Resources for Working Remotely

Change Your Network Password while offsite (For VPN users) 

Changing your network password is a multi-step process when working offsite via VPN.  The State of Montana requires a password change every sixty days, and all passwords must meet the following requirements: 

• Must be 12 characters or longer 

• Must contain upper case letters, lower case letters, numerals and special characters 

• May not contain your user ID or name 

• You may not reuse any of your last 24 passwords 

If you are working offsite long-term, your computer may not notify you when your password is due to expire.  This is because the notice is part of the login process and will not happen if you are not connected to the state network (via VPN) at the time. 

 

The steps to successfully changing your password while offsite: 

• While disconnected from the VPN, browse to https://mt.gov/employee/ and follow the “AD Password Reset” link.  “Account” is your CP number, “Old Password” will be your current password, and the “New Password” and “Confirm” boxes are for your newly created password.  The system requires you to enter your new password twice to verify it hasn’t been typed incorrectly. 

• Once successfully changed, log into your VPN client using the new password. 

• Wait for your VPN client to fully connect, then press “Windows-L” to lock your computer.  Then “ctrl-alt-del” to unlock, using your new password.  This last step is required in order to sync your new password between your network account and your computer.  Failing to do this step will cause your computer to continue handing out your old password.  This will very quickly lead to a network account that has been locked out due to too many incorrect password attempts. 

Please note that the self-service password reset feature will not work if your password has already expired.  A call to the helpdesk (444-0087) will be required to create a temporary password. 

Some applications, including Zoom and Teams can be logged into and accessed outside the network.

Zoom

Option 1 - Login using the Zoom icon on your desktop, simply select the icon and the application will log you in. 

Option 2: Login at http://mt-gov.zoom.us and choose "Sign in"

• Use the following to login:
  • Put in your c# as if it were your email, like this: cp8268@mt.gov
  • Fill in your network password

Teams

• Make sure you have your RSA available. 
• Go to https://teams.microsoft.com/start
• Enter your mt.gov email address and select "Next"
• From there, it will take you to the SITSD login page where you will enter in your network credentials.
• Continue to follow the prompts and you will have access to the system.

If there are other applications you work in often, check with the Help Desk to see if you can get access outside the network. 

Help Desk

Submit a ticket even if you're not connected to the network by going to this Help Desk link. This page also shares any known network or other outages that may impact your work. 

 

Access your email outside the network by going to http://O365.mg.gov. You can find the link on the right hand side of the employee page Employee page, titled "Microsoft O365". 

 

 

You can use either Citrix, VPN or VDI to access info and documents saved on your state computer, such as in the S: or H: drive OR access systems tied to the state network.

CITRIX: Can be used from any computer to access resources.

Citrix is well known, and has been what OPI employees usually have been using when we occasionaly work from home (see the directions below).  If Citrix is working for you with no problems, keep doing so.  Please note that the state's Citrix infrastructure is straining under the number of people now working remotely, so VPN or VDI are alternative ways we can work remotely, especially if Citrix isn't working for you.

• Directions for Using the Remote Citrix Desktop
• Accessing local files from your Citrix Remote Desktop

 

VPN: Virtual Private Network - For state-owned computers that are joined to the State Domain*

• In short, enabling your state-owned computer to use VPN will make it function in most ways like it would if you were at the office.  Your apps, programs and access to network resources should work just like they do in the office.  HOWEVER, please be aware that VPN's are sensitive to traffic and internet speed, so be prepared for things to run slower than they do in the office, sometimes A LOT slower.
• Submit a Help Desk ticket to have it installed for you and they will help you get started using it - opihelpdesk@mt.gov.

VDI: Virtual Desktop Interface - For Personally-owned computers and state-owned Computers NOT joined to the State Domain*

• VDI is similar to the Citrix desktop in that you connect to a virtual computer that has access to most of the common things you typically use on the state network, including share drives, intranet, applications, etc..  Some specialized or uniquely licensed applications might not be available.  Like Citrix, VDI is not your "personal" desktop so there is a bit of a learning curve in finding applications and your shortcuts and customizations won't be there. 
• Submit a Hep Desk ticket to have the VDI interface installed for you and the Help Desk will work through the installation with you. Once VDI is installed, you can then access the state network by going to https://udwcon.mt.gov/. 

*You can tell if your state-owned computer is joined or not to the State Domain by how you log in.  If you use a cp#/password, then you're likely using a computer that is joined to the State Domain.  If you login using something like cp3000 to login, you are likely using a computer NOT joined to the State Domain.

