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AutoClerk Platform Specifications

AutoClerk System Specifications

AutoClerk®
Minimum Platform Specifications for New Installations

version 6
June 22, 2007

This describes the minimum requirements for communications equipment, computer equipment, operating system software and communications software for an AutoClerk installation.

If you already own some equipment which does not meet this specification, please check with AutoClerk; some of it may be usable in non-critical areas.

General Installation Requirements

Some firewalls come with built-in hubs or switches which are suitable for small installations.

Serial port extenders must be fitted with male DB9 connectors.

All Computers

Note: Servers may have additional requirements that override those given here.

Dedicated Server (Required for our Best Western Customers)

Client Stations

Station #1 and any station designated as a backup station #1

·        Intel Pentium III or compatible processor, 600Mhz minimum.

·        256Mb RAM recommended.

·        20Gb Disk storage.

·        CD-ROM or DVD drive

·        Iomega Internal 250MB Zip Drive

·        One serial port for each of the Call Accounting and Credit Card Data Capture interfaces, if installed on Station #1.  If you purchase a computer with 2 RS232C DB9 serial ports integrated into the motherboard it is more likely to be a business grade (not consumer grade) machine.

·        A serial port extender as specified above may be required.

Credit Card Data Capture Security Requirements

Any property which uses credit card data capture must comply with the requirements of the Cardholder Information Security Program (CISP).
A summary of the current CISP Requirements is given here:

  1. Install and maintain a working firewall to protect data
  2. Keep security patches up-to-date
  3. Protect stored data
  4. Encrypt data sent across public networks
  5. Use and regularly update anti-virus software
  6. Restrict access by "need to know"
  7. Assign unique ID to each person with computer access
  8. Do not use vendor-supplied defaults for passwords and security parameters
  9. Track all access to data by unique ID
  10. Regularly test security systems and processes
  11. Implement and maintain an information security policy
  12. Restrict physical access to data

A dedicated server is RECOMMENDED for all installations in order to improve data security and it is REQUIRED for all installations that have more than two AutoClerk stations.

Detailed data security related information can be found on www.myautoclerk.com .

These requirements are strongly recommended for all installations even if they do not utilize the AutoClerk credit card data capture subsystem.

WARNING: All staff level employees that handle guest credit cards (typically at front desk) should always be logged into Windows with a user account that has limited permissions , thereby reducing the probability of software being installed without hotel management authorization.  The hotel's network administrator should be the only person with appropriate network permissions to install software on any hotel PC (all stations & server).

Shift4, a third party payment gateway provider, MUST BE USED for processing payment transactions.  For Shift4 pricing and ordering contact Daniel Montellano , Manager of Business Development-Hospitality at Shift4, 702-597-2480, x3432, dmontellano@shift4.com .

Notes:

AutoClerk does not endorse other application programs such as Microsoft Office or system services such as IIS, Apache or MSSQL, and cannot determine whether or not they may cause any incompatibilities.

If you choose to run other programs on a computer that is also running AutoClerk, you may need to increase RAM and disk capacities.

It is critical that business grade computers and other components be used throughout the system.

The primary front desk computer (Station #1) and any application server are mission critical computers. Most properties require these computers to function 24 hours per day, seven days a week. Also, these computers are responsible for creating a proper backup of hotel data. AutoClerk® Inc. strongly recommends the purchase of business grade computers and the selection of a hardware vendor who can provide support of the computers, network, operating system and other software during the hours your property will need such support.

Consumer grade computers as found in many discount stores are NOT suitable for mission critical use.

Computers with Windows XP Home or Media edition pre-installed are probably not business grade computers.

Computers which do not have two RS232C serial ports with DB9 connectors integrated into the motherboard are probably not business-grade computers.

To consult with an AutoClerk certified hardware vendor, click here: Certified Hardware Vendors

 

For referrals to other AutoClerk certified hardware vendors, please call AutoClerk.


