Instructions for the decommissioning of the LBS
Contents
1. B Choose s to from the LBS Interim Solution page to navigate to the Download page acy O pisati ge O Map o Mea i Mi P LBS AFB s f g eA CR g Interim Solution 5 moa E Ee og Solution provisoire 0 oF Rs bins F 82 r o Yoy a o ew The Literacy and Basic Skills Site web du Programme Program Management d alphab tisation et formation de base Username Nom de l utilisateur pie Password Mot de passe Cancel Login Se connecter Annuler Please login to access the download page for the LBS AFB Agency v2 3 0 Veuillez vous connecter pour acc der a la page de t l chargement de l application d organisme d AFB v2 3 0 N TP B e O ai C Enter the current user name and password and click Login Page 6 D From the menu click the link beside Download LBS AFB Agency v2 3 0 Both the downloadable file and the instructions can be obtained on this page LBS AFB Agency v2 3 0 Download T l charger application d organisme d AFB v2 3 0 aera Many F hg i i LES AFB e D Cy Interim Solution E Cy e og solution provisoi 40 oi S Solution provisoire iN f G Peay w oye ny ow nig r 5 f ea E onta The Literacy and Basic Skills Site web du Programme Program Management d alphabetisation et formation de base Username Nom de l utilisateur Password Mot de passe ki Download LBS AFB v2 3 0 Size 26 2 mb 4 T l charger LBS AFB v2 3 0 Taille 26 2mb E2. When prompted choose Save LBS AFB Agency v2 3 0 Download T l charger l application d organisme d AFB v2 3 0 o n so tay Pr Ore i LBS AFB 2 8 E j Interim Solution o og Solution provisoire ho ov tany ais ye ic Ontario Payad The Literacy and Basic Skills Site web du Programme nt d alphab tisation et formation de base File Download Security Warning Do you want to run or save this file m j Name LBS AFB v2 3 0 exe Type Application 26 6MB From 208 124 226 122 a Sara While files from the Intemet can be useful this file type can potentially harm your computer fF you do not trust the source do not run or save this software What s the risk B a T ag BB LA Page 7 F Locate the encrypted USB Memory Stick and save the file Do NOT change the File name Save As L G xX Sorch Removable Di p Organize New folder es E Desktop Name Date modified Type Downloads tseventsd UUSA GU PM File tol S Recent Places potlight V100 04 09 2012 8 07 PM Filef ol l rashes 04 09 2012 amp 07 PM File foll 4 Libraries club_application 22 11 2010 3 29 PM File fol Documents 1 My Vaults 11 09 2012 7 14 AM File fall d Music SanDiskSecureAccess 22 11 2010 3 29 PM File fall 1 gt Pictures J Test LBS Database 12 09 2012 9 41 AM File fol Widens SS RunClubSanDisk exe 16 06 2010 4 00 PM Applic 1 I RunSa
3. une langue English Francais G Choose the Language Preference and then click on Change Database to locate the database file saved on the encrypted USB Memory Stick Log ze io Em Jatin Ta l m ey Welcome to the LBS Agency Application 2 3 0 Current Database Locaton C Program Files LBS Agency LBS madb User Name Password Change Database Change Password cI Cancel Selecta Languag e S lectionnez une langue Ite English C Francais H Enter the User Name and Password information and click OK Note This application runs in a virtual environment This means it has its own directory structure and does not write to the Window s file system This application will run from any location including an encrypted USB Memory Stick Page 11
4. Ministry of Training Colleges amp Universities Minist re de la Formation et des Colleges et Universites D j Business and Systems Direction de la gestion des gt gt r Management Branch op rations et des syst mes Suite 200 South Tower Bureau 200 tour sud p j O nta r O 175 Bloor St E 175 rue Bloor Est Toronto ON M4W 3R8 Toronto ON M4W 3R8 MEMORANDUM TO Literacy and Basic Skills Service Delivery Organizations DATE September 28 2012 SUBJ ECT Instructions for the decommissioning of the LBS IMS Client Application and the LBS IMS Interim Reporting Process With the launch of the Employment Ontario Information Case Management System EOIS CaMS to LBS service providers on April 1 2012 the LBS IMS Client Application aka LBS IMS and the LBS IMS Interim Reporting Process must now be decommissioned Effective close of business on Monday October 15th 2012 uploads of LBS learner follow up data generated by the LBS IMS will no longer be accepted by the Ministry Further the Ministry requests that LBS service providers refrain from the use the LBS IMS from this point forward As part of your contractual obligations and our mutual commitment to safeguarding client information LBS service providers will be required to follow the instructions outlined in the attached package as part of the decommissioning of the LBS IMS These decommissioning instructions explicitly outline the minimum steps that must be taken by all LBS se
