[Announcement] Action Required: Preparations for VDI Migration

Action Required: Prepare for VDI Migration

As part of the upcoming VDI migration, please note the following important instructions regarding your data:

Note: Your data will NOT be automatically migrated. You MUST upload ALL of your data from Documents, Desktop, and Downloads folder to Marubeni Box.

**If you have files or folders stored under C:\, upload those as well.

Please note: SYPL will not transfer any data on your behalf before or after the migration. It is your responsibility to upload and manage your own files in Box.

Please follow these steps:

• Avoid uploading files directly from Cloudrive.

• Use the Box Web interface to upload your files.

• Go to http://marubeni.box.com

• Select the folder: #X_<YourUserID>

• Choose an existing subfolder or create a new subfolder:

  • Click “New +”

  • Select "“Folder” to create a new one

• Upload your data:

  • Select “File Upload” to upload individual files

  • Or “Folder Upload” to upload entire folders

Important: After you’ve uploaded your data to Box, please continue saving any new files directly to Box - or begin working exclusively from Box - to ensure that all of your data is capture before the migration date.

It is important that you complete this task as soon as possible to avoid any data loss during the migration.

If you have any questions or need assistance, feel free to send email to helpdesk@marubeni.com.

Thank you for cooperation and prompt attention to this matter.

Systems Planning Team

[Announcement] Upcoming Launch: New Virtual Desktop Service This Summer!

GET READY - COMING THIS SUMMER!

As the end of support for Windows 10 approaches, we are excited to announce that the Systems Planning Team will be launching a NEW and improved virtual desktop service this summer!

This new service will offer:

• Upgrade standard specifications for better performance

• A secure, flexible, and reliable cloud-based solution powered by Microsoft

• Access via a Microsoft Azure Virtual Desktop subscription

This upgrade is part of our continued efforts to enhance performance, user experience, and security across the organization.

ENHANCED VDI PERFORMANCE

Enjoy a faster and more efficient virtual environment with:

• 4 virtual CPUs

• 16GM RAM

• 128GB of storage

UPCOMING ANNOUNCEMENTS

Stay tuned for upcoming announcements about:

• Initial setup

• Migration work

• Deployment schedule

[Announcement #3] New Windows 11 PC

Dear MAC Colleagues,

As we prepare for the upcoming replacement of our current PCs, we want to ensure everyone is informed about the exciting new features and configurations that will soon be at your disposal.

Reminder: VDI will remain the primary IT workspace, while the PC will serve as an emergency workspace. Data on the PC will not be backed up and is less secure against physical theft or damage. Please continue to prioritize VDI where feasible.

[Enhancements]

Bluetooth audio usage: You’ll be able to use your AirPods or any other Bluetooth audio devices with your new laptop.

[Security Measures]

• Box continues to be the primary data storage, and Cloudrive will not be available on new laptop (only in VDI).  SYPL will implement data clean-up mechanism to delete old data in Download folder.

• Let us remind you that PC screen should be locked when leaving your desk.  Don’t forget to Ctrl+Alt+Del > Lock !

[Schedule]

SYPL will start setting up new laptops in mid-May. We will inform you when we’re ready for distribution.

[What You Need to Do Now]

• We urge you to review procedures regarding lost devices. Losing a PC containing business data can have significant consequences.

• Access the Lost or Stolen Device — Marubeni IT Portal Site (squarespace.com) using the password: sypl

• Please make sure you have access to your personal cabinet and keys, for storing PCs unattended in-office. If you have issues with your cabinet, please contact your local ADMI for support.

• Adapting to the new PC usage may require some adjustment. Further instructions on the replacement process will be communicated in forthcoming announcements. Please ensure you do not miss our emails!

Thank you for your attention to this important update. We look forward to rolling out these improvements and ensuring a smooth transition for everyone.

[Previous announcements]

Blog — Marubeni IT Portal Site (squarespace.com)

Best regards,
Systems Planning Team

[Announcement #2] New Windows 11 PC

Dear MAC Colleagues,

As we prepare for the upcoming replacement of our current PCs, we want to ensure everyone is informed about the exciting new features and configurations that will soon be at your disposal.

Reminder: VDI will remain the primary IT workspace, while the PC will serve as an emergency workspace. Data on the PC will not be backed up and is less secure against physical theft or damage. Please continue to prioritize VDI where feasible.

