Working Remotely (Best Practices)

Working Remotely - Best Practices

 

Overview:

When emergencies happen, there are ITS-supported technological tools and processes available for you to use to keep working even if you can’t be on campus. Whenever possible, it’s best to work using your DSU assigned laptop, but if you need to use a personal device, you can access DSU resources with an internet browser.

 

Have the following to be best prepared to work remotely:

  • Your DSU-assigned laptop, or a personal Windows or Mac computer (including power adapter)
  • A reliable Internet connection
  • Access to Microsoft Teams (can be accessed online or by downloading the app from office.com)
  • A headset or headphones with a microphone (can be useful virtual meetings, but not required)
    • Your DSU-assigned system has a built-in microphone and speakers
  • Access to DSU’s VMware Staff pool if you’re a Banner user
  • Access to your Department’ SharePoint site as well as your OneDrive files

 

MyDSU Portal:

MyDSU is Dakota State’s campus portal, a website that serves as a launch pad to access other sites, online tools and organizational content.  This is accessible from anywhere with an internet connection by going to mydsu.dsu.edu and can be used on all Internet browsers on computers, tablets, and mobile devices.

 

Microsoft OneDrive and Teams:

All employees with a dsu.edu email account have access to Microsoft Teams.  Microsoft Teams is a product that combines tools and resources such as group chat, calendar and file sharing into one location using the Office365 platform.

Additionally, you can use Teams to hold virtual meetings, either as a part of a Team, an individual or group chat, no matter where everyone is currently located.

If you haven’t already started using OneDrive to back up your files, follow the instructions below to ensure you have cloud access to your important documents.


Zoom:


Zoom is a cloud based service which provides simple video conferencing capability with options to record, share screen, and join via phone.  Participants do not need a Zoom account to attend a Zoom meeting, only the host is required to have an account.  Staff will have feature rich Pro accounts.

 

Email Access:

You can access your email by using the Outlook client installed on your laptop or the web-browser interface by going to OWA.

Your email will function exactly as if you were on campus working.

 

MFA:

You are encouraged to set up Duo multi factor authentication (MFA) on more than one device in case you don’t have your mobile phone available or are not in the office. Use the instructions below to modify your approved Duo devices.

 

VMware Horizon Client:

This software is already installed on every DSU assigned device.  This client can also be installed on any personal device for access as well.  For staff, this software will provide you a virtual machine which will give the user access to systems which are not accessible while off campus.  This includes Banner, Cognos, WebXtender, Evisions (Argos) and ImageNow.

Important!:

You should only use the VM client to access systems which you cannot access while off-campus.  All other work should be done from your local machine and not within the VM.

VM USE:  Banner, Cognos, Xtender, Evisions & ImageNow.  

When you don't need to use any of the system above just minimize your VM window and continue to work from your local machine on Teams, Outlook, OneDrive/SharePoint files.


Office Phone Forwarding:


In some situations such as an extended out of office event there may be a need to forward your office phone to another number.  Below are instructions on how to complete and cancel upon your return to the office.  NOTE:  this must be done from your office phone.

To forward calls to a local telephone or cellular number:

  • Dial *39+9+(7-digit telephone number).

  • Listen for confirmation tones (3 short bursts of tones).

  • Hang up.

  • Dial *40 to cancel this forwarding.

To forward calls to a Long Distance or Cellular Number (out of the area only):

  • Dial *39+9+1 (Area code and 7-digit telephone number)

  • Listen for confirmation tones (3 short bursts of tones).

  • Hang up.

  • Dial *40 to cancel this forwarding.

 

Security Tips & Best Practices:


DSU Support Article:https://support.dsu.edu/TDClient/1796/Portal/KB/ArticleDet?ID=103177


Need Assistance or Support while working remotely:

ITS Support staff are ready to help you out.  You can complete a Quick Ticket to describe your issue and technicians will work to help you resolve, or you connect to techs remotely at help.dsu.edu.

Details

Article ID: 101747
Created
Tue 3/17/20 12:32 PM
Modified
Thu 3/26/20 11:47 AM