1997 All Appointing Authorities Memos
OPM-97-40 to OPM-97-49
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Merit Rules and OPM Office Hours Change effective July 15, 1997 |
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Affirmative Action Plans for FY-98 |
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1997 Major Personnel-Related Legislation |
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List of Organizations and Policies for employees' Voluntary Payroll Deduction |
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Certified Public Manager (CPM) Program Enrollment |
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STRATEGIC LEADERSHIP FOR STATE EXECUTIVES |
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EXECUTIVE ORDER 97-16, HIRING FREEZE AND PROFESSIONAL AND PERSONAL SERVICE CONTRACTS |
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FY98 FAAC Update Reports |
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State Mentor Program |
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Office of Personnel Management Website |
TO: All Appointing Authorities
DATE: 6-10-97
FROM: Oscar B. Jackson, Jr. Administrator and Cabinet Secretary for Human Resources
RE: Merit Rules and OPM Office Hours Change effective July 15, 1997
A number of permanent changes in the Merit System of Personnel Administration Rules in OAC 530:1- become effective July, 15, 1997. Many of the changes will affect both classified and unclassified employees.
There will be a briefing on the amended rules Tuesday, June 17, 1997, 1:00 p.m. -4:00p.m. at the Tom Steed Center at Rose State College, 6191 Tinker Diagonal, Midwest City (Northwest corner of Interstate 40 at the Hudiburg Exit).
We have combined all of the rule changes made by the Administrator of the Office of Personnel Management into one Office of Personnel Management (OPM) supplement to the Merit Rules for Employment issued January 1, 1996. Discard your July 1996 OPM Supplement to the Merit Rules for Employment. We are enclosing a copy of the new July 1997 OPM Supplement to the Merit Rules for Employment. The enclosed copy is printed on one side of the paper to make it easier to copy. Please copy and distribute it to your employees.
We also plan to have the Merit Rules-emergency as well as permanent-adopted by the OPM Administrator available in Word for Windows 6.0 on a floppy disk within the next month. We also plan to print a complete a new copy of the Rules on a floppy disk.
Special Note: Effective July 15, 1997, OPM’s office hours will change to 8:00 a.m. to 5:00 p.m. Monday through Friday.
Enclosures: OPM July 1997 Supplement to the Merit Rules for Employment
TO: All Appointing Authorities
DATE: 6-11-97
FROM: Oscar B. Jackson, Jr. Administrator and Cabinet Secretary for Human Resources
RE: Affirmative Action Plans for FY-98
Title 74, Section 840-2.1 of the Oklahoma Statutes requires all agencies, boards, commissions, departments, and office of each branch of government to prepare an annual Affirmative Action Plan (AAP). A copy of the agency’s written plan must be filed with the Office of personnel Management (OPM) annually by September 1 of each year. Recently enacted legislation (HB 1147) requires that institutions within the Oklahoma State System for Higher Education submit Affirmative Action Plans to the Oklahoma State Regents for Higher Education in accordance with standards established by that agency.
Mandatory standards that must be included in the AAP’s for executive branch agencies, excluding higher education, are contained in Merit Rules 530:10-3.33.` through 530:10-3-3311. The Merit Rues also include the penalties for submission of plans after September 1, 1997. If your plans need to be reviewed by a governing board, please arrange to have the review completed before the September 1st submission date.
Two other references will assist you in developing your affirmative action plans:
(1) The Manual for AAPs in Oklahoma State Government (Revised June, 1996), published by the Office of Personnel Management contains detailed instructions on preparing affirmative action plans, and
(2) Labor Force Information for Affirmative Action Programs, published by the Oklahoma Employment Security Commission, Economic Research and Analysis Division, can be obtained by faxing that division at (405)525-0139. Agencies with fewer than 15 FTE will not need the Labor Force Information document to prepare the AAPs.
All plans must contain a Present Staffing Report, a Personnel Transactions Report and an evaluation of Previous EEO Efforts of New Hires for the past 3 years (copy attached). Should you require assistance of further information, please contact Joe Garcia of the OPM Employment Relations Services at (405)521-6327.
