Approved Usage of Communication & Collaboration Tools

Updated March 26 at 1:50 p.m. with information about approved usage of communication & collaboration tools.

As the JPL community engages in unprecedented levels of digital collaboration, many are looking for what platforms best enhance their experience as a productive teleworker and member of a larger team. Fortunately, there are a variety of JPL approved tools available for use which meet cybersecurity and ITAR requirements, as well as receive dedicated support through JPL IT. Some platforms, such as Zoom, are not encouraged due to security and licensing concerns, while Webex offers similar capabilities with full JPL support.

Please refer to the list below for recommended tools, or visit https://jplit.jpl.nasa.gov or https://workingremotely.jpl.nasa.gov/residence for a more comprehensive overview.

• Remember to accept regular software updates and patches, keep your password up to date, and use VPN when working away from JPL.
• Be sure to take power cords and peripherals needed for your systems and devices.
• Bookmark the Working Remotely page, which has an introductory section for first-time remote users, highlights essential tools required to work remotely, information of connecting securely to work, and best practices.

Here are specific instructions for connecting remotely – it is recommended you set this up and test before March 12:

• To set up for working on the JPL network, go to https://ras.jpl.nasa.gov/
• To set up for working remotely, go to https://workingremotely.jpl.nasa.gov.

It is recommended that you disconnect from the JPL Network (VPN or BrowserRAS) if you work on a personal computer (not JPL-provided).

If you don’t have Wifi or have unreliable Wifi at home:

OCIO recommends users connect their laptop to a hotspot from their phone. You can find instructions on how to do this for Windows or for Apple devices. Other options are to work from a location with Wifi, order home Wifi, or purchase a mobile hotspot from Best Buy or your cell provider.

Smartcard Authentication – https://smartcard.jpl.nasa.gov
Mandatory Smartcard login is already underway. If your system is mandatory Smartcard enabled, have your Smartcard close by to log in.

Options to connect to JPL

Pulse Secure – https://connect.jpl.nasa.gov

• VPN Full Tunnel: Fully simulates working at JPL; enables access to NASA sites. The Pulse Secure software must be installed on your system. Does not allow access to your local network or printer.
• VPN Split Tunnel: A secure VPN type that encrypts traffic destined for JPL but does not allow access to NASA sites. Allows access to your local network and printer or file share while connected to VPN.
• BrowserRAS: Use when you need quick access to Web-based JPL resources (e.g., JPL Space, JPL IT, DocuShare). Please note that typical access to JPL timecard and EBIS is temporarily unavailable.

RSA SecurID (Physical or Soft Token)
Connecting to JPL’s VPN requires an RSA token code. More information is available at https://dir.jpl.nasa.gov/tfa/index.php

Microsoft Outlook – https://email.jpl.nasa.gov
Email and Calendar is integrated into one client with Microsoft Exchange, for more information on ways to use this tool, please consult Exchange best practices. The Outlook app on iOS and Android devices combines both email and calendar into one application.

Webmail – https://webmail.jpl.nasa.gov
Access your email and calendar from a web browser with your JPL username and password.

Large File Transfer – https://lft.jpl.nasa.gov
Securely send files larger than can be handled by email.

Jabber – https://jabber.jpl.nasa.gov
Chat via instant messaging (IM/Chat), display  presence of coworkers, voice, video, voice messaging, desktop sharing, and conferencing.

Mattermost – https://wiki.jpl.nasa.gov/display/wired/Mattermost+for+JPL
The Mattermost service at JPL is a secure, encrypted chat service hosted in JPL's account in AWS GovCloud. It is approved for Export Controlled (ITAR/EAR) use and US Persons only. Mattermost is a monthly subscription service.

Slack – https://jpl.slack.com/
A cloud-based collaboration tool that brings together people, their tools and services into a single group chat platform. Use of Slack at JPL is approved for Public Access and Administrative Information only; post no export-controlled data.

Webex – https://webex.jpl.nasa.gov
JPL's institutionally supported conferencing service. Features include audio and web conferencing, Personal Meeting Rooms, and global local toll phone numbers.

Microsoft Teams
Microsoft Teams is a collaboration tool within Office 365 and used extensively by NASA. If you are invited to a NASA Teams meeting, please enter as a guest. If you need access to documents, please ask that they be emailed.

UStream – https://align.ustream.tv/Jpltv-Ustream
Live streaming platform that provides access to JPL TV's internal channels only and does not require a JPL network connection.

Whiteboarding
The OCIO is investigating digital white boarding and will be putting out guidance on next week.

Use of non-JPL devices

The regular use of non-JPL devices (e.g. personal computers, phones, etc.) to perform JPL work is not permitted. Limited, occasional use of non-JPL devices to support or perform JPL work is permitted as an alternative resource if a JPL device is inoperable or unavailable. However, using a JPL computer to connect to a personal monitor or printer is authorized.

For questions about working remotely, the Service Desk is available to help answer your questions at 818-354-4357 (4-HELP) and the 4-HELP Knowledge Base on the IT Portal https://jpl.service-now.com.