Getting ready for implementation Support Pack 3 for Managers February 2010 MRS Support Pack 3 for Managers Contents Page Section 1 1. Introduction 2 Section 2 2. Job Evaluation Re-evaluation and Appeal Process 3 2.1 Scope 3 2.2 Getting prepared 3 2.3 Timeline 3 2.4 Detail about step 1 – information release 4 2.5 Advising your team during step 1 – information release 5 2.6 Detail about step 2 – Re-evaluation 6 2.7 Advising your team during step 2 – Re-evaluation 7 2.8 Detail about step 3 – Appeal 8 Section 3 3. Business Readiness 9 3.1 Preparing for changes 9 3.2 Recruitment and grading 9 3.3 A reminder of the changes 11 3.4 A reminder of the terms and conditions that will end 15 3.5 Training 16 Section 4 4. Further support, information and resources 19 1 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 1. Introduction In October 2009, members of UNISON and UNITE voted overwhelmingly to accept the MRS proposal. As you may recall, members of GMB voted ‘yes’ and accepted the MRS proposal in December 2008. We are delighted to have a collective agreement with all three trade unions. We have always said that we would prefer to implement MRS on this basis, so this is good news for us all. MRS has been an early step on the road to delivering modernisation, efficiency and improved performance. Norfolk Forward will bring together in a coherent whole the projects, such as MRS, that are working on more widespread change within the organisation. The target date for implementing the Modern Reward Strategy is April 2010 but we are currently working towards making the necessary changes. • We are preparing for the re-evaluation and appeal process which begins later in January. • We are changing business processes and making technical changes to the payroll system. • We are rigorously testing the HR and payroll system. • We are designing new processes and forms and will share them so that all staff who need to use them are confident to do so. We will continue to provide you with information, updates and progress on the project so that you understand how to support team members throughout the implementation of MRS. Training for managers is also taking place in January, February and March. This support pack provides information on the two key areas of change: job evaluation re-evaluation and appeal process and business readiness. Throughout the project, managers have worked hard answering questions and being ambassadors for MRS and people feel well supported. We now want to make the transition to working under the new MRS terms and conditions as smooth as possible. We look forward to working with you over the coming months at this pivotal stage of the project. Please keep up the good work and thank you for your continued support. Actions for managers: • Make sure that you are clear about the latest MRS developments so that you can answer any questions from members of your team. • Familiarise yourselves with the re-evaluation and appeal process and be ready to take action. • Start getting ready for implementation; consider what the changes to terms and conditions will mean for your team. • Remember your team members who do not have easy access to a computer as part of their job – share information and be on hand to provide/print off any forms and guidance they may need. • Refer to the FAQs if you are asked questions that you do not know the answer to www.norfolk.gov.uk/mrs 2 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 2. The Job Evaluation Re-evaluation and Appeal Process 2.1 Scope The MRS re-evaluation and appeal process is for employees who believe that their job has been incorrectly evaluated or matched during the MRS job evaluation process. New employees or anyone who has changed job since 01 May 2009 are not entitled to appeal against the MRS outcome for any jobs started after 01 May 2009, but can appeal in relation to any jobs they held previously. 2.2 Getting prepared You have an important role to play from signposting employees to information and completing Job Analysis Questionnaires (JAQs) to attending and contributing to appeal hearings. • Remind yourself how MRS affects individual members of your team and be prepared to answer questions about job evaluation and matching decisions. In the first instance employees are asked to raise any queries with managers so that any simple mistakes such as data errors can be resolved. • Familiarise yourself with the re-evaluation and appeal process and understand the possible outcomes. (See MRS newsletter 27, our leaflet - MRS Re-evaluation and Appeal in a nutshell or the procedure in full www.norfolk.gov.uk/mrs Re- evaluation and appeals.) • Be clear about key dates and next steps. 2.3 Timeline To make sure we can resolve different areas of concern efficiently, the re-evaluation and appeal process has three steps. Step 1- Information release - 18 January 2010. Step 2 - Re-evaluation - requests for re-evaluation must be submitted on the registration form during the six weeks from 25 January 2010 to 07 March 2010. Re- evaluation meetings will start in April 2010 and re-evaluation panels will start in May/June 2010. Step 3 - Appeal - where employees remain dissatisfied they may be able to appeal. Timescales will be affected by the volume of re-evaluation and appeals requests we receive. 