Agency Guidance - Human Capital Management Policy for a Pandemic Influenza
Human Capital Strategies for Pandemic Influenza
This section includes examples of specific human capital strategies for pandemic influenza that a number of departments and agencies are sharing for our mutual benefit. These examples address specific issues such as:
As agencies provide additional examples of human capital strategies that address specific issues, the Office of Personnel Management will include them here.
Nuclear Regulatory Commission
Strategy: Identification of Critical/Priority Functions and Means To Ensure Continuity
Brief description of human capital strategy for pandemic influenza:
The Nuclear Regulatory Commission (NRC) has identified priority functions it must continue during a pandemic. Depending on the severity and circumstances of a pandemic, the agency may, if practical, continue some lower priority work or gradually shed and resume lower priority work.
In conjunction with Office-specific planning to continue priority functions, each Office or Region will:
- Identify employees with the skills and experience needed to perform Pandemic Priority Functions. Depths of several employees improve the likelihood someone with the requisite skills will be available at any given time. NRC’s automated Strategic Workforce Planning system supports these efforts.
- Identify alternative sources of skills if insufficient back-up is available among employees. Such sources might include, for example, employees of other agencies or retired NRC employees.
- Provide cross-training, as appropriate, to prepare employees to perform such functions.
The agency will also communicate to staff and the union (in advance of and during a pandemic) that employees may be asked to perform duties other than those in their position descriptions during a pandemic and that individual employees may be expected to perform specific priority functions.
Contact person for more details:
Nancy Johns
(301) 415-6244
nlj@nrc.gov
Department of Labor
Strategy: Guidance on Maintaining Essential Functions
Brief description of human capital strategy for pandemic influenza:
The Department of Labor (DOL) is providing guidance for managers at DOL to include:
- Identifying essential work and cross-training employees at least 3-deep to accomplish the work via telework
- Developing standard operating procedures to complete essential work in the event the 3-deep employees are no longer available
- Assessing the ability to devolve work to other locations
Contact person for more details:
Brooke Brewer
(202) 693-7616
Brewer.brooke@dol.gov
Department of Labor
Strategy: Back-up Hiring Provisions
Brief description of human capital strategy for pandemic influenza:
The Department of Labor (DOL) has established back-up provisions for essential hiring. The provisions include using agency and regional human resources offices capable of hiring for other agencies; identifying critical positions that might need to be back-filled on a short term basis; using contractors as an alternative.
Contact person for more details:
Brooke Brewer
(202) 693-7616
Brewer.brooke@dol.gov
Nuclear Regulatory Commission
Strategy: Authorizing More Human Capital Flexibilities
Brief description of human capital strategy for pandemic influenza:
The Nuclear Regulatory Commission (NRC) will authorize greater flexibility during a pandemic episode with regard to assignment of duties, leave, and work scheduling in order to allow NRC to make the fullest possible use of resources available for accomplishing priority functions. In addition to current HR policies and resources, managers will have broader discretion during a pandemic to:
- Authorize employees to work more varied work schedules to the extent the manager deems accomplishment of the work feasible.
- Approve leave based on more liberal policies for reporting and approving absence.
- Approve premium pay as needed and appropriate to continue priority functions.
Managers will discuss with employees alternatives regarding work, leave, and scheduling that may be applicable during a pandemic. Similarly, employees will be asked to work with managers to identify, in advance to the extent possible, any flexibilities related to work scheduling, location (such as telework), leave needs, or other working conditions employees believe will help managers plan or help employees continue working while meeting family responsibilities or other personal needs during a pandemic.
Contact person for more details:
Nancy Johns
(301) 415-6244
nlj@nrc.gov
Department of Labor
Strategy: Component Telework Coordinators
Brief description of human capital strategy for pandemic influenza:
Each agency within the Department of Labor has its own telework coordinator who will ensure all employees and agency heads have access to accurate information and guidance. Additionally, working with the telework coordinators, DOL is implementing a telework exercise that includes a workshop to train agency exercise points of contact on what agencies need to do to make certain employees who perform essential functions are prepared to telework and that all agencies test this capability. DOL also will prepare an after-action report identifying shortfalls and establish a corrective action plan to address those shortfalls. DOL plans to conduct multiple exercises over several months to test the IT support capacity and ensure DOL is ready to serve its customers during a pandemic.