Enclosure-Form, Evaluation of Previous EEO Efforts (New Hires)
cc: Civil Rights Administrators/Affirmative Action Officers
June 17, 1997
TO: ALL APPOINTING AUTHORITIES
FROM: Oscar B. Jackson, Jr., Administrator and Cabinet Secretary of Human Resources
RE: 1997 Major Personnel-Related Legislation
During the 1997 session, the Oklahoma Legislature passed a number of bills that affect state agencies and employees. Though we will provide you with more detailed information regarding several individual bills in the coming weeks, I believe you may find the following list helpful in the meantime. This list includes major, generally applicable personnel-related legislation. It does not include legislation regarding specific agencies, retirement, insurance, or appropriations.
The actual statutory changes created by this legislation are too numerous and complex to adequately cover in this memo. You may obtain copies of this legislation from Senate Bill Distribution, 310 State Capitol, or by calling (405) 521-5515, between 8:30 a.m. and 4:30 p.m.
Affirmative Action
House Bill 1147 (Dunegan/Dickerson) Requires institutions within The Oklahoma State System of Higher Education to submit affirmative action plans to the Oklahoma State Regents for Higher Education in accordance with standards established by the Regents. House Bill 1147 becomes effective July 1, 1997.
Compensation/Benefits
House Bill 1895 (Hamilton/Haney) Among other things, House Bill 1895:· Increases the flexible benefits allowance, the total amount an employer contributes for the payment of insurance premiums or other benefits, for the fiscal year ending (1) June 30, 1998, from $187.19 per month to $224.69 per month, an increase of $37.50 per month, and (2) June 30, 1999, and thereafter, from $224.69 per month to $262.19 per month, an increase of $37.50. Note: House Bill 1222, which becomes effective August 29, 1997, prohibits the Oklahoma State and Education Employees Group Insurance Board from making a mid-year adjustment in insurance premium rates for the FY 98 plan year.· Requires the Oklahoma Public Employees Retirement System, effective January 1, 1998, to put $25.00 into a plan established pursuant to the Internal Revenue Code for each state employee who participates in the Oklahoma State Employees Deferred Compensation Plan. These provisions of House Bill 1895 become effective July 1, 1997. Employee Development
House Bill 1724 (Paulk/Dickerson) Increases the hours of mandatory training for supervisory employees from 16 to 24 hours annually. Note: The 24 hour training requirement will consist of four six-hour training days. House Bill 1724 becomes effective July 1, 1997. House Bill 1147(Dunegan/Dickerson Includes numerous amendments to the State Mentor Program, including:· Requires the Administrator to set minimum compensation for Mentor Executives; · Provides that rules adopted by the Administrator shall provide for the sending agency and the agency in which the Mentor Executive is completing his or her management rotation to share the compensation of the Mentor Executive or for either agency to pay the total amount; · Provides that a Mentor Executive’s salary may be increased, but not decreased, during his or her participation in the Program. House Bill 1147 becomes effective July 1, 1997.
Impartial Review
House Bill 1724 (Paulk/Dickerson) Repeals statutory language providing for impartial reviews of final allocations of positions. House Bill 1724 becomes effective July 1, 1997.
Leave
House Bill 1147 (Dunegan/Dickerson) Adds leave without pay and sick leave donated by other state employees to the types of leave which an employee may use to account for authorized absences under the Family and Medical Leave Act of 1993.House Bill 1147 becomes effective July 1, 1997.
