We’ve recently updated our FAQ on all things collaboration with as much information as we have at this time! As always, you can find a full list of FAQ on Teams. If you don’t see your question listed, why not ask it, in ETS Ask Us Anything. Please note: These answers are correct at time of publishing, but until we have the results of the Microsoft Tenant MIgration some answers will remain vague.
Collaboration Tools
Q: What is the plan to support users with their SharePoint sites?
A: ETS will not be building SharePoint sites for end users. We’ve been running some POCs to see whether PowerApps would make a suitable substitute for SharePoint sites with Infopath forms. There are still some unanswered questions surrounding Microsoft migrations and so we plan to release an overall SharePoint Site plan once we know what will easily migrate, and what is likely to break.
Q: Can I use Microsoft Teams now?
A: Yes, you can. Lilly have enabled Microsoft Teams to be used. However, it’s worth noting they have released less functionality than we plan to in future. When we migrate to the new Microsoft Tenant e.g. Elanco’s own MS instance, we believe that your files will be transferred over. There is a current concern that conversations may not be as easy to export, so please be mindful that this might be more difficult. We are working through the complexities of migrating Microsoft tenants at the moment.
Q: How do I use Microsoft Teams?
A: We’ve written some hints and tips for you here: How to Use Teams
Q: Can Teams be used for Red CCI?
A: Lilly have approved Teams for Red CCI (See Lilly O365 Help ) ETS will be aiming for the same when we move to the new Elanco MS tenant
Q: What will replace The Loop?
A: We are currently working awaiting a full set of requirements for this capability. We’re working with some key stakeholders to gather these before selecting an appropriate technology.
Q: How will be store and share files in future? Will it be Box?
A: Elanco will be moving away from Box and instead use a Microsoft product called OneDrive. OneDrive will allow users to store files, and to share them with other employees, and externally where appropriate. You may have seen OneDrive already being used in Lilly.
Q: Should I move all my documents over to OneDrive from Box?
A: OneDrive is going to be the tool of choice in the document storage/sharing space in Elanco’s future. We know that Lilly have turned OneDrive on, but they are excluding Elanco employees from communications to avoid confusion. Please cascade the message that whilst OneDrive will be a future tool for Elanco, users should not migrate all documents from Box to OneDrive at this time. Users are welcome to explore OneDrive to familiarise themselves with the tool, but please advise against using OneDrive as the default storage solution until further notice. Migrating all the Elanco files from Lilly to Elanco’s Microsoft tenant is a complex job which we are in the planning phases of now.
Q: What are we going to use for External Collaboration?
A: There are three potential tools which we could make use of in this space - SharePoint, Teams and OneDrive, each is designed with a different use case in mind. When we initially proposed designs, it looked as though OneDrive would be the tool of choice, but we’ve recently added an O365 consultant to our productivity team who believes that we might want to consider more options to give better flexibility and governance to external collaboration. We will be able to share more guidance in the next few weeks after they’ve made their proposal.
Q: What Microsoft License will I get?
A: ETS have purchased E5 licenses for all Elanco users for the next 3 years.
Q: Will we still have digital signage e.g. Lilly TV?
A: ETS are currently working with Corporate Comms to assess whether Zoom would be a suitable replacement for LillyTV. In the next phase, a POC will be run to determine if it is suitable.
Q: What training will be available?
A: ETS are working with our partners at WWT to design a training plan. We are currently trying to plan where to best target our limited resources to provide the most value to Elanco. Our preference would be to provide training through a number of different channels to respect the fact that people learn in different ways, but this needs to be balanced against the amount of change coming, and the amount of people we have to deliver the training to. Topics which are being considered for training are:
- Windows 10 & O365 products
- Microsoft Teams & telephony
- VPN, VDI, Fax / Print
- Meeting rooms & Web conferencing tools
We’ll have more updates in the next week or two.
**Video Conferencing
Q: What will be the voice and video conferencing software in the future?**
A Microsoft Teams will be the standard offering for enterprise voice/video in Elanco.