3 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 2.4 Detail about step 1 – information release A range of information is available as part of the release of job evaluation information. This covers everything employees need to: • understand whether they have grounds for re-evaluation or appeal • help them make their case • complete the necessary documentation for submitting a re-evaluation request From 18 January the Re-evaluation and appeals section of www.norfolk.gov.uk/mrs has information including: • A table listing all jobs covered by MRS and their grades. To see the table employees will need to enter their name, date of birth, post code and assignment number which they can find on their payslip. The table allows employees to see their own job alongside others. Instructions for using the table will be on the website. • The Business Support Matrix (BSM). We developed the Business Support Matrix (BSM) to help us evaluate and match administrative or business support jobs effectively and quickly. In some cases we have several hundred employees carrying out similar jobs covered by a single job description. They may have different job titles but similar tasks with similar levels of responsibility. The BSM covers: - typical responsibilities and tasks - the knowledge, experience and skills required to undertake the job competently - the range of contacts required in the daily work and the reason for the contact - any line management or supervisory responsibilities - who the job reports to We are making the whole BSM available so that employees matched using the matrix can see their level in context with other levels. • Information about the Hay Job Evaluation Scheme so that employees can understand the factors that were considered when jobs were evaluated and matched. • Details about eligibility. • The re-evaluation and appeal procedure in full, including a flow chart mapping the process. • The registration form and guidance. 4 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. From 18 January employees were able to request additional information from the MRS team: • The Job Analysis Questionnaire (JAQ) and rationale for their own job or the job they have been matched to. • If their job was matched using the BSM their job description and BSM rationale. • Similar information about a maximum of five comparator jobs. Employees need to provide the job evaluation (JE) number for each job and this can be found on the table listing all jobs covered by MRS. 2.5 Advising your team during step 1 – information release • If a member of your team queries their job evaluation or matching decision with you and you see it is a data error or a straight forward mis-match, contact the MRS team and inform the employee that this can be resolved outside the re- evaluation and appeal process. • Understand the eligibility criteria for a re-evaluation and appeal. Employees can request a re-evaluation on the grounds that either: - there has been a significant change in the job since evaluation (including any changes to the post which have been recognised through a temporary increase in grade until the implementation of MRS), or - the job is substantially different from the benchmark job it was matched to in the evaluation process, or - the Job Analysis Questionnaire (JAQ) was not accurate and/or complete, or - they believe their job has been incorrectly evaluated given the scores of comparator jobs. Remember - managers and the County Council define jobs not postholders – if a postholder does X, Y and Z because they like to or they have a certain qualification but these are not requirements of the job, not recognising these in the job evaluation is not grounds for re-evaluation. • Advise any members of your team thinking about appealing whether or not they meet the eligibility criteria. If they do not you should make this clear to them. If you are in any doubt contact the MRS team. • Remind any members of your team who think they are eligible for re-evaluation that the MRS team, and if they are a member their trade union representative, can help them select the most relevant jobs as comparators. Comparator jobs should be considered on the basis of the duties of the jobs, not simply by job titles, as many jobs with similar job titles will have different duties. We recommend employees get advice before requesting JAQs and rationales of comparator jobs. 5 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. The MRS helpdesk has been available from18 January from 9:00 to 5:00 Monday to Friday. Employees with surnames starting with A - F call 01603 638303 Employees with surnames starting with G - O call 01603 228844 Employees with surnames starting with P - Z call 01603 495850 Actions for managers during the information release: • Many employees do not have easy access to a computer as part of their job. If possible provide access to a computer and some time so that they can view the information. Where it is necessary please print and provide copies of relevant information and registration forms. • You will need to balance maintaining service delivery with allowing team members some time to digest the