Reduction-In-Force
House Bill 1224 (Steidley/Monson) Broadens the current reduction-in-force law and provides severance pay for state employees separated by reduction-in-force (RIF). House Bill 1224 also provides for a “voluntary out” whereby employees may receive severance benefits in the event that a RIF is imminent. The following are major features of House Bill 1224:Plans/Displacement· RIF plans must be submitted to the OPM Administrator and the Director of the Office of State Finance, who reviews the fiscal components of the plan.· An Appointing Authority may protect up to 20 percent of post-RIF employees within displacement (bumping) limits. · Appointing Authorities may deny displacement opportunities to employees who do not have relevant work experience in an affected class within the last five years, or who do not have at least a “satisfactory” rating on the most recent annual service rating. Severance Benefits/Payments· Agencies must provide the following severance benefits: 18 months of health insurance premiums or their equivalent in cash (unless waived by the Director of the Office of State Finance because the agency cannot afford this provision); a longevity payment based on the employee’s next anniversary date; outplacement assistance and employment counseling from the Oklahoma Employment Security Commission, or any other assistance/counseling made available by the agency.· Agencies may elect to add to the required severance benefits any combination of the following: Up to one week of pay per year of service; payment of accumulated sick leave or extended illness benefits not converted for retirement credit at 50% of its value; a maximum lump sum payment of $5,000; an additional 18 months of insurance premiums.· Employees have the option of applying any severance cash toward: Purchasing retirement credits at the actuarially determined cost; purchasing other insurance products offered to state employees; and purchasing education voucher credits, that could be matched by agencies on a one-on-one basis up to $3,000.The payments/benefits may only be provided to separating permanent classified employees, regular unclassified employees with six months of continuous state service, and University Hospital Authority employees. Employees must sign waivers prior to receiving these payments/benefits. If an employee receives the package and returns to state service within one year, the employee is required to repay the severance benefits on a proportional basis. Voluntary Out: Agencies are authorized to provide voluntary out benefits in order to reduce or eliminate the adverse impact of an imminent reduction-in-force. The benefits package is the same as that provided in the Severance Benefits/Payments section. Appointing Authorities must submit their voluntary out plan to the OSF Director for approval. House Bill 1224 becomes effective July 1, 1997.
Unclassified Service
House Bill 1147 (Dunegan/Dickerson) Creates the “State Work Incentive Program” to permit state agencies to hire persons participating in the Temporary Assistance to Needy Families (TANF) program as unclassified employees, who do not count against the agency’s FTE limit, and to convert them to permanent classified status after two years if they have had satisfactory service reviews, possess the minimum requirements for the job, and pass any required entrance exam. House Bill 1147 becomes effective July 1, 1997.
Voluntary Payroll Deduction
Senate Bill 218 (Dickerson/Paulk) Provide for payroll deductions for membership dues or contributions to a 501(c)(3) entity organized on behalf of the Oklahoma Public Employees Association or any other statewide state employee organization having at least 1,000 dues-paying members. Senate Bill 218 becomes effective November 1, 1997.
Whistleblower
House Bill 1724 (Paulk/Dickerson) Changes the time limits for filing a whistleblower appeal with the Merit Protection Commission from 30 to 60 days. House Bill 1724 becomes effective July 1, 1997.
Date: June 19, 1997
To: Agency Personnel Responsible for Payroll Deductions, and All Organizations Approved for Deduction Status
From: Oscar B. Jackson, Jr., Administrator and Secretary of Human Resources
SUBJECT: List of Organizations and Policies for employees' Voluntary Payroll Deduction
Please update the List of Organizations and Policies Approved for State Employees’ Voluntary Payroll Deduction, dated January 16, 1997, to reflect the following additions:
American Fidelity Assurance Company
Policy Form Cancer Care C-9 (OK) Non-Occupational Accident Only Policy IAO-N/O-95 (OK) Accident Only Policy IAO-95 (OK) Accident Only Policy IAO-96 AGD (OK)
Billing Unit: American Fidelity Assurance Co. P.O. Box 25523 Oklahoma City, OK 73125 ATTN: ADG Operations FIN: 73-0714500 Payroll Code: AI35 Inquiries: (405) 523-2000
Special Note: The payroll code for the companies listed above is different from the payroll code used for other American Fidelity Assurance Company policies.
If you have any questions please feel free to contact Marsha Reeder at (405) 521-2269.
