IT Transition FAQs 1. On personal Outlook calendars, will the appointments/reminders, etc. that we currently have set up automatically be moved over to the new email/calendar in Office365? Or will we have to re-enter them all? a. Yes, your appointments and reminders (single and reoccurring) should be automatically moved. No action is required from you to maintain these appointments and times. However, any meeting you host that has a WebEx audio number or is a WebEx meeting invitation will need to be updated by you. Remember, WebEx is going away you will need to add a Skype meeting to the appointment in order for invitees to be able to join after May 9. Once you add the Skype information to the meeting and save it, everyone invited to the meeting will get an update with Skype meeting details. 2. Will the saved and archived emails I have in Outlook be moved? Or do I need to save them somewhere? a. All email will be saved. Mailboxes will be moved as they are and you do not need to move or save them. 3. Are the public folders/calendars in Outlook getting migrated over? a. No, these calendars will not be moved. You will need to recreate in Office365. 4. If someone has Adobe Acrobat Pro, will this be affected in any way? a. We will have an online solution for editing PDFs. For the time being, you will retain Acrobat Pro. 5. Will IT Support still be able to shadow our computers without the availability of VPN? a. Yes, we will be using GoToAssist for shadowing, which will allow shadowing on any computer that s connected to the internet even non-company devices. 6. Is anyone able to access or see what will be stored on my personal OneDrive?
a. No, your OneDrive is private unless you choose to share specific files or folders with others. That being said, just like our current environment, work resources can be searched and accessed by legal in the event of an ediscovery case. 7. Did one of the trainings mention that only RVPs will have the ability to sync from OneDrive? I thought this was available for all corporate users. a. We will be turning off local syncing to PCs. We will be moving to full, cloud-based access for security reasons as well as cost considerations. This will occur over time. 8. We are in a Golden Living facility and understand that the Golden-I and Golden networks will no longer work. Our concern is regarding our devices automatically connecting to the Golden networks. While the Golden network may not be available via our Aegis Aruba, it will still be available in the facility. I am worried that as soon as the staff walk away from the therapy department, the Aegis signal will drop and their devices are going to try to automatically connect to the facility network (Golden). The staff are going to have to then log back on once they come back in proximity to the Aegis network. The network configuration is an administrative feature on the ipad. Is there a way to stop the automatic connection to the Golden network for our Golden Living facilities? a. Yes. Go to settings icon on ipad while connected to Golden I. Press the icon on the far right and then unselect the auto join selection. This will turn off the auto joining to Golden I network 9. We understand that we will access the desktop version of SMART through our new portal, but what about the SMART mobile app? Will we have to re-install the SMART mobile app? Currently, you cannot utilize the SMART app unless you have a secured connection. Will we have the ability to use the app through any network connection or just the new Aegis network? a. Yes, we will need to reinstall SMART app and this new SMART app will be available to all connections. This will be explained in the transition document which will be posted on the mycare homepage, on www.myaegisinfo.com and will be emailed to the DORs/TCs and above before the transition. 10. I forgot my password for my Apple ID, how do I recover it?
a. If you already have an Apple ID, you can recover your password by going to https://iforgot.apple.com/password/verify/appleid. Enter your email and select reset. (Note, this should be your Aegis email address, but may be a personal email account depending on which email you used when you registered your ipad.) After selecting I need to reset my password, select Get an email. You will receive an email with a link to reset your password.
11. I want to create a new Apple ID and password. How is this done? a. Select any free application from the App Store and click the download icon in upper right corner of the app window: Tap Create New Apple ID. Select your country and tap Next in the bottom right corner. Scroll to the bottom of the terms and conditions and tap Agree twice. Enter account information. Note: email should be your work email address (i.e., firstname.lastname@aegistherapies.com). Enter the password you have chosen and then confirm password. Select security questions (PLEASE NOTE: Do not enter an optional recovery email address). Enter date of birth, and uncheck the subscribe option. Tap Next. A verification email will be sent to your company email address. Tap Done on the pop-up box.
