Digital – DND Guidelines for Hybrid Work

Table of Contents

• Introduction
• IT Equipment
• Hybrid Collaboration Technology and Boardroom Enhancements
• Streamlined IT Onboarding and Device Allocation
• Advancing Productivity with AI
• Ongoing User Engagement and Feedback

Introduction

The Digital Services Group (DSG) is leading the "Digital" component of the implementation of the Common Hybrid Work Model and the Return to Office (RTO) directive. To enable the Common Hybrid Work Model and the RTO, DSG is carrying out various digital initiatives to create a more adaptable, cooperative, and safe work environment for the Defence Team.

IT equipment

To facilitate a flexible workforce, DSG is shifting from stationary workstations at each desk to personal mobile devices, such as laptops and mobile phones, while providing shared workspace with suitable peripherals to improve the work quality and efficiency, including dual monitors, and user-friendly docking stations for other peripherals. This approach resembles the military "One Person, One Kit" approach. While this may not be suitable for every unit and individual, it enhances the flexibility of the Defence Team to fully leverage our campuses and installations. To address accessibility issues and other situations, a limited number of fixed WorkPoint computers will remain and be clearly identified for shared use, as required. Additional peripherals for remote use maybe requested through Service Management Centre, subject to individual circumstances.

In the NCR, DSG team is working in close collaboration and in a consolidated effort with L1s accommodation to provide/replace IT assets in office spaces to address the hybrid posture and continuously modernize our digital tools and infrastructure.

If you have any issue with IT equipment in a workspace, please contact the service desk or leverage the online IT service portal (accessible only on the DND network).

For any other IT equipment needs, all L1s can communicate their priorities through their local Service Management Center and L1 IT representatives, who will work with DSG business requirement management team (+DBRM@CIOG DBRM@Ottawa-Hull), to ensure your most pressing needs are attended to.

Hybrid collaboration technology and boardroom enhancements

The DSG team and local IT services are continuously enhancing collaborative spaces and boardrooms with smart audio-visual bars and D365-enabled video-conferencing systems. Most rooms have already been upgraded in support of RTO and hybrid work. Users are reminded to please read printed instructions in these collaboration spaces and to never tamper with the installations to avoid issues for others. Report any issues to your service desk (accessible only on the National Defence network) with applicable details.

Streamlined IT onboarding and device allocation

Service Management Centres (SMC), such as DIMEUS in the National Capital Region (NCR), continuously improve IT onboarding and device allocation processes to improve productivity for new staff and user experience during postings and job transitions. In order to provide Defence Team members with DWAN and D365 accounts, laptops, PKI cards and other required digital items in a timely manner, leaders and managers are encouraged to submit associated service requests (accessible only on the DND network) as soon as they receive confirmation of new staff (public service employees, contractors, and military members) joining their organization. In the NCR, DIMEUS will contact new employees to schedule appointments at one of the four IT kiosks spread across the region to provide simplified onboarding services.

Defence Digital Workplace Modernization (DDWM) Initiative

As part of a strategic vision for a modern digital workplace, the Defence Digital Workplace Modernization (DDWM) initiative will continue to transition innovative user-centric solutions to ensure an accessible, collaborative, and productive work environment. These initiatives include a commitment toward enhanced mobility through portable IT and wireless, enhanced hybrid experience, leveraging D365/Teams, modern video teleconference rooms and workplace reservation applications, and solutions for classified environments. Most of these solutions are either available today, or in pilot phase, and will be scaled up over the Fall 2024 to meet L1s needs.

Advancing productivity with Artificial Intelligence (AI)

The potential of artificial intelligence (AI) to revolutionize workplace efficiency is immense. As part of the DDWM initiative, the DSG is enabling the integration of AI tools, such as M365 Copilot, into the daily routines of staff. This initiative is not just about automating tasks but also enhancing creativity and decision-making processes within the D365 environment. The approach includes not only the implementation of Generative AI tools but also commencing exploration later this fall into how these capabilities can be expanded in the near future and refined to better serve the needs of the DND/CAF and its diverse functions.

Ongoing user engagement and feedback

The DSG and its local partners work to continuously improve digital solutions that can better meet the different needs of DND/CAF users and enhance operational effectiveness. The Defence Team engagement and feedback is important to us. For any questions, suggestions or unique requirements, please contact your respective IT service delivery organisations, such as SMCs, or IT representative working with our business requirement management team (+DBRM@CIOG DBRM@Ottawa-Hull).