To speed up the process of getting staff remotely accessing Citrix, IT Services are investigating how they can deploy Citrix to employees who have a laptop or PC at home. Staff who are interested in this will need to have an Android or Apple smartphone to use the RSA security token application.
Setting up your equipment
Poorly setup workstations, or incorrect use of display screen equipment (DSE) can lead to musculoskeletal disorders such as back pain, pain in the neck, shoulder, arm, wrist and hands, visual fatigue, and mental stress. In order to eliminate or reduce the above risks as you work from home, it is important to ensure that your "home workstation" is correctly set up as far as you are able to, or as far it is practicable.
When setting up your "home workstation", you should aim to achieve the following:
Most of us will be using laptops as we work from home. Due to their portable design, and some design compromises inherent in laptops, postural/musculoskeletal or other problems (e.g. bent back/neck due to the low position of the screen) may arise in their use. The following are recommended, where possible, to help reduce the risks:
Reusing Equipment - Laptops
If you have a laptop which has not been set up for remote working, IT Services will be asking for these to see if they can be utilised to meet current demand. Do not bring these to IT Services yet, however please let us know and we will arrange with you when we need these dropped off at IT. We will need these devices cleaned before we can look at them and can take up to 48 hours before the device can be made operational for remote working use.
If you are a Team Manager and have staff who are otherwise well, but home isolating, some of the computer systems we have are available for use without a corporate laptop.
Systems staff can use to support home working:
If home isolating staff have particular skills around Technology One, perhaps they could help you by raising requisitions and purchase orders remotely? Our suppliers are depending on prompt payments to enable them to keep their businesses afloat and staff employed. So if you / your staff can help, they would appreciate it.
Remote isolated workers can still participate in 1-2-1s and team meetings by using the Zoom Video Conference software. A user guide for Zoom can be found below.
Managers encourage all staff to try this out using mobile telephones to gain confidence using this new technology.
Most of us are currently working from home due to the ongoing pandemic. For some of us, working from home is something we may be used to but for others, and probably most of us, it is a completely new way of working.
Working from home comes with its own benefits, as well as challenges, even for people who do it routinely, and especially in times like this. Below are some simple tips to help you deal with some of these challenges, while boosting your own morale and wellbeing.
1. Keep yourself up-to-date - Make sure you keep yourself informed about what is going on, not only in your team, but in the organisation as a whole. We now have a staff portal on our main website which will be updated with the latest information from around the organisation. It also includes message from the Senior Leadership Team and cascade briefings.
2. Maintain good work-life balance - During this period of uncertainty and disruption to your normal routine, it is more important than ever that you maintain a good work-life balance by keeping a regular routine for working from home including:
More information and tips on coping through the Coronavirus lockdown can be found on the websites below:
3. Keep in touch with your line manager and colleagues - During this period, it is important that you keep in touch with your team. Offer feedback and opinions where necessary, and bring to your line manager’s attention to any issues or problems so they can be addressed.
There are many ways of keeping in touch from Whats App group chats to Zoom video calls. If you haven't used Zoom before, you can use the guide below.
Guidance on Setting Teams up
The link to install MS Teams can be found here https://teams.microsoft.com
You will need to install Teams outwith Citrix using a Google Chrome Browser. Sign in using your works email address firstname.lastname@example.org followed by your Citrix/Active Directory/Windows Password When prompted please select to set up a Work/School Account.
MS Teams should currently only be installed on a laptop (Windows 10) or a mobile device - which can be either a work or personal device.
If you are using a Council laptop in Kilncraigs, you may require Admin rights to your device. If you are using your Council laptop at home, please ensure that you install MS Teams prior to logging in to the VPN/CAG/Citrix
We suggest installing the Desktop App first, and then you will get a code to scan so that you can download the mobile App without having to repeat the process.
Please be aware that MS Teams install will not work on a Wyse terminal/Stratodesk and will NOT work within Citrix.
Council Staff who have already been set up with MS Teams will be able to join a meeting by opening Teams from their desktops (outwith Citrix/prior to logging in to the CAG).
Council Staff who have not yet been set up with MS Teams will be able to join a meeting by copying and pasting their invite to a browser - Google Chrome preferred - also outwith Citrix.
Council Staff will see their MS Teams invite in their Lotus Notes email/calendar as well as in their MS Teams Calendar.
Once installed, you can access information and training materials on using Teams. We would encourage you to make full use of these materials. If you have any issues installing Teams please email email@example.com and a member of the team will talk you through set-up.
Further information and helpful guides and MS Teams Meeting Guidance for Guests document can be found by following the links. Note that the Guidance for Guests document was created by Stirling Council, but the information and guidance also applies to staff at Clackmannanshire Council.
This is free Video Conferencing software.
When you first go to register the software use your @clacks.gov.uk email address and set a password. You will receive an email to your @clacks.gov.uk email account which you need to validate the account and then you are good to use the software.
We currently do not have the software working within Citrix and some Council laptops but it works very well on iPads and smartphones.
The Zoom online tutorials are very useful. Quick start user guides to follow.
If you require any IT Support downloading or using Zoom, please email IT@clacks.gov.uk
With more staff working remotely, its more important than ever that you protect yourself against cyber criminals.
Protect you Password
It’s important to choose a strong separate password for each of your online accounts. Cyber criminals can use your email to access many of your personal accounts, leaving you vulnerable to theft.
Using a password manager can help you create and remember passwords.
Use Screen Locks
Always use a screen lock or password to protect phones, tablets and laptops. This offers your devices an extra layer of security.
Look out for "Phishing" Emails
Most of us have heard the term "phishing" but do we really know what it means? It’s an online scam where criminals send an email that appears to be from a legitimate company asking for sensitive information.
If you receive an uninvited email approach, never give out personal or financial details and never click on any links.
Be aware of Hi-Fi Hotspots
Cyber criminals can set up Wi-Fi hotspots enabling them to intercept and steal the data you send online. Never send confidential or financial information over unfamiliar Wi-Fi.
Always have a Back-Up
Information held on your computer could be irreplaceable. Backing up your data often will ensure that you have more than one copy and could recover data quickly.
You can back up your most important data, such as photos and key documents, by backing them up to an external hard drive or a cloud-based storage system.
Install software and application updates
Cyber criminals use weaknesses in software and apps to attack your devices. Software and app updates contain vital security updates to help protect your devices from cyber criminals.
If you are using video conferencing to keep in touch with colleagues or friends you should ensure that you:
The NCSC have more infromation on stayinng cyber secure on their website.
You may be able to claim tax relief for some of the bills you have to pay because you have to work at home on a regular basis. You cannot claim tax relief if you choose to work from home.
You can only claim for things to do with your work, for example, business telephone calls or the extra cost of gas, electricity and heating for your work area.
You cannot claim for things that you use for both private and business use, for example, rent or broadband access.
You can check your eligibility to claim by clicking the link here. If eligible, you will need a Government Gateway User ID and password to access your Personal Tax Account.