DSHS Consolidation of Institution Business Services

The Union and Management met on March 7th to informally discuss the Consolidation Of Institution Business Services. Here follows a brief recap of the discussion.

Problems exist at all the facilities. This is no surprise to anyone. While the original reason management stated they were consolidating was to provide quality customer service and have a more efficient operation with fewer staff, at this meeting they seemed puzzled by their own statement when it was read back to them.

They had also stated that they needed consistency in operations and that they felt that training and oversight wasn't enough to insure consistency. The union had asked for ongoing monthly meetings in order to deal with problems as we all knew would crop up with this new scheme. Management refused and said they wanted to meet after it had been in effect for a few months. Well, here we are four months later. Hard not to be cynical at this point since so many of the issues we raised could have been addressed as we went along saving members a great deal of long term stress.

Vacancies have plagued the operation. Some of our members moved on rather than stay and go through the process of moving to a new worksite, changing duties, and dealing with the as yet unknown outcome. The workload burden on the remaining staff has brought some members to tears. Management assured the union that they are moving through the process of filling the vacancies. Training staff takes time. The hiring and subsequent training will bring some relief.

Our members told management there are problems with the system and the coding. Some workers do not have access to the screen information needed to do their jobs. IT has also been consolidated and that puts a new wrinkle on some of the problems. The union requested training for members on "Sharepoint".

Human Resources is supposed to be handling the employee benefits retirement and new employee information. That part is not entirely operational as of yet. Our members state that the PDFs they were given do not accurately reflect what they are doing.

Our members asked for and were told they would receive a document that spells out which staff are responsible for what duties. What is the Human Resources function and what is Timekeeping and Attendance responsibility? Right now, our members are just doing whatever they are told and sometimes they receive conflicting instructions from different parts of the management structure. Sometimes their own supervisors are bypassed in communication. Management agreed that it is not working the way it should in the field and agreed to work on the issue with Glen Christopherson, Wendy Long, and Sue Thomas.

Stacie Scott, speaking for management, stated she feels good about what is happening. She said they have had successes. Management pointed out that 5 positions filled were existing staff that received promotions. A position was moved from Rainier to Western State Hospital to do time and attendance because there was a need for additional staff. Part of the work time of the local funds worker will also do time and attendance.

The union requested copies of the service level agreements and the updated PDFs.

Management said they were still working on drafts of the service level agreements and want to meet with the CEOs of the facilities to get them to sign the agreements. (Service level agreements are how the institutions are billed by this new consolidated entity for the work that they do. They are no longer part of the institutions budget but act like a contractor.) Management agreed to provide any updated PDFs that they have.

The union asked for an e-mail or letter to go out to staff telling them how to get the help they need when they have questions about their benefits. Management said they would coordinate that with Human Resources. Management reiterated that the timekeepers were not expected to continue to carry that body of work.

Amy Achilles said, "The overall theme is communication and clarity. If we had that, the problems we face today wouldn’t exist."

The Union and Management discussed the problems arising from the use of the Purchase Card. CMO also is using a Purchase Card that they use and that has compounded the problems. The CIBS staff need the logbooks in order to work effectively. Management said they will make sure the logbooks needed related to the Purchase cards are provided to the staff who need them.

Amy Achilles, speaking for the union, told management that our members shouldn’t be held responsible for problems that exist in this system that are not worked out at this time. She restated our position that management should reconsider the consolidation. She expressed appreciation for the hiring effort that is ongoing.

Management said the problems identified with HRMS can be fixed by the next payroll period. They said the Sharepoint training can occur this month.

Management recognized that there will be ongoing issues.

The union asked for a document describing the separation of duties between home team and CIBS team. Management agreed.

The Union asked for relief at SCC where the staff have not had adequate training and proper access to the programs needed to function in the position. The workload burden is extreme. There was no concrete response to that request.