Telework Technologies March 15, 2011 1. CIT Presenters IntroductionTina Jocktane Voice Services Frank Lubsey Central FaxJonathan JT Thomas Office Communicator.

Telework Technologies

March 15, 2011

1

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

2

Voice ServicesUnified Calling Notification

(UCN)

Frank Lubsey

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/

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.

5

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 network6

Web Access Entry Page

7

Mailbox status graph.

Click to access new voice / fax messages.

Click help to display Getting Started guide, User Manual & Troubleshooting tips.

New Voice Message Screen

This mailbox has one unheard message, delivered on 8/18, at 1:21pm & duration of 18 seconds.

Listen to messages, via computers media player.

Messages with privacy padlock icon, (none displayed here) cannot be forwarded.

Message tab selected

Initial Message Settings Tab

9

SETTINGS TAB SELECTED

Remember to Select APPLY, to lock in your changes.

This initial SETTINGS page, allows you to quickly forward incoming calls to other phone numbers.

Outcall NotificationNote: VM System will not make long distance calls.

10

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.

Turn feature on / off

Alternate phone numbers where subscriber can be reached. 4 schedules may be created. Example; Weekday/ Weekend schedule. Red dot indicates active schedule.

When checked, subscriber will only be called when an urgent message arrives.

Temporary schedule overrides schedules above.

Email (UCN) Notification

FEATURE NOT AVAILABLE BY DEFAULT. IF REQUIRED, IT HAS TO BE ORDERED THROUGH YOUR ADMINISTRATIVE OFFICER. THERE IS NO COST TO ADD FEATURE.11

Turn feature on / off

Users email address, where notification messages are sent by the VM system.

User may select full audio file for email delivery or caller ID in email subject line.

Remember to click APPLY button after making changes.

Call Connect SettingsFind Me—Follow Me

12

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

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

13

Central Fax Service

Jonathan “JT” Thomas

14

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

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)

16

Exchange or Outlook Email

17

• 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. 

SMTP or Non-Exchange Email

• Compose a New Message. • In the “To” text box, enter the fax address in the format:

UserName%[email protected]– Username is the name of your fax recipient– Fax number is your recipient’s fax number.– e.g., Jim_Smith%[email protected]

• Enter a subject and comments, if necessary. You can also include file attachments in the message body.

• Click “Send.”

18

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.   

19

Office Communicator Service (OCS)

Jonathan “JT” Thomas

20

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.

21

Demonstration

•Online status & availability

Presence

•One-to-one IM

•IM conference

Instant Messaging (IM)

•One-to-one chat

•Multi-party conference

Audio and Video (AV)

•Desktop sharing

Web Conferencing

•Outlook and SharePoint

Integration

22

Presence Status Explained

Instant Messaging (IM)

24

• 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.

Audio/Video (AV) Chat

25

• 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.”

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

26

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 ([email protected])

for license costs• Many ICs are automatically provisioned.

Web Collaboration

Josephine 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

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

30

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

• 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.

Adobe Connect

33

• 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.

Adobe Connect

How is Connect Used?

• Teleworking• Ad hoc meetings• Grant review meetings• Informal discussions• Software demonstrations• Public forums

34

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.

35

Benefits of Using Connect

36

Time Efficient: Time Spent on a “One Hour” Meeting

Connect In-Person0

20

40

60

80

100

120

Disruption

Walking

Commuting

Meeting

Benefits of Using Connect (cont.)

37

Travel Expenses: Cost for 2-Day Seminar in New York

Connect In-Person0

100

200

300

400

500

600

700

Meals

Hotel

Flight

Registration

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

38

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

39

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

40

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)41

Visit http://video.nih.gov

42

Available Telework Training

• Working From Home – Understanding the Technologies– http://training.cit.nih.gov?NT100

• Adobe Connect– http://training.cit.nih.gov?WT100

43

Virtual Private Network (VPN)

Service

Aaron Gee-clough

44

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

45

Supported Systems

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

46

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.

47

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/

48