iPad User Guidelines

Prepared for: Architecture Review Board (ARB) Prepared by: Robert Woolley and David Fletcher March 8, 2012 Approved: March 7, 2012 Standard: 4300-0031 Revised

Introduction and Scope

The purpose of this document is to provide guidance for software and accessory selection for iPads, rst through third generation, for use in State government. There are many application and accessory alternatives. This guideline identies tested applications that have a best t for government iPad users. Software recommendations are restricted to applications that have a business purpose. There are over 200,000 iPad applications available. This list is selective and is not all inclusive.

Getting Started
Identify the iPad model that works best for your needs. Users that travel a great deal are usually candidates for the WiFi plus 3G/4G models. These models, however will incur a monthly charge for 3G/4G services if they are enabled. The iPad is designed to be a cloud device so recommended memory conguration is suggested at 32GB. Use this guideline and others to identify apps for the device by browsing the iTunes App Store. Apps are currently purchased on the users iTunes account. Some agencies may choose to reimburse employees for some apps used for business purposes.

Procurement
iPads can be purchased under the Apple master contract or under carrier contracts with AT&T and Verizon. All purchase requests for iPads within agencies follow agency procurement processes.

iTunes and Wireless Synchronization

iPads using iOS5 or greater can be set up and congured without any connection to iTunes on a computer. It is recommended that all users enable iCloud Backup under Settings>iCloud>Storage and Backup. Other iCloud backup services may be used at the discretion of the user.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Selecting and Installing Applications

Over 200,000 iPad apps are available. There are many review sources for apps on the Web. Users are encouraged to review apps before purchase. Apps can be easily added or removed at the discretion of the user. Applications are available using the iTunes App Store. Apps require a valid iTunes account for both free and purchased applications. Updates are pushed to the iPad and the user can determine if they wish to install them. Updating apps is encouraged.

Acceptable Use Policy

iPad use and related applications installed on the device are expected to be consistent with R895-7 Acceptable Use policy.

Apps for Personal Use

Applications for personal use may be installed on iPads if they meet personal needs and interests, are consistent with the Acceptable Use policy, and do not violate accepted content suitability guidelines. Personal applications must be paid for by the user, and may not infringe on space needed for authorized applications for business use.

Accessing and Managing Documents

The iPad uses cloud services, email attachments, and iTunes File Sharing to make documents accessible to the device. To load email attachments, simply touch and hold down on the attachment and a menu of applications will appear that can read and be used to store the attachment. All other documents can be accessed using services such as DropBox, Google Docs, iCloud, and SugarSync. Evernote may also be used for document storage. Dropbox is a free service that lets you bring all photos, docs, and videos anywhere. After installing Dropbox on your computer, any le saved to Dropbox will automatically save to all your computers, your iPhone and iPad, and the Dropbox website. Google Search includes access to Google Docs for users with Google Apps access as well as general access to a wide range of Google applications and search functionality. iCloud automatically and securely stores user content so it is available on your iPhone, iPad, iPod touch, Mac, or PC. It provides access to music, apps, and photos, from whichever device is being used. It keeps email, contacts, and calendars up to date across all devices. SugarSync puts data from all of your computers, to your iPhone, iPad, or iPod Touch. With SugarSync, it is simple to sync and share les online, giving access to everything directly from a mobile device. Folders can be designated for synchronization.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Browsers and Internet Access

The iPad ships with the Safari mobile browser which is adequate for most browser requirements. A number of third party browsers are available that provide added functionality. VGA for the rst generation iPad, and other enhanced features are available from other browser applications. Access to FireFox, Chrome, and Internet Explorer are available using remote access applications detailed in the Remote and Virtual Access section of this guideline. Safari is the default browser on the iPad and provides options to set a default search engine. Users have a number of option settings for Safari available under Settings>Safari. Atomic Web Browser is an advanced and customizable fullscreen web browser. It includes features such as Adblock, Tabs, MultiTouch Gestures, User Agent Switcher, Passcode Lock, Facebook/Twitter integration, Save Page, Downloads, and more. iCab Mobile is a web browser for the iPad. It has one of the richest feature sets of the available third party browsers. It provides many unique and useful features that are not available in other browsers. The browser supports projection to VGA devices such as monitors and projectors for rst generation iPads. Photon Browser allows users to use Flash apps, listen to music streamed via Flash player and watch Flash video. The app lets users Browse Flash websites that would otherwise not display on the iPad.

