Instructions & How To
How to access the remote login to read server files remotely
How to fill out a work order in Tenant Pro
Below are step-by-step instructions for filling out a work order in Tenant Pro. You can only use Tenant Pro on a computer connected to the Marrakech file server, meaning any system at 6 Lunar Drive, 8 Lunar Drive, 450 Island Lane, or 514/524/526 Whalley Avenue, or the remote login system at remote.marrakechinc.org. If you are not at one of those four sites or do not have Tenant Pro installed on your computer, you will have to log in to the remote login system before following these steps. Click here for the remote login instructions if you need them.
How to resolve timeclock errors
Clock connection problems with the clocks will manifest themselves in one of three ways:
1. If the clock is working, but punches are not showing up on people's timecards, then the clock has stopped communicating with the system and has to be reconnected. To do this, follow these steps:
- First, unplug the clock from power for about ten seconds, then plug it back in. Wait about two minutes and check to see if the problem is fixed.
2. If some employees who were previously enrolled on the clock and had successfully punched before are now getting a "Badge Not Found" error, then the clock received an incomplete upload of employee information and needs to run a new upload. To do this, follow these steps:
- First, call an IT staff (Scott Butler or John Giaquinto) and ask them to setup a Manual Poll for your clock.
3. If the clock says, "Waiting for Host," then the clock has lost its connection to the system as well as its programming. To reconnect it, follow these steps:
- First, unplug the clock from power for about ten seconds, then plug it back in. Wait about two minutes and check to see if the problem is fixed.
Not number 4 because this has nothing to do with the software error, but is a problem that has been encountered at several sites. If the clock beeps every thirty seconds or a minute and says, "DHCP Not Found," then the clock has been disconnected from the router. Check the data cable running from the clock to the router and make sure it is plugged in securely to one of the LAN ports on the router.
Marrakech Guidelines for Computer and Email Use
All Marrakech computers can be accessed through a local account. When logging in to the computer, type in the user name "Staff", leave the password blank, and log on to "This computer." Most computers also have a local "Supervisor" account with a password that is shared only with Marrakech supervisory staff.
Additionally, any computer a 6 Lunar Drive, 8 Lunar Drive, 514/524/526 Whalley Avenue, or 450 Island Lane can be accessed using your server account. When logging on, enter the user name and password for your server account, and set Log On To to "MARRAKECH".
All Marrakech computers are setup with antivirus software to protect the system. Any user who notices a problem or error with the antivirus software should notify the IT department so that the problem can be fixed and the system can be protected.
All users with Marrakech server accounts are responsible for maintaining the security of their passwords. Only Marrakech IT staff and the Senior Director of Administration are authorized to know the password to accounts other than their own. An account password grants the user access to a Marrakech emailbox and to files on the Marrakech file server. Marrakech users are not authorized to transfer this access to anyone else; only the IT Coordinator and the IT Manager can authorize access. There is no sharing of accounts permitted; every user must have his or her own individual account, with an individual emailbox and an individual set of access rights.
If anyone other than you knows your password, or if you know the password to any account other than your own, you should inform the IT Manager or IT Coordinator so that the password on the account can be changed.
Marrakech implemented centralized server-based file storage in 2005, both to improve our capability to share information and to comply with HIPAA regulations regarding the security of Protected Health Information stored electronically. There are three main divisions of server files:
Individual Storage: Every user has their own directory under Individual Storage, and that user is the only one who can access that directory. Individual Storage is for the storage of general files the do not need to be shared with other users.
Public Files: Information that is available to all users is stored under Public Files. This includes information like job descriptions, blank forms, inservice records, and training packets. This information is read-only for the majority of users.
Shared Files: Shared Files are files that must be read by multiple users, but not all users. Each directory under Shared files is accessible by a different group of users.
All confidential information should be stored only on the server, where it will be password protected and access is limited to authorized users only. This includes, but is not limited to, all files that contain Protected Health Information as defined by HIPAA.
When a user logs on to a computer located at 6 Lunar Drive, 8 Lunar Drive, 514/524/526 Whalley Avenue, or 450 Island Lane using their username and password, they are automatically connected to the shared file storage on the server. The shared files will appear under My Computer as a mapped network drive, S:. File access is limited to the access privileges of the account used to logon to Windows.
In order to access server files from a remote site, meaning any site other than those four, users log in remotely to a system located at 6 Lunar Drive. Step-by-step instructions for this procedure are available from the IT Department, and are being distributed to the Desktops of systems in place at remote sites.
All users of Marrakech computers need to maintain file security of server files while they are connected to the server. This includes logging off of the computer when it is not in use to prevent someone from gaining access without a password, turning the computer monitor away from open doorways to prevent passers-by from viewing confidential information on the screen, and the use of a password-protected screensaver to prevent unauthorized access when a user steps away from their computer. The use of password-protected screensavers in this manner is required by both Marrakech policy and HIPAA regulations. In order to verify that your password is setup correctly, do the following:
1. On a blank part of the desktop (i.e., not on any icon or open window) right-click, and on the menu that appears select Properties.
Marrakech uses web-based email. This means that Marrakech email is accessible from any computer with internet access, without having to install or configure any software. To access email:
1. Open a web browser.
If your browser supports it, you will be given the option of choosing between Premium view and Basic view. The Premium view closely resembles the interface of Microsoft Office Outlook 2003. Basic view is a more straightforward interface with fewer frills. Use whichever you prefer.
The login screen also lets you select whether you're logging in from a public or a private computer. Unless you are using a computer in a private room where only you have access, you should always select public computer.
