Working from Home Last Updated: Technology & Access Guide … · 2020-03-27 · Working from Home...

Working from Home – Technology & Access Guide Last Updated: 27/03/2020 9:11 AM

Next review: March 2021

IT Division, Ministry of Central Services The guide below is to help staff work from home.

Page 1 Data Classification: Class C

Overview

Working from home offers flexibility in non-standard circumstances. To be able to do it effectively, you need access to your files and email, and you need to be aware of the security policy for working from home.

Employees are strongly recommended to take either their laptop or desktop home. There is a limited supply of additional government laptops that are being prioritized and network access is limited from personal computers. If you do not have access to a laptop or a desktop contact the service desk for more information. Service Desk email: [email protected], Phone: +1 (306) 787-5000

Limit the use of VPN to leave room for other staff on the network. A VPN connection is not required if you’re accessing systems such as Sasktel IBC, Email, Skype for Business, ServiceNow, OneDrive, or Taskroom.sp.saskatchewan.ca and other public websites. If you require a file or access to an application for a short period of time, connect to the VPN, carry out the task and then disconnect.

Working from home requires users to be aware of government security guidelines. The user security guidelines must be adhered to when working from home.

Before you leave the office there is a check list of tasks to complete. Completing these tasks (e.g. changing your password, installing all updates, changing your multifactor authentication so it doesn’t go to your desk phone.) before disconnecting from the network will make your transition much easier.

We have provided tips and tricks to pack up your desktop or laptop so you can successfully set it up at home. When packing up, files should not be stored on a USB or other external device. This is a security risk.

This Guide Covers

1.0 Technology Options ..................................................................................................................................... 2

2.0 User Security Guidelines .............................................................................................................................. 3

3.0 Things to do BEFORE you leave the office ................................................................................................... 4

4.0 How to pack up your workstation ............................................................................................................... 8

5.0 How to work from home using a Government of Saskatchewan computer – Optimizing your connection and VPN ..................................................................................................................................................... 10

6.0 How to Access Office 365 with any device (Word, Outlook, PowerPoint, Excel etc) ................................ 15

7.0 How to hot-spot (get internet access on your computer using your phone where secure Wi-Fi is not available) ................................................................................................................................................... 19

mailto:[email protected]





1.0 Technology Options

Work Desktop or Laptop

(Preferred) Smart Phone

With

VPN Without VPN Gov’t Issued Personal

Email

Requires

multifactor

authentication (MFA)

Requires MFA Requires MFA

Skype for Business (MFA) X X

SharePoint Limited Limited Limited

OneNote

Purchase from app

store Other Microsoft Office products (Word,

Excel, PowerPoint, etc.)

Download from

app store

Service Now Requires

MFA Requires MFA Requires MFA Requires MFA

Cloud-based eCRM (Dynamics) Requires

MFA Requires MFA Requires MFA Requires MFA

Network drives (G, I, H etc.) X X X

Government and ministry specific

business applications (MIDAS etc.) X X X

Citrix applications X X X

IBC Telephone Portal (administrative

access, setting up conference lines)

IBC Soft-Client (desk top phone on your

computer) X X X

Staffroom and other intranet sites With app

purchase X

External government websites

(Taskroom, PSC Client, Saskatchewan.ca)





2.0 User Security Guidelines

Working from home requires users to remain aware of government security guidelines. The following are user guidelines that must be adhered to when working from home.

Only connect to trusted external networks. An example of a trusted external network would be your password-protected wi-fi connection at home, or a hotspot from your phone.

Using public networks should be avoided. For instance, Tim Horton’s free wi-fi would be considered a public network. If required, use personal hotspots or other encrypted web connections.

Ensure that government information (emails, documents, presentations, spreadsheets, photos, etc.) stays on work computers and is not copied to any personal, non-government devices (USB, personal computers).

Use the Cisco AnyConnect Virtual Private Network (VPN) to connect to the Government of Saskatchewan network.

Disconnect VPN and log out from Government applications when not in use.

Keep internet browsing to a minimum when connected to the VPN, to ensure that bandwidth remains available to the thousands of other government users across the province.

Avoid accessing sensitive Government data at public locations (e.g. coffee shop, airport, park) where others may be able to indiscreetly view private information.