Open your company email account from the desktop and locate the email from Apple. In the body of the email, you should see a link to Verify Now, click on the link to verify the account. Enter the Apple ID and password that you just created and tap Continue. An email from Apple will be sent back to your company email letting you know the account was verified. Tap Done. 12. It has been communicated that all company devices need to be connected to Wi-Fi, does that mean only our network Wi-Fi or any Wi-Fi? a. For facility computers and laptops, they need to be left on and connected to Golden Bricks Wi-Fi which they connect to by default. If you typically store the laptops off and leave them where this Wi-Fi is not available, you need to leave them on and have them where they can connect. 13. Do ipads need to be connected to Wi-Fi 24 hours a day? a. No. Ideally, the ipads are connected to a Wi-Fi connection and left on the night of May 8, which will allow Mobile Iron to retire the SMART application. Follow the IT transition resource which gives directions on what to do if for some reason the ipad is not updated.
14. What do I do if I am traveling with a corporate laptop and am staying in hotels all this week? a. For corporate laptops, leave them connected to a Wi-Fi as much as possible; they do not need to be VPN-connected. 15. Can I expect access to our systems to be different on evening of May 8? a. Expect a shut-off time on May 8. All system use will need to stop. 16. The IT transition document states I need to connect an XP computer differently to the wireless connection. How can I tell I have an XP computer? a. When you turn the computer off and back on, this is the screen that you see on an XP device: 17. The IT transition document mentions a contractor manual. When will users get the contractor manual? a. This manual will be sent to all DORs by May 5, and will include how DORs and above can get contractor sign-in information to our systems.
18. How do I access a printer from an ipad? a. Air-print connection to printers will be on. By being in a room with a printer, users will be able to print from ipads. 19. I have followed the steps on the IT transition manual in setting up my printer from each desktop and laptop we have in the facility. Does each user have to do this printer set up? a. No. It should only have to be done once per computer. If for some reason the computer is rebooted in such a way that printers are not set up, follow the printer set-up instructions again to set up printers. 20. Will printers be able to function as a copier while the system is down or will they be completely nonfunctional? a. Printers can work as copiers at any time. 21. Can I print items from the desktop on the morning of May 9? a. No. The printer drivers will not be at all facilities until May 10 at the soonest. Users will be able to print from ipads sooner than they will be able to print from the desktop. 22. Page 4 of the manual says to find SMART, mycare, etc. and select New, add New. How do we find those icons on both the laptops and the ipads? a. The upper left corner of the main screen on our version of Office 365 (shown below) will have application launcher with the option to select New. By clicking on New, you will be taken to a desktop that has SMART and mycare icons.
23. Will there be any changes to phone systems in Fort Smith and Plano? a. Plano and Fort Smith employees will have new phones and a new phone system. IT staff will have a resource to assist in using our new systems on each desk for each user in these locations. 24. Will RightFax work on May 9? a. Yes it should, but overall, users should expect some things to not work correctly as systems are transferred. 25. I have a lot of files/documents saved on the hard drive of my corporate laptop via its desktop NOT the Citrix desktop, but the desktop of the device. Do I need to back those up? I was thinking the conversion wouldn t affect documents saved to our hard drives. a. Saving files on C: drive of laptop computer (AKA your desktop) is not an advised data management process. In the current environment we have asked users to save their files on the K: drive so that files were backed up and secure. If you currently have files saved on the C: drive, you may at risk to lose them if your computer hard drive failed. The conversion to Office365 will not delete the files from your C: drive, but we ask that once conversion is complete, you transfer those files needed from your C: drive to the OneDrive so all files are secure and can be accessed from any device.
