Ministry of Community and Social Services MERC Minutes

Transcription

1 Date and Time: 11:00 a.m. 3:30 p.m. Ministry of Community and Social Services MERC Minutes Location: ROM Boardroom, 80 Grosvenor Avenue, 3 rd Floor, Hepburn Block For OPSEU: For the Employer: Guests: Regrets: Roxanne Barnes**, Dylan Lineger, Maria DeLara, Cindy Kraakman, Sathiya Krisnanandan, Patti Redmond (co-chair), Mike Morley, Patricia Kwasnik, Nancy Sauvé, Mena Zaffino, Natalia Gonzalez, Susan Romas, Anna Press n/a Anne Leach *Attendance via teleconference **Chair Issue Discussion Action Required A. Standing Items Review of I&IT Management advised that there is a new Acting CIO. Management advised that office space consolidation continues to be a focus of the Cluster. Management reported since its implementation in April 2014 time tracking (ActiTime) has been successful. The implementation of PlanView will begin in the Fall and will address project management and time tracking. Time tracking will be used for resource management, and not performance management. Statistics are available on the CYSSC website. Management reported that telework arrangements have been successful to date. 1

2 2014/2015 agreements are pending OPSEU signature. Management had no updates at this time. FRO Updates FCMS/MECA Date Tabled: Management advised that FCMS has been implemented for over three years now and is part of regular business. Management advised that there is a new Acting ADM, FRO. Management advised of a pilot since January 2015 for a period of one year in the Client Services Branch. This pilot will introduce an end to end case management model to allow for a single point of contact for clients. Performance measures are consistent with existing measurements. Communications to staff are targeted for the new year. OPSEU inquired as to the process for escalating concerns. Management advised that staff should be following the regular channels for logging tickets to I&IT. OPSEU raised concerns with FCMS payment distribution of court orders specific to ODSP. OPSEU requested that the Workload Committee be re-established at FRO and that the Committee run for a period of one-year with consistent membership. Committee will report to MERC after one-year. Management advised that the remaining three meetings be held and come back to MERC in April to determine an extension is required. OPSEU indicated they felt this recommendation for an extension has merit and that failure 2

3 to endorse it given the level of support to the ODSP Staffing Unit showed tremendous disrespect to FRO staff. OPSEU advised that it will be raising the issue with the Deputy Minister, MCSS and referring it to CERC. OPSEU indicated that screening checks conducted at FRO were not disclosed as part the regular disclosure process. follow-up OPSEU requested status update on the number of printers available to staff. Management advised that it is a local business decision to determine printer allocations. Inter-jurisdictional Support Order Unit (ISO) Review Date Tabled: June 18, 2014 OPSEU inquired as to an update on the ISO Unit Review conducted by Deloitte. Management advised that the six-month implementation review has recently been completed with positive changes reported, including the transfer of six positions to the Client Services Branch. Parties agreed that the Inter-jurisdictional Support Unit can be removed from the agenda. MERC members from both OPSEU and the employer attended the last LERC meeting on September 10 th. Further discussion to be deferred. Management advised that concerns with I & IT are being taken seriously and addressed with the Cluster appropriately. A recent release may have addressed some issues. OPSEU raised concerns with the time involved with logging I & IT tickets. Management advised tickets should continue to be logged in order to better understand the issues. OPSEU requested that management consult with team members during the workday to address these issues on their behalf. Management agreed to consider this. OPSEU inquired if the ratio of printers to staff would be reviewed. Management reported Parties to follow-up follow-up follow-up 3

4 further analysis will be undertaken. Management also looking into options to reduce printer use. Management advised there are no updates. OPSEU raised concerns regarding ongoing I&IT issues. The parties agreed to discuss these items at LERC. OPSEU proposed that MERC Co-Chairs attend the next LERC meeting on September 10 th. OPSEU requested clarification on the statistics received at the Workload Committee. OPSEU requested what percentage of enforcement orders are social assistance clients. OPSEU has also requested that IT concerns related to the availability and access of document manager, financial summary screen, financial screen and bank reconciliation screen and staff IDs be flagged. OPSEU to June 18, 2014 Management advised that the review has been completed. Staff consultations occurred throughout and management advised that recommendations took staff concerns into account. Management advised they are developing an ISO-specific training program. Management also confirmed that further discussions will occur at LERC next week. 4

