Agency Contact

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OFFICE OF ADMINISTRATION Bureau of State
Employment Agency Temporary Services (ATS)
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• Agency Contact
• Supervisor Seminar

October 2007
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Agenda

• INTRODUCTION
• Our Mission Staff Operations overview
  Statistics
• MEETING YOUR STAFFING NEEDS
• Work Orders Policies - Extensions -
  Responsiveness Deadlines/Limits
• EFFECTIVE SUPERVISION
• Basic employee information - Training -
  Performance Expectations
• Agency HR/ATS Support Available - Communications
  Helpful Tips
• EMPLOYEE DISCIPLINE
• Expectations- Documentation Investigations
  Removal of Employees
• SAP/ESS/PAYROLL
• Monitoring Time Entry Deadlines Leave Codes -
  Assistance

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STAFF
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Agency Temporary Services Room 112 Finance
Building Harrisburg, PA 17120 Phone
717.783.3917 Fax[phone]
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• TANIA ATKINSON
• Employment Coordinator
• - Work Orders/extensions
• Employee/contractor assignments
• Annuitant/college programs
• Applicant information sessions
• New hire process
• Training

• LYSA LOCKE
• Employee Assistance Specialist
• Payroll/timekeeping/training
• Callouts
• Evaluations
• - Employee transfers/separations
• - Workers Comp
• - Job Postings
• - Initial contact for disciplinary issues

• CHRIS ALBRIGHT
• Chief
• Discipline
• Financial
• Planning
• IT systems development
• Training development
• Employment references

• RAYANNE TREGEA
• Staff Assistant
• -Reception
• -CWOPA accounts
• -Security badges
• Employee Callouts
• E-PARS HR forms

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Clerical Pool !
Our Mission Reliable and responsive source
for state agencies to utilize in meeting critical
temporary staffing needs. Provide a pool of
proven employees available for state agencies to
recruit from when filling permanent vacancies.
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Staffing Statistics
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Serve all agencies under the Governors
jurisdiction including independents and boards
and commissions
Diversity Ages/Experience/Ethnicity Education GE
D Masters degree Perm Jobs 2500 (since
1992) Average Stay 2,094 hours Clerk/846 hours
Typist (2007) Longest Stay 21,000 hours and
still going 2006 Usage 246,689 hours/2,818,797
dollars Average Time to Clerk 2.04 days Fill
Work Order Typist 3.73 days (1/07-10/07)

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Time to Hire
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- Test and complete employment information -
Background check/review paperwork -
Create/turnaround E-PAR forward to HR for
approvals enter into SAP/internal tracking
system - Create/turnaround CWOPA account get
approvals - Contact employee/link to new
assignment - Schedule/create badges - ESS
training - Orientation Approximately 8.5
days
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How many applicants does it take
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75 report to test  - 4 leave before tested 71
actually tested -15 fail
56 pass  -
4 waive job title 52 available for hire - 35
poor references/unacceptable conviction record
17 hired (22.7)
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WORK ORDERSMeeting Your Staffing Needs
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• Agency impact on responsiveness
• Entry level clerical work
• SAP role-mapping issues
• - Could agency HR contacts get role map as
  backup?
• Complexity/delays of appointment process
• -Creation of CWOPAs by agency IT causes
  conflicts.
• ID badges
• EPARS
• Direct deposits
• State Police checks

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WORK ORDERSMeeting Your Staffing Needs
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• Length of assignments
• Justifications/names/classifications of
  incumbents
• Travel OK
• Extensions 10 working day deadline for
  submission
• Justification related to original request
• Would you like us to cc supervisors on
  assignments info?

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EFFECTIVESUPERVISION
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• Job Description
• 2 Classifications Limited Term Clerk/Typist
• Bargaining unit A7
• Union covered/union representation
• Civil Service probationary for length of
  employment
• Covered under just cause after 1950 hours
  seniority
• Placement into permanent positions/bid rights
• ATS/HR support always available to answer
  questions
• Benefits/Pay
• Eligible for SEAP - FMLA Leave - Workers Comp -
  LMS/Agency Training
• No compensation for Holidays/early closings/late
  openings/sick-annual
• leave /civil service testing/interviews

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EFFECTIVESUPERVISION
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• ATS Training/Orientations Provided
• Commonwealth time and attendance/personnel
  policies
• Employee handbook - Governors Code of Conduct
  (sexual harassment - internet e-mail usage, SCSC
  rules, workplace violence, substance abuse)
• ESS time entry
• Agency Orientations/Training Expectations
• Variety of assignments/expectations
• Highly recommended - Written document including
  
• Supervisor name - scheduled work hours/breaks
  call-out procedures
• phone number to report absences give business
  card?
• Outline of duties/procedures/performance
  standards
• Performance evaluations
• Employee sign off on document
• - Introduce to staff

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EFFECTIVESUPERVISION
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• TCP EMPLOYEE FEEDBACK
• - Referring to employee as THE TEMP
• Disparate treatment between Perms and Temps
• Expect to hit ground running (learning curve)
• Lack of uniformity across agencies enforcing
  policies
• (attendance/performance)

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EMPLOYEE DISCIPLINE
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• Goals
• Fair and uniform treatment
• Corrective in nature
• Communicate with ATS/ Avoid rash actions
• Resolve each case w/in 2 weeks
• Working on a standard form to use for
  supervisors
• Keep HR contact in loop

• Remember
• Treat as you would a regular member of staff
• Would you hire employee?

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EMPLOYEE DISCIPLINE
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• GENERAL PERFORMANCE AND
• ATTENDANCE PROBLEMS
• Request that agency
• 1- Counsel (document date and time) forward to
  ATS
• 2- If no improvement ATS will issue
  reprimand/final warning
• 3- Removal from assignment
• What is reasonable? (Interviews and testing)
• Supervisor approve/disapprove time
  off/operational requirements
• Employee should provide advance notice and
  provide
• reasons for absences/medical documents.
• Please track reasons for absences
• (Leave slip/time sheet use NPU time code)

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EMPLOYEE DISCIPLINE
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• IMMEDIATE
• DISCIPLINARY ACTION
• ATS WILL INITIATE ACTION
• (Document and contact your HR rep immediately)
• Disruption of workplace
• Failure to report absence
• Violence/insubordination/refusal to perform
  duties
• Sexual harassment
• Violation of Internet/email usage
• Impairment/fitness for duty/threat to self,
  co-workers,
• public

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EMPLOYEE DISCIPLINE
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• DOCUMENTATION !
• DATES
• TIMES
• EYEWITNESSES
• QUOTES
• REASONS
• NAMES

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SAP/ESS/Payroll
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• ESS training/assistance provided by ATS
• Delays in supervisor role mapping
• Supervisor monitoring of time entry
• appropriate codes(RT/NPU/NPH/NPC)
• dates/files/problems/vacations/etc.
• Daily time entry (why/benefits)
• Pay week notices from ATS
• Deadlines for approval of time/backups
• ATS monitoring of time entry
• Pay problems
• Supervisor training sessions ?
• Agency contacts role mapped as backup time
  approvers?
• Resources
• Agency ESS help desk or ATS 783-3917
• ESS/Time Entry Reference page
• http//www.hrm.state.pa.us/oahrm/cwp/version_previ
  ew.asp?l152308c69759q178811a137

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QUESTIONS/ANSWERS
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?
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A T Your Service !
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THANKS !!