset Mgmt. **

**Printing and Design**
**  ****Michael Crnkovic, Printing Officer**
**  ****Stan Artis, Asst. Printing Officer**
**  ****Tom Powers, Visual Information Specialist**
**  ****Carl Paul, Clerk**** **

- September 11, 2008

## HQ Information Technology& Communications Division 

- Mission:
- Provide IT and communications services for NASA Headquarters employees
- Use innovative solutions to increase the productivity of NASA HQ employees while achieving the highest levels of customer service
- Manage and deploy cost-effective solutions into the HQ IT environment

- September 11, 2008

**Notes:**
Provide all IT services to the HQ employees 

## Employee IT Responsibilities

- Fill out Account Administration Forms (252)
- Follow the “Appropriate Use” Policy in the performance of your duties
- Maintain your own Directory record
- Update Emergency Notification System (ENS) or sign waiver
- Back up your hard drive (C:)
- Obtain annual IT security training
- Call IT Help Desk at 358-HELP (4357) for all IT services, problems, and other needs
- Consult with your IT Point-of-Contact (POC) for questions and requirements that cannot be handled by the Help Desk

- September 11, 2008

**Notes:**
IT security training available on SOLAR Web site listed at end of presentation
Give brief explanation of forms that will be filled out/signed
Sign System Access Request (NHQ 224) 
Complete/sign an Account Access Request (NHQ 252) must be on file with the Help Desk in order to have a password reset for whatever reason. 

## Communication with HQ Employees 

- ITCD Web Site: http://www.hq.nasa.gov/itcd
- Electronic Notification
- IT Notices (as needed)
- Heads Up (Tuesdays & Thursdays)
- Information Technology Exchanges (ITE)
- Customer Advisory Committee (CAC) Meetings
- IT POCs
- Customer Service Project Reviews (CSPR)

- September 11, 2008

**Notes:**
Emergency Broadcast System – interrupts computer sessions and announces the Emergency.

## HQs IT Infrastructure Overview

- Firewall

- Internet

- Work Stations Mac/PC

- Servers

- September 11, 2008

**Notes:**
Noah – same as the previous slide; change it, hide it or delete it if it doesn’t work.

## Desktop Support

## Standard Desktop Hardware

- Windows XP computers
- Desktop
- Laptop with docking station
- Lightweight Laptop with docking station
- Tablets
- Apple (Macintosh OS X)
- Desktop
- Laptop with docking station
- Lightweight Laptop with docking station

- September 11, 2008

**Notes:**
PentiumsWindows XP OS; M/S Office 2003 Suite 
Macs OS X; M/S Office 2004 on Macintoshes. 
Default browser is Internet Explorer; old version of Netscape is still around for one application. Once that app is updated, Netscape will go away.
Electronic Forms: HQ maintains a very large library of government forms.
Informed Filler: Application used to display and fill out the forms.
Fill-in Forms also available in PDF format.

## Standard Desktop Software

- MS Office Suite 2003 & Macintosh Office 2004
- Electronic mail and calendaring
- NASA Operational Messaging and Directory Service (NOMAD) Outlook and Entourage
- Web Browser
- Internet Explorer (PC)
- Firefox, Safari (Mac)
- Acrobat Reader and Plug-Ins

- September 11, 2008

**Notes:**
PentiumsWindows XP OS; M/S Office 2003 Suite 
Macs OS X; M/S Office 2004 on Macintoshes. 
Default browser is Internet Explorer; old version of Netscape is still around for one application. Once that app is updated, Netscape will go away.
Electronic Forms: HQ maintains a very large library of government forms.
Informed Filler: Application used to display and fill out the forms.
Fill-in Forms also available in PDF format.

## Network Printers

- Printers are located within the departments for everyday work
- Color printers available throughout the building and in the User Resource Center (URC)
- Printing facility located on C Level
- For high-volume printing requirements
- If you have any questions call the IT Help Desk at 358-HELP (4357)
- Color printers are 18 times more expensive than b/w printers

- September 11, 2008

**Notes:**
This slide refers to HQ Network printers only.
Some people may have local (personal) printers connected to their machines.

## Local hard drive
C: Drive (PC) or Macintosh HD
Back up your hard drive  
Headquarters Servers
For Personal folders
T: Drive (PC) or User ID (Mac)
For Group folders
U: Drive (PC) or Office ID (Mac)
Shared drive – all users haveread/write/delete access 
X: Drive (PC) or hq_shared (Mac)
For secured work group folders
W: Drive (PC) or hq_groups (Mac)

- C: Drive (PC) or Macintosh HD
- Back up your hard drive
- Headquarters Servers
- For Personal folders
- T: Drive (PC) or User ID (Mac)
- For Group folders
- U: Drive (PC) or Office ID (Mac)
- Shared drive – all users haveread/write/delete access
- X: Drive (PC) or hq_shared (Mac)
- For secured work group folders
- W: Drive (PC) or hq_groups (Mac)

- Storage

- September 11, 2008

**Notes:**
Infrastructure as you will view it from your desktop consists of:
Hard drive
Servers you have access when you come to HQ
Covered in New user training offered Fridays from 9:00 to Noon
T: Drive/users/jdoe = Your personal network folder
U: Drive/Code”X” = Your organization’s office folders
W: Drive/hq_groups = Folder on server that contains all the workgroup folders 
X: Drive/hq_shared = All users have full access to read, copy and delete files; 90-day temporary storage

## Questions?

- September 11, 2008

## IT Services

## IT Services

- Video and Teleconferencing
- Conference Room Setup (MIC)
- Remote Access
- Guest Network
- Desktop Backup and Recovery Program
- Emergency Notification System (ENS)
- Communications Support Services Center
- Computer Training Center

- Web-Based training
- User Resource Center
- Laptop Loaner Pool
- Software for Home Use
- Custom Applications
- Multimedia Support
- Telecommunications and other services
- The Business Administrative System Office (BASO) Support Services
- Records Management
- Electronic Forms

- September 11, 2008

## Video and Teleconferencing 

- ViTS (Video Teleconferencing System)
- Primarily used for conferencing with other NASA centers
- Public facilities located on C level
- Other limited facilities within the departments
- Call 358-0146 or visit https://intranet.hq.nasa.gov/vits/
- Conference Rooms on each floor
- On request:
- Computers (PCs or MACs) and projectors
- Voice conferencing (Need bridge number)
- Maintained by A/V Support
- https://intranet.hq.nasa.gov/FHDS/login.cfm
- Additional network connections for computers attached to the projectors
- Always on:
- Network connectivity in Management Information Centers (MICs) and Program Review Center (PRC)
- Guest Network through the Yellow Cable or wireless

- September 11, 2008

**Notes:**
2 VITS facilities on the C Level – large theater style room and small conference style room; several Mission Support offices now have VITS capability within their space as well as the Administrator’s suite.
Must make reservations
MIC Conference Rooms on 3rd through 7th floors 
Large MIC Rooms – 25 to 30
Smaller (Pod) rooms also available - 8 to 10
State requirements when reservation is made (otherwise all you get is the room), such as
Mac or PC or Laptop
Projector
LAN activated

## Remote Access

| Accessing HQ IT Services |
| --- |
| SNA (Secure Nomadic Access)
https://sna.hq.nasa.gov ; requires SecurID token
For more information: https://www.hq.nasa.gov/itcd/networking-sna.html |
| VPN (Virtual Private Network)
Requires SecurID token
For More Information: 
https://www.hq.nasa.gov/itcd/networking-vpn.html |
| OWA (Outlook Web Access)https://webmail.nasa.gov  |

- September 11, 2008

**Notes:**
Give instructions to transition out of personal ISP into NASA HQ e-mail and electronic calendar.
Suggestion to include: 800 numbers, all available methods of accessing e-mail and calendar from outside NASA HQ
SecurID is a trademark name for the tokens that we use here. – not a misspelled word!  SecurID provides (Strong) – 2 tier authentication of user.  Some applications here at HQ are beginning to use this strong authentication – such as IFMP Core Financial 
In process of installing Virtual Private Network (VPN) in HQ Bldg. 

