Operator`s Startup Guide
Contents
1. Three general types of reports are available e High Level Screening Reports Designed to support 1 Web use screening i e the effort to identify suspected cases of misuse or abuse and 2 high level analysis of Web use activity i e the effort to identify patterns of Web use activity which may require adjustments to policies processes and procedures e Detail Audit Reports Designed primarily for drill down purposes to support detailed investigations of individual cases and to substantiate corrective actions e Supplemental Reports Designed primarily to support network management and product administration All three types are discussed below 1996 2004 Wavecrest Computing All rights reserved 19 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 2 High Level Screening Reports This section of the appendix describes high level Cyfin and CyBlock reports that are used primarily for macro level general screening purposes B 2 1 Site Analysis Report Description This is Wavecrest s most comprehensive and all encompassing high level screening report For a selected user or group of users or for an entire enterprise it depicts Web site visits from a variety of perspectives Perhaps the two most important are 1 Total visits by classification acceptable unacceptable neutral and 2 Total visits by category shopping pornography etc Other vital infor2. e Username and password for authentication You will also need to be sure that the product has been connected to its source of logfiles And you ll need to know the period of time that is covered by these logfiles If you need assistance with any of these five prerequisites please see your network administrator or other IT responsible person A Note on Customization The reporting capabilities of Wavecrest products can be customized in a variety of ways Customization ensures that all reports reflect your organization s Web use policy provisions Preferences for report content Preferences for restrictions on user coverage Customization is done via several advanced features Wavecrest sets these features at default values before downloading or shipping the product To customize the product your network administrator or other IT responsible person must replace these defaults with settings that reflect your organization s policy provisions and report design 1996 2004 Wavecrest Computing All rights reserved 10 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA preferences Note At this point in time this customization may or may not have been done but it doesn t really matter If the logfile connection mentioned above has been made you can create and run your reports with the defaults or with customized settings OK if you re ready let s get started on t
3. Audit Detail reports can be used to locate the source of the problem B 2 6 Neutral Visits Report Description Depicts only Web use activity for categories classified as Neutral It first provides an uncategorized total of such activity Then for each Neutral category it shows the total number of visits Then for each such category the report lists the active users and shows the total number of visits that each made within that category Other useful related information is also provided Note Users are identified but individual sites are not Usage Management can quickly determine the amount and type of Neutral activity They can also identify the most active users of sites in the Neutral categories 1996 2004 Wavecrest Computing All rights reserved 21 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 2 7 Denied Visits Report Description This report analyzes denied visits from several perspectives First at the highest level it totals the visits in Acceptable Unacceptable and Neutral categories Then it shows total denied visits for each category Then to highlight the users who had the most denied visits the report lists the users in descending order of the number of denied visits Then for each category the report lists individual users who were denied access to Web sites or pages For each such user the report indicates the number of blocked or failed
4. Background Wavecrest Computing s Cyfin and CyBlock products provide sixteen customizable Web use activity reports These reports are designed to answer a wide variety of Web use management questions For example e Which users visited which Web sites how often did they do so when did they do so and what type of content were they seeking e Is the content they were seeking acceptable under our AUP e How much unacceptable activity is taking place e Do any of the visits put the organization at legal liability risk e What impact is this activity having on the network e What impact is it having on workforce productivity By answering these questions the reports can e Show overall patterns of Web activity e Gauge compliance with the organization s AUP e Identify instances of suspected abuse e Provide accurate information to support related investigations and follow on actions Wavecrest reports depict Web use activity during a period of time specified by the report requestor Additionally most reports can show activity by individual user selected workgroup s or the entire enterprise And they can be configured to support a wide variety of organizational structures corporate cultures policy variations report format and content preferences and workforce types and sizes Wavecrest reports can be run manually on an ad hoc basis or they can be set up to run automatically on a scheduled basis
5. attempts Successful attempts are not shown Individual users are identified but specific sites are not Note Denied attempts to access a Web page can signify that a the user may not be authorized to receive the page b the page may not have been found by the Web server or c access to the page may have been blocked Usage A significant number of denied visits can be an indicator of misuse or abuse of Web access This screening report along with others can be used to identify possible instances of such It can also be used to verify that Web access filtering if used is working properly B 2 8 Custom Categories Report Description Can only be used if custom categories have been set up locally If they have the report e Identifies the users that visited Web sites in each custom category e Totals the visits made by each of those users within the category This report does not identify individual sites Usage Using custom categories set up by the product user this report focuses on subjects of local or specific interest to the enterprise The information provided can help determine for example if employees are properly using intranet sites Human Resources sites supplier sites customer sites etc 1996 2004 Wavecrest Computing All rights reserved 22 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 2 9 Top Web Sites Report Description A most po