Installation Specifications

  1. Network
    While this section is aimed at networks, the AutoClerk program is a client/server application. Even on a single computer, many parts of AutoClerk act as a network. Please make sure you cover all portions of this section, especially areas such as power, tcp/ip, and stations.
    To view a visual representation of the desired network topology, please click here:
    For a PDF of our Netork Topology, click here.
    1. Cabling Cat 5 (Minimum) - Cabling is the most critical part of any network! AutoClerk requires that all network cabling be wired to the Category 5 (Minimum) specifications as defined by the EIA/TIA-T568-B standard. Kray Cabling is currently the only AutoClerk authorized company for cabling.

      If the property already has cabling in place, ask your vendor to scan the line with a 100MB CAT5 Cable Certification Scanner, have them sign off on it once completed..

      Sub-standard cabling is very difficult and very expensive to diagnose. Many times it will start out ok and decay over time. When it does have problems, these problems many times mimic other types of software and hardware problems.

      AutoClerk requires that the entire specification be followed. This includes, but is not limited to:

        The Quality of the cable

        Cable runs must be from a "Patch Panel" at the server location to a "Biscuit" wall jack at the station locations.

        RJ-45 "Drop Cords" will be used to connect the actual computers to the wall jacks and patch panel.

        "Drop Cords" are to be machine pressed. No hand made patch cords.

        Cable runs need to avoid appliances that can cause interfernce such as Florescent lights.

        "Biscuits" need to be punch down, no screw connectors.

        "Biscuits" and "Patch Panel" are to be clearly marked and a wiring diagram is to be located at the server.

    2. Hub/Switch - AutoClerk expects the network to be 100 Base T. The hub needs to be of a very high quality. Should the file server fail, AutoClerk is designed so the server portion of our program can be installed on another computer and the network can continue to operate while the server is being repaired or replaced as long as the hub and cabling are in tact. The hub must be plugged into the UPS so that it will continue to function during a power outage.

    3. Power, UPS and Powerchute - Computers will not run without power, and will not run well without proper power.

      Like cabling, clean power is critical! Each computer must have clean power. The file server must have a dedicated line with an isolated ground. Station one needs a battery backup. Make sure all components of station one are plugged into the battery (CPU, Monitor, Modem).

      The fileserver requires an American Power Conversion (APC) Smart UPS with PowerChute software. All components (CPU, Monitor, Hubs ...etc) must be plugged into this UPS. The reason we require APC and Powerchute is that they have proven to be reliable and our staff is familar with these products. Since we are staffed 24hrs/day and we are the first point of contact, we are the ones most likely to have to deal with the UPS.

      Keep in mind that as batteries age, the amount of power and the amount of time they can provide power declines. APC says the life expectancy is about 3 years. This life expantancy can be substantially shortened if the battery is used often. Depending on the quality of the power in your area, you may want a larger capacity UPS and may even need to consider installing a line conditioner to assure that the power is clean.

    4. Server Location - The server must not be located in a heavy traffic area. Ideally it will be in a well ventilated, easily accessible and locked cabinet or rack. One solution is to provide the client with a Chatsworth Rack (available from Graybar Electronics).

    5. Server - Needs to run Windows 2003 - Server Edition, as a Primary Domain Controller.

    6. Drive Mapping AutoClerk requires a "V:" drive map.
      Sharing the AutoClerk Install Directory:
      On the file servers largest hard drive partition, create a directory called "autoclerk"
      Right click on the directory and share it as "AutoClerk".
      Click on the "Permissions" button and set as follows:
      Administrators = full control
      Everyone = read only

    7. Use a Domain Login Script called otto.bat to set the drive mapping: contents:
      net use v: \\192.168.0.100\autoclerk /p:y

      If Peer to peer on non-sever station then map the drive by creating an autostart.bat file to be placed in the startup folder. contents:
      net use v: \\192.168.0.100\autoclerk /p:y

