ICT Provision

  • To minimise disruption to front-line services for 1 April , staff who are moving under the umbrella of Devon County Council as part of Public Health Nursing, ROVIC and Portage, will continue to use existing hardware such as network connections, iPads, iPhones, desktop PCs, laptops and printers.

    Where possible and appropriate, staff will also use the same applications they are familiar with, such as Total Mobile, CarePlus, DART.

    As a distinct service being sole occupiers of their four sites, staff within the four Children’s Homes also transferring on 1 April will be using DCC connections, devices and applications as appropriate. Staff at Children’s Homes will have full access to ICT support for all of the DCC ICT services they are using.

    Children’s Homes will be operational during the transition weekend and will continue to use existing systems until the end of Sunday 31 March.

  • Transferring Emails

    Access to NHS mail will continue as the operational email system. Therefore, there is no need to transfer any emails from within NHS mailboxes, either personal or shared.

    NHS shared mailboxes will continue to be accessible and manageable.

    Access to Virgin email will cease. Therefore, any emails from Virgin personal mailboxes which need to be kept will need to be forwarded to the appropriate personal NHS mailboxes.

    Transferring Files and Documents

    Access to DART document management system will continue. Therefore, there is no need to transfer any files or documents held within this system.

    Files and documents held on network drives will be migrated and made available as before.

    Any files and documents within ‘Downloads’ folders on desktops or laptops need to be transferred to the appropriate network drive before the end of Wednesday 27 March.

    My Learning records

    All staff leaving Virgin Care Ltd have been requested to screen shot and/or download evidence of statutory and mandatory training from My Learning and forwarded to the appropriate personal NHS mailboxes.

    iPads

    All content on an individual’s iPad must be emailed to that person’s NHS Mail account before Friday 29 March. This content could comprise of contacts, photos, tasks, calendars, etc. As part of the transfer, the iPads will have all content removed on that Friday afternoon.

    Before 29 March, every member of staff with an iPad will receive a new 4G-enabled data SIM. These can be installed on the iPad as soon as received, and clear instructions will be despatched with the cards.

    Please note: All iPads will be wiped on the afternoon of Friday 29 March, removing all content, as part of the transfer process.

    Smart Phones

    All content on an individual’s iPhone must be emailed to that person’s NHS mail account before Friday 29 March. This content could contain contacts, photos, tasks, calendars, etc. As part of the transfer,  iPhones will have all content removed on that Friday afternoon.

    As mentioned above, all iPhones will be wiped on the afternoon of Friday 29 March, removing all content, as part of the transfer process.

    Support until 29 March

    Existing support arrangements through Virgin Care Ltd will continue until 5pm on Friday 29 March.

    The DCC ICT Service Desk will not be operational for incoming staff until Monday 1 April.

  • The first point of contact for all staff transferring, with regards to support and incident reporting from 1 April will be our DCC ICT Service Desk, you can contact us by calling 01392 382222 or via the self-service portal. If you are waiting longer than 3 minutes via our support number please email your Name, Contact number, availability and brief description of the issue to servicedeskmanager-mailbox@devon.gov.uk for a call back.

    In addition to the support channels available, floor-walkers will be accessible to provide technical support at each of the four hubs, for the first three days of April (Monday-Wednesday).

    Floor-walkers will be able to assist in typical issues which might be encountered, such as accessing Total Mobile and other applications, signing into DCC services, accessing NHS email and DCC email,  or accessing stored documents.

    If they can’t resolve issues themselves, they will call upon additional support to resolve problems as necessary.

  • Support arrangements for Children and Family Health Devon (CFH Devon) clinical systems queries  from 1 April 2019 are detailed below. This includes:

    • CarePlus
    • CareNotes
    • DARTKW EDM

    For Children and Family Health Staff –  Clinical Systems Queries – No Patient Details

    • Urgent first line support calls – ie website access/password resets.  ScoMIS Service Desk 01392 382222
    • Non urgent issues – no PID – eg new accounts, template updates etc  DCC ICT self-service portal    

    Calls logged will then be put in the appropriate queue for action.

    For DCC Staff – Clinical systems queries – No patient details

    • Urgent first line support calls – ie website access/Password resets. ScoMIS Service Desk 01392 382222
    • Non urgent issues – No PID – eg new accounts, template updates etc DCC ICT self-service portal 

    Calls logged will then be put in the appropriate queue for action.

    For all enquiries with patient details please use the appropriate generic email boxes:

    For Total Mobile queries – DCC and CFH Devon

    • Urgent first line support calls – ScoMIS Service Desk 01392 382222
    • Non urgent issues – DCC ICT self-service portal – No patient details.  Give the job reference and basic description of the issue with your name and contact details.

  • DCC Network login

    Each new DCC network account will be created with a temporary password in readiness for the first access. The temporary passwords will be emailed to respective NHS Mail addresses in advance of 1 April 2019.

    iPads

    If restarting an iPad after being wiped, NHS login and password will be prompted for. The password will be emailed to you separately. It is not the same as your normal NHS password.

    Watch our instruction video or view our guide here.

