First SOS Team Meeting Minutes

Support & Outplacement Services 2003

Initial Team Meeting

February 28, 2003

MINUTES

Purpose:

The purpose of this initial SOS Team meeting was to draft a plan for services for separating employees, remaining employees, and managers throughout the reduction in workforce.   Another purpose was to clarify roles, responsibilities, and methods of communication.

Overview of the Current Status of the Reduction in Workforce:

The following number of positions (by county) was identified for elimination in the initial budget submission:

These numbers will likely change as the budget process continues.   However, this data provides a rough estimate of the geographical distribution of the impact.   Departments were instructed to notify employees who were immediately affected (e.g., those that hold the above positions).   In most cases, a senior manager within the department met with each affected employee, and followed up with a written letter of intent.   Most agencies also issued written communications regarding the overall impact on the department.

The departments will continue to communicate with their employees about budget changes and the resulting impact.   Every employee whose position is identified for elimination should receive face-to-face communication with a written follow-up.   However, it is unlikely that any formal layoff notices will go out before April; and layoffs will not take affect until sometime in June, 2003.

During this portion of the discussion, participants emphasized the need for ongoing, fact-based communication with employees.   Whenever possible, communications should be through personal contact with written follow up.   Managers should use as many methods of communication as they can and try to explain the decision making process and rational as clearly as possible.   It is not possible to “over communicate.”  

Participants raised the question; “Will layoff notices still go out in April even if the budget has not passed?”   According to Don Wills, Director of the Bureau of Human Resources, “Yes, they will have to go out in time to provide employees with sufficient notice (consistent with the contract) and affect savings in this next fiscal year.”

Services for Separating Employees:

Participants briefly reviewed the services that were provided during the last reduction in workforce (mid-90s), and brainstormed what additional services employees might need now.   Following is a brief outline of services proposed for employees who will be separating from state service:

Information: An SOS website is currently being developed.   Mary Silva reported that InforMe has agreed to design the site at no cost.   This will be the primary tool for statewide communications throughout the reduction in workforce.   The site will include a description of the budget process and timeline; daily updates on the budget and resulting impact; a description of available support services and contact information; a list of departmental liaisons and contact information; notices of workshops, Rapid Response sessions and other important meetings; employee testimonials (successful strategies and outcomes); internal vacancy listings; articles and bibliography of related readings; and links to other useful sites (i.e., ME Dept. of Labor, MSEA, etc.).   The site will also include an e-mail address for employees to pose related questions and receive answers.

Leslie Manning reported that MSEA – SEIU is providing updates/information related to the RIF on their website.   We agreed that it is important to make sure that this information is consistent with the information provided on the SOS website.   The MSEA website will be linked to the SOS site.

Another vehicle for communication about accessing available services is the Maine Dept. of Labor’s Rapid Response Program .   Rapid Response is the program to link and coordinate dislocated workers with appropriate service providers.   DOL has already scheduled some Rapid Response sessions in various locations.   Any employee who has received a notice of intent is eligible and encouraged to attend a Rapid Response Session.   Information about the procedures to schedule a Rapid Response session will be distributed to departmental liaisons shortly.   Meanwhile, please direct questions to Valerie Oswald.

Career Assessment & Planning:   The two primary providers of these services are the Bureau of Human Resources (DAFS) and the Maine Dept. of Labor Career Centers.   The BHR will provide Civil Service Career Counseling and internal job matching services to affected employees.   Some employees have already begun to utilize these services.   BHR has completed a preliminary assessment of the skills of affected employees and the requirements of currently vacant positions.   This resulted in some optimism that matches may be available for several employees.   Agencies are expected to cooperate in filling vacancies with affected employees whenever possible.   Affected employees who want Civil Service Career counseling should contact Robin Danforth at 624-7765 to schedule an appointment.

Employees can access a variety of services through the DOL Career Center closest to their residence.   These services include computerized job matching; professional employment counseling/consultation; vocational interest, aptitude and skills testing; labor market information; and assistance with job hunting (i.e., resume and interview preparation).   The SOS website (discussed above) will provide a link to the Maine Career Centers’ site.   Due to the high demand for services, SOS Team members may be called upon to greet/orient state employees at the career center during specified hours.

A variety of skill building workshops are also available at the Career Centers.   These include Career Decision Making, Job Search Techniques, Resume Writing, and Interviewing.   The BHR will offer a schedule of these same workshops in-house to assure that all interested employees have the opportunity to attend these sessions.     

Training/re-training programs are also available for eligible dislocated workers through the Career Centers.   The Department of Administrative & Financial Services is currently exploring the feasibility of providing in-house computer training for eligible employees.

  Some employees may want to consider retirement as an alternative to layoff or a new job.   The Maine State Retirement System will provide some basic written information about the retirement system and will work with the SOS team to expedite individual appointments/consultations when necessary and appropriate.   The SOS website will link to the MSRS’s home page so employees can access general information about retirement.

