SUMMER MAINTENANCE TIPS default... · MAC LAPTOP BATTERY TIPS If you are not going to be using your computer over the warm summer months or for more than six months, here is a tip

Information & Technology

SUMMER MAINTENANCE TIPS

SummerMaintTips2014 Page 1

END USER TLC PRINCIPAL DEPARTMENT HEAD

Mailbox Cleanup Clean out your mailbox and folders. Delete unnecessary emails and export ones that need to be kept. Export CAB Mail Instructions http://www.broward.k12.fl.us/erp/ITSupport/software.html

“Delete Account” Request Form

Complete this form if you know staff leaving your site will be leaving the District.

Appoint Site Conference Controllers and TLCs at the beginning of the school. HRAP enters them in the SAP Corporate Functions. HRAP should also Delimit staff in SAP that are no longer performing these roles.

“Out of Office” Preference Set your “out of office” preference if you are gone for the summer.

“Location Change” Request Form

Complete this form for staff with existing CAB accounts transferring from one location to another.

Remember Your Password Keep this in a secure place. You will be prompted to change your password on your return to school/office if you have not logged in for 45 days.

“New Account” Request Form

Complete this form if staff is new to the District. Reminder – CAB Admin cannot process new accounts until staff is in the SAP system and has a Personnel number.

Please share this info with your staff

CAB Forms are located in the TLC Conference/CAB Forms Conference

See Technology Roles Memo/Worksheet http://www.broward.k12.fl.us/erp/itsupport/




FORMS

★ Property Pass – Complete this form for all equipment checked out to staff during the summer. Property Passes should be updated each school year.

This form can be downloaded from http://www.broward.k12.fl.us/ets/css/recret/recordsret/forms.html

PASSWORDS ★ Keep a copy of important passwords stored in the safe if you will not be available during the

summer.

INVENTORY ★ Make sure the inventory database is hosted on the server, password protected and a read-only

password for administrators in case the auditors arrive in the summer and you are not there.

HURRICANE PROCEDURES ★ Hurricane season begins in June. Review the Hurricane procedures with staff prior to

leaving for the summer so everyone will be aware of their roles in case of an emergency.

The Hurricane Manual is located on the I&T web site. http://www.broward.k12.fl.us/erp/itsupport/

INSTALLATIONS ★ If you are not working during the summer and have pending installations, make arrangements

for equipment to be stored in a secure location and notify someone in the front office of the install date and where the equipment should be installed.




MOVING EQUIPMENT ★ If equipment is going to be moved, label the computer, monitor, keyboard, mouse, cables,

printer etc. so parts can be identified and hooked back up properly and brought back to the correct classroom/office.

REPAIRS ★ Identify those desktop and notebook computers that need repair. ★ For Portables, separate the AC adapters into working and nonworking. For the non-working

AC adapters, separate into failed and mishandled. ★ When cleaning the outside of your computer and its components, first shut down your

notebook, unplug the power adapter, and remove the battery. Then use a damp, soft, lint-free cloth to clean the computer’s exterior. Avoid getting moisture in any openings. Do not spray liquid directly on the computer. Do not use aerosol sprays, solvents, or abrasives that might damage the finish.

★ Schedule warranty and non-warranty repairs as soon as possible so computers will be ready for the start of next school year.

Review the MTS Supported Equipment List January 2014 to see out of warranty equipment supported.

http://www.broward.k12.fl.us/erp/itsupport/warranty.html ★ Follow District Inventory policies for reporting any units not returned (lost or stolen)

ENERGY SAVING ★ Make sure the Energy Saver schedule has been unchecked so computers will not

automatically power on. o Mac: System Preferences/Energy Saver/Sleep/Schedule o PC: Control Panel/Energy Saver

★ Power down computers/printers not being used over the summer. ★ Remove batteries from wireless mouse/keyboards.




PRINTER CARTRIDGE CARE ★ There should be no reason to remove any laser printer toner cartridges for the duration of

summer. Removing a cartridge from a printer and leaving it exposed to light for any amount of time will only damage the photoconductor on the cartridge and result in repeating horizontal lines on the page after it is reinserted for printing.

UPDATE OS/SOFTWARE/IMAGES ★ Update operating systems and versions of applications when applicable. Remove any

software without proper licensing.