26. Is there any training you can direct me/my team to regarding Skype for Business? We are heavy users of WebEx for the purpose of training and need education as to how we will present and train in Skype. We would love to know all the bells and whistles too so we can make our trainings interactive. We ve found some training on Skype, but they were more about calling individuals, etc. a. For Skype meetings, the attached document is your quick resource. Starting on page 5, it gives resources on how to do Skype meetings. We have a 26-minute training video on Skype for business accessed here: https://vimeo.com/210662876/5001ffa4ca In Brainstorms training, there are Skype training modules that are available by clicking on following link and then selecting desired skype modules: https://quickhelp.com/aegistherapies 27. How will those of us with Aegis laptops access the internet to get to the portal without AnyConnect/VPN? My current laptop will not allow me internet accessibility without connecting first to AnyConnect. Additionally, my home health team laptop at the office is set up the same way. a. AnyConnect will not be needed starting on May 9. We will be able to connect to any internet connection and go to Portal.aegistherapies.com. 28. It has been communicated that we will log in on 5/9 and after to Office 365 with our email and set up new password for future logins. However, for SMART, mycare, Learning Center, etc., will we still have to use our NTID and password that we have on 5/8? Is the new password only for getting on the Office 365 portal or will it replace the current SMART password? a. The Office 365 password will replace our current password and our email will be our new user ID for all of the Aegis software programs (Office 365, SMART, mycare, etc.). 29. Please confirm that I do not need to transfer any files if all the files I use are in the K: drive. a. This is correct. all K: drive files will be moved by IT to the OneDrive for business account. 30. Can a printer be added from the ipad or does it have to be added via the computer? Will the ipad automatically detect the air printer? a. ipads will automatically detect the air printer. You can print from your ipad when you are close enough to be in range.
31. Will this change affect customers ability to access the Customer Portal on mycare? a. This change is not moving where mycare is and will not affect the customer connection to mycare. 32. In the event of a glitch concerning SMART where staff cannot log in or access planner, what report can be printed prior to Tuesday in preparation so that they can see information from prior 7 days back (minutes/ard, dates/etc.)? We know we need to print schedules for May 9 and 10, but if we can t see what was planned in the system, we need to make sure we can see on paper how to adjust where needed. a. DORs should print resident pathway reports on Monday it displays minutes provided and planned minutes by patient. 33. I have a DOR team that has access to facility computers and Wi-Fi, and the DOR would like to use those computers and Wi-Fi to speed up the process on Tuesday morning, May 9. I think this will be just fine can you confirm? a. We can access our new system from any computer with internet connection by going to Portal.aegistherapies.com. 34. Will saved favorites of internet sites be going away? If so, is there a way to save them? a. If you are using a corporate issued laptop your favorites will remain. If you have favorites saved on your Aegis desktop those will be lost and you will have to set them up again. 35. How will logging into a corporate laptop change? a. If all works as planned, the laptop will auto-login a local account. Users will be taken directly to the desktop. No login to the laptop will be required, only login to Office 365 will be required.
36. How do I access the Learning Center after 5/9/17? a. The method to access the Learning Center has changed. You will access the Learning Center through mycare. Click on the Learn tab at the top of the page and then click Learning Center link. You will be prompted to log in to the Learning Center. IMPORTANT! You will use the Network ID that you have always used when logging in to your computer. So keep the network ID handy for future use. Enter Golden1 in the password field. You will be prompted to change your password. See the Quick Reference Care entitled Aegis Learning Center Access on MyAegisInfo.com for more details. 37. Regarding the SMART mobile version app vs. the SMART full site version app. If a therapist needs to download the full version of SMART only (home health therapists in particular), do they start with the instructions on page 7 or page 8 of the manual? Does the Parallels app come through after the Microsoft Inntune app is installed or will it already be installed on the ipads? In that case, then the therapists that only need the mobile version can stop at the end of page 7, correct? a. Parallels app comes through once Microsoft Intune app is installed. Yes if therapists are using the ipad version of SMART, only they can stop and not follow the instructions to download the desktop version of SMART to their ipad.