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NASA Headquarters

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  1. NASA Headquarters New Employee IT Orientation

  2. Agenda • Information Technology Overview • Desktop Support • IT Services • Commonly Used HQ Wide Applications • 358-HELP Services • HQ Appropriate Use Policy& IT Security Awareness Training • Conclusion September 11, 2008

  3. Information Technology Overview

  4. September 11, 2008

  5. Office of Institutions and Management September 11, 2008

  6. HEADQUARTERSINFORMATION TECHNOLOGY AND COMMUNICATIONS DIVISION Les Newell, Director/HQCIO Victor. Thompson, Deputy Dir./CIO Andrew Schain, CTO/Enterprise Architect Gretchen Davidian, IT Project Manager Sharon Washington, Staff Support Asst. Ray Johnston, Capital Plng & Investment Control Systems, Operations & Engineering Branch Dennis Groth Customer Services Branch Jeffrey Hall Computer Operations Mike Barrett, Telecommunications Specialist VACANT, IT Spec-SYSADM Service Management Joan Verbeck, IT Specialist-CUSTSPT. VACANT, IT Specialist-CUSTSPT. Elaine Bowman, IT Specialist-CUSTSPT. Engineering Services Sam Ramos, IT Specialist-Engineer Printing and Design Michael Crnkovic, Printing Officer Stan Artis, Asst. Printing Officer Tom Powers, Visual Information Specialist Carl Paul, Clerk Software Applications Services Linda Hong, IT Specialist - APPSW Bobby Culp, IT Specialist Brian McCall, IT Specialist - INET Security Services Scott Oglesby, IT Specialist-INFOSEC Gregg Kerr, IT Specialist-INFOSEC Andy Boncek, IT Specialist-INFOSEC Mary Shouse, Management Analyst Equipment, Maintenance, & Management Jeff. Anderson, IT Specialist-Asset Mgmt. September 11, 2008

  7. HQ Information Technology& Communications Division • Mission: • Provide IT and communications services for NASA Headquarters employees • Use innovative solutions to increase the productivity of NASA HQ employees while achieving the highest levels of customer service • Manage and deploy cost-effective solutions into the HQ IT environment September 11, 2008

  8. Employee IT Responsibilities • Fill out Account Administration Forms (252) • Follow the “Appropriate Use” Policy in the performance of your duties • Maintain your own Directory record • Update Emergency Notification System (ENS) or sign waiver • Back up your hard drive (C:) • Obtain annual IT security training • Call IT Help Desk at 358-HELP (4357) for all IT services, problems, and other needs • Consult with your IT Point-of-Contact (POC) for questions and requirements that cannot be handled by the Help Desk September 11, 2008

  9. Communication with HQ Employees • ITCD Web Site: • Electronic Notification • IT Notices (as needed) • Heads Up (Tuesdays & Thursdays) • Information Technology Exchanges (ITE) • Customer Advisory Committee (CAC) Meetings • IT POCs • Customer Service Project Reviews (CSPR) September 11, 2008

  10. HQs IT Infrastructure Overview Work Stations Mac/PC Servers Internet Firewall September 11, 2008

  11. Standard Desktop Hardware • Windows XP computers • Desktop • Laptop with docking station • Lightweight Laptop with docking station • Tablets • Apple (Macintosh OS X) • Desktop • Laptop with docking station • Lightweight Laptop with docking station September 11, 2008

  12. Standard Desktop Software • MS Office Suite 2003 & Macintosh Office 2004 • Electronic mail and calendaring • NASA Operational Messaging and Directory Service (NOMAD) Outlook and Entourage • Web Browser • Internet Explorer (PC) • Firefox, Safari (Mac) • Acrobat Reader and Plug-Ins September 11, 2008

  13. Network Printers • Printers are located within the departments for everyday work • Color printers available throughout the building and in the User Resource Center (URC) • Printing facility located on C Level • For high-volume printing requirements • If you have any questions call the IT Help Desk at 358-HELP (4357) • Color printers are 18 times more expensive than b/w printers September 11, 2008

