Information Technology – Infrastructure (IT-I)

Information Services Group

Induction for New Starts – Project Managers

http://www.ed.ac.uk/information-services/about/organisation/iti

ContentsISG Strategic Vision:..................................................................................................3Induction notes for new staff at IT-I..............................................................................4IT-Infrastructure Division - Organisational Structure........................................................5Local site orientation..................................................................................................6Workplace location....................................................................................................6Working Hours (not Contract Staff)...............................................................................8Leave and absence (not Contract Staff)........................................................................8Training and professional development (not Contract Staff).............................................8General Information for New Staff................................................................................9Argyle House Information...........................................................................................9Useful Links to University policies and websites (Not all pertinent to Contract PMs)..........10Start Up Checklist....................................................................................................11Email Alias.............................................................................................................12ASTA Timesheet info...............................................................................................13Links to Project Methodology, Process and Website.....................................................14Project Managers’ Software......................................................................................15Project Manager Kit.................................................................................................15ITI Sharepoint.........................................................................................................15The Projects Website...............................................................................................15Video Conference....................................................................................................17Conference Call......................................................................................................20Linking to Room Screens using MirrorOp....................................................................20

Induction for New Starts – Project Managers

ISG Strategic Vision:

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Student experienceStudent experience and the unique Edinburgh offerOnline and distance learning leadersLibrary national and international leadership

Research and innovationResearch IT and Data SciencesInnovationCollaborative leadership and social responsibility

Service excellenceProcess improvement, efficiency, quality and best practiceLong-term IS strategic planning and linked professional servicesInformation security

Induction for New Starts – Project Managers

Induction notes for new staff at IT-I

Welcome to IT-I. This handbook contains useful information on our policies and procedures that you need to know in addition to the University of Edinburgh’s regulations (http://www.ed.ac.uk/staff-students/staff/regulations). It is intended both as a reference for existing staff and as a source of information for new staff as part of the induction process. If you have queries about the content of this booklet please contact your line manager in the first instance. General comments and feedback, including suggestions, may be sent to the Division’s Business Administrator, David Bonas.

This document intended to supplement and not replace the range of policies, regulations, and procedures maintained by the University. Where there are any perceived conflicts then the default position must always be that held by the University.

The Information Services Group (ISG) is a fully-integrated support service, offering physical and digital services across library, IT, learning technology, student study spaces and teaching room technologies. Within the ISG sits IT-Infrastructure which provides a range of services across IT and telephony. The IT-Infrastructure Division contributes to the following services: Communication and collaboration; Computing infrastructure; Desktop and personal computing; research computing.

Since January 2017 IT-I has been located in Argyle house in the historic Grassmarket area of Edinburgh. The Grassmarket is located directly below Edinburgh Castle and forms part of one of the main east-west vehicle arteries through the city centre. This helps to contribute to a vibrant and varied working environment and I sincerely hope that you will enjoy your time working with IT-I – whether that be as a full member of staff or as a contractor.

Tony WeirDirector of IT-Infrastructure

1st September 2017

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IT-Infrastructure Division - Organisational Structure IT Infrastructure Division is made up of the following sections: Desktop and Software Services; Communications Infrastructure Services; Research Services; Enterprise Services.

The Desktop Section consists of two team, Desktop Services and Software Services:

The Desktop Services Team develop and provide the technical and infrastructure support that underpins the university Windows Supported Desktop.

The Software Services team manage and distribute software from a number of software site licenses and bulk purchase schemes on behalf of the university.

The Communications Infrastructure Section (CIS) is responsible for delivery of a number of communications-related services to the University including:

Managing, maintaining, supporting and developing the University’s data network ‘EdLAN’ and its associated WiFi network.

Installing, maintaining and developing an advanced, economic and reliable telecommunications infrastructure which meets the University’s needs for both data and voice communications.

Installing, maintaining and developing a door access control and alarm monitoring system which meets the University’s needs

The Research Services Section manages the Edinburgh Computer and Data Facility. This provides a large compute cluster and associated storage system and research data service support.

The main facilities provided are as follows:

A high-performance cluster of computers Research data storage servicesResearch computing consultancy

The Enterprise Services Section provides a range of technical services to the University hosted on Windows Server, OS X, Unix and Linux systems. They also provide storage services hosted on our Storage Area Networks.

