IT Good Practices for Remote Working

Information Management / March 2020

AIRBUS COMMERCIAL (slide 2) AIRBUS HELICOPTERS (slide 13) AIRBUS DEFENCE AND SPACE (slide 25)

IT Good Practices for Remote Working

Information Management / March 2020

AIRBUS COMMERCIAL

Access my Airbus productivity tools remotely (for Airbus employees, in situ subcontractors, temporary workers)

● In case home working would be recommended for next week later in

anticipation, as daily practice, from today, please take your Airbus laptop

home with you tonight.

● Don't forget to take the charger and other small accessories such as USB

headsets.

● Please ensure the latest security patches are applied before you leave

(you can check in PC services, available on your Windows taskbar).

Access my Airbus productivity tools remotely (for Airbus employees, in situ subcontractors, temporary workers)

With or without Nomad connection?

● Connection to G Suite is recommended and does not require NOMAD usage. As long as you are using an Airbus

device, a simple connection through Chrome is enough to access all the applications.

● Connection through NOMAD is only required to access Internal service such as Outlook, the HUB or Airbus Intranet

(ie HR application), Webex, SAP, file servers, ishare…

Note: Establish a NOMAD connection only when you need it (guideline link), but release it if you are doing activities not requiring it, e.g.

writing or reviewing a document or connecting to meet. You can also prepare emails while working offline.

There are a number of applications that will allow for offline working. As communication bandwidth is limited, this will enable more

employees to work remotely at the same time.

I am deployed

on Gmail

I am still in

Outlook

Access my emails &

calendar

Join a video

conference on Meet*

Collaborate/communicate

on G Suite*

Access SAP, SFS, ishare,

Hub/intranet, jabber,

webex etc

Chrome

OneLogin Protect Chrome

OneLogin Protect

Chrome

OneLogin Protect

Nomad

Nomad

Log into G Suite for the first time :● Launch Google Chrome

● Connect to https://airbus.onelogin.com● Enter your email address firstname.lastname@airbus.com and your Windows password

● If necessary, authorise connection to your Onelogin account through Onelogin protectmobile application

● Click on G Suite icon

Log in daily:● Launch Google Chrome and access your desired G Suite application in the app

launcher ● Enter your Airbus credentials if needed

● Accept Onelogin protect verification via mobile

Access G Suite tools remotely

Join/organise

meetings remotely

with G Suite

Join meetings remotely on Meet

Join a Meet conference from Calendar:● In Calendar, click on the event you want to join

● Click Join Hangouts Meet● Click Join now

From Outlook:

● In Calendar, click on the event you want to join and click on the Meet URL link● Or connect on Meet.google.com and click on the meeting you want to join

GOOD TO KNOW:

You do not need to be deployed on G Suite to join a Meet conference, only Chrome is required to join with the video and

or a phone to join only the audio

Organise meetings

Access Calendar:● From drive.google.com or mail.google.com, simply click on Calendar in the app launcher

● Or connect directly to calendar.google.com

Add a Meet conference to your Calendar event:● In Calendar, choose an empty time slot in the calendar grid and click ‘Event.’

You can also click on the button● Click ‘More options’

● Click ‘Add conferencing’ or simply start adding guest

Create an ad hoc Meet conference:

● From drive.google.com or mail.google.com, simply click on Meet in the app launcher ● Click ‘Start a new meeting’

● Copy and paste the link in the right hand side and include ‘Dial in’ and ‘Pin’ details● Add to Outlook event or join meeting directly and invite colleagues from directly in the

meeting

GOOD TO KNOW: If one of the guests is from DS, they will not be able to connect to

Google Cloud - please ask them to create a Webex meeting. To

attend this meeting you will have to connect to Nomad.

Collaborate remotely

with G Suite

Keep in touch with your colleagues on G Suite

Exchange instantly with Chat:● Open https://chats.google.com

● For one to one discussions, enter the name of your colleague

● For team discussion, create a room

When chat is not enough:● You can launch an ad hoc meeting directly

through Chat.