OPM 97-44DATE: July 1, 1997
To: All Appointing Authorities
From: Oscar B. Jackson, Jr. Administrator and Secretary of Human Resources
Re: Certified Public Manager (CPM) Program Enrollment
The Office of Personnel Management is pleased to announce open enrollment for the Certified Public Manager (CPM) Program. The CPM Program is a nationally accredited professional development program designed to improve the services to the citizens of the State of Oklahoma. Participants in the program, through seminars, examinations, and job related projects, enhance their management skills, thereby becoming better resources for their agencies and for the state. Oklahoma is one of 20 states currently offering the certification.
Currently there are 417 candidates representing over 50 state agencies, boards and commissions. Oklahoma recently honored 28 new Certified Public Managers bringing the total number of graduates to 164.
The program consists of 300 hours of classroom training, four comprehensive exams and four job-related projects. The cost of the program is $1,080. $1,000 is paid by the agency in two installments of $500. The candidates are assessed $10 for each test and project. Some agencies have used the CPM projects to accomplish various tasks and studies previously contracted to consultants. Oklahoma agencies have reported more than $1 million in savings from the implementation of projects.
In March, Oklahoma participated in a curriculum review conducted by the American Council of Education. Results of that review recommended graduates of the Oklahoma Certified Public Manager Program may receive up to 15 hours of upper-division baccalaureate credit or up to 9 hours of graduate credit in the areas of public administration, management, or human relations.
Enclosed is a packet of information including program brochures, required curriculum, program applications, and a list of benefits experienced by participating agencies. For more information, please contact Carrie Rohr, CPM Program Coordinator, (405) 521-6344.
Enclosures
MEMORANDUM
DATE: June 27, 1997
TO: All Appointing Authorities
FROM: Oscar B. Jackson, Jr. Administrator and Cabinet Secretary of Human Resources
RE: STRATEGIC LEADERSHIP FOR STATE EXECUTIVES
The Office of Personnel Management, in cooperation with the University of Oklahoma, is hosting “Strategic Leadership for State Executives”, an executive education program conducted by the Governors Center at Duke University. The program will be conducted at Lake Murray State Lodge, October 19-22, 1997.
State executives face a number of managerial tasks and dilemmas that are more demanding than those found in business. Yet these executives have few opportunities to share their problems, to reflect on what they are attempting to accomplish, to discover what is happening in other states, or to learn what new ideas and best practices are being developed by both practitioners and scholars. The Governors Center at Duke University designed “Strategic Leadership” to meet the needs of experienced executives in state government
“Strategic Leadership” is offered several times each year in Durham, North Carolina. Listed below are a few Oklahomans who have attended the program in North Carolina:
“Stephen C. Edmonds, Executive Director Oklahoma Public Employees Retirement System
“Rollo Redburn, Budget Director Office of State Finance
¨ Sharon Neuwald, Chief of Staff Department of Human Services
¨ Paula J. Falkenstein, Associate Director Department of Central Services
¨ Cliff Sandel, Regional Director Department of Corrections
¨ Oscar Jackson, Administrator and Cabinet Secretary Office of Personnel Management
We are very pleased to provide you and your Agency Executive Team an opportunity to participate in this outstanding executive development program. We are providing this advance notice to agency directors now so that you may make necessary plans for attendance. Space will be limited, so I encourage you to register now and follow-up with a purchase requisition. A more detailed agenda will be mailed in August. Enclosed is more information about “Strategic Leadership”. Questions may be directed to Carrie Rohr, Human Resource Development Services, Office of Personnel Management at (405) 521-6344.
I encourage all agencies to take full advantage of this executive development opportunity.
Enclosure Strategic Leadership for State Executives
PURPOSE:
Strategic Leadership has one purpose: To provide executives with the ability to improve the performance of state agencies and offer leadership in the political environment of state government.
Strategic Leadership examines the fundamental concepts of political leadership and public management necessary for governing in today’s states. This seminar concentrates not on short-run tactical problems but on long-term strategic issues -- how to accomplish an agency’s mission. This executive-education program focuses on public management in its political environment -- how senior executives can cope with legislative politics, interest group politics, bureaucratic politics, and policy politics.
