UMCC HR SUB-COMMITTEE MEETING
MARCH 7, 2013
UNDE EVP attended subject meeting on March 7, 2013 replacing the UNDE National President. Co-Chairs opened the meeting with a round of introductions.
The agenda was accepted as presented (attached).
Minutes of the December 6, 2012 had been agreed to secretarially (attached).
Business arising from the previous minutes:
Update on the Conflict Management Transition Plan – Concept of Operations has been sent to all bargaining agent representatives in both languages. Another progress report will be provided at today’s meeting.
Employees’ Assistance Program (EAP) – update will be provided in the Round Table
UNDE’s request for regional contact information – UNDE EVP thanked DGCHRMO for the information providing, however, she stated that the intent of the request was to have a list of subject matter experts in the regions and Local HR staff that union representatives are interacting with. DGCHRMO will follow up.
Paperless Pay Initiative
DND has heard the concerns of the bargaining agents representatives and addressed those concerns to PWGSC. As a result, the 1 April 2013 has been extended to incorporate a phased-in approach. Full implementation will be in place by April 2015.
DGCHRMO advised that this decision will impact on 443 employees currently receiving paper pay cheques and 703 employees who receive supplemental pay via paper pay cheques. She advised that the Treasury Board grandfathering policy is still in place but is under review.
The unions identified issues of lack of consultation, contravention of collective agreements, limited access to computers in the workplace, employees on LWOP do not have DWAN access, some employees will incur additional banking charges and UNDE identified that employees are already experiencing pay issues that have resulted in recovery actions.
UNDE EVP advised that the issue has been passed on to the PSAC to address with the employer.
UNDE asked how employees will be paid if they absolutely refuse to provide their banking information. The response was that pay would be submitted to the bank account information on record. Supplemental, what if the banking information on record is not current and the pay goes to a wrong account? HR does not anticipate a problem. The unions disagreed.
Electronic pay stubs were briefly discussed with similar concerns expressed.
ADM HR Civ committed to working with the bargaining agent representatives and employees to transition through the process.
MEMBERS CAN CONTINUE TO RECEIVE PAPER PAY CHEQUES but are encouraged to provide their banking information at some time in preparation for full implementation in April 2015.
Update on Conflict Management Training
DG ADR reminded committee members that the new ADR structure will be fully implemented April 1, 2014.
Her priorities, with a 70% reduction in resources are:
Staffing, under the new structure there are 25 civilian positions, 9 vacant.
Implementing a case management model (to capture statistics); and
Training within the limited resources available.
Ms Grohs, DG ADR staff, provided the committee with the way ahead for training available through the Conflict Resolution Centres (CRC). It was confirmed that the distance learning identified on slide 3 could entail 1 to 2 days on-line training leading into a day in the classroom. However, training could be tailored for those employees that have limited to no computer access.
Brother Brown asked where DG ADR is in the staffing process to fill the 9 vacant positions stating that resources are needed to deal with the stress in the workplaces. DG ADR acknowledged the challenges to meet demands with the limited staff and that her staffing requests have been processed up for approval.
UNDE EVP expressed concerns that the additional workload and frustrations in the workplaces would impact negatively on the remaining CRC staff. Other DND organizations are staffing. Why does the DG ADR need approval to conduct staffing processes to fill the vacancies when the new structure was imposed on her and already approved by VCDS and ADM HR Civ, would this not by default be the staffing approval needed?
It was explained that the department has to ensure that the skills being sought are not available in the department before the CWMB can approve an external staffing. Also there are outstanding labour relations issues to be addressed.
UNDE EVP asked why DG ADR could not conduct an “anticipatory” process so that once the labour relations issues are resolved; staffing could proceed to fill vacancies? It was agreed that the approval process could be expedited and that DG ADR could proceed to the point of issuing a letter of offer.
ADM HR Civ Structure and Organization
The Committee was provided a very informative update on the revamping of the ADM HR Civ website. However, concerns were expressed that the site is not accessible from outside DND. If UNDE could access the site, the contact information UNDE is asking for would be available. The deck identifies the roles and responsibilities of the 4 Director General positions that report to ADM HR Civ.
