Working from home-technology and network access

1. Technology options

2. User security guidelines

3. Things to do BEFORE you leave the office - (e.g. changing your password, installing all updates)

4. How to pack up your workstation

5. How to work from home using a Government of Saskatchewan computer, optimizing your connection and VPN.

• All Government of Saskatchewan computers (including desktops) are now equipped with VPN. You do not need to request a token to access VPN.

• Limit the use of VPN to leave room for others.
  

• A VPN connection is not required if you’re accessing systems such as SaskTel IBC, Email, Skype for Business, ServiceNow, Teams, OneDrive, Skype for Business, or Taskroom.sp.saskatchewan.ca and other public websites.
  

6. Accessing Office 365 with any device and any internet connection

You can connect to Word, Outlook (email), PowerPoint, Excel, Teams, Skype, SharePoint Online, OneNote, OneDrive etc. with any internet connection and any device. You must have Multifactor Authentication (MFA) set up.

• If you are accessing from your government computer, you will have full functionality.

• If you are accessing from a personal computer or phone your functionality will be limited.

• If you already have MFA, double check your preferences to ensure you are not using an office phone. If you are using an office phone you will need to change your preferences to use a cell phone and/or an authenticator app.

7. Hot-spotting Hot-spotting allows you to access the internet from your computer when you don’t have Wi-Fi by using the data from your cell phone

• Videoconference meetings: Microsoft Teams, Cisco WebEx and Skype for Business are tools that can be used to hold videoconference meetings on any government device equipped for two-way audio. Please refer to the Teams Taskroom page or Skype Video Conference Guide for detailed instructions.
• Zoom is also available for employees to join public or non-sensitive meetings that are hosted outside of government, such as training. On March 22, 2021, employees will be able to request a license to host a meeting or discuss sensitive matters (at a cost to their ministry). A Q and A is available for more information about Zoom.
• Please note that as of May 1, 2021 Skype will no longer be available for use. Due to better functionality and widespread use of Teams throughout government, Skype for Business has become redundant.
• Be mindful of when to use your phone and when to use Teams, Skype or Zoom. Teams is the best option if you need video chat and/or need to present material, otherwise using a phone is recommended.

• Use FaceTime for a two-person video call if you and your colleague have work iPhones.

• Teleconference meetings: Government’s new IBC phone system offers tools to help keep business running including offering personal IBC conference lines, having calls to their desk line ring simultaneously on their cell phone, making and receiving calls from any computer, and making changes to their call forwarding from anywhere.  Learn how to use these features by following the IBC phone system guides.
• For calls with six or fewer people, please use the 3 to 6 way calling option from your phone set or Soft Client. This guide will walk you through how to use this feature on your Soft Client and this help poster will walk you through how to use this feature on your phone set. 
• For calls of more than 25 people, please consider using the SaskTel On Demand conference service. Providers nation-wide have been able to increase capacity on this service. If you do not currently have an On Demand account, please contact Bev Cyca at 306-777-4448 or bev.cyca@sasktel.com; or Laurie Howe at 306-777-8446 or laurie.howe@sasktel.com. There is typically a two day turnaround to set up service for SaskTel On Demand.  
  
• For calls that are critical in nature, ministry phone coordinators can work directly with SaskTel to create a temporary conference line for the call. This is only intended to be used for one time calls or reoccurring calls of the utmost importance and criticality (not for daily business operations). Should this be required, email the IBC Project inbox, ibcproject.cs@gov.sk.ca, and we will put you in touch with the right contacts at SaskTel. 
• When scheduling conference calls, do your best to avoid peak usage times between 9 and 11 a.m.
  

• Activate features by following the IBC phone system guides. To use features like those described above, you need your IBC user ID and password to access your IBC User Portal or Soft Client. If you have forgotten your password and need it reset, please contact your ministry’s Telephone Coordinator.
  

Microsoft OneDrive

Many government users have received the OneDrive cloud application. This has become their new individual working drive, replacing their H: Drive. Files saved to this drive are saved in the cloud and can be accessed from any device with an internet connection.

• If you have OneDrive, you can log in to OneDrive remotely, using your Government of Saskatchewan username (i.e. jsmith@gov.sk.ca) and your network password, not your email address. You may be asked to enter a code sent to another one of your devices to confirm your identity. To learn more, see these instructions for multi-factor authentication.  
  

Microsoft Teams

In order to support government's increasing videoconferencing needs, and enhance our overall IT environment, the IT Division  launched Microsoft Teams in government in April 2020.

Teams is an application within the Office 365 suite, that offers full videoconferencing capabilities on any internet-connected device with a camera — along with online collaboration via audio, video, chat and file sharing capabilities.

Teams videoconferencing works on mobile devices. Simply install the application and use video and audio conferencing anywhere, any time. Please note, Teams is replacing Skype for Business as of May 1, 2021.

With the Teams Audio Conferencing feature, invitees who are not able to join via the Teams desktop or mobile app can participate in the audio portion of a Teams meeting using only a landline or cellphone — there is no need for an internet connection or data, and there is no additional charge to use it.

With Teams Live Events, you can schedule and produce events that stream to large online audiences. It offers meeting controls, to manage participation — ideal for webinar or town hall style meetings.

Visit the Teams Taskroom page for more information.