All Marrakech emails must have a HIPAA security signature. To setup your signature, click the Options button on the left-hand pane. On the options screen, click the checkbox to automatically include a signature with all messages. If you are using the Premium layout, click the Edit Signature button, type your signature in the box that opens, click Save and Close in that box, then click Save and Close on the main Options page. If you are using the Basic layout, then the signature box is right there on the Options page. Enter your signature in the box, then click Save and Close.
All Marrakech email users are responsible for checking their email at least daily. Users are further expected to respond in a timely manner to requests made by the persons served, families, and other customers.
It's very important to remember to always hit Log Off when you are done with your email. This prevents someone else from accessing your email without having to enter your password. Even if you close the browser window, it is still possible for your password to be kept in memory and for someone else to get into your mail without having to enter the password. The only sure ways to clear your password are to either Log Off from the email before you close the browser, or to log off the computer.
Email as a rule is not secure. Any email sent to or from any non-Marrakech account is not secure, and therefore cannot contain any confidential information, including but not limited to Protected Health Information as defined by HIPAA. Any information about a person's diagnosis or treatment, even the use of a person's initials, in an email sent outside the agency (i.e., to any address that doesn't end with @marrakechinc.org) is a violation of confidentiality.
All Marrakech mail is hosted on an internal server that is kept secure. This means that if the sender and all recipients of an email message are Marrakech mail accounts, that message is kept secure, and can contain confidential information so long as all recipients of the email are authorized for the information. It is important to remember that this applies only to mail sent between Marrakech users; any mail sent to or from a non-Marrakech email account is not secure and cannot contain any confidential information whatsoever.
Unsolicited commercial email, or spam, is ubiquitous. In 2007, 95% of all email traffic worldwide was spam. These messages can contain mere advertisements, or phishing scams, or fraud attempts, or even viruses or other malware. Much of the spam received at Marrakech is filtered out, but no filter can be 100% effective. Some spam messages will make it into the Inbox; when it does, just delete it. Also inevitable are false-positives, real mail that is mistakenly tagged by the filter as spam. Users should periodically check through the Junk E-mail folder and the Spam Folder to check for messages moved there by mistake.
All Marrakech computers, including the mail server, are protected from spam-borne malicious infection by antivirus software. Sometimes just viewing a spam email can infect an unprotected system. Any user who notices a problem or error with the antivirus software should notify the IT department so that the problem can be fixed and the system can be protected. Anyone who chooses to read their email form a non-Marrakech computer should be sure that the computer they are using is adequately protected from potential infection.
It is the goal of Marrakech, Inc. to use electronic communication to promote safety and health, enhance services, and improve the efficient functioning of the organization. This technology is costly and must be utilized in a way that maximizes the promotion of organizational goals and eliminates opportunities for abuse or misuse.
These guidelines apply to every employee who uses a computer and/or a server account as part of their job at Marrakech, Inc. These important resources enhance Marrakech, Inc.'s internal and external customer service capabilities and competitive advantage through improved internal and external communications and access to sources of information. You should all use these tools in a manner that is consistent with the Marrakech Mission, Vision, and Philosophy. Your integrity, professionalism, and compliance with all laws and organization policies and procedures are expected at all times.
You are responsible for maintaining the security of your files and email through the use of passwords. Passwords must meet all requirements set by the Information Technology Coordinator and the Technology Planning Committee and are subject to their approval. Passwords are not to be disclosed to anyone other than Marrakech IT personnel. Your password grants you access to the Marrakech file and email server; you are not authorized to grant this access to others. If you allow your password to become known and your account is exploited by malicious persons, you will be held responsible for any damage they cause to our server or our network, as well as any damage such malicious persons may cause to others through their access to Marrakech's systems, and will be liable for the costs of repair and restoration of any such damage.
The IT Department maintains a record of all passwords. Password changes / deletions / additions must be submitted to the IT Manager or the IT Coordinator. You do not have any personal privacy rights concerning information you transmit, receive, or store on Marrakech's computer systems.
All computer systems used at Marrakech, including the file and mail server, are Marrakech property. Marrakech reserves the right to randomly and without notice monitor all mail and review any files on the organization's computer systems to ensure their appropriate use for business purposes.
Many spam email messages advertise products and services of an illegal, illicit, or pornographic nature. Marrakech, Inc. is not responsible or liable for the content of any unsolicited email received by users of Marrakech email systems or accounts. To protect against viruses, anti-virus software has been installed on every Marrakech computer. It is the responsibility of each user to ensure that such antivirus software is running properly and to report any problem to the IT Department so that it can be remedied quickly. If a user of Marrakech email chooses to read their mail from a non-Marrakech computer system, they take responsibility for ensuring that that system is adequately protected from viruses and other malicious software. Marrakech, Inc. is not responsible or liable for any damage caused to unprotected or inadequately protected systems.
Appropriate Use of Electronic Communication
Appropriate use Marrakech email includes, but is not limited to, the following
Inappropriate Use of Electronic Communication
Inappropriate use includes, but is not limited to, the following
All employees are expected to abide by the guidelines outlined above.
Management staff persons need to use discretion when using email to communicate staffing issues. Email of such may be considered personnel file documentation; therefore it must be preserved and forwarded to the Director of Human Resources when appropriate. If at any time documentation regarding a staff is requested, management staff persons are required to forward all documentation, written documentation and email documentation as well, to the Director of Human Resources. The destruction of this email documentation is not acceptable.
Inappropriate use of electronic communication will be subject to progressive disciplinary action.