5 PRRT Updates Date Tabled: OPSEU inquired as to whether new submissions for increased FTEs were requested. Management advised that submissions have been made for 2016/17. Management advised there is no update. Management advised there is no update. Diversity Initiative Update Date Tabled: Management provided 2015 statistics on the Diversity Mentorship Program Statistics: Total applicants: 37 Total accepted: 23 OPSEU enrolled: 8 Total declined: 14 OPSEU declined: 7 Management advised the MGCS OPS Diversity Office have extended the application period to September 30 th. Currently there is a total of 18 MCSS/MCYS applicants, with a total number of 10 MCSS OPSEU staff. The Diversity Mentorship Program Orientation Session is scheduled for October 27 th, OPSEU inquired on the continuation of Diversity Month at FRO. 5

6 Management advised of a change in the current program cycle. Timelines have been changed by one week. The application period will now run from September 2 nd to September 23 rd. Launch date is still set for October 1 st. MGCS and Ministry communications will be forthcoming at the end of August to encourage participation. MCSS will hold an orientation session for new participants to the program at the end of October, date is TBD. Organizational Review of MCSS Operations Division OPSEU requested an update. OPSEU requested whether Social Assistance Service Delivery Branch (SASD) is aligning with the current regional structure. Management advised that no decision has been made. There would be no impact to our current 45 offices. SAMS would require reconfiguring. Management advised that there is a new structure for the newly created Organizational Renewal Directorate. Madeline Davidson, as the new Director, will attend the next MERC meeting to present on her new structure. Management advised there are no updates. Management provided an update on the organizational review. Management committed to sharing materials with OPSEU by August 15 th. Management will append materials to the minutes. Parties will 6

7 Parties agreed to see if a joint discussion with MCYS MERC is possible. Child Family Services Act Licensing Changes in Toronto and Central East Regional Offices Date Tabled: February 22, 2012 OSPEU inquired as to whether this is still a pilot. Management advised that there is no update. Management advised that there is no update. ODSP Date Tabled: June 27, 2012 ODSP Case Management Date Tabled: February 22, 2012 OPSEU inquired on data gathering related to document management during SAMS training. OPSEU raised concerns about the workload impact of the data gathering related to document management during SAMS training. Management advised document management options are being explored and the timing of training is being considered. OPSEU inquired if the implementation period had changed. Management confirmed implementation timing has not been determined, and advised that DAU and ODSP approaches need to be reviewed together. 7

8 OPSEU noted that for staff engagement exercises LERC and MERC should be advised. OPSEU requested formal disclosure. Management advised there are no updates at this time. OPSEU enquired whether management has plans for a caseload review. Management advised there are no immediate plans. OPSEU enquired what plans are in place to mitigate workload related to case specific manual data entry. Management recognizes that different cases will require a different level of activity management for SAMS go-live. OPSEU enquired on the availability of statistical reporting post-sams. Management advised reporting should be maintained or improved post-implementation. Personnel Screening Checks Date Tabled: June 27, 2012 OPSEU inquired as to the contact for personnel screening. Management advised as to the process for personnel screening related to Case Workers. Management advised that conditional offers of employment are made contingent on a personnel screening check. This process applies to external hires to the OPS. 8

9 Complaint Assessment Date Tabled: June 27, 2012 OPSEU inquired as to the protocols around complaint assessments. Management advised that they will be looking at formalizing the complaint assessment process which would include clear guidelines around procedures that could be adapted to receiving parties. OPSEU confirmed receipt of report. Management committed that the report will be forthcoming by August 15th and will be provided bi-monthly. OPSEU raised concerns over the workload impact on the Timmins office, related to covering Kirkland Lake s third party checks. Management advised they expect this to be a short-term issue and are moving quickly to resolve the issue. Incontinence Supply Project Date Tabled: April 16, 2013 Management advised of a pilot to pay direct for incontinence supply users rather than using a single vendor. This practice is being used in parts of the province with success. Management advised that of a review of high MSN expenditures. Management also advised that work is underway to revise the MSN form, specifically to address taxi usage. 9

