VOA COMPUTER MIGRATION OCTOBER 21-24

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1 VOA COMPUTER MIGRATION OCTOBER Over the weekend starting Friday, October 21 at 4:00 PM (Central) / 5:00 PM (Eastern) and concluding at 7:00 AM (local time) Monday, October 24 every VOA computer will be reimaged or replaced to meet Stantec standards, based on the assessments completed with office leadership and IT. Don t worry, all business-related data stored on your existing computer will be backed up and restored to your Stantec computer during the migration. Note: There will be no access to computer systems (computer, server, , etc.) for the VOA offices during the migration weekend. Please make sure that all computers, laptops, tablets, and associated components are in the office during the migration time. This includes your power cables, docking stations, mice, keyboards, MiFi devices, air cards, etc. Note: For those who cannot get their computer into the office on migration Friday, please contact Ryan Kirk (rkirk@voa.com) or Tony Fiorillo (Tony.Fiorillo@Stantec.com) to arrange to have your computer migrated. We ll be holding information sessions for each office prior to the migration. It s important for you to attend these sessions, as they will explain all changes and expectations, and give you an opportunity to ask questions. WHAT YOU CAN EXPECT AFTER THE MIGRATION GETTING STARTED After the migration, you will use your Stantec CORP Domain username and password to log on. This new login information will be provided with a welcome letter, which will be waiting for you at your workstation on Monday morning. Once the migration is complete, you will be able to create your own private password. We ve also put together several other informational documents to help guide you through the new software and Stantec systems, as well as an information sheet on your desk that provides information for utilizing Stantec s IT Service Center. After the migration weekend, your computer will be configured to align with Stantec s security policies. If you have any questions or concerns about these policies, they are available on the Stantec Intranet (StanNet) for your review. STANNET ACCESS You will no longer be required to enter your network credentials and obtain an authenticator code to access StanNet Intranet resources from your Stantec provided computer. You will still need to log in to mystannet (Oracle). Page 1 of 6

2 As part of the migration, your will be transitioned to Stantec s Microsoft Exchange Server and Outlook system. address will be your primary address; all you send will come from this address. Mail sent to address will be forwarded to your Stantec mailbox. Stantec mailboxes have the perception of unlimited storage with the use of the Enterprise Vault. Enterprise Vault is an archiving application which automatically moves s and their attachments from your Outlook folders to an online storage area (i.e., the vault), leaving behind a shortcut to the in Outlook. Vaulted will be retained for three years. All of your VOA will be stored in an archive (PST) file. The archive will be stored on your computer and will be accessible within Outlook. Existing archives you may have will also be accessible after the migration. Going forward files on local computers are not automatically backed up. in PST files will not go into Enterprise Vault Existing calendar and contact items will be imported and stored in your new Outlook mailbox. While it s rare, there can be some anomalies in this transition. Please check your contacts and calendar to make sure they are correct. Multiple-attendee future appointments you created will become orphaned and unchangeable after the migration to Stantec s system. If you are the owner/initiator of future multiple-attendee appointments, please print and cancel them in the VOA systems just prior to the migration, and plan to recreate them afterwards. This is especially important for recurring meetings. There may be address inconsistencies when replying to VOA s received prior to your migration. Please verify the addresses when replying to VOA s. You may need to readdress the message or choose a contact from the address book. Stantec has an extensive directory of distribution lists including groups for offices, business centers (BCs), business groups, and leadership. The VOA distribution lists will not be migrated, but you can create your own distribution lists as needed. All conference rooms will need to be rebooked. Conference rooms will be set up as resources in Exchange, which are easily accessible in Outlook. Page 2 of 6

3 Signatures Consistency in our esignatures ( signatures) is important to preserve our Stantec brand identity. After the migration, we ask that you begin using your Stantec esignature. We ve created a process to automate your esignature to ensure consistency across Stantec. This process offers you the flexibility to customize the content of your esignature (e.g., address, credentials, and using multiple signatures) while allowing for a consistent visual setup. You will be able to access this process through the Stantec tab in Outlook. The IT team will set up your initial esignature and will be available to help you with any adjustments on Monday after the migration. PHONES The StanNet employee directory and the Outlook global address book are your sources for phone numbers and other employee information. Mobile Phones Employees approved for company mobile phones will receive an communication with information and instructions for the transition. There will also be staff onsite following the migration to help with setup and questions. BYOD (BRING YOUR OWN DEVICE) Each employee can connect two personal iphone or ipad devices to Stantec s mobile device management system, MobileIron, for , calendar, contacts, and task functionality. SOFTWARE All software installations after the migration must be approved through Stantec s IT Service Center and completed by an IT Desktop Support Analyst or installed on your own through Stantec s Software Center. Local Administrator permissions are not provided for users to perform software installations on their own. Page 3 of 6

