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THE

HR NETWORK

Bob Taft Governor Scott Johnson Director

IN THIS ISSUE

Director's Corner
Enhanced Job Application Process
SERB Ruling
Labor Contract Negotiations
New Training Programs
Y2K Hot-Site Testing
Return-To-Work
EEO Data on Net
Web Sites

The Centralized Recruitment Office (CRO) is enhancing the hiring process by developing an improved online job application. Arriving in December, this advancement will allow state agencies, boards and commissions to receive Ohio Civil Service Applications via e-mail and will assist applicants to easily apply for available open positions. The jobs’ database will be enhanced by adding search options which will enable applicants to search by: keywords, new positions posted today, agencies accepting online applications, and new positions posted since last visit.

Applicants searching for positions on the CRO Web site will be able to complete a one-time profile which contains all the data fields on the Ohio Civil Service Application, plus allow for an optional cover letter and resume. Applicants will be able to save their profile and update it for additional submissions.

When an applicant clicks on the “Apply for this position” button, the profile is accessed and allows for instant completion of the Ohio Civil Service Application including the job title, position control number, agency and deadline date. The applicant then completes the minimum qualifications section and the EEO data in the final step.

Clicking on the “submit” button, will deliver the application, optional cover letter and resume via e-mail directly to the agency posting the position. An auto-response confirmation will be sent to each applicant that will include the job title, position control number, date and time of receipt, and a copy of the completed application. Each agency will develop their own message to reflect specific application and interview information relative to the specific agency.

The Bureau of Workers’ Compensation, Department of Administrative Services, Department of Development, Department of Rehabilitation and Corrections, Department of Natural Resources, Rehabilitation Services Commission, Department of Mental Health Department of Health, and the Department of Transportation have agreed to be pilot agencies to utilize this technology and to participate in the development of future advancements with the state job database. Agencies interested in receiving job applications by e-mail may contact Dominick Guida at (614) 466-6935 or dominick.guida@das.state.oh.us.

Arbitrator Graham: Requests for Information

Recently, there have been several Unfair Labor Practices (ULP) filed with The State Employees Relations Board (SERB) as a result of some agencies’ failures to provide requested information to union representatives. SERB has held that the employer's failure to provide information can result in bad faith bargaining. In a recent arbitration decision, Arbitrator Graham clarified the issue of responding to requests for information.

When the union presents a reasonable request for information, the employer must provide access to the specific information at the first step in the grievance process. Requests may be subject to a per page copying charge if the request requires more than 90 minutes to answer or copy. OCB strongly encourages agencies to be consistent in the application of this 90-minute standard for imposing a copying charge. When the union presents a request for "all files" relating to a particular subject, it is appropriate for the employer to grant access to the files with appropriate supervision. Finally, the collective bargaining agreement does not require the employer to create a report that is not already in existence to comply with an information request. When the union presents a request for a report that does not exist, the employer is only obligated to furnish access to raw data. The obligation of each employee organization and employer to supply its counterpart with requested information allows the parties to carry out their bargaining responsibilities.

For further information on this arbitration award, please read Clarification Letter No. 99-04-01 at the Office of Collective Bargaining Web site at www.das.ohio.gov/hrd/ocb/index.htm.

All current labor agreements expire during 2000. The agreement between the state and the Ohio Civil Service Employees Association (OCSEA)/AFSCME is the first to expire on Feb. 29, 2000. The Office of Collective Bargaining (OCB) is preparing for the 2000 labor contract negotiations, which begin officially in December. OCB’s goals are:

• To maintain management rights;
• To improve state human resource processes;
• To increase agencies’ abilities to accomplish their missions and goals;
• To ensure all bargaining unit employees have equity in the major issues (e.g., wages, sick leave, disability benefits).

OCB met with representatives of agencies, boards and commissions, and documented their concerns and issues. Information was reviewed and analyzed to become the basis of OCB’s bargaining plan.