A variety of materials are available to all employees on the DOL internal Website. These materials can be used to prepare employees and managers to make certain telework is successful at the Department.
Contact person for more details:
Brooke Brewer
(202) 693-7616
Brewer.brooke@dol.gov
Department of Defense
Strategy: One-Stop Emergency Preparedness Website
Brief description of human capital strategy for pandemic influenza:
The Department of Defense has developed a One-Stop Emergency Preparedness Website for use by employees, managers, and human resources practitioners in a national/regional emergency situation. The Website provides a central place where managers and employees can obtain information on strategies available for dealing with an emergency.
The Department of Defense has also developed a comprehensive emergency guide for use in any national disaster.
Contact person for more details:
Sherry Smith
(703) 696-6301, ext 211
Sherry.Smith@CPMS.OSD.MIL
Department of Labor
Strategy: Employee Education
Brief description of human capital strategy for pandemic influenza:
The Department of Labor (DOL) has established an employee education plan and invited guest speakers for various employee events, including Dr. John Howard, Director of the National Institute for Occupational Safety and Health, and Dr. Don Wright, Director of Occupational Medicine for OSHA.
DOL communicates with employees via emails, internal employee bulletins, and a pandemic flu page on the DOL intranet that includes telework information.
Contact person for more details:
Brooke Brewer
(202) 693-7616
Brewer.brooke@dol.gov
Department of the Treasury - United States Mint
Strategy: Social Distancing Techniques
Brief description of human capital strategy for pandemic influenza:
The United States Mint will publicize and use the following strategies to achieve social distancing:
- Split teams into different work locations to build back-up and avoid cross-infection.
- Stagger shift changes so worksite can be thoroughly ventilated and to minimize contact and congestion in locker rooms, security areas, etc.
- Avoid meeting face-to-face by using telephone, video conferencing, and the Internet to conduct business as much as possible. If face-to-face meeting is required, minimize meeting time, choose large conference room, and sit at least 3 or 4 feet away from others if possible.
- Avoid all unnecessary travel and cancel or postpone nonessential meetings, gatherings, workshops, and training sessions.
- Advise employees to avoid public transportation, drive a car, or come and go early or late to avoid rush hour crowding on public transport.
- Introduce staggered lunchtimes to minimize numbers of employees in lunch rooms. Encourage employees to bring lunch and eat at their desks or away from others and to avoid eating in the cafeteria, lunchrooms, and crowded restaurants.
- Advise employees not to congregate in break rooms or smoke break areas where people socialize.
- Advise employees to avoid shaking hands or hugging
Contact person for more details:
Chris Grubach
(202) 354-7413
nlj@nrc.gov
Nuclear Regulatory Commission
Strategy: Protecting Employees’ Health and Providing a Safe Work Environment
Brief description of human capital strategy for pandemic influenza:
The Nuclear Regulatory Commission (NRC) will need to protect employees’ health and provide a safe work environment through infection prevention, sanitation, communication/training, and, if practical, screening measures.
The agency has purchased hand sanitizer for employees and is developing a communication plan and training for employees on characteristics of avian influenza, infection prevention, sanitation, respiratory hygiene, and social distancing guidelines. This will include emphasizing the importance of employees’ taking leave when they feel at all ill rather than reporting for work.
As guidelines are developed by other Federal departments and agencies, NRC will continue to address medical, operational, technical, and human issues. Additionally, NRC will make informed decisions about the best ways to establish and function from a clean and secure workspace, establish screening centers as techniques become available, maintain clean space, and establish clearance procedures for returning employees as the influenza emergency abates.
Contact person for more details:
Nancy Johns
(301) 415-6244
nlj@nrc.gov
Department of Homeland Security - Customs and Border Protection
Strategy: Job Hazard Analysis
Brief description of human capital strategy for pandemic influenza:
Department of Homeland Security, Customs and Border Patrol, has created a Job Hazard Analysis that describes the actions to be implemented to reduce the risk of CBP employee exposure to avian influenza as a result of their official duties. It describes the training and work procedures put in place to prevent the transmission of disease.
