Teleworking Resources for Minnesota Executive Branch Employees

Minnesota’s executive branch agencies use Microsoft 365 (M365) in the Government Community Cloud (GCC). M365 lets you create, share and collaborate all in one place with both desktop and web applications including: Outlook email and calendar, Teams, SharePoint, OneDrive, Excel, OneNote, PowerPoint, Publisher, Access and Word.

If you have set up the Microsoft Authenticator app as a two-step verification method, you can sign into your Microsoft account at office.com from anywhere, from any computer, smartphone or tablet, whether it’s state-owned, or personal. If you DO NOT currently have the Microsoft Authenticator app, go to How to set up Microsoft MFA.

How to sign in to office.com

• Open a browser (Microsoft Edge or Google Chrome recommended), 
• Go to office.com. 
• A Microsoft sign in screen will appear. Always choose Work or School account.
• Enter your work email address as your username. Enter the password you use to sign in on your computer.
• If prompted, use the Microsoft Authenticator app from your mobile device to verify your identity. (See How to set up Microsoft MFA.)
• After signing in to office.com, select the App launcher icon in the upper left corner for access to all your applications and files. 

Help for executive branch employees

• State of Minnesota executive branch employees can contact the MNIT Enterprise Service Desk for help with technical needs.
• Visit MNIT Learning Pathways for Microsoft tutorials and other learning resources, or select the Learn app on the left navigation of Microsoft Teams.
• Visit Microsoft 365 Training.

Disclaimer: Microsoft support articles at the above links are available only to authenticated executive branch employees. The articles may include features not available at your agency.

Microsoft has added a way for our accounts to be more secure. Along with your username and password, you also need to use Microsoft Multi-factor Authentication and the Authenticator App as a second form of authentication to prove who you are. If someone else tries to sign in as you, they’ll get stuck when having to provide that second factor of authentication.

Why is this important

Using multi-factor authentication is a key step in the Zero Trust security approach for Minnesota government, and is one of several changes that will happen in the coming year as MNIT continues to strengthen our security framework. That means all users — no matter where they are connecting from — will be required to be authenticated, authorized, and continuously validated before they can access state systems, applications, and data. These added layers of security will help reduce the risk of unauthorized access and protect the state’s systems and data for all Minnesotans. Learn more about our journey to Zero Trust on MNIT Connect, the state employee SharePoint site for IT information.

When do I need to use Microsoft MFA?

You will be prompted to sign in to your Microsoft work account periodically when using Microsoft applications on any device from anywhere, even if you are signed in to VPN.

Can I use my personal device to install the Authenticator app? I don’t have a work mobile device. 

Yes. We worked with Minnesota Department of Management and Budget (MMB) to ensure that registering for Microsoft MFA is allowed in the MMB policy, and installing the Microsoft Authenticator app on your personal mobile device will not subject your personal device to any state data claims. However, if you use your personal mobile device to access Outlook, Teams, or other state content, then the MMB policy applies.

What if I do not have a mobile device?

Alternate options are available for those who cannot use the Authenticator app or have an accommodation approved for other options. Please contact the MNIT Enterprise Service Desk if you must use an alternate option. Please follow your agency guidelines if the MNIT Enterprise Service Desk does not provide tech support for your agency. 

How is my personal data used?

Read the Microsoft Privacy Statement from Microsoft to understand how they will use the information you use to set up multi-factor authentication.

It usually takes about 15 minutes to easily set up MFA by yourself!

Visit MNIT's Learning Pathways for video quick steps and detailed written instructions to help you set up Microsoft MFA. For the best experience, you will need your state-issued computer and your personal mobile device.

• Alternate options are available for those who cannot use this app or have an accommodation approved for other options. Please contact the MNIT Enterprise Service Desk if you must have an alternate option.