Business Intelligence
The iPad provides quick access to business data without being tied to a computer. Business Intelligence (BI) software apps provide real-time visualizations from existing business intelligence and data systems. BI apps allow users to drill down into the details, adjust variables, and ne-tune report parameters. iPad BI apps require access to agency BI data stores, or in the case of Analytics, a Google Analytics account is required. Analytics HD allows users to view and customize Google Analytics reports on the iPad. Users can easily adjust date ranges and create usable dashboards. IBM Cognos Mobile enables users to access and interact with Cognos reports and dashboards on the iPad. Sync IBM Cognos content through iTunes, from email attachments, or directly from the Cognos server. MicroStrategy Mobile for iPad enables users to view business data on iPad with MultiTouch tables, graphs, charts, visualizations, maps, documents, and dynamic dashboards. Requires MicroStrategy on your Mac or PC to specify or design the dashboard reports you wish to see.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Roambi Analytics Visualizer allows users to transform agency reports and business data from Excel, Google Docs, and Salesforce.com into interactive dashboards on the iPad. Tableau integrates with Tableau desktop and allows visualization of charts, graphs, and interactive reports and dashboards on the iPad. Access to a Tableau server is required to use this app.

Database and Business Processes

The iPad provides numerous options for connecting to most major database environments. There are numerous forms applications and specialized apps for inventory and time tracking, as well as invoicing. The items listed below are examples of some of what is available. FileMaker Go for iPad allows the user to access the States FileMaker Pro databases on your iPad. View, edit, and search through records on the go. The State has an enterprise license for FileMaker Pro. ProntoForms enables the user to capture information using a preloaded form or a customized one. The app easily reports on all the data that has been collected. DataGlass Mobile Database Clients are available to search, edit, and create records in your database using DataGlass on the iPad. Clients are available for Access, MySQL, Sybase, Oracle, SQL Server, and PostgreSQL.

Mail, Contacts, Calendars, and Collaboration Tools

EMail and calendaring can be easily provisioned on the iPad for the State GroupWise system and the Google environment using the Microsoft Exchange setup on the iPad. GroupWise synchronization is enabled using Mobilesync services from DTS. The iPad also supports synchronization of other email accounts such as Yahoo Mail, AOL, and custom setup for other email providers. Google Search app provides applications for Google Apps including GMail, Calendar, Reader, Google Docs, News, YouTube, and many others. IMO supports a range of instant messaging accounts including Facebook Chat, Google Talk, Skype, MSN, ICQ/AIM, Yahoo, Jabber, MySpace, Hyves, Vkontakte, and Steam. SyncSpace turns the iPad into a virtual whiteboard. Share drawings, ideas, and notes with others in real time, and save your combined work as a PDF.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Managing and Using PDF Files and E-Books

The iPad is a strong platform for PDF les which are often used as a standard le type for document exchange purposes. Some of the best apps for working with PDF les are listed below. GoodReader is a PDF reader for iPad. With GoodReader on your iPad, you can read virtually anything, including books, movies, maps, and pictures. iAnnotate PDF enables the user to read, annotate, and highlight PDF documents, add drawings and handwritten notes, manage your les, and share them via email. iBooks allows the user to download and read books. iBooks includes the iBookstore, where you can download books. iBooks also enables the user to add PDF documents from Mail, or add them to iTunes and sync them to the iPad. iBooks allows you to create named collections and provides many accessibility options such as speaking words.

Mobile Meetings
Mobile meetings is an emerging area for the iPad 2 or greater and most major meeting vendors have apps available that can be used on the iPad with full functionality. FaceTime allows the user to make video calls over Wi-Fi from an iPad 2 or greater to someone elses iPad 2, iPhone, iPod touch, or Mac running FaceTime. GoToMeeting from Citrix is a frequently used method to attend online meetings. The app allows the user to view slide presentations, graphic designs, spreadsheets, reports or whatever meeting presenters choose to share on-screen. Skype for iPad allows the user to use Skype contacts with full screen video. Call, video call, or instant message anyone on Skype and, if you add Skype Credit, the user can call landlines and mobiles at low rates. WebEx for iPad allows you to attend WebEx meetings using the iPad. View documents, applications, and screen sharing, and interact with other attendees via two-way video.

