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  1. 1. ACFE Board Microsoft Agreement Computer Census User Guide November 2007
  2. 2. ACFE Board Microsoft Agreement Computer Census User Guide Table of Contents Introduction..................................................................................5 How to Log On ........................................................................................6 Creating New Records...................................................................6 Creating a new Hardware record................................................................6 Creating a new Software record.................................................................9 Editing Records...........................................................................11 Editing a hardware record.......................................................................11 Editing a software record........................................................................13 Deleting Records.........................................................................16 Deleting a Hardware record.....................................................................16 Deleting a software record......................................................................17 Reports.......................................................................................19 Hardware Reports..................................................................................19 Software Reports...................................................................................20 Next Year’s Data.........................................................................22 Getting help................................................................................23 Appendix 1..................................................................................24 -3-
  3. 3. ACFE Board Microsoft Agreement Computer Census User Guide -4-
  4. 4. ACFE Board Microsoft Agreement Computer Census User Guide Introduction You are able to access the ACFE Computer Census application at any time – and as often as you like – during the year. We recommend that you use this application to assist you in knowing what computer equipment and software you are using and to keep the recording of these assets as up to date as possible. However, you must access this Computer Census application website at least once during the Census period of 12 November to 7 December 2007 to ensure the information contained on your database is correct and up to date. Once this has been finalised, you will be able to continue to enter new information or edit or delete any information already contained on your database. To assist you with maintaining your information for next year’s census without having to re-enter all the information into your database once more, we recommend you use the Replicate Census Data from last Census link on the front page of the application. Please note: this link will not work for the 2007 Census as no information has been entered into your database. Unfortunately, for this year only, you need to enter your information manually. It is strongly recommended that, before you enter data into the Census database, you identify the information about the computers and the Microsoft software purchased via the ACFE Board’s Microsoft Agreement by your organisation. The types of software and the types of computers identified on the Census database are Appendix 1. You can use Appendix 1 to temporarily record your computer and software asset details before entering them into the Census database if you don’t have these details on file. The Appendix 1 is also provided in an Excel file. The Excel file is useful because you can sort the number, computer type, model and use of your computer. -5-
  5. 5. ACFE Board Microsoft Agreement Computer Census User Guide How to Log On • The Computer Census application can be accessed via the following hyperlink: http://acfecs.bishopphillips.com • On entering this website, you will be asked to enter your User Name and Password. You should enter the User Name and Password sent to you from ACFE and click OK. • The following screen will be displayed: • You have now successfully logged onto the Computer Census application for ACFE. Creating New Records Creating a new Hardware record Before creating new records you need to have the Appendix 1 information available. • Click on Computer hardware on the left-hand menu. OR Click on View/Edit Computer Hardware Data on the left-hand menu. -6-
  6. 6. ACFE Board Microsoft Agreement Computer Census User Guide • The following screen will be displayed: • Click on the Show Record-adding Record button. • The following screen will be displayed: • Using the Appendix 1 information you have previously obtained from your computer and software audit, enter the total number of computer hardware of each type and model you have into the Qty field. In our example, we want to add 10 Pentium IV PCs that are used by staff, 8 with internet access and one Apple PowerBook laptop used by staff to our database. As we are starting with the PCs, we enter 10 into the Qty field. • Enter the number of these computers that have access to the internet into the Qty with Internet Access field. In our example, of the 10 Pentium IV PCs, only 8 have access to the internet, so we enter 8 into the Qty with Internet Access field. • Select the Use for these computers from the drop down list. In our example, the PCs are used for staff use only. • Select the Type of computer hardware you want to add from the drop down list. In our example, we select PC from the drop down list. • Click on the button between the Type and Model fields to update the list for the next field. • Select the Model from the drop down list. -7-
