Pharos SignUp Vx3. You can t manage what you can t see

Technical White Paper Pharos SignUp Vx3 April 2008 You can’t manage what you can’t see. 100 WillowBrook Office Park, Fairport, NY 14450 | Support 8...
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Technical White Paper

Pharos SignUp Vx3

April 2008

You can’t manage what you can’t see. 100 WillowBrook Office Park, Fairport, NY 14450 | Support 877 848 0377 | Voice 585 249 8999 | Fax 585 249 9229 | www.pharos.com

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With the innovation and functionality characteristic of the Pharos family of output resource management products, Pharos SignUp leads a new-generation of smart library systems that introduce a completely automated self-service environment to public access computers. Library administrators and staff no longer need to spend scarce time on a time-gobbling manual system of access management. SignUp makes it easier to: • Ensure fair access and optimal utilization • Reduce queues at peak times • Track the use of your computer resources • Optimize availability by reallocating limited resources based on actual use

Product Overview SignUp is a robust and secure three-tier application that controls and monitors PC and application usage over a local area network (LAN). Separated services ensure maximum scalability and flexibility, and offer the highest level of performance and reliability. The system can be configured for any number of users and up to 2500 computers. User management is straightforward. A simple batch load process imports known users from an existing database, and SignUp can be configured to allow subsequent users to create their own account at a self-service terminal called a Pharos Station. Users can maintain their own details, keeping the need for staff intervention to a minimum. SignUp manages access to computers and applications under three modes of reservation, on a mix-and-match basis. Alternatively, the track and manage function may be implemented without requiring reservation. A web-based management tool, the Nerve Center, is accessible from any web-enabled PC allowing librarians to remotely supervise computer use. Utilizing the power of SQL Server, SignUp provides full audit trail and reporting options. Standard reports use the popular Seagate Crystal Reports program. A powerful system of plug-ins is available for use with gateways to external systems. Plug-ins can be written in most languages or using the built-in scripting feature.

Key Features Architecture SignUp server components (services) run on Microsoft® Windows 2003 or 2000, both robust, multi-purpose network operating systems offering high-performance file and print services and infrastructure that supports powerful client-server applications. SignUp services also run on Windows XP Professional. High levels of security and reliability are guaranteed by the Microsoft® SQL Server or Microsoft Data Engine (MSDE) database. Each major SignUp service runs separately, making the product scalable across all your branches. In busy environments, services can be loaded on separate or multiple machines. Apart from the principal database and license services, additional components can be added or subtracted as required.

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In addition to scalability, the separation of services allows a site to minimize stresses that may arise because of the network topology. Network traffic is heaviest between a SignUp Service and the workstations for which it is responsible. Positioning SignUp Services at strategic places in a large site ensures fewer communications need to travel from one subnet to another. As the volume of transactions increases, installing additional SignUp Services shares the load without the need to add extra principal services (Database and License Services), ensuring that SignUp continues to manage the site efficiently. SignUp supports client machines running Microsoft Windows 2003, XP Professional and 2000.

SignUp Vx3 Feature Summary • • • • • • • • • • • • • • •

Operates over a local or a wide area network Provides excellent scalability using client-server architecture Multiple configuration choices allows the highest level of customization Supports plug-ins for ultimate flexibility Enforces site PC access policies, so users can be guaranteed fair access to computers Offers flexible reservation options Offers security designed for a "hostile" environment Generates automatically a short "manual" for each Pharos Station, tailored to that station’s unique configuration Uses a centralized administration application to administer all facilities for all SignUp servers Integrates easily with third party filtering software Integrates with authentication services e.g. Windows, Novell, NDS, POP, LDAP and active directory Integrates with accounting systems, patron databases, library automation systems that implement the SIP 1 or SIP 2 protocol or are ODBC compliant Integrates with security software such as Deep Freeze Offers full reporting, including the opportunity to create customized reports Introduces web-based user interfaces for some user and management functions

Centralized Management Pharos SignUp provides several administration and management tools. A comprehensive administration application called Pharos Administrator runs on any Windows Vista/2003/ XP SP2 server or workstation machine on the network, allowing a suitably privileged administrator to oversee all facilities for all SignUp servers. From this central application an administrator can: • • • • •

stop and start the SignUp system on any server change all administrator passwords maintain any user account modify any system configuration option on any server and then cause all servers, clients and Pharos Stations to reconfigure themselves on-the-fly check for problems anywhere in the system

All material contained in this document is the property of Pharos Systems International. This document may not be reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.