Co-edit documents with your colleagues on G Suite

Co-edit with your colleagues:G Suite enables same time collaboration on one file, meaning a final version takes a lot less

time to create - wherever you are may be working from.

● Check who is connected on a file at the same time as you bylooking at the profile pictures appearing in the top right corner

● Chat with them directly through to right side chat integrated in the file

● If you need input from someone who is not on the file, use the comment functionality

and assign tasks to your colleagues by entering their names adding a “+” upfront

Contacting Support

During the next weeks our IT support services (Service Desk and Tech Bar) are impacted by containment measures, and may not be able

to answer and help you quickly as expected. To help us help you with the right priority:

• Always report incidents through the ServiceNow portal, avoid calling the Service Desk

• Only report incidents which block you from working, or have significant business impact

1. Click on this icon on your Windows taskbar to open the

ServiceNow Portal.

2. Click on the purple Virtual Agent icon and type a

keyword linked to your incident (e.g. “SAP”). Answer the

questions to provide information and open your incident.

3. If the Virtual Agent is not able to categorize and open

your incident, click on the Get Help button in the centre of

the ServiceNow Portal.

Then click on the Create Incident button and give a clear,

detailed description of your issue to allow us to support

you as quickly as possible.

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2

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ServiceNow Portal - airbus.service-now.com/welcome

Accessible from Internet with OneLogin (Nomad is not required)

Information Management / March 2020

IT Good Practices for Remote Working

AIRBUS HELICOPTERS

Working Remotely - General Good Practices

If you are working remotely (e.g. from home), please consider the following good

practices:

1. Make sure you have your laptop and charging cable with you and know how to establish a VPN

(remote) connection. Don’t leave it to the moment you need it. Find here the user guide:

1. Establish a VPN connection only when you need it, but release it if you are doing activities which

don’t require it, e.g. writing or reviewing a document. You can also prepare emails while working offline.

There are a number of applications that will allow for offline working. As communication bandwidth

is limited, this will enable more employees to work remotely at the same time.

Remote Access Guide

Working Remotely - General Good Practices

With or without VPN connection?

• Google Meet & WebEx can be use from your company smartphone which does not require a VPN

connection

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I am using a

company

smartphone

I am

using my

notebook

Access my

emails & calendar

Join an audio

conference

Collaborate/communicate

via G Suite / Meet

Access internal

Web applications

VPN

VPN

Join a WebEx

Direct access to

your mailbox

VPN VPN

Call the phone number

in the invitation,

meeting ID

Chrome

OneLogin Protect

VPN

Chrome

OneLogin Protect

Install WebEx from the

WorkspaceOne app

To connect, click on the link

in your calendar and type /

copy-paste password

VPN

Working Remotely - General Good Practices

3. If you have one, use your smartphone to read and quickly answer emails (no need to use VPN).

3. Prefer G Meet to WebEx. To use G Meet, set Chrome as default browser (instructions: here)

3. Do not use Jabber, G Meet or WebEx via VPN for simple audio calls, but make use of company

smartphones. Joining a WebEx or AirbusLive from your company smartphone does not require

a VPN connection.

3. Limit extensive Internet research and transmission of large data volumes via VPN.

3. It is not allowed to use your private printers at home. Do not forward any company documents

to your private email accounts. If you need to sign anything, use digital signature options.

Working Remotely - General Good Practices

8. Save the relevant IT Service Desk numbers on your phone (as the short-dial number 8666 does

not work remotely):

• E-Ticket: Click here

• Phone: 8666

• From outside the company

• France: +33 15 73 24 873

• Germany: +49 69 17 07 76 755

• Spain: +34 91 17 76 187

• UK: +34 91 17 76 190

Please limit your Service Desk calls and tickets to absolute necessities as the Service Desk is

currently understaffed due to the Corona crisis.

Connect your tools

> Access G Suite remotely

> Join G Meet

> Connect WebEx from your smartphone

> Organize G Meet

● Connection to G Suite does not require NOMAD capability. As long as you are using an Airbus device, a

simple connection through Chrome is enough to access all the applications.

