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H1N1 Workforce Reduction Forum. Theresa A. Masse, State Chief Information Security Officer Department of Administrative Services Enterprise Security Office. Agenda. Opening Remarks Public Health Q&A DAS Enterprise Security Office Agency Panel DAS Human Resources Service Division

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h1n1 workforce reduction forum

H1N1 Workforce Reduction Forum

Theresa A. Masse, State Chief Information Security Officer

Department of Administrative ServicesEnterprise Security Office

agenda
Agenda

Opening Remarks

Public Health

Q&A

DAS Enterprise Security Office

Agency Panel

DAS Human Resources Service Division

DAS Risk Management

Q&A

2

opening remarks
Opening Remarks

Scott Harra, Director

Department of Administrative Services

opening remarks1
Opening Remarks

Official state guidance:

Public Health

www.flu.oregon.gov

HR Issues

www.oregon.gov/DAS/HR/flu.shtml

slide5

Public Health

Michael Heumann, MPH, MAEmergency Preparedness CoordinatorOregon Public Health Division

slide6

Public Health

  • What is flu?
  • Typical impact of influenza
  • What is a flu pandemic?
  • What now: addressing the current pandemic
slide7

Public Health

What is the flu?

-- Seasonal respiratory illness

causedby influenza virus

Influenza symptoms

- Respiratory illness;

- Fever, headache;

- Cough, sore throat;

- Muscle aches; and

- Diarrhea, nausea & vomiting

- Cough and fatigue can last for more than a month

Most people will recover within a week to 10 days

Electron Micrograph of Pandemic H1N1 Flu Virus

slide8

Public Health

  • Transmission
  • DROPLET spread most important.
    • Cough or sneeze
    • 3-5 feet
  • Incubation period One to three days.
  • - Can be contagious before symptoms develop.
slide9

Public Health

  • Flu virus changes in a minor
  • way each year
  • “Antigenic drift”.
  • New strains appear each year to which most people are susceptible.
  • Need new vaccine each year to match circulating strains.
slide10

Public Health

  • Periodically virus has major changes
  • “Antigenic shift”.
  • Nobody has immunity.
  • Causes a widespread epidemic, or pandemic.
  • Severity of the new virus strain a major concern.
slide11

Public Health

  • Impact of Influenza in a typical year
  • 10-20 percent of population gets influenza
  • each year.
  • 225,000 hospitalizations and 36,000 deaths
  • from influenza in U.S. in an average year.
  • - 2,750 hospitalizations and 450 deaths
  • in Oregon.
  • Most deaths from secondary pneumonia.
  • - i.e., bacterial infection of lungs after
  • infection with influenza virus.
slide12

Public Health

  • Pandemics: 1918 Spanish flu
  • Catastrophe against which all modern
  • pandemics measured.
  • 20-40 percent of world’s population ill.
  • 20 million deaths in world, 500,000 in U.S.
  • - Killed more Americans than all wars in 20th century.
  • - Quick: felt well in morning, dead by nightfall.
  • - Others died from complications.
  • - Attack rate and mortality highest among 20-50 year olds.
slide13

Public Health

  • Other flu pandemics and Pandemic Threats
  • 1957: Asian flu: 70,000 U.S. deaths.
  • 1968: Hong Kong flu: 34,000 U.S. deaths.
  • 1976: Swine flu threat.
  • 1977: Russian flu threat.
  • 1997-9: Avian flu: limited spread.
slide14

Public Health

What now?

Why worry about pandemic H1N1?

slide15

Public Health

  • Pandemic H1N1
  • New strain appeared spring 2009 and rapidly spread
  • throughout globe.
  • - Younger people especially affected.
  • World Health Organization (WHO) has declared a pandemic.
  • Everyone is susceptible, so potential for widespread
  • illness this flu season.
  • Severity difficult to predict, but could stress
  • healthcare systems, and economic functioning.
slide16

Public Health

  • What are goals of Public Health?
  • Reduce spread of flu.
  • Protect vulnerable people from complications.
  • Assure availability of treatment for severely ill.
  • Minimize social and economic disruption.
slide17

Public Health

Specific planning to help prevent or reduce the effects of a flu pandemic

- Track the epidemic

- Provide accurate information to public

- Provide more detailed information to specific sectors,

(e.g. schools, hospitals and businesses)

slide18

Public Health

Ways we can all minimize the spread of H1N1:

1- Cover your nose and mouth with a tissue when you sneeze or cough. Throw the tissue in the trash after you use it.

