Modern Workplace Programme

The following diagram outlines the key changes and scheduled timing for each release of the Modern Workplace Programme, as of 22 September 2023. ​

• The programme team is working with several partners to finalise requirements and implement these applications for us in the coming months.
• Programme Change Lead (Kitty Leung) has commenced analyses to understand who will be impacted by what changes, to design tailored change experiences for our staff. This means that you will get relevant information required to support what you do, at the right time.
• The programme team will engage with your leaders so they will communicate what is changing and how to support you and your teams closer to time.

• What if the internet goes down? How will I access emails, attend meetings and access information on the intranet (M365 applications)?
  Western Health has a robust and reliable internet service to maintain our services to our staff and patients. The possibility of internet outrage is highly unlikely.

At present, if the internet goes down on site, staff will not be able to access emails or attend meetings. They can access the information on the intranet.

However, staff who currently access emails via mobile device(s), they can continue access emails and meetings. If staff have access to M365, they can access email and meetings via their device.

Once the M365 applications are rolled out to staff, staff will be able to access email and meetings anywhere as M365 is cloud-based applications. There is no change to how you access the intranet as it is today. You need to use Okta to authenticate their identity to access the new intranet, regardless of where they are, from go-live.

BEFORE ROLL OUT ON 31 AUGUST 2023

• Will an audit be done of existing documents/files that need to be migrated to the File Share SharePoint site?A meeting is held with the impacted users to communicate the changes and what they need to do in mid-August. To ensure your files are ready for migrating to the newly created SharePoint File Share site on 31 August 2023, please complete the following by 5:00pm Monday 21 August 2023:

1. 1. Confirm what files in ShareFile need to be retained by emailing SharePointSupport@wh.org.au
   2. Delete files that are no longer required in ShareFile.

• Is the File Share SharePoint site available now?
  Yes, a new SharePoint site, named ‘File Share”, has been created for staff to share files externally. You will need to submit a service request to the Service Desk for external file sharing indicating the following:

1. 1. Your details – department name, email address and phone number
   2. Type of files for sharing, e.g. a file location or directory
   3. Email address(es) of the recipient(s).

SharePoint Support will contact you to action the request on a case-by-case basis.

• I urgently need to share file(s) externally; how long do I need to wait to access the site?
  Please contact the Service Desk on 03 8345 6777 for urgent external file-sharing requests to arrange access.

FILE TYPES/SIZES

• Can I share videos using the new File Share SharePoint site?
  Yes, you can upload and share videos on the SharePoint site.

• Can external users share videos using the new File Share SharePoint site?
  Yes, when you request to access the new File Share site, you will become a folder owner of the departmental library. You can provide edit permission to an external user, who can then upload files, including videos, for you to access.

• May I share PDF documents on the File Share SharePoint site?
  Yes, you can share PDF documents using the File Share site.

• Can multiple users access PDF documents simultaneously?
  Yes, multiple users can access PDF documents at the same time.

• May I edit PDF documents saved in SharePoint?
  To edit a PDF document, you will need to access the Adobe Acrobat application.

You will need to download and save the PDF document locally to edit it. Once the update is complete, you will need to upload the PDF to the new File Share SharePoint site for sharing with other users.

Please get in touch with the Service Desk to access Adobe Acrobat.

• Can multiple users edit PDF documents on the new File Share SharePoint site? Currently, we cannot share PDF documents for editing by multiple users at the same time.
  No, multiple editing PDFs are not supported by Adobe Acrobat.

• What is the size limit of files I can upload to the File Share SharePoint site?

You can upload a file with a maximum limit of 15 GB to the new SharePoint site.
If it is a huge file, it may take some time to open/view the file, depending on your internet connection.

ACCESS

• I already have access to MS Teams. Will I have access to the File Share SharePoint site?
  No, you need to request it via the Service Desk to arrange access.

• Can I share file(s) to a generic email address, e.g. Department@CoHealth.org.au, via the File Share SharePoint site?
  You can share file(s) to a generic email address via the new site.
  Please be mindful of what kind of information, particularly confidential details, you will share with the generic email address as you do not know who has access to that email address.