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For more immediate supervision of PC use and to facilitate daily maintenance and administration tasks, SignUp provides a modern and functional environment management web application. The SignUp Nerve Center allows library staff to check on the status of users, PCs, reservation queues and active sessions, as well as performing various administration functions. The Nerve Center is available on any web-enabled machine, which makes it easier for library staff to administer the current use of the SignUp system from anywhere. From the SignUp Nerve Center, staff members can: • • • • • • • • • • • • •

view user details, including reservation history print out a user’s logon details (including a barcode representation of their logon ID) create and modify user accounts create temporary “visitor” accounts, which are automatically deleted after a set period view the status of any queue for a selected group of computers create Queued or Scheduled reservations for a user create Block reservations for classes or other group activities view the status of all computers in a selected group view details of a selected computer disable a selected computer send a message to the user of a selected computer modify the duration of a session on a selected computer immediately terminate the session on a selected computer (the user is given a warning that their session is about to end)

A separate reporting application (see details below) completes the management tool set. The Right Administration/Management Tool Task

Tool

Viewpoint

Configure/ change the system rules

Pharos Administrator

Current

View/ manage real time system use/ events

SignUp Nerve Center

Current

View what happened on the system

Pharos Reports

Historical

Reservations Three reservation modes offer easy self-service and unparalleled flexibility for intending computer users: • Immediate or walk-up reservations mean users can simply sit down at any unoccupied computer displaying an ‘Available’ message and log on. • Queued reservations operate in a line-up scenario, where all available computers are being used. An intending user adds their name to a list of waiting users at a Pharos Station, and SignUp cycles through the list, matching users with computers as each machine is freed up. A dedicated web-based Queue Station displays the list of users and machines. When a queued reservation falls due, the reserved computer allows no other user to log on until a site-defined grace period has passed.

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Scheduled reservations are advance matchings made between a specific user and computer at a specified time. Scheduled reservations can be made from a traditional Pharos Station or from a web-enabled PC via the SignUp Nerve Center.

When a reservation falls due in queued and scheduled modes, the reserved computer allows no other user to log on until a site-defined grace period has passed. All machines can operate in walk-up mode, and in either queued or scheduled mode. Administrators can configure the choice of reservation conditions, and parameters are easy to set and implement. SignUp enforces all reservation conditions without the need for staff intervention. Configurable options The degree to which SignUp is configurable makes the system hugely flexible and responsive, an important feature in an environment where central control is desirable but local branches may have different needs. Customizing features and settings is accomplished easily using Pharos Administrator. Reservation parameters that can be defined to suit your individual branch or site include: •

• • • •



the maximum number of separate reservations a user may have during any day (24 hours from midnight to 11.59pm). The start time of the reservation is used in calculating how many times a computer has been used in one day. In a queued reservation, the start time is taken as the time when the reservation request is entered in the queue. the maximum use time a user may have in any day (24 hours from midnight to 11.59pm), regardless of the number of separate uses. The calculation uses the total time a user spends logged on to a computer during the relevant 24-hour period. the maximum reservation period, measured in days which determines how far in advance users may reserve a computer. This period limits the number of reservation schedules the system has to maintain at any time. how long a computer can be used during any reservation. When requesting a reservation, users are not allowed to select a duration longer than this value. computer type parameters, including: o alternative computer types that the system may substitute to advance a user’s reservation o permissions to use computers of each type o whether or not the Lock Computer button is available to users on the Windows Security window on each computer type timeout periods, which are time windows that must expire in various circumstances before a user's session is cancelled: o Unclaimed Session Timeout – in a queued or scheduled reservation situation, once a user’s reservation becomes due, they have this limited amount of time to get to their assigned PC and log on. If the user fails to begin using the computer within the specified time limit, the reservation is cancelled. This guards against users adding themselves to the queue, but then changing their mind and leaving before their reservation becomes active. o Lock Workstation Timeout – this is the maximum amount of time a workstation can stay locked before SignUp unlocks the workstation and cancels the session.

