Supervisor’s Forum – March 2015

Welcome and Housekeeping

Questions/Comments

• “In Person” Raise your hand• Webcast - Please submit your questions to:

ManagerSupervisorForum@dgs.ca.gov

Employee Assistance Program (EAP)My Role in Administering EAP

Presented by:

Jennifer Ellison & Lauren Walker Associate Personnel Analyst, OHR

Employee Assistance Program (EAP) Orientation for Supervisors

Department of General Services

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Managed Health Network

The State of California contracts with the Managed Health Network (MHN) to provide EAP services and:• Is one of the largest and oldest providers of

managed behavioral health care and EAP in the United States

• Has been providing employee assistance services since 1971

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What is the Employee Assistance Program (EAP)?

The State of California’s EAP:• Provides an assessment, counseling,

assistance and, if needed, referral to additional services. There is no cost to employees, their spouses, registered domestic partners and dependents.

• Provides a service designed to help employees resolve a broad range of personal problems affecting their emotional health, family life and work life.

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EAP Services

• Member services can help employees address their problems and improve their health and well being.

• Manager and supervisor services can help you support employees, address performance problems, and build successful, engaged teams.

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Types of Services

EAP services can be categorized in three ways:

1. Emotional Health (Face-to-Face & Telephonic)

2. Work & Life (Face-to-Face & Telephonic)

3. Resources & Information (Online)

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Emotional Health

• Marital, Family and Relationship Issues• Stress and Anxiety Related Problems • Depression• Grief and Loss • Anger Management• Domestic Violence• Substance Abuse

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Work & Life

• Legal Services• Financial Services• Pre-Retirement• Federal Taxpayer Assistance• Child and Elder Care Assistance• Daily Living Services

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Resources & Information

EAP’s member website features a wide range of resources that empower members to take charge of their wellbeing and simplify their life. Members can:• View their EAP benefits• Search for an EAP counselor in their area• Access self-help programs for stress,

weight management, and smoking cessation

• Find articles on emotional health, fitness, financial and legal issues and more

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EAP Manager and Supervisor Services

• The EAP can be an important resource for managers and supervisors. The following services can help you resolve employee performance and conduct problems and build stronger, healthier teams:– Management consultations– Critical incident stress debriefing (CISD)– Suggested self-referral– Formal supervisor referral– “Big picture” services

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Management Consultations

EAP provides unlimited telephonic support from their management consultants to help you address employee work performance issues, attendance problems, workplace violence, mental illness and more. They can also access the need for additional EAP services.

For more information, please call:

(866) EAP – 4SOC

(866) 327 – 4762

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Critical Incident Stress Debriefing (CISD):

• Critical incident stress debriefings help individuals overcome trauma

• MHN partners with an extensive network of counselors with specific expertise in trauma recovery

• Main objectives of CISD:– Help employee cope– Normalize the experience– Remind people that talking about the incident is healthy– Encourage employees to use their support networks– Educate employees about possible post-traumatic

feelings• Contact your EAP coordinator in the event of such an

occurrence

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Suggested Self-Referral

• If you feel that an employee would benefit from the EAP or an employee requests help in dealing with a concern, suggest he or she contact the EAP.

For more information, please call:

(866) EAP – 4SOC

(866) 327 – 4762

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Formal Supervisor Referral (FSR)

• A management tool used to improve work performance and resolve work-related problems

• Not intended as a disciplinary measure• Does not replace the State’s

policies/procedures for dealing with poor performance

• Direct contact with EAP about the employee’s situation

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Formal supervisor referral (cont.)

• If employee accepts the referral, an appointment will be scheduled with a clinician.– The initial assessment session for employees

who access the EAP through the FSR process do not count against a members EAP benefit.

• Clinician will meet with the employee to analyze the work performance problem and any underlying personal issues

• Clinician will help develop a plan of action

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Formal Supervisor Referral Process

• If an employee’s performance or conduct is poor, you can refer him or her to EAP counseling to help resolve the underlying issue.

• If an FSR is appropriate, the management consultant through MHN will help you prepare for the meeting with the employee.

• When preparing a FSR, you can also refer to page 13 in your Supervisors Handbook.