10 Management presented update. Attached to minutes. OPSEU inquired which office has a formal protocol in place with Police Services. Management advised Hamilton/Niagara office has a formal protocol. Management also advised that local offices should be working with local detachments to set up protocols. A provincial protocol was considered, however, including all parties interests would not be possible. Management advised that a template to be used as a starting point for negotiation of protocols may be considered for development by management. Management advised most offices do not have a formal written protocol for the complaint assessments, although they have similar processes. Management committed to providing a roll-up by the next MERC meeting. Social Assistance Review Date Tabled: April 16, 2013 OSPEU advised of their concern with the Ministry of Health delivering services specifically low income dental to children and the elimination of the monthly drug card. OPSEU raised concern that Low Income Dental Initiative for Children was shared as an information share versus a disclosure. OPSEU feels it should have been a disclosure as per the Confidential Disclosure to Bargaining Agents Directive. Management advised that they would come back to the MERC table in April to discuss the elimination of the drug card in ODSP. 10

11 Management advised there is no update. Management advised Mandatory Special Necessities (MSN) forms issue has been resolved. OPSEU inquired about the communication related to taxi receipts. Management advised offices using taxi pay-direct arrangements were canvassed for effectiveness. Management confirmed disclosure will occur as appropriate. Management advised they have not awarded a vendor and that a new request for proposal will be issued in the fall. OPSEU advised that MSN forms are not currently available. Management advised there is no update. OPSEU inquired whether the government s announcement about Poverty Reduction would impact Social Assistance. Management advised there were no specific initiatives beyond the Social Assistance items announced in the 2014 budget. Management advised that work is underway with respect to budget changes and employment changes. 11

12 OPSEU inquired as to whether reports would continue to be shared. ODSP Reports Date Tabled: June 11, 2013 Northern Health Travel Grant Date Tabled: June 11, 2014 Management confirmed that they would. OPSEU acknowledged receipt of reports. OPSEU acknowledged receipt of the outstanding 2013 Q4 reports. Management committed to sending Q1 reports 1 week in advance of the September meeting. OPSEU requested an update. Management advised that it would renew its efforts with the Ministry of Health to streamline the reimbursement process for the Northern Health Travel Grant. Management advised the working group will be meeting Friday September 26 th. Management advised work is underway to finalize a revised consent form for the Northern Health Travel Grant and to facilitate the communication flow between the two programs. The working group is expected to reconvene in September to continue the work. OSPEU enquired why a single Ministry doesn t assume the program. Management 12

13 advised that due to the complexity and differing eligibility requirements that is not currently possible. Review of ODSP Recruitment and Retention Date Tabled: June 18, 2014 OPSEU requested an update on the project. Management advised of some of the progress of the committee such as the committee established a consistent approach to the interview process, rating methodology and use of lateral transfers. provide communication pieces that were developed in this regard. OPSEU received an update regarding the retention aspect of the project. Management advised a working group meeting will be held on October 9 th and 10 th to discuss recommendations for consistent recruitment processes and practices. Management will be reviewing turnover and retention data in order to put forward additional recommendations. Management provided an update. There is a management committee currently looking at standardizing staffing practices and is conducting research on labour market challenges such as French Language capacity. There is currently an exit interview review process being conducted which is expected to be completed by the end of September. Management committed to provide information once it becomes available. Management provided an update on recruitment in ODSP. 37 of the 47 additional staff are in place. Recruitment is underway and will be filled shortly. It is expected to be finalized in 13

14 September. Reloadable Payment Card for Social Assistance Recipients Date Tabled: August 13, 2014 Training and Development Date Tabled: April 25, 2012 Management advised that the reloadable card launch will be April OPSEU requested a copy of the fee schedule. OPSEU expressed concerns about the fees of using reloadable payment cards and the logo used on the cards. Management advised that these concerns are being taken into consideration. Management provided an update on the reloadable payment card. followup with materials. OPSEU raised concerns regarding the employer going to reloadable cards. OPSEU requested an update. OPSEU raised a concern about the needs for staff and Excel training. Management agreed to provide more opportunities for Excel training in ODSP offices.. 14