Q: What’s going to happen to Skype?
A: Skype will be replaced with Microsoft Teams in future.
Q: But I like Skype! Why are we changing?
A: Microsoft are retiring Skype for business in July 2021
Q: We use Skype EV to make phone calls, what’s going to happen there?
A: This question will be covered in the telephony FAQs as soon as we have a clear answer. At the moment the cutover approach isn’t 100% clear due to the tenant migration POC.
Q: What is Zoom?
A: Zoom is an enterprise video conferencing tool which allows you to hold online meetings from laptops or mobile devices. Your license will allow you to host up to 200 people in a meeting for unlimited minutes. Zoom allows you to make video calls, share your screen, whiteboard ideas and ask questions/polls in a meeting. You can even split your participants up into breakout rooms to run virtual workshops and training. There’s also an Outlook plug in, to help you schedule your meetings as you would with Skype or Teams.
Q: When should I ask for a Zoom license?
A: Microsoft Teams will be the standard offering for enterprise voice/video in Elanco. There are specific use cases where we believe that Zoom is a better fit. E.g. When you are holding meetings and one or more participants may have a poor network connection, when you are holding larger meetings which require additional features like polling, and when you are running meetings which require participants to be broken out into separate calls, and brought back together.
Q: How do I request a Zoom license?
A: In future asking for a Zoom license will be a request in our shiny new Service Catalogue, but until then you can find out more and request an account using the following form. Please note, there will be chargeback for this service of $180.10 a year per license.
Q: Do participants to my Zoom meetings also need a Zoom license?
A: No, you only need a license to host Zoom meetings, not to join them
Meeting Rooms
Q: What will meeting rooms look like in the future?
A: Templates available here
Q: How will I be able to book meeting rooms in the future?
A: When the tenant migration has completed, there will be an Outlook booking system like the one which is used today. In the interim period, sites are likely to have to manage meeting room bookings using a paper based system, as Lilly will not be adding new Elanco rooms to their Outlook directory.
Q: Will my site get new meeting room equipment?
A: If your site is moving location or is completely new, equipment will likely be funded under Project Stallion. The technology provided will be standardised based on the new meeting room templates here. If you are a site which is not changing location, this will depend. The compatibility of the equipment with new software may play a role, or if your site chooses to upgrade out of its own budget. All new equipment purchased must be in line with the new templates above in order to be compliant. We’re working on more guidance in this space.
Q: Can I use meeting room equipment with both Teams and Zoom?
A: Yes. You will run a meeting from your laptop and the technology is compatible with both Teams and Zooms calling.
Q: Will we still have QuickBook at my site?
A: QuickBook will not be a centralised service funded for/ provided by ETS.
Q: How will meeting room equipment be maintained/supported?
A: If there is a problem with any of the equipment in the room, this will need to be reported through Service Now. The ticket which be assigned accordingly, depending on whether you have on site technical support or not.
Q: What about firmware updates to hardware?
A: This will be managed by ETS, but will rely on a community to physically apply the updates to devices at a site. Firmware updates are only needed to enhance features, they are not critical for the security of the devices, and devices will continue to work without them.
Q: How will users know how to use meeting room equipment?
A: The technology in the room is very simple, and does not need any extensive training, as essentially it is just ‘plug and play’. The current plan is to produce ‘cheat sheets’ to be displayed in rooms where new equipment is installed, and we are looking to create knowledge articles in a centralised place.
Q: My site has a training room/boardroom, who is responsible for this?
A: Training rooms will be the responsibility of local Facilities teams. In the case of the training room also needing conferencing abilities these should be compatible with the Logitech devices, . We encourage sites to utilise the new Meeting Room technology templates for boardrooms.
Q: Can we buy a touchscreen/digital whiteboard?
A: All screens, including any touchscreen devices will be the responsibility of Facilities. These screens will not be provided by ETS, and therefore not supported by ETS. Please note due to security considerations, ETS will not allow unsupported devices to connect to the Elanco Network.