job evaluation information. Some time should be allowed but people should not spend an undue part of their working day considering this information to the detriment of service delivery. • Remind all team members that information about re-evaluation and appeals is available on our internet site www.norfolk.gov.uk/mrs Re-evaluation and appeals and can be accessed from home and local libraries. • Refer to the FAQs if you are asked questions that you do not know the answer to www.norfolk.gov.uk/mrs MRS Frequently Asked Questions 2.6 Detail about step 2 – Re-evaluation • Subject to meeting the eligibility criteria, it is the employee’s responsibility to submit their own request for re-evaluation. Employees must complete section 1 of the registration form and send it to the MRS team during the six weeks from 25 January 2010 to 07 March 2010. • On receipt of the registration form the MRS team will log the request and check, based on the evidence provided, whether or not the request meets the eligibility criteria. • The MRS team will forward the registration form to you, as and when necessary, for completion of section 2. The MRS team may also ask you to complete a JAQ. This is the department’s opportunity to respond to the employees request for re- evaluation. You may or may not support the re-evaluation request, so separating this part of the process means neither the employee nor the manager feels under pressure from the other to agree on all or any points raised. It also means that your time is not wasted on completing the paperwork of re-evaluation requests that do not meet the eligibility criteria. • The MRS team can give you advice if you need it. 6 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. • Line managers must sign completed registration forms/JAQs and a member of the Departmental Management Team must counter-sign to confirm accuracy. Registration forms/JAQs must be returned to the MRS team within two weeks. • Re-evaluation meetings will start in April 2010. The meetings are informal and are to help the Job Evaluation Technical Adviser gain a full understanding of the role and decide, based on all the evidence, whether to submit the job for re- evaluation. The meeting should be attended by: - The employee - A trade union representative or work colleague of the employee (optional) - A Job Evaluation Technical Adviser - The employee’s line manager or another manager familiar with the job • If employees do not qualify for re-evaluation they will be informed within five working days. If they disagree with this decision they can request an appeal. • Re-evaluation panels will start in May or June 2010. Neither employees nor managers are needed to attend the re-evaluation panel. Both the employee and department will be notified of the outcome in writing within five working days of the panel being held. Employees will also be given details about how to appeal if they are dissatisfied with the decision. • A panel cannot ignore jobs if they find an error has been made and they are graded too low or too high. It is possible, therefore, when pursuing a re-evaluation or appeal that the job evaluation score and grade for the job, or another job used as a comparator, may go up, down or stay the same. 2.7 Advising your team during step 2 – Re-evaluation • Make sure that any member of your team who is requesting a re-evaluation understands that once they have completed section 1 of the registration form they should send it to the MRS team and you will complete section 2 as and when asked to by the MRS team. Explain that this is so that neither they nor you feel under pressure from the other to agree on all or any points raised. When advising remind employees: A panel cannot ignore jobs if they find an error has been made and they are graded too low or too high. It is possible, therefore, when pursuing a re-evaluation or appeal that the job evaluation score and grade for the job, or another job used as a comparator, may go up, down or stay the same. This is an important fact that all employees requesting a re- evaluation need to understand. • Remind any member of your team who is requesting a re-evaluation that the MRS team, and if they are a member their trade union representative, can help them complete the registration form. The MRS team will be made up of different people looking at different aspects of the process. Some people in the MRS team will be working to support staff and different people will be involved in the analysis of registration forms, JAQs etc. 7 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. The MRS helpdesk has been available from18 January from 9:00 to 5:00 Monday to Friday. Employees with surnames starting with A - F call 01603 638303 Employees with surnames starting with G - O call 01603 228844 Employees with surnames starting with P - Z call 01603 495850 • Go over the steps to check that the team member is clear about the process, timescales and implications - the meeting with the Job Evaluation Technical Adviser - start April 2010 - the panel to re-evaluate - start May or June 2010 - the decision notification - in writing within five working days of the panel being held. Actions for managers during Re-evaluation: • If a