6. g visits to pornographic and other nonproductive Web sites It can also be set up to allow activity that management deems appropriate More specifically CyBlock can be easily set up to e Block users access to selected standard categories of Web sites while allowing access to all other categories e Block users access to selected custom categories of Web sites while allowing access to all other categories e Implement Permission Access i e allow users to access a special custom category containing selected URLs while blocking access to all other categories e Block all or selected users from access to all Web sites e Allow all or selected users to access all Web sites e Add URLs to standard and custom categories CyBlock s policy support blocking actions can be applied uniformly globally to an entire organization or they can be applied in unique ways to single users and or specific workgroups Note that CyBlock s 60 standard categories can be augmented with up to twelve custom categories Custom categories let you block access to selected sites of local or special interest i e sites related to highly specific issues that are unique to your organization 1996 2004 Wavecrest Computing All rights reserved 18 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B Appendix B Wavecrest Reports Their Descriptions and Tips for Their Use B 1
7. of two actual reports Also discusses Operator Accounts and how to use them Introduction to Web use Management and Monitoring A basic but informative discussion of policy based Web use management and monitoring projects Web use Screening and Investigation Guide Describes the product s 16 reports and discusses how to use them for both high level screening and drill down investigation purposes Planning Guide Preparing to Implement a Web use Monitoring Program Provides recommendations related to planning and preparing for implementation of a policy based Web use management and monitoring program Administrator s Startup Guide A short but informative user s manual for newly appointed product administrators Provides product familiarization information and guides the administrator through initial setup and configuration of the product Also briefly discusses Operator and Administrator Accounts and provides instruction on how to establish and use them C 2 In Product Usage Aids Built into Wavecrest products for on screen viewing Quick Start Guide Guides administrators and evaluators through basic product setup and usage steps Quick Reference Screen Tips Context sensitive help instructions for using the product s screens Help Documentation Links to a variety of helpful documents and our Web site 1996 2004 Wavecrest Computing All rights reserved 27 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Pla
8. which categories and which times of day are the busiest or the most troublesome B 4 2 Site Analysis Bandwidth Report Description Presents a multi faceted analysis of the bandwidth consumed during a time frame which you choose The bandwidth consumed is broken down and presented from five different perspectives overall acceptability category breakdown user acceptability by user and hourly consumption The report can be set up to cover a single user a selected group of users or all users in the enterprise Usage Helps administrators analyze bandwidth consumption from several perspectives That is it can indicate who is using the bandwidth when they are using it and for what purpose If analysis reveals a problem the report can also help pinpoint the source s 1996 2004 Wavecrest Computing All rights reserved 25 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 4 3 Top Non Categorized Sites Report Description A highly useful results enhancement tool This report shows all unidentified activity including the URLs of visits that the product was not able to categorize by content The product places such activity in the Other category For each URL listed the report shows the number of hits and the full domain name Individual user IDs are not shown The list is sorted in descending numerical order by number of hits Hyperlinks to all Web sites are also provided Us
9. 2006 Vernon Place Melbourne FL 32901 USA A Report Settings Section e Report Delivery Do not disturb the default setting e ID Type Do not disturb the default setting e Thresholding Do not disturb the default setting Note These settings can be changed for more advanced reporting but we re not going to do that at this time B Report Timeframe Section e Start Date Time Enter the same month day and start time you used for your Site Analysis Report e Stop Date Time Enter the same month day and start time you used for your Site Analysis Report C Groups and IDs Section e Selected Groups Click on Search and find the group to which the employee is assigned If you re not sure choose Ungrouped IDs Highlight the group and click on Submit e Selected IDs Enter the ID of the employee you identified in the Site Analysis Report Now click Submit to start your report When the progress meter reaches 100 a popup with a hyperlink stating All IDs will appear Click on the hyperlink and the report will appear automatically in your browser Notice the amount of detail Congratulations You ve finished the exercise Now you re ready to move on to more advanced reporting as discussed briefly in Section 5 1996 2004 Wavecrest Computing All rights reserved 14 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 5 What s Next Advanced Reportin
10. C C WAVECREST COMPUTING Operator s Startup Guide for use with Cyfin and CyBlock Web use Monitoring Products Wavecrest Computing Inc 1996 2004 Wavecrest Computing All rights reserved http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA Operator s Startup Guide Table of Contents Preface Section 1 Introduction Section 2 Your Product s Reporting Capability an Overview Section 3 Your Operator Account Section 4 First Time Report Generation Section 5 What s Next Advanced Reporting Appendix A Brief Description of Wavecrest Products Appendix B Description of Reports and Tips for Their Use Appendix C Product Usage Aids 1996 2004 Wavecrest Computing All rights reserved http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA Preface Welcome to the Operator s Startup Guide An Operator is a person who uses a Cyfin or CyBlock product to create distribute save and retrieve employee Web use reports We assume that you are or soon will be such a person This Guide is designed to e Familiarize you with the product and its Web use reporting capabilities e Give you a foundation for more advanced usage of the product It includes five short sections and three relatively brief appendices Sections 1 2 and 3 describe the products reporting capabilities and the use of access control a
11. Specifications and Feature Lists Functional and technical information for product users and administrators C 4 4 Support Forum An open online forum for customers to ask product relevant questions get answers make suggestions etc at http forum wavecrest net 1996 2004 Wavecrest Computing All rights reserved 29 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA
12. age Useful to an administrator in at least two ways 1 Among other advantages the report identifies intranet and other special sites of local interest that have not previously been categorized and incorporated into the product s control list To quickly resolve this issue the administrator can create custom categories and populate them with the identified sites URLs 2 Administrators can also use this report to help improve overall across the board reporting results That is if they send a copy to Wavecrest the company s list technicians will identify research and categorize many of the unidentified Other URLs and incorporate them into the Wavecrest URL List Either or both of these actions will help improve the coverage and usefulness of future reports 1996 2004 Wavecrest Computing All rights reserved 26 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA c Appendix C Product Usage Aids General Cyfin Reporter is very ease to use However if you should need any help the resources listed below are available to assist you These resources are in addition to technical support services such as trouble shooting assistance product upgrades and categorization list updates C 1 Product Usage Guides Operator s Startup Guide A short but informative user s manual for newly appointed operators Provides basic familiarization information and guides the operator through creation
13. ared to go on to more advanced usage of the product For now though you don t need to think about that Advanced usage is discussed briefly in Section 5 In addition Appendix C at the end of this Guide can direct you to additional product usage aids Now let s see what kind of reporting capabilities Cyfin and CyBlock have 2 Your Product s Reporting Capability an Overview 2 1 General Cyfin and CyBlock products feature comprehensive customizable Web use reporting capabilities These capabilities can support all types of organizational structures corporate cultures policy variations report format preferences report content preferences and workforce types and sizes The main purpose of these capabilities is to provide accurate information for both quick look screening and individual investigations of workers visits to Web sites Such sites could be on the Internet and or on intranets and extranets See paragraph 2 2 for definitions of screening and investigation The products sixteen reports are designed to provide answers to a variety of questions such as the following Which workers visited which Web sites When did they do so How many times did they do so What types of content by category were they seeking Was the activity acceptable i e in compliance with our usage policy What was the impact on the network etc etc To answer these questions from different perspectives you can set up the repo
14. ccounts Section 4 will help you create two of the product s sixteen reports One of these is a summary level report used for screening and overview purposes The other is a detailed level drill down report typically used in investigations of apparent abuse In addition to giving you a little hands on experience the exercise will show you how these two reports can be used together very effectively Note We assume that you or one of your colleagues have installed a Cyfin or CyBlock product at your location and have connected it to a source of logfiles Logfiles provide the raw data needed for report generation Section 5 provides a brief introduction to the products advanced reporting capabilities Finally at the back of the Guide you ll find three appendices The first two provide more detail on Wavecrest products and on the reports they can produce The last appendix tells you where you can quickly obtain additional information and help if you need it Note Sections 2 3 and 4 contain the most essential information Sections 1 and 5 and the three appendices provide introductory and supplemental information that you may be able to skip Note for CyBlock Operators Although CyBlock is designed to filter as well as report on Web use only CyBlock administrators can input or change filter settings Consequently because it s intended for operators this Guide is devoted solely to reporting We hope you find our Guide helpful Let us know
15. ce Melbourne FL 32901 USA C 3 Product Usage Services C 3 1 OtherWise Program One on one Categorization Support A voluntary confidential no charge service that helps categorize Web activity unique to your particular organization Such activity includes employees visits to intranet and other sites of interest to your organization only Without a service like OtherWise such sites may not be categorized in the normal reporting process We encourage all customers to take advantage of this free service it s guaranteed to increase your categorization rate i e the percentage of your organization s Web activity that is successfully categorized C 3 2 Product Usage Consultation Wavecrest offers a range of product usage consultation and training services to help customers get the most out of our products e Telephone and Email Based Support Technical and customer support representatives are available to answer questions about product set up policy support technical issues and more via phone or email at no cost e Online Training for Administrators Cyfin or CyBlock administrators requiring more in depth product consultation or support can meet one on one with a technical support specialist in Wavecrest s online meeting center Schedule a meeting login to Wavecrest s Macromedia Breeze Web conferencing center and you ll be able to ask questions and follow solution steps as they are demonstrated live onscreen These
16. cess Operator Account And as we said earlier if you don t have one yet see your network administrator or other IT responsible person Operator accounts are typically assigned to non IT personnel such as HR representatives and business unit managers Operators can access the product directly to create distribute save and retrieve reports as discussed in paragraph 3 2 However they aren t permitted to make technical or product administration changes Note Unlike Operator Accounts Administrator Accounts let holders perform all operator functions plus all functions that deal with product setup and administration including filtering if used Smaller organizations may want to assign all operator and all administrator functions to one person If so they only need one administrator account No operator accounts are needed For info on Administrator Accounts see the Wavecrest document titled Startup Guide for Administrators 3 2 Operator Account Authorization and Setup Typically operator accounts will be authorized by management and set up by IT Each account including yours will be authorized and set up to either e Generate reports that cover all Web users monitored by the product e Generate reports that are limited to a specified sub set of users Examples of sub sets could include a an operator s subordinate employees or b a designated group of employees assigned to an HR representative for Web use monitoring pur
17. d how much of this activity is he or she engaging in e Pornography An employee is suspected of visiting pornography sites Which sites is he or she visiting and how much of this activity is he or she engaging in e Most Popular Sites Which Web sites does the employee mentioned above visit the most e Attempts to Visit Blocked Sites An employee is suspected of attempting to visit blocked sites Which sites is he or she visiting and how much of this activity is he or she engaging in More Detail on Screening and Investigation As mentioned earlier another Guide titled Web use Screening and Investigation Guide goes into more detail on the use of Cyfin and CyBlock s reports to address the issues outlined above and more 1996 2004 Wavecrest Computing All rights reserved 7 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 2 3 Correlating Policy and Product In addition to facilitating the screening and investigation processes discussed above Cyfin and CyBlock can be customized to directly correlate with and support customers Acceptable Use Policies AUPs Administrators customize the product by using its Advanced Settings to e Classify rate categories as Acceptable Unacceptable or Neutral e Detect abuse policy violations automatically e Apply different policy rules to different workgroups if desired e Permit reporting on individual users specific work
