New Employee Orientation Information Technology Overview

1
New Employee OrientationInformation
Technology Overview
University Services
2
Agenda

• What systems does the central U of M support and
  where can I get help?
• What systems does my department support and where
  can I get help?
• How do I log on to my desktop?
• How do I keep my computer and U of M data secure?
• Keep your passwords secure
• Keep your email secure
• Protect your computer from viruses
• Keep U of M private data secure
• Keep U of M laptops secure
• Protect yourself from Internet Fraud
• U of M Security Policies
• Software and hardware discounts for U of M staff

3
U of M IT Structure
If you are unsure who to contact with a question,
begin with your departmental IT personnel.
4
How can I get support on my departmental systems?
Call U of M 1-Help for questions on central
systems.
5
What systems does the central U of M support
(OIT)?

• There are a number of applications that you may
  use in your job that are not supported by your
  departmental IS area, but are supported by the
  central University (OIT).
• Internet Accounts (x.500)
• CUFS (U of M general ledger will be replaced by
  PeopleSoft in the future)
• PeopleSoft (Student registration and Payroll)
• Voice Mail

6
How can I get support on central U of M systems
(OIT)?
7
How can I get support on central U of M systems
(OIT)?
8
How can I get support on central U of M systems
(OIT)?
9
How can I get support on central U of M systems
(OIT)?
10
How can I get support on central U of M systems?
11
Where can I get training on UMCal?
12
How do I schedule a U Services conference room in
UMCal?

• Refer to the UMCal Basics handout for information
  on how to schedule a U Services resource
  (conference room) using UMCal.
• Please cancel a conference room reservation if
  you your meeting is cancelled or rescheduled.

13
How can I get Email training?
14
How can I get Voicemail Training?
15
How can I get Desktop Application Training?
16
Your U of M Desktop

• Your desktop is used to carry out your job
  responsibilities as an employee of the U of M and
  U Services.
• Your desktop allows you to launch applications
  that you need to do your job.

17
How do I log in to my desktop?Auxiliary
Services/FM/CPPM/U Services
You must log in to Novell each day in order to
access your files and network applications. Your
Novell username and password are supplied by your
area tech department.
18
Changing your Novell Password
You will be prompted to change your password when
it expires
19
Changing your Novell Password
Enter your new password at the prompts.
20
Trouble logging in to Novell?
Verify that the Workstation only box is not
checked. If this is checked, you are not logging
in to the network.
21
How do I log in to my desktop?EHS/DPS
You must log in to Windows Domain (Active
Directory) each day in order to access your files
and network applications. Your Windows Domain
username and password are supplied by your area
tech department.
22
Changing your Windows Domain passwordEHS/DPS
You will be prompted to change your password when
it expires
23
Why is Desktop Security So Important?

• In a February 13, 2006 Wall Street Journal
  article on computer security it was stated that
  most security incidents are caused by a lack of
  common sense or a lack of awareness of the risk.
  Users need to understand their roles and
  responsibilities.

24
How do I keep my computer secure?

• Log off completely at the end of the day.
• Lock your screen by pressing CTRL/ALT/Delete/Enter
  if you are leaving your desk for more than a few
  minutes.
• Ensure that only technical personnel in your
  department work on your desktop.

25
How do I keep my computer secure?

• Make sure your desktop is physically secured.
• NEVER plug your home computer/laptop into the U
  of Ms network without the consent of your
  departmental IT staff.

26
Keep your passwords secure

• Your passwords are the key to your computer and
  your data.
• Have a strategy for creating a password,
  remembering and changing it.
• Do not share your password with anyone under any
  circumstances.

27
Keep your passwords secure (Cont.)

• Keep passwords in a locked location, not taped to
  your computer!
• Refer to OIT Systems Security Guidelines for help
  in choosing a password http//www1.umn.edu/oi
  t/security/passwordguide.html
• Test the strength of your password by entering it
  into Microsofts Password Checker
  http//www.microsoft.com/athome/security/privacy/p
  assword_checker.mspx

28
Keep your email secure

• Do not use a non-University provided email
  account to send University-related information as
  they are not appropriate or secure. Only
  xxx.umn.edu addresses are supported by OIT and
  centrally administered email servers.
• Never open an email attachment from an unknown
  source.

29
Protect your computer from viruses

• Do not download free software or games.
• Do not click on e-cards unless it the sender is
  someone you know. If the sender lists a friend
  or a family member do not open it. Friends and
  family do not send anonymous postcards.

30
Keep U of M private data secure (see handout)

• Know the meaning of the term private data and
  what it means to protect it. Legally, private
  data includes social security number, private
  health information, date of birth (handout)
• Do not store U of M private data on a laptop. A
  laptop computer or other portable device such as
  a Personal Digital Assistant (PDA) is very
  susceptible to loss and theft. Staff should
  assume that these devices can be lost or stolen.
  This data should be stored on a secure server.