    8. User Accounts - Click Start/Programs/Administrative Tools (Common)/User Manager for Domains

      Setup a user as a Domain Administrator if on a domain, Local Administrator if not on a domain. Make the Network Domain user a Local Administrator on each workstation.
      Click User, New User
      Type in username
      Type in description 'AutoClerk Support Technician'
      Make certain 'User Password Never Expires' is checked.
      Call in to our office to give us the password. #925 284 1005
      NO OTHER BOXES SHOULD BE CHECKED!
      Click 'Groups'
      If 'Administrators' is not in the 'Member of' box, click 'Administrators' (which should be in 'Not a Member of' box), click 'Add', click OK. This brings you back to the 'New User' window. Click 'Add' and 'Close'.

      Assign Login Script to Users:
      In user manager, select "properties" for the user and select "Profile".
      Under "Login Script", enter: otto.bat

    9. Enable Automatic Logon - Windows allows you to automate the logon process by storing your password and other pertinent information in the Registry database.

      Warning: This feature allows other users to start your computer and use the account you establish to automatically logon. Also, timing conflicts can occur. For example: If you have several network transports loaded, enabling automatic logon may make Windows NT attempt to connect to network resources before the network transports are completely loaded.

      Use the Registry Editor (Regedt32) to add your logon information as follows:

      Start/Run/REGEDT32 and locate the following Registry subkey:

      HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows NT\CurrentVersion\Winlogon

      Establish your domain name, account name and password, using the values you would normally type when logging on. Assign the following values:

      DefaultDomainName
      DefaultUserName
      DefaultPassword

      NOTE: If the DefaultPassword value does not exist, select Edit/Add New String Value.
      The Value Name is: DefaultPassword
      The data type is: REG_SZ
      The String field is: your password.
      Save your changes.

      From the Edit menu, choose New String Value. Enter AutoAdminLogon in the Value Name field. Select REG_SZ for the Data Type. Enter 1 in the String field. Save your changes. Repeat the process creating a new String Value named 'ForceAutoLogon'. Select REG_SZ for the Data Type. Enter 1 in the String field. Save your changes.

      Exit REGEDIT.

      Exit Windows and restart your computer. You should be able to logon automatically.

    10. Workstations

      All stations must be running Windows XP Professional

      Check for maverick applications. Known bad to date are:

        MS Office Fast Find.

        Check anything in the startup folder referring to Office execpt the tool bar.

        Use discretion here. For stations at front desk or any other public' location, make them as vanilla as possible. Remove all icons from the desktop except 'my computer', 'network neighboorhood', 'recycle'. For managers computers, use your judgement. The goal here is to keep the clerks from curiously delving into items that could damage the AutoClerk installation, ie: anything internet related.

        Ensure that every machine has an OS distribution CD-ROM or the cab files loaded so it can load extra components if necessary.

    11. TCP/IP.

      Set individual (static) TCP/IP addresses for each computer as 192.168.0.N, Subnet Mask 255.255.255.0.
      N is replaced by the number:
      server, N = 100.
      Station 1, N = 101;
      station 2, N = 102, and so on.

      It is important to use this type of address schema. It is the section set aside for (Private Networks). It will help keep safe systems that have a persistant connection to the internet. It will also ensure that Autoclerk's Support Staff can find users when they need help, and provide more options when your hardware fails.

      The Server and Domain should have unique names for each property. Each computer must have a unique name; HOTELNAME_SRVR, STATION1, STATION2, etc is a good naming convention. Make sure the names you use do NOT spaces.

      Check Windows TCP/IP name resolution.
      In control panel/internet/(connection tab), ensure that the button "Connect to the internet using a local area network" is selected; Ensure again that Modem is not selected. This prevents the computer from trying to dial an ISP during the name resolution phase of TCP/IP connection. This will not interfere with dial up networking, but we have on one occasion seen interference by/with AOL and its uninstal routine. This must be dealt with by a network technician.