15 The committee reviewed recommendations developed by the working group, as identified Parties to in the survey. The presentation will be appended to the minutes. Parties have advised they have not had an opportunity to meet and will provide a recommendation at the next MERC meeting. Parties agree to make this a standing item. B. Business Arising From Previous Minutes Special Services at Home (SSAH) Workload Date Tabled: February 22, 2012 OPSEU inquired as to permanency of FTEs related to SSAH. Management advised that a decision has not been made at this time. Management provided an update on SSAH and the Business Process Review for Assistance for Children with Severe Disabilities (ACSD). The presentation will be appended to the minutes. OPSEU inquired about the monetary allocation between the two programs. Management agreed to provide further information. Management provided an update on the recent changes in SSAH and the Business Process Review for ACSD, and outlined the additional temporary FTE s in regional offices for the delivery of SSAH commitments in the budget. The presentation provided by Helen Cooper will be appended to the minutes. OPSEU expressed concerns over the current staffing model and workload issues 15

16 experienced by staff. OPSEU requested that an MCYS representative attend the next MERC meeting. OPSEU advised they will be moving forward with health and safety grievances Ontario Budget Date Tabled: April 25, 2012 Management advised there is no update. Management advised there is no update. LERC Referrals Date Tabled: April 25, 2012 Management advised of a number of MCSS items included in the 2014 budget: funding for developmental services, rate increases in Social Assistance, increases in Northern Allowance, changes to the employment benefits in Social Assistance, program funding for ACSD and Special Services at Home. Sudbury First Nations Visits (Manitoulin Island) OSPEU inquired on the status. 16

17 Sudbury First Nations Visits (Manitoulin Island) OPSEU advised the local issues have not been resolved. Toronto LERC Referral Date Tabled: June 18, 2014 Sudbury First Nations Visits (Manitoulin Island) Management s understanding is this issue is resolved. Item to be removed from agenda pending OPSEU s Mississauga ODSP Office Management s understanding is this issue is resolved. Parties agree to remove item from agenda. OPSEU to Management confirmed that information will be shared locally across the province as a consistent practice. Both parties agreed to remove this item from the Agenda. Parties agree to defer until September. 17

18 Social Services Solutions Modernization Project / Social Assistance Management System (SSSMP/SAMS) Date Tabled: February 21, 2013 OPSEU inquired about the decommissioning of SDMT. Management advised that the system Social Assistance Legacy Information (SALI) would be available on an ongoing basis and would provide real time information. OPSEU inquired about the availability of tax books and rights management package. OPSEU raised concerns that PDLPs were being conducted during the SAMS implementation. Management advised that conversations were held with staff to discuss training and learning needs and not a performance evaluation discussion. Management provided update that SDMT will become read-only November 11 th. There is a focus on performance solution, with vendor supporting performance testing which is almost complete. Application changes have been made and application is on the last release prior to go-live release. Testing with third parties and internal applications is underway. Efforts to support implementation remain a priority. OPSEU requested a copy of the letter to recipients be shared. Management agreed. Management advised the communication to recipients regarding technology updates will be issued in cheque inserts in November/December. OPSEU inquired on temporarily uncollectable overpayments. Management advised that these overpayments established pre-go-live will be supressed for active cases on the statement. Management advised that overpayment collection amounts will be generated from the full amount of the entitlements. Management provided update on ODSP refresher training. End User Training was completed in May; Refresher Training 1 was completed over the summer; Refresher Training 2 launched September 8 th. Training is available to Program Support Clerks, Case Workers and ACSD staff with enhanced learning paths and review modules. All supplementary learning materials are still available on the SAMS site. Local offices are coordinating learning activities and the local support model is still being developed. User 18