Note Taking
Taking notes is a major activity for most iPad users and some sophisticated note taking applications are available. Examples of some of the best note taking apps, most of which support multi-media content, are listed below. Evernote synchronizes notes to any mobile or other computer platform that also has Evernote installed including OS X, Windows, and Linux. A number of these apps also support handwritten notes.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Evernote is an easy-to-use, free app that synchronizes notes across all user devices. It lets you take notes, capture photos, create to-do lists, record voice reminders, and makes these notes completely searchable, from any location. Ghostwriter Notes allows the user to take notes, collect and store information, import and annotate PDF documents, and provide Dropbox and Evernote integration. Notes is a built-in iPads app and is a useful place to write thoughts, to-do items, and meeting notes. Notes are saved on the iPad, and can be emailed to others. Notes Plus is a note-taking tool that supports handwriting, typing and audio recording. It offers close-up writing mode for small text, stroke smoothing, vector shape autodetection, a folder structure, PDF annotation, images, PDF exporting, and emailing. Notes can be exported as PDF les via email, or uploaded to Google Docs. Penultimate allows you to send single page images or full notebooks in PDF format to anyone. Dropbox and Evernote integration bring cloud services for les, backup, and notes organization right into the app. Collaborate by exporting and importing Penultimate Notebook and Paper les directly via email, iTunes File Sharing, or Dropbox.

O!ce Documents and Presentations

Ofce documents based on Microsoft Ofce can be easily opened using Quick View in the email client, and can be opened and edited using the apps listed below. A number of other Ofce editing documents are available. CloudOn allows the user to use the full version of Microsoft Ofce on the iPad. It lets you use the iPad to create, view, and edit les directly in Microsoft Word, Excel & PowerPoint. CloudOn also uses Dropbox to manage your les. Keynote is a powerful presentation app and uses full-screen view to present on your iPad, or use video mirroring to present it on an HDTV, or projection system. Keynote directly imports Microsoft PowerPoint presentations and works with iCloud, so presentations can be synchronized across all iOS devices. Numbers is a spreadsheet app and supports over 250 functions. Numbers works with iCloud, so spreadsheets stay up to date across all iOS devices. Numbers opens many different spreadsheet formats including current versions of Microsoft Excel. Pages allows you to create, edit, and view documents wherever you are. Pages works with iCloud, so documents stay up to date across all iOS devices. Pages opens many different document formats including current versions of Microsoft Word.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Quick Ofce Pro HD is an ofce editing suite, PDF viewer, and le manager that works with email attachments, local les, and cloud storage accounts so you can work online and ofine. Create, edit, and share Microsoft Ofce documents, spreadsheets, and presentations, as well as view PDF les. Access, transfer, and manage les using Evernote, Dropbox, Google Docs, and SugarSync.

Remote Access: Hosted Virtual Desktops

The iPad was designed as a cloud based device that can be used with a range of remote access services including Hosted Virtual Desktops (HVD). The Citrix and AlwaysOnPC applications use SSL encryption end to end. Authentication credentials are captured on the portable device and encrypted prior to sending them to the host computer. "These applications can be safely deployed on an open public WAP like CapNet. Enterprise Security recommends these applications for remote access to data sources NOT to include information classied as Condential or Secret based on federal standards. AlwaysOnPC gives you access to your own personal virtual desktop that runs FireFox or Chrome browsers with Flash and Java, a full Ofce Suite, Integrated DropBox, on your iPad. Requires an active 3G or WiFi network connection Use Citrix Receiver to access the State Virtual Desktop, from your iPad or any other device. Ask the help desk for the URL to set up the Receiver app.