31
Keep U of M private data secure (Cont.)

• Do not store U of M legally private data on your
  home computer or laptop unless supported by U of
  M technical staff.
• Know the U of M policy on the Acceptable Use of
  Information Technology. This policy outlines the
  uses and associated behaviors that are acceptable
  when using U of M technology (Handout).

32
Keep U of M laptops secure

• If you have a U of M owned laptop, you must take
  responsibility to keep it physically secured.
  Laptops should NEVER be left unsecured in your
  office. A laptop security lock is another way to
  further detect theft. Locks may be purchased
  through Techmart or the U of M Bookstores.
• If a laptop is stolen, notify your manager and
  your area IT Help Desk. They will file a police
  report and notify OIT Security. This is in
  accordance with the reporting procedures that are
  defined in the USIS Security of Sensitive Data
  policy (handout).

33
Protect Yourself From Internet Fraud
We need to always be especially aware of scams
and potential fraudulent activity on the
internet. According to the 2005 Federal Trade
Commission Report, 59 of every 100,000
Minnesotans reported identity thefts last year.
Threats from the internet change rapidly.
34
Phishing Scams
Phishing is an identity theft scam that uses
fraudulent e-mails and web sites to entice
recipients into divulging personal information
(e.g., credit card numbers, passwords or social
security numbers). An email is sent requesting
that the recipient access a fake website (which
will usually be a replica of a trusted site) and
enter their personal details, including security
access codes.
35
Phishing Scams (Cont.)
To see examples of recent Phishing scams, go
to http//www.millersmiles.co.uk/index.php
36
Phishing Scams (Cont.)

• Be suspicious of any email with urgent requests
  for personal financial information.
• Avoid completing forms in email messages that ask
  for personal financial information.
• Dont use the links in an email to get to any web
  page if you suspect the message might not be
  authentic. Call the company or log onto the web
  site directly by typing the address into your
  browser.

37
Phishing Scams (Cont.)

• If a U of M department is being impersonated by
  the phishing scam, forward the email to
  abuse_at_umn.edu along with a note about your
  suspicions.
• If another organization or company is the target,
  send a copy of the email to the Federal Trade
  Commission at http//www.consumer.gov/idtheft
• Contact your departments Help Line if you have
  any questions about suspicious emails.

38
Spear Fishing
Spear Fishing is a newer identity theft tactic
that uses e-mails to target a specific
organization. In this case, the email is likely
to appear to be sent from within the recipients
own organization (e.g., a user within umn.edu)
and generally from someone in a position of
authority. In some cases, it is simply the
subject that can lure users, as in recent
phishing emails with the subject of President
Dead that attempts to shock the user into
opening it and clicking on the links.
39
Pharming
Pharming uses email links to redirect
recipients to forged Web sites instead of
legitimate sites. Clicking on a link within an
email is always risky unless you know who sent it.
40
Protect your home computer

• If you use your home computer to access U of M
  systems, it is important to keep your computer
  secure and to regularly patch and update your
  software as needed.

41
U of M Safe Computing Web Site
httpwww.safecomputing.umn.edu

• Security News
• Instructions on how to secure a personal machine
• Instructions for what to do if your computer is
  infected with a virus
• FREE Symantec AntiVirus for home use for all
  staff and students

42
Examples of what can be accessed from home

• UMCal
• Remote access to Email
• U of M Web Sites
• Dial up access (free)
• Voice Mail
• Departmental systems (use secure VPN client if
  remote departmental system access is necessary)

43
U of M Security Policies

• OIT Security has a number of important security
  policies that may affect you. All employees must
  comply with the Acceptable Use of Information
  Resources policy. These polices are located at
• http//www1.umn.edu/oit/policies/index.html
• Your department may also have their own security
  polices that are aligned with these OIT Security
  policies. Contact your departments technical
  personnel if you have any questions on any of
  these policies.

44
Software and hardware purchases for U of M staff

• U of M faculty and staff are eligible to purchase
  computer software and hardware at reduced prices

45
Summary Questions

• Use your U of M internet password to access
  personnel information and UMCal.
• ? True ? False
• If I am having trouble logging into the network
  in my department, I should call OIT (1-Help).
• ? True ? False
• As long as I know that an email came from my
  bank, I can respond to a request for information
  using the link.
• ? True ? False

46
Summary Questions

• I am responsible, along with technical staff in
  my department, for keeping my desktop secure.
• ? True ? False
• It is OK to store private data on a laptop as
  long as I lock it up when I am not using it.
• ? True ? False
• If a laptop is stolen, you should report it
  directly to the U of M police.
• ? True ? False