2- Wash your hands often with soap and water, especially after you cough or sneeze. Alcohol-based hand cleaners are also effective.

3- If you are sick, stay home.

Seek medical treatment when necessary.

slide19

Public Health

Continuity of Operations Planning (COOP) can help reduce service disruption at work

Steps you can take:

- Identify essential functions

- Develop order of succession & delegation of authority

- Assess workplace risks and facilitate adaptations

- Consider allowing staff to work remotely, when feasible

slide20

Public Health

Workplace planning can help everyone reduce the effects of a flu pandemic

  • Stay informed—information changes rapidly
  • Develop a COOP plan
  • Promote social-distancing
  • Initiate non-punitive policies that allow people to stay home if sick or to care for a sick family member
  • Communicate plans and policies to employees
slide21

Public Health

Give me six hours to chop down a tree and I wil spend the first four sharpening the axe.

- Abraham Lincoln

slide22

Public Health

For further information about H1N1 pandemic:

www.flu.oregon.gov

www.cdc.gov/h1n1flu/

www.oregon.gov/DAS/HR/flu.shtml

www.oregon.gov/DAS/PEBB/flushots.shtml

enterprise security office
Enterprise Security Office

Theresa A. Masse, State Chief Information Security Officer

Department of Administrative Services

Enterprise Security Office

enterprise security office1
Enterprise Security Office
  • Workforce Reduction - Key Considerations:
    • Commitment to deliver services
    • Critical Business Functions (defined in BCP)
    • Interdependencies with Business Partners
    • Protecting State information
    • Planning/preparing in advance
enterprise security office2
Enterprise Security Office
  • Telecommuting:
    • A planned/pre-approved regular schedule for working from an alternate location
  • Teleworking:
    • Working remotely on an irregular or ad-hoc basis
enterprise security office3
Enterprise Security Office

Teleworking Checklist:

  • What are agency remote access capabilities?
      • Email
      • System/Applications
      • Phones
  • Consider third party workforce
  • State or personal equipment
enterprise security office4
Enterprise Security Office

Teleworking Checklist:

  • Document agreements - in advance
  • Protection – based on Information Classification level
  • Test – test - test!
agency panel
Agency Panel

Holly Mercer, Executive Director

Oregon Board of Nursing

board of nursing
Board of Nursing
  • Regulate approximately 70,000 licenses of nurses and nursing assistants.
  • 48 FTEs, $12.1 million budget
  • Process an average 3,316 licenses per month.
  • Call center (4 people) fields an average 4,800 calls per month.
  • Receive an average of 60 complaints via phone or e-mail per month.
  • Process an average 117 criminal history hits per month.
board of nursing1
Board of Nursing
  • Preparing a plan to assure continuity of service with a 40-50% reduction in staff.
  • Core business functions:
    • Licensing (public safety; ensure healthcare staffing needs are met).
    • IT & Finance (ecommerce; fee based revenue)
    • Complaint intake (identify possible emergency situations to maintain public safety).
  • Working to identify “skill bank” among staff.
board of nursing2
Board of Nursing
  • Management team will gather periodically to handle reallocation of staff/duties as needed.
  • Need to manage expectations of customers in advance; e.g. communicate that staff may not be able to take calls directly, but will return messages within 24 hours.
  • No telecommuting; assess telework as needed.
agency panel1
Agency Panel

Paul Cleary, Executive Director

Public Employees Retirement System

slide33

PERS and Our Customers

Agency

  • Three locations; two in Tigard, one in Salem
  • 364 employees

Customer profile

  • 167,000 active members
  • 48,000 inactive members
  • 105,000 retirees
  • 870 employers

Customer contacts

  • Phone centers – employers, members, and third-party administrators
  • Email and website
  • Walk-ins in Tigard and Salem
  • Group presentations
  • Individual counseling sessions
slide34

2008 Retirement System Workload

  • 5,700 Tier One/Tier Two and 5,359 IAP retirements
  • 9,932 account withdrawals
  • 172,000 telephone calls (incoming/outgoing)
  • 118,861 emails (outgoing)
  • 12,502 written benefit estimates
  • 12,773 employer reports with 3,501,158 member records received
  • 263,000 member annual statements
  • $200 million in benefit payments each month
slide36

