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Happy Black History Month, HRD! Black History Month originally started in 1926 as “Negro History Week” by Carter G. Woodson to encourage the teaching of black history in schools. He selected February because it’s the birth month of Frederick Douglass and Abraham Lincoln; February 1 is also National Freedom Day, which celebrates the ratification of the 13th Amendment (the amendment that made slavery illegal in the United States).
Don’t forget to fill out the Engagement and Inclusion Survey: You should have received an email from MMB with the subject line “Your voice matters! Take the Statewide Employee Engagement and Inclusion Survey by Feb. 22” that includes a link to take the survey. It takes 10-15 minutes, and answers are aggregated anonymously by MMB’s Management and Development (MAD) team. If you didn’t receive the survey, please contact MAD at 651-259-3800 or Management.Analysis@state.mn.us.
Sign up for the next Introduction to Creating Accessible Word Documents class: The next class will be held on February 9, from 9-11 a.m. If you do any work with Word documents, please consider taking this class – it introduces the basics of making documents accessible, which is not only necessary for any documents we share on our website or with external partners, but also a best practice for internal documents. (Remember: 26% of adults in the US have a disability – that includes your colleagues!) If you’re curious about what an inaccessible document sounds like to a person who uses a screen reader, check out this video from the MNIT Office of Accessibility: Screen Reader Demo – Experience Lab November 2022 (YouTube 8:44).
HRD Town Halls for 2023 are on the calendar: Last week, you should have received invites for this year’s HRD Town Hall meetings, which will be held every other month. We've staggered the meeting times and sent out the dates in advance so that the people can make sure they are able to attend. Please arrange your schedule to accommodate these meetings; we'll still be sharing the slides in the MDH_HRD Files tab, and the recordings will be available in the Stream tab if you aren’t able to join us live. The dates are:
- Friday, Feb. 17 at 1 p.m.
- Tuesday, Apr. 25 at 9 a.m.
- Friday, Jun. 23 at 1 p.m.
- Tuesday, Aug. 22 at 9 a.m.
- Friday, Dec. 15 at 1 p.m.
If you missed the meeting invites, you can add them to your calendar using the instructions on for Recurring Meeting Invites available on the Employee Onboarding Information page.
Planning and Partnerships is pleased to offer HRD staff the opportunity to attend the Collaborative Safety Advanced Practical Training: Quality Improvement. This is a great opportunity for HRD staff interested in learning more about system safety!
This course is offered through our contractor, Collaborative Safety, LLC (collaborative-safety.com). We are seeking 24 class participants to attend this Virtual training, and we still have 12 more openings to fill.
Course Dates, Time, and Agenda
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March 28, 9am to noon: Welcome, Two Views of Safety, Safety as a Bureaucracy
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March 29, 1-4pm: Inside the Tunnel, Local Rationality, Language, Activity
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April 5, 1-4pm: Common Analytical Traps, Investigation Biases, Interview Skills
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April 6, 1-4pm: Accessing Local Rationality, Activity, Wrap-Up
Course Description
The Collaborative Safety Advanced Practical Training (APT) is a 12-hour Institute that is designed for LCR, Evaluators, Enforcement, Continuous Quality Improvement (CQI), Quality Assurance or other staff involved in direct agency oversight and/or monitoring.
- The APT is designed to provide those in compliance, regulatory, and investigatory roles with key safety science concepts and skills that will enhance how reviews, evaluations, and investigations are completed. Specifically, the training will provide organizations with techniques that improve how questions are asked and information is gathered, creating a more robust and scientific way to understand and learn from incidents.
- Since HRD’s programs are diverse, these techniques will lead to recommendations for changes within our functional areas of the division. It is an opportunity for participants to take a first step in helping to create recommendations for the Division to ultimately lead to consistent meaningful change in teams.
- Research has demonstrated that when environments are structured to support a culture of learning and when questions are asked to gather more reliable and useful information, staff are better able to understand environmental and systemic features that impact decision making and contribute to such incidents being reviewed/investigated. When this is done, staff are better equipped to determine next best steps/recommendations/determinations from such reviews/evaluations/investigations.
- The first two days of the Institute lays the groundwork for the participants’ knowledge about systems safety. The content provides a framework of system safety and is designed to engage participants with a comprehensive and holistic introduction to Human Factors and System Safety. Contrasting models and approaches are presented to give participants an increased command of relevant scientific literature. Concepts and learning objectives are presented in a way that enables participants to make information meaningful.
- The last two days of the Institute is directed toward teaching participants on how to integrate safety science concepts into their everyday work. Attention is given to current roles, administrative rules, and legislative mandates so that concepts can be embedded into everyday work that is compatible with these roles, rules, and mandates.
Join your colleagues to collectively learn together and enhance our existing efforts to improve outcomes for vulnerable populations. Staff are encouraged to discuss this learning opportunity with their supervisor and consider this a part of their individual development plan.
Please reach out to Catherine Lloyd, catherine.lloyd@state.mn.us if you or your supervisor have questions.
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Name / Pronouns / Position: Kaia “Chaos” Johnson (any/all) / Budget Unit, Deposit Team
Location: Mix of Golden Rule Building and home
Tell us about your background. How long have you been in HRD? How did you get here?: A big mix. Fast food Management, International Business Finance and Logistics moving product all over the world, Horticultural professional and Supervisor, State employment included working at DHS, Facilities mailroom and the Covid Warehouse and now HRD for about two years. I kept applying for positions until a window opened up.
What's your role within HRD? What do you work on?: Receiving payments for licensure and depositing them. I work with applications and payments for licensure and the customer service involved with it.
Describe a current project you're excited about, or an accomplishment you are proud of: The Work Life Transition process has been a nice adventure, then working with some of the applicants and helping them resolve the issues that come about.
