A guide to digital for new starters
If you’re new to the business, we know it can take some time to get used to the different systems, platforms and devices used across the business. So, to help you get started we’ve created this guide to digital. It explains what equipment you can expect to receive in your first few days as well as the different systems you might need to use.
Your first few days… During your first few days with us you’ll be set up with an email address and a password. We recommend you change this password to something only you know. Please keep your password to yourself and make a note of it if you need to but keep it safe. We use a range of mobile devices, including Apple iPhones and iPads. We will look to issue you with appropriate equipment for your role which may include a laptop. Depending on your role you may be issued with one or more of these devices. Please take a look at: “What tech is right for me?”
All our laptops use Windows 10 as the operating system and are fully encrypted, with bitlocker passwords for added security. All of our devices are also Zscaler enabled, allowing colleagues to work remotely.
Systems to familiarise yourself with: Servicenow A self-serving / request platform. Use it to book hot desks and rooms, request IT equipment, log something with Facilities or to search the Knowledge Portal, which includes policy & procedure documents for some departments.
Your go to for monthly payslips, to update personal information such as your address and bank details, to book holidays and to make a declaration of interest.
Department: IT Support
Department: Employee Relations team
Use to access your emails and calendar.
Use Microsoft Teams for telephone calls, instant messaging, job scheduling, working groups, video conferencing, collaborative conversations and coauthoring Microsoft Office documents.
Department: IT Support
Department: IT Support
AsterAssure
PolicyHUB
Our health and safety platform for reporting injuries, safeguarding concerns and near misses.
Our policies and procedure library which can be found on our intranet, Asternet.
Department: Health & Safety team
Department: Risk & Compliance team
This is not a full list of the systems and platforms we use, depending on which team you work in you will have access to other systems and platforms that your team or leader will provide user guidance on. (For example, The HUB, ROCC, DRS, Clarity, Aster maps). A lot of our systems work on a single sign-on basis. That means once you’ve logged into your laptop you won’t need to log in separately to use different platforms.
These include: • Asternet • ServiceNow • Perkbox • Microsoft Outlook • Skype • Microsoft Teams • The LMS
Our company perks and recognition platform. From free Cafe Nero coffee and cinema tickets to high street discounts, head to the site to redeem yours. You can also use Perkbox to say thank you to any colleague who has gone above and beyond.
Our intranet and collaboration tool. Asternet is your go to for all things company news, socialisation and collaboration, as well as to access other platforms.
Department: Reward and Analytics team
Department: Communications team
Asterbenefits Use to access your total rewards statement, sign up to Payroll Giving, access Perkbox and Health Shield.
Claim your business mileage and expenses using Concur Expenses.
Department: Reward and Analytics team
Department: Financial Systems Support
LMS Our learning management system offering both mandatory and voluntary e-learning and training.
Department: Employee Experience & Organisational Learning
Where we can store completed files / documents and need to keep a record of it against a customer, property, contracts etc. E.g. tenancy agreements, letters, completed forms, contracts, reports, minutes. Currently in a project to be replaced by Sharepoint. Department: IT Support
Useful number IT ServiceDesk number – 0333 207 6669. If you’re having IT issues and are unable to log it through ServiceNow you can call this number and a colleague from our IT team will be on hand to assist.
Microsoft First We’re currently working on transforming our approach to digital and looking to condense our systems so that we have a single solution under Microsoft.
Microsoft Teams
Microsoft Teams is a collaboration app that lets your team stay organised and have conversations all in one place. In this video, you’ll learn how to use it.
Interactive demo In this guided tour, you will get an overview of Teams and learn how to take some actions.
Instructor Lead Training Microsoft host a series of free, live, online training classes designed to get you up and running with Teams. Whether you’re a business decision maker, admin, IT pro, or end user, you’ll find a class that’s right for you. Not sure where to begin? Take our Teams knowledge check. Join us to see Teams in action, get your questions answered, and interact with our live instructors. To view our training classes on your own time, visit our on-demand end-user training.
Overview of teams and channels In Microsoft Teams, “Teams” are groups of people brought together for work, projects or common interests. Teams are made up of channels that are built around a specific topic.
Start chats and make calls If you want to talk privately with one person or several members of your team, you can utilize the “Chat” function in Microsoft Teams to do so.
Work in channels Stay connected while managing remote employees with channels in Microsoft Teams. Channels in Teams are where team conversations and collaboration happen, and this video will show you how to use them.
Manage meetings If you’re managing remote employees, learn how to manage Microsoft Teams meetings to keep your team on track. This tutorial walks you through how to view meetings with the Calendar feature, as well as how to schedule meetings for maximum work from home.
Printing We use FollowMe printing. If you are working in one of our office spaces and need to print. You will need to use your ID Card to access the FollowMe printers. Your ID card will be setup during your facilities induction.
Storing documents Editing & Collaborative Spaces
My stuff
Your private working space that remains private until you share things.
My H Drive
Personal files and initial drafts before they’re ready for sharing ‘This is a document personal to me or confidential that none of my team needs access to or I want to keep private.’ ‘I’m working on this document and it’s not ready for sharing yet.’ ‘I need to share this securely with an external partner.’
My team’s stuff Smaller groups of people usually with editing rights.
Microsoft Teams Team and Group sites ‘I need to share this with a small group of people.’ ‘I’m working on something within my team that colleagues may need to access or edit too.’
Shared Drives
OneDrive You will be set up with a personal OneDrive so that you can file, store and share large files (which are too big for email). With OneDrive you will be able to access your files from any device. You’ll have 1TB of storage and deleted files can be recovered within 90 days.
To chat about storing, collaborating on or sharing please speak to information governance or a digital champion.
Publishing Spaces
Archiving Spaces
Everyone’s stuff
Company records
Larger groups of people usually with ‘read only’ rights.
Paper records that need keeping safe or retaining for legal compliance.
Publishing sites
Hard copy storage sites
‘I need to publish this for others to read and access.’
‘I need to keep a hard copy of this safely to comply with a law or regulation, according to the Aster Retention Schedule.’
‘I’ve finished working on it, but I need to keep a record of it against a tenancy, property, contract, project etc.’
‘I’ve scanned a copy to Documotive /Sharepoint.’
2003049