member of your team requests a re-evaluation you will have a part to play. Know where to find information and guidance for you and registration forms, and supporting information for your team member. Go to www.norfolk.gov.uk/mrs Re-evaluation and appeals • If a member of your team requests a re-evaluation you will need to complete section 2 of the registration form and possibly a JAQ. Familiarise yourself with the registration form and the timeframe for its completion. • You will need to prepare for possible appeals. If members of your team do not qualify for re-evaluation and they disagree with this decision or they are dissatisfied with the outcome of a re-evaluation they may appeal. Look out for more detailed information on the appeal procedure. • Refer to the FAQs if you are asked questions that you do not know the answer to www.norfolk.gov.uk/mrs • The MRS helpdesk is there for you too and will support you through the process and help you complete the relevant paperwork. 2.8 Detail about step 3 – Appeal If members of your team do not qualify for re-evaluation and they disagree with this decision or they are dissatisfied with the outcome of a re-evaluation they are likely to appeal. Timescales will be affected by the volume of re-evaluation and appeal requests we receive. Further details about this phase will be provided nearer the time. You can however, see the Re-evaluation and Appeal Procedure in full www.norfolk.gov.uk/mrs Re-evaluation and appeals. 8 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 3. Business Readiness 3.1 Preparing for change As you will know many of our terms and conditions of employment are changing under MRS. A lot of work has been undertaken to review and revise our policies and payroll processes to reflect the changes. It is important for everyone to understand what the changes mean and how they will be affected. For example, the way that we pay people for working at weekends is changing. This could mean people who previously submitted a claim form for payment will no longer have to do so, or it could mean that they still do but that they will need to use a new style claim form. We will be providing information for employees through the usual routes, MRS newsletters, the MRS website, core brief etc, but it is very important for managers to understand and be able to offer advice because you are the first point of contact for employees and it will often be you who authorises claims for additional hours, business travel etc. Business Readiness training continues through February and March, providing an overview of MRS to help you develop your understanding of the changes to terms and conditions. Training is also taking place for employees who need to have a more detailed understanding of HR administrative processes. For details of dates and venues see section 3.4. 3.2 Recruitment and grading From 15 February 2010 vacancies will be advertised on the appropriate MRS grade and with new terms and conditions. It is essential that new pay practice frameworks are adhered to, to make sure that we reward people fairly and that consistent pay and reward practices are sustained. All contractual arrangements must adhere to the MRS framework. Jobs should be based on MRS evaluations and pay rates and people paid the appropriate rate for the level of work they do. Requests for payments that are not consistent with the Local Agreement will be fully investigated. Contracts set up outside the MRS agreement are unauthorised and not compliant with the constitution. They will not be honoured by the County Council as they are not legal. What you need to know and do prior to recruitment In November 2009 we developed the ‘Filling Vacancies – Managers’ Guidance Pack’ to provide you with information on the changes to procedures within the recruitment and appointment process. Here’s an extract as a reminder. In each department there is a management of vacancies process that must be complied with when filling vacancies. • For Existing Posts (where you are appointing on a ‘like for like’ basis) For posts that have already been evaluated under MRS the JE Reference and GR Number are known. This information should be included in recruitment and appointment documentation, such as authorisation to advertise, appointment notification to ESC etc. 9 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. • For New Posts (including ‘one off’ posts, departmental restructurings and changes to existing posts that may have an effect on grade) When a new post is created a JAQ may be required to enable the Grading Team to evaluate the new post under MRS. If so, completion of the JAQ should be undertaken in consultation with your departmental HR team, who will also provide advice on any grading or GR number issues. Completion of a JAQ may not be necessary if departmental HR confirm that the post is very similar (and can be accurately matched) to an existing job role. If you are reshaping a job description, particularly if this is likely to have grading implications, then again please consult departmental HR colleagues. For recruitment purposes, the Grading team can provide a provisional grade and reference number prior to full moderation. • In all cases It is