  14. Storage • Local hard drive • C: Drive (PC) or Macintosh HD • Back up your hard drive • Headquarters Servers • For Personal folders • T: Drive (PC) or User ID (Mac) • For Group folders • U: Drive (PC) or Office ID (Mac) • Shared drive – all users haveread/write/delete access • X: Drive (PC) or hq_shared (Mac) • For secured work group folders • W: Drive (PC) or hq_groups (Mac) September 11, 2008

  15. Questions? September 11, 2008

  16. IT Services

  17. Video and Teleconferencing Conference Room Setup (MIC) Remote Access Guest Network Desktop Backup and Recovery Program Emergency Notification System (ENS) Communications Support Services Center Computer Training Center Web-Based training User Resource Center Laptop Loaner Pool Software for Home Use Custom Applications Multimedia Support Telecommunications and other services The Business Administrative System Office (BASO) Support Services Records Management Electronic Forms IT Services September 11, 2008

  18. Video and Teleconferencing • ViTS (Video Teleconferencing System) • Primarily used for conferencing with other NASA centers • Public facilities located on C level • Other limited facilities within the departments • Call 358-0146 or visit • Conference Rooms on each floor • On request: • Computers (PCs or MACs) and projectors • Voice conferencing (Need bridge number) • Maintained by A/V Support • • Additional network connections for computers attached to the projectors • Always on: • Network connectivity in Management Information Centers (MICs) and Program Review Center (PRC) • Guest Network through the Yellow Cable or wireless September 11, 2008

  19. Remote Access September 11, 2008

  20. Secure Nomadic Access (SNA) • SNA allows you to access: • HQ Intranet Web Pages • NT file shares • WebTADS • Travel Manager • To use SNA, you need a SecurID Token • Issued to all new customers • If you do not have one, contact your IT POC to request one September 11, 2008

  21. Virtual Private Network (VPN) • VPN allows you to access: • HQ Intranet Web Pages • Shared Drives • Outlook e-mail and calendaring • Shared applications (WebTADS, Travel Manager, PIMS, etc.) • To use VPN, you need: • SecurID Token • NASA HQ Issued Laptop Computer • Access to a VPN capable high speed internet connection September 11, 2008

  22. Wireless for HQ Users • The NASA HQ Wireless network is  available on all floors of the NASA Headquarters building • Use the private HQ network if you intend to access internal NASA Headquarters resources. • Wireless access is available in general office areas and conference rooms, the Library, and Auditorium. • To use this network you must have an RSA token issued by NASA Headquarters or by a NASA Center that NASA Headquarters is configured to recognize.  • Visit: September 11, 2008

  23. NASA HQ Guest Network • Wired and Wireless access • Wired access is available in most conference rooms • Look for the yellow network cable labeled "NASA Headquarters Guest Network“ • Guest Network provides basic Web, VPN, and E-mail access • Printing is allowed to select printers inside the NASA Headquarters building September 11, 2008

  24. NASA HQ Guest Network • You must obtain a user name and password and authenticate using a Web browser to use the Guest Network • You may obtain a user name and password from the following locations: • HQ Library • From each organizations' IT POC • From the User Resource Center (URC) located in CX42 • By having your sponsor obtain them at to obtain credentials and instructions September 11, 2008

  25. Desktop Backup and Recovery Program • Data backup occurs nightly • All applications must be closed • Your computer must be restarted prior to leaving for the day and connected to the NASA network • You should not log in • Laptop users should leave their computers on and docked at least once per week if they desire backup services • Disaster recovery service is not intended for recovery of individual “lost” files September 11, 2008

  26. Desktop Backup (continued) • Selected Folders and Files that are Backed Up • Windows XP computers: • Local PST file (e-mail file containing stored messages and attachments) • Browser bookmarks • Desktop items • Macintosh computers: • Entourage e-mail file (local e-mail file storage, messages and attachments) • Contents of Documents folder • Desktop items • Browser bookmarks • Keychains • Preferences September 11, 2008

  27. Windows XP Users: Start Programs Tivoli Storage Manager Desktop Recovery Status Macintosh Users: Applications Tivoli Storage Manager Desktop Recovery Status How to Check Your Backup Status September 11, 2008

