Linking SIMS ID to Google

Google Onboarding SIMS ID and Google Tenacy Steps

There are two sets of instructions. One for sites with a new Google tenancy (or a tenancy with no current users). The second set of instructions is for sites with an existing Google tenancy with active users.

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1. Instructions for a new Google tenancy with NO current users - Google Provisioning
2. Instructions for an existing Google tenancy with existing staff or student user accounts Provisioning & user matching

Instructions for a new Google tenancy with NO current users - Google Provisioning

This method of on-boarding is for a site that does not have users in the Google tenancy. If your tenancy has users that you wish to keep please refer to BROWN FIELD SITES Google Provisioning & user matching

Pre-Step 1 - Create the Google tenancy

Google process

Pre-Step 2 - Obtain Username and PW for the site in question

If you do not have a SIMS ID site you can request one from educationsalesadmin@sims.co.uk

A SIMS ID site will be created, and an initial admin account will be provided.

Step 1 - Setup SIMS ID perquisites

Log in with credentials at https://id.sims.co.uk

Step 2 - Set username formats etc

Please see https://id.sims.co.uk/support/wiki/74/

Step 3 - Link SIMS to SIMS ID.

Please refer to https://id.sims.co.uk/support/wiki/73/

Step 4 - Link SIMS ID to Google

Getting started

Like all application installs this task is initiated from inside the Tile Application Store.

For full information on using the Application Tile Store please see Using the Tile Store an Overview

Accessing the Tile Store

The Tile Store is accessible via the Tile Store tile on the Launcher Page of SIMS ID. Only admin users will have access to this tile.

If you have admin access to more than one site, when you access the tile store you will be taken to your primary sites Tile store first, if you want to change sites click on the "Change Site" button at the top or the page and a list of available sites will open within the page allowing you to select the site you wish to manage.

Finding the 'Onboard Google' application

A search facility is available on the Tile Store screen to help quickly locate tiles you are looking for. Search for 'Onboard Google'

Checking the application

![image title]/gsob/onboardgoogledetailsbutton.png)

On the Application, there is a Details button. Clicking this button will provide you with information about the application. Included are links to the applications:

Privacy Statement
GDPR data transfer summary
Support Page

Installing the Onboard Google Application

To install an application, click on the green Install Button on the tile.

The next screen will inform you that you will agree a GDPR statement later in the process.

Click I agree.

Once installed the Onboard Google application becomes available on the *Available Tiles screen. You will be taken to this screen.

Configuring the Onboard Google application

To configure the application, click on the 'Onboard Google' application tile.

Entering your Google tenancy details

You will be taken to a page where you are able to enter your tenancy details.

The information you need to provide is.

Domain the domain of the school gsuite email eg: schoolname.co.uk

Service Account This is the service you created in the Google Console under credentials eg: schoolnamelinktosimsid@schoolname-link-to-sims-id.iam.gserviceaccount.com

Certificate this is the PK12 certificate you created and downloaded from the google console.

Certificate Password this is the password of the certificate you made a note of when you created the PK12 certificate in the Google Consoled.

Admin Account name this is the SIMS ID Specific account you will have created for SIMS ID to access the tenancy. Please note we have not provided instruction on how to do this)

Application Name This is the application name for the OAuth 2.0 client you created in the Google console. e.g. Client for schoolnamelinktosimsid

Refer to Google Tenancy Steps. for details on creating the accounts and keys (aka certificate)

You are advised to set Staff, Students and Groups to ON

Step 5- Accounts will provision to Google

Once the tenancy is configured accounts will now provision to Google

Step 4b Set SIMS ID Google Preferences

Within SIMS ID > Preferences > Connected Services > Google, the below configurations are available

Auto Provisioning of Users and Groups

You are advised to set Staff, Students, and Groups to ON if you did not do so at the previous step.

G Suite enabled services

OU Mappings – Provision Staff and Students to a different location within GSuite.

Step 6 - Issue usernames and passwords

Please refer to Regenerating and Distributing Temporary Passwords - updated for dealing with new year groups

You have successfully completed the Google self onboarding.

Instructions for an existing Google tenancy with existing staff or student user accounts Provisioning & user matching

The method of on-boarding a site that already has users in the Google tenancy follows this process. If you have a blank tenancy you should refer to GREENFIIELD SITE Google Provisioning

The orange boxes represent steps that can only currently be carried out by SIMS ID staff.

Pre Step 1 - Acquire the Google tenancy

Google process lead by customer

Pre Step 2 - Obtain Username and PW for the site in question

If you do not have a SIMS ID site you can request one from educationsalesadmin@sims.co.uk

A SIMS ID site will be created, and an initial admin account will be provided.

Pre Step 3 Extract users from Google tenancy

Google process lead by customer

Pre Step 4 Import student email addresses into SIMS using the spring 2020 release feature

This sets the primary email address of each pupil with the Google mail address they have. Please see https://youtu.be/zIe22upVF6g for an overview of this feature and the relevant section within the SIMS 7 Handbook for managing pupils/students please see page 201

Staff should also be set but this is manual and is probably done already.

Step 1 Setup SIMS ID perquisites

Log in with credentials at https://id.sims.co.uk

Step 2 Set username formats etc

Please see https://id.sims.co.uk/support/wiki/74/

Step 3 Link SIMS to SIMS ID

Please see https://id.sims.co.uk/support/wiki/73/

Step 4 Run the Google onboarding report

Please use SIMS ID Report Viewer for a report called ‘Google Onboarding’ for help on using report viewer please see https://id.sims.co.uk/support/wiki/40

Step 5 Data review

Review this report and add any missing email addresses in the email column and immutable id column

See below for the required report layout and example data.

Step 6 Provide CSV to SIMS ID Team

SIMS ID will import this data, eventually, an upload facility will be provided.