Ministry of Community and Social Services MERC Minutes

Transcription

1 Ministry of Community and Social Services MERC Minutes Date and Time: Location: ForOPSEU: For the Employer: Guests: Regrets: September 24, :30 a.m. - 3:30 p.m. ROM Boardroom, 80 Grosvenor Avenue, 3'" Floor, Hepburn Block or Conference ID: # Roxanne Barnes**, Dvlan Lineaer, Cindv Kraakman, lhsaan Khan, Anne Leach, MarQ Simmons Patti Redmond (co-chair), Mike Morley, Patricia Kwasnik, Nancy Sauve, Susan Pettersone, Natalia Gonzalez, Joe Caruso, Sona! Khanderia, Anna Press Helen Cooper, Nelson Loureiro, Mannie Kellv. Jeff Bowan, Susan Warina, Alicia Yurichuk Mena Zaffino Attendance via teleconference **Chair. Review of l&it September 24, 2014 Management reported since its implementation in April 2014 time tracking (ActiTime) has been successful. The implementation of Plan View 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. 2014/2015 agreements are pending OPSEU signature. Management had no updates at this time. 1

2 Issue Discussion Action Required FRO Updates September 24, 2014 FCMS/MECA MERC members from both OPSEU and the employer attended the last LERC meeting on Parties to follow-up Date Tabled: September 10th, 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 further analysis will be undertaken, Management also looking into options to reduce printer use. follow-up follow-up Management advised there are no updates. OPSEU raised concerns regarding ongoing l&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'". OPSEU requested clarification on the statistics received at the Workload Committee. OPSEU to follow-up, follow-up, 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. 2

3 Issue Discussion Action Reauired Inter-jurisdictional September 24, 2014 Support Order Unit (ISO) Review Date Tabled: June 18, June 18, 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. Results-based Planning (RbP) Updates September 24, 2014 Date Tabled: Management advised there is no update. Management advised there is no update. Diversity Initiative Update Date Tabled: September 24, 2014 Management advised the MGCS OPS Diversity Office have extended the application period to September 30 1 h. 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 1 h, OPS EU inquired on the continuation of Diversity Month at FRO. follow-up 3

4 Issue Discussion Action Reauired 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 ct to September 23'ct. Launch date is still set for October 1". 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 September 24, 2014 Division Management advised there are no updates. Management provided an update on the organizational review. Management committed to sharing materials with OPSEU by August 15 1 ". Management will append materials to the minutes. Parties agreed to see if a joint discussion with MCYS MERC is possible. Parties will Child Family Services Act Licensing Changes in September 24, 2014 Toronto and Central East Management advised that there is no update. Regional Offices Date Tabled: February 22, 2012 Management advised that there is no update. 4

5 ODSP Issue Discussion Action Required Date Tabled: June 27, 2012 ODSP Case Management I September 24, 2014 Date Tabled: February 22, 2012 OPS EU 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. OPS EU 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. OPSEU noted that for staff engagement exercises LERC and MERC should be advised. OPSEU requested formal disclosure. August13,2014 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. OPS EU enquired on the availability of statistical reporting post-sams. Management advised reporting should be maintained or improved post-implementation. 5

6 Issue Discussion Action Required Personnel Screening September Checks OPSEU confirmed receipt of report. Date Tabled: June 27, 2012 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. Complaint Assessment September 24, 2014 Date Tabled: June 27, 2012 Management presented update. Attached to minutes. OPS EU 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. 6

7 Issue Discussion Action Required Incontinence Supply September 24, 2014 Project Management advised there is no update. Date Tabled: April 16, 2013 Management advised Mandatory Special Necessities (MSN) forms issue has been resolved. OPS EU 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. OPS EU advised that MSN forms are not currently available. Social Assistance Review September 24, 2014 Date Tabled: April 16, 2013 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. August Management advised that work is underway with respect to budget changes and employment changes. 7

8 Issue Discussion Action Reauired ODSP Reports September 24, 2014 Date Tabled: June 11, 2013 OPSEU acknowledged receipt of reports. OPSEU acknowledged receipt of the outstanding reports. Management committed to sending 01 reports 1 week in advance of the September meeting. Northern Health Travel September 24, 2014 Grant Management advised the working group will be meeting Friday September 26'". Date Tabled: June 11, 2014 Management advised work is underway to finalize a revised consent form for the Northern Health Travel Grant and to facilitate the communication fiow 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 advised that due to the complexity and differing eligibility requirements that is not currently possible. Review of ODSP September 24, 2014 Recruitment and Retention OPSEU received an update regarding the retention aspect of the project. Date Tabled: June 18, Management advised a working group meeting will be held on October 9'" and 1 o'" to 2014 discuss recommendations for consistent recruitment processes and practices. Management will be reviewing turnover and retention data in order to put forward additional recommendations. 8

9 Issue Discussion Action Reauired 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 September. Reloadable Payment Card September 24, 2014 for Social Assistance Recipients OPS EU 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 Date Tabled: August 13, consideration August Management provided an update on the reloadable payment card. followup with materials. OPSEU raised concerns reqardinq the employer qoinq to reloadable cards. Training and September 24, 2014 Development The committee reviewed recommendations developed by the working group, as identified Date Tabled: April 25, in the survey The presentation will be appended to the minutes. 9