Remote Access: Remote Desktop Connections

The iPad was designed as a cloud based device that can be used with a range of remote access services including Hosted Virtual Desktops. The apps listed support Remote Desktop Protocol (RDP) functionality. These apps require some setup of host computers to enable RDP connections. Virtual Network Computing (VNC) is not authorized for connection to State computing resources. The iTeleport, and Logmein Ignition applications use SSL encryption end to end. Authentication credentials are captured on the portable device and encrypted prior to sending them to the host computer. "These applications can be safely deployed on an open public WAP like CapNet. Enterprise Security recommends these applications for remote access to data sources NOT to include information classied as Condential or Secret based on federal standards. iTeleport is a fully featured remote access application that allows remote access to your desktop from anywhere. It supports Mac, Windows, Linux and full keyboard and remote monitor integration. Logmein Ignition allows remote control of your PC or Mac, plus view, transfer and save les or folders from your iPad. Ignition works with LogMeIn software on computers.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Social Media
The iPad can be a useful tool for agency personnel who are involved in sharing information and services with constituents through social media channels. "Personnel using ofcial agency channels for social media should be aware of the States social media guidelines. Facebook for the iPad. Most State agencies now have a Facebook page. "This app will help personnel who are updating this content anywhere, any time. Flipboard is a mobile application that aggregates and displays news and updates from multiple media channels such as the updates from over 300 agencies on the Utahgov Utah Government Twitter list. TweetDeck is a helpful tool that allows users to monitor multiple Twitter channels simultaneously. Twitter. Many Utah agencies use Twitter to provide timely updates about agency news and events.

State Agency Applications

Several State agencies have been involved in developing applications and services for the iPad and other mobile environments. "Examples: Connect Plus is an HTML5 application developed specically for tablets to provide Utah government news and updates. The UDOT Trafc app provides commuters with mobile access to information from the UDOT's CommuterLink system. Utah Driver License Practice Test for iPad. Test your knowledge of the rules of the road for the State of Utah. This iPad app has been created by the Department of Public Safety to assist citizens with becoming a safe driver. UtahFutures.org (DWS, Higher and Public Education) is a tool to nd education and career training information on the go. Use the UtahFutures.org App to gain one-touch access to job and career information, scholarship searches, and Utah college details. Agencies who wish to develop mobile applications should contact their IT Director to initiate a mobile development project. "DTS has internal and contracted resources with experience in developing mobile applications and services.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Device Management and Security

Security is an area of major concern for users of mobile devices like the iPad. This section addresses suggestions and requirements that will optimize the iPad as a secure computing environment. Ultimately security requires good judgement on the part of users. These guidelines are recommendations for best practices using the iPad for State business.

General Settings
Users have the option of customizing many of the iPads security settings using the Settings app on the iPad.

Setting
Accessibility

Suggestions
The iPad provides a range of assistive services for users with vision and hearing impairments. To access and enable these services go to Settings>General>Accessibility.

Bluetooth

Generally leave Bluetooth turned off unless it is being used with a wireless keyboard or headset.

Location Services

Enable Location Services in Settings, but be selective as to which Apps you allow to use the service since its use can impact battery life.

Notication Services

Use notication services but be selective as to which Apps you actually want to have send notications.

Network Options
The iPad includes an N network radio for high speed wireless communication and can be used in many worldwide locations. Secured networks or VPN should be used when sending or receiving State data as much as practicable.

Setting
Airplane Mode

Suggestions
Always use Airplane mode on ights. Failure to enable it will cause the iPad to continuously search for a wireless network and will reduce battery life.

Cellular Data

Some iPads are purchased and congured with 3G Cellular data services. Plans are limited to specied download and upload capacities and users are expected to stay within plan allocations. Monitor your use in Settings, under Usage.

International Use

Notify your assigned agency billing supervisor and they can notify the carrier and add international services for your State owned iPad. Personal devices can be self provisioned for international wireless services.

VPN

The State provides a prole for setting up a VPN connection on your iPad. It uses the standard VPN function included with iOS. The VPN prole is available from DTS.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

Setting
WiFi

Suggestions
Enable auto discovery of wireless networks. The state provides both open CapNET and secure uwdn wireless services. Be careful with private information on open wi.

Security Guidelines
The following guidelines are provided to identify common issues that users need to address on their iPads.

Topic
Auto Lock

Guideline
State security policy requires that auto lock and an access code passcode lock be enabled on all State owned mobile devices.