## Secure Nomadic Access (SNA)

- SNA allows you to access:
- HQ Intranet Web Pages
- NT file shares
- WebTADS
- Travel Manager
- To use SNA, you need a SecurID Token
- Issued to all new customers
- If you do not have one, contact your IT POC to request one

- September 11, 2008

## Virtual Private Network (VPN)

- VPN allows you to access:
- HQ Intranet Web Pages
- Shared Drives
- Outlook e-mail and calendaring
- Shared applications (WebTADS, Travel Manager,    PIMS, etc.)
- To use VPN, you need:
- SecurID Token
- NASA HQ Issued Laptop Computer
- Access to a VPN capable high speed internet connection

- September 11, 2008

## SecurID Token - Resetting Your PIN 

- Open a Web browser and go to **https://pollux.hq.nasa.gov/securid**
- Enter your **UserID** in the UserName field
- For example: jdoe or rstilski (Use the 1ST initial of your 1st Name and up to the 1st seven digits of the last name)
- Look at your SecurID token and enter the current **6-digit number** displayed on the token in the PASSCODE field
- Click **Send** (DO NOT PRESS ENTER ON YOUR KEYBOARD)
- Create a new pin containing **4 to 8 digits**
- Enter the new pin in both the **New PIN** and **Verify New PIN** fields
- The pin can be all numbers, all letters, or a combination of numbers and letters.  No special characters are permitted (i.e. * ! # @ % $&^?).
- Click **Send**
- Your PIN has been successfully set
- The next screen is the verification screen
- Enter your **Username** and your newly created **pin** plus the **6-digits **appearing on your token
- NOTE: Always wait for the next set of 6-digit numbers to change before entering
- Click **Send**
- You should get a message stating that if you have reached this page you have successfully initialized your pin. Your token is ready to be used.

- September 11, 2008

## Wireless for HQ Users

- The NASA HQ Wireless network is  available on all floors of the NASA Headquarters building
- Use the _private HQ network_ if you intend to access internal NASA Headquarters resources.
- Wireless access is available in general office areas and conference rooms, the Library, and Auditorium.
- To use this network you must have an RSA token issued by NASA Headquarters or by a NASA Center that NASA Headquarters is configured to recognize.
- Visit: http://wireless.hq.nasa.gov/userguides.htm

- September 11, 2008

## NASA HQ Guest Network

- Wired and Wireless access
- Wired access is available in most conference rooms
- Look for the yellow network cable labeled "NASA Headquarters Guest Network“
- Guest Network provides basic Web, VPN, and E-mail access
- Printing is allowed to select printers inside the NASA Headquarters building

- September 11, 2008

## NASA HQ Guest Network

- You must obtain a user name and password and authenticate using a Web browser to use the Guest Network
- You may obtain a user name and password from the following locations:
- HQ Library
- From each organizations' IT POC
- From the User Resource Center (URC) located in CX42
- By having your sponsor obtain them at http://wireless.hq.nasa.gov/ to obtain credentials and instructions

- September 11, 2008

## Visitor Support

- Contact your IT POC to make appropriate arrangements
- If IT POC is unavailable call the IT Help Desk 358-HELP (4357)
- Computers from other Centers must be scanned by Security before access will be granted to HQ network
- Two types of temporary support
- Request for desktop/laptop
- Connection to Internet
- HQ Wireless network – Visitor Network

- September 11, 2008

**Notes:**
Requires approval
Code IT POCs can order a NAD (Network Attached Device) for someone who has their own laptop but wants access to the HQ network/internet

## Desktop Backup and Recovery Program

- Data backup occurs nightly
- All applications must be closed
- Your computer must be restarted prior to leaving for the day and connected to the NASA network
- You should not log in
- Laptop users should leave their computers on and docked at least once per week if they desire backup services
- Disaster recovery service is not intended for recovery of individual “lost” files

- September 11, 2008

## Desktop Backup (continued)

- Selected Folders and Files that are Backed Up
- Windows XP computers:
- Local PST file (e-mail file containing stored messages and attachments)
- Browser bookmarks
- Desktop items
- Macintosh computers:
- Entourage e-mail file (local e-mail file storage, messages and attachments)
- Contents of Documents folder
- Desktop items
- Browser bookmarks
- Keychains
- Preferences

- September 11, 2008

## How to Check Your Backup Status 

- Windows XP Users:
- Start
- Programs
- Tivoli Storage Manager
- Desktop Recovery Status
- Macintosh Users:
- Applications
- Tivoli Storage Manager
- Desktop Recovery Status

- September 11, 2008

## Folders Included in Data Backup

**Windows XP computers:**
- Local PST file (e-mail file containing stored messages and attachments)
- My Documents
- Browser bookmarks
- Desktop items
**Macintosh computers:**
- Entourage e-mail file (local e-mail file storage, messages and attachments)
- Contents of Documents folder
- Desktop items
- Browser bookmarks
- Keychains
- Preferences

- September 11, 2008

## Emergency Notification System (ENS)

- The _E_mergency _N_otification _S_ystem (ENS) is a NASA HQ-wide tool used to alert personnel of critical emergency information.
- The ENS is an easy and secure way to help ensure your safety.  In a crisis emergency, the ENS can deliver life-saving information or warnings.
- The ENS is easy to use, but you must register for it to work fully.
- Work numbers are entered by default.
- You must provide your personal contact information to enable ENS to work fully.
- Periodically login to ensure your information is correct and up to date.
- During a critical building emergency or for National Capital Region-wide emergencies, the ENS will be activated.
- After reviewing the Privacy Act Statement for the use of ENS, if you decide you do not want to provide your personal information, you must sign and return the “Waiver for Participation in the NASA Headquarters Emergency Notification System”.

- September 11, 2008

## Communications Support Services Center (CSSC)

- Web Design
- Graphic Design
- Exhibit Design
- Multimedia Design
- Animation
- Creative Writing
- Editing
- Document Services
- Duplication Services
- Printing Services
- _Hours_ - Monday through Friday, 8:00 a.m to 4:30 p.m.EST (excluding Holidays)
- _Location_ - Room CL78
- _Telephone_ - 202-358-0630
- Visit http://cssc.hq.nasa.gov/

- September 11, 2008

**Notes:**
Another service provided here at HQ – Exhibits in our lobbies here at HQ were created by
This talented group of people.

