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                                                      Creating a

                               Website Policy
Parent Policy Title


Associated                     n/a
Procedures

Preamble                       The purpose of the Web Account Manager database (Accman) is to record and
                               manage website user accounts. This includes accounts on www, wwwdev and
                               intranet/intranetdev. The database is used to record account owner details and
                               allocates passwords. Accounts can be created and deleted, account details can be
                               modified, passwords can be reset, and reports can be generated.

                               n/a.
General


Table of Contents               Item                                                                    Section
                                Web Publishing Account form – updating existing site details            1.a
                                Web Publishing Account form – new site applications                     1.b
                                Updating details in the Web Account Manager database                    2
                                (Accman)
                                Logging into Accman                                                     2.a
                                Creating New User                                                       2.b
                                Password Reset                                                          2.c
                                Find User                                                               2.d
                                Delete User                                                             2.e
                                Queue                                                                   2.f
                                Events                                                                  2.g
                                Reports                                                                 2.h
                                Admin                                                                   2.i


1.a.                           Create Editors group in the AD



                               Email to existing site owner:
                               An email is then forwarded to the authorising person as listed in the form with the
                               following text:

                               Dear X (Site Owner),

                               XXX (name of Site Publisher 1) has requested that a change be made to the details
                               of the web publishing account for:

                               - http://web.latrobe.edu.au/education/edudesign

                               As the nominated authorising person you are responsible for approving all content

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                               on this site. It is understood that you approve the account changes, unless an email
                               response is received from you within 5 working days advising that you do not give
                               your approval, or do not accept authority of this site.

                               Please refer to the Web Services section of the ICT site for information about the La
                               Trobe web guidelines and standards
                               (http://www.latrobe.edu.au/ict/services/web/guidelines). By authorising this request
                               you agree to comply with these standards, as amended from time to time.

                               If you have any queries about this process please respond to this email.

                               Thank you.

                               The request will be created provided the authorising person does not reject the
                               application. The information then needs to be entered into the Web Account
                               Manager.


                               Email to existing site publisher:

                               An email is also forwarded to the publisher listed in the form with the following text:

                               “Thank you for updating your web publishing account details, a copy of which
                               appears below. Your account will be updated shortly.

                               If you have any queries about this process please respond to this email.

                               Copy of form…………………”



1.b.                           Web Publishing Account form – new site applications

                               The user will fill in the Web Publishing Account form at:
                               http://www.latrobe.edu.au/ict/forms/web-publishing-accounts-new

                               Submission of the form will go to the “Web Publishing Account App” mailbox. Before
                               actioning the request, this email needs to be approved by the Web Marketing
                               Manager, Marketing and Promotions. The form is emailed to
                               webmarketing@latrobe.edu.au in addition to webpublishing@latrobe.edu.au. It is
                               also copied to onlineservices@latrobe.edu.au Once the request has been approved
                               by Marketing and Promotions, a confirmation email will be sent to the Web
                               Publishing Account mailbox, usually with „APPROVED‟ in the subject line.
                               All site publishers must have completed the relevant training before an account will
                               be issued. Publisher details will be verified with Training @ La Trobe.

                               For new sites the administrator will create the account only on webdev i.e.
                               wwwdev.latrobe.edu.au in the first instance. Once the site has been built on webdev
                               it needs to be approved by Online Services (Web Team Manager) and Marketing
                               and Promotions (Web Marketing Manager). On approval an account is created on
                               web and the content can be moved across from webdev to web.


                               Email to new site owner:

                               “Dear X (Site Owner),

                               XXX (name of Site Publisher 1) has requested that a new web publishing account be
                               created at:

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                               - http://web.latrobe.edu.au/education/edudesign

                               You have been nominated as the authorising person and will be responsible for
                               approving all content on this site. It is understood that you approve the creation of
                               this site, unless an email response is received from you within 5 working days
                               advising that you do not give your approval, or do not accept authority of this site.