There are two options for making sure you can receive and return office phone calls:

1. The "Simple" Forwards

If you're forwarding while in the office:

• Press the Call Forwarding button on your phone – this is next to the keypad and looks like a handset with two arrows pointing to the right.
• Next, select Call Forward on the screen.
• Enter the destination number to which you are forwarding your calls, making sure to include the “1” and the area code.
• Press Enter in the screen and then the number will be displayed with a green dot.
• Finish by selecting Exit on the screen.

• Request EC500 via a Help Desk ticket that includes your office phone, and the phone you want to forward to, and the Help Desk will provide you detailed instructions. 

              

2. The Avaya App Forward (makes it so that your outgoing calls to other people are coming from your office phone)

• For this, you need to enroll so submit a Help Desk ticket with the number of your cell phone included in the ticket, and the staff will get you set up. The Avaya app is installed on your cell phone or desktop computer, depending on which you choose. 

 

• Go to the Montana State Employee page and select the link in the HR Self Service box at the bottom of the page.
• You will be brought to the Employee Self-Service Log In page – enter your network Username and Password and select Continue.
• Next you will be prompted to enter your Tokencode from your FOB.
• You will then be on the Employee Self Service page into which you usually enter your time. 

Special Note: Sometimes it's helpful to run a program outside VPN or VDI - because then that application doesn't have to go through the state system, and it can just use your internet service. Zoom is a great example - if you're having a meeting and don't need to be connected to the network, then access Zoom outside VPN or VDI - less risk of dropping the meeting or other interruptions. 

Generally, if you are having issues with your internet service being unreliable only when using OPI-issued equipment (your personal equipment works fine), contact the OPI Help Desk first so we can check your OPI-issued equipment. If the issue has been identified as a problem with your internet service, here are some things you can try: 

• Reboot or Restart – Rebooting and restarting equipment fixes most intermittent/occasional problems, so try this first! Typically, unplugging the power to your router and/or modem for 10 seconds, then plugging it back in works. Restarting your computer when doing this is a good idea too. 
• Update your equipment – If you find that you are needing to reboot or restart your equipment on a regular basis, it could be your equipment is old or outdated. If your modem or router is older than 5 years old, consider upgrading or replacing it. The OPI generally replaces our computers on a 3-5 year cycle. 
• For problems that are intermittent or hard to diagnose (no patterns or rhyme or reason) contact your Internet Service Provider (ISP) to make sure your installation is properly installed and configured. Some ISPs offer services where they support your in-home Wi-Fi and router. Consider this if you don’t have access to an expert or have hard to diagnose problems. 
• Check the speed of your internet connection - Run Google's Speed test, and read about what your results mean to find out if your connection is causing problems.  
• The OPI Help Desk can also conduct limited reliability tests to help assess your connection and provide recommendations.

It's important that all OPI staff rely on their training and good judgement to protect OPI’s resources, data and reputation when working remotely. Review the Data and Computer Privacy and Security Document to understand all that entails when working outside the state network. 

Below are some additional general guidelines for other considerations when working remotely:

• Review What All OPI Staff Need to Know About Phishing Emails to refresh yourself on safe practices. 
• Protecting Student / Personally Identiifiable Information (PII) – Please use extra care and caution when working with sensitive PII and student information.  Family members, friends, and other individuals should not have access to or view PII information that you may be working with.  Please lock your wi​ndows screen even at home when you are not in front of your  system.
• Report Phish - When working remotely, the Report Phish button is not always available.  You can use the Windows Snip tool or print screen to take a picture of the phishing message and send the picture to the OPI Helpdesk.  You can then delete the suspected phishing email, DO NOT forward it!
• State Owned Computers – State and OPI policy prohibits non-state employees from using state-owned computers and laptops.  Please DO NOT let family members or anyone else use your system.
• Home Routers and WiFi Equipment – Most home based Internet connection equipment are configured with security and passwords. We recommend that you use the built in firewall and antivirus features of your equipment and encrypted passwords using WPA2 or higher. Also keep your devices updated to the latest patch levels via manufactures patching recommendations.  Some limited advice regarding remote access setup/security is available from the Security Office.
• IMPORTANT INFORMATION IF YOU ARE ACCESSING STATE/OPI RESOURCES VIA A PERSONAL COMPUTER  – Please make sure that your computer is fully patched and protected by antivirus software.  If you suspect your personal computer is compromised or otherwise unsure of the security status, DO NOT use it. A limited number of state-owned loaner laptops are available for check out and may be requested by a Division Administrator by contacting the OPI Help Desk.