If you need to access or work on sensitive information, ensure that information displayed on your screen it is not exposed to the general public.

Any personal devices (e.g. mobile phones, laptops) used to access Government applications should have the latest antivirus software and software updates (patches).

Do not use any external storage (e.g. hard disks, USB flash drives) from unknown sources.

If you must use an external device, scan the external hard drive before plugging into Government owned devices.

Always lock your devices immediately when not in use by using the keyboard shortcut Windows button + L.

Ensure personal devices used are password protected.

Do not leave Government devices unattended at public places, nor should you allow Government information to be viewable by anyone but yourself.

If Government equipment is lost or stolen, report immediately to the Service Desk email: [email protected], Phone: +1 (306) 787-5000.






3.0 Things to do BEFORE you leave the office

If possible, review this section before you leave the office. Completing these tasks before disconnecting from the network will make your transition much easier.

1. Reset your password

To reset your password you must be connected to the government network either at the office or via VPN. To avoid any risk of being locked out, reset your password before you leave. This will give you a 90-day window to use your computer from outside the office without having to worry about your password expiring. If you require assistance with resetting your password, contact the Service Desk email: [email protected], Phone: +1 (306) 787-5000.

2. Change you multifactor authentication away from your desk phone (if relevant)

If you already have multifactor authentication (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. If you do not have MFA, you will need to set it up. You can set up MFA from work or home.

3. Connect your computer for an entire day and night if at all possible.

This will ensure your computer gets all the necessary updates to improve your at home experience. If this is not possible it can be done from home when connected via VPN. However, the updates will likely be slower and put pressure on the VPN network.

4. Ensure you have a virtual private network (VPN – Cisco AnyConnect) installed on your computer

The vast majority of computers, including desktops now have VPN installed. However, a small portion of computers still require an install. Ensure you have this before you leave. Working from home without VPN severely limits your access to the tools you need to perform your work. If you are already working from home and do not have VPN, contact the Service Desk email: [email protected], Phone: +1 (306) 787-5000. A VPN connection is not required if your only accessing systems such as Sasktel IBC, Email, Skype for Business, ServiceNow, OneDrive, or Taskroom.sp.saskatchewan.ca and other public websites. These are cloud based services and are accessible outside the government network. In order to make room for other users, please limit your time while connected to VPN - if you only require a file or access to an application for a short period of time, connect to the VPN, carry out the task and then disconnect. Files can also be copied locally and worked on, then moved to storage once modifications are completed.


https://account.activedirectory.windowsazure.com/proofup.aspx

https://taskroom.sp.saskatchewan.ca/Documents/Office%20365%20Multifactor%20Authentication%20Enrollment.pdf#search=mfa






To confirm VPN is installed, take the following steps:

a. Click Start and scroll down the list of available programs. Click Cisco.

b. If Cisco AnyConnect is visible on your machine, it is installed.

5. Test your VPN access while still in the office.

This way, any unforeseen issues can be addressed while you still have access to the network. Follow this procedure:

a. Laptop Test

i. Unplug your ethernet cable.

ii. Disconnect from Government WiFi (if you have WiFi on your machine)

iii. Connect to the internet using your phone hot-spot

This simulates connecting from home. If you need help with hot-spotting see Section 7 of this guide.

iv.

Ethernet cable

Ethernet cable





v. Log in to the VPN

1. Click Start and then click Cisco

2. Click Cisco AnyConnect Secure Mobility Client.

3. Click on the Connect button.





4. Enter your network password (the same password you use to log on to your computer), and click OK.

6. If you are taking home a desktop, take home the longest Ethernet cable available.

Your Ethernet port at home may not be in a convenient location for your office set up. A long Ethernet cable gives you more flexibility on where you set up.

a. Click Accept.





b. You will know you’re connected when you see the Cisco AnyConnect icon with a lock on in the system tray notification area.

4.0 How to pack up your workstation

If you are moving a desktop or laptop with a docking station, take the time to note how it is set up so you can successfully set it up at home. NOTE: Laptops can be used without a docking station if you will not be connecting to an external monitor and you have enough USB ports to connect all of your accessories (mouse, keyboard). However, for ergonomic resasons, it is recommended you use a monitor.

