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The IT Team has explored instant messaging (IM) in the past. The only requirement for TCHD is that the IM application be HIPAA compliant, as using a non-HIPAA compliant application can be considered a potential breach. HIPAA compliant IM applications come with a cost and typically are based on a per user per month fee. For example, Office Chat by MangoApps charges $3 per month per user of the chat application, so TCHD would have to determine how many users utilize the app. If all 400 employees at TCHD used the app, the annual cost would be around $14,400. As we begin budgeting for 2020, the Executive Team will discuss instant messaging and analyze the return on investment. Stay tuned.
We agree there are drawbacks with combining sick days and vacation days and there are also benefits. You have pointed out the biggest drawback and that is employees do not want to use their PTO when they are sick, viewing it as using their vacation days instead of understanding there are built-in sick days in the formula. The benefit is that bundled PTO provides a lot of flexibility and all time earned can be used as desired. Surveys show employees feel more empowered when paid time off is bundled because they do not have to justify each day off and use it as they see fit. As we look at FAMLI (Family and Medical Leave Insurance) and its impacts, we will review all leave setup. We cannot say at this point if bundling sick and vacation leave will change, but we will be assessing all our leave benefits. This is a good opportunity to remind all of us to stay home when we are sick – our co-workers will thank us! We will also build into supervisor updates and training that they should encourage team members to stay home when not well. PTO is to be used for vacation, general time off, sick leave, and mental health days.
Space is an ongoing issue for many of our facilities, especially the Admin office. A small team is taking this under consideration and will post another reply when suggested solutions have been researched for feasibility.
We have received a quote on the Eco pass and it is expensive since you need to include all employees not just the ones that will use the passes. We are concerned about the growing transportation issues and will continue to look for ways to help our employees with these issues. Currently, the ability to work a flex schedule and telework helps a little but we will keep exploring other alternatives to support. Ideas are welcome.
HR just launched a new Applicant Tracking System through Paycor on January 31. The system improves time to post and time to hire, is more visible for the hiring manager, makes it easier to move candidates to other openings, and creates less opportunity for error. And since it’s all electronic, it eliminates the need to route pieces of paper! Last but certainly not least, our candidates encounter a streamlined, user-friendly process when they apply to our open positions. Since launching the new system, we have posted 11 positions and so far are having good success.
Theresa Fox, Director of Finance and Administration, will be working with Daniel Barton, Performance Management Coordinator, to create a Paycor Users Group who will help trouble-shoot problems and test solutions. New system implementation often takes a full year or more to work through functionality issues, but we felt forming a Users Group this early into implementation will be of great benefit. A call for volunteers to participate in the Users Group will be coming in March. The plan for Paycor is to continue to work through the major pain points and glitches, while at the same time open new features such as Asset Tracking (coming soon) and electronic performance appraisals (coming next year).
Good news, we have a group focused on revamping the TCHD Performance Appraisals. The Workforce Development workgroup (representatives from every division participate) met on February 12 for a half-day retreat to start the process of revamping our performance appraisals. We plan to pilot a new form and process in September and roll out the improvements to all January 1 of next year. The development process is very collaborative to ensure we get it right. We will communicate progress in future Triangle articles.
We do offer staff that start at the beginning of the year two floating holidays immediately and if they start mid-year they receive one on their first day of work. Please let Mame Fuhrman, HR Director know why you feel it is important to offer additional PTO upon hire and she will take it under consideration.
So glad you asked that. HR will have employees test and pilot filling out W-4 changes, Direct Deposit changes and Address changes in Paycor at the end of June. To ensure proper training, we will put a short video tutorial in an All Staff e-mail, on the Intranet and in the Triangle. A cheat sheet will be in Paycor documents as well. We will appreciate your feedback once this is rolled out.
Defensive driving awareness and training is important for all of us, regardless how much we drive for our job. More so for those of you on the road all day! Thank you for the suggestion. Sheldon will be visiting each office in June to discuss defensive driving, and Jess has created a quick reference guide on what to do in the unfortunate event you are in an accident. Car packets include incident reporting guidelines, ergonomic tips and safety tips. The folders are currently under development. Next month we have a theme of "safety isn’t an accident - accident reporting" which will include car accident reporting guidelines. This information will be included at staff meetings, on the intranet, and in Sheldon’s safety email. In regards to safety awareness and training, Sheldon was recently certified in De-escalation training and will be offering the all-day course beginning this year, and continuing into 2020. The active shooter training will also increase situational awareness for any circumstance. In addition, a small task force will be reviewing safety in the workplace policies.
The Communications Team is in full agreement and is currently working on a process to collect photos ’from the field’. Once the team is back at full capacity, they will create guidelines on how to submit photos (size, orientation, resolution, etc.).
There are different ways that businesses can establish Paid Time Off (PTO) benefits. TCHD has always done it on an accrual basis, meaning PTO earned is based upon hours actually worked and your length of service. Front-loading at the beginning of the year would be very difficult because a lot of employees vary their schedule throughout the year. Our payroll and benefits structure is built on the accrual system, therefore, we are not considering changing it at this time. If you would like a tool to better help you plan, check out the PTO tool created by Sandy in Payroll. It can be found on The Link located under Payroll Resources.
Unfortunately, we have had tried several angles to get picnic tables but the owner of the building did not approve our request. The reason sited was inadequate and inaccessible (ADA) space on the outside of the building. Perhaps the renovation of the building next door will include picnic tables and we can share with them!