ICT Update for Schools – Issue 11 February 2012

ICT Update for Schools

A’ toirt piseach còmhla air ionnsachadh is coileanadh ann an Coimhearsnachdan na Gàidhealtachd Working together to inspire learning and achievement in Highland communities.

Stolen Laptops As you may be aware there have been a number of instances of theft of ICT equipment, particularly a number of laptops, in Highland schools during the past 12 months. These thefts have occurred as a result of break-ins and opportunistic thefts during times when buildings are in use. Criminals may well be aware of new ICT equipment being rolled out to schools and therefore may be targeting schools.

The theft of ICT equipment causes a great deal of inconvenience and upset for Head Teachers, staff and pupils. The fact that devices used in the delivery of learning, teaching and assessment has been stolen causes distress to all. There are also serious cost implications in a period of tight budgets, due to insurance excess payments and increased future premiums.

If the devices that were stolen contained personal and/or sensitive information it may be considered a serious breach of the Data Protection Act. The Information Commissioner‟s Office (ICO) has the authority to issue monetary penalties of up to £500,000 in such cases.

Where unencrypted computers, laptops, iPads, Tablet PCs, CDs and memory sticks that contain personal data are lost or stolen, the price may be a heavy fine and it could potentially endanger the safety of pupils. For example, fines of £70,000 and £80,000 were imposed on Ealing and Hounslow Councils last year following the loss of unencrypted laptops containing personal information. Continued on page 2

In this Issue

Page 2 -

Page 3 - Online Learning, Refresh Toolkit, Teachers ability to access pupils folder.

Page 6 - Password Reset

Page 5 - Autodesk

Stolen Laptops Cont‟d, External Storage Devices & Legacy Wireless Access

Page 4 - Microsoft Home Use

Programme

Page 1 - Stolen Laptops

Page 7 - Password Reset Cont‟d Page 8 - Password Reset

Cont‟d, Spam Filter Catalogue Update, Page 9 - MPS Update

Page 10 - MPS Update Cont‟d Community Benefits

Scheme.

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Stolen Laptops (cont.)

The Highland Council has signed an undertaking with the Information Commissioner‟s Office as a result of a laptop containing sensitive personal data being stolen from HQ. This undertaking states that portable and mobile devices which contain personal data will be encrypted and that adequate physical security measures will be in place. Breach of this undertaking is likely to lead to a fine being

imposed on the Council.

Under no circumstances should any personal data about pupils or staff be stored on the hard drive of unencrypted devices or any removable media such as memory sticks, CDs or DVDs. This information should be stored in the appropriate folder onto the secure Server. If the information does need to be moved or accessed temporarily off line then encrypted memory sticks should be deployed. Encrypted memory

sticks can be obtained from the Fujitsu ICT Services Catalogue.

The new laptop devices installed by Fujitsu in schools are built with an encryption mechanism as standard. This means that the information is scrambled in such a way that it can only be retrieved by using an

authorised Highland Council User Name and Password.

The new desktop PC devices in schools are not built with an encryption mechanism at present. Laptop devices that have been

retained after the refresh (legacy devices) also do not have the encryption software installed. It is therefore important to consider the information that is stored on these devices. These devices will be

encrypted in the coming months.

If ICT equipment theft has occurred in your school this should be reported to the police and the Fujitsu Service Desk as soon as possible

via 0800 731 2702.

Head Teachers should ensure that appropriate steps are taken in order to prevent the loss of ICT equipment. The school should make sure that its security procedures have been updated to include guidelines for how ICT should be physically protected within and out with the building. Staff should also be made aware of their responsibilities to protect personal data and ICT equipment, by locking away equipment

where appropriate.

Further guidance on information security will be issued in due course.

If you require further advice or clarification on any of the issues raised please address them to Matthew Vogan, Performance and Business

Support Manager in the first instance.

ExternalStorage

Devices (Pen Drives)

Contrary to popular belief the use of pen drives is allowed on devices connected to the curriculum

network.

Unfortunately, some schools have found that their configuration is incorrect after refresh, if any user‟s find they are prompted to encrypt drives when they first plug them in should log a call in the service portal for this to be rectified. Some types of encrypted pen drives that were already used in schools have been found not to work with the new refresh solution as they act in a similar way to viruses by trying to push a software file onto the PC. This is blocked by the policies running on the PC. These types of Pen Drives have software encryption. These will need to be

replaced.

Users are reminded that they should not carry personal or other sensitive data on an unauthorised

or unencrypted device.

Encrypted pen drives, lower capacity drives are now available,

can be purchased via the ICT catalogue on the service portal by searching for the word Crypto.

Legacy Wireless Access

Please be reminded that the connection of 3rd party non council devices to the corporate or curriculum networks via legacy wireless access points is in breach of the Councils acceptable use policy. Legacy wireless access points are unsupported devices and as such any change requests logged may be chargeable.