For document creation or publishing

High volume repro – such as the materials that you have there.

## Computer Training Center

- Types of classes
- Lunch and Learns
- Workshops
- Instructor-led Classes
- Deskside (1-on-1)
- Examples of training
- Microsoft Office Suite
- Outlook / Entourage
- HATS
- _Hours_ - Monday through Friday, 8:00 a.m. to 4:30 p.m. EST (excluding Holidays)
- _Location_ - Suite 3Q53
- _Telephone_ - 202-358-1111
- Visit:_ _http://ctc.hq.nasa.gov

- September 11, 2008

**Notes:**
ILT (instructor led classes) most often 3 to 4 hour
Deskside assistance (one-on-one) available
Must call CTC @ 358-1111 to schedule
Also offer training on 
HATS
Entrust

## Web Based Training	

- Attend classes online 24/7 from any location with Internet connectivity
- Some classes are instructor-led at specified dates and times
- Register once on SATERN to access any classes at any time
- Civil Servants are automatically registered
- For questions, or to register, contact the CTC:
- ctc@hq.nasa.gov
- 358-1111
- http://ctc.hq.nasa.gov

- September 11, 2008

**User Resource Center (URC)**

- URC personnel provide:
- Walk-in technical support and services (e.g., word processing; printing; scanning; creation of graphics; CD copying; color printing; and dial-in and Web access).
- _Hours_ - Monday through Friday, 7:30 a.m to 5:00 p.m. EST (excluding Holidays)
- _Location_ - Room CX42
- _Telephone_ - 202-358-0650
- Visit: _http://www.hq.nasa.gov/itcd/user_rc.html_

- September 11, 2008

## Laptop Loaner Pool
Laptop loaner requests are processedvia a call to the IT Help Desk at358-HELP (4357)
Available for check-out in 4 business hours
Standard loan of up to 2 weeks
Laptop loaners are configured with the standard HQ software
Above core software can be installed if it has been purchased for your seat and licensing permits
Full size and light weight PCs and full size Macs
Also available:
Travel Printers and Zip Drives
Cellular Phones
Domestic or International wireless PDAs
Cingular wireless cards for laptops

- Laptop loaner requests are processedvia a call to the IT Help Desk at358-HELP (4357)
- Available for check-out in 4 business hours
- Standard loan of up to 2 weeks
- Laptop loaners are configured with the standard HQ software
- Above core software can be installed if it has been purchased for your seat and licensing permits
- Full size and light weight PCs and full size Macs
- Also available:
- Travel Printers and Zip Drives
- Cellular Phones
- Domestic or International wireless PDAs
- Cingular wireless cards for laptops

- Laptop Loaner Pool

- September 11, 2008

**Notes:**
24 hour notice required. 
to keep laptop longer than two weeks requires special approval
Very cost effective way of sharing resources if you are going on travel

## Handheld Devices

- Personal Digital Assistants (PDAs)
- Without Wireless
- With Wireless
- Data Only
- Data and Phone
- See your IT POC or the Laptop Loaner Pool for information about specific models

- September 11, 2008

## Software For Home Use

- Available software for home use is Microsoft Office for PC and MAC, browser & plug-ins, Outlook 2003 for PC or Entourage for Mac, and anti-virus
- Software is for installation on one home computer only
- The media must be returned to the Software Library within one week
- Call the IT Help Desk at 358-HELP (4357) to open a ticket requesting software
- Customer called when software is ready, usually next day, for pickup Monday-Friday, 9:00 a.m to 12:00 noon EST.
- You will be required to sign a Loan Agreement upon picking up your software

- September 11, 2008

**Notes:**
Because of licensing agreements - NASA does not make the Windows or Mac Operating System available through the Software Library.  
The user must bear that expense.
Example of software available
The Software Library is located at CV-74 – right off of the east elevator lobby.

## Custom Applications

- Client-server, Web-based, and mainframe applications supported
- Contact your IT POC if you want to investigate a custom application.

- September 11, 2008

**Notes:**
These services requested thru the SR process
must be approved
costs money
Examples;
HATS
HONURS

## Multimedia Support

- HQ Web site design, development and maintenance
- Video digitizing for Web access
- Web broadcasts to the Agency and public
- Interactive CD-ROM and DVD development

- September 11, 2008

**Notes:**
These services requested thru the SR process
must be approved
costs money

## Telecommunications

- Telephones
- Voice mail
- Phone credit card
- Cell phones
- Handheld devices

- September 11, 2008

## BASO Support Services

- The **B**usiness and **A**dministrative **S**ystem **O**ffice **(BASO) provides customer** support (e.g., Training, Support Line, Web site)  for the following IEM and eGovernment systems at NASA:
- SAP R/3
- Business Warehouse (BW)
- Travel Manager
- WebTADS
- Competency Management System (CMS)
- Bankcard
- Workforce Integrated Management System (WIMS)

- September 11, 2008

## BASO Support Services

- BASO maintains the following resources for customer support:
- BASO Support Center:
- Support line can be reached at 202-358-IEMP (4367)
- Go-to computer stations for desk-side assistance are available in HQ Room 4R40
- Available Monday-Friday 8:00am-4:30pm
- BASO Web site (http://baso.hq.nasa.gov)
- Contains information for IEM applications including Job Aids, FAQs, online training courses, and links to access the systems
- Customer Training
- Customers can view and sign up for all BASO instructor-led training classes via SATERN

- September 11, 2008

## Records Management Program	

- The HQ Records Management Team offers assistance in
- the identification, preservation/storage, and protection of
- records against loss, theft, and unauthorized release or
- change regardless of the record format.
- HQ Records Manager: Patricia Southerland
- (202) 358-0621
- _Records Management Team:_
- Rhonda Benning
- (202) 358-0148
- Fran Teel
- (301) 286-2211
- Visit: http://www.hq.nasa.gov/itcd/records_manage.html

- September 11, 2008

## Electronic Forms

- The NASA Electronic Forms (NEF) system is a suite of
- tools used for filling out, signing, submitting, archiving,
- and tracking electronic forms – all using your desktop
- computer.
- _FORMS ADMINISTRATION TEAM__**:**_
- HQ Forms Manager: Pat Southerland
- (202) 358-0621
- HITSS Forms Manager: Ellwood Annaheim
- (202) 358-0830
- HITSS Alternate Forms Manager: Kim Dwyer
- (202) 358-0830
- Visit: http://www.hq.nasa.gov/itcd/eforms.html
**	**

- September 11, 2008

## Questions?

- September 11, 2008

## Commonly Used Headquarters Wide Applications

## Commonly Used HQs Wide Applications

- Travel Manager
- WebTADS
- X.500 Directory
- Outlook / Entourage
- CICO (Check-in/ Check-out)
- IWMS (IT&CD Work Management System)
- PKI Entrust

- September 11, 2008

## Travel Manager

- Travel Manager is an automated, Web-based application for requesting and approving Travel Authorizations and Travel Vouchers
- A NASA Form 1700 IEMP System Access Request must be completed and submitted
- For additional information or Travel Manager training, contact the Business and Administrative Systems Office (BASO) at 358-IEMP (4367), via e-mail at ifmptravel@hq.nasa.gov or visit the Web page at http://travel.hq.nasa.gov.  BASO business hours are Monday through Friday, 8:00am to 4:30pm.