Decommissioning / Remote When a device is decommissioned or transferred, the iPad must be reset using Erase All Wipes Content and Settings under the Reset option. Stolen devices that are under management or located with Find My iPad can also have all content wiped remotely. Find My iPad iOS Updates Users are encouraged to sign up for Apples free Find My iPad services. iOS updates are released multiple times per year. Users are encouraged to stay current with iOS versions. To tell if your device has an update available go to Settings>General>Software Update. Updates are delivered over Wi. Master Reset When a device is transferred to another user, the iPad must be reset using Erase All Content and Settings under the Reset option. Additional reset options are available. Physical Security Do not leave your iPad unattended in cars, ofces, cubicles, or other public places. Place your device in a protective case that is easily labeled and identiable by you. Remote Storage Services DropBox, Google Docs, iCloud, and SugarSync have been reviewed and approved for remote storage. These services and your les are subject to discovery by the State as needed. Resets and Reboots If the iPad hangs one of two reboot options is available. Normal reboot is accomplished by holding down the power key until a red Slide to Power Off indicator appears. The iPad will power off and will not restart until the power button is pushed again. This will resolve most issues. A more complete reboot can be implemented by holding down the power and home keys simultaneously for 5 seconds. Restrictions Restrictions should be enabled, and a password is required for the device with a minimum delay period of 15 minutes. Users may restrict a variety of iPad services, including deleting and installing Apps. Content ratings may be set. State Data Sensitive State data is not to be stored on mobile devices.

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

10

Topic
Theft of Device the DTS Enterprise Security Ofce.

Guideline
If your iPad is stolen report the loss following normal agency loss procedures and notify

Decommissioning and Device Reassignment Policies

iPads may be reassigned to other State employees, but all data and settings must rst be removed from the device. iPad reassignments are subject to management approval. Provisioning of 3G service plans is optional at the discretion of agency management.

Employee Owned Device Policy

Employees may provide their own devices and connect them to State network resources provided that they are conformant with the State Mobile Device and Acceptable Use policies. No reimbursement will be provided for the purchase of iPads by employees, however some apps may be eligible for reimbursement at the discretion of agency management.

Accessories
Many accessory types are available and most are optional. Among the most important are cases and VGA cables for use with external video devices. A consistent method for screen cleaning is also a practical necessity for touch screen devices. Cases: For most users a case is a practical necessity. There are many cases available. The case and the iPad become a small easy to carry notebook. VGA Cable: Apple provides a dock connector to VGA adapter cable, part number MC552ZM/A. This cable or a third party equivalent is a necessity for using the iPad with external monitors and projectors. Keyboards: The iPad will work with most Bluetooth keyboards. The need for the keyboard is dependent on how much the iPad will be used for document creation of larger documents.

Support Policies and Training Resources

The State generally considers iPads and other similar devices to be the responsibility of the user for training and support. The State Help desk will provide user support on infrastructure, connectivity issues, and mail and calendar synchronization using standard Help Desk ticket procedures.

Support and Training

The following support and training resources are recommended and are available at no cost to users. Apple ID Support http://www.apple.com/support/appleid/ iCloud Support http://www.apple.com/support/icloud/ iPad User Guide for iOS 5 (Available Free in the iBooks App Store)

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

11

 iPad User Guide for iOS 5 Software http://manuals.info.apple.com/en_US/iPad_User_Guide.pdf iPad Video Showcase: FaceTime; Mail; Safari; iBooks; Videos; Photos; iTunes; and App Store iPad Support http://www.apple.com/support/ipad/ Service Answer Center: iPad http://support.apple.com/kb/index?page=servicefaq&geo=United_States&product=ipad

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

12

References
The following resources have been consulted to prepare these guidelines. Apple ID Support http://www.apple.com/support/appleid/ External Storage Service Provider (ESP) Policy 10.6.10.pdf iCloud Support http://www.apple.com/support/icloud/ iPad in Business: Resources http://www.apple.com/ipad/business/resources/ iPad Software & Accessory Guidelines 8.18.10.pdf iPad Support http://www.apple.com/support/ipad/ iPad User Guide for iOS 5 (Available Free in the iBooks App Store) iPad User Guide for iOS 5 Software http://manuals.info.apple.com/en_US/iPad_User_Guide.pdf iPad Video Showcase: FaceTime; Mail; Safari; iBooks; Videos; Photos; iTunes; and App Store Mobile Device Policy 9.20.10.pdf R895-7 Acceptable Use R895-8 State Privacy Policy and Agency Privacy Policies R895-13 Access to Identity Theft Reporting Information System Service Answer Center: iPad http://support.apple.com/kb/index?page=servicefaq&geo=United_States&product=ipad State of Utah Social Media Guidelines 4300-0029, October 12, 2009, http://www.utahta.wikispaces.net/le/view/State %20of%20Utah%20Social%20Media%20Guidelines%209.29.pdf

Department of Technology Services

1 State Ofce Building, 6th Floor Salt Lake City, Utah 84114 !

13