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12
Working Remotely
Posted by Richard Watt on 12 March 2020 02:23 PM

IMPORTANT

  • Zoom Security: Information regarding Zoom's security issues and proper settings for your meetings: https://www.uab.edu/medicine/dom/information-technology/zoom-security
  • Home Smart Devices: While working remotely, please be mindful of smart devices (i.e. Alexa, Echo, Google Home) that are in listening mode, especially when you are in conference calls discussing sensitive and patient related topics.

 

Friendly URL for this page: https://support.dom.uab.edu/remote

In response to numerous HelpDesk requests, we have decided to compile a list of IT resources that are available for remote computing. Because of the dynamic nature and uniqueness of user requests and complexity of our organization with two systems/networks (UAB and HSIS), we recommend contacting DOM IT first for custom tailored assistance. We will gladly assist you to ensure that you are properly setup for remote access. When necessary, we will also work with UAB IT and/or HSIS for your enterprise level access that is often required for remote connection.

We hope the list will be helpful to you. For prompt and tailored assistance, please contact DOM IT for all technical matters.

DOM IT Contact Info

E-mail (preferred): domhelp@uab.edu
Phone: 205-975-4357 (975-HELP)
Support Website: https://support.dom.uab.edu
General Website: https://www.uab.edu/domit
Location: Boshell Diabetes Building, BDB-824

Nazmul Islam, Director of IT
E-mail: nislam@uab.edu
Phone: 205-934-3616

Bryan Duke, Information Systems Manager I (HelpDesk)
E-mail: bduke@uab.edu
Phone: 205-975-8662

Richard Watt, Information Systems Manager I (Infrastructure)
E-mail: rwatt@uab.edu
Phone: 205-975-4356

Other Contacts

UAB IT: askit@uab.edu | 996-5555 | https://www.uab.edu/it

HSIS: helpdesk@uabmc.edu | 934-8888 | https://helpdesk.uabmc.edu/

UAB IT Guidance

UAB IT has also created a website for guidance related to this topic: https://www.uab.edu/it/home/remote-work

HSIS Guidance

Visit https://www.oneuabmedicine.org/coronavirus (BlazerID protected) for information pertaining to HSIS and their systems.

New Computer Request

DOM IT bulk purchases Dell computers for aggressive price discounts and quicker deployment. You can order a computer here: https://dmsrv.dom.uab.edu/surveys/?s=PAKKPTF8K3

If you need a Mac or Surface Pro tablets, we will be happy to get you a quote, which you can use to place your orders in Oracle/Lawson. Once you receive your order, please contact us so that we configure your new computer to DOM IT/UAB/HSIS standards.

NOTE: DOM IT does not have permission in Oracle/Lawson to place your orders. Please contact your own financial person for assistance.

UAB Computers Taken Home For Remote Work

If you take UAB/HSF computers home for remote work, please ensure that you have proper approval from your supervisor. You can submit your request at https://redcap.dom.uab.edu/surveys/?s=DCHKDW3R4T

Antivirus Tools

Your office computer should already have an Antivirus software managed by DOM IT or your primary IT support provider. It’s extremely important to have Antivirus on your home computer as well. UAB IT recommends Microsoft Security Essentials for PCs and SOPHOS for MAC.

You can download Antivirus for free from UAB On the Hub website: https://uab.onthehub.com (BlazerID protected).

Other Software Packages

UAB offers free or heavily discounted software packages (i.e. Microsoft Office, EndNote, Adobe) for its employees, even for home/personal computers. You can explore the options at UAB On the Hub website: https://uab.onthehub.com (BlazerID protected). Software Renewal Licenses can be obtained from here.

NOTE: Please be aware of the licensing terms. Some products offered through UAB On the Hub are only licensed for home/personal systems and cannot be installed on UAB-owned systems.

UAB VPN

VPN software is necessary for certain UAB core/central applications. You can download UAB VPN from https://www.uab.edu/vpn/

Installation and other instructions can be found here.

HSIS VPN

HSIS VPN is necessary for remote access to most HSF financial and/or clinical applications. You can submit your own request for HSIS VPN and RSA token (for two-factor authentication) here. Be sure to ask for a FULL VPN profile.

For help troubleshooting your PIN, please visit the UABHS Token Self-Service Console at https://mytoken.hs.uab.edu/console-selfservice/.

Multi-Factor Authentication

UAB IT has adopted DUO multi-factor authentication for their systems.

For HSIS systems and the hospital network, you will need two different types: an RSA Token and Microsoft's Multi-factor Authentication (MFA).

  • RSA Token — The RSA token is typically used for connecting to HSIS VPN, Citrix applications, and other hospital systems.
  • Microsoft Multi-factor Authentication — The Microsoft Authenticator is currently used to access applications like Outlook Web Access (OWA — email, calendar, and contacts) from home and other external networks.

As of 19 March 2020, the hospital has exhausted its limit of RSA tokens.