- September 11, 2008

**Notes:**
This is the way NASA travels
only way to get tickets
to get travel approved
To get voucher approved after travel, in order to get reimbursed 
Access must be requested – Use HONURS here to make the point (will talk about HONURS later)
Always call 358-HELP
To schedule training
To report problems/questions
Barbara Birch is the Travel Manager help desk

## WebTADS

- WebTADS is NASA HQs time and labor collection system
- WebTADS is a Web-based application that simplifies the recording of your labor and leave hours for payroll processing
- For More information call 358-IEMPWeb-based training for all HQ employees, approvers, and POCs is available at http://webtads.hq.nasa.gov/training.htm

- September 11, 2008

## NASA Agency-wide directory 
Record must include full legal name from your official personnel records (i.e.) Patrick J. Jones (official)
Patrick, Pat, Pjones, PJ, etc. (aliases) 
Users are responsible for keeping information current
To change X.500, send E-mail: Update@hq.nasa.gov with correct information
Web site for searching:http://www.hq.nasa.gov/itcd/x500/x500.html

- Record must include full legal name from your official personnel records (i.e.) Patrick J. Jones (official)
- Patrick, Pat, Pjones, PJ, etc. (aliases)
- Users are responsible for keeping information current
- To change X.500, send E-mail: _[Update@hq.nasa.gov](mailto:Update@hq.nasa.gov)__ with correct information_
- Web site for searching:http://www.hq.nasa.gov/i_tcd/x500/x500.html_

- X.500 Directory Services

- September 11, 2008

**Notes:**
Directory service for all of NASA (all centers)
To update record
Send e-mail to update( hq.nasa.gov will be filled in automatically)
Change directly on the Web site
Full legal name MUST be entered as one of your “common” names 
Because of the integration with financial systems here at NASA; i.e. Travel manager systems seek validation with a “complete legal name”. 
Go to the link (open browser prior to presentation)

## Global Address List (GAL)

- Contains name and e-mail addresses for everyone at NASA
- Centers that are not on NOMAD appear with a      icon, indicating an “Internet” e-mail addressSeptember 11, 2008
- Easily identify someone’s Center, Org Code, and employment status
- Find other contact information if available (phone numbers, office locations, job title, etc.)
- Public distribution list groups (DL-HQ-XXXX or DL-XXXX) and Public conference rooms (CR-HQ-XXXX) are available in one location

- September 11, 2008

## Outlook 2003 or Entourage 2004

- Headquarters calendaring and scheduling application
- Schedule meetings at HQ and send e-mail invitation to non-HQ guests
- Set-up reminders
- View others’ calendars through sharing or delegates
- Training available
- Call 358-1111 for assistance

- September 11, 2008

**Notes:**
Show QRC handout in packet
View resource calendars
Show shared calendar
Set up reminders
To do lists

## Anti-Spam/Anti-Virus

- All incoming e-mail passes through the SPAM Firewall before entering NASA Headquarters e-mail systems
- Based on policy settings, the SPAM Firewall:
- allows the e-mail to pass through
- deletes the e-mail
- or quarantines the e-mail
- Incoming e-mail with any of the following characteristics is deleted:
- contains a known virus
- contains file attachments with known Microsoft-OS executable file extensions
- is sent from an Internet domain whose sole intent is known to be the generation of unsolicited junk e-mail

- September 11, 2008

## Anti-Spam/Anti-Virus Cont’d

- Incoming e-mail that has a high probability of being unsolicited junk e-mail is quarantined:
- This prevents e-mail from cluttering up your e-mail in-box or handheld device
- You will receive regular e-mail notifications about your e-mail being held in the quarantine, and will be able to retrieve or delete these messages yourself
- You can “train” the SPAM Firewall when it makes a mistake
- specify Internet addresses or domain names that should always be able to send you mail (“Safe Sender”)
- or addresses or domains that should never be able to send you mail (“Blocked Sender”)

- September 11, 2008

## User Digest

- September 11, 2008

## Junk Mail Folder

- It is impossible to stop ALL SPAM
- Should a piece of SPAM pass through the SPAM Firewall and arrive in your Outlook/Entourage inbox, you can use the built in SPAM filters in Outlook and Entourage to “train” these programs to further reduce the amount of SPAM you receive
- Outlook/Entourage SPAM filters can be trained to stop almost 99.9% of all SPAM
- Tools, Options, Preferences, Junk E-Mail... in Outlook
- Tools, Junk E-Mail Protection... in Entourage

- September 11, 2008

## Junk Mail Folder Cont’d

- Set the level of protection you want:
- Low, catches the most obvious Junk mail
- High, catches most junk mail, but may also trap legitimate messages
- Safe Lists Only/Exclusive, only allows messages from people/domains you designate as safe, or from your Address Book/Contacts; all other mail goes directly to the Junk Mail folder
- You can “train” this SPAM filter in Outlook and Entourage when it makes a mistake
- Outlook:
- In the Junk Mail Folder....right-click...Mark as Not Junk
- In Inbox, right-click.... Add Sender to Blocked Senders List
- Entourage:
- In the Junk Mail Folder, select the message(s), click on Message, Mark as Not Junk
- In the Inbox, select the message(s), click on Message, Mark as Junk

- September 11, 2008

## Anti-Spam/Anti-VirusAdditional Resources

- Anti-spam/Anti-virus service information : http://_www.hq.nasa.gov/itcd/antispam.html_
- Contact the IT Help Desk for assistance. (358-HELP)

- September 11, 2008

## Types of Calendars

- Personal-business
- Individuals’ personal-business schedule
- Resource (Functional)
- Conference Room
- Activities Calendar

- September 11, 2008

## Calendar Management – Personal Calendars

- Personal-business Calendar
- Normally the true (account) owner
- Frequently SHARED with others
- Normally a peer relationship(e.g., Co-workers sharing job responsibilities)
- May be DELEGATED to another user(s)
- Normally a support relationship(e.g., Executive and Administrative Assistant)
- _Delegate acts on behalf of the true owner_

- September 11, 2008

## Calendar Management – Conference Room Calendars

- Resource Calendar – _Conference Room_(Normally not a logon account)
- Owner is Conference Room Administrator(s)
- Conference Room is normally “invited” to meetings as a _Resource_
- Permissions:
- Default = _Author_ for public conference rooms
- Default = _None_ for private conference rooms
- Auto Accept = Yes
- Reject on Conflict = Yes
- May be SHARED (suggest Reviewer only)
- _Should Not_ be DELEGATED

- September 11, 2008

## Calendar Management – Activities Calendars

- Resource Calendar – _Activities Calendar_(Normally not a logon account)
- Owner is designated individual(s)
- Typically SHARED by many
- Reviewer (view/read only)
- Author (view and change own)
- Editor (view and change all)
- Activities are scheduled by Owners, Authors, and Editors via the “Open a Shared Calendar” link
- _Should Not_ be DELEGATED

- September 11, 2008

## Calendar Idiosyncrasies – Changing A Meeting

- Changing A Meeting
- Always choose Send Update
- If you choose Save & Close, you will be prompted to send update
- Save & Close **ONLY** updates your own calendar, not those of meeting attendees!