The university website provide the organisational chart and staff list.

https://www.ed.ac.uk/information-services/about/organisation/iti/division-iti-who/organisation-charts

https://www.ed.ac.uk/information-services/about/organisation/iti/division-iti-who/staff-list

To understand how ITI fits into the wider IS group and works with our partner IS divisions, please refer to TBC

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Local site orientation

IT-Infrastructure is located within Argyle House – a building which is owned by the City of Edinburgh Council from which the University rents space. The correct postal address is:

Argyle House3 Lady Lawson Street

EdinburghEH3 9DR

The majority of staff will enter Argyle House on Level E via the front door on Lady Lawson Street. Walk past the front security desk and the lifts are directly in front of you. The stairs are accessed via the first door to the right after the lift lobby. All staff and visitors should be aware that there is no Floor G in the building as this may cause confusion when looking for the Ground Floor!

To enter all University areas you will need to use your University pass or temporary visitor’s swipe card. Your card should give you access to all University areas (Floor F – east and west wings) but if this doesn’t happen please email: ah.facilities@ed.ac.uk. Contractors, or temporary staff, will be given a temporary pass for the duration of their time with us or until a more permanent pass can be obtained. Temporary passes can be collected from the ISG reception desk on Floor E.

Workplace location

On your first day you will be met by a key member of staff, usually your line manager or team leader, and they will introduce you to other facility staff and key people you need to know.

Please do not hesitate to ask questions about anything you have been told about / anyone you have been introduced to in your first days.

You will be given

Office / desk allocation Computer allocation (and login) Access to University systems Shelf/storage space allocation

To be completed by your line manager:

Your Line Manager: Contact details (location and telephone number): Your workplace:Location: Telephone number:

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On your first day you should also be introduced to the following key contacts in Argyle House:

Tony Weir IT-I DirectorDavid Bonas ITI Business AdministratorMaurice Franceschi ITI Portfolio ManagerITI Section Heads as appropriate to your role

Health and Safety as appropriate ah.facilities@ed.ac.ukHuman Resources as appropriate hr.infoservices@ed.ac.uk

Adam Wadee Project Service Manager for ITI allocated PMs Apps PMO PMO@ed.ac.uk

Although much of the list below will have been completed prior to your arrival, PMO, David, Adam and Maurice will assist in granting access to key systems, your university card and arranging for indications.

See the Startup Check List below.

A more detailed list of systems, roles and responsibilities can be found on IS wiki pages.

Key IT-I contacts

Role Name Location Phone IT-I Director Tony Weir F/West 505004Deputy Director and Head of Desktop Services

Graham Newton H/West 503338

Head of Research Services

David Fergusson F/East 517640

Head of Enterprise Services

Graeme Wood K/East 505003

Head of Communications Infrastructure Section

Dave Graham K/East 504990

ITI Portfolio Manager Maurice Franceschi K/East 505106ITI Business Administrator

David Bonas F/West 502837

ITI Admin staff Carla Zaccardelli F/West 504999

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Working Hours (not Contract Staff)

Standard working hours in the Division are 09:00 to 17:00, Monday to Friday although flexible working patterns are open to all staff and these should be agreed with your line manager. If there is a long-term need to alter your working pattern then this should be discussed with your line manager and channeled through University’s HR department.

We do not encourage working out of hours, or working overtime. We do understand that sometimes the operation of the Division may require late (or early) working, but believe we should work to minimise these occurrences. If you feel you need to work late frequently, please meet with your line manager to discuss working practices and put in place systems to remove the need for such overtime. You can only claim time off in lieu for overtime if the overtime hours have been agreed in advance with your line manager. You should also be aware of the Lone Working Regulations, and the systems in place in the facility to assure staff safety when working out of hours.

Leave and absence (not Contract Staff)

IT-I’s staff leave and absence is covered by the standard University of Edinburgh policies. Staff should consult the University Human Resources website for current details of leave policies.

Annual leave should be requested through line managers well in advance and clear notice, at least equivalent to the period of leave being sought, should be given (for example, two weeks plus one day for a fortnight’s leave, two working days for an absence of one day).

While requests for leave will not usually be refused, Management do reserve the right to decline requests where operational priorities preclude staff absence. Staff should note the University's rules for "carry over" of leave from one calendar year to the next and plan their use of annual leave accordingly.

