Working Remotely

Departments are responsible for purchasing their own webcams, so you will need to talk to your supervisor or whoever is in charge of your department’s purchasing.

Here are the specifications we recommend:

• Be compatible with Windows 10
• Connection type should be USB
• Have a built-in mic
• The maximum resolution should be between: 720p/30fps – 1080p/30fps
• Have a privacy cover
• Include clip to hold webcam in place

Xantrion’s webcam vendor recommendation is Logitech and the recommend model is C920S, however most vendors are backordered due to increased demand.

While many of us are working remote – we are still working and responding to email during business hours. Please do not use out-of-office replies unless you are taking leave and truly not working.

1. Open a web browser and go to: https://portal.office.com 
2. Enter your City Username: FirstL@cityofsanrafael.org (e.g. Luke Skywalker, user name lukes@cityofsanrafael.org), or badge number @ srpd.org 
3. Enter the same password use on your desktop computer at work.
4. A successful logon should look like this:
   • 
5. Click on the Outlook icon to open the Mail application. 
6. Additional resources for helping with Outlook and other O365 products available here: https://support.office.com/en-us/office-training-center 

You need to know your phone extension and voicemail password. 

1. From any phone, dial (415) 485-3456.
2. Follow the voice prompt.

When you schedule a meeting in O365 Calendar, you can make it a conference call and/or video meeting by making it a “Teams” meeting. This will provide meeting participants with a link and/or a phone number to join the meeting remotely. Here are step-by-step instructions. Everyone has the ability to create a Teams meeting, but only some users have the ability to create a meeting with a phone number. If you think you need this function, talk to your supervisor.

Teams video meetings work best on your phone or computer if you download the application, but meeting participants don’t need it. If someone doesn’t have the Teams application, they can still participate by phone by dialing the number in the meeting invite or by opening the link in a web browser. You can invite anonymous people to a video meeting by sending them a link to the Teams meeting. They can join without the application through a web browser. More information about joining a Teams meeting 

Tips 

• Download the desktop app for full functionality and features.
• Doing this for the first time? Practice scheduling and participating in a video call with a colleague. Invite them for a virtual coffee tomorrow and see how this whole thing works. 
• Don’t use Teams when on VPN or Remote Desktop; your camera and microphone won’t work.
• Mute yourself when you’re not talking and there are a lot of people on a video call. Use non-verbal cues like thumbs up or raising your hand if you have a question. 
• If using a computer, you’ll need a device with a camera and a microphone.
• Use video whenever it’s possible. It helps you connect and reminds us that we’re humans! But, if you are having bandwidth or connection issues, turning off your video during the call will help.

For security purposes, we are requiring employees working from home to set up multifactor authentication (MFA) on a mobile device. This will protect the City network from cyberthreats.  

Multi-Factor Authentication (MFA) is a security measure that verifies a user’s identity through multiple ways. When you sign onto the City network, you will receive a notification from your mobile device. Once you press the Verify button, your sign on will be complete. If you don’t confirm by pressing Verify, the sign on will be denied. This protects against someone using your sign on credentials to access the City network. Unless they have your phone too, our network stays safe. To enable this, we first need you to complete the Emergency Operations Wireless Policy waiver.

Here are the MFA set up instructions. If you need assistance, contact Xantrion at (510) 272-4701.

To support working from home, we are using a solution called Remote Desktop. This will allow you to access the City’s network drives and common software systems from your home computer. You will be able to use most, if not all, of the software you are used to including all the Microsoft products, Eden, Trakit, HdL, Quadrant, and more.

If you are an existing VPN user, please use Remote Desktop instead as it requires less bandwidth and is more secure. We will be turning off VPN access on Friday, March 27 at 5 p.m.

Here’s what you need to do:

First, for security reasons, you will need to set up multifactor authentication (MFA) on your mobile device. This will protect the City network from cyberthreats. Here are the set-up instructions. If you need assistance, contact Xantrion at (510) 272-4701.

Next, go to https://remote.cityofsanrafael.org to get access to Remote Desktop for Windows computers. Here are the set-up instructions for Windows computers.

• For Apple computers, download the app from the Apple store.
• For Android/Chromebooks, download the app from the Google Play store.

If you need help – call (510) 272-4701 and a Xantrion technician will walk you through it.