Software can be downloaded from the Service Desk Server/OS X Volume or Windows Volume Log in with your P number and Active Directory password.

★ Create new images with updated operating systems and updated software. If you need assistance with imaging, complete the ETS Tech Support Request Form inside the TLC Conference.

DIGITAL CLASSROOMS ★ Gather all remotes, pens and keys to the media cabinets. Put them in a zip lock bag, note the

classroom number and lock them in a cabinet/safe. Gather all ActiVotes (remove batteries) put them in a bag/box, note the classroom number and lock them in a cabinet/safe.

★ Turn off all equipment. ★ Cover WhiteBoards with a sheet or put a note “Do not write on WhiteBoard.”

WIRELESS CARTS ★ Label slots in carts, laptops and update cart lists for carts recently received. ★ Lock wireless carts and store them in a safe location. ★ Label the keys to the carts and store them in the safe.




RADIOS ★ Do not leave radios on the charger during the summer. ★ If you have radios on a maintenance contract, call the vendor so repairs/replacements can be

completed in time for the start of next school year. ★ Old radio batteries should be recycled. If your campus does not have a box, ship them to Ed

Kessler at IT.

IP PHONES (If your site has Avaya IP phones) ★ Update staff phone list on all IP Phones. ★ Enter extension numbers and passcodes for all staff in your inventory database. If a passcode

is forgotten, a Remedy ticket must be created. TLCs cannot change passcodes on the IP phones.

★ Reminder if you have staff changes – the extension number and voice mail stay with the phone set.

★ Since the Avaya phones are much more expensive than the Tadiran units, you may want to store the phones in the filing cabinet for safe keeping if floors will be cleaned or furniture moved.

★ Do not use adhesive labels on the phones. If the phones have to be returned to the manufacturer for replacement, they will not accept them with labels.

SERVERS ★ Clean up data on the server. Trash data no longer needed. Archive old data that must be

saved to a CD/DVD. ★ Backup files and Filemaker databases before leaving for summer break. ★ Disable accounts for staff no longer at your location unless you are an Active Directory site. Please do not shut down servers over breaks. This results in power supply and/or motherboard failures due to capacitor fatigue and essential services will be interrupted if these devices fail from power supply fatigue.

NETWORK COPIERS ★ Update staff mailboxes/accounts.




TECHNOLOGY CONTACTS If technology contacts change at your site, your HRAP must add/delimit those staff in the SAP Corporate Functions. This is the only way to get admin access to systems and remove access for those no longer performing these roles. ★ CAB Controller Pinnacle Attendance Administrator ★ Filemaker Administrator ParentLink Administrator ★ Integrated Learning Systems (ILS) Server Administrator ★ LAN Administrator Technology Liaison Contacts (TLC) ★ LANDesk Administrator Web Designee ★ Pinnacle Gradebook Manager

The memo and worksheet regarding these roles are located on the I&T web site at: http://www.broward.k12.fl.us/erp/itsupport/

TLC RESPONSIBILITIES ★ Re-evaluate the existing technology procedures at your site. Are they working well? If not,

work with your Tech Team and area TLCs to help make improvements to processes, priorities, forms, databases and/or CAB Conferences.

★ Re-assess staff training needs. Info can be taken from work orders and requests throughout

the year. ★ Review procedures for departing TLCs and new TLCs taking over the responsibilities: Departing TLC:

❏ Return any equipment on Property Pass o Laptop o Cell Phone o Radio

❏ Return any key(s) for technology equipment/cabinets ❏ Turn in Admin passwords to Administration

o Servers o LANDesk o Databases

❏ Principal/Department Head should have HRAP remove staff in SAP who are no longer performing TLC or other technology roles (See Technology Contacts section above)




TLC RESPONSIBILITIES New TLC:

❏ Complete Property Pass for any equipment assigned o Laptop o Cell Phone o Radio

❏ Obtain key(s) for technology equipment/cabinets ❏ Obtain Admin passwords and keep copies in the school safe

o Laptop o Cell Phone o Radio

❏ Principal/Department Head should have HRAP add staff in SAP who are now performing TLC or other technology roles (See Technology Contacts section above)

❏ Complete Employee Out-Processing Check List on the page 8 for staff leaving your

site.

