OVR Minutes October 6, 2009
Meet and Discuss Minutes
10-6-09
CWDS Ryan Hyde started the meeting describing what JADS is, in terms of the CWDS system. It is the Joint Application Development Sessions, where the CWDS system is tested by Counselors and Supervisors, which are requirement gathering sessions. Screens of the CWDS system are developed during these sessions, while OVR staff tries the various screens, to see how they work. The testing features how various buttons work, and possibly suggestions from staff regarding improvement or changes. It is also how we convey what we want to Deloitte regarding CWDS. An upcoming session of JADS will occur 10-13-09 to 10-15-09.
Ryan also answered many questions in regards to CWDS. Regarding the question about multiple screens, Ryan said that if a Counselor opens 2 screens of CWDS at the same time, they can enter information into one screen, while they can only reference info on the other screen. They’d need to be careful about what they are doing on each screen, however. In regards to the question about accidentally entering a client’s info into another client’s file in CWDS, Ryan said the info (i.e. A CPN) could be cut from the incorrect client’s case, by editing the CPN, and pasting it into the correct client’s file, with a note going in the incorrect client’s file, saying a CPN was incorrectly placed in their file by the Counselor. Ryan Hyde says $ 300K of ARRA funds will be used for CWDS to implement digital signatures, and also used to enter HGAC forms into CWDS, OJT process changes, entering system blocks to prevent errors, and also for the wage check process, (to get wage info on cases where we can’t locate or contact the client. It will be better, more current, info. We will not be able to get wage info from other States, however. Two people from each office will have access to the wage check process. Ryan said that no “time studies” will be done on CWDS, in terms of job performance or Staff output. No time studies have been done, nor are any being planned. The question regarding checks being received by vendors with no client names or dates of service on them, Ryan said it was a glitch in the system around the time when the budget was not initially passed. Blank check stubs went out for a time. No remittance advice was with some checks. Now, extra monitoring is being done to make sure remittance advice (a proper check stub) goes out with each check which is sent to a vendor.
Ryan also answered a question about written CPN’s being in the file, while the same CPN is already entered in the CWDS system. He said the written CPN should be destroyed, so that duplicate, confusing CPN’s are not in the file. Ryan says that the CWDS system is the system of record. In regards to privileged
information which has been supplied by the client to the OVR Counselor, Ryan was concerned that if certain information is not being entered into CWDS, the next Counselor who handles the case will not have complete information on the client. This privileged information should not be held in a separate file. Confidential cases should not appear on the Counselor’s case list. The next release of CWDS will have upload capability, to upload resumes, etc. Eventually, we will be able to electronically transfer documents.
The question “why can’t a case be flagged when the client has been noncompliant, etc?” Ryan says that it would look like discrimination, so we should not flag these cases. The question “Why can’t service authorizations be reviewed by accessing CID or when working with the case?” was asked. Ryan said Counselors should go to “view service record” area, and all the service authorizations are there. Management is looking at making a direct link, to make this easier. Another question was “When a Counselor attempts to enter a form, why can’t the system tell them that the form has already been entered into the system?” Ryan answered that if we put too many checks and balances into the system, it would not be good. The more restrictions, the less usable it will be, Ryan says. Another question was asked about our ability to email client’s Hotmail accounts. Ryan said that Hotmail was not accepting emails from State email for a little while. He said if the block is on “Hotmail’s end”, and we can’t do anything about that. It was suggested that we just call the Links Helpdesk if it happens. Hotmail was “hacked into”, and that was the problem.
In regards to changes to case closure letters, Ryan indicated that he is working on it now and that he is trying to get closure letters to only one page. There is a custom text box in every one. Also, all of the client’s rights, in regards to their OVR case, are contained in these closure letters. Regarding the problems with the FNT form (OVR 105), this problem was fixed last night (10-5-09) according to Ryan. Ryan indicated that he didn’t hear of any problems with refunds because of this problem.
Air Cards – Mr. Washic said that he is working on getting 64 additional Air Cards which were requested by the District Offices. He is also working on the requests for Blackberrys.
Budget – In regards to reimbursement of SSA monies, out of 300 SSA cases, 120 will be approved. The total reimbursement of SSA money was $2.5 million for the combined BVRS/BVR program, and this reimbursement is down
from $8 million the previous year. Rollover money—it used to be that offices could rollover into the new year an amount equal to their Social Security reimbursements, but now Central Office is allowing offices to rollover into the new year 6% of their initial allocation. Also, if any office needs funds Mr. Washic says that we will give it to them. CWDS has been fixed in terms of capturing Social Security reimbursements. Next year we won’t fall behind in these reimbursements due to CWDS problems. The backlog of Social Security reimbursements has been all cleared, according to John Schontz. This has been completed before the waiver we got expired.