- September 11, 2008

**Notes:**
When you change the location of a meeting or change the time/date of a meeting you will want to notify the attendees – right?  

Well be careful, when you finish changing the meeting and click Save & Close, Outlook will ask if you want to notify the attendees by displaying the following dialog box.  

In order to notify the attendees of your changes to the meeting you must reply Yes to the dialog box.  Replying No will result in the attendees not being notified and your calendars will now be out of sync – your calendar will reflect the changes but the other attendees’ calendars will not.  

You will be prompted with this message each time you make a change and click Save & Close – a yes response will send the latest (current) location and date/time to the attendees and put the calendars back in sync.

## Calendar Idiosyncrasies – Canceling A Meeting

- Always send a cancellation notice
- If you Delete without sending a cancellation, **ONLY** your own calendar will be updated, not those of meeting attendees!

- September 11, 2008

**Notes:**
When you cancel a meeting you will want to notify the attendees and release any Resources that have been scheduled for the meeting – right?  

Well be careful, when you finish canceling the meeting and click Send, Outlook will ask if you would like to notify the attendees that the meeting has been cancelled.  

In order to notify the attendees that you have cancelled the meeting you must reply “Send cancellation and delete meeting.” to the dialog box.  

Replying “Delete without sending a cancellation.” will result in the attendees not being notified and your calendars will now be out of sync –your calendar will not reflect the meeting but the other attendees’ will (since you didn’t send a cancellation notice).  

The result is that the other attendees and Resource Calendars now have an “orphaned” meeting which they have to individually cancel since the cancelled meeting is no longer on your calendar for you to delete. 

## Calendar Idiosyncrasies – Disappearing Meetings

- If you access your account on more than one computer (via Outlook, OWA, or Citrix) and accept a meeting on one, **do not**** **delete the invitation on the other(s).
- Doing so could remove the meeting from your calendar!

- September 11, 2008

## Calendar Idiosyncrasies – The “Sniffer”

- Always accept meeting invitations from your **Inbox**
- Outlook uses the “Sniffer” to place an invitation tentatively on your calendar until you accept.
- The Sniffer does **not** send a response to the organizer – only you can do that by clicking Accept, Tentative, or Decline.

- September 11, 2008

## Calendar Idiosyncrasies – Inviting Others

- If you know of another who should attend a meeting for which you are **not** the organizer
- Send the organizer an e-mail or call them to let them know
**Do not** forward the invitation – forwarding does **not** update the invitation for everyone!

- September 11, 2008

## Additional Applications

- The Check In Check Out (CICO) System
- Web-based approval mechanism for NHQ 224 (System Access Request) that routes request through approval cycle
- IT&CD Work Management System (IWMS)
- Web-based application designed to manage the IT Service Request (SR) process at HQ
- PKI Entrust for encrypting e-mail
- PGP for encrypting outside of NASA

- September 11, 2008

**Notes:**
These are applications you may hear mentioned.  If you have questions about using these applications call your IT POC or IT&CD

## IT Help Desk (Option 1 @ 358-HELP) 

- IT Help Desk (Option 1 @ 358-HELP)

- Report Problems
- Call 358-HELP (4357) or (Toll free) 1-866-4NASAHQ (462-7247)
- E-mail: _service@hq.nasa.gov_
- Give detail of problem or request
- Visit http://www.odin.lmit.com/hq/helpdesk.html
- Open ticket on-line
- Check status of existing ticket
- NASA IT Central Help Desk is staffed 24x7x365

- September 11, 2008

**Notes:**
For limited:
If you think you will require evening/weekend support call the help desk ahead of time for best method

## Standard Help Desk Response Times

- 8 business hours to fix problem
- Please respond to IT Help Desk when contacted
- 30 minutes to respond to a “work stoppage”
- 2 hours to return to service
- Your office may be charged $150+
- Please fill out customer survey for all closed tickets
- If you do not get the support you need:
- Ask Help Desk to escalate your requirement
- Or call/e-mail Customer Services Branch

- September 11, 2008

**Notes:**
Someone will contact you
If you do not return the phone call the ticket is placed on “hold” until user contact is made
Work stoppage aka critical uplift
service should be used judiciously
Last year approximately 2500 tickets
700 surveys
approx 20 negative results
5 levels of happiness
top two only give positive response
other three (including ‘good’) is considered negative 
If you are dissatisfied with services provided contact Noah Nason

## After Hours Support	

- NASA IT Central Help Desk is staffed 24x7x365

- September 11, 2008

**Notes:**
When calling into the Help desk on the weekend please follow the instructions on phone tree

## NASA HQ Office of Operations Help Line

**AV Conferencing & Support**
**Mail Services**
**Receiving & Inspection**
**VITS Scheduling**
**Library Services**

_**Press 6**_** **
**Communications Support Services Center**

_**Press 1**_
**Computer Help**
**Teleconferencing**
**ADP Services**
**Xerox Services**

_**Press 3**_
**Locksmith**
**Facilities & Safety Hazards**
**Move Services**

_**Press 2**_** **
**IEMP Password Resets**
**Payroll**
**WebTADS**
**Travel Manager**

_**Press 5**_** **
**CI Travel**
**Passport**
**Parking Permits & Transit Subsidies**
**Nations Bank Government Card**
**Garage & Government Vehicles**

_**Press 7**_** **
**Badging Office**

_**Press 8**_** **
**Password Resets**

- September 11, 2008

**Notes:**
These options are subject to change 

## Questions?

- September 11, 2008

## Break

**Notes:**
Be back in 10 minutes

## Sensitive Information Protection Awareness Training

## Office of Management & Budget (OMB) memo M-06-16 (Appendix B in handout) required Agencies to take 4 actions with respect to Personally Identifiable Information (PII):
Encrypt data on mobile computers
Require 2-factor (token/SmartCard) authentication for remote access (Implemented at HQ)
Implement “time-out” limits after 30 minutesof inactivity (Implemented at HQ)
Track/Log all computer-readable extracts of PII data from databases, and erase within 90 days (unless still needed).
Emphasis on sensitive information that is either:
Accessed remotely
Physically transported outside of Agency’s facility 
Incident reporting requirement of 1 hour from time of discovery
NASA and the Federal Government already have applicable  penalties of written reprimand to removal for 1st time offenders, 1 to 3 days suspension or removal for 2nd offenses and 7 days suspension to removal for 3rd offense.  Federal consequences include fines of $3000.00.