❏ Complete Employee In-Processing Check List on page 9 for new staff at your site.




EMPLOYEE OUT-PROCESSING TECHNOLOGY CHECK LIST

Date: Employee Name: P Number: To comply with District Security Guidelines, items marked with an asterisk must be completed immediately. ACCOUNTS TO BE REMOVED/DISABLED COMPLETE

*CAB Location Change/Delete Account

*CAB Conferences/Calendars

*Account/Folder on Apple Server

*Account/Folder on Windows Server

*Remove school groups from BrowardSchools Account - Example: VPN

Network Copier

Voice Mail

Turn in ID Badge

Turn in Computer/Complete Property Pass (if applicable)

Completed by: Approved by:




EMPLOYEE IN-PROCESSING TECHNOLOGY CHECK LIST

Date: Employee Name: P Number: ACCOUNTS TO BE CREATED/ASSIGNED COMPLETE

CAB New Account/Location Change

CAB Conferences/Calendars

Account/Folder on Apple Server

Account/Folder on Windows Server

Assign Printer (name, IP address)

Assign Network Copier (name, IP address, passcode)

Assign Voice Mail (extension, passcode)

ID Badge

Laptop (Complete Property Pass) if applicable

!!

!

Distribute District Technology Policies/Guidelines • Technology!Usage!Policy!5306!• District!Information!Security!Guidelines!• Email Guidelines • Personally Owned Device Guidelines for Employees • Social Media Guidelines

Completed by: Approved by:




MAC LAPTOP BATTERY TIPS If you are not going to be using your computer over the warm summer months or for more than six months, here is a tip for storing batteries so they will be ready when you return. Apple recommends that you remove and store the battery with a 50% charge. If you store a battery when it’s fully discharged, it could fall into a deep discharge state, which renders it incapable of holding any charge. Conversely, if you store it fully charged for an extended period of time, the battery may experience some loss of battery capacity, meaning it will have a shorter life. Be sure to store the ejected battery in an air-conditioned room or closet (ideally 71° F or 22° C). If you are storing your computer for an extended period, recharge your battery to 50 percent every six months. For additional battery info, see the “PowerBook & iBook Battery Helpful Information” on the next page. !

DELL NOTEBOOK BATTERY TIPS Battery Performance Battery performance varies depending on operating conditions. A single fully charged 8-cell battery may operate approximately two hours with average usage. A single fully charged 4-cell battery may operate approximately an hour. You can install an optional second battery in the module bay to increase operating time. Battery Life Expectancy The 8-cell battery should last about 2 hours and the 4-cell should last about 1 hour if you use a single application with regular portable settings. With all of the factors listed above causing the maximum power drain, it is possible for the 8-cell battery to last less than an hour and the 4-cell to last less than 30 minutes. This does not indicate that the battery is going bad. To watch a DVD movie, use AC adapter power to ensure power to the computer lasts as long as the movie. Factors That Affect Battery Performance ★ Using optical drives, such as DVD, CDROM, and CDRW drives ★ Using wireless communications devices, PC Cards, or USB devices ★ Using high display-brightness settings, 3D screen savers, or other power intensive programs such as

3D games ★ Running power-intensive programs which require significant amounts of memory ★ Running the computer in maximum performance mode ★ Accessing the hard drive frequently ★ Active applications, including applications running in the background ★ LCD brightness (the brighter your LCD, the more power it will drain) ★ Power management and Intel® SpeedStep™ settings ★ Age of the battery. A battery's average life expectancy is one year, after which a decrease in battery

life is normal. ★ Intensive use of the system processor or drives, such as playing a DVD ★ Running a movie or 3D games

Battery� Storage� Tip� :� � Pack� ‘em� up� before� you� leave� for� the� summerIf� you� are� not� going� to� be� using� your� iBooks� or� PowerBooks� over� the� warm�

summer� months,� here� is� a� tip� for� storing� batteries� so� they� will� be� ready� when� you�

return� in� the� fall.� �

When� not� using� a� battery� for� a� prolonged�

period� of� time,� you� should� fully� charge� the� battery� period� of� time,� you� should� fully� charge� the� battery�

and� then� remove� it� from� the� computer.� � These�

batteries� should� then� be� stored� in� a� cool,� climate-‐batteries� should� then� be� stored� in� a� cool,� climate-‐

controlled� location.� � Storing� them� in� this� manner� controlled� location.� � Storing� them� in� this� manner�

for� 1� -‐� 2� months� will� ensure� the� batteries� will�

power� up� your� computers� when� you� return.