5. Windows 7 64 bit Operating System please contact the LBS IMS Help Desk for decommissioning instructions Steps for determining the Operating System are outlined below Determining the Operating System A Click on the Start Menu to find the My Computer or Computer application e Ifthe Start Menu has My Computer the operating system is Windows XP and you can continue to follow these instructions for decommissioning e Ifthe Start Menu has Computer the operating system is Windows 7 B Ifthe operating system is Windows 7 click on System Properties to verify the system type Within the System Properties page the section labelled System will list the System Type e Ifthe System Type is 32 bit Operating System continue following these instructions e Ifthe System Type is 64 bit Operating System please contact the LBS IMS Help desk for decommissioning instructions Page 3 All steps outlined in this decommissioning exercise must be completed Step 1 Locate and verify the LBS Database A Launch the LBS IMS Client Application and logon to verify the database B Close the application and then re launch it to run the Compact and Repair utility This process will compact the database and insure its integrity Select the program you wish to use Pe Selectionnez le programme que vous souhaitez utiliser Cintario LBS Agency Application Application AFB Pour Client ver 2 3 0 Repa
6. and or network drives additional specifics are outlined in the attached document The Ministry first alerted LBS service delivery organizations to the upcoming decommissioning exercise when we published in J anuary 2012 the Literacy and Basic Skills Leaner Carryover and Transition Guide for April 2012 Please make note of the following key dates October 15 2012 close of business o Cutoff for the final uploads of LBS learner follow up data November 30 2012 o Completion of all decommissioning activities by LBS service providers and o Termination of the LBS IMS Help Desk Support by the Ministry for the LBS IMS Client Application and the LBS IMS Interim Reporting Process J anuary 25t 2013 o As partof the reporting of the LBS Q3 QSAR service providers will be required to attest that their organization has completed the decommissioning Ministry staff may request an attestation prior to this date Please contact your Employment and Training Consultant if you have questions Thank you Business and Systems Management Branch September 2012 Attachment Decommissioning Instructions The LBS IMS Client Application and LBS IMS Interim Reporting Page 2 DECOMMISSIONING INSTRUCTIONS THE LBS IMS CLIENT APPLICATION AND LBS IMS INTERIM REPORTING PROCESS IMPORTANT The following instructions apply to situations where the LBS IMS is running on either Windows XP or Windows 7 32 bit Operating Systems If the LBS IMS is running ona
7. enmane Proper Ges Locate the USB Drive Removable Disk by double clicking on the Computer My Computer icon on the desktop Control Panel Removable Disk E lt q Open the USB Drive by double clicking on the Removable Disk In the above example the USB Drive is Removable Disk E Within the open USB Drive panel right click inside select Paste from the menu Once the database file has saved on the USB Drive right click on file and select Rename from the menu Keep the original file name and add the backup date at the end of the file name This will help in identifying the date of the backup al Play Database NOVEMBER 2011 mdb Page 5 J Verify that the database file has been saved on the USB Drive Double click on the mdb file If the file opens in Microsoft Access and a password prompt appears the file has successfully saved Step 3 Save a copy of the Virtual LBS IMS Client Application on the encrypted USB Memory Stick A copy of the LBS_AFB Virtual system should also be on the encrypted USB Memory Stick to use in the case your organization or the Ministry needs to access the database The application does not require installation and can run from any directory or location A The application can be downloaded from the LBS IMS Secure Portal LBS AFB Interim Solution Site URL htto 208 124 226 122 This is a full package there are no additional installs or patches required
8. ir and Compact R paration et Compact We recommend the use of compact Nous recommandons l utilisation de l utilitaire and repair utility on a monthly basis compact et de r paration sur une base mensuelle TE Gere MINESTRO OF TRANING MINISTERE DE LA FORMATION ET COLLEGES AND UNIVERSITIES DES COLLEGES ET UNIVERSITES C As shown in the example below make note of the location of the current database from the Logon Information screen Welcome to the LBS Agency Application 2 3 0 Current Database Location Program Files LBS Agency LBS mdb User Name l Password _ Change Database Change Password Cancel Select a Language s lectionnez une langue English Francais Page 4 Step 2 Back up process using an encrypted USB Memory Stick Note Make sure the encrypted USB Memory Stick is large enough to store both the database and LBS AFB Virtual system A B G IT G Plug in the encrypted USB Memory Stick and follow the encryption software logon process Launch Windows Explorer from the Start up Menu Locate the database by following the file path from the Logon Information screen The database will have the extension mdb to LBS AFB f2 3 0 EXe SS I Soe ort bo Le Plow oo arao BE COPIED Open nisk AE EJ Scan P ero ne e Ta ea ir c WinZip Erio Ypi ari Sign Secure for List Entrust arn Sree Te Cast OS oe a Lreat Shorbout Dele i R