important that at the early stage of filling a vacancy, the correct GR Number and GR job title and grade are established. Neither ESC nor departmental recruitment colleagues can advertise jobs or process appointments without appropriate authorisation and a GR Number/grade for the job. If there are queries regarding the GR Number or grade for a particular job, departmental HR or the MRS Grading Team should be consulted. Click this link for the full ‘Filling Vacancies – Managers’ Guidance Pack’. http://www.norfolk.gov.uk/consumption/groups/public/documents/general_resources/ncc 071998.pdf • Please also provide an up to date job description and person specification to your recruitment team. This will ensure the correct information will be included in the recruitment pack sent to applicants. The Job Description and Person Specification used must be the one based on the MRS outcome. If you need to update this from the JAQ, you will need to consult the relevant section of the business support matrix (BSM) to do this, or the existing job description and person specification if these were used to establish the MRS grade. Please do not just send the JAQ. If you need guidance about translating the information into a job description and person specification contact your departmental HR partner/consultant for more guidance. Unless your recruitment team has this information they will be unable to advertise your post. • Casual employment must be in line with NCC policy and the rate of pay for the work must be consistent with NCC pay scales and at a rate that is appropriate for the work being undertaken. 10 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 3.3 A reminder of the changes As a reminder, the following changes will happen under MRS: Pay From 01 April 2010 the new pay structure will be in place and employees will be paid according to their new grade and point. No major changes and re-structures, such as the Organisational Review, will be reflected in Oracle, the HR/Payroll system, after 26 February 2010. Bear this in mind if your team has recently been restructured and employees query their pay. Claim forms If claim forms are used for payment of hours worked, additional hours, standby, call out or for reimbursement of expenses or travel costs, new claim forms must be completed for any work, travel or expenses that take place from 01 April 2010. Make sure that your admin teams copy claim forms back to back and keep stocks at an operational but low level for your team. They should refer to PeopleNet regularly to ensure that updated versions of claim forms are used. Claim forms relate to work and travel that has already taken place. ‘Old style’ claim forms, relating to work or travel up to 31 March 2010 will be accepted by the Employee Services Centre until 31 July 2010 at the latest. We encourage employees to submit these claims as soon as possible in March and April. Ensure that stocks of ‘old style’ claim forms are disposed of by 31 July and new claim forms are used for work, travel and expenses from 01 April. Compensation payments We are hoping to pay compensation payments as a lump sum in May 2010 to anyone whose pay is increasing and who is employed when MRS is implemented. Compensation payments will appear as a separate line on payslips. We have negotiated a special arrangement with Her Majesty’s Revenue and Customs where deductions for tax and national insurance will be lower than if they were deducted in the normal way. A feature of this is that compensation payments will be non- pensionable, so not subject to pension deductions and therefore will not be reflected in pension calculations in future. Any member of the Local Government Pension Scheme who chooses to retire at age 60 or over between 23 November 2009 and implementation and is entitled to a compensation payment, will also receive it May 2010. Tax and national insurance will be deducted at the normal level and compensation will be reflected in your pension. People leaving the County Council involuntarily or who have already left and remain entitled to a compensation payment will be paid compensation in May or later. 11 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. MRS pay protection Where basic pay is less it will be protected at its current level (ie. no future increases) until 31 March 2011. Employees will see a separate entry on their payslip detailing the monthly protection payment. Existing protected pay and frozen terms and conditions All existing frozen and protected pay and conditions will end on 31 March 2010. Current monthly redeployment payments will end and the outstanding balance will be paid in March* on the following basis: • If the employees new basic salary matches their current salary, they will be entitled to the remainder of the three year compensation payment as a lump sum. • If their new basic salary matches their old salary (pre redeployment), the monthly compensation payment will cease and no balance will be paid. • If their new basic salary is more than their current salary but less than the old salary, any outstanding compensation payment will take account of the increase and be paid as a lump sum. • If their new basic salary is less than their current