• Can we also assign individual access rights to each file?
  Yes, you can assign access to a file to an individual(s) on the new site.

• How is a new person in a department added to the department library on the new site?
  There are two (2) ways to add a person to a department library on the new site:

1. 1. The folder owner can provide access to the new person by sharing access at a library or folder level.
   2. The user will need to send a service request to the Service Desk for external file sharing, indicating the following:
      1. Your details – department name, email address and phone number
      2. Type of files for sharing, e.g. a file location or directory
      3. Email address(es) of the recipient(s).

SharePoint Support will contact you to action the request on a case-by-case basis.

• When giving the edit access of the new site to a user, does it allow the user to delete files?
  Any user with the ‘Edit permission’ to a file/folder on the new site can delete a file(s)/folder(s) within the folder on the new site.

• I am a Bacchus Marsh & Melton (BMM) employee. Can I access the new File Share SharePoint site through the Djerriwarrh Health Services (DJHS) environment? Or do I need to log on to the Western Health environment?
  Yes, users with an @wh.org.au email address can access the new site.
  If you are a BMM member with issues accessing the new site, you can contact the Service Desk for support.

• Do I need to have access to Office 365 to have access to the File Share SharePoint site?
  Yes, you need to access Office 365 to access the new site.
  Please contact the Service Desk if you have any questions about the access.

ALL STAFF

• What can we search for on the new intranet?
  You can search for the following information categories on the new intranet, including:
  • Organisational news
  • Documents/forms and files e.g. PDFs, videos, imagery, PowerPoint
  • Staff search, where you can find contact details of a WH employee
  • Department/service information e.g. content number(s) in the Our Department/Services section
  • Training and learning resources
  • Quick links to commonly used applications.

• How do I access the new intranet? Do I need to use Okta, the multi-factored authentication tool?
  There is no change to how you access the intranet as it is today.

When you are on site/on the Western Health (WH) network, you can access the intranet by clicking Microsoft Edge at the Start menu, which directs you to the WH intranet.

When you are off site/off the WH network e.g. working from home, there are several ways to access the new intranet.

1. 1. You can open this link: https://westernhealth.sharepoint.com/ via one of your browsers to go the new intranet. You need to authenticate your identity via Okta.
   2. You can also use Okta to authenticate your identity, and then use Citrix to access your desktop remotely. You can then click the Microsoft Edge at the Start menu to go to the new intranet.
   3. A link to the new intranet will be available on the Okta home page.

For Bacchus Marsh Melton (BMM) staff while transitioning to the WH network, you can access the new intranet by clicking the Launch button on the Djerriwarrh Health Services (DJHS) intranet. If you are outside the DJHS network, you need to authenticate your identity using Okta.

• How do I find the new intranet site?

When using your WH device, you can go to the new intranet clicking Microsoft Edge and the new intranet will open automatically.

If you use other web browsers, please enter the link https://westernhealth.sharepoint.com/. You can also bookmark it as your favourite for easy access.

• Can I view the intranet on my mobile?

Yes, you can view the intranet on your mobile. The design of the site is responsive to mobile devices and will help you remain connected when working remotely.

To access the new intranet on your mobile, firstly authenticate your identity using Okta and click the link https://westernhealth.sharepoint.com/, which will automatically open the intranet via one of your browsers.

• How do I find department and service information on the new intranet?

You will find information about directorate and divisions under the Our Departments & Services tab on the top navigation bar in the new Western Health intranet.

• Where can I find the applications e.g. Business Case on SharePoint System (BCoSS), BOSSNET, ePACE that I currently use?

There are 19 applications, which will remain where they are. This means they will not be migrated to the new intranet. But there will be a tab on the new intranet to direct you to their existing place(s).