Notification of absence due to sickness should be reported to your line manager in accordance with current University policy. Family, maternity and compassionate leave is also covered within the University guidelines.

Training and professional development (not Contract Staff)

You should discuss with your line manager ways to develop your professional skills, as well as options for maintaining currency in your specialist areas. In agreement with your line manager, staff attendance at relevant training events, external meetings and conferences is supported. A list of forthcoming training courses offered by the University can be found on your MyEd homepage under ‘events’.

You can register to attend these via MyEd. If you have identified a training event or meeting you would like to attend, please approach your line manager with the details well in advance of any application or registration deadlines so that we can make considered decisions about how best to deploy our training budget and arrange cover for you during the training event. We encourage participation in professional user groups, discussion forums and related platforms, but remind staff that, when you post or participate, your words reflect upon the facility, and would encourage courtesy and professional responses at all times.

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General Information for New Staff

IS WikiInformation Services has its own wiki, InSite, on which you can find lots of useful information. You use your EASE login to access it: https://www.wiki.ed.ac.uk/display/insite/InSite+Home

E-mail Communication On receipt of your signed contract, you are issued with a staff number and a University of Edinburgh e-mail address can then be created for you. When creating and saving your email signatures you should include your address, telephone number and email address.

You should acquaint yourself with the University’s Computing Regulations which were enclosed (with your contract as part of your Terms of Employment, and which can also be found here: http://www.ed.ac.uk/schools-departments/information-services/about/policies-and-regulations/computing-regulations

On the University’s web pages, you can search the entire University for colleagues’ email addresses and phone numbers simply by entering their name in the ‘search’ box and selecting ‘search for people’ from the drop down options where to search. Other useful email addresses:These may include location addresses e.g. is-24bp@mlist.is.ed.ac.uk which is a list for everyone in 24 Buccleuch Place.

Is.helpline@ed.ac.uk This is the IS Helpline for wider computing issues you might have.

MyEd and EaseMyEd. is more than a simple set of webpages. As a user of MyEd you have your own personalised view which you can further customise. The portal provides a range of personalised services, some of which contain information which is particular to you. https://www.myed.ed.ac.uk/

EASEis the University of Edinburgh's web login service, which provides access to a number of web-enabled applications and resources. Once you login to EASE you can have access to these resources for up to 16 hours without having to login again. Members of the University will be issued with their University Username (UUN) and a one-time use registration password enabling them to setup their EASE account with a password of their own choosing. Access is via MyEd.

Health & SafetyThe University Health and Safety Department covers a wide range of Health and Safety issues. The ones most relevant for IS are Fire Safety, Occupational Health, Occupational Hygiene and Training. All information about H& S in the University can be found at the H&S website: http://www.ed.ac.uk/schools-departments/health-safety.

Argyle House Information

General information about Argyle House

https://uoe.sharepoint.com/sites/is/change/themes/workingtogether/AHinfo/Home.aspx8

Induction for New Starts – Project Managers

Where you can find information about

Health and safety Fire alarm test Emergency evacuation Fire wardens Staff and visitors with mobility issues Car parking Computing facilities Internet use Staff areas Coffee breaks and lunchtimes Meeting rooms Shower facilities

Useful Links to University policies and websites (Not all pertinent to Contract PMs)

What Where

UoE Policies and Guidance (homepage)

http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance

Conditions of service http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance/conditions-service

Leave and absence(Not Contract Staff)

http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance/leave-absence

Pay, Grading and Promotions(Not Contract Staff)

http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance/pay-reward

Discipline, Grievance & Capability http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance/discipline-grievance

Health & Wellbeing http://www.ed.ac.uk/schools-departments/human-resources/policies-guidance/health-wellbeing

Learning & Development(Not Contract Staff)

http://www.ed.ac.uk/schools-departments/human-resources/learning-development

Equality https://www.ed.ac.uk/equality-diversity

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Start Up Checklist

ITI Project Managers are normally members of staff of the Project Services section with the Applications Directorate (ADO) or are Project Managers with a contract with ADO, but assigned to work 100% on ITI division projects. Therefore, PMs will be given access to the standard Project Services set of tools and training (as appropriate for staff members or contractors).

Here is a checklist of the systems you will be given access to and training by Project Services.