1. Before disconnecting your computer, label all of your cables and take pictures with your phone.

This will help you with set up at home, and if you need assistance from the Service Desk, these pictures will be helpful. The photos below are samples only, and your arrangement may be slightly different.





2. If you have been given a loaner laptop, ensure you connect the loaner to the network at the office before going home.

If you do not connect the loaner to the network before you leave the office, you will not be able to connect it from home. If you are using your primary computer, you can disregard this step as you connect to the network daily in the office.

3. Pack all equipment you will need.

This may include:

desktop/laptop

monitor

docking station

keyboard

mouse

monitor risers

required cables

headset (if you have one) for Skype meetings

Don’t forget your ethernet cable if you have a desktop computer. Ethernet cables are typically grey or off white. See pictures below. You will need to have an ethernet port in your house to be able to connect.

Typical locations for ethernet ports in houses:

with your landline phone ports

close to your TV to support SaskTel Max or Access TV (this may or may not work for internet access)

Your router that provides WiFi to your house Your ethernet port may not be in an ideal location to set up your home office. You may want to consider buying a long ethernet cable so you can set up your desktop in a more convenient location.

4. Set up at home

Once you get home with your equipment, use the labels you put on your cables to help reconnect everything.

Ethernet Port Ethernet cable

https://www.google.com/search?q=ethernet+cable&rlz=1C1GCEB_enCA874CA874&oq=ethernet+cable&aqs=chrome..69i57j0l7.1975j0j7&sourceid=chrome&ie=UTF-8





If you need help, call the Service Desk email: [email protected], Phone: +1 (306) 787-5000. Have the photos you took when packing up. The Service Desk may need these photos to help guide you.

5.0 How to work from home using a Government of Saskatchewan computer – Optimizing your connection and VPN

1. Optimizing your internet and network connectivity

As more people across the province, country and world move to work from home, there is an unprecedented strain to internet and telephone connectivity. While Central Services has recently significantly expanded Government of Saskatchewan’s network capacity, the network is also experiencing a similar strain as more employees work from home.

Only use VPN when you need it for things like accessing files and business applications. You do not need it to use Skype, email, OneNote or ServiceNow and it can slow down your connection

Check your home internet connection. If you are on Wi-Fi, make sure you are in a spot in your house with a strong stable connection.

Consider using an Ethernet cable so you have a hard wire connection for your internet instead of Wi-Fi.

2. Connecting to the government network with VPN

The virtual private network (VPN) offers you the best and most secure connection experience for working at home. All Government of Saskatchewan computers (including desktops) are now equipped with VPN. You do not need to request a token to access VPN. Connecting with VPN from a Government of Saskatchewan computer will give you access to:

Email

Skype

Network drives (G, I, H, OneDrive, etc.)

Business applications

Citrix applications

IBC phone system Limit the use of VPN to leave room for other staff on the network. A VPN connection is not required if you’re only accessing systems such as Sasktel IBC, Email, Skype for Business, ServiceNow, OneDrive, or Taskroom.sp.saskatchewan.ca and other public websites. If you only require a file or access to an application for a short period of time, connect to the VPN, carry out the task and then disconnect. Although livestreams of federal or provincial press conferences may provide status updates, staff should refrain from any non-work related internet browsing on their work machine, whether in the office or at home connected via VPN. This is an existing policy that becomes particularly relevant as more people use VPN. Unnecessary usage of the VPN internet connection causes congestion and reduces the connection speed for others.






To connect with VPN using a Government of Saskatchewan laptop or desktop:

a. Verify that you are connected to the Internet, either to Wi-Fi or, if it is a desktop, with a network cable.

If you are connected with a network cable, you will see the “connected” icon in the system tray, near the date and time.

If your computer is not connected, the icon will have a red X or a yellow caution sign.

If you are connected with Wi-Fi, you will see the wireless icon in the system tray, near the date and time.

If you have not connected from home previously you will have to select your home network and click Connect (Prestidia in the screen shot below is an example only. Your home network will be named something else). You may be required to enter a password.





b. Click Start and then click Cisco

c. Click Cisco AnyConnect Secure Mobility Client.

d. Click Connect.





e. Enter you network password (the same password you use to log on to your computer) and click OK.

f. Click Accept.





g. You will know you’re connected when you see the Cisco AnyConnect icon with a lock on it

h. On your desktop, double click on the icon with two gears on it.