- Encrypt data on mobile computers
- Require 2-factor (token/SmartCard) authentication for remote access (Implemented at HQ)
- Implement “time-out” limits after 30 minutesof inactivity (Implemented at HQ)
- Track/Log all computer-readable extracts of PII data from databases, and erase within 90 days (unless still needed).
- Emphasis on sensitive information that is either:
- Accessed remotely
- Physically transported outside of Agency’s facility
- Incident reporting requirement of 1 hour from time of discovery
- NASA and the Federal Government already have applicable  penalties of written reprimand to removal for 1st time offenders, 1 to 3 days suspension or removal for 2nd offenses and 7 days suspension to removal for 3rd offense.  Federal consequences include fines of $3000.00.

**1**

- What and Why?

- September 11, 2008

## Personally Identifiable Information (PII)

Any information that identifies or can be used to identify, contact, or locate the person to whom such information pertains. 
This includes information that is used in a way that is personally identifiable, including linking it with identifiable information from other sources, or from which other personally identifiable information can easily be derived, including, but not limited to, name, address, phone number, fax number, e-mail address, demographic information such as age, income, and zip code, financial profiles, social security number, and credit card information. 
To the extent unique information (which by itself is not Personally Identifiable Information) such as a personal profile, unique identifier, biometric information, and IP address is associated with Personally Identifiable Information, then such unique information is also considered Personally Identifiable Information. 
Personally Identifiable Information does not include information that is collected anonymously (i.e., without identification of the individual user) or demographic information not connected to an identified individual.

**Any information that identifies or can be used to identify, contact, or locate the person to whom such information pertains. **
**This includes information that is used in a way that is personally identifiable, including linking it with identifiable information from other sources, or from which other personally identifiable information can easily be derived, including, but not limited to, name, address, phone number, fax number, e-mail address, demographic information such as age, income, and zip code, financial profiles, social security number, and credit card information. **
**To the extent unique information (which by itself is not Personally Identifiable Information) such as a personal profile, unique identifier, biometric information, and IP address is associated with Personally Identifiable Information, then such unique information is also considered Personally Identifiable Information. **
**Personally Identifiable Information does not include information that is collected anonymously (i.e., without identification of the individual user) or demographic information not connected to an identified individual.**

**2**

- What is PII?

- September 11, 2008

## Laptops and external hard drives are required to use the following mechanisms to protect PII on the desktop and laptop:
PC:  Entrust ICE
Mac:  File Vault 
Entrust is the Agency tool for e-mail encryption.  Mac customers will need Entrust to encrypt/un-encrypt e-mails.

**PC:  Entrust ICE**
**Mac:  File Vault **
**Entrust is the Agency tool for e-mail encryption.  Mac customers will need Entrust to encrypt/un-encrypt e-mails.**

**3**

- Agency Solution

- September 11, 2008

## Entrust	

- Entrust is a family of products that allow you to encrypt and digitally sign documents.
- You can encrypt documents for yourself or for sending to someone else.
- In order to use Entrust:
- The workstation software must be installed on your computer.
- You must be issued a digital certificate by the Registration Authority.
- You must have an Entrust profile created and stored on the hard drive of your computer.
- View: http://www.hq.nasa.gov/itcd/itsecurity/pki_entrust.html

- September 11, 2008

## HQ Appropriate Use Policyand IT Security Awareness Training

## Use Of NASA IT Resources 

- NASA IT Resources are for OFFICIAL BUSINESS and other less formal authorized activities.
-  Limited personal use is permitted provided:
- It does not interfere with NASA missions or   operations.
- It does not affect employee productivity.
- It does not incur additional expense to the Government.
- It does not violate the Standards of Ethical Conduct for Employees of the Executive Branch (5 CFR  2635)

- September 11, 2008

**Notes:**
Call IT Support to reset password

## Any activity or exchange, which would violate federal, state, or local laws, regulations, or policies.
Operating a private business, consulting, or sale of goods and services.

- Operating a private business, consulting, or sale of goods and services.

- IT Prohibited Practices

- September 11, 2008

**Notes:**
Suggestion: prohibited practices should include phones, printers and copiers, not just PC’s

## Outside fund-raising, endorsement, lobbying, or participation in prohibited partisan political activity.
Creation, downloading, viewing, storage, copying, or transmission of sexually explicit material or materials related to gambling, illegal weapons, terrorist activity, or controlled substances.

- Creation, downloading, viewing, storage, copying, or transmission of sexually explicit material or materials related to gambling, illegal weapons, terrorist activity, or controlled substances.

- IT Prohibited Practices (cont.)

- September 11, 2008

**Notes:**
Give info on abuse@hq.nasa.gov

## Creation, copying, transmission/re-transmission of chain letters or other unauthorized mass mailings.
Transmission of profane, obscene, abusive, offensive, or harassing statements including disparagement of others based on race, national origin, sex, sexual orientation, age, disability, religion, political beliefs, or political affiliation.

- Transmission of profane, obscene, abusive, offensive, or harassing statements including disparagement of others based on race, national origin, sex, sexual orientation, age, disability, religion, political beliefs, or political affiliation.

- IT Prohibited Practices (cont.)

- September 11, 2008

## Circumventing or disabling IT Security measures such as anti-virus software or attempting to deprive authorized users access to a resource.
Illegal or unauthorized entry into or modification, destruction, manipulation, or denial of access to information residing on ANY information system.

- Illegal or unauthorized entry into or modification, destruction, manipulation, or denial of access to information residing on ANY information system.

- IT Prohibited Practices (cont.)

- September 11, 2008

## Downloading, installing, or running programs or utilities that may expose or exploit weaknesses in system security without express permission of Headquarters CIO.
Posting NASA or other information to newsgroups, bulletin boards or other public forums without authority.

- Downloading, installing, or running programs or utilities that may expose or exploit weaknesses in system security without express permission of Headquarters CIO.
- Posting NASA or other information to newsgroups, bulletin boards or other public forums without authority.

- September 11, 2008

## Use of a NASA computer system in any way that might be interpreted as an attempt to influence a member of Congress regarding legislation or appropriation.
Loading software or moves, additions, alterations, or replacement of any HQ computers, network connections cable plant, or other IT resources without express permission of Headquarters CIO.

- Loading software or moves, additions, alterations, or replacement of any HQ computers, network connections cable plant, or other IT resources without express permission of Headquarters CIO.

- IT Prohibited Practices (cont.)

- September 11, 2008

## IT Prohibited Practices (cont.)

- Unauthorized acquisition, use, reproduction, transmission, or distribution of any controlled information that includes privacy act, copyrighted, trade marked, or material with other intellectual property rights; proprietary data; or export controlled information.

- September 11, 2008

**Notes:**
Do not copy movie or music CDs @ work or on work time

## A Good Rule Of Thumb 

- Ask yourself:
- Would I be using Government resources like this if my supervisor or the NASA administrator was looking over my shoulder?
- If the answer is no, then
- you should refrain from the activity in your work place.

- September 11, 2008

## All Web site traffic is monitored!

- September 11, 2008

## Must be at least 12 characters long.
Must contain at least one alpha, one numeric, and one special character.
Must not contain any form of your name, user-id, birth date, family member name, personal information, dictionary words, NASA project or Organization name, vendor product, sports team names, vehicle names, etc.
You may not reuse any of your previous 24 passwords.
If you must write it down – LOCK IT UP!
Passwords must be changed every 60 days.
Don’t wait until it expires to change it.
For password resets or assistance, call 358-HELP.