19 testing on the database is being extended by 2 weeks. OPSEU inquired why members have to complete the training and evaluation forms. Management advised the form is a check-list tool that will support staff. OPSEU inquired about cheque printing and training requirements. Management advised there are 2 print functions that have been implemented in 4 ODSP offices (Sheppard, Brampton, Kenora and Birchmount) and there is no training required as the function is part of SAMS. OPSEU inquired on how rights management will work. Management agreed to share package. OPSEU inquired about the availability of tax books. Management agreed to look into making tax books available and confirmed that payroll deductions will not be made by the system. OPSEU inquired on the requirement to complete PDPLP s during system go-live. Management agreed to look into timeframes. Management had no updates at this time. OPSEU requested an overview of how rights management will work in SAMS and would like to know if there will be a central over ride to allow for changes in the system. OPSEU to follow-up within 1 week. Transition Exit Initiative (TEI) Date Tabled: April 16, 2013 OPSEU inquired whether any TEI recommendations would be forthcoming. Management advised that decisions have not been made to recommend applications for approval. Management advised of recent approvals in the Family Responsibility Office. 19

20 OPSEU advised there are still a number of requests being made. Management is aware of additional applications. OPSEU inquired whether the employer has re-evaluated the process for approvals. Management advised there is no change in the process for approvals. Flexible Work Strategy Date Tabled: October 22, 2014 OPSEU raised concerns that staff may prefer to exit prior to the implementation of SAMS. Management advised there is no change in the process for approvals. Management provided an update on TEI numbers. OPSEU advised that the Ministry s process as it relates to ODSP is not in keeping with the language of the Collective Agreement and is discriminatory towards new hires and creates a new class of employees. As well, the process is being inconsistently applied. Management advised that they are continuing to look into Central Region agreements. Management confirmed that new Social Assistance Operations Division staff currently within the first 6 months are not allowed to participate in CWW. OPSEU advised they will be filing a grievance. OPSEU requested that management clarify the distinction between Flexible Work Arrangements for accommodations and CWWs. Management advised there are no updates. Management committed to reporting back on the template. OPSEU raised concerns that staff currently on probation are not allowed to participate. 20

21 Case Presenting Officer (CPO)/Disability Adjudication Unit (DAU) Disclosure Date Tabled: February 5, 2014 OPSEU inquired on the status of recruitment for DAU CPO positions. Management advised all vacancies are filled except one Bilingual DAU CPO position. OPSEU inquired on the workload for non-dau CPO s. Management advised they are working on assessment. Parties agreed to remove this item from the agenda. Management advised that the recruitment is underway for the 6 CPO positions in the DAU. LERC Representatives Date Tabled: February 5, 2014 OPSEU confirmed receipt of the LERCs Representatives. OPSEU acknowledged receipt of the reports. OPSEU has requested the report for LERC reps. Item title to be changed to LERC Representatives. Social Impact Bonds Date Tabled: April 9, 2014 OPSEU requested an update on Social Impact Bonds and whether any of the proposals were within MCSS. Management confirmed that they were not. Management advised proposals received will be reviewed. OPSEU requested to move this item to Standing Items. Management agreed to move item. Mississauga Office Management advised there are no updates. 21

22 Lateral Transfer. Date Tabled: August 13, 2014 Management confirmed that the process has been standardized. The parties agreed to remove this item from the agenda. Occupation Health and Safety Training Date tabled: June 18, 2014 Management advised a discussion for a standardized approach to lateral transfers will be undertaken at the upcoming October 9 th and 10 th meeting of the recruitment and retention working group. Management advised the recruitment working group will make a recommendation about having a consistent approach regarding the use of lateral transfers. provide update. Management advised data from CFLL has to be reviewed. Management advised the safe-smart training was to be completed by July 1 st. The Renewal Strategies Office has started to look at a strategy to address completion rates for the Ministry. OPSEU raised awareness regarding the new standard, Psychological Health and Safety in the workplace. OPSEU to follow-up with materials. OPSEU to 22