18. ected time frame It is most useful during follow up investigations of suspected misuse or abuse of Web access privileges It can also be used for personnel appraisal and counseling purposes and to support disciplinary actions including termination B 3 2 User Audit Detail Report Description A highly detailed investigation tool Like the User Audit Summary it focuses on a single user s activity but in more depth It starts by presenting summary level totals of visits by category and acceptability It then lists every visit separately in chronological order by date and time For every visit it shows the site s category and full URL Usage This report gives management a complete analysis of every visit the user made during the selected time frame Highly detailed it can be used to assess in depth the type volume and timing of acceptable and unacceptable activity It is most useful during follow up investigations of suspected misuse or abuse of Web access privileges but it can also be used for personnel appraisal and counseling purposes and to support disciplinary actions including termination 1996 2004 Wavecrest Computing All rights reserved 24 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 3 3 Category Audit Detail Report Description This report shows Web use activity in one selected category e g pornography sports shopping etc You select the report s categor
19. er s activity from a high level acceptability perspective For each user this report shows the total number of visits that have been classified as Acceptable Unacceptable and Neutral Extraneous hits banner ads audio graphics etc are not counted All users are listed but individual sites visited are not identified Usage Presents management with a quick look view of the number of acceptable unacceptable and neutral visits made by each individual user Responsible personnel can use the report for quick assessments of individual users activity in terms of acceptability If the assessment is satisfactory further review or investigation may not be warranted 1996 2004 Wavecrest Computing All rights reserved 20 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 2 4 Acceptable Visit Report Description Depicts Web use activity for categories classified as Acceptable It first provides an uncategorized total of such activity Then for each Acceptable category it shows the total number of visits Then for each such category the report lists the active users and shows the total number of visits that each made within that category Users are listed in descending order according to number of visits Other useful related information is also provided e g the percentage distribution of visits among the Acceptable categories Note Users are identified but individual
20. exercise During the exercise you ll create and view two of our most popular reports i e Site Analysis and User Audit Detail Although you could create them as scheduled reports to be run automatically you won t be doing that You ll be creating them as manual ad hoc reports that you can view almost immediately The Site Analysis Report is a summary level overview It s typically used as a high level screening tool that lets you quickly identify areas of possible abuse or misuse The User Audit Detail Report is a detailed drill down analysis that s typically used for follow up investigations of an individual user s suspect activity Note We chose these two particular reports to illustrate what Wavecrest calls the screen first drill down second approach To ensure that this approach is demonstrated clearly here s what we ll be asking you to do While you re viewing the first report i e Site Analysis we ll ask you to note the ID of any one employee that exhibits substantial Web use Then when you create the second report you can run it against that same ID for the same time period Then when you view that report you ll see a highly detailed expanded picture of that one employee s activity 4 2 Getting Ready To get started you ll need a e Computer with network connectivity and Internet access to reach Web sites e Web browser to create view and distribute reports e URL Web site address to access the product
21. g Now that you ve completed the exercises in Section 4 you re ready to work with your Cyfin or CyBlock Administrator to customize the product and its sixteen reports We won t actually do that now but here are some of the more advanced capabilities that you and your Administrator can take advantage of when you re ready to do so Policy Support You can use the product s optional policy based features to support your organization s Acceptable Usage Policy To do this you simply e Classify categories as Acceptable Unacceptable or Neutral to indicate acceptability e Set number of visit thresholds in each category to automatically flag abuse User Grouping Users can be grouped in reports according to organizational assignment work location or other attribute This enables the product to report on Web usage for an individual user selected departments or an entire enterprise This means that you can create and deliver individualized reports to selected recipients For example you can ensure that department managers who are authorized recipients receive reports that only cover their own employees This gives them only the information they need while minimizing privacy issues For CyBlock grouping also enables filtering rules to be set up differently for different groups if desired VIP Exclusions You can exclude selected individuals VIPs from reporting and filtering processes Once an ID is added to the VIP group it will not ap
22. groups or entire enterprises e Exclude designated individuals e g VIPs from reports e Deliver exception only reports e Add as many as 12 custom categories to the product s 60 standard categories Custom categories are ideal for tracking local intranet activity e Schedule reports to run automatically We recommend that you coordinate closely with your Cyfin or CyBlock product administrator to e Take advantage of these advanced policy support capabilities e Ensure that the reports you create reflect your organization s policy compliance guidelines e Ensure that the reports you create reflect your organization s report design and report distribution preferences Note After going through the exercise in this Guide you may want to learn more about tailoring the product to your policy When you get to that point see our document titled Planning Guide Preparing to Implement a Web use Monitoring Program 2 4 The Bottom Line Cyfin and CyBlock reports help enhance workforce productivity and ensure regulatory and policy compliance while minimizing legal liability exposure and reducing labor legal and bandwidth costs 1996 2004 Wavecrest Computing All rights reserved http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 3 Your Operator Account 3 1 Access Control Accounts To use the capabilities discussed above you ll need a special partial ac