- Must contain at least one alpha, one numeric, and one special character.
- Must not contain any form of your name, user-id, birth date, family member name, personal information, dictionary words, NASA project or Organization name, vendor product, sports team names, vehicle names, etc.
- You may not reuse any of your previous **24** passwords.
- If you must write it down – LOCK IT UP!
- Passwords must be changed every 60 days.
- Don’t wait until it expires to change it.
- For password resets or assistance, call 358-HELP.

- Password Procedures

- September 11, 2008

**Notes:**
Prompted to change password every 90 days

## Social Engineering

- Hackers use of lies, impersonation, tricks, bribes, threats, or blackmail to gain the information required to attack    information systems.
- Don’t ever provide any information over the phone or via e-mail concerning yourself or your computer unless you are absolutely certain of the identity of the solicitor.
- NEVER PROVIDE YOUR PASSWORD TO ANYONE!

- September 11, 2008

## Basic IT Security for 2008 

- All NASA employees must complete Basic IT Security Training annually
- New employee orientation _DOES NOT_ satisfy the annual requirement
- Training is offered via the NASA SATERN Learning Management System (https://satern.nasa.gov) or classroom sessions at Headquarters
- See the "Training & Awareness" page at http://www.hq.nasa.gov/security for completion deadlines, classroom training schedules, & more information

- September 11, 2008

## Greg Kerr - HQ IT Security Manager 
(202) 358-2218
gkerr@hq.nasa.gov 

Scott Oglesby – HQ IT Technical Security Manager
(202) 358-0654
scott.oglesby@nasa.gov

Andrew Boncek - HQ IT Technical Security Manager 
(202) 358-7218
andrew.boncek-1@nasa.gov 

- (202) 358-2218
- gkerr@hq.nasa.gov
- Scott Oglesby – HQ IT Technical Security Manager
- (202) 358-0654
- scott.oglesby@nasa.gov
- Andrew Boncek - HQ IT Technical Security Manager
- (202) 358-7218
- andrew.boncek-1@nasa.gov

- Questions?

- September 11, 2008

## Voice Mail

## Voice Mail

- VoIP telephones
- NASA HQ Voice Messaging System
- Training available by request
- Call the CTC at 358-1111 to schedule training

- September 11, 2008

**Notes:**
Presented by Clarence Coleman

Print out handouts.

## Conclusion

## Key Points to Remember

- IT Help Desk
- Call 358-HELP (4357)
- Send e-mail to:  _[service@hq.nasa.gov](mailto:service@hq.nasa.gov)_
- Computer Training Center (CTC)
- Call 358-1111
- Send an e-mail to ctc@hq.nasa.gov
- Visit http://ctc.hq.nasa.gov

- September 11, 2008

## Key Points to Remember

- Metrics:
- Move/Add/Change requests.  The contractor has 3 days after _**NASA**_ approval to complete.
- Problem Ticket. The contractor has 1 day to complete.  User may declare a work stoppage; the contractor has 30 minutes to begin work. Costs $150+ each time.  Most “Critical Uplifts” require Customer Services Branch approval.

- September 11, 2008

## Key Points to Remember

- Do not:
- Disable software on your computer.  This is an Appropriate Use violation and could result in a $150 charge each time
- Load (download) software or Windows patches:
- Causes a serious breach of security
- May result in $150 charge for a restore to service

- September 11, 2008

**Notes:**
Disabling SMS keeps us from delivering needed upgrades to your computer
Disabling Asset Insight – keeps us from getting valuable information about software here at HQ
Downloading software which is not tested or integrated with our Standard load on HQ computers can create problems – $140 each time your computer has to be changed out.

## Key Points to Remember

- IT Help Desk will:
- Try to fix your problem on the first call
- May have to call you back
- May have to visit your workstation
- With you present
- Without you present
- If unable to help, will escalate your need to the Customer Services Branch

- September 11, 2008

**Notes:**
If you need to be present when support technician calls and you are not there.  Please respond back with a mutually agreeable time.  Broken appointments result in ticket being put on hold and then closed.

If you do not want the technician to work on your computer while you are not there you must so inform the Help Desk.

## Internet References and Resources

- NASA People
- _[http://nasapeople.nasa.gov](http://nasapeople.nasa.gov/)_
- HQ Home Page
- http://www.hq.nasa.gov
- Information Technology & Communications Home Page
- http://www.hq.nasa.gov/itcd
- IT Security
- http://www.hq.nasa.gov/itcd/itsecurity/it-security.html

- September 11, 2008

## Internet References and Resources (cont.)

- Computer Training Center Home Page
- 	http://ctc.hq.nasa.gov
- IT Security Training – SATERN
- 	https://satern.nasa.gov/elms/learner/login.jsp
- WebTADS
- 	http://webtads.hq.nasa.gov/training.htm
- Travel Manager
- 	https://nasatravel.ifmp.nasa.gov
- Communications Support Services Center
- 	http://cssc.hq.nasa.gov/
- Desktop Backup and Recovery Program
- 	http://www.hq.nasa.gov/itcd/desktop_backup.html

- September 11, 2008

## Customer Services BranchPhone Numbers

- Jeff Hall  			358-1229
- Elaine Bowman		358-1342
- Joan Verbeck		358-1477
- Sharon Washington	358-2155
- Jeff Anderson		358-1348
- Mike Crnkovic		358-0617
- Stanley Artis		358-2032
- Tom Powers		358-1666
- Mary Shouse		358-0625

- September 11, 2008

## Employee IT Responsibilities

- Fill out Account Administration Forms (NHQ 252)
- Follow the “Appropriate Use” Policy in the performance of your duties
- Update ENS information when it changes
- Obtain annual IT security training
- Maintain your own Directory record
- Back up your hard drive (C:)
- Call IT Help Desk at 358-HELP (4357) for all IT services, problems, and other needs
- Consult with the Customer Services Branch and/or your IT Point-of-Contact (POC) for questions and requirements that cannot be handled by the Help Desk

- September 11, 2008

**Notes:**
IT security training available on SOLAR Web site listed at end of presentation
Give brief explanation of forms that will be filled out/signed
Sign System Access Request (NHQ 224) (Complete/sign an Account Access Request (NHQ 252) must be on file with the Help Desk in order to have a password reset for whatever reason. 

## Next Steps

- Fill out Account Access Request (NHQ 252) form
- Enter ENS information or sign ENS waiver
- If needed, schedule VoIP, Outlook, or Entourage training with the CTC 358-1111
- Complete IT Orientation Survey

- September 11, 2008

**Notes:**
Sign 224 per NP 2810 policy rules & regs
252 used to verify person for password reset

Have students fill out an evaluation.