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“Big Picture” Services

• MHN also offers other organizational guidance, development and training programs to help teams, divisions, and the organization at large function better.

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Manager’s Toolkit

• Register as a manager• Sample documentation:

– Memos– Consent forms– Articles– Handouts

• Access online:

www.mhn.com

www.eap4soc.mhn.com

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How Do I Contact EAP?

Telephone number:

1-866-327-4762

Or visit the website at:

eap4soc.mhn.com

(Access Code: soc)

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EAP Coordinators

EAP Coordinators Lauren Walker (916) 376-5497Kim Mattila (916) 376-5377 Jennifer Ellison(916) 376-1845

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ACQUISITIONS – OBAS is Here to Help You

Presented by:

Noah Valadez, ChiefNoah.Valadez@dgs.ca.gov

Melanie Zbur, ManagerMelanie.Zbur@dgs.ca.gov

Office of Business & Acquisition Services

Quick Overview

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OBAS - OrganizationNoah Valadez

Chief916.376.9930

Bonnie Sauter SB/DVBE Adv.

916.375.4368

Rob’n Bennett Fi$Cal Liaison916.376.1750

Lori Morgan Purchasing916.375.4051

Brad Morgan Business Svs.916.376.5337

Jaime Tovar Service Contr.

916.376.5333

Sukhy SahotaA&E, PW

916.376.3987

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OBAS – Purchasing ServicesLori Morgan

Section Manager916.375.4051

Molly Lovett916.376.1844

Primary Customers:

RESD

Rebecca Peters916.375.4953

Primary Customers:

All other DGS Programs

Raymond Estey916.375.4557

Primary Customers:

OSPDGS - IT

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OBAS – Service ContractsJaime Tovar

Section Manager916.376.5333

Melanie Zbur916.375.4015

Primary Customers:

RESDOAH

Elizabeth Parker916.375.4736

Primary Customers:

OSPExecutive Office

Laura Frost (A)916.375.4989

Primary Customers:

IT, RESD-PMDB, RPSS, BPM – LA

East, and all Other DGS Programs

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OBAS – A&E and Public Works

Sukhy SahotaSection Manager

916.376.3987

Rhonda Burnett916.376.1755

Public Works(Construction)

John Isham916.376.1752

Architectural & Engineering

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OBAS – Business Services

Brad MorganSection Manager

916.375.4051

Sheri Birkmaier916.375.4164

Cal Card Coord.

Herb Edman916.376.5326

Inventory Coord.

Kim Herd916.376.1982

Cell Phones

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Year-End Acquisition Cutoff Dates

• IT Requests – Due to ETS April 3, 2015• Non-IT Requests – Due to OBAS May 1, 2015• Cal-Card Cutoff – June 15, 2015• ARF Funded Projects – No cutoff date

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OBAS – Resources

• Intranet: Org. Chart; Forms; Training Schedule; Other Resources– http://inside.dgs.ca.gov/dgsnet/Home.aspx

• SharePoint: Contract Logs; Contracts; Purchase Orders; Various document libraries– http://inside.dgs.ca.gov/dgsnet/Home.aspx

• Frequently Used:– Contract Submittal: CMSContractRequests@dgs.ca.gov– Business Services General: BSSServices@dgs.ca.gov– Facilities Questions/Concerns: ZigguratMaintenance@dgs.ca.gov

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Track Employee PerformanceUsing Outlook Tasks

Presented by: Andre Watkins, SSM III, RESD, BPM

Andre.Watkins@dgs.ca.gov

Select Task Icon

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Task Application

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Type A New Task

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Move Task to New Area

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Adding Names

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Double-click to Open…

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Complete the Information

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Click, Save, and Close

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Option to View and Print

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Easy to Do, Organize, & Track

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Constructive Intervention Unit

• Pam Sells, Manager (916) 376-5379– Steve Baker (916) 445-5942– Lucy Carroll (916) 376-5375– Shelia DuBose (916) 376-5125– Terry Flores (916) 376-5417

Conclusion

• Survey Monkey Evaluations• Webcast - Please submit your questions to:

ManagerSupervisorForum@dgs.ca.gov