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Telework Technologies

Telework Technologies. March 15, 2011. CIT Presenters. Introduction Tina Jocktane Voice Services Frank Lubsey Central Fax Jonathan “JT” Thomas Office Communicator Service Jonathan “JT” Thomas Web Collaboration Josephine Chen Virtual Private Network Aaron Gee-clough.

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Telework Technologies

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  1. Telework Technologies March 15, 2011

  2. CIT Presenters Introduction Tina Jocktane Voice Services Frank Lubsey Central Fax Jonathan “JT” Thomas Office Communicator Service Jonathan “JT” Thomas Web Collaboration Josephine Chen Virtual Private Network Aaron Gee-clough

  3. Voice ServicesUnified Calling Notification (UCN) Frank Lubsey

  4. Voicemail Access Telephone: • Local Number: 301-435-5000 • Toll Free Long Distance: 888-447-6747 Web: • https://vm.hhs.gov/subscriber/ Support: • NIH IT Service Desk: (301) 496-4357 (HELP) • http://ithelpdesk.nih.gov/support/

  5. Telephone Access Shortcuts Retrieve messages within local calling area; Dial your phone number, when greeting starts to play, press “9,” you will be immediately prompted for password. To skip greeting and immediately leave message, press # during greeting. See “Getting Started Guide” for additional tips. Found under HELP option within, web interface.

  6. Web Access https://vm.hhs.gov/subscriber/ Phone Number: All 10 digits. No Dashes / Spaces Password: Same as telephone password Web access available outside NIH network

  7. Web Access Entry Page Click help to display Getting Started guide, User Manual & Troubleshooting tips. Click to access new voice / fax messages. Mailbox status graph.

  8. New Voice Message Screen Message tab selected Messages with privacy padlock icon, (none displayed here) cannot be forwarded. Listen to messages, via computers media player. This mailbox has one unheard message, delivered on 8/18, at 1:21pm & duration of 18 seconds.

  9. Initial Message Settings Tab SETTINGS TAB SELECTED This initial SETTINGS page, allows you to quickly forward incoming calls to other phone numbers. Remember to Select APPLY, to lock in your changes.

  10. Outcall NotificationNote: VM System will not make long distance calls. Alternate phone numbers where subscriber can be reached. 4 schedules may be created. Example; Weekday/ Weekend schedule. Red dot indicates active schedule. Turn feature on / off When checked, subscriber will only be called when an urgent message arrives. Temporary schedule overrides schedules above. Function: When a message is left in subscriber’s mailbox, the system places a call to subscriber’s cell (example). The subscriber has the option of listening to message or rejecting call & dialing in to retrieve message later.

  11. Email (UCN) Notification Turn feature on / off User may select full audio file for email delivery or caller ID in email subject line. Users email address, where notification messages are sent by the VM system. Remember to click APPLY button after making changes. FEATURE NOT AVAILABLE BY DEFAULT. IF REQUIRED, IT HAS TO BE ORDERED THROUGH YOUR ADMINISTRATIVE OFFICER. THERE IS NO COST TO ADD FEATURE.

  12. Call Connect Settings User selects number, to which unanswered calls are transferred, or Follow me list below User defined numbers, to which unanswered calls may be transferred User defined calling sequence, which is used by the VM system, in attempting to reach the VM user. Remember to click APPLY button after making changes. Screening on; Calling party is prompted to say name, so that receiving party can accept or send transferred call to VM. NOTE: VM SYSTEM DOES NOT MAKE LONG DISTANCE CALLS Find Me—Follow Me

  13. Call Forward • Call Forward Variable (CFV) • On Premises: Restricts forwarding number to NIH network. No charge. Feature activated at set. • Off Premises: Calls can be forwarded to any number the set is programmed for. No charge, requires AO approval. Feature activated at set. • Ultra Call Forward (UCF) • Calls can be routed to any number the set is programmed for. $200.00 one time set up fee. Requires AO approval. Feature activated from any phone. ALL CALL FORWARDING FEATURES ABOVE, ARE CONTROLLED BY THE TELEPHONE SWITCH

