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Welcome! - Migration Documentation Main Page

Creation date: 4/28/2023 1:36 PM    Updated: 5/7/2024 2:31 PM    migration
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Welcome to SSYAF IT Systems 2023!

Here you’ll find all the information you’ll need to know about your new systems.


Click <here> for a video walkthrough of your new IT systems!

Looking for TIER changes information? Click <here>


Key differences –

- No more VMware Horizon Virtual Desktops – everything runs on your physical computer, meaning a more seamless experience for Outlook, Teams, PowerPoint etc

-To access some key resources, including S: drive and I: drive you will need to connect your Sophos VPN connection. Detailed information below

- Your Sophos VPN connection can only be used on an SSYAF computer. This is to ensure security to our corporate network

- Other key resources can now be accessed from anywhere, including Outlook and TIER. Detailed information on TIER below

- SAM, UKG, Relias are web-based, and continue to be able to be accessed from anywhere


What’s new?

Laptop: Staff who are personally assigned a laptop, will enjoy using our new fleet of LG Gram laptops. Our LG Gram 15” laptops have a slightly larger screen size (15.6”) compared to our current Dell fleet, however they are best-in-class for weight (only 2.5 lbs!) and battery life (80w hr battery). The lightweight, long-lasting LG Gram will be a great tool for staff in our community!

Software: Our new standard environment runs on Windows 11, and features Office 365, the latest and greatest Office suite from Microsoft that integrates fully with Microsoft 365.


Tips for using the LG Gram laptop

- The LG Gram has 2x USB-C ports, 2x USB-A ports, HDMI port and headphone jack

- Power can be plugged into either of the two USB-C ports. 65W power adapter is standard, but a lower rated power adapter will still charge, just more slowly.

- It is not a touch-screen laptop

- Turn on “Reader mode” in the task tray to reduce eye strain as appropriate. Reader mode reduces brightness and lowers blue light, looking more newspaper-like

- Tips for extending battery life - https://www.lg.com/uk/lg-gram/laptop-battery.html

- The laptop is durable, but not indestructible. Take care when moving and transporting your laptop, use your provided laptop bag as needed

- Avoid bending the screen. NEVER carry, lift or hold on to the laptop by the screen only. Always lift the base.

- Avoid putting items on the laptop (such as stickers). This will keep the laptop clean and presentable. 


Office 365 Applications


Your computer now has installed the Office 365 application suite, which includes the latest versions of Outlook, Word, Excel, PowerPoint, OneNote etc.

Outlook

We are now using Outlook 365, the latest version of Outlook. Although some things may look slightly different, for the most part, Outlook is Outlook and functions just the same as previous versions of Outlook. See the walkthrough video for an introduction to some of look and feel customizations you may want to change right away. Here are some other key points to note about Outlook at SSYAF -

Encryption - The Zix encryption button now is a toggle for encryption on/off, not encrypt and send. The HIPAA warning will still appear whenever you attempt to send an email to a recipient outside the agency unencrypted. In Outlook on the Web or from your iPhone, you can still put the word “Encrypt” in the Subject of the email to encrypt and email.

Email Signatures - Full email signatures, including our social media information and disclaimer are inserted into each new email. You can add credentials and pronoun information to your signature by following this KB article -https://ithelpdesk.ssyaf.org/helpdesk/KB/View/58539377-adding-changing-your-email-signature-pronouns-and-credentials

Need more help with Outlook 365? Microsoft has a great series of videos for using Outlook, managing your email and staying organized! Check it out here -




VPN

A VPN (Virtual Private Network) connection is needed to access files on our file servers (S: drive, I: drive) whenever you are not connected to the Stanford-Staff Wi-fi in an SSYAF office.

How to connect/disconnect VPN
*You don't need to connect the VPN if you are in the office connected to the staff network.
*Sophos Connect was configured on your computer during migration. You can only connect via VPN from a SSYAF issued laptop.


1. To connect, double click the "Sophos Connect" shortcut on your desktop, or in the task tray.

2. The Sophos connections window will show. Simply click "Connect" to connect the VPN. Be sure you're connect to your home Wi-Fi or iPhone hotspot with good internet connection before connecting.


3. The VPN will show connected, and you can now access S: drive and I: drive through File Explorer as normal.

4. You will need to re-connect your VPN after your computer goes into sleep mode or power down/restart.

You can also confirm that you are connected or not by going to the System Tray and seeing if there is a green checkmark. 




OneDrive

You no longer have an "H: drive" where you save personally created documents, instead, your H: drive was migrated to OneDrive, where you can save and access your personal documents in the cloud. Any documents you save on your desktop or OneDrive synced folders on your computer are automatically saved securely to your Microsoft Office OneDrive. To access your OneDrive files, just double click on the OneDrive icon in your task tray - shown here.



You can also access your OneDrive files from any computer by going to office.com, signing in with your SSYAF office account, then going to "My Content"-->Cloud files-->Go to OneDrive

TIER

For detailed information on changes related to TIER, please see our separate KB article - Changes to your TIER experience with IT Infrastructure Change


Windows 11

Here are some top top tips and tricks for Windows 11 - https://www.youtube.com/watch?v=4s0I6yXaNO0

Setting up double monitors after migration: 

PaperCut - Printing and Scanning

Printing: The "FindMe" printer is again installed on your laptop, which you can use to print to any copier in any SSYAF office. You'll need to be connected at an SSYAF office or via VPN to print to the FindMe printer.

Scanning: To scan a document to your OneDrive from a copier in an SSYAF office, choose Scan option on the copier as normal, but instead choose "Scan to My OneDrive" as shown -



The document will then be scanned to your OneDrive, in the "Apps\Scans for PaperCut MF" folder.



Adobe Acrobat Reader

The latest version of Acrobat Reader is installed on all workstations. Your digital signature does not migrate from the virtual environment, so you'll need to create a new digital signature. Click the following to access our knowledgebase article on how to create your Adobe Acrobat signature, and a setting you'll need to change to allow easy saving. - https://ithelpdesk.ssyaf.org/helpdesk/KB/View/40770765-how-to-add-a-digital-signature-in-adobe-acrobat-reader-


Security

Anti-Virus/Anti-Malware - All workstations have Huntress, a Next Generation Anti-Virus (NGAV) software installed.

Zero-Trust model software - All workstations have Threatlocker, a Zero-Trust software platform installed. As part of an ongoing effort to ensure all systems are secure, we have zero-trust approach to our security systems. As attackers become more sophisticated, so do the complexities in stopping software-based threats. The techniques and solutions implemented are best practice for organizations of our size. Use of a higher grade of security is fundamental in protecting our systems from the latest threats.

Zero-Trust is a security framework that states that organizations should not trust any entity inside or outside of their perimeter at any time. It is necessary in today’s environment to provide the visibility and IT controls needed to secure, manage, and monitor every device, user, app and network being used to access business data.

ThreatLocker Helps With:

●Layered Security
●Ransomware Prevention
●Compliance
●Storage Control
●Data Privacy

ThreatLocker will be running on all workstations, blocking any unapproved software, including ransomware, viruses, and other malicious software. Should you run any applications that are not approved, you will receive a notification (see example below) prompting you to request permission or ignore it if it’s not needed for your day-to-day business functions. Selecting the “Request Access” button will submit a ticket to the IT Helpdesk. 




IT will review the request and ensure the application is not malicious in nature and appropriate for our business practices, and if applicable allow the application to be added to the approved applications policies. As such, it is vital to request in advance any new software, by submitting a ticket to the IT helpdesk.


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