Our New Way Of Working

When we first started using computers, we had to access files from one physical computer. Then a network connected all the physical computers of an organisation and the server stored the files centrally so all of the computers in the network could access the files and applications.

Now we use the internet to connect any device to The Cloud which stores the data and applications we need to work.

There are five key elements to The Cloud: 

Files

Network

Storage

Apps

Security

The Cloud means we can access Files from multiple devices and have the same view and controls. This is known as a Network where everything is connected. 

For example, if you type up a document on your work computer, that same document will appear in the same format on your work tablet when you login. 

It is the same case when using Apps on your devices. You can access the same information, make edits and have the same control even when using Apps on another device. 

This is because of how the information is stored. Everything is stored in The Cloud, which is why you can access everything from different devices. All your Files and Apps are saved in The Cloud, which delivers them, via the internet, to your device when you want.

This means all of our information is centrally stored in the cloud - it is very important we take all possible steps to protect our data.

Remember if someone has access to your login they can access your Files and Apps via The Cloud. 

We will discuss cyber security in Module 2 because it's very important we protect our resident's information.

Clock in when you start work.

Use the keypad to enter your staff number and touch your finger print.

Staff Number

Finger Print

Your timesheet will be automatically generated from this data.

Take a tablet from the Grab'n'Go racks.

Login using multi-factor authentication:

1. Enter your email username and password.

        Username     = [first].[last]@cnh.com.au

Password      = [*********]

2. Insert your yubikey into the tablet and touch it with your finger.

Cyber security is very important for our residents and our team.

To keep digital information secure we now use multi-factor authentication.

The first factor is your personal email address and password.

The second factor is your individual yubikey.

You will use your yubikey when you first login, after that you will use your pin [******].

Insert your yubikey and touch it when it lights up.

If you are logging in for the first time, you will be asked to reset your password.

Try using a phrase with capital letters, numbers and symbols. 

       ilovebaths   =   iL0v3Bath$

       cheesecoma   =   Ch33s3C0ma

       DandDforlife   =   D&D4Lif3

If you are logging in for the first time, you will be asked to reset your password.

If you are logging in for the first time on a device you have not used before you will be asked to set a 6 digit pin.

       Pin                 =       [******]

Once you have set a pin on a device, it will remember you, this means for the first few months you will set your pin often, until you have a pin set up on all the devices. 

Our new way of working means the tablet becomes your pen and paper.

All information you need to care for residents will be accessed via the tablet.

The information you need to record, send or receive will happen via the tablet.

Every tablet will be the same so it does not matter which one you use.

Applications or apps are the digital tools you need to do your job.

The tablet will be pre-loaded with apps.

You will access the apps you need by pressing the Chrome icon in the bottom navigation bar and launching a chrome web browser.

The Dashboard will have all icons of the apps you need.

We will learn more about the apps up next.

The tablets will be stored in Grab'n'Go racks on each level near the nurse's station. 

The racks also charge the tablets when they are not in use.

When you finish your shift, you will return the tablet to the Grab'n'Go rack.

Then it will be charged for the next person.

Clock out when you finish work.

Use the keypad to enter your staff number and touch your finger print.

Staff Number

Finger Print

Your timesheet will be automatically generated from this data.

After accessing your tablet from the Grab’n’Go racks, you will need to understand how to use Google Chrome to access the new applications like Google Drive or Google Docs along with applications you have always used like iCare and Vocera. 

To open Google Chrome press the Chrome logo in the bottom navigation. 

This will open your first tab which is called the Dashboard.

Your Dashboard has icon buttons for Your Apps. Your Apps are the relevant applications you will use to complete specific tasks. 

You can navigate between these apps by opening multiple tabs.

To open more than one tab, simply click on one of the app icons on the Dashboard tab.

This will open the app you have selected in a new browser tab. 

To open more than one app, look along the top tabs of the Google Chrome browser, find the tab called Dashboard that contains Your Apps. 

You can now repeat the process and open as many apps as you need to do your work.

In the search engine on the top left of Google Chrome, you can search information that may be relevant in assisting you with your work. 

Some sites may be restricted.

Note: You can also click the Search Anything button on your keyboard to search. It looks like a little magnifying glass. 

If you come across a search or page that is relevant to your work on a regular basis and you would like to save it, you can bookmark the page. 

This is similar to bookmarking a page in a book you may be reading. 

Simply open the page you want to save, click on the 3 vertical dots in the top right corner of Google Chrome and hover over Bookmarks from the list. 