  7. 7. ACFE Board Microsoft Agreement Computer Census User Guide In our example, our PCs are Pentium IV so we have selected that from the Model drop down list. • Enter the Purchase Date. In our example, we purchased these 10 PCs in May 2006, so we enter 12/05/2006 into the Purchase Date field. • Enter any Comments you wish. • Click on the Add Record button at the end of the line to save these changes. • Continue adding information about all your computer hardware one at a time by filling in the appropriate information and clicking on the Add Record button until they are all listed. Please Note: if you change from PC to Apple/Mac or Others in the Type drop down list, you will need to click on the button to re-generate the list before you will be able to select the appropriate models from the Model drop down list. -8-
  8. 8. ACFE Board Microsoft Agreement Computer Census User Guide Creating a new Software record • Click on Microsoft Software on the left-hand menu. OR Click on View/Edit Computer Software Data on the left-hand menu. • The following screen will be displayed: • Click on the Show Record-adding Record button. • The following screen will be displayed: • Select the Type of software you want to add from the drop down list. In our example, we want to add quite a number of Desktop or Notebook applications as well as three Server Products so we have selected Desktop/Notebook Applications from the drop down list. -9-
  9. 9. ACFE Board Microsoft Agreement Computer Census User Guide • Click on the button between the Type and Product Name fields to update the list for the next field. • Select the Product Name from the drop down list. In our example, the first software product we want to record is MS FrontPage so we have selected that from the Product Name drop down list. • Enter any Comments you wish. • Click on the Add button at the end of the line to save these changes. • Continue adding information about all your desktop or notebook applications or server products by selecting from the Type and Product Name drop down lists and clicking on the Add button until they are all listed. Please Note: if you change from Desktop/Notebook Applications to Server Products or Others in the Type drop down list, you will need to click on the button to re-generate the list before you will be able to select the server products from the Product Name drop down list. - 10 -
  10. 10. ACFE Board Microsoft Agreement Computer Census User Guide Editing Records Editing a hardware record • Click on Computer Hardware on the top menu: OR Click on View/Edit Computer Hardware Data on the left-hand menu. • The following screen will be displayed: - 11 -
  11. 11. ACFE Board Microsoft Agreement Computer Census User Guide • Click on the Edit button on the record line you want to change. In our example, we notice that we have assigned the wrong use to our 10 PC Pentium IV PCs we have on our database, so we click on the Edit button corresponding to the PCs. • The following screen will be displayed: • You now have the opportunity to change any information that needs correcting. [If you clicked Edit for the wrong item, click on the Cancel button. This will take you back to the previous screen.] In our example, we want to change the Use type for the 10 PCs from Print Server to Desktop (staff use). To do this, we select Desktop (staff use) from the Use drop down list. • Click on the Update button to save these changes. - 12 -
  12. 12. ACFE Board Microsoft Agreement Computer Census User Guide • The following screen will be displayed, confirming that the changes you have made are now recorded on the database: Editing a software record • Click on Microsoft Software on the left-hand menu. OR Click on View/Edit Computer Software Data on the left-hand menu. • The following screen will be displayed: - 13 -
  13. 13. ACFE Board Microsoft Agreement Computer Census User Guide • Click on the Edit button on the record line you want to change. In our example, we want to add a comment to the MS Operating System upgrades software item on our list. • The following screen will be displayed: • You now have the opportunity to change any information that needs correcting. If you clicked Edit for the wrong item, click on Cancel button. This will take you back to the previous screen. - 14 -
  14. 14. ACFE Board Microsoft Agreement Computer Census User Guide In our example, we want to add the comment regarding the MS Operating System upgrades. To do this, we simply enter the comment patches and systems upgrade to mid-December 2006 to the Comment field. • Click on the Update button to save these changes. • The following screen will be displayed, confirming that the changes you have made are now recorded on the database: - 15 -
  15. 15. ACFE Board Microsoft Agreement Computer Census User Guide Deleting Records Deleting a Hardware record • Click on Computer Hardware on the top menu: OR Click on View/Edit Computer Hardware Data on the left-hand menu. • The following screen will be displayed: • Click on the Delete button on the record line you want to delete. In our example, we realise that the Apple/Mac PowerBook we have on our database has been sold and is no longer part of our school computer equipment. To remove the record of this Apple/Mac PowerBook we click on the Delete button on the second line. - 16 -
