DIAM: Guidance on Working Remotely (March 19, 2020)

Managing your Desk Phone & Voicemails Remotely

Click here for instructions to forward your desk phone calls and checking voicemails remotely – applicable to all those with Cisco phones at DIAM, DMMI and DMAR.

Overview of Remote Work Methods

Click here to see an overview of DIAM’s remote work methods, and when to use each.

VPN

VPN (virtual private network) allows users to connect to DENSO’s private network through a public network when using a DENSO-issued device. 

As of March 19, 2020, we have VPN licenses for all associates who work at a DIAM site location.

Please read the key points below carefully to determine what work remote method you need.

• Attached is an updated overview of DIAM remote work methods. As this overview shows, most associates only need VPN to complete their daily tasks. There are only some associates who need VDI to access specific systems, including GFAST/GPM systems and Auros.
• You must have a DENSO-issued laptop to install VPN. VPN only works on DENSO-issued laptops.
• You must have an RSA token to use VDI and VPN. If you do not have an RSA token, you will have to submit a NAITS Service Request.
• If you have a DENSO laptop, and do not use GFAST/GPM systems or Auros, please use VPN to connect to the DENSO network. This will improve the VDI environment for those who need to use it.

Click here for instructions on how to install VPN remotely, and start using this option.

VPN is best for: Access to internal network files, and IBM Notes databases.

VDI

VDI (virtual desktop infrastructure) is a virtualized desktop environment on a remote server, connecting you directly to the DENSO network.

Currently, our VDI environment is at capacity. At this time, we will not be provisioning any new VDI desktops until we can support more. We are investigating options for additional capacity.

VDI is required for: Global systems, such as GFAST/GPM systems and Auros, and for those who do not have a DENSO-issued laptop

If you do not use GFAST/GPM systems or Auros, please use VPN to connect to the DENSO network. This will improve the VDI environment for those who need to use it.

Guidelines for Using VPN & VDI

• Only login to VPN or VDI – if you have an account for each instance, do not log in to both at the same time.
• If you are not active on VPN or VDI, log off.
• To host or join a meeting on WebEx or Teams, you do not need to be connected to the DENSO network via VPN or VDI. These meeting tools utilize a significant amount of bandwidth, so whenever possible, disconnect from the network before hosting or joining. Join WebEx and Teams meetings from your phone, or disconnect from the network and access on your desktop.
• If you only need to manage email/calendar, and/or work on files, you do not need to access the DENSO network via VPN or VDI. You can access the O365 tools you need.

WebEx is best for: Meetings with those outside of DENSO (vendors, customers, etc.), or associates who do not have O365.

Teams is best for: Meetings with DENSO associates who have access to O365.

O365

O365 applications DENSO is introducing include: Outlook, Teams, OneDrive, and SharePoint Online.

O365 is best for: Access to OneDrive files, file sharing, email and calendar

• O365 desktop applications (Outlook, Teams, OneDrive, SharePoint) are available on VDI and mobile devices.
• You may access O365 desktop applications (Outlook, Teams, OneDrive, SharePoint) on a DENSO-issued laptop, without connecting to the DENSO network, if you follow the instructions here (under: Access O365 Remote with a DENSO Laptop).
• If you are using a personal laptop, and are not connected by VDI, you will only have access to Outlook web version <outlook.office.com> Note: Mac OS PCs are not supported due to global security requirements. You will not be able to access O365 from Mac OS.

Click here for instructions on how to set-up and access your O365 account.

Access O365 on your mobile device: Set-up on iOS  /  Set-up on Android  

Help with O365

• Submit an incident ticket for all issues. If you run into an urgent issue, call the DIAM NAITS Help Desk
• Visit the O365 Help Site for help guides, quick videos, contacts and more (Note: this is an internal site, only accessible on the network)
• Microsoft support website for how to videos on all the things you can do in O365
• Download the DENSO Associate Mobile App for quick, easy access to O365 Help Guides

Note about O365 Use during COVID-19

With the expanded global use of Office 365 due to the COVID-19 pandemic, Microsoft is implementing temporary feature adjustments to select non-essential capabilities, to preserve overall performance of the service.

For example, with Teams, you may notice:

• Reduced frequency of how often Office 365 checks for presence. Do not necessarily rely on the presence feature to determine if someone is busy, away, etc.
• The interval in which we show when the other party is typing. You may not see the “dots” when someone is replying to a Teams chat
• Reduced video resolution. Video conferencing may not be in high definition.

Microsoft continuously monitors the overall health of Office 365 and will control services as appropriate for overall serviceability of Office 365.

If you see feature degradation with an Office 365 application, it is not necessary to contact the DENSO Help Desk. Microsoft does not expect these temporary changes to have a significant impact on the users experience.