NHSmail 2 Portal LOA Webinar02 August 2016

Chris Gibbons – Communications Lead, Accenture

Victoria Thorpe – Portal Project Manager, Accenture

Agenda

• Overview of the NHSmail 2 Portal

• Outline of the functionality in first release

• Outline of the new administrator roles

• Walkthrough of the Cutover Plan and changes

• Support materials available

• Further information to available soon

• Questions and answers

2

Overview of the Portal

3

The NHSmail 2 Portal will be the first place that

users land when accessing NHSmail at

www.nhs.net.

The Portal will be used by users and administrators

to:

• Use the administration functions

• Use the NHS Directory to find contact details

• View and update their profile

• Navigate to different NHSmail applications

• Access the Support Site

Function Available in Portal Release 1 (LOA)

4

User Management

• Create Account

• Authenticate User

• Delete Account

• Flag as Leaver /

Register Joiner

• Set Out of Office

(Automatic Replies)

• Reset Password

• Set Mailbox Quota

• Disable (Suspend)

Account

• Restore Account

• Unlock Account

• Edit Role / Speciality

• Change Email

Address

• Role Management

• CSV Upload

New/Edit Accounts

Contacts

• Create / Edit Contact

• Transfer Contact

Shared (Generic)

Mailbox

• Create Shared

Mailbox

• Add/Remove

Permissions (Send

As/Full)

• Transfer Mailbox

Distribution Lists (DL)

• Create / Edit Static

DL

• Create / Edit

Dynamic DL

• Authorise

Distribution List

• Transfer Distribution

List

Organisation

Management

• Create Site /

Department

• Edit Site /

Department

• Delete Site /

Department

Reporting & Audit

Function Available in Portal Release 1 (User)

5

Directory:

• Search Directory

Profile:

• Edit Profile

• Reset Password

• Change Password

• Set Security Settings

Distribution Lists

• Create / Edit Static DL

• Create / Edit Dynamic DL

Local Administrator roles

6

Local Organisation Administrators will be renamed as Local Administrators (LA) in the

NHSmail 2 Portal. The table below provides an overview of the roles:

NHSmail Role NHSmail 2 Role Responsibilities

Practice Admin Local Admin Scope of the local admin will be over the practice that the

admin is a practice admin for in NHSmail. This role can now

create accounts.

Department Admin Helpdesk Admin Scope of the local admin will be over the department that the

admin is a department admin for in NHSmail. Note helpdesk

admin has a reduced set of functions e.g. cannot create an

account

Secondary LOA Local Admin Scope of the local admin is by default over the organisation that

the admin is a secondary local admin for NHSmail. It is

possible to set the scope to any part of the organisation

hierarchy to enable delegated administration.

Primary LOA Primary Local Admin Scope of the local admin is over the organisation that the

admin is a primary local admin for NHSmail 2

Portal cutover plan

7

There will be a number of steps in the cutover plan for the NHSmail Portal as outlined below:

Aug Sep

1 2 3 4 5 6 7 8 9 10111213141516171819202122232425262728293031 1 2 3 4 5 6 7 8 9 10

Pre-Go Live Comms (LA)

ADFS (Portal Only)

Pre-Go Live Comms (User)

Pull Connectors Retired

Cutover Activity

Training & Communications

Portal Cutover

TANSync Switchover (All)

TANSync Switchover (Pilot)

Training Go Live

ADFS (Exchange & Portal)

Activity

Training Webinars (LA)

Distribution List Change Freeze

* Subject to change, please continue to reference http://support.nhs.net/servicestatus for the latest dates

Overview of changes and impacts

8

Date Impact What does this mean?

12 AugPull Connectors

Retired

LAs will need to manually create accounts and complete Directory updates until

TANSync deployed.

12 Aug

(19:00) – 15

Aug (07:00)

Portal Cutover

(Unavailability)

Portal may be intermittently unavailable during this time. The main period of

unavailability will be on Saturday 13 August. The admin functions will not be

available during this time.

15 Aug NHSmail 2 Portal LiveThe NHSmail 2 Portal will Go Live and the new tools will be available. See key

changes for more information.

15 Aug – 22

AugDistribution List Freeze

Distribution Lists will continue to function, but no new DLs or updates to existing

DLs can be completed during this time.

15 Aug –

03/04 Sep

ADFS Implemented to

Portal Only

The new sign-in screen will be implemented, however users will need to sign-in

twice; once for Portal (new login) and once to access email (old login).

22 Aug TANSync Switchover

TANSync will replace Pull Connectors. Customer organisations will be able to

switchover TANSync from the beta environment to the live environment from

22nd August.

