Working from home resources

(This is a copy of a page from the Tech Services Intranet. The communications team is creating a more official and public-facing edition of it, but this is the raw form if you want to get ideas. Also, here’s a Caffeine Break on making remote work better. -DLS)

Update your personal/emergency contact information

Review the Work From Home Expectations and Guidelines (links to Tech Services Intranet)

Resources

Device Security

Staff is reminded to be diligent with security wherever they are working. When working remotely we recommend the following:

  1. Whenever possible, use a University-owned computer.

  2. If you do not have access to a University-owned computer, but your local IT unit provides access to your computer via remote desktop, take your guidance from them on accessing the systems they manage.

  3. If you do not have access to a University-owned computer, nor have remote desktop access, and must use a personal computer:

    1. Talk with your supervisor and your local IT staff about your options before proceeding.

    2. Limit logging on to a minimal number of University services. The most common will be email, Office 365 online, U of I Box, Google Apps, and Zoom for example.

    3. Limit the number and types of files you download or upload to University resources from your personally owned computer.

    4. Do not download any sensitive data or materials to your personal computer.

  4. Remain cautious of links, attachments, and public WiFi.

  5. Use the VPN if you are on public WiFi.

Two-Factor Authentication

Two-Factor Authentication (2FA) is likely needed to access resources for your work. CAPPM, SharePoint, the Google Apps suite, and a number of other tools require login using 2FA.

Prepare:

  • If you need to access systems that require 2FA, be sure to enroll the device you’ll use for Illinois’ 2FA to verify it’s you when you sign in.

  • Check with your local IT support staff for information about remotely connecting to the specific systems your department uses.

When Working Remotely:

  • Authenticate with the system you need to access using two-factor authentication if necessary.

Off-Campus Access

Some resources can only be accessed on the campus network (Banner, ticket systems, et al) or using the Virtual Private Network (VPN).  If you are on a public WiFi network, you should always use the VPN to secure your data. Many resources, such as U of I webpages, WebTools, the Google Apps suite, and Office 365 do not require a VPN connection.

VPN

Prepare:

When Working Remotely:

  • Load the campus VPN software and follow the instructions for using the software to connect to the internet.

Remote Desktop for Tech Services Staff (RDP) – Other departments will probably use other workspace names, please chip them in here

Prepare:

  • The instructions below are for connecting to the Tech Services desktop server. If you wish to connect to your on campus desktop via RDP, see the relevant KB articles for configuration guidance, use the RDP Gateway, and make sure you configure your desktop to prevent it going to sleep due to inactivity and/or adjust the Wake on LAN settings.
  • Download an RDP client:
    • Windows should have Remote Desktop already installed
    • Mac users download the Microsoft Remote Desktop client through the App Store

When Working Remotely:

  • Open the Remote Desktop Client and choose the workspace you setup with the remote gateway
    • If you have trouble connecting, log into the VPN and try again

Communication and Productivity Tools

Productivity Tools

Office 365

The Office 365 (O365) suite, including Outlook, Word, PowerPoint, Teams, and more, is available at http://office.illinois.edu/. You will need to sign in with your NetID, password, and 2FA to access these tools.

Prepare:

  • Ensure that your Two-Factor authentication is properly set up.

When Working Remotely:

  • You will not need VPN to use O365, however will you will need to authenticate using 2FA.

Cloud Storage

The University offers a number of cloud storage solutions. U of I Box has been approved for the storage of any type of university-owned data. Google Drive and OneDrive, are additonal options, but are not approved for certain types of sensitive data. These systems are available via your browser whether working remotely or on campus. You must log into them using your NetID, password, and 2FA.

Prepare:

  • In order to access U of I Box or Google Drive, you will need to sign up using the Cloud Dashboard. OneDrive is available via O365.

  • Any files you want to access while remote must be loaded into your cloud storage tool of choice. Files that are not stored in one of these tools, and only stored on your computer locally, will not be available.

  • Sync features are available for each of the mentioned platforms (only for University-owned computers). If you would like to enable synchronization, speak with your local IT Pro.

When Working Remotely:

  • You must remember which files are stored in which tool (if you use a mix of tools).

  • Bookmark the url of the cloud storage tool.

Communication Tools

Skype for Business and Zoom are the campus supported tools for unified communication and video conferencing. If you plan to use either Skype or Zoom from a laptop that you do not normally use, we recommend a test call with a colleague to determine if your audio/video settings are properly configured. You may also need to acquire a headset, microphone,  camera, or another audio setup that allows you to make and receive phone calls and join audio or video meetings. Using Skype or Zoom over remote desktop connections is not recommended as calls can degrade if the VPN is in use.

Microsoft Teams

Microsoft Teams (“Teams”) is an effective collaboration tool that is included with Office 365. Teams offers chat rooms, file sharing and integrated conferencing in persistent teams spaces.

Prepare:
  • Ensure that your Two-Factor authentication is properly set up
  • Determine whether to work form the browser-based instance or download the Teams application from the Office 365 site.
    • If using the Teams application, sign in and confirm access.
  • Determine if you want to install the Teams mobile app on your personal phone.
When Working Remotely:
  • Access your Teams space by signing in and authenticating with 2FA (if required)

Skype for Business

Skype for Business (SfB) should continue to be used for work-related calls, instant messaging, and some video calls. We highly recommend that you only use SfB on University-owned computers.

Prepare:

  • Ensure that the SfB client is installed and up-to-date on your computer.

  • Determine if you want to forward your SfB calls to your cell phone and/or install the SfB mobile app on your personal phone.

While Working Remotely:

  • Log in to the SfB Client

Zoom

Zoom enables desktop video conferencing. Breakout rooms and other tools are available in the tool. Zoom is blocked to sanctioned countries. 

Prepare:
While Working Remotely:

Important Links

The table below provides links to resources that may benefit the organization. Your specific team may have additional tools and resources you should bookmark. Your team is advised to create your own bank of important links that is shared within the group.

Title/Link

Description
Software
WebStore Your resource for University-approved applications
Get Help
Service Desk Tech Services ticketing system
Help Desk Submit a Help Desk ticket
IT Support Request Request support from Tech Services Staff Help (Tech Services specific)
Campus Resources
Two-Factor Authentication (2FA) Enroll your devices in 2FA
VPN Download Download the campus VPN from this link
Organization Resources
Time Entry Time logging in CAPPM
Daily Ops SharePoint The SharePoint site housing Daily Ops information (Tech Services specific)
Project Management site The SharePoint site for the Project Management Office (Tech Services specific)
Change Management site The SharePoint site for Change Management (Tech Services specific)
IT Service Catalog A listing of campus IT services and details about each