A few notes:

• Not all employees have access to Remote Desktop at this time. If you did not receive an email letting you know that you have access and think need it to perform your job, talk to your supervisor.
• To use Remote Desktop, you will need a computer and internet access. Tech support is not able to fix hardware issues with personal computers or resolve home internet connection issues.
• When using video conferencing like Teams, do not use Remote Desktop. Your camera and microphone will not work.

Xantrion can assist with forwarding calls from your desk line to another number. You can email them or call (510) 272-4701.

Microsoft has resources online to help you use Teams.

We also have a San Rafael-specific tutorial for using Microsoft Teams to conduct meetings.

This video goes over :

1. How to install and access Teams
2. How to set up a Teams meeting
3. How to Join a Teams meeting
4. Meeting etiquette and tips
5. Chatting
6. Teams conversations in Channels

Now is a good time to think about the passwords you use. If you’re using simple passwords like “lovely” or “password1” it’s a good time to upgrade them to more secure passwords. Length is more important than complexity, though both have a role. Your password should be at least 14 characters long, and not an English word or your dog’s name. Consider using a phrase like a favorite song lyric, movie quote, or poem to create a password that’s long and complex but easy to remember.

Now, more than ever, resist the temptation to use unapproved tools or store data outside of company resources. If you need something you don’t have in order to get your job done, ask
Xantrion or escalate through your management chain. It’s entirely possible that you’ll discover systems that don’t work well when you’re not at the office. Now is the perfect time to let us know so you can work through those issues together.

Be alert for phishing emails. Criminals try to take advantage of fear and uncertainty by sending email that appears to be from authorities, or company officers, in an attempt to lure you into
clicking on malicious links, or providing your private information.

Never click an attachment you weren’t expecting, even if it appears to be from somebody you know. Always best to check back with that person to make sure the attachment is legitimate before you open it.

If you get an email asking you to sign into a site, open a new tab in your browser and type the URL in yourself (or access it via a trusted bookmark) rather than clicking a link in the email.

Pick a space that’s private. Select a place where people can’t “shoulder surf”; look over your shoulder at what’s on your screen.
If you can’t find a private place to work, consider getting a privacy filter. This is a shield, of sorts, that attaches to your screen and makes it difficult to read what’s on your screen unless you’re
right in front of it.

If you’re having conference calls or video meetings, be aware of whether other people might be able to eavesdrop, even inadvertently. Even if (sometimes especially if) you’re wearing
headphones. Other people may still be able to hear your voice when you speak. Make sure you’re using video meeting software with advanced security features like Microsoft Teams.

Don’t allow family members to use your work devices. If you have to walk away from your device to go to the kitchen or bathroom, lock your device to prevent others from seeing what you’re
working on.

Press Windows logo key + L on a Windows device, or Control + Command + Q on a Mac, to quickly lock your screen.

If you are using personal devices to work from home, we don’t have the same capabilities to make sure you are secure. Follow these basic steps to help ensure you are working from secure equipment.

• Change your router’s default password. This will ensure that the configurations you make like enabling Wi-Fi encryption and setting a strong password will stay put.
• Only use encrypted Wi-Fi for business. Wi-Fi encrypted with WPA-2 is more secure than Wi-Fi that is open for all to access. If you’re working from home, make sure your home Wi-Fi network is secured – all home routers support encryption. Learn more
• Use a modern browser and make sure you’re running the latest version.
• Make sure your device is up-to-date on security updates and that you have an antimalware program, like Windows Defender, actively running. Learn more
• Whenever possible use the web version of your apps, such as Word, Outlook, or Excel. Another benefit to storing your files in a secure cloud location is that when you use the web version of apps your data stays on the server and isn’t downloaded to your local device. Learn more
• Store your files in a secure cloud location rather than on a local drive or removable media. Secure cloud storage, such as SharePoint or OneDrive for Business, means that even if your physical device is lost or stolen, your data is still available to you and your company. Learn more

For security purposes, we are requiring employees working from home to set up multifactor authentication (MFA) on a mobile device. This will protect the City network from cyberthreats.  

Multi-Factor Authentication (MFA) is a security measure that verifies a user’s identity through multiple ways. When you sign onto the City network, you will receive a notification from your mobile device. Once you press the Verify button, your sign on will be complete. If you don’t confirm by pressing Verify, the sign on will be denied. This protects against someone using your sign on credentials to access the City network. Unless they have your phone too, our network stays safe. To enable this, we first need you to complete the Emergency Operations Wireless Policy waiver.

Here are the MFA set up instructions. If you need assistance, contact Xantrion at (510) 272-4701.