Memo to CEO Staff CEO File and Folder Reorganisation

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					                                  Memo to CEO Staff
                   CEO File and Folder Reorganisation

As part of the Catholic Education Office Restructure, the ICT Team have reorganised the Folder
(Directory) and File Structure on the file servers at the Catholic Education Office. We have also made
other important changes that we believe will enhance and improve the way we use computers in our

This document outlines the changes that have been made to the Teams drive on Mackillop2, the
creation of a new default save location for all users and how the file structure will now look. It
includes details of the training sessions that will further explain the changes and answer any questions
you may have. This document also outlines the procedure to use when first logging on to the new
system and how to deal with known issues. Finally, it outlines a number of special interest training
sessions offered by the ICT Team to address items of importance to CEO Staff.

Why Restructure the Network Drives?

You may well ask that if we have all been working successfully up until now, why reorganise
everything at this time?

Those members of CEO staff that have from time-to-time requested access to other files and folders as
part of their work may have noticed that what seems like a simple change has caused problems and
difficulties to implement. This is because our folder structure has grown and developed from very
simple beginnings to a very complex structure as the Office has changed, grown and developed. We
believe that, in conjunction with the CEO Restructure, we now have the opportunity to build our folder
structure and the associated permissions on a solid foundation that offers ease of amendment in the
future and a logical and easily-maintained framework.

Changing your role, gaining access to other work as you move from one role to another, people
coming in and filling temporary and acting vacancies, should not lead to difficulties relating to access
to files and understanding where files are situated. This reorganisation will make these processes
simpler and more transparent.

In addition, as each year goes by, more and more work is saved on the network drives with no
effective protocol for the archiving of old files or policy relating to file location and storage. The new
File and Folder Reorganisation will help to address this issue, as well.

How the Teams Drive Will Now Look

Apart from the fact that the Teams Drive will now have the names of the new teams in the Catholic
Education Office, there are other important changes you will notice.

    1. Each CEO Team’s folder is broken up into sub-teams, according to a protocol determined by
       the Leader of each Team.

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    2. In each sub-team folder, there will now be a Current Year and a Previous Year folder. The
       Current Year folder is where all team-related work will be saved, in directories created and
       maintained at the team and sub-team level. At the end of each year the Current Year folder
       and all its contents will be migrated to the Previous Year folder and the contents of the
       Previous Year folder will be burnt to DVD for storage. (These processes will be managed by
       the ICT Team as part of the end-of-year rollover procedure.)

    3. As a result of this change, shortcuts that have been created to point to the sub-team’s Current
       Year folder will always work and will not need to be edited or updated each year, as is
       currently the case. Please note that any shortcuts you now have, which point to folders
       (directories) in the current Teams drive, will need to be updated as they will no longer work
       after the cut-over to the new structure.

    4. The Previous Year folder is read-only, which means users will be able to open files in the
       folder and then, if using the previous year’s file as the basis for a new or amended document,
       users will be able to save the amended file in the appropriate location in the Current Year
       folder. This will further enable efficient storage and location of all documents.

    5. If you wish to save current files to the Previous Year folder, as part of your team’s clean up of
       files this year, please complete a Help Desk Request and the ICT Team will make the
       necessary arrangements. In the future, this changeover will occur automatically as part of the
       end-of-year rollover process.

Figure 1 shows how the new Teams folder will look after the cutover has been completed.

                                                                      Learning and Student Wellbeing

                                                                      The sub-team directories

                                                                    Indigenous Education, showing,
                                                                    the Current Year / Previous Year

                                                                      The other CEO Teams directories,

Figure 1: The Teams Folder, with the Learning and Student Wellbeing Team expanded to show sub-teams
and Current Year / Previous Year structure

ICT Team – Viano Jaksa                    Page 2 of 5                        Friday 30th July 2004
A New Drive: the M:\ Drive

Another new feature will be the establishment of a new drive, the M:\ drive, or My Team drive. This
will automatically map to each user’s sub-team folder within the Teams drive.

For example, a user in the SACSA team will have their M:\ drive mapped to the SACSA folder within
the Learning and Student Wellbeing folder. The M:\ drive will automatically be configured for all
users as the default save location for all Microsoft Office applications. That means that when you elect
to save a new document within Word, or another MS Office application, your sub-team folder will
automatically appear as the save location. You can then drill down to the appropriate location
according to you team’s protocols and structure.

The My Documents Folder

The user’s My Document folder on their workstation/laptop will be automatically redirected to a
folder that corresponds to the user’s logon account within the Team Folder\Users folder.

Figure 2 shows the location of the Users folder within a sub-team’s folder.

This folder can only be write-accessed by the individual user and network administrators and is meant
to be the location for all personal files that are not related to your work within your team.