All material contained in this document is the property of Pharos Systems International. This document may not be reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.

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• •

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A user may lock their workstation from the Windows Security dialog if they have to go and do something else (e.g. pick up a printed job). o Logon Timeout – this is the maximum amount of time (in seconds) the user has to log on, i.e. the time from pressing CTRL+ALT+DEL to successfully inputting logon and password. o Inactivity Timeout – this is the maximum amount of time a computer can sit idle for, before it is assumed that the user has abandoned the computer, and the session is automatically terminated. a lockout period for Scheduled reservations, which places a limit on how soon Scheduled reservations can be made. This can prevent queue jumping where Queued and Scheduled reservations are offered together. authentication, providing the option of selecting LAN logons only or a common guest account. prompts and other information displayed to a user working on a reserved computer, including all messages displayed on the SignUp client logon screen. user warnings, including: o Time Low Warning – an early, low-level warning to remind users when their reservation is coming to an end. o Time Critical Warning – an urgent warning that the reservation will be terminated very soon. PC accessibility when the SignUp Client is unable to contact the server. When unable to contact their server, SignUp Clients can go into standalone mode which makes them available for immediate reservations only. whether users can have more time on the computer if demand is low. The SignUp system can be flexible in the way reservation limits are enforced during periods when the system is not busy. The maximum reservation duration can be strictly enforced under all conditions, or, when certain criteria are met and the system is considered to be in low use, the limit can be relaxed. This means SignUp automatically allows sessions to be extended, even if doing so means that users exceed the maximum reservation duration. Daily quotas (maximum reservations and maximum use time) are always enforced.

Optimizing Computer Utilization Where multiple reservation modes are available, issues with computer utilization can arise. Reservations may be scheduled so that there are time gaps in between them that are too small to fit another Queued or Scheduled reservation. To prevent computers sitting idle in these situations, SignUp includes a number of measures to ensure that computers are in constant use. Reservation Duration Ranges Queued reservation durations can be specified as a range, rather than a single value. This means that the system can offer more flexibility when placing Queued reservations into the gaps between existing Scheduled reservations. Standby Reservations SignUp Vx3 includes a second kind of Queued reservation: the Standby reservation. Standby reservations have their own maximum and minimum reservation duration, which should be set to a shorter length than the normal durations. When a user makes a Queued reservation, they are given the option of making a normal reservation or a Standby reservation, which, being shorter,

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can fit into the gaps between Scheduled reservations more easily, and is more likely to be assigned. Allowing standby reservations means that some users may be jumped ahead of others in the queue; however, users are informed that Standby reservations are likely to be placed faster when they first make a reservation, and Standby reservations are clearly marked with a “STBY” icon at the Queue Station. Extending Reservations Where the gap between the end of a Queued reservation and the start of a Scheduled reservation is too small to fit even a Standby reservation, the Queued reservation will be extended to fill the gap, even if this means exceeding the user’s reservation quotas. Only in the case where a user ends their session leaving too small a gap to fit a Standby reservation will PCs ever go into pre-reserved state.

Managing Users User identification is an important part of the SignUp process but adding users to the database is made as easy as possible. User details can be imported from an existing database as long as the details conform to a specified format. Alternatively, user information can be entered manually, either by staff or by the users themselves. Just-in-time user creation, a Pharos innovation, allows users to set up their own database accounts, a useful feature in a public access environment, reducing the administrative tasks required of staff. With just-in-time user creation, a new user gives themselves a logon ID and password for the network at a Pharos Station configured to create accounts. However, certain details in the user account are defaulted when a new account is created at a Pharos Station. For example, new users are defaulted to the User access level, which prevents them performing any maintenance or management functions within Pharos other than modifying certain details of their own account. Giving users the right to change their name, password and alias (see Security Features below) at the Pharos Account Station is a configurable option. SignUp features two methods of coping with transient patrons and infrequent local users, who may not use the system enough to warrant a permanent user account: • Enabling Express reservations means that users are given a temporary set of logon details when they make a reservation. See “Authentication” below for more details. • Staff can create temporary Visitor accounts using the SignUp Nerve Center. Visitor accounts are automatically deleted after a configurable number of days.