  14. Central Fax ServiceJonathan “JT” Thomas

  15. Central Fax • Provides electronic facsimile capability to NIH employees, authorized NIH contractors, and other official users of CIT services • Benefits • Increased productivity • Reduced equipment • Reduced supply costs • Reduced telecommunications fees

  16. Sending a Fax Local Fax Number • 9-AreaCode-Fax Number (e.g., 9-301-xxx-xxxx) Long Distance Fax Number • 9-1-AreaCode-Fax Number (e.g., 9-1-404-xxx-xxxx) International Fax Number • 9-011-CountryCode-Fax Number (e.g., 9-011-xx-xxx-xxxx)

  17. Exchange or Outlook Email Open your Exchange or Outlook email and choose the New Mail Message toolbar button. The Send dialog box appears. In the To text box, enter the fax address in the format: [FAX:name@faxnumber] where name is the name of your fax recipient and faxnumber is your fax recipient's fax number, for example, To: [FAX: JSmith@9-301-xxx-xxxx] You can send to multiple recipients using a semicolon between fax addresses. Enter a subject, comments, and any file attachments that you want to send. Click Send. 

  18. SMTP or Non-Exchange Email • Compose a New Message. • In the “To” text box, enter the fax address in the format: UserName%faxnumber@fax.nih.gov • Username is the name of your fax recipient • Fax number is your recipient’s fax number. • e.g., Jim_Smith%9-301-xxx-xxxx@fax.nih.gov • Enter a subject and comments, if necessary. You can also include file attachments in the message body. • Click “Send.”

  19. To Receive a Fax Contact your local administrator or the NIH IT Service Desk, http://itservicedesk.nih.gov/support/, to request your inbound fax number. Once you get your inbound fax number, someone can send you a fax and it will be automatically placed in your email inbox. By clicking on the attached image, you can view the fax on your screen. Or you can print, store, forward, or fax it to someone else.   

  20. Office Communicator Service (OCS)Jonathan “JT” Thomas

  21. OCS 2007 NIH’s internal instant messaging (IM) service−quick and secure, staff can converse remotely without using email for short communications. Integrates with SharePoint 2007+ and Outlook 2007+. Provides real-time availability status of other staff members −”presence” to applications that can accept it. Enables one-on-one and group chat, video, and audio communications−have team meetings online! Allows sharing of the desktop−allows IT staff to remotely support teleworkers with software problems.

  22. Demonstration

  23. Presence Status Explained

  24. Instant Messaging (IM) • Start a one-to-one IM session • Double-click on the contact you want to invite. • Type your message in the text box at the bottom of the window, and press ENTER to send. • Start an IM conference with multiple contacts • Hold the CTRL key, and then select the contacts to invite. • Right-click on any of the selected contacts, and then choose “Send an Instant Message.” • Type your message and press ENTER to send.

  25. Audio/Video (AV) Chat • Start a one-to-one audio/video chat • In the Contact List, right-click on the contact you want to call, and then click “Start a Video Call.” • Start an audio/video conference • In the Contact List, hold the CTRL key, and then select the contacts you want to invite. Right-click the last contact, and then click “Start a Video Call.” • Start an audio/video conference with a group • In the Contact List, right-click a group name, and then click “Start a Video Call.”

  26. Web Conferencing • Share your desktop • Share your desktop • In the Contact List, right-click a contact or group name, and then click Share, click Share Desktop • Share control • In the conversation window, click the arrow next to the Sharing button • Choose “Share Control with Participants” • The other participants will see a “Take Control” button, which they can click to control the applications on your desktop

  27. How do I get OCS 2007? • Where do we go to request a license (CAL) and installation of OCS? • Submit a service request to the NIH IT Service Desk (http://itservicedesk.nih.gov/support/) • How much does it cost? • Contact ISDP (citdcsisdpstaff@mail.nih.gov) for license costs • Many ICs are automatically provisioned.