10 Issue Discussion Action Required 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. Parties to.. ',,,,,,,s,':'81.lsiness:ansiri '... i.i'hii Special Services at Home Sel!tember 24, 2014 (SSAH) Workload Management provided an update on SSAH and the Business Process Review for Date Tabled: February 22, Assistance for Children with Severe Disabilities (ACSD). The presentation will be 2012 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 Ontario Budget Se!!tember 24, 2014 OPSEU expressed concerns over the current staffing model and workload issues 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. Date Tabled: April 25, 2012 Management advised there is no update. 10

11 Issue Discussion Action Rea uired LERC Referrals September 24, 2014 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. Date Tabled: April 25, Sudbu!Y - First Nations Visits (Manitoulin Island) OPS EU advised the local issues have not been resolved. Sudbu!Y- 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. follow-up. OPSEU to Toronto LERC Referral September 24, 2014 Date Tabled: June 18, Management cohfirmed that information will be shared locally across the province as a 2014 consistent practice. Both parties agreed to remove this item from the Agenda. Parties agree to defer until September. 11

12 Issue Discussion Action Reauired Social Services Solutions Modernization Project I September Social Assistance Management System Management provided update that SDMT will become read-only November 11 1 h. There is a (SSSMP/SAMS) 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 Date Tabled: February 21, to go-live release. Testing with third parties and internal applications is underway. Efforts 2013 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 1 h. 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 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 Birch mount) 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. OPS EU 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. follow-uo. 12

13 , Issue Discussion Action Reauired OPS EU 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 to OPS EU 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. follow-up within 1 week. Transition Exit Initiative September 24, 2014 (TEI) OPSEU advised there are still a number of requests being made. Management is aware of Date Tabled: April 16, additional applications. OPSEU inquired whether the employer has re-evaluated the 2013 process for approvals. Management advised there is no change in the process for approvals. OPS EU 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 orovided an uodate on TEI numbers. Flexible Work Strategy September 24, 2014 Date Tabled: October 22, 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. Manaaement advised there are no uodates. Manaaement committed to reoortina back on Manaaement to 13

14 Issue Discussion Action Reauired the template. OPSEU raised concerns that staff currently on probation are not allowed to participate. Case Presenting Officer September 24, 2014 (CPO)/Disability Adjudication Unit (DAU) OPS EU inquired on the status of recruitment for DAU CPO positions. Management Disclosure 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 Date Tabled: February 5, 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 September 24, 2014 Date Tabled: February 5, 2014 OPS EU confirmed receipt of the LERCs Representatives. Social Impact Bonds September 24, 2014 OPS EU acknowledged receipt of the reports. OPS EU has requested the report for LERC reps. Item title to be changed to LERC Representatives. Date Tabled: April 9, 2014 Management advised proposals received will be reviewed. OPSEU requested to move this item to Standing Items. Management agreed to move item. Manaqement advised there are no updates. Mississauga Office September 24, 2014 Lateral Transfer Management advised a discussion for a standardized approach to lateral transfers will be Date Tabled: August 13, undertaken at the upcoming October gth and 1 o'h meeting of the recruitment and retention 2014 workinq qroup. 14

15 Issue Occupation Health and Safety Training Date tabled: June 18, 2014 August13,2014 Discussion Management advised the recruitment working group will make a recommendation about havina a consistent approach reqardinq the use of lateral transfers. September 24, 2014 Management advised data from CFLL has to be reviewed. Management advised the safe-smart training was to be completed by July 1 ". 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. Action Required OPSEU to Employment Related Benefit in ODSP Date Tabled: August 13, 2014 August Management presented.an update' on the new single ernployment related beriefitin ODSP, announced as part of the Ontario 2014 Budget Management reviewed the employment benefit objectives, design'principles, employment benefit features, transition strategy and imple111entation and engagement.consultations.with staff, service providers and clients will be conducted in. the.. fa.11. Training.needs will be assessed.. inthe.fall.and training will be 'provided in the spring. OP SEU enquired about various aspects of the new benefit including whether. the Ministry intends to engage a 3'." party to develop a.risk-based approach, training, the.transitional 'period and the communication plan. 15

16 Issue ODSP Office Accommodation Planning Date Tabled: September 24,2014 September 24, 2014 Discussion 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. OPS EU 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. Action Reauired OPS Employee Survey Date Tabled: September 24,2014 September 24, 2014 OPSEU inquired when the results will be shared. Management advised Ministry results were distributed September 24 to all employees. OPS EU 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 ''''''i'd~:hpendli'i Surplussing Issues Date Tabled: August 18, 2011 September This item was captured under the SSSMP/SAMS section of the minutes. September 24, 2014 Management advised that there is no update. 16

17 ' Issue Discussion Action Reauired Management advised that there is no update. '. i ''''Ei'i;';Re,,... ',,,.,,,,,.,,,,,.,,; '. ;' Fixed Term Report September 24, 2014 ;...,,..., ' ' ' OPSEU acknowledged receipt of the report. OPSEU acknowledged receipt of the report. Ministry of Community and Social Services MERC Minutes of September 24, 2014:.s'~ Co-Chair, OPSEU J}d il.f /t'5 Date ' Patti Redmond Co-Chair, Management :: I~- 1 J i ~ l ' i i l _; Date 17