The state and labor representatives are addressing some issues such as health care in pre-bargaining meetings. The Joint Health Care Committee (JHCC) is responsible for discussing and recommending innovations to our health care plans. A health care consultant assists the committee by providing both parties with information regarding healthcare issues being raised. Consequently, most health care issues are resolved before they become critical bargaining issues at the main table negotiations.

OCB will advise agency labor relations officers of the progress of the negotiations.

New Training Helps Answer Concerns About Uniform Selection & ADA Requirements

The Human Resources Division (HRD) sponsored the first Western Region Intergovernmental Personnel Assessment Council (WRIPAC) job analysis training program for 90 participants. This program will be offered annually as part of the Human Resources University. The two-day training program is designed to provide information regarding job analysis methods for human resources professionals involved in the areas of selection, recruitment, classification, return-to-work and human resources planning. Job analysis methods are based on the traditional model of content validation, which involves the identification of critical tasks and associated knowledge, skills and abilities (KSAs). Job analysis will allow agencies:

• To comply with the 1978 Federal Uniform Guidelines on Employee Selection Procedures (UGESP) for content valid-examinations and to supply the documentation mandated by these guidelines.
• To comply with the 1990 Americans with Disabilities Act (ADA) requirements for determining essential job functions.
• To provide a method for ensuring that the KSAs to be tested are prerequisites to the performance of important job tasks [UGESP 14.C (1)], as well as essential functions of the job [ADA 1630.2(n)].
• To develop a standardized process which would enable jurisdictions to share valid examination material and conduct job analysis in a more cost-effective manner.

For additional information, contact Phillip Carter at (614) 466-4830 or phillip.carter@das.state.oh.us.

Payroll Administration Y2K
Performs Hot-Site Testing

Human Resources is implementing its Y2K-compliant Human Resources System (HR2K) after successful testing conducted in August and October. To conduct these tests, programs and data files were taken to SunGuard Recovery Systems, a disaster recovery/Y2K testing facility in Philadelphia. SunGuard facilities allow systems to run a simulated year 2000 environment at designated “hot sites.”

In August the Office of Payroll Administration tested portions of the Human Resources system. After setting the system clock to Jan. 3, 2000, batch payroll processing was performed to compute gross pay to net pay for each state employee simulating payment for the pay period ending Jan. 1, 2000. In addition, online testing was performed to simulate entry of employee time and attendance, payroll exceptions, deduction changes and personnel action postings.

Then for the testing in October, Human Resources created a file from which the state auditor could write paychecks. During the testing, the file was transferred from SunGuard to the auditor’s office The auditor’s office was able to process the file and write checks. Also during the October testing, employee benefits, disability and workers’ compensation files were updated error-free.

This material is a “Year 2000 Readiness Disclosure” statement containing information believed to be accurate.

Benefits Administration Helps Employees Return to Work

During the last several months, the Benefits Administration Services (BAS) has focused its attention on assisting state employees to return to work. State employees receiving workers’ compensation or disability benefits may be eligible for the following programs. The state’s Transitional Work Program (TWP) is now available to approximately 23,000 employees in 10 agencies and 16 facilities. TWP allows employees a smooth transition from a period of disability to full-time work. TWPs were first piloted for those employees who were injured at work. Seven agencies also have implemented the program for employees who have disability leave claims. Transitional work programs effectively reduce the number of days lost because of injury. For those agencies reporting results of their TWPs, there was a 46.5 percent reduction in lost time hours and a 87.5 percent successful program completion rate with the employee returning to his or her original job.

In July, Benefits Administration Services began two new partnerships aimed at assisting employees’ return to work. The first partnership is with United Behavioral Health, which assists employees who are disabled due to a psychiatric condition by providing intensive goal-focused treatment aimed at assisting employees return to work. The second partnership, which is with the Rehabilitation Services Commission (RSC), helps employees who live or work in Franklin County and who have a disability which causes substantial difficulty on the job to return to work. RSC provides such services as vocational guidance and counseling, job coaching, work adjustment training and vocational or skill training. If your agency does not yet offer transitional work to your employees or you wish more information about the ways you can help your employees return to work, please contact Jim McBride at (614) 752-8252.