Unemployment Insurance: The Maine Dept. of Labor will provide information about application/eligibility for Unemployment Compensation to affected employees.   Additionally, Carol Webb has agreed to be a resource to state managers to assist them in determining their unemployment insurance costs; and to answer related questions.

Financial Planning & Management Services:   Consumer Credit Counseling Services of Maine will provide information and assistance to individual employees and groups for personal money management.   Specifically, CCCS offers: financial counseling, debt management services, financial literacy education, and informational resources.   The SOS Team will make this information available to employees through the website; and will collaborate with CCCS to make group (financial) educational sessions available in the most heavily impacted areas of the state.

The Maine State Employees Credit Union has agreed to work with affected members to assist them with personal debt management (e.g., renegotiate terms of loans, etc.).

Healthcare Services:   The Office of Employee Health & Benefits will provide general information and answer employees’ questions regarding medical and dental insurance plans .   They will inform employees of options and costs of continuing coverage in the event of layoff.

The Employee Assistance Program (EAP) will continue to provide confidential assessment and referral services for employees and their household members.   The SOS Team (especially departmental liaisons) will remind employees of the availability of this service and distribute contact information (most employees self-refer).   The EAP has also agreed to facilitate a series of peer support/process groups in areas of the state with the greatest numbers of affected employees.   The EAP provider would help group participants explore and manage reactions to the reduction in workforce in a supportive, confidential environment.   Additionally, EAP and/or the Office of State Training & Organizational Development may offer some groups geared toward helping employees and managers cope with the stress of change and increased workloads.  

Community & Legal Resources:   Participants noted the need to coordinate SOS efforts with a variety of community support service providers who were not represented at this meeting.   The SOS Team will contact faith communities and community-based service providers to identify how they might be able to assist affected employees and their families.   Information about these services (i.e., fuel assistance, housing assistance, domestic violence services, etc.) will be posted on the SOS Website and provided to departmental SOS liaisons.   Also included in this category of services are programs administered by the State Department of Human Services such as food stamps, TANF and AFDC.

Services for Remaining Employees

It is widely recognized that any reduction of the workforce affects all employees in the organization; not just those who end up unemployed.   Participants agreed that all of the services described above (for separating employees), with the exception of “Unemployment Compensation,” are also of potential benefit to employees remaining in State Service.   Whenever possible and appropriate, these same services will be available to remaining employees, but will be tailored to their unique needs.   Additionally, the Office of State Training & Organizational Development will design and implement workshops and consulting services to help managers more effectively support these employees as they adjust to workload increases and other potential changes (see below).

Organization/Management Support Services

The Office of State Training & Organizational Development is currently developing a series of workshops and consulting services to assist managers with issues related to the reduction in workforce.   Topics may include Change Management Briefings with Senior Managers & HR Personnel; Critical Communication Skills for Managers; Managing Employee and Work Unit Transitions, etc.   These services will be posted on the SOS website.

Additionally, the Office of State Training & Organizational Development will identify and maintain a list of managers who have experience dealing with issues related to prior reductions in Maine State Government’s workforce.   These managers may be asked to serve as mentors to less experienced mentors on an as-needed basis.

When asked what they think managers need, participants (many of whom are state managers) noted the following:

•  Support from peers and the administration, especially when tough decisions need to be made or communicated to employees

•  A deeper understanding (appreciation) for our role in the change process.   We are affected both as an employee and a manager.   We will do all that we can, but need recognition of the reality that we can’t do all things for everyone.

•  We need to hear more about what is going well: data and testimonies on successful placements, employee achievements, etc.

•  Technical information about the budget and layoff process and procedures

•  Educational resources to help us better understand and manage issues related to the reduction in workforce (e.g., increased health and safety risks for remaining employees who are dealing with larger workloads and “survivor guilt”)

•  Up-to-date, consistent, reliable information about budget changes and related issues

Since managers play such a key role in the support of their employees, it is in the interest of Maine State Government to continue to identify ways to address their needs during these challenging times.   Organization and Management support services will be posted on the SOS Website as they are developed.

Miscellaneous

Some participants indicated that they have heard from some affected employees that their departments will not authorize paid administrative leave time to attend Rapid Response sessions or participate in other SOS services.   Don Wills, Director of BHR, and Ken Walo, Director of Employee Relations, will issue a policy statement regarding use of administrative leave for SOS services so that agencies are consistent with their practice.

Next Steps

Valerie Oswald, BHR, will draft an SOS charter, including roles and responsibilities of SOS Team members and departmental liaisons.   The draft will be distributed for review and comment.

The most immediate priority is to get the website up and running.   Valerie will send an e-mail notice to SOS Team members once it is available.

SOS Team Roster