23. he exercise 4 3 Creating a Site Analysis Report General The instructions below will help you create and run a basic Site Analysis report The report will analyze format and display historical Web use data related to employees monitored by the product Site Analysis is a comprehensive summary level report that identifies users categorizes their activity by Web site content shows the total visits for each user in each category and rates the activity for acceptability It also provides useful bandwidth consumption data Please proceed as follows e Click on Reports at the top of the screen e Click on Manual e Click on Site Analysis This will open the three section Reports Manual Site Analysis screen shown in figure 4 1 below Reports Manual Site Analysis Figure 4 1 Screen for Creating a Site Analysis Report 1996 2004 Wavecrest Computing All rights reserved 11 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA The settings in the screen are meant to be self explanatory However if you need or want more detailed information on these settings just click on the quick reference question mark at the top of the screen To create and run your report please refer to figure 4 1 and follow the instructions below A Report Settings Section e Report Delivery Do not disturb the default setting e ID Type Do not disturb the default setting e Thresholdi
24. if you have any comments or suggestions about it And now if you re ready let s get started Good luck 1996 2004 Wavecrest Computing All rights reserved 3 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 1 Introduction 1 1 The Operator Concept As indicated in the Preface Operators are persons like you who use Cyfin or CyBlock products or soon will be using them to create modify distribute save retrieve and use Web use reports You don t need to be an IT expert to be an operator You only need to have an interest in or have an assignment related to management or control of Web use in the workplace 1 2 The Operator s Main Tool Aside from the Cyfin or CyBlock software itself your main tool is the Web browser on your personal computer Typical browsers are Microsoft Internet Explorer and Netscape Navigator To create and retrieve reports you simply enter a few simple instructions and view the resultant data on your browser Operating a Cyfin or CyBlock product through your browser is quite easy In fact it s very similar to using various Internet or Web services with which you are probably already familiar Some say it s as easy as ordering a book on Amazon com Once again the point is you don t need any IT know how to create and retrieve reports although having it doesn t hurt 1 3 Access Control Accounts To perform your operator functions easily a
25. interactive how to sessions are ideal for administrators looking for additional training or assistance with anything from product set up and configuration to scheduling and running reports To schedule a training session or request pricing information contact sales wavecrest net e Online Training for Operators Cyfin or CyBlock operators can take advantage of Wavecrest s online conference center to quickly learn how to request and read Wavecrest s reports as part an effective Web use management program Simply login to Wavecrest s Macromedia Breeze Web conferencing center and you ll be able to ask questions and follow solution steps as they are demonstrated live onscreen Topics of special interest to operators include Acceptable Use Policy AUP support generating and interpreting reports and techniques for investigating incidents of Web abuse To schedule a training session or request pricing information contact bales wavecrest net 1996 2004 Wavecrest Computing All rights reserved 28 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA C 4 Web Site Resources Available at any time at no charge C 4 1 Advanced Features Description A description of Cyfin s advanced features with instructions on how to set them up and use them C 4 2 White Papers and Case Studies A number of informative papers that discuss Web use management and monitoring C 4 3 Product
26. irements and a variety of network infrastructures Wavecrest products include e Cyfin a family of reporting only products e CyBlock a family of Web filtering products with built in reporting capability All of these products are robust customizable and easy to use Note CyBlock products reporting capabilities are the same as Cyfin s Consequently they re only discussed once in subsection A 2 immediately below CyBlock s filtering capabilities will then be discussed separately in subsection A 3 A 2 Cyfin and CyBlock Reporting Capabilities All Wavecrest products have a number of identical reporting capabilities They can all be used for numerous Web use monitoring and management purposes The associated features and some of the ways in which they can be used are discussed below A 2 1 Features Cyfin and CyBlock products have a robust set of features A number of these are optional use features When all features are used Cyfin and CyBlock products e Provide 16 different reports that can cover single users specified workgroups or a total enterprise e Identify Web users determine which Web sites each user visited count how many times they did so and indicate when they did so e Show results in content based categories e g news porn chat travel etc e Provide summarized reports to support high level screening of Web activity e Provide detailed drill down reports to support investigations of suspect Web activ
27. ity e Let you rate each category and thus each visit as Acceptable Unacceptable or Neutral according to your own policies e Let you choose which categories to display in reports if you don t want all of them to be visible e Let you set up custom categories and enter special URLs that are specific or unique to your business Note that custom categories are excellent for tracking visits to intranet Web sites e Let you set up number of visits thresholds to automatically detect Web abuse on the basis of your own policy rules e Let you group users activity by department or location e Can estimate the bandwidth consumed by each visit e Let you exclude VIP s Web use activity from the product s reports e Let you specify time frames to be covered by reports e Let you run ad hoc manual reports in near real time 1996 2004 Wavecrest Computing All rights reserved 16 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA e Let you schedule reports to be run automatically at any chosen time e Let you distribute and save reports in a variety of ways e Let non IT personnel referred to as operators generate their own reports A 2 2 Using Wavcrest s Reports Management HR IT and legal personnel can use the information in Wavecrest reports to e Quickly screen large amounts of Web usage for suspect activity e Investigate suspected cases of Web abuse e Orient o
