NHSmail 2 Portal LOA Webinar - Amazon Simple …...NHSmail 2 Portal LOA Webinar 02 August 2016 Chris...
Transcript of NHSmail 2 Portal LOA Webinar - Amazon Simple …...NHSmail 2 Portal LOA Webinar 02 August 2016 Chris...
NHSmail 2 Portal LOA Webinar02 August 2016
Chris Gibbons – Communications Lead, Accenture
Victoria Thorpe – Portal Project Manager, Accenture
Agenda
• Overview of the NHSmail 2 Portal
• Outline of the functionality in first release
• Outline of the new administrator roles
• Walkthrough of the Cutover Plan and changes
• Support materials available
• Further information to available soon
• Questions and answers
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Overview of the Portal
3
The NHSmail 2 Portal will be the first place that
users land when accessing NHSmail at
www.nhs.net.
The Portal will be used by users and administrators
to:
• Use the administration functions
• Use the NHS Directory to find contact details
• View and update their profile
• Navigate to different NHSmail applications
• Access the Support Site
Function Available in Portal Release 1 (LOA)
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User Management
• Create Account
• Authenticate User
• Delete Account
• Flag as Leaver /
Register Joiner
• Set Out of Office
(Automatic Replies)
• Reset Password
• Set Mailbox Quota
• Disable (Suspend)
Account
• Restore Account
• Unlock Account
• Edit Role / Speciality
• Change Email
Address
• Role Management
• CSV Upload
New/Edit Accounts
Contacts
• Create / Edit Contact
• Transfer Contact
Shared (Generic)
Mailbox
• Create Shared
Mailbox
• Add/Remove
Permissions (Send
As/Full)
• Transfer Mailbox
Distribution Lists (DL)
• Create / Edit Static
DL
• Create / Edit
Dynamic DL
• Authorise
Distribution List
• Transfer Distribution
List
Organisation
Management
• Create Site /
Department
• Edit Site /
Department
• Delete Site /
Department
Reporting & Audit
Function Available in Portal Release 1 (User)
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Directory:
• Search Directory
Profile:
• Edit Profile
• Reset Password
• Change Password
• Set Security Settings
Distribution Lists
• Create / Edit Static DL
• Create / Edit Dynamic DL
Local Administrator roles
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Local Organisation Administrators will be renamed as Local Administrators (LA) in the
NHSmail 2 Portal. The table below provides an overview of the roles:
NHSmail Role NHSmail 2 Role Responsibilities
Practice Admin Local Admin Scope of the local admin will be over the practice that the
admin is a practice admin for in NHSmail. This role can now
create accounts.
Department Admin Helpdesk Admin Scope of the local admin will be over the department that the
admin is a department admin for in NHSmail. Note helpdesk
admin has a reduced set of functions e.g. cannot create an
account
Secondary LOA Local Admin Scope of the local admin is by default over the organisation that
the admin is a secondary local admin for NHSmail. It is
possible to set the scope to any part of the organisation
hierarchy to enable delegated administration.
Primary LOA Primary Local Admin Scope of the local admin is over the organisation that the
admin is a primary local admin for NHSmail 2
Portal cutover plan
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There will be a number of steps in the cutover plan for the NHSmail Portal as outlined below:
Aug Sep
1 2 3 4 5 6 7 8 9 10111213141516171819202122232425262728293031 1 2 3 4 5 6 7 8 9 10
Pre-Go Live Comms (LA)
ADFS (Portal Only)
Pre-Go Live Comms (User)
Pull Connectors Retired
Cutover Activity
Training & Communications
Portal Cutover
TANSync Switchover (All)
TANSync Switchover (Pilot)
Training Go Live
ADFS (Exchange & Portal)
Activity
Training Webinars (LA)
Distribution List Change Freeze
* Subject to change, please continue to reference http://support.nhs.net/servicestatus for the latest dates
Overview of changes and impacts
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Date Impact What does this mean?
12 AugPull Connectors
Retired
LAs will need to manually create accounts and complete Directory updates until
TANSync deployed.
12 Aug
(19:00) – 15
Aug (07:00)
Portal Cutover
(Unavailability)
Portal may be intermittently unavailable during this time. The main period of
unavailability will be on Saturday 13 August. The admin functions will not be
available during this time.
15 Aug NHSmail 2 Portal LiveThe NHSmail 2 Portal will Go Live and the new tools will be available. See key
changes for more information.
15 Aug – 22
AugDistribution List Freeze
Distribution Lists will continue to function, but no new DLs or updates to existing
DLs can be completed during this time.