  28. Emergency Notification System (ENS) • The Emergency Notification System (ENS) is a NASA HQ-wide tool used to alert personnel of critical emergency information. • The ENS is an easy and secure way to help ensure your safety. In a crisis emergency, the ENS can deliver life-saving information or warnings. • The ENS is easy to use, but you must register for it to work fully. • Work numbers are entered by default. • You must provide your personal contact information to enable ENS to work fully. • Periodically login to ensure your information is correct and up to date. • During a critical building emergency or for National Capital Region-wide emergencies, the ENS will be activated. • After reviewing the Privacy Act Statement for the use of ENS, if you decide you do not want to provide your personal information, you must sign and return the “Waiver for Participation in the NASA Headquarters Emergency Notification System”. September 11, 2008

  29. Communications Support Services Center (CSSC) • Web Design • Graphic Design • Exhibit Design • Multimedia Design • Animation • Creative Writing • Editing • Document Services • Duplication Services • Printing Services Hours - Monday through Friday, 8:00 a.m to 4:30 p.m.EST (excluding Holidays) Location - Room CL78 Telephone - 202-358-0630 Visit September 11, 2008

  30. Computer Training Center • Types of classes • Lunch and Learns • Workshops • Instructor-led Classes • Deskside (1-on-1) • Examples of training • Microsoft Office Suite • Outlook / Entourage • HATS Hours - Monday through Friday, 8:00 a.m. to 4:30 p.m. EST (excluding Holidays) Location - Suite 3Q53 Telephone - 202-358-1111 Visit: September 11, 2008

  31. Web Based Training • Attend classes online 24/7 from any location with Internet connectivity • Some classes are instructor-led at specified dates and times • Register once on SATERN to access any classes at any time • Civil Servants are automatically registered • For questions, or to register, contact the CTC: • • 358-1111 • September 11, 2008

  32. User Resource Center (URC) URC personnel provide: Walk-in technical support and services (e.g., word processing; printing; scanning; creation of graphics; CD copying; color printing; and dial-in and Web access). Hours - Monday through Friday, 7:30 a.m to 5:00 p.m. EST (excluding Holidays) Location - Room CX42 Telephone - 202-358-0650 Visit: September 11, 2008

  33. Laptop Loaner Pool • Laptop Loaner Pool • Laptop loaner requests are processedvia a call to the IT Help Desk at358-HELP (4357) • Available for check-out in 4 business hours • Standard loan of up to 2 weeks • Laptop loaners are configured with the standard HQ software • Above core software can be installed if it has been purchased for your seat and licensing permits • Full size and light weight PCs and full size Macs • Also available: • Travel Printers and Zip Drives • Cellular Phones • Domestic or International wireless PDAs • Cingular wireless cards for laptops September 11, 2008

  34. Software For Home Use • Available software for home use is Microsoft Office for PC and MAC, browser & plug-ins, Outlook 2003 for PC or Entourage for Mac, and anti-virus • Software is for installation on one home computer only • The media must be returned to the Software Library within one week • Call the IT Help Desk at 358-HELP (4357) to open a ticket requesting software • Customer called when software is ready, usually next day, for pickup Monday-Friday, 9:00 a.m to 12:00 noon EST. • You will be required to sign a Loan Agreement upon picking up your software September 11, 2008

  35. Custom Applications • Client-server, Web-based, and mainframe applications supported • Contact your IT POC if you want to investigate a custom application. September 11, 2008

  36. Telecommunications • Telephones • Voice mail • Phone credit card • Cell phones • Handheld devices September 11, 2008

  37. BASO Support Services The Business and Administrative System Office (BASO) provides customer support (e.g., Training, Support Line, Web site) for the following IEM and eGovernment systems at NASA: • SAP R/3 • Business Warehouse (BW) • Travel Manager • WebTADS • Competency Management System (CMS) • Bankcard • Workforce Integrated Management System (WIMS) September 11, 2008