Send another evaluation after 6 weeks for follow-up

## NHQ 252 – Account Access Request

- September 11, 2008

##  Thank you for your attention!

## Appendices

- Data Backup

- September 11, 2008

## Data Backup

## Why Back Up Your Data?

- Hard Drives can fail
- Not common, particularly among HQ users
- There have been several the past
- Protect your data by backing it up

- September 11, 2008

## How Often Should You Back Up Your Data?

- Back up your data as frequently as you cannot afford to do it over
- This could be every day, or less frequently, depending upon your work needs
- In either case, you can use your Calendar or Tasks to set reminders to help you stay on top of managing your mail and data backups

- September 11, 2008

## What Should You Back Up?

- Aside from your mail (PST file), you should also back up:
- Critical work data
- Your Entrust Profile folder, if you have one
- Templates you have created locally
- Favorites from your Web browser
- Any other files/folders you cannot afford to lose

- September 11, 2008

## Backing Up Your E-mail

**Server Folders vs. Personal Folders**
- Data in the Server folders is backed up on a regular basis
- You have a mailbox quota of 100 Mb
- You must manage the mail you store on the server in order to stay within your quota
- This may require you to periodically move mail to your Personal Folders, or to an Archive file
- Data in your Personal Folders is not backed up automatically
- You must manually back it up to an appropriate location for long term, secure storage
- The appropriate locations are detailed later in this presentation

- September 11, 2008

## Mailbox Folders

- Server folders are listed under your Mailbox name, usually at the top of the folder list
- Personal folders are listed under Personal Folders, usually below your server folders

- September 11, 2008

## Outlook Auto-archiving vs. Manual Archiving

- Auto-archiving - designed to be a local backup of data that is overwritten by new data at regular intervals
- The default interval is every 14 days
- The defaults can be changed by using Tools, Options in Outlook
- Should I use Auto-archive?
- If you do not need to keep data older than 14 days
- OR
- If you rename and copy these archive files to long term, secure storage, you can take advantage of the Auto-archive feature

- September 11, 2008

## Auto-archiving vs. Manual Archiving, Continued

- Manual Archiving – allows you full control over what, where, and when to archive
- If you need to keep data for longer periods
- OR
- If you want to control file naming and whether the files are overwritten, you can change the Auto-archive settings to manually archive your mail

- September 11, 2008

## Archiving Hints

- Regardless of whether you choose to Auto-archive or Manually Archive your mail:
- Do not change the default location where the archive.pst file is created and retrieved by Outlook
**If you read the file from a network location, your archived mail could become corrupted! **
- Rename the file when you copy it to another storage location
- OR
- Label/date the media if you back up to CD-ROM or DVD/R, so that you can easily locate the file you need

- September 11, 2008

## Backing Up Your PST File

- Your PST file in Outlook/Entourage is where the mail in your Personal Folders is stored
- File is typically too large to fit on a standard issue flash drive (256 Mb)
- You may request a larger capacity flash drive (2 or 4 Gb); see your IT POC to request one
- You may burn the file to a CD-ROM or a  DVD/R (if you have a DVD burner on your system)
- You may save it to your User folder on the Network (T: drive)

- September 11, 2008

## Backing Up Your Data

- Where can you store your data?
- Flash drive
- CD-ROM
- Hard drive
- Network folders

- September 11, 2008

## Where Can You Store Your Data?

- Flash drives
- Temporary storage used for data transfer
- CD-ROMs
- Longer term storage or for data transfer
- Local Hard drive
- Long term storage
- Network folders
- Long term storage, data transfer between users, or for data transfer between computer systems

- September 11, 2008

## Flash Drives – Pros & Cons

- Pros:
- Fast, fairly high capacity (256 Mb standard; 2 – 4 Gb available), durable, and compact
- Ideal for transporting data from one physical location to another
- Nearly universal availability of USB support means they can be used almost anywhere
- Cons:
- Volatile; can sustain only a limited number of write/erase cycles before failure
- Can be damaged by misuse; typically occurs through repeated incorrect removal of device, causing loose circuit connections

- September 11, 2008

## CD-ROM or DVD/R Pros & Cons

- Pros:
- Higher capacity than flash drives – standard CD-ROM holds 650 or 700 Mb of data
- Single layer DVD/R can store 4.7 Gb, which is around 7 times as much as a standard CD-ROM
- Relatively easy to use
- Less volatile storage medium
- Cons:
- Must be handled and stored carefully to prevent damage to the media itself

- September 11, 2008

## Hard Drive – Pros & Cons

- Pros:
- Less volatile
- High capacity
- Easy to use
- Easy to organize/transfer data to and from different folders
- Cons:
- Not automatically backed up
- Not as easy to transfer data to other computer systems

- September 11, 2008

## Changing Your Default Save As... Locations for the Office Suite

- On a PC:
- In Excel and PowerPoint, go to Tools, Options, Save
- In Word, go to Tools, Options, File Locations
- In Access, go to Tools, Options, General
- On a Macintosh:
- In Excel, go to Excel, Preferences, General
- In PowerPoint, go to PowerPoint, Preferences, Advanced
- In Word, go to Word, Preferences, File Locations

- September 11, 2008

## Network Folders – Pros & Cons

- Pros:
- Least volatile due to built in redundancies
- Automatically backed up on a regular schedule
- Easy to transfer data between users or between systems
- Cons:
- Requires authentication to the network
- Your home system may require special setup or special instructions to access the network remotely

- September 11, 2008

## Network Folders

| Level of Access | Location | Examples | Description |
| --- | --- | --- | --- |
| User-Specific | \Users (T: drive) | \Users\jdoe
\Users\jhersche
\Users\jsmith3 | Access to files and folders restricted to the individual who owns the account. |
| Sub-Office | Second Level of Mission Directorate/ Support Office Directory (U: drive) | Office of External Relations  =  \SC\ER
Office of Procurement =  \IM\PR
Office of Human Capital Management = \IM\HCM
(Note: not all Mission Directorates or Mission Support Offices are organized this way. Only those that merged two or more former Codes will have this level of access) | Access to files and folders restricted to the sub-office of each Mission Directorate or Mission Support Office. Files and folders created at that level are not accessible by Mission Directorate or Mission Support staff in the other sub-offices. |
| Mission Directorate/ Support Office | Top-Level of Mission Directorate/ Support Office Directory | \IM (Institutions and Management)
\SC (Strategic Communications)
\ESMD (Exploration Systems Mission Directorate)
\SMD (Science Mission Directorate) | Access available by all staff in the Mission Directorate or Mission Support Offices. Files and folders that need to be shared across the Directorate or Mission Support Office should be saved here. |
| Multi-Office | \hq_groups (W: drive) | \hq_groups\Budget Team
\hq_groups\HQISO9000 | Access available by request using the NHQ 224 form. Folders created here are for sharing data with specific teams created from multiple Mission Directorate and Mission Support Offices. |
| HQ-Wide | \hq_shared (X: drive) | \hq_shared\From Bill to Jane
\hq_shared\jennyK | Files and folders created here are accessible to all staff and contractors at NASA HQ. This is a temporary storage facility only. Data older than 60 days are purged to conserve data space. |

- September 11, 2008

## Top-Level Network Folder Structure

- September 11, 2008

## Hints for Managing Your Data

- Create a task with reminder or a calendar event with reminder to archive your mail and back up your data
- Change your default Save As... location in the Office Suite to point to your User folder on the Network
- Keep a minimal amount of data locally and back it up on a regular schedule

- September 11, 2008