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Remote Working

Background

The Defence Team is facing new ways of working during the COVID-19 Pandemic. A variety of tools, resources, and information are available for civilian employees, managers, and members of the military. New processes, products, and guidelines are being established to help all members of the Defence Team connect with their colleagues during this challenging time.

General Information

• DND/CAF Security Guide for Teleworking during the COVID-19 Response
• Leveraging communication and collaboration tools during COVID-19
• Working from a Remote Office (Quick steps for setting up your temporary laptop workstation - leaving the Government of Canada website)
• Setting up a Temporary Laptop Workstation (Youtube - leaving the Government of Canada website)
• How to Make Working Remotely a Success – For Managers and Employees (LifeSpeak)
• The use of personal peripherals on DWAN equipment when teleworking
• The Defence Team guide for managing and working remotely
• T-DVPNI Connectivity FAQ (link accessible only on the National Defence network)
• Working remotely – Guidance and resources for the Defence Team members

Civilian Employees

• Your workspace and ergonomic requirements
  • The Defence Team’s approach to ergonomic or support equipment for telework
• Temporary measures: Public Service Health Care Plan (PSHCP)
• HR-GO app

Training

• Going Remote Guide (Busrides)
• COVID-19: Working Virtually
• COVID-19: Working Remotely – Tips for Team Members
• COVID-19: Working Remotely – Tips for Team Leaders
• Virtual Team Toolkit
• Virtual Team Charter Guidelines
• Virtual Teams Series

Working in a virtual environment - New students

• Learning path for managers and supervisors of students working in a virtual environment during COVID-19 pandemic
• Learning path for students

Establishing Effective Virtual Teams

In accordance with the Joint CDS/DM Directive for the Resumption of Activities, all DND and CAF managers who manage civilian employees must complete the Establishing Effective Virtual Teams (X175) course by NLT 15 July, 2020. The course duration is approximately 30 minutes.

• Civilian Managers: Please complete the course through the Canada School of Public Service (CSPS) GCCampus (available off of the DVPNI).
  • Should you have any questions or require further information, please contact the Defence Team Managers Network at P-OTG.defteammn@intern.mil.ca.
• Military members who manage civilians: Please complete the course through the Defence Learning Network (DLN) (available on or off of the DVPNI).
  • Should you have any questions or require further information, please contact: CAF.RegistrationRequiredTraining@forces.gc.ca.

Defence 0365

This cloud-based suite of collaboration and work tools will support the Defence Team to continue working remotely using familiar Microsoft Office applications as well as new collaborative tools to support chat and video conferencing tools, such as Teams, Planner, OneNote and OneDrive. Personnel will be able to work on both personal and work devices with information up to Protected A.

Top 5 Reasons to use Defence O365

Defence O365 is coming to a device near you

Information about the benefits of Defence O365 for the Defence Team, rollout plan, onboarding, support and training.

Defence 0365 Support Site​

While MS Teams and Defence O365 are the preferred and only departmentally approved/accessible platforms, not all staff have transitioned over. Additional options are listed and can be leveraged in the event that is experiencing technical difficulties/challenges and the engagement/meeting must proceed. It is best practice to only share unclassified information on these applications even though both Zoom and Webex have security measures in place.

Popular web applications:

• MS Teams (part of Defence O365),
• Google Hangouts,
• Slack
• WhatsApp
• FaceTime

Details on the web applications

Webex

• Considerations – similar to Zoom, see the comparisons between Zoom and Webex below

Google Hangouts

• Accessible using laptop, desktop and smartphone
• Capabilities: Audio and video calls, instant messaging, desktop sharing, and file sharing

Slack

• Accessible using laptop, desktop and smartphone
• Capabilities: Audio and video calls, instant messaging, desktop sharing, and file sharing

What’s App

• Accessible using laptop, desktop and smartphone
• Capabilities: Audio and video calls, and instant messaging

Facetime

• Accessible using Apple products only
• Capabilities: Audio and video calls

Support Portal

Once you have completed your onboarding process, you can log in at DefenceO365.forces.gc.ca (user identification and password required) to access a support portal (user identification and password required) to help get you started, answer questions, keep you updated, and provide self-guided training resources.

Until then, you may consult online support tools and training material through the Microsoft Office Support site  (you are now leaving the Government of Canada website) or review the frequently asked questions below.

Checklist

The following checklist should be referred to by personnel continuing remote work. These are key considerations for DT members given that short term telework has now been extended to long(er) term for several staff. Individuals should be equipped with adequate equipment to properly perform their work and are encouraged have honest conversations with supervisors about their reality.

HR Checklist:

• Have a conversation with your Supervisor about your situation;
  • Discuss topics such as work availability if caring for dependents, access to child care, leave 699, mental health, etc.
  • Bring up any concerns/fears/skepticism you may have about continuing remote work;
  • Provide feedback on what you would like to see during the business resumption transition.
• If working remotely – engage with your supervisor about flexible work arrangement and ensure clear understanding of expectations and desired outcomes;
• Discuss IT/equipment requirements;
• Discuss ergonomic needs;
• Establish a regular schedule for bilateral-meetings with your supervisor and/or team meetings;
• Inform team and clients of your working situation (when/if necessary);
• Consult the Frequently Asked Questions or reach out to your supervisor when unsure about process/details.
• If you have outstanding HR related questions, contact HR Connect HR at 1-833-RHR-MDND (1-833-747-6363). They can help answer your questions and or direct you to the right place.

IT Checklist:

• Check/confirm availability of Internet/telecommunications bandwidth from your home;
• Determine capacity to access critical systems of records and files – both unclassified and classified;
• Ensure that you have access to any digitally enabling tools and digital devices that are required to perform your work;
• Complete Onboarding to Defence O365 (unless working from DWAN);
• Complete Mandatory course for all personnel the COVID-19 Awareness (See Annex ).

Posters for Download

Working Remotely - Tips for Team Members

TÉLÉTRAVAIL – CONSEILS POUR LES COÉQUIPIERS​

Frequently Asked Questions

Defence Team members are encouraged to refer to this page regularly for updated questions and answers regarding the Business Resumption Process (BRP) and the measures being taken around COVID-19 in the workplace.​

DND - https://www.canada.ca/en/department-national-defence/campaigns/covid-19/resuming-work/frequently-asked-questions.html

ADM(Mat) DWAN - https://collaboration-materiel.forces.mil.ca/sites/DCOS/COVID19/admmatcovid19/Lists/AdmMAT%20COVID19%20QA%20Portal/Remote%20Working.aspx

Page Sources

https://www.canada.ca/en/department-national-defence/campaigns/covid-19/working-remotely.html#3

https://www.canada.ca/en/department-national-defence/campaigns/covid-19/resuming-work/covid-19-business-resumption-communications-toolkit/annexg.html

https://www.canada.ca/en/department-national-defence/campaigns/covid-19/resuming-work/covid-19-business-resumption-communications-toolkit/anexe.html