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Online Training There is a wide range of ICT Training and Support

available to you online. You can access the online

training sessions for both Windows 7 and Microsoft

Office 2010 through the Council‟s online training

facility “My Online Learning”.

“My Online Learning” is available as a link from

the homepage of the Staff Intranet and as a link

from the bottom corner of The Highland Council

website so users can log on from home.

How to log on:

Enter your 8 digit Employee Number (this can

be found on your payslip) and;

Enter your Surname (in UPPER case) as the e-

learning password. When you log on for the

first time you will be asked to change this

password.

In the ICT Refresh sections you‟ll find:-

Jumpstart Guides

Getting Started Guides

Learning Video Tutorials

These guides and Tutorials will help you to better understand the new software you are being provided with as part of the refresh programme.

You will also find, in the Core section under

Security, an Information Management course which will help you manage information securely and safely and in accordance with legislation.

It is important that you try to make some time to explore the various courses available within “My Online Learning”.

You may need to discuss this with your Supervisor/Manager to ensure that you are given time to do so.

Refresh Toolkit is an exciting new resource brought to you by

Fujitsu working in partnership with Do-Be. Refresh has been

created to offer some suggestions on how best to use the new

technology that has being deployed to all Schools across

Highland Council by Fujitsu. Refresh complements the online

ICT training available at 'My Online Learning'.

It is available here and from the link under 'Schools ICT

Information' on My ICT Portal

Refresh will help you to cut down on preparation time and use

more of the technologies and online tools that appeal to our

young people such as Audacity, Google Earth, Web 2.0 tools

and more. Refresh also explores other programmes available

that are part of the standard builds on your new machines such

as Office 2010.

Do-Be work with over 3000 schools across the UK supporting

teachers to become more competent and confident in using

technology that already exists within their school. Refresh is

available on the Council network (HCHQ) only.

For more information on the Rollout, please visit My ICT

Portal and click on the ICT Updates link.

Teacher’s ability to access individual pupil

folders As a change to the solution design for refreshed schools,

requested by a number of schools, teachers now have the

ability to access individual pupil folders on the server. This

allows teachers to mark up individual work or leave

assessment sheets in pupil‟s folders.

If you feel that this access is not working at your school please

contact the Service Desk and this will be looked into.

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Microsoft Home Use Programme The Highland Council recently notified staff of the benefits of a Microsoft Home Use Programme, at this time the scheme was not available to Highland Council Staff who did not have a highland.gov.uk email address.

We are pleased to say that as part of the wider benefits provided as part of the Council‟s licensing, we are now able to offer the Home Use Programme to Highland Council staff who have a Glow email address. This programme enables you to get a licensed copy of Microsoft Office 2010 Professional Plus for use on your home PC for a very low cost. To be eligible for this scheme you must be employed by The Highland Council and have a highlandschools.org.uk email address. Microsoft Office Professional 2010 Professional Plus generally retails for several hundred pounds but under this deal it is available for £8.95 as a download or £17.95 on DVD. The package includes the following software most of which will be installed on the refresh PCs currently being rolled

out: Word, Excel, PowerPoint, OneNote, Outlook, Access, Publisher, InfoPath, SharePoint Workspace,

Lync.

Please note that we are still in the process of confirming whether employees of High Life Highland are eligible

for this offer. More information will be sent out directly to HLH staff when the position is clearer.

To access the Microsoft Home Use Program Web site:

1. Go to http://hup.microsoft.com/ 2. Select the country to which you want your order to be shipped to (United Kingdom) and choose the

language for viewing the order Web site.

3. Enter your highlandschools.org.uk e-mail address and insert the following program code: E4B83E88D1

Note: This program code is assigned to The Highland Council for our sole use in accessing this site. You

may not share this number with anyone outside The Highland Council and it is not for use by pupils. 4. Place your order online, and it will be shipped to the location you have chosen. Please note that a

fulfilment fee will be charged to cover packaging, shipping, and handling costs.

5. You will receive an email with a link to follow to download the software. Please ensure you do NOT try

to download the software at work. Instead, forward the email to your home email address and

download when you get home.

This software is fully licensed and is for home use only. It can be used as long as you are a Council employee and as long as the Council continues to maintain an Enterprise Agreement with Microsoft. If you leave Council

employment it is your responsibility to uninstall the software. To meet your and the Council’s requirements for

information security, this software is not provided for home working but for personal use. If you are required to work from home then please ensure that you are either using an encrypted Council laptop or accessing Council systems using the secure Web VPN system. Please contact your line manager or ICT Services if you have any

queries about this.

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Autodesk The transition into the new contract and the update of ICT equipment has raised issues with software compatibility for applications within the secondary school sector. One of the key applications that has been

identified as being used extensively throughout the region specific to technical subjects is Autodesk.

