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Happy Friday, HRD! Hopefully you were able to enjoy the day off yesterday and take some time to celebrate the veterans in your life. Veterans Day was originally called Armistice Day, and marked the anniversary of the end of World War I (November 11, 1918). In 1954, Congress changed the name to Veterans Day, making it a holiday to honor all American veterans, not just those from World War I.
Open Enrollment is open until November 17! You can sign into Self Service to choose your benefits. This year, you’re also able to choose a dental plan and enroll in Short-term Disability coverage. You can find more information about the options on SEGIP’s 2022 Open Enrollment website.
Deputy Commissioner Kelly is requesting help with COVID case intake for the next four weeks. There’s a backlog of cases due to spikes related to the Delta variant, and numbers are expected to continue rising over the next few weeks. MDH is requesting assistance from staff to spend time working on case intake, as part of their regular work time or approved overtime. Help is needed on weekdays and weekends, including on Friday, November 26, and the work is entirely virtual. If you’re willing to help, please talk with your supervisor and sign up on the MDH Case Intake Sign Up form.
Over the next month, MNIT will be rolling out some changes to the phone systems that will affect how we use our desk phones. The change is happening for legal compliance, for safety, and to make sure dialing is uniform for all MNIT’s phone solutions.
This shift will mean that, to call someone from a desk phone, you will just need to dial the area code and phone number – no 1 for long distance or 9 to dial outside. This also means that you’ll need to dial the full number to reach others in your building or agency, rather than a 5-digit extension.
This change only affects CISCO VoIP desk phones and Jabber softphones, so if you primarily use Teams for calling people, you won’t be affected. We’ll have more information over the next few weeks about the specifics of the change and how it will be rolled out.
We have two positions available this week! The posting for a Supervisor will be used to fill two (2) vacancies; one position will supervise a team in the Federal Evaluation unit and the other position will supervise a team in the Rapid Response Survey and Review unit.
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Health Facility Evaluation Supervisor 1, Job ID: 50290: This position supervises investigators in the Licensing and Certification Program. The Rapid Response Supervisor will supervise surveyors who complete complaint investigations and the Evaluation Supervisor will supervise surveyors responsible for the evaluation of health care provider organizations to ensure compliance and the provision of quality care. This position will be expected to supervise staff located in the metro area and greater MN. Closes November 16, 2021.
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Evaluation Workload Specialist, Job ID: 50264: This position will provide ongoing workload distribution and monitoring for all Federal and State evaluations and investigations within the Health Regulation Division. The incumbent will provide communication and ongoing maintenance of workload schedules to maintain an equitable workload for all evaluators. Closes November 18, 2021.
If you are a current State employee and want to apply for this position, please follow the steps below:
- Sign into Employee Self Service.
- On the State of MN Self Service Page, click on “Careers,” enter the Job Opening ID in the search box and click “Search.”
- Click on the job title to view the job posting.
- Scroll to the bottom of the job posting and click “Apply.”
This week’s tip is thanks to Betsy Hammer, who asked if we could talk more about how to share documents without emailing them back and forth. This is a huge topic, so we’re just going to scratch the surface here, but we can talk more about it in future issues.
Before we dive in, let’s talk about “the cloud.” When we talk about something that’s stored in the cloud, we mean it’s on the internet rather than limited to a particular computer – in our case, that means it lives in Teams, SharePoint, or OneDrive. This allows us to do things like share and edit files without creating a bunch of copies, access files from multiple devices, and most importantly, it means we don’t lose all of our files when our computer gets broken or stolen.
Let’s assume we have a file we want to share– it lives in our Teams, or on SharePoint, and we want to send it to a colleague so they can see it or edit it. Because this file lives in the cloud, we can send them a link to the file, and then they can access the same file we have. To make this easy, the first step is to open the file you want to share (you can open it in a browser, or your desktop app, whichever one you like).
In Outlook, click New Email to start a new message. You’ll see a section in the Message tab called “Include” – this is where you can attach a file or send a link.
If you click on the down arrow next to “Attach File” or “Link” (circled in red on the image above), you’ll see a list of the files you’ve had open most recently. Underneath the file name, you can see where that file lives, and ones that are in the cloud will have a little cloud icon next to them. In the image above, you can see that the file outlined in green lives in Siobhain’s OneDrive, but there are also files in the list on her computer (C:\) and on the pool drive (L:\).
Because we just opened the file we want to share, it should be at the top of our list. Select the name of the file. Outlook may ask you if you want to attach the file as a copy or as a link – select Share link, and your file will show up at the top of your message with a little note that “Recipients can edit” and the cloud icon next to the name.
Some notes about this:
- There’s no real difference between “Attach File” and “Link” if you’re sharing a cloud file. If you use “Attach File” the person will be able to open the file from their email like any other attachment, and a link will require them to open the file in a browser. Pick whichever one you like best.
- The files in the “Link” list don’t have the little cloud icon – you can’t send a link to something that isn’t in the cloud. But they still show the location of the file, so you can easily determine if it’s the right one.
That’s it! You’re ready to send your file, and any changes your colleague makes will be visible in the file for both of you. Next week, something a little more advanced – sharing files directly from a browser or desktop app.
If you have an idea for a tip you think people should know about, or a question you’d like answered, send us an email at Health.HRDCommunications@state.mn.us and we’ll put it in a future issue of Have You HRD?
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