To request a new (or renew an expired) HSIS RSA Token:

  1. Log on to the HSIS support site at https://helpdesk.uabmc.edu/
  2. Select the "Remote Access" box
  3. Select the "Remote Access" link

To configure your HSIS Microsoft Profile multi-factor authentication, please follow the directions in the enrollment guide.

  1. Visit https://myprofile.microsoft.com, while connected to the hospital network.
  2. Sign in with your @uabmc.edu address
  3. Enter your password at the next screen
  4. After you have logged on, click the "UPDATE INFO" link in the Security Info tile
  5. If pre-enrollment has not occurred, you will be walked through steps to enroll for MFA. Otherwise, click the “Add method” button.
  6. You will be given options to either use the Authentication App on a smartphone or a phone number to receive SMS texts for codes.
  7. Follow the on-screen guide to configure your options.

UABMC (Hospital) Email

If you are on the UABMC (Hospital) email system, you can access your email at https://webmail.uabmc.edu

Note: If you are outside of the UAB or HSIS network (i.e., connecting from a home computer), you must meet one of the following options:

  • Option 1: You will need to have the HSIS Microsoft multi-factor capability or
  • Option 2: You must be connected to either the HSIS VPN or UAB VPN

Mobile Devices: This site is NOT accessible on Mobile devices. You will need MaaS360/Intune from HSIS to read emails on your Mobile devices.

UAB (Campus) Email

If you are on the Campus email system, you can access email online at https://outlook.com/uab.edu

As long as you have internet access, you should be able to log in with your BlazerID and password. PDF instructions are available.

Map DOM IT Network Drives Remotely

You can follow the instructions below to access network drives on DOM IT managed servers. Most employees will use this.

PC/Windows | MAC (VPN and BlazerID required)

Map UABFile Network Drive Remotely

If you have a personal share (U: drive or home directory) on UABFile, a server managed by UAB IT, you can follow the instructions they have provided. Please note that most employees will want to use the previous set of instructions for DOM IT network drives.

Remote Access To Office Computer

Remotely connecting to your office desktop can be easily facilitated by calling DOM IT HelpDesk. Depending on which network (Campus or Hospital) your office computer is on, you will need a VPN software (either UAB VPN or HSIS VPN) and native Remote Desktop tool to connect to your office computer. Contact DOM IT first.

PC: UAB/CampusHospital/HSIS network

MAC: Either (UAB Campus/Hospital HSIS) network

Setting Out of Office (OOO) Message for E-mail

If you will be out of office or on vacation for an extended period of time, it's better to set an Out of Office message for your email. The steps are below.

Outlook for Windows   |   Outlook for Mac   |   Outlook Web Access (OWA)

UAB Telephone (Cisco VOIP Phone)

IMPORTANT: So that the telephone network system is not congested, it's recommended to leave an Away message with your alternate contact info rather than setting up Call Forwarding.

Away Message (Cisco VOIP): To setup an Away (out-of-office) Message on your Cisco phone:

  1. Dial the number 205-934-1000
  2. Enter voicemail ID (last 5-digit of your phone number - i.e. 41234#)
  3. Enter your 6-digit passcode (i.e. 112233#)
  4. Press option 4
  5. Press option 1
  6. Follow the prompts.

Away Message (OLD Meridian digital phones): To setup an Away (out-of-office) Message on your Meridian phone:

  1. Dial the number 205-996-6245
  2. Enter voicemail ID (7-digit phone number - i.e. 9341234#)
  3. Enter your passcode (i.e. 112233#)
  4. Press option 4
  5. Press option 1
  6. Follow the prompts.

Call Forwarding:  UAB Cisco phones can be set up to forward calls to another phone number. Set this up on your physical handset by pushing the Forward All button from the menu and then enter the forwarding number. To turn off, push the Forward Off button from the menu.

Checking Voicemail Remotely: To check your voicemail remotely:

  1. Call your office phone number
  2. When the greeting answers, press * (star key)
  3. Enter your voicemail ID (last 5-digit of your phone number - i.e. 41234#) and 6-digit passcode (i.e. 112233#)
  4. Press option 2.

HSIS: Telephone Forwarding Instructions (Meridian and VOIP phones). Contact HSIS Telecom at 205-801-0090 or telecom@uabmc.edu

NOTE: Contact UAB Telecommunications at uabcomm@uab.edu or, 205-934-0503 for all telecommunications related questions.

Citrix (HSIS)

HSIS Citrix provides remote gateway to many clinical (i.e. IMPACT) and financial applications. You will also need RSA token for passcode.

https://citrix.hs.uab.edu  (IMPACT password and RSA Token needed)

Kronos

Both UAB and HSF offer their version of Kronos. Access yours here:

UAB Employees   |   HSF Employees

Communication Tools (Web-conference)

Recent Zoom security announcement. Please read.

UAB Users: Zoom is available for free. Find out more information here. Request your own Zoom account here. Contact: IITS at IITScal@uasystem.ua.edu or (205) 975-6854.

HSF Users: Skype information can be found here.