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System tray notification of remote computer status

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javadecaf:
Here is my situation. We have a small office, and the girl who prints the checks uses a shared network printer. Sometimes someone else will send a print job through while she is in the middle of doing this, with the check on the manual sheet feeder,  and the check will be ruined. The printer will not allow anyone to direct a job to a specific tray. If a sheet is in the manual feeder, it WILL be used in the print job.

I would like for there to be a way for everyone in their separate office, to be able to see whether she is at her desk or not, as she can't very well print checks otherwise. :). Would like to have a little icon in the notification tray that turns green when she's gone, red when she's there. When she's there she will have reserved use of the printer, and I'll have everyone send their printouts to our other office printer. I would like to install a utility that would do this on every computer in our office. The principle is sort of similar to how you show presence in instant messaging, I guess; it would need to sense there has been no keyboard/mouse activity for X number of minutes and send the appropriate notification to all connected computers on the network.

How difficult would it be to write a utility like this? Thanks!

c.gingerich:
I think I can make something like that for you.  :Thmbsup: I'll get back to you in a day or so, will that work?

Both the Server app (running on her system) and the Client app (running from the other systems) will need to be run/accessed from the same server location (something like F:\Apps\Network Notification). Will that be an issue?

javadecaf:
Sorry, are we talking about using a third computer as a server where the program is run, or using only two computers, the monitoring computers and the monitored one? Either way, it doesn't sound like it would be an issue to me, thanks.

IainB:
Speaking as someone who has had to manage and audit accounting office practices (e.g., when I was acting in the role of Chief Accountant or Auditor) some years back, this opening post literally made my hair curl.

From memory, SAP (Standard Accounting Practice) for secure handling of cheques used to include rules about security and processing of MICR pre-printed computer-stationery blank cheques. Printing of these cheques was to be done in a secure area and in tightly-controlled batches (even the one-off ones), and were to use a printer that was dedicated to the task of cheque printing and inaccessible to anyone not involved in the production process, whilst cheque printing was in progress.
This would be an audit requirement also.
So the notion of using a network shared printer in an open office area probably wouldn't cut it.

The main purpose in this was prudent financial security, but in today's privacy-conscious times, there would be the added legal obligation to ensure confidentiality.
This would be an audit requirement also.
So, again, the notion of using a network shared printer in an open office area probably wouldn't cut it.

The Chief Accountant or someone with formally delegated management responsibility was to supervise cheque-printing and control processes and be accountable  for operation of same - including sign-off on the day's batch controls. These controls recorded the cheque numbers used - and spoiled - and the payee and amounts actually printed, and had the actual spoiled cheques attached for verification.
This would be an audit requirement also.

Sometimes, rules and procedures might further stipulate that this batch control must take place before the cheques left the print area for envelope stuffing and being mailed out.
This would then become an audit requirement also.

The OP seems to describe a cheque-printing process where it could be well-nigh impossible for the Chief Accountant, or someone with formally delegated management responsibility, to supervise cheque-printing and control processes, and be accountable for operation of same - including sign-off on the day's batch controls. The responsibility would seem to rest by default on "the girl who prints the checks".

Then there's this:
I would like for there to be a way for everyone in their separate office, to be able to see whether she is at her desk or not, as she can't very well print checks otherwise. :). Would like to have a little icon in the notification tray that turns green when she's gone, red when she's there.

--- End quote ---

It would probably be obvious now, therefore, that, given the above and from a financial security and confidentiality perspective, the last thing in the world you would want to enable is for "everyone ... to see whether she is at her desk or not".
Thus, having "a little icon in the notification tray that turns green when she's gone, red when she's there." would not be such a good idea - which is putting it mildly.
Thus, from the perspective of ensuring continuing job security, I wouldn't recommend it, though, on the other hand, from the perspective of better enabling a potential fraud, it could be a useful idea.

It might be useful if these points were raised with management as potential areas of concern, before implementing the little notification icon idea.
Just a thought.

javadecaf:
IainB, thanks for sharing your concerns; those are definitely valid points ,and in a larger, corporate environment I can well see where such security would be necessary. Ours however is a small family business, and we know each other extremely well; I should have mentioned that the girl that prints the checks is in fact my sister. :) I did actually talk to the rest of the guys, and they seem to be OK with the idea. But thanks again for the input!

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