                               Please refer to the Web Services section of the ICT site for information about the La
                               Trobe web guidelines and standards
                               (http://www.latrobe.edu.au/ict/services/web/guidelines). By authorising this request
                               you agree to comply with these standards, as amended from time to time.

                               In addition, the request has been sent to Marketing and Promotions for their
                               approval, prior to the account being created by ICT.

                               If you have any queries about this process please respond to this email.

                               Thank you.”


                               Email to new site publisher:

                               “Thank you for your application for a new web publishing account, a copy of which
                               appears below. Your request has been forwarded to Marketing and Promotions for
                               approval. Please note that new accounts are only created on Wednesdays and
                               Fridays.

                               If you have any queries about this process please respond to this email.

                               Copy of form…………………”



2.                             Updating details in the Web Account Manager database (Accman)

                               Online Services are responsible for maintaining web user accounts in Accman.

                               Logging into Accman

                                       Only authorised users can access Accman.
2. a
                                       Go to a browser and enter the url: https://squirrel.its.latrobe.edu.au/accman/
                                       The login page will appear as below:




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                                       Enter your Active directory username/password and hit login button
                                       This will take you to the home page.



2.b                            Creating New User

                                       After logging on to Accman, select Add from the Menu.




                                       Fill in the fields on the page with all the information provided on the online
                                        form.
                                       The compulsory fields are username, faculty, machine, directory, publisher1,
                                        and email1 and domain name. If these fields are left blank you will be
                                        prompted to populate these fields.
                                       Once all the information is entered, click Next.
                                       A new page will appear to confirm details.
                                       Click the Add User button if details are ok.
                                       A page will appear saying “Create user done. Username (xyz) has been
                                        queued for creation.”

                               The requesting user will receive an automated email with all the account details.


2.c                            Password Reset

                               A password reset may be requested by a new user, or if the user has forgotten the
                               old password. In order to reset the password we need to follow the below steps:

                                       Password reset can only be requested by the owner of the website.



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                                       All password resets requests need to go to the ICT Service Desk.

                               Passwords are reset using the following procedure.

                                       In the menu go to Find




                                       The user can be searched by entering any one of the known values
                                       Once the right username pops up, click the Reset hyperlink
                                       A new page appears with the new password




                                       Click the Submit button and the password will be reset
                                       The user receives an automated email with the new password details.



2.d                            Find User

                                       In the menu go to Find
                                       By entering any of the known values the user can be searched (as shown
                                        above)



2.e                            Delete User

                                       The owner of the site must approve or request an account deletion
                                       Use the Find option to search for the account
                                       When searching for the account it is important to know which machine the
                                        account is on (www/wwwdev/intranet/intranetdev)
                                       Click the Delete link to remove the user




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2.f                            Queue

                                       The Queue option in the menu is used to keep track of all the tasks which
                                        are in the waiting stage.




                                       To remove the task from the queue click the red hyperlinked Request ID
                                       A new page will appear with an option to remove from queue.



2.g                            Events

                                       The Events link in the menu is used to keep log of all the changes made via
                                        Accman.



2.h                            Reports

                                       The Reports link in the menu is used to generate report for accounts on
                                        different servers.



2.i                            Admin

                                       The Admin link is used mainly by the Web Administrator to create/edit/delete
                                        Accman users.




                                       On this page the administrator can control the level of access provided to
                                        various Accman users depending on their role.
                                       Read/write and super admin permissions can also be controlled.



Status                         New


Approval Body                  Online Services Manager


Initiating Body                Online Services


Date Effective                 11/12/2008


Next Review Date               11/12/2009 (updated 20/05/09)

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Owner/Sponsor                  Susan Howley, Online Services Manager


Author                         Nick Patil
                               Online Services


Contact person                 Jill Robertson, Web Team Manager
                               T: x1762
                               E: onlineservices@latrobe.edu.au




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