9. lAl Desktop LBS AFB v2 3 0 exe Publisher Unknown Publisher Application From G Users Ge Always ask before opening this file This file does not have a valid digital signature that verifies its publisher You should onhy run software from publishers you trust How can decide what software to mn Select the program you wish to use Pes bs Selectionnez le programme que vous souhaitez utiliser Ontario b LBS Agency Application Application AFB Pour Client ver 2 3 0 ie gt Repair and Compact R paration et Compact We recommend the use of compact Nous recommandons l utilisation de l utilitaire and repair utility on a monthly basis compact et de r paration sur une base mensuelle rearen MINGTRY OF TRAINING MINISTERE DE LA FORMATION ET COLLEGES AND UNIVERSITIES DES COLLEGES ET UNIVERSITES Page 10 Note Once the LBS Agency Application has opened a folder will be created in the same location as the application called VOS This directory stores all the settings and files for the application If this directory is deleted the application will recreate it back to its default settings with a default blank database F The LBS IMS Application will launch the Logon Information screen Welcome to the LBS Agency Application 2 3 0 Current Database Location C Program Files LBS Agency LBS mdb User Name F Password Change Database Change Password OF Cancel Select a Language S lectionnez
10. n was it modified What size is it KOROR More advanced options C Follow the path displayed in your Search window and permanently delete the file s Follow these steps to uninstall the LBS IMS Agency Client v2 3 0 A Open the Control Panel from the Start Menu B Inthe Control Panel choose Add and Remove Program C Uninstall LBS IMS Agency Client Removing all copies of the LBS IMS database A Identify all desktops where the LBS IMS database is stored by searching a desktop for the database by clicking on Start button then Search from the Start Menu B Search all file and folders for file name mdb C Delete any databases found through the search window by following the path indicated in the search window D Repeat this search on all local and network drives that are connected to the desktops and delete any remaining databases Page 9 IMPORTANT If you and or the Ministry requires access to the database stored on an encrypted USB Memory Stick Running the LBS AFB Agency Client v2 3 0 A Plug in the encrypted USB Memory Stick and follow the USB encryption software login process B Open Windows Explorer and browse the USB Drive to locate the LBS AFB Agency Client v2 3 0 To launch the application double click on the LBS ABF Agency v2 3 0 exe Click Run to launch the application J O The publisher could not be verified Are you sure you want to run this software a Name C Users Merce
11. nDiskSecureAccess Win exe 10 11 2010 5 16PM Applic a Commuter a mi i File name LBS AFB v2 3 0 exe Save as type Application Hide Folders Step 4 Keep a repository of key LBS IMS information LBS organization must keep in a locked secured manner a repository of key LBS IMS Client Application information such as the user name password and a user manual In addition providers must keep all passwords related to the encrypted USB Drive in a separate but equally secured location Organizations should 1 Save a text file with the User Name and Password which you currently used to access the database 2 Review the documents that are currently available in the secure portal and save any documents you find relevant such as the user manual Remember the portal will also be decommissioned and these documents will not be available after November 30 2012 Page 8 Step 5 Removal of the LBS database and uninstall of the LBS IMS Agency Client v2 3 0 LBS agencies are expected to remove copies of the LBS database and uninstall the LBS IMS Agency Client application from ALL desktops Follow these steps to uninstall the LBS AFB Agency Client v2 3 0 Virtual Client A Search for the application by clicking on Search from the Start menu B Search all files and folders for file name VOS Search by any or all of the criteria below All or part of the fille name YOS A word or phrase in the file Look in Whe
12. rvice providers in order to protect the personal privacy of LBS learners personal information Please note the Ministry will ask LBS service providers to demonstrate their compliance with these steps Launched in 2000 the LBS IMS includes a database of LBS learners personal information dating back over this period LBS service providers are required to take specific steps outlined in the attached instructions to appropriately archive and securely store this personal information As part of the LBS IMS decommissioning it is imperative to protect LBS learners personal information by taking steps to 1 Archive historical LBS learners personal information which exists in the database 2 Attest that your organization has appropriately archived and securely stored the historical LBS learners personal information and 3 Make this archived information available to the Ministry upon request in accordance with your contractual obligations Page 1 Given the importance of this exercise the Ministry expects senior management of LBS and or your Organization s privacy official as set out in Article 9 of the LBS Agreement to oversee and attest to the proper archiving and secure storage of the LBS IMS data To support the archiving of the LBS IMS Client Application and the LBS IMS database the Ministry requires LBS service providers to use encrypted USB drives as well as uninstalling the Client Application and database from desktops
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