Log into G Suite for the first time:● Launch Google Chrome ● Connect to https://airbus.onelogin.com

● Enter your email address firstname.lastname@airbus.com and your Windows password● If necessary, authorise connection to your Onelogin account through Onelogin protect

mobile application ● Click on G Suite icon

Log in daily:● Launch Google Chrome

● access your desired G Suite application in the app launcher ● Enter your Airbus credentials if needed

● Accept Onelogin protect verification via mobile

Access G Suite tools remotely

Join meetings remotely on Meet

1) From Outlook:

● In Calendar, click on the event you want to join and click on the Meet

URL link. Then click on Join now.

2) From Google Chrome:

● Connect on https://meet.google.com and use the meeting code you

received from the person hosting. Then click on Join now.

3) From a phone:

● Join by phone by calling the phone number communicated on the

invitation and use the associated PIN code.

4) From your company smartphone

● Download the Meet application from WorkspaceOne.

● Click on the Meet URL link

GOOD TO KNOW:

You do not need to be deployed on G Suite to join a Meet conference, only Chrome is

required to join with the video and or a phone to join only the audio

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1

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2

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How to generate a Meet Link

1) Access “Meet” Application in the Chrome App launcher :

2) Click on :

3) you can immediately invite participant

4) you can also copy the meet information to Outlook or another tool

The Meet is re-usable when you need it, even

in a meeting scheduled in 3 days for example

GOOD TO KNOW:

Organize meetings

1) Access Outlook calendar and organize the meeting as usual

2) Add a G Meet Link to your Outlook invitation

Connect on https://meet.google.com and click start a new meeting.

Copy the provided link and dial-in info to your meeting.meet.google.com/yhw-hdwk-bks

Dial-in: (FR) +33 1 87 40 39 37 PIN: 683 400#

3) Send the invitation as usual

You do not need to click on WebEx add-on

in Calendar when you organize a Meet with

Outlook calendar

GOOD TO KNOW:

How to connect to a WebEx meeting from your company smartphone

• You can connect to a WebEx session via Smartphone

• This works as follows:

1. Download the WebEx application from WorkspaceOne.

2. Click on the link in the Outlook email invitation.

3. Enter your personal information and meeting password.

4. Choose your preferred connectivity option (it is advisable to choose the “Call me” option first, and later

introduce your smartphone number)

5. You are ready now!

Only available for attending a WebEx meeting, not for setting them up or for looking into the WebEx calendar

Keep in touch with your colleagues on G Suite

Exchange instantly with Chat:● Open https://chats.google.com

● For one to one discussions, enter the name of your colleague

● For team discussion, create a room

When chat is not enough:● You can launch an ad hoc meeting directly

through Chat.

You work from home, but you do not have a company smartphone?In this case, you can use the Softphone functionality of Jabber to make phone calls

Use this option if you want to set up your computer as a tool to make and receive phone

calls with the help of headset or speakers. Your computer working as your current phone is

called Softphone.

1) Click on the bottom left icon of main Cisco Jabber window

2) A new menu will be displayed

3) Select Use my computer for calls

How to use Softphone (telephone capability from Jabber)

Information Management / March 2020

IT Good Practices for Remote Working

AIRBUS DEFENCE AND SPACE

28

Remote Working – General IT Good Practices

If you are working remotely (e.g. from home), please consider the following good practices:

1) Make sure you have your laptop and charging cable with you and know how to establish a VPN (remote) connection. Don’t leave it

to the moment you need it. Find here all user guides:

Spain: Remote Access Guide

Germany:

• CISCO AnyConnect

• For GovNet Box users click here

• For Genua VS Top users click here

DSMAIN: CISCO AnyConnect

2) Establish a VPN connection only when you need it, but release it if you are doing activities which don’t require it, e.g. writing or

reviewing a document. You can also prepare emails while working offline. There are a number of applications that will allow for offline

working. As communication bandwidth is limited, this will enable more employees to work remotely at the same time.