Below, you'll find a detailed explanation of these enhancements and how they can benefit you:

• USB-C Cable for Power & Display: Say goodbye to cluttered cables! The new PCs will utilize USB-C cables for both power and display connectivity. This streamlined approach not only simplifies your workspace but also offers faster data transfer speeds and compatibility with a wide range of devices.

• SureView for Enhanced Security: Protecting sensitive information is paramount. That's why the new PCs come equipped with SureView technology, providing an additional layer of privacy and security. SureView prevents visual hacking by limiting the viewing angles of your screen, ensuring that only you can see what's on your display.

For more information visit https://support.hp.com/bg-en/document/ish_9146279-9146323-16

• BitLocker PIN at Startup (New for Laptop Users): Security is our top priority. Laptop users will now have the added protection of BitLocker PIN at startup, further safeguarding your data from unauthorized access. Rest assured that your information remains secure, even in the event of a lost or stolen device.

• This will be a 4-digit PIN you will need to enter BEFORE the Windows login.

• SecureAccess (Akamai EAA/ AkamaiZeroTrust) for Remote Work: Working from outside the office? No problem. With SecureAccess powered by Akamai EAA, you can securely access company resources and applications. Whether you're working from home, on the train, or a client's site, rest assured that your connection is safe and encrypted.

• Note: You do NOT need to connect to Akamai EAA for VDI usage, this only applies if using Outlook or Teams outside of VDI.

• Versatile Use Cases for New Laptops: Our new laptops offer versatility like never before. Here are some exciting use cases to consider:

·         Closed + Curved + Wireless Keyboard/Mouse: Enjoy a compact and ergonomic setup for focused work sessions.

·         Open & Curved as Second Display: Transform your laptop into a secondary monitor for multitasking or collaboration.

·         Conference Room: Take advantage of the built-in features for seamless presentations and video conferences.

We're confident that these new features will enhance your productivity, security, and overall computing experience.

[What You Need to Do Now]

• We urge you to review procedures regarding lost devices. Losing a PC containing business data can have significant consequences.

• Access the Lost or Stolen Device — Marubeni IT Portal Site (squarespace.com) using the password: sypl

• Please make sure you have access to your personal cabinet and keys, for storing PCs unattended in-office. If you have issues with your cabinet, please contact your local ADMI for support.

• Adapting to the new PC usage may require some adjustment. Further instructions on the replacement process will be communicated in forthcoming announcements. Please ensure you do not miss our emails!

Thank you for your attention to this important update. We look forward to rolling out these improvements and ensuring a smooth transition for everyone.

Best regards,
Systems Planning Team

[Announcement] New Windows 11 PC

[Benefits of Replacing Desktop PCs with Laptop PCs]

• Improved convenience for meeting and business trips

• Enhanced work efficiency on-the-go

• Elimination of the need for users to request loaner laptops each time

At the new MAC headquarters, designated collaborative spaces have been established. However, many users without laptops are unable to utilize these areas effectively, reducing daily work efficiency. Using laptops will address this issue.

*Note: This initiative aims to expand available options and does not restrict the utilization of VDI from personal computers.

[Introducing the Windows 11 HP Elitebook 830 G10]

[What You Need to Do Now]

• We urge you to review procedures regarding lost devices. Losing a PC containing business data can have significant consequences.

• Access the Lost or Stolen Device — Marubeni IT Portal Site (squarespace.com) using the password: sypl

• Please make sure you have access to your personal cabinet and keys, for storing PCs unattended in-office. If you have issues with your cabinet, please contact your local ADMI for support.

• Adapting to the new PC usage may require some adjustment. Further instructions on the replacement process will be communicated in forthcoming announcements. Please ensure you do not miss our emails!

[Frequently Asked Questions]

• Will we continue to use VDI?
  YES! VDI will remain the primary IT workspace, while the PC will serve as an emergency workspace. Data on the PC will not be backed up and is less secure against physical theft or damage. Please continue to prioritize VDI where feasible.

• Will VDI remain on Windows 10?
  Yes, for the time being. A transition to Windows 11 for VDI will be announced separately at a later time.

• Do I require approval from my general manager to take the PC out of the office?
  Company policy will be revised to eliminate the necessity for approval from the information manager during the next annual company policy review. Until then, we plan to make adjustments so that individual approvals will not be necessary. Further details will be communicated.