Authentication SignUp requires a computer user to log on and offers logon options: • •

ID card (including smart cards and traditional magnetic and optical stripe cards) Type in ID

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Users who log on via a typed ID can also be required to enter a password to authenticate themselves against the Pharos Database or, optionally, against the network. Authentication is the process that verifies that the user has the right to use the specified logon ID and is therefore allowed to utilize Pharos services. SignUp does allow a blank password to be set up to automatically authenticate all users. Passwords are optional and can be turned off. Users can change their own password at an appropriately configured Pharos Station. SignUp also offers Express reservations, which do not require users to have an existing account to make reservations. A temporary user account is created in the Pharos Database, and deleted once the reservation is over. This allows computers to be reserved anonymously in a high-use environment, while retaining the authentication requirements that allow for an orderly reservation system. All reservation types can be made in Express reservation mode; in an immediate reservation users are given their temporary logon details as part of the logon process, while in a queued or scheduled reservation users are told their temporary details when they place their reservation at the Pharos Station.

Security Features In addition to standard logon and authentication procedures, SignUp incorporates a variety of security features to safeguard the organization and the individual. • •



• • •

Access levels – a four-level hierarchy restricts user access to control and management levels within SignUp. The system allows administrators to devolve responsibility for some management operations to less privileged users. Alias – optional unique identifier displayed instead of an individual’s name or logon ID on screens in public situations where privacy is required. A default alias is generated for each user, which users can change later at an appropriately configured Pharos Station. The administrator can configure a list of unacceptable words and SignUp does not accept any alias containing those words. Environments – the group of applications and activities available to a user on any computer. Specific Pharos Environments can be configured for different groups of users or for different types of computers. For example, a Children’s Environment can be configured allowing access to applications commonly used by children and excluding applications such as an Internet browser. Permissions – restrictions, by individual user or group of users, on use of SignUp services, such as access to certain types of computer. Microsoft Windows security window – the Windows security window allows users to lock workstations, access Task Manager and change their password. SignUp offers the opportunity to disable the Lock Workstation and Task Manager buttons in this window. The SignUp Client integrates with software security such as Deep Freeze, which restores the hard drive to a known state after each session, providing a “clean” setup for the next user.

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Reporting Pharos Reports is a separate application which provides the ability to run a variety of standard summary and analysis reports on SignUp data. The interface is simple and straightforward, allowing easy selection and generation of reports. The reports are standard Seagate Crystal Reports .rpt files, and therefore can be customized to exactly meet your specific requirements by purchasing a licensed copy of Seagate Crystal Reports. The Reports application installs independently of Pharos Administrator on any Windows Vista, 2003, 2000 or XP Professional computer(s) in the system. In addition to a series of reports tailored specifically to the SignUp system, a number of general reports offer supplementary information on user status and transactions, results of an install or upgrade using the distribution system and alerts. Standard SignUp reports include: • • • • • • • • • •

Cancelled Scheduled Reservations Computer Group Hourly Statistics Computer Group Summary Computer Transactions Computer Type Summary Computer Utilization Computer Version Numbers Scheduled Reservations User Computing Detail User Computing Summary

Cancelled Scheduled Reservations When a staff member creates a Block reservation, they may have to cancel existing Scheduled reservations to make way for the block. This report generates a list of all users who have had reservations cancelled during the specified period. This list can then be used to inform users that their reservations have been cancelled. Computer Group Hourly Statistics A report that summarizes computer transactions per selected computer group over a specified period, in terms of the average use made of computers in the group during each hour of the week. The average use is based on the total number of minutes that computers were in use each hour, the number of computers in the group and the number of weeks in the reporting period. Results are displayed graphically with one graph for each Computer Type. Computer Group Summary A summary report for all computer groups that includes the total number of sessions and amount of time that computers in each group were used, based on computer transactions for sessions that started between specified start and end dates.

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Computer Transactions A report detailing all reservations that were hosted by the selected computer, specifying: • • • • •

date and time when the reservation was recorded logon ID of the user who made the reservation reservation type (Scheduled, Queued, or Immediate) date and time the reservation started duration of the reservation

Computer Type Summary A summary report for all computer types including the total number of sessions and amount of time that computers of each type were used, based on computer transactions for sessions that started between specified start and end dates.