PARTICIPANTS:
The Governors Center created Strategic Leadership for cabinet secretaries, senior gubernatorial staff, assistant commissioners, deputy department heads and other state executives with responsibilities for managing organizations, implementing programs, and producing results. Enrollment will be limited to fifty executive participants.
CURRICULUM:
The Strategic Leadership faculty actively engage the executive participants in an examination of the concepts of leadership and management that are most essential to achieving public purposes. Together, executives and faculty examine the challenge of political leadership -- how to improve organizational performance and produce results.
The curriculum emphasizes the basic tasks that confront the executive at the top of any agency:
· Developing and articulating an organizational mission; · Establishing objectives, measuring results, realizing goals, and rewarding performance; · Motivating public employees; · Revitalizing organizations and building internal and external capabilities; · Communicating with citizens, stakeholders, and journalists; and · Cutting back while improving performance.
Strategic Leadership develops specific concepts for dealing with each responsibility and illustrates the value of each idea by applying it to specific problems facing specific public managers.
DATES:
1:00 p.m. Sunday, October 19 through 5:00 p.m. Wednesday, October 22, 1997
LOCATION:
Lake Murray State Lodge
FEE: $1,500 per participant, plus travel, lodging, and per diem.
INSTRUCTORS:
Dr. Robert Behn, Director of The Governors Center and Professor of Public Policy at Duke. He also publishes a regular “Management” feature in Governing magazine.
Vickie Patton, Executive Director of The Governors Center at Duke University.
TO: All Appointing Authorities
DATE: 6-30-97
FROM: Oscar B. Jackson, Jr., Administrator and Cabinet Secretary for Human Resources
RE: EXECUTIVE ORDER 97-16, HIRING FREEZE AND PROFESSIONAL AND PERSONAL SERVICE CONTRACTS
Governor Frank Keating issued Executive Order 97-16 (June 24, 1997) effective July 1, 1997, extending the employment and the professional and personal services contract freeze to December 31, 1997. This freeze continues to prohibit agencies from hiring new employees, transferring current employees, rehiring former state employees or entering into certain professional or personal service contracts without previous written approval from their respective Cabinet Secretary.
Please refer to the All Appointing Authorities memo, dated February 17, 1995, from Oscar Jackson, Office of Personnel Management, for specific guidelines concerning employment issues pertaining to this freeze.
A copy of the OPM-92, Personnel Transaction Freeze Exception Request is attached and must be used to document all personnel transaction exception requests for classified and unclassified/exempt positions. Agencies may duplicate the form as needed.
Please refer to the letter to Agency Directors, dated February 16, 1995, from Tom Brennan, then Secretary of Administration and Jack E. White, then Acting Secretary of Finance and Revenue, for specific guidelines on personal and professional services contracts.
OBJ/sc
Attachments:
1) Executive Order 97-16 (6-30-97) 2) OPM-92 (Revised 7-97)
July 2, 1997
TO: All Agency Payroll Users
FROM: Jim Emmert Assistant Administrator
RE: FY98 FAAC Update Reports
Attached are the reports that were generated when the Office of Personnel Management performed its batch update of FAAC codes.
Agency FAAC Code Update Report: This report indicates what was done to your agency’s master FAAC code list. Each old FAAC extracted by OPM will be listed along with a brief descriptive message. The messages will let you know if a particular FAAC was not found, if a particular FAAC was deleted, if a new FAAC was added, or if a new FAAC already exists.
Agency Division FAAC Codes Update Report: This report indicates what agency divisions had their FAAC codes updated. For each division listed, there is an accompanying message. If there is no message, then the division funding was updated successfully. If your agency does not maintain a list of divisions in Agency Payroll, or if your agency does not make use of division funding, you will not receive this report.
FAAC Codes Which Have Not Been Converted: This report is an error report. It gives the name, social security number and position of each employee in your agency who either did not receive a FAAC code for the new fiscal year, or who already has a new FAAC code for the fiscal year.