Leases – The Reading district office lease is going well and there has been a new proposal for video conferencing equipment which the landlord will install. Harrisburg district office does not want to move to the 1st floor so another proposal is being worked on. Regarding the Pittsburgh district office, the evacuation route will use the parking garage for evacuation purposes. Loose pieces of ceiling are also being removed and the seam in the floor is being repaired, but other seams are still evident in Counselor cubicles. Dumpsters are still blocking the alleyway but the alternate evacuation route to the parking garage will help. The sign on the building has also been corrected-the word ‘blindness’ was spelled incorrectly. The problem with no hand soap in the ladies room and the lack of toilet tissue has been solved by knowing how to unlock the janitor’s door. In the Erie district office the lease will be signed and BVS won’t take any of the space.
ARRA Monies - $122,000. of this money was spent on the summer academy at HGAC through BVS. ARRA monies can also be spent on OJT and these guidelines went out to the district offices last Friday. Up to 1,000 hours at 90% reimbursement for OJT can be approved with ARRA monies. $200,000. of ARRA money for OJT in each office has been approved. ARRA money was also used to develop new portable OVR displays. ARRA funds were also used to improve HGAC infrastructure, and these improvements included new windows and roof. ARRA funds were also used to fund 4 Analyst Support jobs, and these jobs involve tracking ARRA money and other contracts. We are looking at using ARRA funds for the business enterprise program, and this program needs a complete upgrade. ARRA funds will be used for a Veterans Initiatives program, and Dana Hodges is the lead for this program. Training will involve how to help Veterans in a better way. There will be 4 Veteran Representative jobs and we prefer to see a seasoned counselor in this position. We will be concentrating
these positions in the Philadelphia, Pittsburgh, and Harrisburg district offices. Every district office has a supervisor who handles Veteran referrals. Denise indicated that ARRA money in the amount of $630,000 will be used to purchase updated equipment to enhance Employment Readiness Centers in every district office. Resumes can be developed on updated computers, and also books and DVD’s on employment will be purchased. There are many people overseeing the use of ARRA money, including Neil Cashman of L&I, and also Bill Gannon of OVR.
State Budget – The State Supported employment program and also the ICAN program were not funded in the State budget. There was a small amount of State VR money approved in the budget to complete the work already started in the previous year. The Lending Library at HGAC was not funded, but OVR will fund it.
District Office Budgets – There is $71 million statewide in Fund Code 1, including $2.5 million in Social Security reimbursement money.
In regards to extensions of probationary periods, Tom Herman indicated that discussion with the Business Agent is necessary and the Business Agent must sign off on any extension of a probation period for an employee. However, the Business Agent should work with the local Shop Steward because the Steward is most familiar with the employee’s situation. We always strive to get the shortest extension of probation possible for the employee, and we make management prove that they need an extension. We’d like to see a 90 day extension, instead of a 180 day extension. Extensions of Probationary periods are always better than the employee getting fired. There should also be a plan in place to help the employee succeed on the job. An Alternate Shop Steward can function as Shop Steward in the absence of the Chief Shop Steward.
Budget – There was no “sweep up” money, and we gave no money back. In regards to the security of the State Match, Management said that funds are in place now, and the amount of State Match money is $43, 083,000.
Staffing- Denise said we are “looking good” in this area. She said the complement report is not yet ready, but she added that there are very few vacancies. However, Clerical is a problem, because we have no hiring exception in terms of hiring clerical staff, like the one we have with hiring Counseling staff. We’d like a Counselor – Clerical ratio of 4:1. We are allowed to convert Clerical
positions to Counselor positions, but only if it results in a Counselor -Clerical ratio of 4:1. There are 4 PSA positions coming to HGAC. We are going to continue to have Annuitants, same as before; we are looking at renewal of this arrangement in 2010.
Labor – Management Workgroups which are still in effect are: transition, D&A, Placement, and Diversity.
Office Security – In Norristown DO, an unarmed guard is at this location, due to a client threatening to shoot all the Counseling Staff in Norristown. All Counselors will also be notified when anything happens. Health and Safety training is still available. In terms of controlling the H1N1 virus, it is suggested that staff use antibacterial soap and hand cleanser, and Tom Washic said that he will look into the purchase of these supplies.
Staff Development andTraining – Cindy Mundis is still doing well in this area. No ARRA funding can be used for Staff Development and Training. The “Counselor 101” training will be going out on LMS, in the beginning of October, soon.
Goals - We are certain that we made our goal last year. We are still looking into what our new goal will be for this year – we are still looking at last year’s goal validation. Our Competitive employment goal achievement was the best in 6 years – we achieved a 99% competitive goal. We also went “over” our goal by 200 rehabs last year. (This refers to our combined BVRS and BVS goal) CSAVR has encouraged States to increase their goals by 16%, but we are not doing this. It appears that 9050 rehabs will be our goal for this year, but this is not set yet.
Travel Policy Update - Mr. Washic said that arranging travel is difficult for all of us. There is a policy that says that a private vehicle should not be used if the employee is traveling over 100 miles.
Dates of the next Meet and Discuss Meeting – it will be December 14th and 15th, 2009, at Central Office.