      Test for TCP/IP connectivity - ping (IP address)

      Where (IP address) is a client machine IP address. For example, "ping 192.168.0.101" This should return a line similar to this:

      Reply from 192.168.0.101: bytes=32 time<10ms TTL=128

      Ping will reply four times if your connection works. The times should be similar. It is a sign of a misbehaving network for the times to vary widely. Repeat this step for each client. Then repeat it from each client using the server's IP address.

    12. Printers

      Note to our Best Western Customers: A laser printer and AutoClerk's plain paper registration slips and folios (http://www.autoclerk.com/stylesheets/) are required for use with AutoClerk version 7 and the Best Western 2-way CRS interface.

      If you chose Dot-Matrix over Laser Printers:
      While AutoClerk does not sell or support hardware, all of our technicans are trained on the Okidata 320ie and 320 Turbo. Almost every property that uses our program has at least one, and most have two or more. Printers are one of the most mechanical parts of the system and are very prone to failure. These failures tend to happen during the middle of the night during the audit when the most printing is done. Our ability to help them over the phone is very valuable.

      There must be a default printer (should be local) configured on Station 1. This printer will be used for night audit. Spooling should not be enabled, with the spool mode set to start printing at the end of the first page.

      Currently the only printer driver we support for specialized printing tasks, such as registration slips, travel agent commission checks and other special size forms, is the Epson FX-80. Ensure that the registration slip printer is either an Epson or set to emulate an Epson, and that the Widows Epson FX-80 printer driver is installed.

      Make printers shared as needed by the property.

    13. pcAnywhere

      A full version of (containing host and remote) PCAnywhere v.11 or later must be installed on ALL AutoClerk stations and the server.

      The Autoclerk server must have a broadband internet connection. PCAnywhere is configured to wait as a tcp/ip network host on the server and workstations. The server is our point of entry for support, installation, and training.

      For all station's running data capture, make sure the modem host is set to cancel upon normal end of session and abnormal end of session. Otherwise PCA(nywhere) will retain control of the modem, and AutoClerk will not be able to process credit cards if your access is via modem.

      • Add "Be a Host PC" item called AutoClerk
      • Set to use tcp/ip
      • set to launch with windows
      • create a caller for Autoclerk to use and call our office to report password
      • Add a caller for your remote support needs, if desired.

      As the system vendor you are responsible in training the staff on the following:

      • How to properly startup the system and log into the network.
      • How to properly shut down the system and the network.
      • Show them where all components of the system are including, but not limited to CPU, Monitor, UPS, Server, HUB, Cable connections, Modems and phone lines.
      • Windows Basics including but not limited to Left click, right click, active window, switching windows, displaying the taskbar, properly shutting down windows.
      • On all non-AutoClerk programs. I.e. Word, Excel, pcAnywhere.
      • How to check the battery level on the UPS.

      While AutoClerk is the first point of contact for all AutoClerk related problems, you will be called upon when needed to provide support for the following:

      • Hardware
      • Operating system
      • Network Communication(TCP/IP) Problems
      • non-AutoClerk programs (I.e. Word, Excel, pcAnywhere, Internet)
      • Printing

      If AutoClerk determines that you need to be brought in, the customer will normally contact you directly. You will then contact us, and we will go over the problem together and lay out a plan of attack. The idea here, is that by the customer calling you, you know you have the authorization needed to act. By talking to us, rather than the customer, you get accurate information on a technical level and the customer is not brought into the middle.

      Should the customer contact you directly to work on the system, even if it seems non-AutoClerk related, we need to be contacted ahead of time so we can determine if a technican will need to be available or required. Upon arriving at the property, we need to be contacted so we can make sure proper steps are done assure the smooth operations of the property. Once finished, you will contact us again, so we can run the proper tests to make sure AutoClerk is running properly.

      Security - As the vendor, you are responsible for proper data security. This includes but is not limited to:

      • Spyware, Adware, other malware
      • Antivirus - Most of our customers use McAfee.
      • Internet Firewall (if they have internet access)
      • Backup of all non-AutoClerk programs and data (you must avoid backing up AutoClerk)