WELCOME New Employee Orientation Guide To Information Technology IT Services

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WELCOME!New Employee Orientation GuideTo
Information Technology (IT) Services

• Updated October 2007 and Prepared by Public
  Health (PH)
• Management Information Services (MIS)

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Orientation Overview

• When, how and what MIS supports.
• Our customer base.
• Public Health locations and were to find on-site
  support.
• Where to find online resources, tutorials,
  training and policies.
• Logging into your computer.
• Introduction to share and personal drives.
• J shared drive.
• H Home directory and your personal drive.
• How to access your email using OWA (Outlook Web
  Access). from anywhere using Internet Explorer.
• Introduction to the Outlook Public Folders.
• Frequently Asked Questions.

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When, how and what MIS supports
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Our customer base(as of June 2007)
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Our sites contdPush Pins Represent Staff Field
Locations at least 1 full day per week
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Our sites contdPush Pins Represent Staff Field
Locations at least 1 full day per week
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Our sites contdPush Pins Represent Staff Field
Locations at least 1 full day per week
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Where to find online training

• Navigate your Internet Explorer browser to the
  following link http//publichealth.metrokc.gov/tr
  aining/ for the latest information on
• Using Microsoft Office 2003, includes Outlook,
  Excel, Word, PowerPoint, etc.
• Health Insurance Portability and Accountability
  Act (HIPAA)Online training for Health Care
  Compliance Strategies, questions and answers
  about HIPAA, Notice of Privacy Practices (NOPP)
  and more.

• Medicaid Administrative Claiming (Ad Match)
  online trainingWhat you need to know about the
  codes and the Random Moment Time Survey.
• King County Training Organization Development
  (external site)
• What is the PHPortal and how to use it ?
  https//phportal gt reporting services gt MIS
  Business Documents gt PH Web Portal Training.ppt

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Online IT policies procedures

• KC Email IT Policies ? http//kcweb/oirm/policie
  s.aspx
• KC Policies under review ? http//kcweb.metrokc.go
  v/oirm/governance/policies_under_review.aspx
• KC Policies, Procedures Guidelines ?
  http//ohrm.metrokc.gov/library/library.htm
• Public Health HIPAA Policies ? https//phportal
  gt Reporting Services -gt Policies and Procedures ?
  Compliance Office
• Public Health Policies Procedures ?
  http//publichealth.metrokc.gov/policies/
• Outlook email access instructions through the
  Internet
• Changing your email and network password
• Workforce Wizards Management Database
• Business Card ordering instructions
• Forms timesheet, Request to Purchase, Consent
  and more.
• Travel / Training Procedures
• Strategic and Business Plans
• General King County Policies
• And more

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Additional online resources

• http//kcweb/ - provides information for all KC
  employees.
• http//publichealth.kingcounty.gov/, the
  HealthBeat, provides information for Public
  Health employees.
• http//www.kingcounty.gov/health, provides
  information regarding King County PH department
  activities to the public from any computer in the
  world.
• http//www.kingcounty.gov, web site available to
  the Public.
• https//phportal gt reporting services gt MIS
  Business Documents gt IT Plans gt MIS Hardware
  Replacement 2007.xls has the full and complete
  hardware replacement plan.

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How to log into your computer

• Turn the Computer On.
• When you see the welcome screen, hold down the
  Ctrl, Alt and Del keys simultaneously.

• Read the HIPAA message presented and agree. You
  wont be able to proceed without agreeing to it.
  If you have questions about the agreement, please
  contact your immediate supervisor.
• Click the advanced button and make sure that
  Workstation Only is NOT checked and verify your
  context information are correct.
• Enter your username and password in the
  appropriate fields. If you have not received your
  user name and password information contact your
  immediate supervisor.
• Press Enter or click OK.
• NOTE Initial login can be rather slow because
  during that process, several authentication and
  profile configuration processes are taking place
  please be patient.

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Intro to Share Home drives

• Every workforce member has secure storage space
  on a network server that is commonly referred to
  as the H drive. Think of it as your personal
  folder on the H drive. Data stored on the H
  drive is backed up.
• Every workforce member is associated to a group,
  division or section and the have shared folders
  Check with your supervisor on what this drive
  letter is for your section
• You can access your network drives after signing
  onto the Public Health (PH) network and then
  double click My Computer and you will see the
  H, J, Q and other drives. Drive letters vary by
  division and sections.