4 At this time, all computers will have Internet Explorer 11 and Google Chrome installed to ensure that necessary web-based applications, including training, will work properly. All computers will be equipped with: Windows 7 Enterprise 64 bit Office 2016 Pro Plus Adobe Acrobat Professional Skype for Business (Lync) WinZip Trend Micro OfficeScan (antivirus) If you need help with any of these programs, online tutorials are available on StanNet and through the Microsoft e-learning system. Microsoft Skype for Business (Lync) is one of Stantec s communication tools. In this integration, all employees are provided Lync-Plus which includes multi-party instant messaging, presence (e.g., available, busy, in a meeting, away, and so on), file transfer, PC-to-PC audio, and initiate conference calls. The audio will only work if you have a microphone/speaker in your computer or have an external audio headset that you can plug in. Software identified and approved for your needs will be installed on your Stantec computer. These software needs were determined from your review and approval by your leadership. To help familiarize you with many of these applications, home-use licensing for Microsoft Office and Trend Antivirus is available for a minimal cost. Stantec Office Tools Our branding program includes the provision of standard document formats for your easy use. These Stantec Microsoft Office templates use a Wizard interface to help you create branded documents easily and efficiently. Design Applications During the migration, design applications used throughout all of Stantec (Autodesk, Bentley, Sketch Up, etc.) will be configured to use Stantec s central license servers. Other applications specific to the team will be configured to use local license servers and are subject to approval prior to installation. Note: Each office will be equipped with a backup Autodesk license server that can be launched to provide licenses in the event of network disruption, so no need to worry. STANTEC DOCUMENT MANAGEMENT PRACTICE (MEDAD) AND DATA MIGRATION Key technical leads from VOA, with the help of Stantec s Practice Technology and IT teams, have been working together to coordinate a plan for the migration of VOA electronic data to Stantec s MEDAD (Managing Electronic Documents and Directories) System. MEDAD is Stantec's approach to electronic file structure practices and standards. MEDAD has three primary components: corporate drive letter mappings, BC and project directory structures, and document naming conventions. The initial change will involve the remapping of drive letters so that computers can function with Stantec s environment and software. MEDAD (Managing Electronic Documents and Directories) is Stantec's approach to electronic file structure practices and standards. MEDAD has three primary components: corporate drive Page 4 of 6

5 letter mappings, Business Center and project directory structures, and document naming conventions. EXTERNAL COLLABORATION VOA s Box.net will remain in use while Stantec options are being considered. Shortly after the computer migration, the BIM team will lead a review of the use of Box.net and recommend Stantec solutions to maintain functionality. PRINTING AND PLOTTING Copiers and plotters will remain the same, but will have new names assigned to them. Information will be provided so you know which name is assigned to which device. GUEST COMPUTERS Computer network security is all of our responsibility. Please take extra care to ensure non- Stantec computers are not connected to our internal network. This includes clients, vendors, and support technicians. A guest wireless network is installed in most Stantec offices for their use. GENERAL INFORMATION SECURITY The security of your computer and your information starts with you. Some security procedures to note include: Computers should be locked when you are not working at them. To lock your computer, press CTRL+ALT+DELETE and click lock, or simply press WIN+L. Every Stantec computer is configured to lock after 30 minutes of inactivity. To unlock, press CTRL+ALT+DELETE and type in your password. All documents and applications will be as you left them. Passwords expire every 60 days. A warning message to change your password starts to appear upon logon after 45 days. Passwords must be at least 8 16 characters in length and contain 3 out of 4 of the following: o Lowercase characters o Uppercase characters o Numbers (0-9) o Symbols (@ # $ % ^ & * - _! + = [ ] { } \ :,.? / ` ~ ( ) ) The previous 6 passwords can t be reused Passwords can only be reset every 24 hours All Stantec employees are prohibited from using the corporate network to view, download, upload, forward, print, or copy inappropriate content from the internet including sexually explicit material or otherwise objectionable and non-business-related content. After the migration, work-related sites may be inadvertently blocked. Please report these issues to your onsite IT team or the IT Service Center so web access or firewall change requests may be completed to request access to blocked content. Page 5 of 6

6 Stantec s network is optimized for data collaboration. Streaming audio/video takes a great deal of network/system resources and is not permitted for non-business activity. REMOTE ACCESS TO STANTEC SYSTEMS Stantec Portal All employees will have access to the Stantec Portal, which is located on the Stantec website. You can access (Outlook Web Access), and other internal web-based applications. The portal is accessible from non-stantec computers including home computers. VPN Stantec laptops will have VPN software installed to access all internal Stantec network resources limited only by your security access and connection speed. Permission to have VPN installed is granted by your managing leader. Temporary VPN access can be granted for one week by contacting Stantec s IT Service Center. Anyone initially requiring VPN access will be set up at the time of the migration. FILE TRANSFERS Stantec FTP services can be used to share files. Employees can instantly create FTP directories. HOW YOU CAN PREPARE Please have your computer set up and working. Please remove any personal (non-business related) files from your computer. This includes music, movies, etc. Backup specific settings needed for CAD and specialty software. Clean/organize your desk area so your computer equipment can be removed and replaced. Plan to leave the office for the entire migration timeframe. Attend one of the IT migration information sessions. Please contact your local IT Support person if you require special accommodation. Just prior to the IT migration, please cancel future multiple-attendee meetings and plan to recreate them in Outlook after the migration. IT SUPPORT The Stantec IT team will be onsite before and after the migration to provide assistance. For all IT-related service requests after the computer migration please contact Stantec s IT Service Center for assistance. Site: Phone: (866) Page 6 of 6