• What if I prefer not to carry my company PC?
  You have the option to leave it securely in the office, either stored in a locked cabinet or chained to your desk.

• What if I currently use a non-standard desktop for business purposes?
  Please await communication from Helpdesk; we are aware of your needs and will address them separately at a later date.

• Am I allowed to keep the current Windows 10 PC if it's going to be discarded?
  No, MAC does not provide PCs for personal use to individuals as a company policy.

• Can I use my own Bluetooth audio devices?
  Currently under evaluation in MC HQ.  Bluetooth audio usage will become available in near future.

We appreciate your attention to these updates and look forward to a smooth transition to the new PC system.

Best regards,
Systems Planning Team

Tips for Securing Your Remote Office

After months of remote work, you have become a “work from home” pro. However, there may be some areas where you can improve your home office cyber defenses. 

Here are some tips/recommendations to protect your computer while telecommuting.

1. Device

• Keep your Private PC up-to-date

a. Make sure your antivirus is updated on daily basis

If your PC is Windows 8.1 and above, you have Windows Security or Windows Defender Security Center already installed on your device

b. Install Windows updates on a monthly basis

Make sure to turn on automatic updates in Windows Update to keep Windows, Microsoft Office, and other Microsoft applications up to date

c. Keep all software up to date including VMware Horizon Client, Zoom

• Keep your mobile device up-to-date

Make sure OS & apps on your mobile device are up to date.

2. Wi-Fi

• Keep your Wi-Fi Secure

1. WPA2 or higher recommended

2. Change factory default SSID and password on your home Wi-Fi router

*Please contact your Internet Service Provider if you need support checking above settings.

• Avoid public Wi-Fi

Unsecured, free Wi-Fi hotspots pose tremendous risks of Man-in-the-Middle attacks, where a hacker could eavesdrop all the data sent from your mobile devices. Thus, keep the usage at minimal, and never log into any accounts or Apps that contains sensitive information while on the unsecured/free public Wi-Fi.

If Public Wi-Fi connections are not trusted or unsecure, please use mobile tethering instead.

3. Avoid Malware

• Browse the web safely

Avoid visiting sites that offer potentially illicit content. Many of these sites install malware on the fly or offer downloads that contain malware

• Stay away from pirated material

Avoid streaming or downloading movies, music, books, or applications that do not come from trusted sources as they may contain malware

• Do not use USBs or other external devices unless you own them

To avoid infection by malware and viruses, ensure that all external devices either belong to you or come from a reliable source

For any questions or concerns, please contact HELPDESK at helpdesk@marubeni.com.

Phishing vs Spam: What is the difference?

While there are many tools in place to filter and block a large volume of phishing or spam emails, some of these messages may be still delivered to your inbox. Please make sure you understand the difference between a spam and phishing email and how to handle each type of message.

What is spam?

Spam is unsolicited and unwanted junk email sent out in bulk to a wholesale recipient list. Typically, spam is sent for commercial purposes. Oftentimes spam messages are from a company trying to sell you something. However, spam email can also contain a malicious attempt to gain access to your computer, so email security becomes an important defense.

Examples of Spam:

®    Advertising (retailers, dating sites, online pharmacies, gambling)

®    Get rich quick schemes (You've Won!, Claim your prize)

®    Hoax virus warnings

®    Chain emails

Received a Spam Email?

If a spam email message is delivered to your inbox, you can block the sender by adding it to the Block Senders list. Click HERE for instructions.

If you are not sure if it’s spam or phishing, please report it to us by using Phish Alert Button (see below for instruction) for further analysis.

What is phishing?

Phishing is a common type of cyber-attack that everyone should learn about to protect themselves. Phishing attacks are fraudulent communications that appear to come from a reputable source. The goal is to trick the recipient into giving away sensitive data or to install malware in the form of spyware on the victim's system.

Examples of Phishing:

®    Request personal information

®    Direct users to open a link or unexpected attachment

®    Verify account information and/or password

®    Convey a sense of urgency

Received a Phish Email?

If you received a message that you believe is phishing, use the Phish Alert button in Outlook to report it.

Upon clicking, the email will be deleted from your inbox and forwarded to MAC Systems Planning Team (NYKSYPL) for analysis immediately.
Here is additional information about the Phish Alert Button that may be helpful:  How do I Use the Phish Alert Button in Outlook?
By using this new button, you will help us to keep our organization safe and defend against cyber-attacks.

