Service category: Desktop Computing

The service provides staff at the Central University Administration and the kiz (Communication and Information Centre) with centrally managed PC workstations integrated into Active Directory domains at locations across the campus. Both desktop systems and laptops are used. 

These computers are equipped with a basic suite of office and communication software, support for output devices (printers), access to personal and department- or group-specific network drives, and internet access. In addition, the computers are equipped with software tailored to the specific needs and the respective user group.

Mobile computers are provided with suitable software and configuration to enable secure access to file systems and applications from outside the campus network.

service features

All Managed Desktops

• Staff and trainees are provided with laptops (14 or 16 inches) as standard.
• On request, and provided there is no home office setup, a workstation may also be equipped with a desktop PC.
• Access via VPN+RDP from personal devices to university workstations is permitted only in rare exceptional cases
• Shared workstations, workstations for support staff or specialised equipment (terminals, public PCs, etc.) are fitted with PCs.
• Peripheral devices such as a mouse, keyboard and monitor are provided during the initial set-up; any additional peripherals or replacements are handled through the relevant department’s procurement office.
• Laptops have VPN (or equivalent) access to the campus network or to the network segments in which resources such as file and print services are made available to the respective user group (F&L, ZUV and ZUV-Campus networks).
• Users are not granted administrative access rights on the respective end devices
• Self-managed laptops are available for specific reasons:
  • an unconfigured device which is set up and maintained by the user themselves (this category is only available within the kiz (Communication and Information Centre)) 
  • A BIOS password must be set and reported so that the device can be reset when it is returned
  • The directive for managing a self-managed device must be followed, e.g. hard disk encryption, virus protection (TL&AL are aware of this)
• Provision of basic software and additional software via opsi
• Personal home directory on a file server, accessible via an automatically mounted network drive  
  • Data is stored locally on the laptops 
  • Synchronisation takes place automatically via Windows’ own Synchronisation Centre
• Public directories are stored on a file server with access via automatically mounted network drives 
• Ensuring that data access is restricted to the respective user and their group membership through the implementation of a rights and roles concept in the relevant Active Directory or via Grouper
• All directories on the file servers (home directory & public drive) are included in an automatic backup. The retention periods for the backed-up data, during which a restore is possible, are defined within the ‘Backup’ service. A restore request should be made informally, preferably by email, via the kiz (Communication and Information Centre) Help Desk (helpdesk(at)uni-ulm.de). Support is also provided for the user to restore older or deleted file versions themselves using the ‘Previous Versions’ feature in the File Properties dialogue box in Windows Explorer.
• Provision of output devices (printers):
  • Standard: Use of FollowMe printers in existing print rooms 
  • Network printers at workstations are only permitted following approval by the ZUV IT Coordinator and the relevant departmental management (ZUV division)
  • Locally connected printers will no longer be set up
  • Provision of network printers via the relevant print server
  •  The resulting printing costs will be charged to the relevant unit (division or department).
• Provision of specialist software in accordance with the user’s job requirements and duties (in particular, e.g. SAP, SOS, POS, ZUL, Creative Suite, library software, etc.). The decision as to which specialist software is required at which PC workstations for the performance of work-related tasks is made by mutual agreement between the head of the department and the kiz (Communication and Information Centre) administration team.
• Upon individual request, further additional software may be installed on workstations, provided this is feasible taking into account the effort involved, compatibility, security assessment and licence terms. The request must be submitted to the kiz (Communication and Information Centre) via the relevant Department Head. There is no entitlement to have software installed. Where necessary, the requested software may be replaced by software with a similar range of functions. Should licence costs arise as a result of the installation, these are to be borne by the relevant division (Dezernat).
• The guaranteed operability and functionality of the system environment provided does not apply if the same login details are used to log in simultaneously on different end devices. 

kiz Managed Desktops

• Authentication (login) using the kiz account on the central uni-ulm Active Directory
• Direct internet access (may be restricted for security reasons)
• Upon request and with the approval of the relevant TL or AL, personalLaps may be activated for the user’s own device (to be used only for the temporary performance of specific tasks or installations)

Managed Desktops of the Central University Administration

• Authentication (login) using your account on the central uni-ulm Active Directory 
• Internet access via a separate proxy server (may be restricted for security reasons)
• Files stored on mobile computers are encrypted and secured with two-factor authentication (secure USB stick + PIN/password). If the USB stick or the PIN/password is lost, the data cannot be recovered. 

User groups

Staff of the kiz (Communication and Information Centre) and the Central University Administration – plus University Sports and the Staff Council

Service hours

24 hours a day, 7 days a week, 365 days a year

application modalities

A separate account is not required for kiz staff to use the managed desktops. The kiz account automatically set up upon employment at the University is sufficient. The necessary permissions are assigned to this account in the general Active Directory.

ZUV staff are assigned the additional ‘Administration’ role in the SVA. As a result, a separate account is automatically generated for them in the ZUV’s Active Directory via the IDM.

A request for the provision of a new workstation (desktop or mobile) must be submitted via the Help Desk six weeks in advance, but no later than when the appointment is initiated.

Fees / Charges

The following charges are invoiced or allocated on a cost-recovery basis for the service:

• Procurement of end devices (desktops, laptops)
• Costs for additional software not covered by existing licence agreements