    There might be other apps which require login ids and passwords to be re-entered.

    Please note: Total Mobile cannot be re-authorised until the morning of Monday 1 April.

    Smart phones

    If restarting an iPhone after being wiped, NHS login and password will be prompted for. The password will be emailed to you separately. It is not the same as your normal NHS password.

    Watch our instruction video or alternatively view our setup guide here.

    There maybe other apps which require login ids and passwords to be re-entered.

    Please note: Total mobile cannot be re-authorised until the morning of Monday 1 April.

    Where a member of staff has an iPhone 4S, the process is manual and will require an assisted setup from ICT Services.

    Access to the RD&E NHS Network (VDI)

    The instructions for logging into the RD&E NHS network through a remote connection using the HOTpin app on iPads and iPhones are detailed on the page here labelled  ‘Remote Access to RD&E NHS Network’.

    Desktops and laptops

    Desktops and laptops will be able to connect to ICT services via a network cable or docking station at the site/desk. Laptops can also connect through wifi/gov wifi.

    To connect to DCC ICT services, connection through the Remote Access Portal (RAP) will need to be set up on the device. A video playlist has been created which covers the entire process. Alternatively you can view the Remote Access Portal – How to access guide.

    Desktop Phones

    There will be no changes in the staff experience of using desktop phones.

    Printing and scanning

    There will be no changes in the staff experience of using printers and scanners.

    Email

    NHS mail will continue to be available, both for personal emails, shared mailboxes and for calendars and contacts. This will be available through all devices, and a simpler interface will be available through  your internet browser.

    DCC email for corporate messaging, will be available on all devices. This can be through the Remote Access Portal, or through your internet browser accessing OWA (Outlook Web Application). As well as user id and password, a secondary authentication will be required to be set up.

    Virgin email will not be available after Friday 29 March. Any emails which need to be kept must be migrated to NHS mail before this date.

    File Stores

    Network drives, files and documents stored on these drives will continue to be available. Also referred to as the ‘hospital server’.

    DCC’s Sharepoint and One Drive will be available through the Remote Access Portal for storing files and documents within DCC and collaboration on documents and work spaces with third party organisations.

  • VDI Remote Access

    This gives incoming staff the ability to login to the RD&E NHS network, managed by RD&E NHS. The HOTpin app is used to generate a unique code for the login. HOTpin has been made available to all staff on existing iPhones and iPads that are now being managed by Devon County Council.

    Launching HOTPin

    The default screen is shown below. Click on the spanner icon in the top right to enable the application to be configured.

    Having clicked on the spanner, the screen below is displayed.

    Click on ‘Import From QR Code’ to present the setup screen shown below.

    Scanning the QR Code

    All Staff are being emailed a QR code and password, which is only required once to setup the HOTpin token.

    Click on ‘Scan QR code’, which will use the device’s camera to scan the QR code from the email mentioned above. Ensure you move the camera close enough to the screen to read the QR code.

    Importing the QR Code into HOTPin

    You will have a received a confirmed QR passphrase in a second email. On your iPad or iPhone, enter this QR passphrase in the top ‘QR passphrase’ box.

    Enter a ‘friendly name’ that means something to you regarding this connection, such as ‘RD&E VDI’.

    Upon successful registration, you should be presented with the following success message.

    From here, you should now be able to see the ‘Next code’ option, from which the HOTpin app generates your next code required for connection to NHS Remote Access.

    The HOTpin code (Passcode) generated by the app will allow you to logon to NHS Remote Access (VDI) from home.

    Once HOTpin has been successfully setup, you will need to use the HOTpin app to generate a new code every time you want to login to NHS Remote Access when not directly connected to the RD&E managed network.

    How to login using HOTPin

    From an Outside Internet connection, i.e. from home, logon to your Desktop as your normally would when in the office, by using ‘VMware Horizon’. The new URL for this is https://desktop.exe.nhs.uk

    Enter your username (NHS Username) and enter your passcode (the Passcode generated from the HOTPin app)

    If you are using the ‘VMware Horizon’ software on a PC, click on ‘New Server’ followed by ‘Add Server’. Enter in the new address of https://desktop.exe.nhs.uk and click ‘Connect’.

  • The following applications will continue to be available, in some cases login ids will change as part of the transition from Virgin Care Ltd:

    Total Mobile

    • this will continue to be available through iPads and smart phones
    • the existing login will still apply.

    Care Plus

    • this will continue to be available
    • the existing login will still apply.

    DART

    • this will continue to be available
    • the existing login using the VCL email address will continue into April until communicated otherwise. This is the only application which will continue with the VCL email address as login beyond 1 April 2019.

    CYPIT

    • this will continue to be available
    • the existing login will still apply.

    Chat health

    • this will continue to be available
    • the login will be through the appropriate NHS mail address.

    STEIS

    • this will continue to be available
    • the existing login will still apply.