Other information

• Using Microsoft MFA and the Authenticator app on a personal device: We worked with Minnesota Department of Management and Budget (MMB) to ensure that registering for Microsoft MFA is allowed in the MMB policy, and that installing the Microsoft Authenticator app on your personal mobile device will not subject your personal device to any state data claims. However, if you use your personal mobile device to access Outlook, Teams, or other state content, then the MMB policy; applies.
• If you experience difficulties installing Microsoft Authenticator, please contact the MNIT Enterprise Service Desk.

We worked with Minnesota Department of Management and Budget (MMB) to ensure that registering for Microsoft MFA is allowed in the MMB policy, and that installing the Microsoft Authenticator app on your personal mobile device will not subject your personal device to any state data claims. However, if you use your personal mobile device to access Outlook, Teams, or other state content, then the MMB policy applies.

How to access the Virtual Private Network (VPN)

When you are connecting from anywhere other than your local office, you will need to use a Virtual Private Network (VPN) connection if you need to access your office resources, such as shared drives. When you become an employee, your manager will determine if your job duties require a VPN. If they do, you will be assigned an RSA token.

The VPN connection needs three things: connection to the internet, Cisco Secure Client software on your computer, and an RSA SecurID token. Together, they form a VPN connection between your computer and your office network. Just as if you were in your office, you will have access to all resources, like shared drives and printers. 

There are two types of RSA tokens -- a small hardware device (called a hard token or keyfob) or a mobile app (called a soft token). You only need one type of token, and your supervisor can help you choose. The passcode generated by either token can be used to sign in to VPN from any computer or mobile device. 

VPN Tokens

Hard token: Connect to the internet. Open the Cisco Secure Client application on your computer. Choose your connection location. Enter your VPN username. In the 'Passcode' field on the VPN login screen, enter your PIN followed by the passcode displayed on your device (no spaces). The passcode displayed on the token automatically updates every 60 seconds and can only be used once.

Soft token: Connect to the internet. Open the Cisco Secure Client application on your computer. Open the RSA SecurID Authenticate app and enter your PIN number. The token will generate a one-time passcode that changes every 60 seconds. Enter the passcode to log in to VPN. (The RSA software token is available for iOS and Android devices.)

First time set up instructions

For first time set up instructions, please contact the MNIT Enterprise Service Desk.

How to Access Voicemail

1. Before you leave the office, set up call forwarding.
   • If you have a Centrex phone, wait for a dial tone and dial *72.
     • Listen for a dial tone again and then dial the phone number you wish to forward your calls to.
     • The new phone number will ring; and an automated message will announce that calls are being forwarded.
   • If you have a Cisco phone, press “Forward All” on the phone console.
     • Dial 91 then the phone number to forward calls to.
     • Look for confirmation on the screen.
   • If you didn’t set up call-forwarding before leaving the office, please contact the MNIT Service Desk.
2. To access your voicemail from any phone, call your phone number and press 9 during your greeting. You will be prompted to enter your voicemail PIN.
3. If you need to reset your voicemail PIN, set up call-forwarding if you’re not in your office, or want to have voicemails sent to your email, contact the MNIT Service Desk at 651-297-1111 or through the Minnesota Service Hub.

MNIT offers network services for agency’s that have small offices and home offices (SOHO) across the state, typically for call center staff.

SOHO services from MNIT use the state’s Network for Enterprise Technology (MNET), local internet, a MNIT-managed router, and if needed, a state-provided computer and Voice over IP phone. These connections provide secure access to the agency’s internal networks and applications that employees need to do work, whether at a central office, a branch office or home office.

If you are just setting up with SOHO services, your MNIT-provided router comes complete with setup instructions. We’ve also included links to all the instructions below if you need digital copies.

• SOHO Service Overview
• Required 911 Testing Instructions for all users
• Cisco Router 881F Instructions
• Cisco Router 881F with POE Injector Instructions
• Cisco Router 891F Instructions
• Cisco Router 881F+891F Troubleshooting Tips
• Meraki Router M68 Instructions
• Meraki Router M68 Troubleshooting Tips