15 Aug –
03/04 Sep
ADFS Implemented to
Portal Only
The new sign-in screen will be implemented, however users will need to sign-in
twice; once for Portal (new login) and once to access email (old login).
22 Aug TANSync Switchover
TANSync will replace Pull Connectors. Customer organisations will be able to
switchover TANSync from the beta environment to the live environment from
22nd August.
03/04 SepADFS Implemented to
Exchange & Portal
The new sign-in screen will be implemented for both the Portal and email. This
means the user will only need to sign-in once.
Changes and impacts: Local Administrators
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Local Administrator Roles
LOAs will be renamed as Local Administrators. The
roles will be changed as outlined below:
• Primary LOA = Primary Local Administrator
• Secondary LOA = Local Administrator
• Department LOA = Helpdesk Administrator
• Practice LOA = Local Administrator
There will be no reduction in what a Local
Administrators can do. The changes to the Directory
means that practices will become independent
organisations with a Primary LA and multiple LAs
(England Only).
In future, organisations will need to allocate Local
Administrators in each of the practices rather than
taking assumed rights from the parent organisation
(e.g. the CCG).
Directory Structure
The current Directory structure contains the following:
• Organisations
• Sites
• Departments
• Practices
On NHSmail 2, the Directory structure will merge
organisations and practices so that practices become their
own independent organisations (England only). This will allow
enable more autonomy in delegating administration
responsibility to individual practices.
Changes and impacts: Local Administrators
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Distribution Lists
External Contacts
External contacts need to be added to the
Directory before they can be added to a
Distribution List.
Reporting
A range of new reports will be available from the
Portal that LAs can download. Further details on
the contents of the reports will be published soon.
Self-registration (Scotland Only)
Self-registration will be retired entirely from the NHSmail
Service.
Shared Mailboxes (Generic Mailboxes)
All Shared Mailboxes will need to be created LA. Other
users can be given ‘Full Access’ to own the mailbox and
manage access to it. Users can also be given ‘Send As’
access rights. ‘Full Access’ enables users to edit who
can access them via Outlook Web App.
Changes and impacts: Users
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Navigation
When users go to www.nhs.net they will be
directed to the Portal. From there they can click
‘Login’, enter their username and password and
then they will need to click ‘Email’ to open Outlook
Web App in a separate browser tab.
Password Resets
Users will be able to reset their password using the
NHSmail 2 Portal. Users will need a mobile
telephone number in their profile in the NHS
Directory to receive a temporary password by text
message.
Creating Distribution Lists
Users can create Static and Dynamic Distribution Lists.
They can do this via the User Profile Page where they
can select the ‘Distribution Lists’ button which will take
them to the Distribution List Page.
NHSmail 2 Functions
The NHSmail 2 Portal has been designed to be as
intuitive as possible, however it is very different from the
old NHSmail Portal.
A full suite of self-help materials are available in the:
• Portal Learning Series: http://support.nhs.net/portal
• What’s Changing Guide for Users
Changes and impacts: User
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Signing-in
When the NHSmail 2 Portal goes live, Active Directory Federation Services (ADFS) will be
implemented for the Portal. This will be implemented for Exchange on 3-4 September. This means that
users will need to sign-in twice as shown below:
1. Portal Sign-in 2. OWA Sign-in
Changes and impacts: User
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NHS Directory
The NHS Directory will be available with basic search functionality after the Go Live. The Directory will
continue to be developed after the first release of the Portal to include more advanced search features.
In the interim, users may find it easier to use the Outlook Web App People Screen to search for
contacts and other users:
Support and guidance on NHSmail 2 Portal
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All materials will be available on the NHSmail Support Site: http://support.nhs.net
Local Administrator Training & Guidance
• Transition Guide
• What’s Changing Guide for Local
Administrators
• Quick Start Guide for Local Administrators
• Searching and Navigating
• User Management
• Performing Actions on Behalf of a User
• CSV Uploads
• Administering Shared Mailboxes
• Administering Distribution Lists
• Contact Management
• Auditing
User Training & Guidance
• What’s Changing Guide for Users
• Getting Started
• Security Questions and Answers
• Managing Your Password
• Managing Your Profile
• Using the NHS Directory
• Managing Distribution Lists
Webinars:
• Local Administrator Portal Training Webinar
• Local Administrator Webinar – Portal
Cutover Approach
Further information and questions
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There are a number of areas where the details are being finalised in the coming days.
Please continue to check the Transition Guide and the What’s Changing Guide.
Key information coming soon:
• Further information on delivery of functions not in Release 1
• Any identified defects from testing over the coming days
• Detailed information on implementation of sub-domain branding
Questions and Answers
Please raise your hand so we can unmute the line16