28. l overviews or summaries designed for screening purposes while others are detailed drill down reports that are designed to support investigation efforts Screening and Investigations are defined below Screening Screening is a process that quickly identifies Web activity that may be inappropriate or unproductive Generally speaking screening involves analysis of an entire group s or entire enterprise s Web use activity The objective is to quickly identify instances or areas of suspect activity that may be inappropriate or non productive Investigations In general an investigation is a focused follow on to the discovery of suspect activity during the screening process Although not always investigations usually involve detailed analysis of an individual employee s Web activity The primary objective of an investigation is to confirm or refute the findings of the screening process If the findings are confirmed the investigation is used to provide information and evidence to support any required follow up action Some of the more common screening and investigation issues that Cyfin and CyBlock can address are summarized in paragraphs 2 2 1 and 2 2 2 below 2 2 1 Issues that Lend Themselves to Screening As mentioned above a number of Cyfin and CyBlock reports are summarized overviews of Web use activity that are designed to aid the screening process Some typical issues that lend themselves to screening are listed
29. ll rights reserved 12 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 4 4 Creating a User Audit Detail Report General The instructions below will help you create and run a basic User Audit Detail Report The report will analyze format and display Web use data related to the user you identified in the Site Analysis report The User Audit Detail report sorts the user s activity into content labeled categories shows the acceptability rating for each category and identifies each visit separately For each visit the report shows URL Web page address time of visit and download time Instructions Please proceed as follows e Click on Reports at the top of the screen e Click on Manual e Click on User Audit Detail This will open the three section Reports Manual User Audit Detail screen shown in figure 4 2 below Reports Manual User Audit Detail aug 17 2004 E ehz hem Eug 24 2004 i Figure 4 2 Screen for Creating a User Audit Detail Report The settings in the screen are meant to be self explanatory However if you d like more detailed information on these settings just click on the quick reference question mark at the top of the screen Now to create and run your report please refer to figure 4 2 and follow the instructions below 1996 2004 Wavecrest Computing All rights reserved 13 http www wavecrest net 321 953 5351 Fax 321 953 5350
30. mation is also included e g most active categories most active users peak traffic hours graph download volumes etc Individual users are listed in this report but individual sites URLs are not Usage The Site Analysis report can be used to gain a multi perspective big picture view of Web use activity engaged in by a single user a group of users or an entire enterprise It is especially useful for identifying suspected problems in terms of excessive amounts of inappropriate unproductive or unacceptable activity This report can prompt specific audits and investigations using more detailed drill down reports see Detail Audit Reports described later B 2 2 Legal Liability Report Description Displays only Legal Liability Web activity i e visits to sites in the Cults Drugs Gambling Hate and Crime Pornography and Public Proxy categories Total visits are presented by category and by individual user Individual sites URLs are not separately identified Usage Gives managers and other responsible individuals a quick look picture of any legal liability activity taking place From this picture they can quickly identify the individuals apparently engaging in such activity This information can prompt more detailed individual audits and investigations using more detailed drill down reports see Detail Audit Reports described later B 2 3 All User Summary Report Description A tabularized report that depicts each us
31. mediately after purchasing a software license A 3 Web use Filtering Products 1996 2004 Wavecrest Computing All rights reserved 17 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA Like effective reporting products useful filtering products need to be robust flexible scalable and easy to use As discussed in this sub section Wavecrest s CyBlock family of filtering products possesses these attributes Note Please note that Operator Accounts cannot be used to enter or change filter settings Only persons with Administrator Accounts can do so CyBlock operators should work closely with their CyBlock Administrators to coordinate filter setups A 3 1 CyBlock s Overall Capabilities CyBlock can be easily set up to block or allow access to categories of Web sites and individual Web sites that management considers inappropriate or unacceptable Naturally the definition of inappropriate and unacceptable will vary from organization to organization However typical examples of inappropriate or unacceptable sites are those that feature pornography shopping travel chat etc A 3 2 CyBlock Filtering Capabilities CyBlock is an advanced Web use monitoring product that is both comprehensive and easy to use Based on the customer s policies and criteria CyBlock can be set up easily to block Web access activity that management deems inappropriate or unacceptable e
32. nd securely you ll need an Operator Account If you don t have one yet see your network or product administrator or other IT responsible person Access control accounts are discussed in detail in Section 3 1 4 Purpose of this Guide With the above background in mind and as touched on in the Preface the basic purpose of this document is to familiarize you with the e Reporting capabilities of the product e Use of Operator Accounts as distinguished from Administrator Accounts e Steps necessary to access the product and to create distribute save and retrieve reports To accomplish most of the last objective i e creating reports Section 4 of the Guide will lead you through a hands on exercise to reinforce the academic knowledge that you gained in Sections 1 2 and 3 During the exercise you ll create and view two of the products most used reports You ll also see how they work together to help you quickly pinpoint problem areas Note for CyBlock Operators Although CyBlock is designed to filter as well as report on Web use only CyBlock administrators can input or change filter settings Consequently because this Guide is for operators it is devoted solely to reporting 1996 2004 Wavecrest Computing All rights reserved 4 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 1 5 Advanced Usage Upon completion of these familiarization steps you ll be prep
33. ng Do not disturb the default setting Note These settings can be changed for more advanced reporting but we re not going to do that at this time B Report Timeframe Section e Start Date Time Select the desired month day and start time e Stop Date Time Select the desired month day and stop time Note Be sure to choose a time span that you know is in the logfile that is providing the raw data for your report Check with your IT person if necessary Also to quickly verify that the proper data is displayed do not select an excessively long time span C Groups and IDs Section e Selected Groups Ensure that this field reads Enterprise If it doesn t just type it in Note With this field set to Enterprise your report will contain all active Internet users whose activity is recorded in the logfiles e Selected IDs Leave blank Now click Submit to start your report When the progress meter reaches 100 a popup with a hyperlink to your report will appear Click on the hyperlink and the report will appear automatically in your browser Scroll down and notice the amount of detail A Final Note While viewing your report look for an employee that had considerable Web use activity Make an offline note of the employee s ID In the next part of this exercise you ll be creating and viewing a drill down report to see that particular employee s activity in much more detail 1996 2004 Wavecrest Computing A
