1. Supervisor’s Forum – March 2015

2. Welcome and Housekeeping

3. Questions/Comments “In Person” Raise your hand Webcast - Please submit your questions to: ManagerSupervisorForum@dgs.ca.gov ManagerSupervisorForum@dgs.ca.gov

4. Employee Assistance Program (EAP) My Role in Administering EAP Presented by: Jennifer Ellison & Lauren Walker Associate Personnel Analyst, OHR

5. Employee Assistance Program (EAP) Orientation for Supervisors Department of General Services 1

6. 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 2

7. 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. 3

8. 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. 4

9. 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) 5

10. Emotional Health Marital, Family and Relationship Issues Stress and Anxiety Related Problems Depression Grief and Loss Anger Management Domestic Violence Substance Abuse 6

11. Work & Life Legal Services Financial Services Pre-Retirement Federal Taxpayer Assistance Child and Elder Care Assistance Daily Living Services 7

12. 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 8

13. 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 9

14. 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 10

15. 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 11

16. 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 12

17. 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 13

18. 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 14

19. 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. 15

20. “Big Picture” Services MHN also offers other organizational guidance, development and training programs to help teams, divisions, and the organization at large function better. 16

21. Manager’s Toolkit Register as a manager Sample documentation: –Memos –Consent forms –Articles –Handouts Access online: www.mhn.com www.eap4soc.mhn.com 17

22. How Do I Contact EAP? Telephone number: 1-866-327-4762 Or visit the website at: eap4soc.mhn.com (Access Code: soc) 18

23. EAP Coordinators Lauren Walker(916) 376-5497 Kim Mattila (916) 376-5377 Jennifer Ellison(916) 376-1845 19

24. ACQUISITIONS – OBAS is Here to Help You Presented by: Noah Valadez, Chief Noah.Valadez@dgs.ca.gov Melanie Zbur, Manager Melanie.Zbur@dgs.ca.gov

25. Office of Business & Acquisition Services Quick Overview 1

26. OBAS - Organization Noah Valadez Chief 916.376.9930 Bonnie Sauter SB/DVBE Adv. 916.375.4368 Rob’n Bennett Fi$Cal Liaison 916.376.1750 Lori Morgan Purchasing 916.375.4051 Brad Morgan Business Svs. 916.376.5337 Jaime Tovar Service Contr. 916.376.5333 Sukhy Sahota A&E, PW 916.376.3987 2

27. OBAS – Purchasing Services Lori Morgan Section Manager 916.375.4051 Molly Lovett 916.376.1844 Primary Customers: RESD Rebecca Peters 916.375.4953 Primary Customers: All other DGS Programs Raymond Estey 916.375.4557 Primary Customers: OSP DGS - IT 3

28. OBAS – Service Contracts Jaime Tovar Section Manager 916.376.5333 Melanie Zbur 916.375.4015 Primary Customers: RESD OAH Elizabeth Parker 916.375.4736 Primary Customers: OSP Executive Office Laura Frost (A) 916.375.4989 Primary Customers: IT, RESD-PMDB, RPSS, BPM – LA East, and all Other DGS Programs 4

29. OBAS – A&E and Public Works Sukhy Sahota Section Manager 916.376.3987 Rhonda Burnett 916.376.1755 Public Works (Construction) John Isham 916.376.1752 Architectural & Engineering 5

30. OBAS – Business Services Brad Morgan Section Manager 916.375.4051 Sheri Birkmaier 916.375.4164 Cal Card Coord. Herb Edman 916.376.5326 Inventory Coord. Kim Herd 916.376.1982 Cell Phones 6

31. 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 7

32. OBAS – Resources Intranet: Org. Chart; Forms; Training Schedule; Other Resources – http://inside.dgs.ca.gov/dgsnet/Home.aspx 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 http://inside.dgs.ca.gov/dgsnet/Home.aspx Frequently Used: – Contract Submittal: CMSContractRequests@dgs.ca.govCMSContractRequests@dgs.ca.gov – Business Services General: BSSServices@dgs.ca.govBSSServices@dgs.ca.gov – Facilities Questions/Concerns: ZigguratMaintenance@dgs.ca.govZigguratMaintenance@dgs.ca.gov 8

33. Track Employee Performance Using Outlook Tasks Presented by: Andre Watkins, SSM III, RESD, BPM Andre.Watkins@dgs.ca.gov

34. Select Task Icon 1

35. Task Application 2

36. Type A New Task 3

37. Move Task to New Area 4

38. Adding Names 5

39. Double-click to Open… 6

40. Complete the Information 7

41. Click, Save, and Close 8

42. Option to View and Print 9

43. Easy to Do, Organize, & Track 10

44. 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 44

45. Conclusion Survey Monkey Evaluations Webcast - Please submit your questions to: ManagerSupervisorForum@dgs.ca.gov ManagerSupervisorForum@dgs.ca.gov