July 2007 

In this issue:

arrow left Feature: Travel Unit adds "daily huddle' to routine
Moreno heads Hispanic employees network
arrow down Interviews should reflect diversity, core values
arrow down Core Values:Wise use of our training resources
arrow down Training
   
 

 

Travel Unit adds 'daily huddle' to routine

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Travel Unit staff (from left) Barb West, Tami Woodward, Barbara Rector and Kaino Dionne (via speakerphone) hold their "morning huddle" with Jerry Berg.

It's 8:30 a.m. on a typical weekday. Members of the DHS Travel Unit gather in an open area adjacent to their cubicles. One of them calls a unit member outstationed at Public Health in Portland, and the "morning huddle" begins.

Unit manager Jerry Berg discusses how a new situation will affect the unit's work. Barbara Rector leads a brief discussion about the reason for multiple calls from one of the DHS institutions about its travel claims. Tami Woodward asks some questions about a new procedure, and Berg makes sure she and everyone else understands the process. Berg writes a note about this on the "Hot Topics" whiteboard on the cubicle wall.

Shawn Jacobsen, DHS interim controller, drops by to briefly discuss plans for the unit to make a presentation about their "Lean Daily Management System" process to other DHS managers that afternoon.

All topics covered, the huddle ends and participants head back to their cubicles to get on with the day's work.

The daily huddle is a key component of the Lean Daily Management System.

"This change of strategy is about involving employees in daily work planning," says Fariborz Pakseresht, chief administrative officer. "A process is needed to help organizations develop the new culture and discipline necessary for lean success, and LDMS is that process."

DHS Finance, including the Travel Unit, is piloting the department's lean process, which is expected to extend to the rest of the department in coming months and years.

The daily huddles are held to:

They're "stand-up" meetings, a maximum of 10 minutes long. They're held in the team's work area, with a display board that contains a calendar, "hot topics" board and other components. All decisions, actions and next steps are written on the display board, but no minutes are kept or distributed.

If you're interested in learning more about the lean process, contact Priscilla Cuddy, 503-947-5224, priscilla.cuddy@state.or.us or Cheryl Nordhagen, 503-945-5750, cheryl.nordhagen@state.or.us

Gary Whitehouse, 503-945-6934, gary.whitehouse@state.or.us


Moreno heads Hispanic employees network

Alberto Moreno assumed the presidency of the Oregon State Hispanic Employees Network at its June meeting in Salem.

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Alberto Moreno, left, talks with Concepcion Guillen de Heacock of the Employment Department at a recent OSHEN meeting.

Moreno is migrant health coordinator for DHS, a position he has held for about five years.

His main mission is to help establish and nurture migrant and community health centers throughout the state.

"We have more than 174,000 migrant and seasonal laborers in Oregon," Moreno says. "And they don't have the same access as other Oregonians to medical care for language, cultural and financial reasons."

The Migrant Health program has received more than $3.9 million in federal funding over the past five years, which has helped to set up four new migrant/community health centers.

A 2006 graduate of the DHS Leadership Academy, Moreno is a bilingual-bicultural child and family therapist. He previously worked in that field in Chicago and in Vancouver, Wash., before joining DHS.

He hopes to revive OSHEN as a force in Oregon state government. It was established by executive order by Gov. John Kitzhaber in 1996 to provide recruitment, development, training and mentorship opportunities for Hispanic persons in state jobs.

Moreno also sees it as a two-way street, with OSHEN helping DHS and other state agencies with succession planning.

"As many as 40 percent of senior management positions in state government will be lost to retirement in the next 10 years, so that could create a leadership vacuum," he said. "We're interested in helping to fill that vacuum, but more than anything, we want to make sure that the state's workforce reflects the changing demographics of Oregon. We'd like to see bicultural and bilingual staff throughout the state, who are able to provide services in a way that is culturally and linguistically competent."

OSHEN hopes to work with DHS and other agencies to provide mentoring to young, upcoming leaders as well as those who are still in colleges and universities. A mentorship proposal he developed as his Leadership Academy project is currently being considered by DHS administrators.

Multicultural mentoring is another "bilateral learning opportunity," Moreno said. The person being mentored receives many benefits, and the agency's leaders gain insight about the needs and abilities of diverse members of the community.

Download a brochure about OSHEN (PDF)

For more information, contact Alberto Moreno at 971-673-1268 or alberto.moreno@state.or.us


Interviews should reflect diversity, core values

The Office of Human Resources encourages all managers to consider the department's core values and diversity goals in all steps of the hiring process, including interviews.woman being interviewed

DHS is committed to diversity, multiculturalism and community and is actively engaged in recruiting and retaining a diverse workforce. DHS also is striving to become a values-driven organization. Hiring people who exemplify our values, diversity and cultural competency is critical to the services that we provide and our work environment.

The interview process is a critical component of our selection process. Interview teams may comprise management staff, represented staff, community partners or DHS partners. Your human resource analyst is also available to serve on interview teams. To the extent possible, your interview team should also be diverse in terms of age, gender, ethnicity and work experience.

We strongly encourage you to consult with the human resource analyst assigned to your area concerning the interview and selection process.

Here are some sample interview questions that address our core values and diversity goals.

Core values questions

Integrity

Stewardship

 Respect

Responsibility

Professionalism

Diversity questions


Core Values: Wise use of our training resources

core values poster

Training staff is an important resource for all DHS staff and a valuable tool for you as a manager. During training, staff get a sense of DHS and what we do, and how to do their job. They also get current information about DHS policy and practice.

DHS invests heavily in training, at the division and enterprise level. Good stewardship includes wise use of our training resources, to make sure that staff are getting everything possible out of it.

In the next issue of Staff News, we will be talking about the individual responsibility all staff members have to be good participants during training.

There are key things that you can do to ensure that you are modeling the core values and supporting your staff as they attend training. There are several things that you can do before and after training to ensure an effective transfer of learning.

Before

During

After

Training is a worthwhile investment in staff. As a manager you are a critical component in the learning process. We owe it to ourselves and the Department to make wise use of this resource.


Training

The following training is available from DHS Training and Development. Space is available at the time of this publication. Employees should work with their managers to determine if participation in training is approved. Some managers may have unique needs for team development or change management resources. Please contact Judy Gerrard, judy.l.gerrard@state.or.us, 503-945-6436 to explore if services may be brought to your work unit.

To register:  Click here DHS Learning Center and go to Courses & Registration/Find A Course and type in the course title in the keyword search. If you need help with registration, please contact DHS Training  & Development, 503-947-5457 or DHS.Training@state.or.us

August 2007

Required new manager training
Log-in to register through the DHS Learning Center.

  • Process Improvement - August 7
  • Delivering Communication that Gets Results - August 8
  • Managing Resources: Budgets, Contracts, Risks - August 9
  • DHS New Manager Orientation - August 15
  • VCON: Creating a Legal Work Environment (Managers only) - August 15
  • Ethics - August 21

General employee training
Log-in to register through the DHS Learning Center.

  • Conflict Resolution - August 1
  • Personal Styles - Aug. 2
  • Managing Resources: Budgets, Contracts, Risks - August 9
  • Diversity: Disability Culture & Awareness - Aug.14
  • Introduction to Project Management - August 15
  • New Employee Orientation - August 16
  • Coaching Excellence - August 23
  • Facilitating Effective Meetings - August 28
  • Creating a Culture of Service - Aug. 29

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This publication is produced through DHS Administrative Services
Gary Whitehouse, Editor; Theresa Norman, Designer
Editorial board: Fariborz Pakseresht, Sue Nelson, Ann Snyder, Louise Melton-Breen, Gary Whitehouse