34. on the next page starting with Legal Liability Note While the issues themselves are listed and defined the selection and use of specific reports to help resolve them is not That subject is a little beyond the scope of this familiarization Guide Please note though that we have a slightly more advanced guide also free that provides specific tips for the choice and use of Wavecrest reports It s titled Web use Screening and Investigation Guide To access or acquire a copy see Appendix C 1996 2004 Wavecrest Computing All rights reserved 6 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA Now for some issues that lend themselves to the screening process e Legal Liability Do any employees or departments appear to be engaging in Web activity that puts the organization at legal risk e g visits to pornography sites If so who are the employees what types of sites are they visiting and how much of this activity is taking place e Other Unacceptable or Inappropriate Activity Aside from legal liability activity do any employees or departments appear to be engaging in other types of Web activity that our policy says is unacceptable If so who are they and what types of sites are they visiting and how much of this activity is taking place e Unacceptable vs Acceptable Activity How does the level of acceptable activity compare to the level of unacceptable activity f
35. or a particular group or for the entire enterprise e Most Active Visitors By Category Who are the most active visitors to certain categories of sites e g shopping sports news finance etc e Peak Periods General What are the peak periods of Web use activity and how much of that activity is not related to business e Email Problems Are any employees attempting to use Web email sites e g hotmail com If so who are they which sites are they visiting and how much of this activity is taking place e Attempts to Visit Blocked Sites Which employees tried to access blocked sites How extensive is this problem e Intranet Usage To what extent are employees utilizing the intranet Web sites that were established in part for their benefit 2 2 2 Issues that Lend Themselves to the Investigation Process Several Cyfin and CyBlock reports are designed to aid the investigation process Known as drill down reports they are intended to cover a single employee Typical issues that lend themselves to the use of drill down reports for investigation purposes are listed below e Abusive Activity An employee appears to be engaging in various types of abusive Web activity as defined by your AUP This would include all activity in Unacceptable categories and may include excessive activity in Acceptable and Neutral categories Drill down reports can answer the questions What types of sites and which ones is he or she visiting an
36. pear on any reports or be subjected to filtering if it s used Custom Categories If you want you can add custom categories to track employees visits to Web sites of local or special interest Examples include intranet sites partner company sites and highly specialized Internet sites that are unique to your organization s business or mission and may not be known to Wavecrest Report Formats You can control the amount and type of information that appears in the product s reports e g categories to be displayed or not displayed number of visitors to be listed in reports language to be used etc Scheduling and Distributing Reports You can set up specific reports to be scheduled for production at regular intervals and automatically delivered via email to specified recipients Such reports can also be saved to disk These features and more can be accessed and customized by administrators via the product s main menu If they need help which they probably won t screen tips for setting up each feature are available via the quick reference question mark icon at the top right of each screen and additional information is available under Help 1996 2004 Wavecrest Computing All rights reserved 15 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA A Appendix A Brief Description of Wavecrest Products A 1 Introduction Designed to support a range of Web use monitoring requ
37. poses Note For security and administrative control purposes operators will be issued or will choose usernames and passwords 3 3 Accessing the Product As an authorized operator you can access the product and create and view reports from your own desktop computer s Web browser And you can do so without assistance from IT personnel As the steps below indicate the procedure is very simple You don t have to go through these steps right now but it doesn t hurt to get familiar with them e Enter the proper Web address URL into your Web browser obtain from the product Administrator e Enter your username and password obtain from the product Administrator e Click on desired action under the Reports menu You can then create view modify schedule and control the distribution of manual and scheduled reports by clicking on the appropriate menu and screen settings Note If you like your administrator can create a desktop shortcut for you to facilitate your access to the product The administrator can also help with matters pertaining to your account username password and miscellaneous security issues 1996 2004 Wavecrest Computing All rights reserved 9 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA 4 First Time Report Generation a Hands on Exercise 4 1 The Task Now that you ve absorbed some background information it s time for a little hands on
38. pular sites report For a reporting period that you select it e Lists the Web sites URLs visited by a selected user or group in descending order by the number of visits for each site e Indicates each site s category Individual user IDs are not shown on this report unless the entire report only covers one user If it covers only one user the user ID is shown in the report s header Hyperlinks to all visited Web sites are provided to facilitate further analysis Usage Highlights the Web sites that were visited most by the selected user or group of users during the reporting period Management can use it to quickly determine which sites are most popular with the user or group being reported on They can then judge whether the pattern they see is satisfactory or not B 2 10 Category Audit Summary Report Description Focuses on a single category e g pornography It s designed to provide a quick look analysis of the monitored users visits to Web sites in that one category It does this by presenting a a summarized total of all the visits in that category and b the sites the users have been visiting listed in order of popularity This presents a clear summarized view of all activity in the selected category a view that can be extremely useful in terms of quickly determining if a real problem exists in a particular Web access category The report can be set up to include all users or a single selected group b