                                                              An individual user’s folder will be located
                                                              within this folder.
                                                              This will be the My Documents folder

Figure 2: An example of the location of users’ individual folders within the Current Year folder of their sub-
team folder.

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Changes in Microsoft Outlook

An advantage of the new groups structure will be that distribution lists relating to teams and sub-teams
in the CEO will automatically appear in the Global Address List. As team membership changes, the
distribution list will automatically update, so that individual users will no longer need to manage their
own team distribution lists.

What Do I Do When . . . .?

As with any major change, there are bound to be errors and issues that unexpectedly occur, as well as
those issues that we know will cause difficulties.

        Known Issues

The CEO File and Folder Reorganisation will affect three important areas of functionality for CEO

    1. Any shortcuts you may have that point to current folder or file locations will no longer work,
       as the paths will now be different. To update a shortcut, right click on the icon, select
       Properties, select the Shortcut tab, then select the Find Target button and browse to the new
       location to which the shortcut will apply. Click the Apply button to save the changes.

    2. Links between Office applications may no longer work. A good example relates to mail
       merges in MS Word, where the data sources may now be in a different location. To resolve
       this issue, when conducting a mail merge, you may need to browse to the appropriate file
       location in the new folder structure.

    3. Staff that use the Offline Folders facility in Windows will experience difficulties
       synchronising their offline folders. This is because the file locations will have changed as part
       of the File and Folder Reorganisation. To resolve this issue, simply complete a Help Desk
       Request by navigating to the Help Desk Request Form from the CEO Intranet Home Page in
       Internet Explorer, and a member of the ICT Team will respond to your request.

        Unexpected Issues

Other issues may relate to your inability to access files you have previously had access to, or can no
longer locate because the structure is markedly different from what you’ve been used to. This could be
because feedback from Teams has been inaccurate or because we have made a mistake in assigning

On these occasions, simply complete a Help Desk Request by navigating to the Help Desk Request
Form from the CEO Intranet Home Page in Internet Explorer, and a member of the ICT Team will
respond to your request as a matter of urgency. We will need verification from your Team Leader
regarding your requested access.

        What do I do when I first log on after the cut-over to the new Teams drive?

It is very important that on the first occasion you log in to the CENET network after the cutover
(which will take place on the evening of Tuesday 3rd August), that you log off and then log on again.
This will ensure that the new drives will be correctly mapped to your machine.

The procedure, only on that first occasion, is:
   1. Log on to CENET as you normally would.
   2. Log off.
ICT Team – Viano Jaksa                     Page 4 of 5                        Friday 30th July 2004
    3. Log back on to CENET.
    4. The new drives and folder structure should be correctly mapped to your machine.

The ICT Team will be available to provide assistance and troubleshoot any difficulties you may have.

Training Sessions for CEO Staff

Is all of this a bit too much? Have you got questions relating to the new File and Folder

The ICT Team will be running training sessions for all CEO staff on the following occasions:
   • Monday 9th August 2.30pm – 3.30pm in Room 8
   • Wednesday 11th August 2.00pm – 3.00pm in Room 7
   • Wednesday 18th August 2.00pm – 3.00pm in Room 7
   • Thursday 19th August 10.00am – 11.00am in Room 7.

I encourage all staff to attend one of the training sessions to ensure that we smoothly change-over to
the new arrangements and that we better understand how the changes will impact on the way we work.

The content of the Training Sessions will cover the following topics:
   • the new Teams drive folder structure
   • saving documents to the M:\ My Team drive
   • dealing with mail merge and file location issues
   • folder and file naming conventions
   • questions from CEO staff relating to the reorganisation.

In addition, we will be conducting training sessions on specific issues relating to the File and Folder
Reorganisation project. The sessions will be advertised later in the term and cover such issues as:
    • working way from the CEO and understanding how to effectively use the Offline Folders
        facility in Windows
    • archiving email and using personal folders in Outlook.

A Final Word

All of us in the ICT Team trust that the File and Folder Reorganisation will lead to better outcomes for
all CEO Staff in their work. If you have any difficulties or problems relating to your work with ICT,
remember that we are all committed to ensuring that you can work as effectively and as efficiently as
possible. In our work for you, we are very grateful for your continued support and cooperation.

I would like to pay particular thanks to Jon Lambert of hp Consulting and Integration, who has
assisted us in the planning and implementation of this project. I am very grateful to Jim Wadham and
to Jon Lambert for their expertise and attention to detail in the management of this complex exercise.

With best wishes,


Acting Coordinator Information, Communications Technologies.

ICT Team – Viano Jaksa                    Page 5 of 5                        Friday 30th July 2004

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