Connecting off-network workers

Key topics

How we're connecting off-network staff
Rollout schedule
What you need to know

The City is giving operational and frontline staff access to the network to help them connect more with our organization and provide equitable access to City information.

Background

The City has approximately 2,800 frontline or operational staff who are not regularly connected to the City’s IT network. Many of you rely on your managers to relay these messages to you, or sometimes do not receive them.

In 2022, the project team asked frontline and operational staff for thoughts on how you want to receive City-wide communication. Many expressed how challenging it is to stay updated on City-wide information without access to the network. The project team helped push through some improvements since then, such as:

Providing Wi-Fi at key sites
Reformatting all-staff messages to include a short “key takeaways” summary
Offering opt-in City emails using personal email addresses

This is the next phase of removing barriers that prevent staff from getting important information.

Benefits of staff network access
- Forming a stronger connection with the rest of the organization and learning more about projects in other departments.
- Receiving updates in real-time, instead of relying on managers to share information at team meetings, in break rooms, or on posted boards.
- Accessing needed information directly from the source (for example, forms).
- Engaging in online training and career opportunities for personal and professional development.
- Preparing for more City services planned in the coming years.

How we're connecting off-network staff

City account setup
You will receive a City account, also known as a user ID, which includes:
- A City email address
- Access to the staff intranet (Currents)
- Subscription to the staff newsletter (City Insider)
- Additional resources and tools
Smartphone access

You can use your personal smartphone to access the network during work hours, following a multi-factor authentication process.
Training and implementation
Instructions for setting up your City account will be provided in the coming months through either:
- In-person training sessions led by the project training team
- Departmental staff training to facilitate the rollout at your worksite
Before your session, prepare for your City account setup training by following the steps outlined in this document (636 KB).
Guidelines
- All staff will receive a City email account. Once your account is set-up, you must log in every 90 days for your account to remain active.
- Managers will continue to communicate with staff about work operations and delivery as usual (for example, crew talks will continue as is).
- Your manager will outline when it’s okay to use your phone for network access, and when it’s not (for example, it is not permitted when safety is compromised, like while operating machinery).
- You are not expected to check email on personal time, and will not be paid for checking email outside of working hours.
- Although the City will not pay or reimburse staff for your phone data, you may access a discounted corporate phone plan through the Rogers Preferred Program .
- You may check email and Currents during work time in agreement with your manager or supervisor.
- Once you have set-up your City account, you will no longer be able to log into SuccessFactors with your employee number. From then on, you will login with your City email address and password.
- Your manager may incorporate use of your City email address into work processes.
Learn more about accessing City information

Rollout schedule

Download a larger view of the rollout schedule (108 KB)

What you need to know

Getting started with accessing City network information

Device requirements
Types of personal devices you can use to access City information
- iPhone, Android smartphone, Windows PC with minimum operating system requirements.
- Mac and Linux computers are not able to access City information.
- There are different steps to access City information based on the device you have.
Check back for instructions and updates.

Minimum operation system requirements

Smartphones
- iPhone (iOS version 17)
- Android (OS version 13)
PC
- Windows (version 10)
Mac and Linux computers are not supported.

Access without a personal device

You may set your new account at work, and you will be able to access email and Currents from a City computer.

Contact your supervisor to arrange a time and location for you to access this information.
Authentication, security, and remote account setup
Multi Factor Authentication (MFA) overview

Multi-Factor Authentication (MFA) is an authentication process that requires 1 or more verification methods to access an application or service.

MFA can help prevent an unauthorized person from accessing your account in the event that your account password is compromised.

Number of factors required for authentication setup

To set up MFA, you will need to set up 2 factors of authentication and will need to have 1 of the following:
- A smartphone to authenticate using the Authenticator app
- A mobile phone that can accept text and calls
PIN requirements for your personal phone

You will need to have a PIN when you open your personal device to be able to access City data through the phone apps.

Remote account setup options

You will need to update your information in Success Factors.

Check back for updates on how to setup your account remotely.
Password management
Password requirements

Your password should be 14 characters and contain at least 1 character from 3 of the 4 categories:
- Lower case letters
- Upper case letters
- Numbers
- Special characters
Changing your password

Every 365 days you will be prompted to change your password.

Using City network resources

How to access SuccessFactors

How to apply for a job and register for training

Instead of logging in with your employee number, you will log in with your new user ID or City email address and password.

Once your new account is created by Technology Services, your employee number login will no longer work in SuccessFactors.

We encourage all staff to set up their account as soon as they are provided with their new user ID to prevent any delays in accessing SuccessFactors.
Data security on personal devices

General policies

Account management and access

No requirement to use personal devices for email or Currents

If you do not want to use a personal device, you may access email and Currents at a workstation at a City worksite. Discuss with your manager a time you can do so while you are on shift.

There is no requirement to check your email or other work tools outside of your regular work hours.

All newly hired off-network staff will need a City account and user ID

Managers will need to submit a user account request form for all operational and frontline workers through the ServiceNow Service Portal. This step is required once new staff have been assigned an employee number.

90-day login requirement

You will need to log into your account every 90 days to make sure it remains active.

If you don't log in to your account after 90 days, your account will be disabled and you will not be able to log in to access Success Factors, your email, or Currents.

Your manager will need to reactivate your account through a form request on the ServiceNow Service Portal.
Device usage and data security

Access to personal device information under FIPPA

Check back for more information on Freedom of Information and Protection of Privacy Act (FIPPA)

Using personal devices for email and Currents alongside City-issued devices

Staff who already use a City device should be checking email and Currents on their City device.

If required, on-network staff can access their email on a personal device through a web browser using the Outlook web app .

Existing City-issued phones

If you've been assigned a City-issued phone, you are required to keep using it as directed. Many managers and supervisors are provided City-issued work phones, and these are to support them as they need to be reached after-hours.

No reimbursements available for personal device data usage

The City will not pay or reimburse you for your phone data; however, staff are able to access a discounted corporate phone plan through the Rogers Preferred Program (RPP). To learn more, visit a Rogers store or authorized dealer.

Staff may also use the free City Wi-Fi available across most work sites.
Using Microsoft 365 tools
Tax receipts
Union engagement and support

Connecting off-network workers

Key topics

Background

Benefits of staff network access

How we're connecting off-network staff

City account setup

Training and implementation

Guidelines

Rollout schedule

What you need to know

Getting started with accessing City network information

Device requirements

Authentication, security, and remote account setup

Password management

Using City network resources

How to access SuccessFactors

Data security on personal devices

General policies

Account management and access

Device usage and data security

Using Microsoft 365 tools

Tax receipts

Union engagement and support

Contact information, partner agencies, and website policies