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Using Outlook Web Access (OWA)

• 1) How do you login? From your web browser, the
  URL (Uniform Resource Locator) or address is
  https//owa.metrokc.gov/
• 2) In the Domain\user name box (shown above),
  type DPH\ltusernamegt, press TAB to move to the
  Password box, and type your password, click the
  Log On button.

NOTE If Internet Explorer is your web browser,
you need version 5.01 or higher. You must
configure Internet Explorer to recognize
https//owa.metrokc.gov/ as a trusted site. In
Internet Explorer, go to ToolsInternet
OptionsSecurity. Click on the Trusted sites
icon. Then click on the Sites button. Add
https//owa.metrokc.gov/ to the Trusted sites.
If your browser is something other than Internet
Explorer you need to ensure you have the most
recent version. Disable all pop-up blockers for
https//owa.metrokc.gov/.
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Intro to Outlook Public Folders

• To view click on the folder icon within
  Outlook.
• Labor contracts under Human Resources
• Public Health/Public Folders
• MIS Forms
• The Outlook Public Folders are a repository of
  forms, information, calendars, procedures,
  contracts and more, that you can access as part
  of your Outlook email application.
• MIS does not control the content of the Outlook
  Public Folders and you should work with your
  supervisor to identify important information that
  may reside in the Public Folders.

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FAQs
Q Why cant I use my personal MP3 player, flash
drive, or Smartphone at work? A Due to the
security requirements of PH, no personally owned
devices are approved to be connected to the
network. If you have a business need to have a
flash drive or PDA/Blackberry, discuss this need
with your supervisor for action. Q Why cant I
download applications myself? A MIS has locked
down the user rights to not allow for the
download of applications without MIS involvement.
This reduces the changes of malware or viruses
to be placed in our environment. Need something
contact the helpdesk? Q When I come back to my
desk my pc is locked, why is that? A For
security purposes, if there is no activity for 10
minutes, the pc is programmed to lock to ensure
that data is kept safe and secure. Press Ctrl
Alt delete enter user name and password. Q
When I come back to my desk my monitor is off,
why is that? A As part of the Green Initiative,
MIS has installed software to shut off you
monitor if it is sitting idle for more then 20
minutes. Q Where can I find this New Employee
Orientation Guide? A The New Employee
Orientation Guide can be found at
https//phportal -gtTraining -gtMIS Training
Welcome to Public Health .ppt Q How can I
access my email from within Public Health? A The
Outlook icon on your desktop and when prompted
enter DPH\your user name here and password. Q
Should I turn my computer off at the end of the
day? A Yes.
Q Why does it take so long to login
sometimes? A Initial login can be rather slow
because during that process, several
authentication and profile configuration
processes are taking place please be
patient. Q How do I order a new pc? A A
request for a quote is provided to Dale Hartman,
MIS Desktop Support Section Mgr. Once he
provides the quote, a Capital RTP must be
generated and signed by the appropriate Division
Officer or rep. The signed Capital RTP is routed
to Dale for final MIS sign-off. It is then send
to Rom Smart at the Distribution Center for
processing. The process to get a new pc/laptop
will take anywhere from one to three months. Q
Where can I find the Hardware Replacement Plan
and POC for my division? A The Hardware
Replacement Plan can be found at https//phportal
-gtReporting Services -gtMIS Business Documents
-gtIT Plans -gtMIS Hardware Replacement
2007.xls Q How do I get access to access to my
email from home? A Email may be accessed at
https//owa.metrokc.gov/ - though you will not
see your Personal Folders. Q I have a laptop
with wireless, why cant I use wireless? A Due
to the security requirements of Public Health,
wireless is not authorized without Compliance
Office approval. Q How can I get a PDA or
similar device? A Connect with your supervisor
on what may be available.
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• The Helpdesk, Public Health is your first tier
• of contact for all you IT needs
• 296.4377 or hlthlp_at_kingcounty.gov