Computer Utilization A detailed report producing a list of all computers, categorized by group and by type, showing for each computer the total number of minutes that computer was used during the specified period, and the percentage utilization of that computer based on the availability time of the computer group to which the machine belongs. Computer Version Number A summary report for all computers showing the operating system used on each computer and the version number of the SignUp Client software installed on each computer. This report is useful for checking that an upgrade has been applied successfully across the entire site. Scheduled Reservations A detailed report showing all Scheduled reservations that are pending in the system and that are due to start between specified start and end dates. The report does not include Scheduled reservations that are currently active or those that have finished. User Computing Detail A detailed report of all reservations made by a selected user between specified start and end dates. For each reservation, the report specifies: • • • •

date and time the reservation was recorded name of the computer used in the reservation branch where the computer is located computer group the computer belongs to

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computer type reservation type (Scheduled, Queued or Immediate) date and time the reservation started duration of the reservation

User Computing Summary A summary report for all users or all members of a selected user group, listing for each user the number of sessions and the total duration of sessions that started between specified start and end dates.

System Messages Although Windows logs system messages on each machine, this does not work well for a network-wide system where errors and events may occur in a variety of places. SignUp logs all system messages, information and warnings in one place: the Alerts context in the Pharos Administrator application. The Alerts context is the first place to look when there are any problems in the system, and is a useful context to check from time-to-time.

Compliance with Legal and Privacy Requirements SignUp has provisions for satisfying the various legal obligations that can apply to certain sites. A startup notice containing legal notices or terms of conditions can be configured, and will be displayed to all users as they attempt to log on to a computer. The user must accept any terms before they are allowed to complete the log on. Furthermore, SignUp can be configured to automatically remove the usernames associated with the records of reservations that are stored in the Pharos database, complying with the privacy requirements of some sites.

Hardware And Software Configuration Server SignUp runs on a Windows 2000, XP Professional or 2003 machine, with all relevant service packs installed, situated almost anywhere on your network. A SignUp server should be a Pentium 4/Athlon 64 or better processor with 1 GB RAM and 60 GB of disk space. If a server is supporting a high load environment, then add more memory, more/faster CPUs, or split the work with a second SignUp server.

Database System Software SignUp uses Microsoft SQL Server 2000 and 2005 Database, or installs on SQL Server 2005 Express Edition (SQL Express) free of charge.

Protocols SignUp uses TCP/IP for all communication. As long as the network supports TCP/IP, SignUp coexists with Novell and Unix servers.

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Network Topologies Supported topologies include: • • • • • •

ISDN X.25 Frame relay T1/E1 T3/E3 FDDI

Pharos Station Pharos Station software requires minimum configuration: Intel Pentium III+ or Celeron processor, 64+MB RAM, 1+GB hard disk, Windows XP, 2003 or Vista (Business Edition or higher).

Clients Supported The SignUp system supports the following client operating systems: • Windows 2000 • Windows 2003 • Windows XP Professional • Windows Vsta • Macintosh (contact Pharos Support for availability)

LMS/Patron Databases Supported • • • • • • • •

Innovative Interfaces (III) Dynix Pinnacle Software GEAC SIRSI/ Data Research Associates (DRA) SIP 1 and SIP 2 3M protocol-enabled database Epixtech Any ODBC compliant database

Cards and Card Readers Supported SignUp supports both magnetic stripe and bar code identification cards. Supported cards & card readers include ABSEC, ACT, BEAR, CartaDIS, CDT, CopiCard, Danyl, DebiTek, DAC, F2000, Hecon Touch Key, InterCard, ITC, Jamex Coin Reader, Maas, Monitor, NetCam, POSLink, Saturn, TechProd, Verifone, XCP. Card interfaces are being developed all the time. Check with an Authorized Pharos Reseller for the latest compatibility list, or check the DLL download list on the Pharos website: http://www.pharos.com/Support/DownloadsCardReader.asp