What do you like to do when you aren't working?: We like to go camping up in Voyageurs National Park. In the winter months we go on cruises. Hanging out with the grandkids. Playing in the pool. Chasing the dogs. Gardening. Then just simply relaxing and enjoying the peace and quiet.
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This week, we have the following positions available, and more are coming soon. Please share them with anyone that you think would help make HRD a better place to work!
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Health Program Representative Sr. (State Licensing), Job ID: 62723: The Advanced Credentialer is responsible for providing specialized oversight, direction, expert consultation, and training to individual applicants and facility providers to ensure licensing and certification activities are conducted in compliance with State and Federal standards, rules and regulations so that the health, safety, and rights of vulnerable Minnesotans served in facilities are protected. Closes February 13, 2023.
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Nursing Evaluator (Federal Operations), Job ID: 60496: These positions provide surveillance and evaluation of healthcare providers to confirm compliance with federal and state laws and rules related to the provision of nursing and health services. This position will be based out of the Mankato office. Closes February 15, 2023.
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Nursing Evaluator (Federal Operations), Job ID: 62842: These positions provide surveillance and evaluation of healthcare providers to confirm compliance with federal and state laws and rules related to the provision of nursing and health services. This position will be based out of the Rochester office. Closes February 16, 2023.
These positions are open to internal and external candidates. If you would like to apply, please follow the steps below:
- Sign into Employee Self Service
- On My Homepage, click on Careers and enter the Job Opening ID in the Search Jobs box and click Search.
- Click on the job title to view the job posting.
- Click Apply for This Job in the top right-hand corner.
This week’s tip is inspired by Kathy Lucas who asked, “Do you have instructions for staff to be able to share and work in a document with multiple team members?” The answer is yes!
You’re probably aware that you can work collaboratively with documents that are stored in SharePoint or Teams, documents stored in those places usually are accessible by a larger group of people – the whole federal team, or the whole division, for example. And if the document contains sensitive information, such as notes from a survey or investigation, you may want to make sure that only a small group of people can see or edit it.
This is where OneDrive comes in. Think of OneDrive like your home drive, but better. With OneDrive, you can share files with small groups of your teammates so you can work collaboratively and you need to. Anything stored in OneDrive is private by default, but you can share individual files or even folders with specific people, and you can give them different levels of access – you can share a file that they can edit, or make it so that people are only able to view the item. OneDrive also has version control and a recycle bin, so you can always restore documents that you might have deleted, or roll back changes on a file if it was changed in a way you don’t like.
How do I use OneDrive?
You can access your OneDrive from several different places; the easiest is probably from the Files tab in Teams. You can see and work with your files directly by clicking Files > OneDrive (outlined in red) as shown in the image below, or you can click the Open in OneDrive link (circled in blue) to open a browser window that will show all your files.
Saving a document to OneDrive
To save a document that you’re working on to your OneDrive, click on File > Save As and select your OneDrive from the list of options. It will look like the image outlined in green below – the blue OneDrive cloud logo with the “State of Minnesota” text next to it and your email address underneath. If you don’t see that option, you may need to log in to OneDrive, and then it will be there.
Type a name for your document in the field (circled in red) and then click Save. You can choose a folder (if you have one already) or create a new one. Things in OneDrive are only visible to you, unless you decide to share them with someone else.
Once your document is saved in OneDrive, it will save automatically in the background for you as you make changes, and will keep versions of the file in case you ever need to roll back changes. You can turn off AutoSave if you need to work offline or if you want to make edits you aren’t sure you’ll keep. The AutoSave button is in the top left corner of any Office window, and looks like a little On/Off toggle.
Sharing a OneDrive document
There are multiple ways to share any OneDrive document, but the easiest way is to use the “Share” button. (Side note: We are mostly talking about Word here, but you can share any kind of Office document – PowerPoint, Excel, etc.)
Let’s use a Word document as an example. Every week, Siobhain types up the newsletter in a Word document that lives in her OneDrive. Then, she shares the file with others for them to review before it goes out. To share a file, you click the blue Share button (outlined in red in the screenshot below) in the top left corner of the application (it’s in the same place in every Office app).
 The “Send Link” box (shown below) will pop up. There are a lot of options packed into this little box, but the most important is the “To” field (outlined in green in the image below). Type the name or email of the person you want to send the file to in that line; you can also send a file to a Team by typing the Team name there.
The default option gives people the ability to edit the file, but you can click the pencil icon (circled in red in the image below) to change it to a view-only option. People who have view-only access to a file cannot edit or make comments on a file.
From this screen you can also choose to copy a link to the file or send the link in a separate Outlook message, see who has access to the file already, and include a message to explain why you’re sending the file. Once you finish putting in the names and your message, click the Send button and an email with a link to the file and your message will be automatically sent to the recipients.
That’s it! Pretty easy, right? You can keep editing your file, and your collaborators can come see or edit it when they are ready. Or you could share it prior to a meeting where you’re all working on something together simultaneously (you can add links and attachments to meeting invites also). The sky’s the limit!
This is just a very brief introduction to OneDrive, but there are lots more resources out there to learn about it! You can check out some of them here:
Thanks to Kathy for inspiring this week’s piece! If you have a question you’d like to see answered (or you found something you think everyone should know about), please email Health.HRDCommunications@state.mn.us and we’ll put it in a future issue!
This week, HRD welcomed the following people to the division. Send them a message to say hello!
- Diane Henry, State Operations (State Triage)
- Pete Meuwissen, State Operations (State Evaluations)
- David Swinton, State Operations (State Triage)
- Shonda Wright, Policy, Rules, and Reconsiderations (Reconsiderations)
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