Batteries� may� be� damaged� if� stored� for� long�

periods� with� a� closed� circuit� (i.e.� still� in� the�

computer)� or� in� a� non-‐air� conditioned� room�

or� closet.

(This� information� along� with� further� details� can� be� found� in� article� 10751� of� the� AppleCare� Knowledge� Base,� available� online� at� www.apple.com/support)

Battery� Use� &� Care� FAQQ� :� How� can� I� increase� the� battery� life�

of� my� computer?

A� :� The� two� operations� of� your� portable�

computer� that� drain� the� battery� the� most� are�

using� the� backlight� on� your� screen� and� using�

your� hard� drive.� � To� increase� battery� life� reduce�

these� two� factors.� � Set� your� hard� drive� to� spin�

down� quickly� and� turn� off� your� backlight� or�

sleep� the� machine� when� not� in� use.� � These�

options� are� available� in� the� Energy� Saver� system�

preference� panel.

Here� are� some� more� tips� for� battery�

conservation� :

•� Disconnect� bus-‐powered� USB� or� Firewire�

devices� when� not� in� use.

•� Quit� open� applications� that� you� are� not� using.

•� Remove� CD� and� DVD� discs� when� they� are� not�

in� use.

•� Reduce� screen� brightness� using� the� brightness�

controls� on� the� computer’s� keyboard.

•� If� you� have� an� Airport� card� installed,� but� are�

not� using� an� Airport� network,� turn� Airport� off.

•� Set� the� hard� disk� to� spin� down� after� a� short�

period� of� time.

Q� :� What� is� the� proper� method� to�

recharge� my� battery?

A� :� Recharge� Lithium-‐Ion� batteries� when� they�

become� depleted.� � Although� they� are� not�

subject� to� the� memory� effect,� it� is� suggested� that�

the� battery� be� recalibrated� every� so� often.

Q� :� How� can� I� calibrate� a� new� battery�

for� the� best� performance?

A� :� The� battery� of� an� iBook� or�

PowerBook� G4� has� an� internal�

microprocessor� that� provides�

an� estimate� of� the� amount� of�

energy� in� the� battery� during�

charging� and� discharging.� �

The� battery� needs� to� be�

recalibrated� from� time� to� time� to�

keep� the� on� screen� battery� time�

display� accurate.� � You� should�

perform� this� procedure� when�

you� fi� rst� use� your� computer� and� then� every�

couple� of� months� thereafter.

First,� plug� the� adapter� in� and� fully� charge� the�

battery� until� the� indicator� lights� turn� off� and� the�

adapter� ring� goes� from� amber� to� green.� � Then�

disconnect� the� power� adapter� and� use� your�

computer.� � When� the� battery� gets� low,� you� will�

see� the� fi� rst� low� battery� warning� dialog� on� the�

screen.� � Continue� to� use� your� computer� until� it�

goes� to� sleep.� � At� that� point� the� battery� has� been�

suffi� ciently� drained� for� calibration.

Finally,� connect� the� power� adapter� and� leave�

it� connected� until� the� battery� is� fully� charged�

again.

PowerBook� &� iBook� Battery� Helpful� Information

Apple� Education� Service� and� SupportAre� you� having� technical� issues� with� your� batteries� or� other�

Apple� hardware?� � Contact� one� of� our� Education� Technical� Support�

representatives� for� assistance� by� calling� 1-‐800-‐800-‐2775� and�

selecting� option� 3.� � Representatives� are� available� from� 7am� -‐� 8pm�

CST� Monday� through� Friday� and� 8am� -‐� 8pm� Saturday� and� Sunday.

(Support� is� also� available� 24� hours-‐a-‐day� from� the� AppleCare� Knowledge� Base,� available� online� at� www.apple.com/support)

Battery� Troubleshooting� 101If� your� iBook� or� PowerBook� operates� normally� when� plugged� into� AC� power�

(wall� outlet),� but� does� not� operate� using� a� battery,� try� the� following� steps,� in� the�

order� listed,� to� verify� whether� the� problem� is� related� to� the� battery� or� another�

component� of� the� computer.

