Connecting to University Systems from Home and while Traveling

Introduction

This document is a guide for University staff to the services available and how to get them when working away from campus.

When off campus, be it at home or traveling interstate or overseas, many IT services provided by the University are available through a variety of methods. For example this means that from home you can:

• Receive and send emails;
• Access files on the University file server Mydata; or
• Use the Finance, Human Resources or Student Records systems.

While traveling interstate or overseas it is likely you would want a leaner, lighter and faster option, with access to your email and scheduling information.

This document will address the different methods of connection and the various services that are available.

How to connect – The Technology

Dialup, Broadband and beyond

Dial up is a technology that has been with us for many years and gives you a connection speed of 56Kbps maximum, whereas broadband starts at 64Kbps and goes up to 1500Kbps. Put another way, dialup is a car traveling at 56 km/h and broadband is a jet traveling at 1,500 km/h

This speed difference not only saves waiting time when viewing web sites and email, but makes working from home and using University systems a real option. On the other hand, all dialup requires is a phone connection - no special setup of the phone line is required and therefore it provides a more flexible option.

Mobile phone technology also allows users of certain devices (such as Personal Digital Assistants, or PDAs) to collect email while away from campus.

Using Dialup
You can connect by having your computer modem dial the University and using Murdoch as your Internet Service Provider (ISP) or by connecting to the internet with your own (external) ISP provider. The University offers a free dial up (56k low-speed) ISP service to staff and graduate students who are connected to the University. Details on how to use this service can be found here: http://wwwcoms.murdoch.edu.au/dialup/dial-in.html.

This method of connecting dialup has the advantage of being flexible (you can connect from anywhere that has a phone connection) and is free to connect. The disadvantages are that the number dialed is a University number, so will attract STD or international call rates for the duration of each connection.

Additional information on connecting to the university dialup system can be found here: http://www.murdoch.edu.au/itservicedesk/faqstaff/?FILTER=4

Murdoch also has a preferred supplier arrangement with an external ISP, Westnet, who provides special pricing to all University staff for dialup services. Further details can be found here: http://wwwcoms.murdoch.edu.au/adsl.

Staff may also connect to the internet via dialup when overseas and interstate by using an ISP that provides a local number to dial. This means, for example, that if you are in Helsinki, Hong Kong or Hobart you are still only paying a local call rate. Several University staff have been using this system for some time and find it flexible and affordable. Further details can be obtained by contacting the IT Service Desk on extension 2000 or http://www.murdoch.edu.au/itservicedesk/.

Using Broadband
Broadband is provided by an external ISP. As stated, Murdoch has a preferred supplier arrangement with Westnet, however, staff who are already have a broadband connection to another ISP at home have full and equal access.

Broadband is normally provided in the ADSL format, requires an account to be set up with the provider, and a special modem purchased and configured. Some areas of Perth cannot get broadband, or the service may be limited.

Notwithstanding these considerations, broadband provides a far faster and more reliable service than dialup, providing communications speeds at least ten times faster than dialup. Additionally the phone line is not being used exclusively (as is the case with dialup) so incoming and outgoing voice calls are possible while you are using the internet.

Many broadband modems now have a built in wireless transmitter. This allows you to connect other devices (Laptops, PDAs and some mobile phones) wirelessly around the home.For additional information on Broadband connections, see the Westnet offer at http://wwwcoms.murdoch.edu.au/adsl/ or contact your existing ISP.

Using Other Methods
Some mobile phones and PDAs will allow you to collect email and access the internet. This is done through a variety of methods, primarily using a technology called General Packet Radio Service (GPRS) or recently 3G, NextG or some other term. This technology is available whenever you are in an area that has mobile phone coverage.

For more information on GPRS and 3G/NextG, please follow the link connected to your mobile phone carrier, for example;

GPRS / NextG - Telstra
http://www.telstra.com.au/mobile/networks/coverage/maps.cfm
GPRS and NextG coverage is not automatically enabled and requires application to the Telephone Help Desk at voicehelp@murdoch.edu.au.

GPRS Vodafone
http://www.vodafone.com.au/rep/coverage/
GPRS and 3G coverage is not automatically enabled and requires application to the Telephone Help Desk at voicehelp@murdoch.edu.au.  At present, VPN cannot be used with 3G services from Vodafone.

Another method of connecting to the internet is to use an existing in situ service. While travelling you could consider the following:

• Airport Business lounge;
• In hotel business lounge;
• In hotel room network/Wireless room;
• Internet café; or
• Other businesses offering wireless internet (eg. restaurants, café’s).