University card Printed formsNew PM uses the username and one-time use registration password info to register for EASE.  And the other form to get his Visitor Card.

PMOYou will require a photograph

Temporary card until your University card is supplied printed formNew PM will have a temporary card to access Argyle HouseGet one from IS reception on level E.

PMO

EASE PMOEmail Alias – see below PMOLogin to the Projects Website once you have an alias, so PMO can set access the sample projects for guidance

PMO

JIRA PMO

Hipchat PMO

Unidesk PMO

WikiIT-I wiki

PMODavid Bonas

ITI Sharepoint MauriceTimesheets and ASTA - set up and overview to be arranged.

PMO

Shared Drives K: O: U: PMO Projects website overview PMOMailing Lists : added to Project Services mailing list,IS Apps Division list, ITI emailing list.

PMODavid Bonas

Project Services Team meetings as appropriate

PMO

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Timesheet and Useful info email (Apps process and procedures)

PMO

Introduction to core health and safety procedures for work location and building specific regulations

Health and Safety

Workstation and lone/out-of-hours risk assessment forms

Health and Safety

Additional Induction by ITI David Bonas

Email Alias

This is important and needs to be done so that access to projects website, wiki, sharepoint.

Example text used by a colleague to get her alias setup:

Just in case you've not already done this...you'll need to have an email alias (firstname.surname@ed.ac.uk) created so that you can get access to some of the university systems. Instructions are below and some example text that Steph used when she started a few months back:

Requesting the creation of an email entry in the staff directory To request either a personal alias or functional alias you can send an email to maildir@ed.ac.uk from the account you want the alias to point to. Please specify the alias you want created. Please do not request multiple personal aliases. We are not permitted to create multiple aliases unless you are changing your name.

You can use the following text in your email (this was mine):

I have recently started with the University and have been allocated the above email account. Can you please create an email address for me with the standard format Stephanie.ruthven@ed.ac.uk?

Name: Stephanie Ruthven

UUN: v1sruth2

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ASTA Timesheet info

Note that ITI PMs will record their effort on an ASTA timesheet each week.

http://www.asta.is.ed.ac.uk/astatimesheet/default.asp

However, ASTA is not used for project planning nor effort capture for other ITI staff.

So timesheets are normally all that ITI PMs need to use.

ASTA timesheets must be completed by Contractors so that Agency timesheets can be approved.

Please see the following info in relation to contractor holidays / sick leave.  These are the codes to use in ASTA Timesheet: 

AGY001 – PLANNED ABSENCE – e.g. for unpaid contractor holidays. Booking and recording this in ASTA will assist in forward planning/scheduling, as we will now have visibility of leave plans.  

AGY002 – UNPLANNED ABSENCE - e.g. for unpaid sickness absence, time off for dependents – again to assist with resource booking and rescheduling. 

AGY003 – OTHER UNALLOCATED TIME – e.g. non-project/service related activity  – we do not expect there to be significant amounts of time coded here, however, it will allow us to capture time where contractors have short periods with no “productive” work i.e. that they can charge to relevant programme/project/service, or in the case of the PMO support contractor, where they are carrying out “admin”/PMO activities that cannot be directly attributed to specific programmes/projects. 

This will mean that contractor ASTA timesheets will now be submitted for full 35 hours per week (or pro-rata for part-time contractors). 

 The process and responsibility for checking and approving agency timesheets will not change and will remain with the line manager. Directors Office will pay invoices based on the agency timesheets approved by line managers, so it is important that these are checked and accurately reflect the actual effort. 

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Links to Project Methodology, Process and Website

Project Website Guidance and User Guide 

https://www.projects.ed.ac.uk/using-this-site 

Monthly Project Reports 

Creating the Project Report: 

https://www.wiki.ed.ac.uk/display/insite/Creating+the+IS+Apps+Monthly+Programme+Reports+-+Guidance+for+Programme+and+Project+Managers 

RAG status definitions 

https://www.projects.ed.ac.uk/using-this-site/additional-guidance-and-templates 

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Project Managers’ Software

PMs can request for MS Project, and Visio and Mind Genius (Mind Mapping tool) via the Application Catalogue

https://sccm6.ucs.ed.ac.uk/CMApplicationCatalog/#/SoftwareLibrary/AppListPageView.xaml

If you are prompted for login details, use your uun@ed.ac.uk and your usualpassword.