Note: UNDE EVP had a side-bar conversation with the DGCHRMO/DGOGRHC to address concerns of recent PE appointments made within ADM HR Civ. It was explained that these were not new employees, but promotions because the PEs had met the qualifications needed to advance in their learning and career plans. So not an increase to FTEs. However, UNDE EVP identified an increase to SWE.
Brother Brown identified an issue is being addressed at MARLANT. He stated that local consultation is ongoing; all affected unions are involved in the discussions including UNDE. He advised that he was raising the issue at the HR Sub-Committee as awareness only.
Brother Denault said that the EAP Advisory Committee (EAPAC) has not met for some time and that there is no meeting schedule. And there is no indication that RA training will be offered.
Brother Rogers expressed the same concerns about EAP. He also asked about the Occupational Group Structure Review (OGSR). UNDE EVP advised that with the support of the PSAC, UNDE has consulted with TB on the OGSR and was confident that the employer will call the respective bargaining agents to the table to discuss their members. UNDE EVP stated that there was no consultation between DND and UNDE on the OGSR.
EAP. Ms Harrison advised that EAP statistics are not available from Health Canada by category; the person answering the 1-800 number is not a clinician, psychological issues would have to be identified by the caller.
Feedback to the outline is required by mid-April to be considered, Ms Harrison will re-send to the bargaining agent representatives.
The EAP Governance Model is under review; past practice was one (1) RA per 100 employees, with the 1-800 number and Health Canada, do we need as many?
Brother Isaacs identified that the immediate concern should be recruiting new RAs as people are retiring not how many do we need.
Brother Denault asked how many times DND is going to study the EAP? The EAPAC should be addressing these issues. He identified that DND was once known for having the best EAP program in all the federal government departments but not anymore.
UNDE EVP stated that UNDE and DND established the EAP program, it is supposed to be a joint program, and in fact it is the only truly joint program in DND that works. It is not joint if the unions are not consulted before the decisions are made.
Self-Identification. Ms Harrison stated that 14 focus groups have taken place across the country so far, Winnipeg and the NCR are coming up. Analysis will be done in June, results available in the fall and a final report expected in January 2014.
Collective Work Description. Pilot presentations are scheduled for Montreal and Winnipeg, covering the GL PIP 9 and 10 classifications.
DAOD Harassment Prevention and Resolution. The staff person responsible was called away because of a death in the family. The draft DAOD will be sent out soon.
Hours of Work Directive. Ms Harrison advised that UNDE and one other union have provided feedback so far.
Brother Maxwell stated that our workplaces are changing, can Shared Services Canada (SSC) employees working in DND use the EAP program. The response was no, the focus is on DND employees.
Brother Maxwell identified that the Air Force has issued a directive covering civilian training outside Canada with no consultation and in contravention of the PIPSC collective agreement. He asked why do we need another directive, are the Wing Commanders incapable of managing their budgets? DGWD/DGDMO stated that the department must ensure that the requested training is not available in Canada and that they are training for the right reason. Acting DGWM/DGGMT will look at the collective agreement issues.
Ms Poliquin stated that the Apprenticeship Review Committee held their second meeting on February 28, 2012, it was productive. A report is being prepared. The department is looking at a way to “fence in” FTEs for apprentices through the CWMB. She stated that ADM IE Transformation staff will meet with the Apprenticeship Review Committee.
UNDE EVP raised three points:
Regarding the review of the DND harassment policy, will the comments previously submitted and those that will likely be provided once the draft is issued be considered consultation with the unions? Response, no there will be further discussion at the HR Sub-Committee.
Federal Internship for Newcomers Program (FIN) raised by UNDE at the last meeting was passed over to the Apprenticeship Review Committee, they have determined that it is not an issue for them to discuss. Will it come back to the HR Sub-Committee for discussion? DGWD/DGMDO stated that it is not a program used in DND. UNDE EVP advised that UNDE raised the issue because it is being used in at least one area of the country.
UNDE EVP reminded the committee that T4s will be done electronically next year so we better prepare.
Next Meeting – June 7, 2013
Questions and comments welcomed.
Mary L. Chamberlain
UNDE Executive Vice President