    NHS mail

    • this will continue to be available.
    • as part of transition, instead of an email account appearing as …. “Bloggs, Joe (Virgin Care Ltd)” …. it will appear as …. “Bloggs, Joe (Royal Devon and Exeter NHS Foundation Trust)”
    • existing emails within personal NHS mail mailboxes will continue to be accessible
    • existing membership of NHS mail shared mailboxes will be retained, with management permissions retained.

    e-Learning for Health

    • this will continue to be available
    • login will be with NHS mail address.

    Otoport and Smart 4 Hearing

    • these will continue to be available through the device
    • any existing logins will still apply.

    Perky Duck and other downloaded apps

    After restarting an iPad or smart phone, and after re-authorising Total Mobile, these apps should become available on the appropriate ‘transferred’ devices.

  • The functionality provided by the following applications will either be replaced with an alternative solution or is no longer required:

    Tableau

    • this will no longer be available
    • any statutory reporting needs will be handled by DCC’s Children’s Management Information Team

    CIRIS (for Security Incident Reporting)

    • this will no longer be available
    • reporting of any incidents likely to impact on the confidentiality, integrity or availability of the council’s information assets should follow the process outlined here
    • this includes:
      • actual and suspected cyber security breaches
      • actual or suspected information security breaches
      • actual or suspected data protection breaches.

    CIRIS (for Accident reporting)

    Devon Health and Safety Service is based within the HR Department of DCC and provides Health and Safety advice across the authority. All Health and Safety documentation is provided via access to the Health and Safety pages on Inside Devon.

    You will also find contact details for the Hand and Safety team here.

    Devon County Council uses the OSHENS system for H&S accident and near miss reporting. This includes acts of threats, violence and aggression. It is a permissioned system but does not have single sign on so you will need a login which will be provided.

    If you have any problems with the system or accessing it, please call Devon Health and Safety Service on 01392 382027.

    CIRIS (for Clinical Incident Reporting)

    The ability for PHN to record Clinical Incidents is currently being added to the OSHENS system and could be available by 1 April. However, in the event that this cannot be achieved, processes are in place for this. Your manager or the Devon Health and Safety Service will be able to advise.

    iTrent HR system

    Devon County Council’s current HR and Payroll system is provided by iTrent. Details of how to access HR and Payroll self-service is provided here.

    E-SAR

    This application is no longer required and will therefore no longer be available. However, a recommended process has been documented within the Information Governance page provided here.

    Virgin Intranet

    All incoming staff will become DCC employees and will no longer be Virgin employees. Therefore, access will no longer be granted to Virgin’s intranet. However, you can access  Inside Devon our staff website.

    Virgin Email

    All incoming staff will become DCC employees and will no longer be Virgin employees. Therefore, access will no longer be granted to Virgin’s email for corporate messaging. Instead, all staff will have access to DCC email and receive any DCC corporate messaging through a combination DCC’s intranet and DCC’s email system. It must be stressed that after 29 March 2019 there will be no means through Virgin email can be accessed. Therefore, any emails within those Virgin mailboxes relating to service or personnel matters must be moved before that date.

    My Learning

    • All PHN and NHSP staff will be migrated from Virgin Care Ltd My Learning as ‘internal users’ to an external user VCL My Learning platform during early April for on-going statutory and mandatory e-learning. Face to face statutory and mandatory training is to be confirmed.

    The following applications are no longer required and will therefore no longer be available:

    • Health Assist
    • Privacy Management
    • My Wellness
    • Taleo
    • Survey Monkey
    • HML
    • Smartsheets

  • Who are the Data Protection & Cyber Security Team and what do they do? 

    The Data Protection and Cyber Security Team is part of the ICT Commissioning Service and is responsible for providing advice, guidance, support and training to staff on data protection, information security and cyber security.  The team is also responsible for creating policies, procedures and guidance to help the council meet its statutory obligations under data protection legislation and for undertaking investigations into suspected and actual information security incidents.  To contact the Data Protection and Cyber Security team please email keepdevonsdatasafe@devon.gov.uk 

    How to recognise an information security incident 

    The council has produced a guide to information security incidents which outlines what constitutes an incident and details how to report an incident.  If you are unsure about whether or not to report an incident, please contact Robyn Dennis (Information and Cyber Security Manager) by emailing keepdevonsdatasafe@devon.gov.uk or phone 01392 383000 – ask for Robyn Dennis. 

    Where can you find the council’s information security guidance and policies? 

    All of the council’s information security guidance is available from the Inside Devon website.  Our data protection and information security policies are also available online. 

    What is a freedom of information request and how should you deal with one? 

    A freedom of information request is a request that is received in writing and asks for documented information that is held by Devon County Council.  If you receive a freedom of information request please forward this to the Information Governance Team

    For further advice please call 01392 383000 and ask for the Information Governance team. 

    What is a subject access request and how should you deal with one? 

    A subject access request is a request from a service user or member of the public who would like to have a copy of the personal data that Devon County Council holds about them.  If you receive a subject access request asking for information held by the Public Health Nursing service, this should be processed in accordance with the relevant service guidance and should be forwarded to the relevant service development lead.  Any requests which relate to other council services (such as Adult and Children’s Social Care services) should be forwarded to the Information Governance Team.  For further advice please call 01392 383000 – ask for the Information Governance team.