  28. Web CollaborationJosephine Chen

  29. NIH Web Collaboration What is Adobe Connect? How is it being used at NIH? What are the benefits? How much does it cost? How to get started Questions

  30. Remote Collaboration with Connect Connect enables people to work together regardless of location Secure USGBC Friendly (Formerly FDCC) World-wide accessible Fully PC and Mac compatible

  31. Adobe Connect CIT offers the Adobe Connect online meeting and collaboration application to the NIH community for any NIH-related projects. Connect enables you to: • Meet “face-to-face” using an internet browser and a web camera.

  32. Adobe Connect • Record Meetings to archive information as well as to enable personnel on alternate work schedules to review the meeting at another time. • Secure Shared Drive: Anyone with permissions to the meeting room can store and access documents, without the need for VPN, eliminating concerns about storing sensitive information on laptops.

  33. Adobe Connect Manipulate Documents in real-time over the internet. Coworkers can take turns modifying a single document in real-time. Remote Desktop Control: With the computer owner’s permission, a teleworker can use a remote-desktop-like environment to perform operations on a computer at a different location allowing a variety of technical support tasks to be performed remotely.

  34. How is Connect Used? Teleworking Ad hoc meetings Grant review meetings Informal discussions Software demonstrations Public forums

  35. Who Uses Connect? Customers currently include: 24 of the 27 NIH Institutes, plus OD, FDA and OS/FHA. Key stakeholders include: Researchers, regional medical libraries (e.g. universities), scientific reviewers, trainers, and students.

  36. Benefits of Using Connect Time Efficient: Time Spent on a “One Hour” Meeting

  37. Benefits of Using Connect(cont.) Travel Expenses: Cost for 2-Day Seminar in New York

  38. Benefits of Using Connect(cont.) Environmental Impact: Greening NIH • For a 20 person meeting, using Connect could save: • 2000 sheets of paper • 60 lbs of wood • 60 lbs of CO2 • 200 gallons of wastewater • 23 lbs of solid waste • All exhaust gases due to travel

  39. Current Capacity Access is limited only by internet availability Server capacity currently limited to 1200 concurrent users Currently NIH has licenses for 500 concurrent users - If demand increases, additional licenses can be purchased

  40. Costs of Using Connect No cost to request an account No limitations on the number of people who can have Connect accounts No charges accrue until 2 or more people are in the meeting room

  41. Costs of Using Connect (cont.) • Costs $0.15 per minute per user, which includes: • Video • Voice over IP • Document sharing • File sharing, etc. • Optional Premiere teleconferencing is an additional $0.06 per minute per caller (FY2011 rates, subject to change)

  42. Visit http://video.nih.gov

  43. Available Telework Training • Working From Home – Understanding the Technologies • http://training.cit.nih.gov?NT100 • Adobe Connect • http://training.cit.nih.gov?WT100

  44. Virtual Private Network (VPN) ServiceAaron Gee-clough

  45. VPN (Virtual Private Network) Allows NIH employees to access the NIH and Institute computing resources from a remote location (such as at home) as if they were on the NIH network directly. More Information: http://cit.nih.gov/ServiceCatalog/Services.htm?Service=NIHnet+Remote+Access+Service

  46. Supported Systems • Runs on: • Windows XP, Vista and 7 (32 and 64-bit) • Mac OS X 10.5 and 10.6

  47. Coming Changes Requirement for all users to use 2-factor authentication by July 1 (i.e., staff use their badge to log into the VPN). New client will support that effort. Client is available now on iSDP.

  48. Need Help With Services? Contact the NIH IT Service Desk Phone: 301-496-4357 (301-496-HELP) TDD/TTY: 1-800-438-8832 Web: http://itservicedesk.nih.gov/

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