Increased Telephone and Email Volume

Perennial triggering events

  • First three business days of a month when retiree checks are mailed
  • Mondays
  • Retirement spike (January 1 retirements)
  • Tax season (January – April)
  • Variable account adjustment for retirees (February)
  • Annual statements (mailed in May)
  • Retirement spike (July 1 retirements)
  • Cost-of-living adjustments (August)
  • New plan participants (September – educators)

One-off events

  • Litigation and legislation
  • Changes in benefit calculation factors
  • Media coverage
slide38

Critical Business Functions and Staffing Review

  • Identify and prioritize time-sensitive transactions and qualifying events
  • Review production chain for weakest links and essential staff
  • Assess staff skills/work experience for redeployment
  • Identify system access methods, roles, and security levels
  • Assess potential workflow process and service delays caused by external and internal partners
  • Review opportunities for manual work-arounds and outsourcing
slide39

Focus on Mitigating Staff Shortages

  • Redeployment options and cross training
  • Documentation of procedures (desk manuals)
  • Streamline system access/approval processes
  • Temporary delegation of authority
  • Assess and communicate the need for alternate contacts with employers, vendors, and third-party administrators
slide40

Teleworking Considerations and Concerns

  • Limited remote access capability on current infrastructure
  • Production work from home raises security risks and accuracy concerns
  • Employees at home assumed to be sick or caring for sick
  • Extended school closures or other extenuating circumstances may require teleworking consideration
slide41

Manage Customer Expectations

  • Communicate production priorities and estimated timelines via website, newsletter, and automated phone messaging
  • Engage stakeholders in helping communicate production priorities and timelines
  • Encourage use of online benefit estimate calculator instead of written estimate
  • Prepare members for estimated benefit payments
agency panel2
Agency Panel

Karen Gregory, Deputy Director

Oregon Department of Revenue

slide44

Topics:

  • Brief overview of DOR business
  • How DOR will handle 20%–40% potential absenteeism including:
    • Communication Plan
    • IT plan for the season
    • Working offsite (telecommuting)
    • Web Conferencing
  • Questions and answers
overview
Overview
  • DOR administers over 30 tax systems
  • Governments rely on all of these collected taxes
  • Business peaks February-April, yet constant throughout the year
plan to handle
Plan to Handle
  • H1N1 Plan
  • 6-prong approach
    • Work units determine priorities and create plans for core work
    • Agency plan focuses on additional revenue commitments made to the legislature
    • Communication plan—agency wellness committee
    • ITPlan includes partnering with SDC
approach
Approach
  • Telecommuting:
    • Why
    • How we did it
    • Managers’ reactions
    • Results
    • Benefits
    • Downsides
approach1
Approach
  • Web Conferencing
slide50

Presented by Karen Gregory Deputy Director Oregon Department of RevenuePhone: 503-945-8288Fax: 503-945-8290E-mail: karen.s.gregory@state.or.us

human resources service division
Human Resources Service Division

Rebecca Gray, Senior State Human Resource Consultant

Department of Administrative Services Human Resources Service Division

human resources service division1
Human Resources Service Division

Telecommuting Policy - Draft

  • Inclusive of both Telecommuting and Telework
  • Focus on accountability while working at alternate location
  • Agreements
    • Telecommuting agreement
    • IT Telecommuting Application
  • Gathering additional comments
risk management
Risk Management

Deb Bogart, Senior Safety and Risk Unit Consultant

Department of Administrative Services Risk Management

workers compensation h1n1 claims
Workers’ Compensation H1N1 Claims
  • It is a worker’s right to file a claim
  • Claims for contracting H1N1 are likely
  • Employee burden of proof is high
  • Risk will be monitoring the nature and number of these claims
workers compensation coverage
Workers’ Compensation Coverage
  • Out-of-state telecommuting requires special coordination to ensure WC coverage
    • Routine use of alternative worksite
  • Out-of-state teleworking does not require special WC coverage coordination
    • Non-routine, short-term use of alternative worksite
  • Where is the grey line?
  • Use Policy Model Agreement and/or Checklist to offset offsite worksite risks
questions
Questions?

Thank You!