A decision has been made to fund this package centrally and utilise a license server in the Highland Council Data Centre for your use. In addition to this we will be agreeing with Fujitsu an upgrade path to ensure that we stay

current where possible and are also looking into a training package that can be offered during in-service days.

The Council has purchased 450 concurrent licenses for Autodesk Design Academy 2012, Autodesk Design

Academy 2012 includes the following:

AutoCAD - AutoCAD Architecture - AutoCAD Civil 3D - AutoCAD Mechanical - Autodesk Inventor Professional

Autodesk Revit Architecture - Autodesk Sketch-Book Designer - Autodesk Vault - Autodesk 3ds Max Design

Although we are not mandating to teachers what software should be used, it is hoped that by providing these modern industry standard applications effectively free of charge to schools, it will encourage the teachers in

Technical subjects to adopt them. A list of benefits is below:

Teachers moving between schools do not have to learn a new package and tailored training can be

developed;

Barriers are broken down when working collaboratively between schools on Glow;

Upgrade paths become easier and the authority benefits from savings in volume licencing;

Using the licence server allows users to borrow a licence when needed meaning we can cut down on the

amount of licences purchased. As we are not paying a licence per installation we can install on an infinite

number of machines at no extra cost ;

Will encourage e-champions who can pioneer and act as mentors to other staff. The curriculum training

group are currently identifying mentors for each ASG, they will be trained in providing on-going support

to other staff in matters of ICT.

It is recognised that some schools may have already purchased upgraded software licences for the above packages before their refresh. We would encourage these schools to adopt this central licencing for the reasons detailed above and work will be done after the main refresh project has finished bringing you up to the same platform as other schools. In order to carry out this work you should log a call to the Highland Council service desk in the

first instance.

For the avoidance of doubt the above software packages will be funded by the Council, therefore there is no

financial contribution expected from schools towards the licencing.

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Password Reset Tool

Introduction

This password reset tool allows a teacher at a school to reset passwords for pupils at their school within the

Highland Council corporate network (called HCHQ).

It relies on the teacher being in the „Teacher OU‟ (Organisation Unit on Active Directory) and in the „School OU‟ for the school that they want to change passwords for. These are credentials held against your user name on the network.

Support

If you have problems accessing this tool as a teacher within The Highland Council please contact the Fujitsu Service Desk on (0800 731) 2702 or through My ICT Portal, „Raise Incident‟ form. They will need to check your

credentials on the „Active Directory‟

Steps to Reset a Pupil Password

1. Type into web browser the following link (save as one of your „Favourites‟)

http://nthqes1/curr_pwdChange/

2. You will come to the following login screen

Continued on Page 7

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3. You can check the box to get some help and it will produce this information at the bottom of the page

This explains that you can only change passwords for pupils in your school. It does this by checking your login

username against your location.

4. Select the pupil required by either full or part name or user name if you know it.

Once you select the pupil the “Set Password” button is enabled, set the password to the required format (between 6 and 9 chars with one in uppercase and one a number). Once the password is set here a flag is set that will force the

pupil to change the password again when they first login.

Continued on Page 8

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Password Reset Tool (contd.)

This explains that you can only change passwords for pupils in your school. It does this by checking your login username against your location.

5. Select the pupil required by either full or part name or user name if you know it.

Once you select the pupil the “Set Password” button is enabled, set the password to the required format (between 6 and 9 chars with one in uppercase and one a number). Once the password is set here a flag is set that will force the

pupil to change the password again when they first login.

ICT Update New SPAM filter

Over the Christmas holiday period, the Council‟s email filtering service moved from IOMART to Microsoft. This

service filters both incoming and outgoing email. For highland.gov email user sending email to glow mail (Such as

School SMT) this should remove the issues previously experienced where there were delays in sending email to

Glow Mail due to the negative rating that IOMART had picked up from ratings analysts on the internet.

Catalogue update

Update on the ICT Catalogue. With regret we have had to remove the following items from My ICT Catalogue.

Flip Cameras; Flip who are funded by Cisco are currently without a financial sponsor as Cisco have

announced they are pulling out of the business. Flip Video

This has created a shortage of UK stock and at present we are unable to purchase any through our suppliers. Any

items that are currently for sale with retail vendors are believed to be the only remaining UK stock. We are

exploring other products within this type however the only direct replacement is from Kodak who have recently

filed for bankruptcy.

Apple iPads; these have been removed at the Council‟s request following a number of security concerns. ICT

Services and Fujitsu are working together to establish an evaluation trial on these devices, and would like to return

them to the catalogue when sufficient safeguards are in place.

