Setting up a personal device for Barnardo’s systems

Tip: for any links in this guidance, you can access Inside Barnardo’s from a web browser and do not need to be logged in on Barnardo’s systems

We've made it easier to access our systems, including Content Server and Outlook, with a personal computer, tablet or smartphone. Here is how to work from home using a laptop or mobile of your own. 

Remember to ensure you protect all our data. Do not download any sensitive files to your personal device. You can complete all your work online in one or more of the systems shown below. 

You must have Okta set up before you can connect to Barnardo’s secure network using Zscaler VPN. You must use a personal device such as a mobile/laptop to do this. 

1. We recommend installing the Okta Verify phone app. The app is available for Android phones and iPhones. If you have an older phone and cannot install Okta Verify, choose SMS instead. You'll be sent text messages to verify your identity. If you have no smartphone, please move to step 3.
   
   If you use the Okta Verify app you will be prompted to use your phone to scan a barcode displayed on your computer screen. All the steps are explained in this video.
   
   Tip: You will be invited to provide an email address which can be used for resetting your password. If you have a personal email on your smartphone and have it with you when working, use the personal email address because you won't be able to login and see your Barnardo's email. 
    
2. Follow the account set-up process in Okta. This includes choosing one of 3 ways to sign in securely each time you sign in.
    
3. Connect your computer to the internet using the Network icon in the bottom right of your screen.
    
4. Go to https://login.barnardos.org.uk . We recommend using Google's Chrome browser which is on all our laptops. If you cannot log in, you can go straight to this link  on a personal device with internet access.
    
5. Enter the username and first-time password you have been given by your new manager. After using the first-time password, you will be asked to change your password to one with 8 characters minimum, a capital letter, a digit and a symbol. 
    
6. Add the Okta plug in by checking this link. If it says Remove from Chrome, it's already installed and you don't need to do anything.

Introduction

The way you access Barnardo's systems from home will depend on the device you have and the connection technology. 

Please read the guidance below before attempting to contact the Service Desk about working from home using your own device.

1. Make sure you have signed up to Okta before you attempt to connect (see Step 1)
    
2. Go to login.barnardos.org.uk  - we recommend using the Chrome web browser.  If you see a message that a plug-in is required, go to this Plugin for Okta and choose Add to Chrome.

1. You can access the following applications directly in your browser screen once you are in Barnardos.org.uk:
   Office 365 – use this to access the online versions of Word, Excel, PowerPoint, OneDrive, OneNote, Teams and Outlook. If you have not used Office 365 before, please see the guides available on Inside Barnardo’s, including:
   Understanding Microsoft 365
   ​​​​OneDrive user guides
   
   Content Server – use this to find, view and share documents directly. However, to edit and create documents, you will need to use Azure Virtual Desktop.
   
   Azure Virtual Desktop (AVD) – Azure Virtual Desktop is for use with a personal computer when you need to access Barnardo’s systems. Using a client or web browser, it creates a ‘virtual bubble’ on your personal computer where you can launch and switch between applications to access a Windows desktop, Content Server, and your other Barnardo’s applications.
   
   For full details on Azure Virtual Desktop (AVD) including how to get access, click here.
    
2. Add Office 365 to any mobile work devices, including smartphones and tablets. Your new Microsoft 365 licence means you can use Office 365 apps on up to five other devices. Never download sensitive information to any personal device.
    
3. Check our audio and video conferencing page to find out how to connect with colleagues and external customers.