2) If you have one, use your smartphone to read and quickly answer emails (no need to use VPN).

France:

UK:• For Newport (UKRES domain): Remote Access Guide • For Stevenage, Portsmouth, Farnborough: you can find the user

guide via the “User Information” shortcut on your desktop

• Remote Access FR Domain• Remote Access FRMAIN domain

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Remote Working– General IT Good Practices

4) Do not use Jabber or WebEx via VPN for simple audio calls, but make use of company smartphones. Joining a WebEx or AirbusLive from

your company smartphone does not require a VPN connection.

5) To save bandwidth, avoid using the video functionality in WebEx or computer based trainings as this impacts on bandwidth availability.

6) Limit extensive Internet research and transmission of large data volumes via VPN.

7) It is not allowed to use your private printers at home. Do not forward any company documents to your private email accounts. If you need

to sign anything, use digital signature options.

8) Save the relevant IT Service Desk numbers on your phone (as the short-dial number 8666 does not work remotely):

Please limit your Service Desk calls and tickets to absolute necessities as the Service Desk is currently understaffed due to the Corona crisis.

National users

• E-Ticket: Click here

• Phone: 8666

• From outside the company

• SP +34 91 17 76 193

• GE +49 30 67 96 60 31

• FR +33 1 57 32 48 22

• UK + 44 14 38 77 86 66 / +44 18 65 25 02 13

Divisional Users

• E-Ticket: Click here

• Phone: 8555 (Spain & Germany) / 8666 (France & United Kingdom)

• From outside the company:

• SP + 34 910 507 236

• GE +49 30 67 96 60 31

• FR +33 1 57 32 48 22

• UK + 44 14 38 77 86 66 / +44 18 65 25 02 13

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National Users: Access Airbus collaboration tools remotely

With or without VPN connection?

• Connection through VPN is only required to access internal services, such as Outlook, the HUB or Airbus web applications.

• Connecting to WebEx from your company smartphone does not require a VPN connection.

I am using a

company

smartphone

I am using

my

notebook

Access my

emails & calendarJoin an audio WebEx

Access internal

Web applications

VPN

VPN

Join a WebEx

VPN VPN

Call the phone number

in the invitation,

meeting ID

Install WebEx from the

WorkspaceOne app

To connect, click on the link

in your calendar and type /

copy-paste password

VPN

Direct access to

your divisional

mailbox

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Divisional Users: Access Airbus collaboration tools remotely

With or without VPN connection?

• Connection through VPN is only required to access internal services such as Outlook, the HUB or Airbus web applications

• Joining a WebEx from your company smartphone does not require a VPN connection

I am using a

company

smartphone

I am using

my

notebook

Access my

emails & calendarJoin an audio WebEx

Collaborate/communicate

via G Suite / Meet*

Access internal

Web applications

VPN

VPN

Join a WebEx

Direct access to

your divisional

mailbox

VPN VPN

Call the phone number

in the invitation,

meeting ID

Chrome

OneLogin Protect

VPN

Chrome

OneLogin Protect

Install WebEx from the

WorkspaceOne app

To connect, click on the

link in your calendar and

type /

copy-paste password

VPN

How to connect to a WebEx meeting from your company smartphone

• You can connect to a WebEx session via Smartphone

• This works as follows:

1. Download the WebEx application from WorkspaceOne.

2. Click on the link in the Outlook email invitation.

3. Enter your personal information and meeting password.

4. Choose your preferred connectivity option (it is advisable to choose the “Call me” option first, and later introduce your

smartphone number)

5. You are ready now!

Only available for attending a WebEx meeting, not for setting them up or for looking into the WebEx calendar

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Further useful WebEx Guides

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🡽 How to connect to a WebEx meeting only via audio (see chapter 11)

🡽 How to set up an “audio-only” connection via WebEx (see chapter 7)

🡽 How to join an “audio-only” WebEx conference (see chapter 13)

You work from home, but you do not have a company smartphone?In this case, you can use the Softphone functionality of Jabber to make phone calls

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How to use Softphone (telephone capability from Jabber)

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