23 Employment Related Benefit in ODSP Date Tabled: August 13, 2014 Management advised that this matter is with the Ministers Office for review. Management presented an update on the new single employment related benefit in ODSP, announced as part of the Ontario 2014 Budget. Management reviewed the employment benefit objectives, design principles, employment benefit features, transition strategy and implementation and engagement. Consultations with staff, service providers and clients will be conducted in the fall. Training needs will be assessed in the fall and training will be provided in the spring. OPSEU enquired about various aspects of the new benefit including whether the Ministry intends to engage a 3 rd party to develop a risk-based approach, training, the transitional period and the communication plan. C. New Items ODSP Office Accommodation Planning Date Tabled: September 24, 2014 Management provided an update on ODSP Accommodation Planning strategy. Remaining 22 offices across the province will be addressed for renovations to update the offices to the current desk-side model. The project will be implemented in 3 phases: 1. Short-Term plan to review Peterborough, Barrie, Orillia, Cornwall, Kenora, Guelph and accessibility for St. Catharines; 2. Toronto and GTA; 3. Remainder of province. Management confirmed renovation changes will not occur during SAMS implementation. OPSEU inquired if funding would also be applied to offices that have already implemented the service model. Management advised that funding would be applicable to those offices that have not yet been renovated to the desk-side model. OPSEU inquired if consultation would include OPSEU members at LERCs and MERC. Management advised they would return to the MERC table for updates and consultation. OPSEU inquired if Accessibility for Ontarians with Disabilities Act consideration would be made. Management reported yes. 23

24 OPS Employee Survey Date Tabled: September 24, 2014 OPSEU inquired when the results will be shared. Management advised Ministry results were distributed September 24 to all employees. OPSEU expressed concerns that results were not previously shared at MERC before distribution. OPSEU requested item be carried over to next MERC. Enhanced Learning Path for Caseworkers Date Tabled: September 24, 2014 D. Pending Business Surplussing Issues Date Tabled: August 18, 2011 This item was captured under the SSSMP/SAMS section of the minutes. Management advised that there is no update. Management advised that there is no update. E. Reports Shared Fixed Term Report OSPEU acknowledged receipt of the report. OPSEU acknowledged receipt of the report. 24

25 OPSEU acknowledged receipt of the report New Items: PSC Delegation of Authority Updated List of LERC Co- Chairs Updated List of Health and Safety Co-Chairs OPSEU asked for an update from the management committee looking at the scope of duty and delegation of authority for Program Support Clerk (PSC) positions and any other committees which are discussing PSCs. provide lists to OPSEU provide lists to OPSEU All Appendix 39 Lists provide lists to OPSEU CPOs at the DAU Performing CPO Field Work OPSEU raised concerns with CPO positions being pulled to address workload in the DAU and the resulting impact to caseloads. I&IT Policy Users sharing login information to access SAMS OPSEU raised concerns with employees sharing passwords with new staff. Management confirmed that this practice should not be occurring. Management has agreed to remind managers of the I&IT Policy. 25

26 SAMS Defects Caseloads Sizes Management confirmed that it had agreed to and would be implementing all five of the auditors recommendation regarding SAMS. Management also agreed to provide OPSEU with the plan on defects and enhancements for SAMS in Management indicated that specific defects should be addressed as they arise, with broader systematic concerns being raised at the MERC table. Both parties agree that detailed discussions on SAMS issues will be filtered through the Frontline Staff Working Group. OPSEU raised concerns with the increase in caseload sizes. Management advised that while there is an increase of caseloads, it is lessening. Management also advised of initiatives that are underway to assist with caseload issues and streamline intake business processes. OPSEU inquired whether there is approval for additional staffing to address caseload sizes. Management advised that there have been no such approvals. OPSEU requested that the ODSP Subcommittee of MERC be re-established. Health and Safety Office Visits OPSEU is requesting employers permission to do health and safety visits to all ODSP Offices across the province as well as facilitate Lunch and Learn Sessions for employees. Management is in agreement. 26

27 Voic Access in ODSP Offices Item to be deferred to next meeting or for discussion before that time. Ministry of Community and Social Services MERC Minutes of : Roxanne Barnes Co-Chair, OPSEU Patti Redmond Co-Chair, Management Date Date 27