  38. BASO Support Services BASO maintains the following resources for customer support: • BASO Support Center: • Support line can be reached at 202-358-IEMP (4367) • Go-to computer stations for desk-side assistance are available in HQ Room 4R40 • Available Monday-Friday 8:00am-4:30pm • BASO Web site ( • Contains information for IEM applications including Job Aids, FAQs, online training courses, and links to access the systems • Customer Training • Customers can view and sign up for all BASO instructor-led training classes via SATERN September 11, 2008

  39. Records Management Program The HQ Records Management Team offers assistance in the identification, preservation/storage, and protection of records against loss, theft, and unauthorized release or change regardless of the record format. HQ Records Manager: Patricia Southerland (202) 358-0621 Records Management Team: Rhonda Benning (202) 358-0148 Fran Teel (301) 286-2211 Visit: September 11, 2008

  40. Electronic Forms The NASA Electronic Forms (NEF) system is a suite of tools used for filling out, signing, submitting, archiving, and tracking electronic forms – all using your desktop computer. FORMS ADMINISTRATION TEAM: HQ Forms Manager: Pat Southerland (202) 358-0621 HITSS Forms Manager: Ellwood Annaheim (202) 358-0830 HITSS Alternate Forms Manager: Kim Dwyer (202) 358-0830 Visit: September 11, 2008

  41. Questions? September 11, 2008

  42. Commonly Used Headquarters Wide Applications

  43. Travel Manager • Travel Manager is an automated, Web-based application for requesting and approving Travel Authorizations and Travel Vouchers • A NASA Form 1700IEMP System Access Request must be completed and submitted • For additional information or Travel Manager training, contact the Business and Administrative Systems Office (BASO) at 358-IEMP (4367), via e-mail at or visit the Web page at BASO business hours are Monday through Friday, 8:00am to 4:30pm. September 11, 2008

  44. WebTADS • WebTADS is NASA HQs time and labor collection system • WebTADS is a Web-based application that simplifies the recording of your labor and leave hours for payroll processing • For More information call 358-IEMPWeb-based training for all HQ employees, approvers, and POCs is available at September 11, 2008

  45. X.500 Directory Services • NASA Agency-wide directory • Record must include full legal name from your official personnel records (i.e.) Patrick J. Jones (official) • Patrick, Pat, Pjones, PJ, etc. (aliases) • Users are responsible for keeping information current • To change X.500, send E-mail: with correct information • Web site for searching: September 11, 2008

  46. Global Address List (GAL) • Contains name and e-mail addresses for everyone at NASA • Centers that are not on NOMAD appear with a icon, indicating an “Internet” e-mail addressSeptember 11, 2008 • Easily identify someone’s Center, Org Code, and employment status • Find other contact information if available (phone numbers, office locations, job title, etc.) • Public distribution list groups (DL-HQ-XXXX or DL-XXXX) and Public conference rooms (CR-HQ-XXXX) are available in one location September 11, 2008

  47. Outlook 2003 or Entourage 2004 • Headquarters calendaring and scheduling application • Schedule meetings at HQ and send e-mail invitation to non-HQ guests • Set-up reminders • View others’ calendars through sharing or delegates • Training available • Call 358-1111 for assistance September 11, 2008

  48. Anti-Spam/Anti-Virus • All incoming e-mail passes through the SPAM Firewall before entering NASA Headquarters e-mail systems • Based on policy settings, the SPAM Firewall: • allows the e-mail to pass through • deletes the e-mail • or quarantines the e-mail • Incoming e-mail with any of the following characteristics is deleted: • contains a known virus • contains file attachments with known Microsoft-OS executable file extensions • is sent from an Internet domain whose sole intent is known to be the generation of unsolicited junk e-mail September 11, 2008

  49. Anti-Spam/Anti-Virus Cont’d • Incoming e-mail that has a high probability of being unsolicited junk e-mail is quarantined: • This prevents e-mail from cluttering up your e-mail in-box or handheld device • You will receive regular e-mail notifications about your e-mail being held in the quarantine, and will be able to retrieve or delete these messages yourself • You can “train” the SPAM Firewall when it makes a mistake • specify Internet addresses or domain names that should always be able to send you mail (“Safe Sender”) • or addresses or domains that should never be able to send you mail (“Blocked Sender”) September 11, 2008

  50. User Digest September 11, 2008