Its name will be your ministry acronym – shortcut (e.g. AG – Shortcut or ENV – shortcut). If you do not have the file on your desktop contact 306-787-5000 for assistance.

i. A window will pop up and close automatically. This is reconnecting your files.





j. When a connection is no longer required, open Cisco AnyConnect again (click on the start button, then Cisco, then Cisco AnyConnect – Steps 2 and 3 in this process) and click Disconnect.

6.0 How to Access Office 365 with any device (Word, Outlook, PowerPoint, Excel etc)

You can connect to Word, Outlook (email), PowerPoint, Excel, Skype, SharePoint, OneNote, OneDrive etc. with any internet connection and any device.

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. You will not be able to download, print or sync your files.

To log into any of these applications, you must have Multifactor Authentication (MFA) set up. If you require assistance with setting up or changing your MFA method, please contact the ITD Service Desk: 306-787-5000 or email [email protected]

1. Accessing Office 365 applications from a work computer

When accessing Office 365 from your Government of Saskatchewan computer the following applies:

You will need to sign into internet–enabled applications like email, Skype and OneNote.

Non-internet applications like Word, Excel, and PowerPoint function normally.

You will not have access to your H drive or G drive to access your files unless you are connected to VPN. It is a security risk to save files to your desktop or C Drive. Please ensure you are using VPN to access and save files.

If you don’t already have multifactor authentication, use the multifactor authentication instructions to get set up.

To connect to Office 365 with a Government of Saskatchewan computer follow the process below:

a. Open the application of your choice (e.g. Skype, Outlook)








b. You will be prompted for your password. This is the same password you use to login to your computer.

c. Once you have entered your password you can continue to use the application as normal.

2. Accessing O365 on a personal computer (limited functionality)

When accessing Office 365 from a personal computer the following applies:

Non-internet applications like Word, Excel, and PowerPoint are only available if you have them installed on your personal computer.

It is a security risk to save files to your desktop or C Drive.

You will not be able to download, print, or sync your files.

If you don’t already have multifactor authentication, use the multifactor authentication instructions to get set up.

To connect to Office 365 with a personal computer follow the process below:







a. Open any web browser.

b. Navigate to www.office.com

c. Click Sign in at the top right.

d. Enter your Microsoft ID ([email protected]) and click Next. Your username is the same username you use to sign into your computer combined with @gov.sk.ca.

http://www.office.com/





e. Enter your network password, the same password you use to sign into your computer, and click Sign in

f. You will then be prompted to verify with the authentication method you chose when setting up multifactor authentication. For example, if your authentication method is a code sent to your phone, you will receive the code and then enter it as prompted.

g. Once you’ve successfully connected, you will see the screen below and can begin using the applications.

https://taskroom.sp.saskatchewan.ca/Documents/Office%20365%20Multifactor%20Authentication%20Enrollment.pdf

https://taskroom.sp.saskatchewan.ca/Documents/Office%20365%20Multifactor%20Authentication%20Enrollment.pdf





7.0 How to hot-spot (get internet access on your computer using your phone where secure Wi-Fi is not available)

Hot-spotting allows you to access the internet from your computer when you don’t have WiFi by using the data from your cell phone. Set up will be different depending on your cell phone. Please use the links below for cell phone specific guidance:

iPhone

Samsung

LG

Google Pixel

Blackberry Once your hotspot is set up, connect to it from your computer by clicking on our WiFi icon and selecting your phone from the list of connections.

https://support.apple.com/en-ca/HT204023

https://support.bell.ca/mobility/smartphones_and_mobile_internet/samsung-smartphone.how_to_use_as_wifi_hotspot

https://support.bell.ca/mobility/smartphones_and_mobile_internet/lg-smartphone.how_to_use_as_a_portable_wifi_hotspot

https://support.bell.ca/mobility/smartphones_and_mobile_internet/google-smartohone.how_to_use_my_phone_as_a_portable_wifi_hotspot

https://support.bell.ca/mobility/smartphones_and_mobile_internet/blackberry-z10.how_to_use_my_blackberry_z10_as_a_portable_wifi

Date post:	24-Apr-2020
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