Alice Administrator Training - Florida Coalition Against ... Administrator Training.pdf · Alice Updates Step 3: Double-click on the upgrade file and the process will begin automatically.

Alice Administrator Training

FCADV Webinar March 13, 2012

Welcome and Agenda

Review of Alice administrative responsibilities

Support Overview Upcoming Webinars Q&A

◦ FCADV Staff – Michael Oates, IT Manager ◦ Theresa Harrison, Peaceful Paths

Alice and FCADV

Alice is being used by about 30 centers FCADV Point of Contact:

◦ Michael is available for IT questions related to things such as updates, backing up, and network issues

◦ Helpdesk: Content questions should be directed to the Alice helpdesk through the FCADV website or emailed to [email protected].

Alice and FCADV

FCADV is asking that you not contact Mark for any questions related to content or changes to fields, etc.

Alice Helpdesk will be monitored daily and will address these issues and concerns through email and/or phone contact.

Alice Updates

Mark updates Alice approximately 3 times per year.

Each update comes with standard directions.

Updates should be done within 90 days of their release.

Alice Updates

Step One: Download Alice from the secure website and save it to the same drive on the network where the Alice folder is located.

Alice Updates

Step Two: Right-click on the blue “H” Alice Server icon in the lower right hand tray and choose “close”. You may have to run the task manager to end the services, or even rename the HopeDBISAMServer.exe in the Alice folder by adding an “X” at the end.

If you are running Alice on a network that uses a Windows Server 2003 or higher operating system, you may have additional conflicts. Contact Michael if this occurs.

Alice Updates

Step 3: Double-click on the upgrade file and the process will begin automatically.

Step 4: After completing the upgrade, you should restart the Alice service by clicking the HopeDBISAMServer.exe icon. ◦ If you had to rename this file, make sure that the file in the Alice folder is the date of the upgrade or higher, and then delete the renamed file and restart the service.

Alice Updates

Step 5: Manually copy the new Alice.exe, Alice.cnt, Alice.hlp, Alice_Help.exe, and Alice.pdf files from the Alice folder to the shared Alice folder.

Step 6: Run the Alice Verify utility (optional)

Alice Folders

Alice folder location

Alice Backups

There are many different options to backup Alice via local or offsite. Running full backups on the main Alice folder daily is extremely important to preventing data loss.

The Windows Server 2003 Default Backup process is below.

Alice Backups

Alice Backups

Alice Backups

Alice Backups

Alice Backups

Check this box

Alice Backups

Alice Backups

User Access

Local users vs. remote users: ◦ Remote Desktop Connection option allows users at any site to login to Alice from any computer equipped with internet access.

◦ Remote access reduces the number of Alice folders to update and maintain.

◦ Remote access has the highest integrity because all services and data are housed on the network.

Questions about setup?

Alice Users

It is important to give every staff person their own login. DO NOT use generic usernames (“Child Advocate”).

Setting up and deactivating Alice users has several steps.

Staff who have logged on at least one time and created any records cannot be deleted, but will have to be deactivated.

Alice Users

To setup a new user, first go to the Edit Menu, select “staff” and then “staff names”.

Alice Users

Once the window opens, click the “New” button and then create the user.

Alice Users

Once the staff name has been added, the next step is to go to the Utility Menu and select “Edit User Name Table”.

Alice Users

Select “New” and add the staff name and username.

Alice Users

Select the user level access – MOST users will have basic level access.

Alice Users

Once these steps are completed, it is important to login as the new staff person and set a password for them.

Alice data is encrypted in part through the username and password data, so choosing complex passwords is important.

It is recommended that the password be at least 8 characters, and a mixed format.

Alice Users

To deactivate staff, go to the Edit Menu, select “staff”, then “staff names”.

Select the “delete” button and then the staff to delete.

If the staff has created records, it will prompt you to deactivate rather than delete.

Alice Users

Next, go to the Utility Menu, select “User Names” and deactivate the staff person from this menu as well.

Only after doing both steps will the staff person be removed from the staff drop downs.

Upcoming Webinars

FCADV plans to host a Basic User Webinar and an Advanced User Webinar over the next 6 weeks.

We would like feedback on the critical items and topics to cover in these trainings.

Questionnaire

What basic user errors do you see most often?

What administrative issues do you have when

using Alice? How do you ensure quality assurance of the

data? Would you be interested in a comprehensive

definitions training? Would you be interested in participating in a

centrally hosted Alice server through FCADV?

Questions

What other issues or questions would you like to address today?