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Frequently Asked Questions Do I require Microsoft Client Access Licenses (CAL) to operate Uniprint? SQL 2005 Express Edition (SQL Express) does not require the purchase of additional licenses. However, in larger sites SQL Express is likely to be unsuitable, and SQL Server and the appropriate CAL are required. At the time of writing, Microsoft has three schemes for licensing SQL Server: 1. Server License + CALs per user 2. Server License + CALs per PC that has a Uniprint component 3. Processor License—no CALs required, but SQL Server price is determined by the number of CPUs the computer running SQL Server has. In general, the third option is the most cost effective in a site that is too large to run SQL Express. Can SignUp connect to my LMS/Patron Database? Yes. SignUp supports any patron databases or library automation systems that implement the SIP 1 or SIP 2 protocol or are ODBC compliant. Supported systems are listed on page 13. Can SignUp limit the time a user spends on a PC in a day? Yes. Limits on use can be set by maximum number of reservations and maximum number of minutes allowed per day. The default for both properties is ‘Unlimited’. If computer demand is high and specific values are configured for both properties, users are restricted by whichever limit is reached first. A user is always informed they have reached or are nearing the limits, at the time they make a reservation. If a user has used up their reservation quota for the day, the system does not accept another reservation for them. If a user is close to their time quota for the day, the system restricts their next reservation to the remaining time. Properties are configured in Pharos Administrator for groups of users, and are not configurable on a per-user basis. The only way to change a user’s quota is to change group membership. However, a librarian can use the SignUp Nerve Center to make a reservation on a patron's behalf that would violate the patron's quota restrictions. Can SignUp limit the times that PCs are available? Yes. Timetables of Access Times can be specified, which determine the hours during each day that PCs are available for. In addition, a schedule of public holidays can be specified— reservations cannot be scheduled for any day designated as a holiday. Can a user make a reservation over the web? Yes. A user with User-level access (the lowest level) to the system can schedule their own reservation using the SignUp Nerve Center. A user with higher-level access can make or modify scheduled or queued reservations for themselves or others. The SignUp Nerve Center is available from any PC with a browser. Can a user select a specific PC to reserve? A user can select a specific PC when making an immediate or walk-up reservation, as long as that PC is free and has no pending scheduled reservation. A user making a scheduled reservation can specify a location and select a computer type from those available at that location and a preferred day and start time. If more than one computer of

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that type is available at that location within the specified parameters, SignUp assigns a randomly selected machine. A user making a queued reservation selects a computer type from those available at that location. SignUp assigns the first computer of that type that becomes available. Can a staff member create blocks of reservations for group activities? Yes. Using the SignUp Nerve Center, staff members can create a Block reservation—a block of simultaneous Scheduled reservations that affects a specified group of PCs. Block reservations can be one-off events, or they can be set to repeat at regular intervals (daily, weekly or monthly). Can a staff member cancel a reservation? Yes. The SignUp Nerve Center allows library staff to cancel reservations in advance or in progress. Viewing the list of pending reservations per users displays a cancel link alongside each reservation. Clicking this link cancels the reservation. If it is a queued reservation, the user is removed from the queue immediately. Viewing the status of a given computer offers a Terminate Session option. Selecting this option ends the session in progress on that computer immediately—no warnings are given. A Modify Duration option is also available, which allows a staff member to shorten (or extend) the session in progress at their discretion. Can a staff member disable a faulty or bad computer? Yes. A computer can be disabled or inactivated via either the Pharos Administrator or the SignUp Nerve Center. The computer cannot be reserved until it is enabled again. What happens to scheduled reservations that are for a PC currently in for repair? A PC removed from the network for repair must be disabled in the system. Existing reservations will time out if the machine is still unavailable at the time they fall due. If a machine is out of service for longer than originally anticipated and a user arrives for their reservation to find the machine out-of-order, library staff can use SignUp Nerve Center to insert the user into a reservation queue as a priority reservation. If staff wish to check for existing reservations before disabling a computer they can run the Scheduled Reservations Report. How does a user sign up for a PC? SignUp offers multiple options for reserving a PC. The simplest method is to walk up to an unoccupied PC and log on. If all PCs are currently in use and queued reservations is operating, a user goes to the Pharos Station, adds their name and requirements to the queue and waits to be allocated a PC. When the Queue Station displays their allocation, the user logs onto the specified PC. A user who wishes to make a scheduled reservation to book a PC for a specific time in the future completes the simple reservation process at a Pharos Station, or on the web at SignUp Nerve Center, or via phone (if i-tiva Booking is installed).