The major benefit of using existing infrastructure is that you need not take any equipment with you while travelling. This cost and weight saving should be carefully considered before you head off as you may find taking your notebook is no longer a requirement to keeping in touch.

Virtual Private Networking (VPN)

All of the above methods allow you to connect to the internet. To get full access to the bulk of University resources you will need to also connect to the VPN.

What is VPN?
VPN stands for Virtual Private Networking. VPN establishes a secure remote access connection to the University network, allowing University staff access to network resources as if they were on campus.

VPN is required as a security measure to ensure that unauthorised connection to University systems is not possible. Without VPN connection requests to most systems are immediately refused, or blocked at the main gateway to the University.

Some charges will apply if you use VPN. Currently there is time charge of 10 cents per hour. Additionally, there may be a traffic charge if you are using an ISP that is not part of AARNET onnet  (Bigpond is one example).

Additional information regarding VPN can be found here: http://wwwcoms.murdoch.edu.au/vpn

What you can use – The Systems

Once you have connected to the internet using one of the methods described above, and have connected via VPN, you can now use the many of the Universities IT systems. Following is a table that describes the various systems and their respective access methods.

Service	VPN Required?	Dialup (56K)	Broadband	Wireless	GPRS	NextG
Webmail	No
Outlook	Yes	Marginal
Email via IMAP/POP	No
Data Files (documents etc)	Yes	Marginal
Callista	Yes
Finance One	Yes	Marginal
Alesco	Yes	Marginal
iT ServiceDesk	No
Key: - Recommended Marginal - Marginal or slow connectivity - Not Available

Email

Email is one of the most common communication method used today. It can be accessed off campus by several methods, including;

Full Outlook client
This is the best option for staff who are working from home with a broadband connection. When used with VPN it gives the user full access to email and:-

• Your Calendar;
• Scheduling information for other staff;
• Your Tasks;
• Your (and potentially other staff) contacts; and
• Public folders.
  

The Outlook client does require a fast connection to work fluidly and is not recommended for dialup or GPRS.  It however can be used with the NextG network from Telstra.  Outlook settings for use off campus can be found here; http://www.its.murdoch.edu.au/procedures/email/outlook_2002.html

Webmail
This is the most flexible method of collecting email as it only requires you to have access to the internet. You can therefore read, create and send email from anywhere in the world without necessarily using your own (or the university’s) equipment. Although not quite as fully featured as the full Outlook client, Webmail gives you access to scheduling and contact information.

POP/IMAP
POP and IMAP (or IMAP4) give you the ability to collect email directly to your PDA or mobile phone. This system is reliant on an existing GPRS or wireless connection being in place, and therefore is more costly and complex in its initial setup. Having said that, the capacity to collect email “on the go” and in almost any corner of the globe provides a powerful argument for its use in certain circumstances.

Overview

	Pros	Cons
Outlook	Fully featured Familiar look and feel	Best used with a fast (broadband) connection
Webmail	Available anywhere an internet connection is possible	Cannot be used off line
POP/IMAP	Can be used anywhere anytime	Hardware and configuration required Email only

Data Files

While off campus staff can access files stored on the university file server GroupData. Access is dependant upon a reliable connection and VPN security. Access gives staff the ability to work on files at home or away from campus in real time and update data that can be shared with work colleagues.

The alternative method of copying files to a notebook hard drive or memory stick has the benefit of being able to be used without an internet connection, however, it creates the problem of multiple copies of a document existing with the possibility of revision errors.

Connecting to Home directories
Staff home directories are available by connecting to the group data directory with the following process;

• Open “My computer” and select “Map Network drive” then browse to “\\groupdata.ad.murdoch.edu.au\Home\<Murdoch Username>\” (eg \\groupdata.ad.murdoch.edu.au\Home\\20056789\)
   
  Or
   
• Open Windows Explorer and browse to “\\groupdata.ad.murdoch.edu.au\Home\<Murdoch Username>” (eg \\groupdata.ad.murdoch.edu.au\Home\\20056789\)

Connecting to other data files
Access to other sectional folders or specific data areas can also be made. Please contact the iT Service Desk for further information.

Please note:

• We do not recommend that staff use floppy disks. If you have any data on floppy disks you are recommended to contact the service desk on extension 2000 or http://www.murdoch.edu.au/itservicedesk/
• The Remote Desktop Connection tool can be used.

Connecting to University Systems
Access to University systems that use Citrix are accessible off campus as long as VPN is being used. To access, simply connect with VPN and use the Citrix application as you would on campus. Systems in this category include:

• Alesco;
• Finance 1;
• Callista*; and
• FMMS.

* Note that Callista is also available via a web interface that does not require VPN