Smarter Working Enabling Technology

The following generic guidance, is based on information from a variety of sources including the MATiSSE Knowledge Exchange Partners, (see http://www.ehampshire.org/our_partners/c-75.html for more details .

There are fundamentally seven key ICT elements for effecting successful and secure connectivity

1.      A secure username & password to log onto using your Notebook / Desktop or PDA

2.      A secure (Wireless) Network – for wireless, WPA preferred, the minimum is 128-bit WEP)

3.      A secure, encrypted VPN

4.      An email system like MS Outlook

5.      An office environment that allows file sharing of office documents

6.      A VoIP, mobile or land-line based Communications

7.      A secure working environment – Firewall, Anti-Virus, Data Protection.

There is a wide range of technical solutions available to support remote and home working. The following represent some of the most common ICT solutions employed to enable remote and home based working. It should be borne in mind that

Virtual Private Network (VPN) - the technology employed to use a public network (usually the Internet) to provide an individual who is remote working with secure access to their company’s internal network. Network traffic from the company is routed over the internet in a secure way wherever the individual is remote working.

The technology in effect ‘extends’ the local area network in the organisation out to the remote machine. However it must be remembered that the network link is now operating at the speed of the slowest link, which is most likely the Internet link between the office and the remote working location. This can be a problem when running certain applications over a VPN where a large amount of data is being transferred over the network.

The Remote desktop is a generic term for software that enables a local machine to control and display the output of a system when you are remote working. Unlike VPN where the application is running on your local machine, with this form of remote computer access, the application is running on the remote machine (for example at your office) and only the screen/keyboard/mouse data is being transferred between the local and remote machines.

It overcomes the problem of running applications that transfer large amounts of data when running, and has the added security advantage that the actual data is still being manipulated and held on the remote system, not on your local machine. Also the local machine does not have to be very powerful or have the applications required installed as the local machine is just a gateway to the remote system.

The disadvantages are that the remote connection must be left switched on, and it will not be able to be used whilst someone is making a remote connection. Also, although most applications are suitable for running on a remote desktop, some are not. So you will need to check with your software supplier.

Windows Terminal Services / Citrix Server These are very similar technologies, as Microsoft bought much of its Terminal Services technology from Citrix. Another way of having remote computer access , the principle is similar to Remote desktop where the application is running, in this case on a remote server rather than a PC or laptop. However the server allows multiple connections, both remotely and locally, particularly useful if you have a number of workers who need a remote connection as you only need to leave your server systems running (which is normal anyway) rather than multiple office systems. Voice over IP (VoIP) - VoIP is a way of making phone calls over the internet. VoIP can provide you with a very flexible telephone system, allowing you to receive your phone calls on one single number wherever you are. So it is a great help to mobile working. The ‘switchboard’ is software based, and is easily controllable so that you can choose whether your desk phone, home office, garden office or mobile rings depending on your location at the time. You VoIP systems also have sophisticated call routing and prioritisation, and advanced voicemail functionality.

A VoIP system can run over broadband or ISDN lines, and you will need to investigate which system will give you the quality of service your business needs when you are mobile working.

Free VoIP systems also exist, like Skype, Tesco Internet Phone and MSN. These can be great ways for employees to stay in touch with each other or the office, wherever they are remote working but will not provide you with the reliability and functionality of a paid for installation.

Web and Audio Conferencing – an internet and phone telephone  where more than two parties are involved in the call. Sometimes it is set up so that additional parties can only listen in but usually (web conferencing) all parties can participate fully in the call and see such as PowerPoint slides or diagrams. Conference calls can be a great way for staff to keep in touch if remote working for extended periods. A simple version of this is Three-way calling available from BT, however for greater numbers of participants you would need services such as BT’s MeetMe conference service, where participants dial into the conference number to ‘join’ the meeting. Additionally many 3rd parties provide similar services.

Video conferencing - uses both audio and full visual communications to bring people remote from each other together into a meeting. It may be used to link two or more locations and may also include the ability to share documents/presentations electronically. In the past, this has been an expensive option requiring specialist equipment and communications lines. With broadband access to the internet this technology is available to all if required from simple solutions with PC based software and a Webcam to hosted solutions enabling larger groups to meet and share documents. This is a great way of overcoming the disadvantages of flexible working.

3G - is the third generation of mobile phone standards and technology. To the consumer it brings faster data access speeds

With the higher speeds and wider networks now available, 3G is becoming a more popular way of getting broadband when working on the move. Maps of 3G coverage are available from Vodafone (Click here) and Orange (Click here).

The Smartphone - a term generally used to describe a mobile phone with additional computer enabled features that have not previously been associated with a mobile phone. The definition is vague and some claims to being a ‘Smartphone’ are disputed. In general Smartphone provide additional features including, email, scheduling, internet connectivity and the ability to load additional 3rd party applications. Many provide a touch screen for input or a mini QWERTY keyboard. A growing use of Smartphone’s is to enable remote access.

BlackBerry – essentially a wireless handheld device based on mobile phone technology able to deliver email and web browsing, which now includes all standard mobile phone facilities as well as standard office facilities such as scheduling.

The BlackBerry became popular as it provided ‘push-email’ where email was delivered to the phone when it was received, rather than needing the user to connect and ‘download’ (or push) the emails down to the device.

The technology requires a BlackBerry server to push the emails out to the devices, although for firms that do not want to make this investment the facility may make use of 3rd party solutions. The BlackBerry email client is now available for a number of mobile phones. In addition many other phone devices now support ‘push-email’ technologies reducing BlackBerry’s dominance in this area.

The PDA - Personal Digital Assistant is a handheld computer typically using a touch screen for entering data. Some form of connectivity allows remote connection to a computer system and in some cases remote web access via WiFi or mobile phone connectivity. Typical applications on a PDA will include scheduling, address book and email. The convergence between PDA and mobile phone technology continues with some Smartphone’s and PDA’s now able to provide the same functionality.

WiFi Hotspots are locations where remote web access may be made using a WiFi enabled device, such as a laptop, WiFi enabled phone or PDA. The connection may be provided as a free or chargeable service.

Hotspots are great ways of gaining remote web access when working on the move and are often found at venues where the pubic gathers, such as restaurants, airports, libraries and hotels. The range of a WiFi hotspot is usually limited to approximately 100 meters and this will depend upon possible physical obstacles (like walls or partitions) to the signal.

Gaining access to the network will require some form of ‘handshake’ to authenticate your use of the network. This may be done by configuring ‘key’ information into your devices, or it may be done by some form of ID/password requirement when you attempt to use the service. This later method is employed by providers such as BT Openzone and The Cloud where you have the choice of a range of products from pay-as-you-go to a monthly subscription.

The locations of available Hotspots in Hampshire can be found on the eHampshire website at http://www.ehampshire.org/hotspots-locations.asp