39. r re orient employees in proper use of Web resources e Train or re train employees in proper use of Web resources e Substantiate personnel actions such as discipline termination transfer etc e Support the organization s position in any lawsuits e Monitor and improve intranet and extranet activities via custom categories e Improve Web enabled business processes e Fine tune and improve the organization s AUP e Determine or change the sites or categories to be blocked e Revise network utilization and management rules e Support or refute network expansion requirements For more information on how to use Wavecrest reports to maximum advantage see Appendix B A 2 3 Evaluating the Product Some readers may be using this Guide in conjunction with a free trial of the product If so even though you re using an evaluation version of the product you can fully test its Web use monitoring and reporting features using your own data There is only one limitation and it only applies to the four low level detailed audit reports that display URLs e Top Web Sites e User Audit Summary e Category Audit Detail e User Audit Detail During evaluation these reports will not display URLs in the following categories Chat Cults Download Sites Drugs Email Entertainment Gambling Games Hate and Crime Pornography Public Proxy Shopping URLs in all other categories will be displayed NOTE URLs in all categories can be viewed im
40. rts to e Depict Web use activity during a period of time that you specify e Show activity by individual user selected workgroup s or the entire enterprise e Flag abusive activity based on your own usage policy provisions e Run manually on an ad hoc basis or automatically on a scheduled basis e Be delivered to selected recipients Note Later on you may want to take a look at Appendix B It contains a full description of all sixteen reports along with tips for using them The information produced by these reports helps you and your management e Improve compliance with your Acceptable Use Policy AUP e Increase workforce productivity e Avoid personnel related litigation e Protect network and information security e Avoid negative public relations resulting from litigation e Avoid unnecessary labor legal and bandwidth costs 1996 2004 Wavecrest Computing All rights reserved 5 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA Evaluating the Product Some readers may be using this Guide in conjunction with a free trial evaluation version of the product If you are you can still fully test the product s Web use monitoring and reporting features using your own data with one minor exception See Appendix A paragraph A 2 3 for details 2 2 Using Reports for User Screening and Investigation Purposes Some of the Cyfin and CyBlock reports are top leve
41. sites are not Usage Responsible recipients can quickly determine the amount and type of Acceptable activity They can do this on an individual category or on a grand total summary basis for all Acceptable categories They can also quickly identify the most active users of Web sites in Acceptable categories B 2 5 Unacceptable Visits Report Description Depicts only Web use activity for categories classified as Unacceptable It first provides an uncategorized total of such activity Then for each Unacceptable category it shows the total number of visits Then for each such category the report lists the active users and shows the total number of visits that each made within that category Users are listed in descending order according to number of visits Other useful related information is also provided e g the percentage distribution of visits among the Acceptable categories Note Users are identified but individual sites are not Usage Management can use this report to quickly assess the amount and type of Unacceptable activity and to identify users of Unacceptable sites if any This information can support Management by Exception techniques i e if the results shown in this report are satisfactory there may be no need for further analysis of activity that took place during the period covered by the report On the other hand if results are not satisfactory drill down reports such as Category Audit Summary and Category
42. ut individual users are not identified Additionally in one setup session you can if you so desire create multiple reports with each report covering a different category Usage Used for analyzing and determining the volume of activity in a single specified category If the information tells you that a true problem may exist you can drill down deeper and pinpoint the source by using a Category Audit Detail Report or a User Audit Detail Report 1996 2004 Wavecrest Computing All rights reserved 23 http www wavecrest net 321 953 5351 Fax 321 953 5350 2006 Vernon Place Melbourne FL 32901 USA B 3 Detail Audit Reports This section of the appendix describes Cyfin s and CyBlock s drill down reports These reports are typically used for detailed investigation purposes B 3 1 User Audit Summary Report Description An investigation tool that focuses on a single user s activity It lists all the Web sites URLs visited by the user during the reporting period shows the total number of visits made to each of these sites and indicates each listed site s category A hyperlink to each site is provided to facilitate further review by management Note Each site is only listed once in descending order by number of visits Multiple visits to the same site are not listed or time stamped separately for this level of detail see User Audit Detail Report Usage Gives management a listing of every site the user visited during the sel
43. y and time frame and you specify whether you want to see visits only or all hits i e all URLs You also set up the report to cover a single user a particular group or all the users in your organization In addition to showing total Acceptable and Unacceptable activity and total download time the report lists all of the covered user s who were active in that category during the selected time frame For each listed user the report shows each visit or hit separately indicating its Web address URL and the time of occurrence Note In a single setup session if you want you can create multiple reports with each report covering a single category Usage Presents a clear and complete view of all activity in the selected category It does this from several different perspectives For example if the category has been rated as unacceptable you ll be able to see a all the users that have been engaging in the unacceptable activity b the level of that activity and c the sites and pages they have been visiting Such information can be extremely useful in terms of gauging the exact extent and precise source s of a problem area B 4 Supplemental Reports This section of the appendix describes Cyfin s and CyBlock s reports that are designed primarily to support network management and product administration B 4 1 Network Information Report Usage Helps Network Administrators manage bandwidth utilization It can show them
Download Pdf Manuals
Related Search