If there are any codes that are incorrect due to our processing, or if you need further information, please call Carol Barton at 405/521-6290. We will help you correct any errors.
JE/nw
cc: Glenda Gesell
July 16, 1997
To: All Appointing Authorities
From: Oscar B. Jackson, Jr., Administrator Cabinet Secretary of Human Resources
In re: State Mentor Program
The Office of Personnel Management is pleased to announce the selection of the first five participants in the State Mentor Program.
The state employees selected for participation in the State Mentor Program are: Rita Cooksey, Department of Corrections; Debbie Dowell, Department of Rehabilitation Services; Patricia Schweitzer, Oklahoma Tax Commission; Joyce Smith, Office of Personnel Management; and Robert Thompson, Oklahoma State Senate. Ms. Cooksey has been assigned to the Office of Personnel Management and the Human Resources Cabinet Department for the first six months of her two-year rotation; Ms. Dowell has been assigned to the Office of Juvenile Affairs and the Health and Human Services Cabinet Department; Patricia Schweitzer has been assigned to the Department of Rehabilitation Services; Joyce Smith has been assigned to the Department of Human Services; and Robert Thompson has been assigned to the Oklahoma Tax Commission. The five Mentor Executives began their two-year management rotations on July 1, 1997.
The purpose of the State Mentor Program, created by the Oklahoma Legislature in 1994, is to develop the executive potential of employees in all branches of state government, with a special emphasis on women, racial minorities, and individuals with disabilities.
According to “Beyond the Myths and Magic of Mentoring,” by Margo Murray and Marna A. Owen, mentoring is “the deliberate pairing of a more skilled or experienced person with a lesser skilled or experienced one, with the agreed-upon goal of having the lesser skilled person grow and develop specific competencies.”
The State Mentor Program provides a structure for facilitating the Mentoring concept in state government. Each state employee selected to participate in the State Mentor Program will become a Mentor Executive and, during his or her two-year management rotation, will be assigned policy-level management duties in his or her employing agency; one or both Houses of the Legislature; the Office of State Finance, the Office of the Governor, and/or the Office of Personnel Management; and in any other agency accepting the Mentor Executive.
Each of the state entities participating in the State Mentor Program will assign one or more executive-level managers to serve as a mentor while the Mentor Executive is on staff. The Mentor's duties are to instruct the Mentor Executive in the agency's purpose and functions, and to instill a sense of professionalism and public service. Mentors also may serve as a source of career guidance and reference after the management rotation is completed.
The Office of Personnel Management solicited nominations for the Program in November 1996, and provided an official application to each employee nominated. The Office of Personnel Management reviewed each application to determine whether the applicant met the minimum qualifications for the Program, and then solicited the endorsement of the Appointing Authorities of those employees who met the minimum qualifications. The employees who received the endorsement of their Appointing Authorities participated in the multi-part selection process which consisted of a writing exercise and interviews.
Plans are underway for Mentor Executive assignments for the second six-month period which will begin January 1, 1998. Agencies interested in accepting a Mentor Executive should contact Dayna Petete at (405) 521-6293.
July 23, 1997
To: All Appointing Authorities
From: Oscar B. Jackson, Jr., Administrator Cabinet Secretary of Human Resources
Re: Office of Personnel Management Website
The Office of Personnel Management’s Website is now available at “http://www.state.ok.us/~opm” as a service to our customers. The Office of Personnel Management (OPM) Website offers general information on programs and services, weekly recruitment notices for classified jobs, points of contact at OPM, and details on advisory bodies and other organizational entities that are closely related with OPM.
The future potential for the OPM Website remains constructive and positive with plans for items such as: text of rules and statutes, instructions for applying for state jobs, descriptions of training modules and multimedia presentations, and employee E-mail addresses. We hope our Website will provide many opportunities for improving communication among OPM, agencies, state employees, and the public.
If you have any questions or suggestions regarding the Office of Personnel Management Website, please contact Karma Singer, Website Coordinator, at (405) 521-2752.