The applications are:

• • Breast Cancer Data
  • Electronic Medical Record (EMR) Change/Development Requests
  • ePace – approval and reset permissions
  • COVID-19 Supernumerary ICU Shift Request
  • New Roster On Variance Form
  • Remote Work Arrangement Approval Form
  • EMR User Registration Form
  • EMR Encounter Error – Notification Process
  • BCoSS
  • SHED Defect Management
  • DTS Forms – Hardware purchasing request, Hardware purchasing request non-standard, ICT Forms
  • MaP e-Forms – MaP Development Request and Access Authorisation Form
  • WorkPlace Checklists Inspection
  • Patient Information – Approval Workflow and Reset Form Name
  • Performance Development Plan (PDP)
  • P2/N95 Mask Fit-Checking/Testing Register
  • Request for a Behavioural Contract or Not Welcome Notice
  • Space Request – Approval and Reset Form Name and Permissions

• Our teams are sociable, and we like to arrange events, does the intranet help us promote and arrange team events?Being sociable with team members and other department staff is encouraged at Western Health.

Organisational events e.g. the Annual General Meeting, the Inspire Awards and flu shots are promoted via our communications channels, including the Weekly Wrap, the events calendar on our intranet or a news article.

Stay tuned for exciting features that will be available to you.

• Will the intranet migration affect the microsites?
  Our goal is to create a connected and modern workplace and this includes streamlining and centralising all internal communication sites.

No, the intranet migration will not affect the microsites as our intranet is built on SharePoint, which is on a different platform than the microsites.

No further microsites will be developed from October 2023.

CONTENT AUTHORS

• How do I request updates to my department/service page on the intranet?
  The new intranet is designed to allow your nominated content author(s) to tailor and edit your department/service page.

Public Affairs (websitecontentsupport@wh.org.au) can support your nominated content author(s) with any page design updates or additional training if required.

Content Author Training will be available via WeLearn. A suite of learning materials are available the new SharePoint Learning Hub. We will let you know once it is launched.

• Will support be available for content authors after the intranet goes live?
  Training will be provided to content authors before the new intranet goes live.

Should you require any support updating content on the department/service page of the new intranet, you can contact the Public Affairs team via websitecontentsupport@wh.org.au.

• Can new forms be created on the intranet?
  Yes, forms can be created on the intranet.
  You can create forms using SharePoint List, PowerApps, PowerAutomate and Microsoft (MS) Forms.
  Microsoft Forms is a basic, lightweight app for quickly collecting information via surveys and quizzes.
  SharePoint List, PowerApps and PowerAutomate are applications that enhances business processes by digitizing manual forms and automating workflows.
  If you need to access these applications, please contact the Service Desk.

• What analytics can I see/access on the new intranet? Are there any enhanced features? What about analytics for external links e.g. websites?
  As a content author, you no longer need to send a request to access a department/service page analytics.
  You can now access page analytics on the new intranet anytime, anywhere. The analytics include page views, average time spent per user, and page traffic by time.
  There is no functionality on SharePoint Online to record analytics for external links.

• The current intranet functionalities are very restricted. What can I use? Will things like carousel of images available on a department/service page?
  As content authors, you can add text, imagery (and captions), videos, quick links and events on department/service pages of the new intranet.
  You can add multiple imagery by editing a web part and selecting image gallery, where you can choose the layout e.g. carousel.

• Will BMM and Mental Health staff be able to access the new intranet when it is launched for all staff?
  Yes, the new intranet will be available to all staff. An announcement will be made to all staff once it is tested and ready.

• Do links to forms (MS Word documents and PDFs) on the current SharePoint team sites work on the new intranet?
  Yes, links to forms (MS Word documents and PDFs) on the current SharePoint team sites are in the process of migrating to the new intranet. Links on the new intranet were tested during User Acceptance Testing work.
  Once content authors have access to their department/service page(s), it is required to test the links on your page(s).
  Should those links be broken, content authors can update the links.
  For more information about how to edit content, you can learn more via WeLearn or check out the Content Author page on the M365 Learning Hub.

TEAMS

• Can I request to use Teams now? How does Teams requests approve?
  Teams was made available to small number of staff e.g. Western Public Health and Infection and Control Units in response to COVID-19 to continue delivering health services to the people in the west.

The Modern Workplace Programme team is preparing for the roll out of a number of applications including Teams to enhance our digital ways of working. We are working towards rolling out Teams to staff in phases from Quarter 3 (Q3) this year to minimise impacts on staff. We will provide staff with training on Teams closer to time. Stay tuned through the Words from Russell, Operations Update or the Westerly.