1.� Ensure� the� battery� is� fully� charged� by� using� the� proper� power�

adapter� for� your� computer.� � The� connectors� on� the� white� power�

adapters� will� glow� amber� if� the� battery� is� accepting� a� charge.� � If� the�

power� connector� is� not� glowing,� you� may� have� an� issue� with� the� AC�

adapter� or� outlet.

2.� Reseat� the� battery� to� ensure� it� is� making� good,� solid� contact.

3.� Reset� the� Power� Management� Unit� (PMU).� (Visit�

www.info.apple.com/kbnum/n14449� for� exact� instructions� on�

how� to� reset� the� PMU� for� your� model� of� iBook� or� PowerBook).

4.� Try� a� known-‐good� battery.

5.� Replace� the� battery.

(This� information� along� with� further� details� can� be� found� in� article� 58450� of� the� AppleCare� Knowledge� Base,� available� online� at� www.apple.com/support)

News for Broward County Public Schools

This newsletter is provided by AppleCare Strategic Account Management. Copyright © 2014 Apple Inc.

How to clean Apple productsThe materials used to make Apple products vary; in some cases each product may have specific cleaning requirements, which may vary by the part you are cleaning. Here are some tips that apply to all products to get you started:

• Use only a soft, lint-free cloth. Abrasive cloths, towels, paper towels, and similar items may cause damage to the item.

• Disconnect your Apple product from any external power sources.• Disconnect any external devices and other cabling from the product.• Keep liquids away from the product.• Don't get moisture into any openings, and don't use aerosol sprays, solvents, or abrasives.• Do not spray cleaners directly onto the item.

http://support.apple.com/kb/ht3226

End-of-Year ChecklistEach school or department should establish procedures for the collection of notebooks and iPads prior to the summer. In addition, plans should be made to inventory and repair all desktops, notebooks, and iPads.

Items to be accomplished

Collect and inspect notebooks and iPads.

Inventory all units according to the procedures set forth by SBBC policy.

Follow district policy for reporting any units not returned (i.e. considered lost or stolen).

Separate power adapters and sync cables into working and non-working. For non-working cables/adapters, separate into failed and mishandled.

Make the necessary plans to replace damaged and lost parts and peripherals.

Identify desktop and notebook computers that need repair and schedule repairs via standard SBBC process.

Teachers who received a notebook this year and who will return to the school or department for the next school year should receive the same unit. This cuts down on administrative issues related to asset and record management.

Don’t forget to disconnect carts from their power source. Power off and secure all notebooks, iPads, and sync stations.

Store notebooks and iPads in a cool, dry, secure location. Do not stack devices more than five high.

May 2014

Preparations for SummerTips for collecting, storing, repairing, and preparing your Apple desktops, notebooks, and iPads.

Long-Term Battery StorageIf you don’t plan on using your notebook for more than six months, Apple recommends that you store the battery with a 50% charge. If you store a battery when it’s fully discharged, it could fall into a deep discharge state, which renders it incapable of holding any charge. Conversely, if you store it fully charged for an extended period of time, the battery may experience some loss of battery capacity, meaning it will have a shorter life.

The environmental temperature also affects the storage life of any battery. Cool environments are best. Schools that may not use their Mac notebook computers during a long weekend or break should fully charge the batteries, remove them from the computers, and store them in a cool location for the duration of the break. For computers that have non-removable batteries, shutdown the computer and fully charge the battery. If storage will be longer than a month, fully recharge the battery every two months.


Service and Support CoverageDuring summer break, there will be a relaxed Service Level Agreement in place. To request expedited repair service for individual in-warranty repairs, please note the urgency before completing the dispatch creation process.

Use the self-service page to review your Apple warranty status and eligibility for support.

https://selfsolve.apple.com

https://acbd.apple.com/broward/

https://acbd.apple.com/broward/






https://selfsolve.apple.com/agreementWarrantyDynamic.do

https://selfsolve.apple.com/agreementWarrantyDynamic.do

Documents

SUMMER MAINTENANCE TIPS default... · MAC LAPTOP BATTERY TIPS If you are not going to be using your computer over the warm summer months or for more than six months, here is a tip