Project Manager Kit

If you require kit – headphones, cables, extra monitor, footrests, etc. – please talk to your ITI (line) manager.

ITI Sharepoint

https://uoe.sharepoint.com/sites/ITI-Projects/default.aspx

Once an email alias has bene set, then IT ISharepoint can be accessed – your contact here is the ITI Portfolio Manager, Maurice Franceschi

The Sharepoint Annual Planning folder will hold

projects to which PMs are assigned are ‘ITI Forward Look’ which also show the estimated start date

project budgets in the ‘Annual Planning - Projects Finances’

initial resource estimate for projects in the ‘Annual Planning - Resource Estimate for ITI Projects’

initial set of Stakeholders for projects in ‘Annual Planning - ITI Stakeholder Engagement’

The Projects Website

ITI Projects will be managed via the Projects Website

https://www.projects.ed.ac.uk/

The minimum set of data we need added/maintained on these project sites is Project Brief Closure report 4 Key Milestones Monthly Project Report Issue Log Risk Log Stakeholders

You are free to use the rest of the website or Sharepoint or Wiki as you prefer.

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You can see templates for Brief, Closure and Monthly Report which you can CLONE (do not edit!) here ….

https://www.projects.ed.ac.uk/project/iti001

There are also templates available on our Sharepoint space

https://uoe.sharepoint.com/sites/ITI-Projects/Shared%20Documents/Forms/AllItems.aspx?RootFolder=%2Fsites%2FITI%2DProjects%2FShared%20Documents%2FITI%20Project%20Templates%2017%2D18&FolderCTID=0x012000ABD8A187D7AC6B4AB81D9AB485AD0EC1&View=%7BDBB42991%2DFD36%2D4CAE%2DA7F9%2D41E677E21FC5%7D

such as

One Page Status and Overview for project board reporting Project Brief Word version which is easier to work with when drafting than the website GOCAB for planning implementation with oversight group Actual Capture (we have no formal tool in the ITI division)

Some additional information and guidance to ITI project methodology and website

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Video Conference

Setup a Skype For Business online Meeting.(Please note, you will need a computer headset to be able to use this.)

Access the Webex meeting page at

https://webpoolam30e22.infra.lync.com/Scheduler/?locale=en-us&AuthCookieName=RtcAuth

Set the event title, date and time of your meeting. The other details are irrelevant.And press save.

Highlight and copy the meeting details.

Go into outlook and create a meeting in the normal way.

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Invite attendee’s in the normal way.

Paste the Skype for business Details into the meeting invite.

At the time of the meeting. Go into the meeting invite and select the skype meeting URL.

This will start the meeting and you will see the screen below.

It is always worth a trial run before you have a ‘proper’ meeting to make sure you have your headset setup properly. This seems to be the main snagging point.

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There is a restriction around being able to dial into a meeting via a phone.

When most other Skype users setup a Skype meeting the option to Dial in by Phone (See below).

Join Skype Meeting Trouble Joining? Try Skype Web App

Join by phoneEngland, Bracknell: +44-1344-372040 (Global)Internal:724-2663 (Global) Find a local number Conference ID: 90947230Forgot your dial-in PIN? |Help

Our University option only gives the following;

Join Skype Meetinghttps://meet.lync.com/uoe-ed/v1atodd2/P6OOQR1P

First Skype Meeting?

This is probably the ways it’s set up but it does restrict use.

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Conference Call

To create a conference call number, go to https://whypay.net/

There’s a big button Create a Conference Room Number Now.  Press it.

Job Done.

Please note, you only need to do this once. The same number is reusable.

And you will see something like ..

That’s it!Your conference room is ready to use –and it’s permanent, so you can dial in as frequently as you like!

Dial: 033 3443 3443Room Number: 49096022 #

PIN: 2126 #

Speed Dial

Don’t forget to press the hash “#” key after both the Room Number and the PIN.

Linking to Room Screens using MirrorOp

Most of the meeting rooms have a screen which can be paired with a laptop.

For this, download the MirrorOp application from the Application Catalog.

https://sccm6.ucs.ed.ac.uk/CMApplicationCatalog/

If you are prompted for login details, use your uun@ed.ac.uk and your usual password.

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