Contact person for more details:
Gary McMahen, Director
Occupational Safety and Health
(317) 298-1055
gary.mcmahen@dhs.gov
Department of State
Strategy: Planning Medical Care in Foreign Locations
Brief description of human capital strategy for pandemic influenza:
The Department of State is working to provide extensive health information to employees. It will also pre-position medicine (Tamiflu) at embassies and consulates for Federal employees of all agencies working overseas whose mission is attached to an Embassy or Consulate.
Contact person for more details:
Mr. Teddy Taylor, Deputy Assistant Secretary
Bureau of Human Resources
Department of State
(202) 647-5152
Teddytb2@state.gov
Department of the Treasury, Internal Revenue Service
Strategy: Personal Care/Well Being Resources for Employees Via Work/Life Programs
Brief description of human capital strategy for pandemic influenza:
The IRS will disseminate resources for the personal care and well being of employees through the use of Work/Life programs such as:
- Health information and services including:
- Prevention tips, symptoms, etc. from the Centers for Disease Control and Prevention, Federal Occupational Health (FOH), and local FOH Health Centers
- On-site assessment of symptoms at local FOH Health Centers
- Pre- and post-crisis EAP services, including:
- Training for dealing with anxiety, crisis management, etc.
- Availability of individual counseling
- Leave Sharing program to assist employees without sick leave to have access to leave for medical reasons
- Flexiplace and Telework programs to provide employees with the option of an alternative worksite to avoid the spread of disease
EAP/Telework Program:
Earline Hill
(202) 283-1493
Earline.B.Hill@irs.gov
Health Services Program:
Pamela Carter-Coleman
(202) 283-1499
Pamela.A.Carter@irs.gov
Leave Sharing Program:
Rhonda Alderman
(202) 283-7343
Rhonda.Alderman@irs.gov
Department of Defense – Navy
Strategy: Disaster Accountability and Assessment System
Brief description of human capital strategy for pandemic influenza:
The Navy has developed an automated system called Navy Disaster Accountability and Assessment System (DAAS). The DAAS provides the Navy a standardized method to account for, assess needs of, and manage recovery assistance for service members, employees and their families affected by a widespread catastrophic event. DAAS is Web-based and is Government-owned.
Contact person for more details:
Mary Beth Lepore
Office of Civilian Human Resources
(202) 685-6242
MaryBeth.Lepore@Navy.Mil
Department of Defense – Navy
Strategy: Recovery Assistance – Task Force Navy Family
Brief description of human capital strategy for pandemic influenza:
Task Force Navy Family (TFNF) was established to assist Navy families with recovery after major emergencies. The TFNF identifies and assesses personnel and family needs (including severity levels) and determines resource and policy requirements to support those needs. The task force provides services through several key conduits to support both family recovery and mission readiness such as:
- Local outreach (community support centers and family case managers)
- Central support (policy experts)
- Communication (liaison officers between headquarters and impacted areas; dedicated Website; weekly newsletters; conference calls).
Contact person for more details:
Mary Beth Lepore
Office of Civilian Human Resources
(202) 685-6242
MaryBeth.Lepore@Navy.Mil
Department of Defense - Navy
Strategy: 24/7 Emergency Call Center
Brief description of human capital strategy for pandemic influenza:
The Navy established a world-wide, toll-free, 24/7 Emergency Call Center (ECC) that employees and family members can call to report their status and location during/after a catastrophic event. The call center has a Telecommunications Device for the Deaf (TDD) and language translation services. The ECC will utilize the Navy's new Web-based DAAS system to record contact information and assess personnel needs when employees call in. Commands can also access this data.
The Navy is publicizing the ECC contact number to all Navy personnel and employees on wallet cards, refrigerator magnets, official Websites, and via emergency preparedness training. Commands have acquired satellite and cell phones for all key staff.
Contact person for more details:
Mary Beth Lepore
Office of Civilian Human Resources
(202) 685-6242
MaryBeth.Lepore@Navy.Mil
Department of Labor
Strategy: Collecting Telework Usage Information via Payroll
Brief description of human capital strategy for pandemic influenza:
Employees electronically input the number of hours they telework each pay period through the Department of Labor (DOL) time and attendance system. This strategy will permit DOL to provide data in an easy and timely manner upon request during a pandemic influenza.
Contact person for more details:
Brooke Brewer
(202) 693-7616
Brewer.brooke@dol.gov
|
U.S. Office of Personnel Management 1900 E Street NW, Washington, DC 20415 | (202) 606-1800 | TTY (202) 606-2532