  16. 16. ACFE Board Microsoft Agreement Computer Census User Guide Please Note: You should be very careful when deleting items as there is no ‘undo’ button and the item will be immediately deleted once you have clicked the Delete button. • The following screen will be displayed, confirming that the item has been deleted from your database: Deleting a software record • Click on Microsoft Software on the left-hand menu. OR Click on View/Edit Computer Software Data on the left-hand menu. • The following screen will be displayed: - 17 -
  17. 17. ACFE Board Microsoft Agreement Computer Census User Guide • Click on the Delete button on the record line you want to delete. In our example, we realise that the SQL software we have on our database is no longer on our system. To remove the record of this SQL software we click on the Delete button on the bottom line. Please Note: Exercise care when deleting items as there is no ‘undo’ button and the item will be immediately deleted once you have clicked the Delete button. • The following screen will be displayed, confirming that the item has been deleted from your database: - 18 -
  18. 18. ACFE Board Microsoft Agreement Computer Census User Guide Reports Hardware Reports • Click on Computer Hardware on the top menu: OR Click on View/Edit Computer Hardware Data on the left-hand menu. • The following screen will be displayed: • Click on the Generate Report button. - 19 -
  19. 19. ACFE Board Microsoft Agreement Computer Census User Guide • The following screen will be displayed: • Click on Open to open the report in an Excel workbook: • You can now save this workbook by selecting Save As… from the File menu and selecting the appropriate drive. Make sure you give this Excel workbook a meaningful name (for example, hardware census report Dec 06) so that you will be able to find it again. Software Reports • Click on Microsoft Software on the left-hand menu. OR Click on View/Edit Computer Software Data on the left-hand menu. - 20 -
  20. 20. ACFE Board Microsoft Agreement Computer Census User Guide • The following screen will be displayed: • Click on the Generate Report button. • The following screen will be displayed: • Click on Open to open the report in an Excel workbook: - 21 -
  21. 21. ACFE Board Microsoft Agreement Computer Census User Guide • You can now save this workbook by selecting Save As… from the File menu and selecting the appropriate drive. Make sure you give this Excel workbook a meaningful name (for example, software census report Dec 06) so that you will be able to find it again. Next Year’s Data To assist you with maintaining your information for next year’s census without having to re-enter all the information into your database once more, use the Replicate Census Data from last Census link on the front page of the application. Please note: this link will not work for the 2007 Census as no information has been entered into your database. Unfortunately, for this year only, you need to enter your information manually. • Access the Computer Census application using your User Name and Password. • Click on Replicate Census Data From last census on the left-hand menu. - 22 -
  22. 22. ACFE Board Microsoft Agreement Computer Census User Guide Getting help If you experience difficulties navigating the census please contact staff at your Regional Council office. If you experience technical difficulties please contact Bishop Phillips Consulting Telephone: (03) 9525 7066 Facsimile: (03) 9525 6080 Email: Service@BishopPhillips.com For all other enquiries please contact Madeleine Oakes, at Adult Community and Further Education via email on madeleine.oakes@dpcd.vic.gov.au or telephone 03 9208 3712. - 23 -
  23. 23. ACFE Board Microsoft Agreement Computer Census User Guide Appendix 1 Microsoft Software: The TYPE of software: 1. Desktop or Notebook (laptop) applications. The types software PRODUCTS to be identified in the Census are: Product Number Comments (a) MS Office desktop bundle (b) MS Visual Studio (c) MS Publisher (d) MS Project (e) MS Encarta (f) MS FrontPage (g) MS Visio (h) MS Operating system upgrades 2. SERVER software. The types of server software PRODUCTS to be identified in the Census are: Product Number Comments (a) Windows Server (b) SQL (c ) Exchange (d) Systems Management Server (e) Internet Security and Acceleration (ISA) (f) Microsoft Operations Manager (g) Share Point Portal Server (SPPS) 3. Client Access Licences (CAL) software. The types of CAL software PRODUCTS to be identified in the Census are: Product Number Comments (a) Windows (WIN) (b) Exchange (c) Share Point Portal Server (SPPS) (d) SQL (e) Live communication (f) System Management (SMS) (g) Internet Security & Acceleration (ISA) - 24 -
  24. 24. ACFE Board Microsoft Agreement Computer Census User Guide Computer Hardware The TYPE of hardware: 1. PC. The types of PC MODELS to be identified in the Census are: Model Number Purchase date Comment (if known) (a) Pentium IV (b) Athlon (c) Duron (d) Celeron (e) Pentium II (f) Pentium II (g) Pentium II (h) K6 (i) K5 (j) M II (k) Media GX (l) 6x86 (m) 5x86 (n) 486 (o) 386 (p) XT (q) Athlon (r) 286 (s) Other 2. MAC. (Macintosh) The types of MAC computer MODELS to be identified in the Census are: Model Number Purchase date Comment (if known) Apple Apple II/IIE Classic Mac Power Mac Mac iBook eMate Power Book Quadra Centris LC Performa Server Other - 25 -
  25. 25. ACFE Board Microsoft Agreement Computer Census User Guide 3. Other. The OTHER types of computer MODELS to be identified in the Census are: Model Number Purchase date Comment (if known) Commodore Acorn BBC Amiga Amstrad Atari Other - 26 -

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