03/04 SepADFS Implemented to

Exchange & Portal

The new sign-in screen will be implemented for both the Portal and email. This

means the user will only need to sign-in once.

Changes and impacts: Local Administrators

9

Local Administrator Roles

LOAs will be renamed as Local Administrators. The

roles will be changed as outlined below:

• Primary LOA = Primary Local Administrator

• Secondary LOA = Local Administrator

• Department LOA = Helpdesk Administrator

• Practice LOA = Local Administrator

There will be no reduction in what a Local

Administrators can do. The changes to the Directory

means that practices will become independent

organisations with a Primary LA and multiple LAs

(England Only).

In future, organisations will need to allocate Local

Administrators in each of the practices rather than

taking assumed rights from the parent organisation

(e.g. the CCG).

Directory Structure

The current Directory structure contains the following:

• Organisations

• Sites

• Departments

• Practices

On NHSmail 2, the Directory structure will merge

organisations and practices so that practices become their

own independent organisations (England only). This will allow

enable more autonomy in delegating administration

responsibility to individual practices.

Changes and impacts: Local Administrators

10

Distribution Lists

External Contacts

External contacts need to be added to the

Directory before they can be added to a

Distribution List.

Reporting

A range of new reports will be available from the

Portal that LAs can download. Further details on

the contents of the reports will be published soon.

Self-registration (Scotland Only)

Self-registration will be retired entirely from the NHSmail

Service.

Shared Mailboxes (Generic Mailboxes)

All Shared Mailboxes will need to be created LA. Other

users can be given ‘Full Access’ to own the mailbox and

manage access to it. Users can also be given ‘Send As’

access rights. ‘Full Access’ enables users to edit who

can access them via Outlook Web App.

Changes and impacts: Users

11

Navigation

When users go to www.nhs.net they will be

directed to the Portal. From there they can click

‘Login’, enter their username and password and

then they will need to click ‘Email’ to open Outlook

Web App in a separate browser tab.

Password Resets

Users will be able to reset their password using the

NHSmail 2 Portal. Users will need a mobile

telephone number in their profile in the NHS

Directory to receive a temporary password by text

message.

Creating Distribution Lists

Users can create Static and Dynamic Distribution Lists.

They can do this via the User Profile Page where they

can select the ‘Distribution Lists’ button which will take

them to the Distribution List Page.

NHSmail 2 Functions

The NHSmail 2 Portal has been designed to be as

intuitive as possible, however it is very different from the

old NHSmail Portal.

A full suite of self-help materials are available in the:

• Portal Learning Series: http://support.nhs.net/portal

• What’s Changing Guide for Users

Changes and impacts: User

12

Signing-in

When the NHSmail 2 Portal goes live, Active Directory Federation Services (ADFS) will be

implemented for the Portal. This will be implemented for Exchange on 3-4 September. This means that

users will need to sign-in twice as shown below:

1. Portal Sign-in 2. OWA Sign-in

Changes and impacts: User

13

NHS Directory

The NHS Directory will be available with basic search functionality after the Go Live. The Directory will

continue to be developed after the first release of the Portal to include more advanced search features.

In the interim, users may find it easier to use the Outlook Web App People Screen to search for

contacts and other users:

Support and guidance on NHSmail 2 Portal

14

All materials will be available on the NHSmail Support Site: http://support.nhs.net

Local Administrator Training & Guidance

• Transition Guide

• What’s Changing Guide for Local

Administrators

• Quick Start Guide for Local Administrators

• Searching and Navigating

• User Management

• Performing Actions on Behalf of a User

• CSV Uploads

• Administering Shared Mailboxes

• Administering Distribution Lists

• Contact Management

• Auditing

User Training & Guidance

• What’s Changing Guide for Users

• Getting Started

• Security Questions and Answers

• Managing Your Password

• Managing Your Profile

• Using the NHS Directory

• Managing Distribution Lists

Webinars:

• Local Administrator Portal Training Webinar

• Local Administrator Webinar – Portal

Cutover Approach

Further information and questions

15

There are a number of areas where the details are being finalised in the coming days.

Please continue to check the Transition Guide and the What’s Changing Guide.

Key information coming soon:

• Further information on delivery of functions not in Release 1

• Any identified defects from testing over the coming days

• Detailed information on implementation of sub-domain branding

Questions and Answers

Please raise your hand so we can unmute the line16

www.digital.nhs.uk

@nhsdigital

enquiries@nhsdigital.nhs.uk

0300 303 5678