Another list will appear to the left of Bookmarks. Click on Bookmark this tab… and a small pop-up window will appear below the search engine. 

In the small pop-up window, you can change the name of the page you want to save and then press Done to add it to your Bookmarks Bar. 

Your Bookmarks Bar is located just below the search engine. Any saved tabs will appear here.

Your bookmarks are saved to your profile and will be the same on any device you login to.

To exit out of Google Chrome when you’ve finished your shift, simply select the X in the top right corner. 

Open Google Chrome by pressing the Chrome logo from from your bottom bar on your screen after logging in.

Your Apps will appear on your Dashboard when Google Chrome opens. Select Drive and Docs from the Your Apps page. 

Your My Drive will automatically open when you first open Drive and Docs. Your My Drive is where you can access and save relevant documents. Colleagues are not able to access the files that are saved in your My Drive unless you share the files with them. 

As an employee at Columbia Aged Care, you are not allowed to save documents in your My Drive permanently. 

This means that when downloading you must move the file to a Shared Drive due to our Cybersecurity and Confidentiality policies. This will be discussed more thoroughly in Module 2. 

Only personal work related files are allowed to be saved in your My Drive such as recovery codes that can’t be saved anywhere else.

Start working documents in the correct Shared Drive and do not create a document in your My Drive. 

Shared Drives appear below your My Drive to the left of the page. Access your Shared Drives by clicking on the Shared Drives text or by selecting the arrow to the left of the text. This will open the folders that have been shared with you. 

To access the folders that have been shared with you in Shared Drives, simply double-click on the relevant folder you need to open.

This will open another page in your Google Drive. Depending on what is in the folder you clicked on, there will either be more folders, documents, or both available. This is how you access the relevant information required to complete the tasks you need to do in your job. 

To open a document in a shared folder, simply double-click on the document you would like to view. The document will then open in another tab, next to the tab you are currently working in. This appears in the top bar of Google Chrome.

Click on the new tab in the top bar of Google Chrome. The document you clicked on will be open in the new tab where you can view, edit, add comments and tag your colleagues in the document where you require.

To learn more about editing, adding comments and tagging colleagues using Google Workspaces, please visit this resource and scroll down to Collaborate with Google Docs. 

There is no need to save your files when you are working in The Cloud. Your work is saved automatically to the Shared Drive the file was originally created in. 

You can access the version history of your work by clicking on the underlined Last Edit text to the right of Help in the horizontal menu at the top of the page.

The only time your work will not save is when you are not connected to the internet. 

To close a document simply close the browser window by clicking on the X.

Open your Gmail application and click your profile picture on the top right of your screen. 

Click Manage your Google Account. On this page, to the left click Personal Info. Under Basic Info click your profile picture. 

Select a photo from your My Drive, crop the photo if needed and click Set as profile photo. 

Open Drive and Docs. Locate the Chrome Project Training Resources folder and find the 20230201 CAC Email Signature Template. 

Right click using your mouse or the ALT key and trackpad at the same time if you are on a tablet. 

Select Make a copy and rename the file with your full name.

Open the file in Google Docs from your Drive and Docs.

Edit the file with your details.

To access Screen Capture click on the time in the bottom right menu and then Screen Capture. 

Screen Capture allows you to screenshot your whole screen or select a window to capture.

Select your new email signature by carefully drawing a rectangle around the signature from the top left to the bottom right.

Hover over Capture but don't press it yet. Wait for the extra features box to pop up and press the cog. 

Click on Select folder and choose the Training Shared Drive.

Now click on Capture. This will copy the file to your clipboard, but you need to save it by clicking on the three dots.

Leave the Google Docs tab open and return to your Dashboard and open the Gmail application. 

Click on the cog in the top right corner. The cog will open a window with Quick settings.

Click the first button See all settings.

Scroll down until you find the Signature section. 

Click on Create new.

Name your new email signature.

Click the hyperlink option.

To paste a URL into the Gmail get the link from your Drive and Docs.

You don't need to open the file, just right click and select Get link and Copy link.

Now you can return to your Gmail Settings and paste the link.

Return to the Gmail Settings and paste the URL into the Link window. 

Remember to delete the the link from the text box so only the signature image appears in your email signature. 

When updating settings you must remember to save your changes. 

Scroll to the bottom and click the Save Changes button.

You have now updated your email signature, which means you can close this tab or click your Inbox to return to your emails.

You are now finished with the Google Docs signature template and can close this tab as well. 

You will not be able to delete your email signature Google Doc because the file is located in a Shared Drive.

Your Trainers will remove it at a later date.