In addition to this we have been undertaking a best value exercise to ensure that all pricing is competitive. Work

continues to update descriptions and pricing during the month of February. If there is a product you would like to

add to My ICT catalogue please contact Mike.Wallace@uk.fujitsu.com

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ICT Update for Schools – Issue 11

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Managed Print Service (MPS) Update MPS Rollout update

The Managed Print Service rollout is on schedule and progressing well. By the end of January 2012 approximately 75% of sites will be

complete accounting for around 1300 new printers and copiers.

The schedule to completion is as follows:

a. Core rollout of sites and devices is due to complete at the end

of March 2012.

b. Phase 6 devices are due to be completed by the end of June 2012 (Phase 6 allows the lease period to reduce for devices before they are replaced).

c. Group A&B schools - these sites were deferred from the core rollout to allow lease costs to be minimised. The schedule for rollout to

these sites is yet to be agreed. A list of these sites is available here.

A summary of the benefits and an overview of the Managed Print Service is available at this link. The MPS Curriculum Rollout schedule

is available at this link.

Device usage review process

Within the ICT contract there is a limit of 1775 devices that can be

deployed at any one time (there are also limits within the 1775 for

specific categories of device e.g. A3; MFD etc., and there is therefore a

requirement to periodically review the usage of all devices and where

appropriate to amend the devices in use at a site.

This may involve removing, adding, downgrading or upgrading of

device and will ensure that;

a. That the specific requirements of each site are adequately met.

b. The pool of devices/categories of device available to Highland

Council is not exceeded.

The initial review of MPS devices has taken place in January 2012 and

focused mainly around the distribution and usage of A3 within the

corporate estate. Any devices identified as being outside the

operational parameters will be discussed with the RPO and users on

the affected sites.

Extraordinary High Volume Print

Runs SolutionX monitor networked Managed Print Service (MPS) devices during supported hours but, unusually high print runs in concentrated periods can exhaust consumables rapidly allowing no realistic time for replenishment, further heightened by extraordinary runs conducted outside of normal office hours. Users with a known high volume print run, such as elections, exam prelims etc., are requested to notify SolutionX (via the service desk) in advance of the anticipated dates, so that machines can

be subjected to increased monitoring.

Guidance regarding printing

multiple PDFs generated from

Pearson e1 e.g. Year Group reports but also applies to any large sets of multiple files you want to send to a printer. This can be found MyICTPortal/Knowledge Search/ Solution: 406199

MPS Enabling As MPS devices are rolled out there are a number of sites where temporary networking arrangements have been deployed. Separate enabling activity is already underway to replace these temporary arrangements with permanent solutions. This work is being managed by Fujitsu and their Inverness based contractor Future Communications. A schedule of the works is issued approximately one

month in advance and is available here. Future Communications should contact each site approximately 10 days in

advance to confirm arrangements.

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MPS - Movement of Managed Print Service Devices.

If there is a need to move any IT equipment, including any MPS printers or copiers, please raise a call with the Service Desk on 0800 7312702 or by email via My ICT portal. Users should not attempt to move any equipment themselves. There are a number of non-chargeable IMACS available, users log a request for a printer move, Solution X will assess the call and inform ICT Services how many IMACS are available. Approval will be

through the governance process.

Do not switch off any MPS devices at the mains, these devices are network dependent and are monitored by SolutionX.

Community Benefits Programme (update)

There are a number of exciting projects on-going within the Community Benefits Programme.

Community PC Recycling Project

The community recycling project in partnership with ReBOOT has commenced and an initial list of 350

voluntary groups in the Highlands will benefit from ICT equipment that has been cleaned up and reimaged for

use. This includes Youth and Sport related Groups and pre-school centres that are linked to local schools. A

minimum of 3,500 devices will be supplied over the duration of the contract. Cath King within the Chief

Executives Service maintains the priority list and contact should be made through the email address

policy6@highland.gov.uk.

Council Press Release Highland communities and children get festive season boost (30/12/11)

Safe Highlander 2012 Following the success of the internet safety set at the Safe Highlander events last year attended by the majority of P7 children in May/June 2012, Fujitsu have agreed to support this event for the duration of the contract and will be providing resources to host the internet safety set in conjunction with the Council.

Trainee Programme

As part of the Community Benefits programme, Fujitsu has a commitment to offer trainee position in the highlands. The first recruit is 22-year-old Abby Wilson from Inverness, whose task is to research use of technology in the classroom. Abby, who attended Merkinch and Muirtown primaries and then Charleston Academy before leaving for university where she received a law degree, was attracted by both the nature of the placement and its location. So far, Abby has worked with educationalists and schools, not just across the Highlands but further afield in England, America, Australia and elsewhere.

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More Information

Any questions or suggestions, please contact

The Client Relationship Team @ ICTServices@highland.gov.uk

For Transformation / Rollout queries, please see

Rollout Information or contact

ICT.Transformation@highland.gov.uk

Our next issue will be published in March 2012