[Notice] Phish Alert Button in Outlook

You may notice a new “Phish Alert Button” in your email client today. (If not, please close and re-open Outlook.)

 Please click this button whenever you receive a suspicious or potentially dangerous email. Upon clicking, the email will be deleted from your inbox and forwarded to MAC Systems Planning Team (NYKSYPL) for analysis immediately.

Here is additional information about the Phish Alert Button that may be helpful:

How do I Use the Phish Alert Button in Outlook?

By using this new button, you will help us to keep our organization safe and defend against cyber attacks.

Thank you for your participation.

[SERVICE DESK - Tips & Tricks]: Login & Ways to Submit a ticket

NYKSYPL Service Desk is now LIVE!!

SolarWinds Service Desk is a web-based automated ticketing systems solution that helps NYKSYPL team manage your IT support requests. You can use Service Desk to submit support requests, view and update your tickets as needed. 

Ways to submit a ticket

You can submit a HELPDESK ticket using any of the following methods:

Using the Service Desk web portal: https://marubeniamerica.samanage.com/login

By Email:  helpdesk@marubeni.com   

If none of above 2 options are available,          

By Telephone: +1 (212) 450-0694  

The most efficient and direct way to enter your request is through the Service Desk web Portal.

Login to Service Desk Portal

1. Go to https://marubeniamericacorporation.samanage.com/login

2. Login using your Marubeni email address

   • If this is your very first time accessing the Service Desk Portal, don’t worry because your account already exists, click Forgot Password to receive a reset link via email. Click HERE to access guide.

Create a ticket using the Service Desk Portal

The New Ticket menu on the Service Portal (https://marubeniamericacorporation.samanage.com/login) will allow you to create a new support request ticket.

After searching the FAQ and Solutions menu, if you are unable to find the answers you are looking for,  you can log an incident to request help from NYKSYPL Team. 

1. Login to Service Desk Portal (https://marubeniamericacorporation.samanage.com/login

2. Click New Ticket tab

3. Enter Subject

4. Enter Description of the issue (attach images if necessary by clicking Attach Files)

To ensure time efficient resolution, please provide as much information as possible in the New ticket window.  This decreases back and forth correspondence. 

5. Click Create New Ticket when done to submit it. 

For more information regarding Service Desk, click HERE to view user guide.

Introducing NYKSYPL New Service Desk!

Hi Everyone,

We’re excited to announce that we are rolling out a new IT Service Desk that will help you communicate with NYKSYPL IT Team more easily.

In addition to improved communication, you will have access to a new and improved Service Portal. This will enable you to:

• Submit new tickets

• View your current and previous requests

• Request specific services like new account, shared mailbox, and much more

• Find answers to common questions via the FAQ section

Please mark your calendars for all that is to come, as your new NYKSYPL Service Desk will be live as of June 1st, 2020.

Once we go live, you can submit tickets directly from the service portal or by sending email to helpdesk@marubeni.com

Important Note: NYKSYP department emails like Main21@marubeni.com and Webfilter@marubeni.com will remain active and can still be used.

Here is how it works:

Option 1 – Open a ticket by sending email to HELPDESK helpdesk@marubeni.com

When you send an email to HELPDESK, you will receive a reply email from the HELPDESK member that has been assigned to your ticket, the email will look similar to this:

When replying to email, make sure to add your comments above the line indicated in order to update your ticket properly.

You can also click on VIEW DETAILS to update the ticket directly from the Service Portal. If you have not setup password for Service Desk, please follow the steps HERE to setup your password.

Note: When replying to Service Desk emails, you will be replying to NYKSYPL Service Desk support@marubeniamerica.samanage.com

Option 2 – Submit ticket from Service Desk portal

1. Login to Service Desk Portal

2. Go to http://marubeniamerica.samanage.com/login

3. Enter your email and password. If you don’t remember your password, click Forgot your password  get a link via email to reset it. For password reset guide click HERE.

2) Click New Request tab >  Create New Ticket

               Or click New Ticket tab.

3) Enter the details of your request or problem and click Create New Ticket

You will receive email notifications requesting your ticket as indicated in Option 1 above.

The new NYKSYPL Service Desk has a lot awesome features that we will be sharing with you soon so stay tuned!

If you have questions, please do not hesitate to contact the HELPDESK (HELPDESK@marubeni.com).

Thank you,

NYKSYPL | Marubeni America Corp.