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Can a staff member sign a user up? Yes. The SignUp Nerve Center allows library staff to make a scheduled reservation for a user, or to insert them into a reservation queue – at the front, the back or somewhere in between. Inserting a user into the front of a queue may be appropriate if the user has made a queued reservation and has relied on the system’s estimation of the number of minutes before a computer will be available, using the time to complete a task elsewhere only to return and find they have missed their reservation because a computer became free earlier than the estimated wait time. What reports are available? As well as the specific reservation-related reports described above (page 11), SignUp also provides a number of important administrative reports covering areas such as user status and alerts. All reports are customizable, and new reports can be created using Seagate Crystal Reports. Can PCs be set to shut down automatically at the end of the day? Yes, for PCs that support automatic shutdown. If the End of Day Shut Down feature is enabled, PCs will automatically power off a set amount of time after the end of the day (as defined by the location’s Access Times schedule). For the PCs to power off automatically, they must support Advanced Power Management (APM) or the newer Advanced Configuration and Power Interface (ACPI) standard. What happens if there are users in the reservation queue when the location closes? The site administrator can assign each location a timetable of hours that it is available, called an Access Times Schedule. SignUp automatically purges the queue when the location closes for the day, as defined by the associated schedule, as long as a specific timetable is configured. If the default schedule ‘All the time’ is associated with the location, the queue is not purged. However, in this instance all reservations will time out after hours, achieving the same result. Can a user use their library card to reserve a PC? SignUp does not cater for a swipe logon. However, the site can configure the system to require the library card number as the logon ID. Do computers become unavailable if the SignUp Client is unable to contact the server? When unable to contact their SignUp Service, SignUp Clients go into standalone mode. In this mode, the computer is available for immediate reservations only. Details of any sessions started while the client is in standalone mode are stored locally and sent to the SignUp service once communication is restored. The client accepts any Logon ID and password in standalone mode. However, if the session is still in progress when the server comes back online, the SignUp service checks the logon details, and if they are not valid, logs the user off. While in standalone mode, sessions are still subject to the Maximum Reservation Duration (this value is stored at the client). Quota restrictions, however, are not enforced. This is because the client needs to contact the SignUp service to find out what the current user's quotas are, and how much of them have already been used.

All material contained in this document is the property of Pharos Systems International. This document may not be reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.

Pharos SignUp Vx3 White Paper

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The SignUp Client returns to normal functioning when it is notified by the server that SignUp services are available again. Any sessions in progress when communication is restored become subject to the usual limitations and quotas. Any user who has already exceeded a quota or limit is warned prior to being logged off. How does the desktop environment work? When users log on to a workstation controlled by a SignUp Client, they can be restricted to running a set of applications to which they have access. This group of applications and activities available to the user can be controlled through the use of Pharos Environments. An Environment specifies the network account that will be used to log all users associated with it on to the LAN. A system policy and/or profile can be associated with this account, which can configure certain aspects of the desktop, and restrict access to others. Alternatively, a start-up file can be specified for each operating system on which the environment will be used. This file will run whenever a user associated with the environment logs on, and can perform operations to set up the desktop appropriately. User groups are assigned an environment. Users can be assigned a specific environment, or they may be configured to use whatever environment is associated with the user group to which they belong. What happens if a staff member notices that a user is not using their computer in accordance with library PC use policies? If a user is acting inappropriately on a PC, a librarian can send the user a message remotely, through the SignUp Nerve Center. If the user chooses to ignore the message, the librarian can cancel the user’s session, also remotely. The Nerve Center removes the need for a librarian to approach a user in person and risk an uncooperative or unpleasant response.

Pharos Systems Corporate Background Pharos Systems is an international software manufacturing company with offices in Rochester, New York and Auckland, New Zealand. With ten years experience dedicated to developing effective and reliable document and output management solutions and public PC reservation systems, Pharos has a proven track record meeting the unique needs of the most demanding customers. Pharos products are installed in over 500 customer sites in 48 states and 15 countries. Diverse consultation, innovative design, technical expertise and outstanding support have contributed to the company’s reputation as an industry leader in Output Resource Management Software. Visit us on the Web at www.pharos.com.

All material contained in this document is the property of Pharos Systems International. This document may not be reproduced in whole or in part and may not be distributed without the written consent of Pharos Systems International.

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