salary, the remainder of the three year compensation payment will be paid as a lump sum. They will also receive MRS salary protection to maintain their salary at its current level until 31 March 2011. * The only exception is employees who work in Adult Social Services who will be paid any outstanding balances after implementation of MRS. Progressing through the grade With effect from 2010 increments will be paid on 01 July rather than 01 April. Employees appointed to a post who have less than six months service at 01 July, will receive an increment on the six month anniversary of appointment or entry into the grade. The award of increments will link to the appraisal scheme in 2011. Market supplements A salary supplement may be awarded where the County Council is experiencing recruitment and retention difficulties because the skills and responsibilities of a particular post have been assessed at a certain level, but the job market indicates higher salaries are being paid for similar posts. Additional hours payments From 01 April 2010, when all flexible working options have been exhausted and where authorised by management, employees on grades A – J will be entitled to claim payment for working additional hours. This will be plain time up to 37 hours and time and a half for hours over 37 per week – subject to any weekend enhancements. New claim forms must be completed for any additional hours worked from 01 April 2010. Premium Enhancement (payment for working weekends) From 01 April 2010, employees who work weekends as part of their contract will receive a premium enhancement. They will be paid time and a third for the time spent working at weekends. For most people, who have a regular weekend work pattern, this will be paid automatically in their salary. Where payments cannot be made automatically employees should complete a claim form for the number of hours worked at weekends at time and a third. New claim forms must be completed for work undertaken from 01 April 2010. You will need to authorise the form before sending it to the Employee Services Centre. 12 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. You must tell us which of your employees are required to work regularly at weekends as this needs to be applied to their payroll record. A member of your HR department will have provided you with a list of employees and you need to indicate who is needed to work at weekends and the number of hours. Return this information to your HR department by 19 February. Stand by / Call out From 01 April 2010, payment will be at a consistent rate for all employees and paid on a claims basis. New claim forms must be completed for work undertaken from 01 April 2010. Travel From 01 April 2010, mileage for cars, motorcycles, mopeds and bicycles will be reimbursed at the rates set by Her Majesty’s Revenue and Customs (HMRC) and all previous arrangements including essential user lump sums and protection arrangements will end. From 01 April a five pence per mile passenger payment can be claimed in addition to the pence per mile rate. Passengers must be either a County Council employee, or an employee of a partner organisation travelling with a Norfolk County Council colleague on County Council business. Review the business travel needs of your team and consider whether alternative options such as conference calling or car sharing and utilisation of the 5p passenger rate can be used. Go to intranet.norfolk.gov.uk/PAndT/businesstravel/ for more information. Travel support During March the One-Stop Shop to support business travel will be launched. This website provides information, advice and assistance to help you manage your business travel needs. It includes information on green travel options, the car lease scheme, bicycle loans and much more. Go to intranet.norfolk.gov.uk/PAndT/businesstravel/ . We will also be introducing a Car Sharing Forum on the ‘Marketplace’ on the County Council’s intranet, where staff can post offers and request lifts to meetings or training courses etc. We are encouraging car sharing as a way of minimising business travel and reducing our carbon footprint. Remember…from 01 April 2010 you will be able to claim an additional five pence per mile per NCC passenger. We will let you know when the forum is launched. Where employees request a car loan or lease car you need to check the criteria are met and complete the new eligibility form. Go to intranet.norfolk.gov.uk/PAndT/businesstravel/ for more information. Travelling time to attend training courses From 01 April 2010, if employees regularly have to travel long distances, extending over the working day, managers will have discretion to allow some time in lieu to compensate. 13 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. Maternity pay Subject to meeting the eligibility criteria for maternity pay, if you are pregnant and your earliest expected week of childbirth is 01 April 2010 or later and you intend to return to work after your maternity leave, you will qualify for Occupational Maternity Pay. This means that you will be paid the new higher rate of 100 percent of your pay for the first six weeks of your maternity leave rather than 90 percent which is the current statutory level. Surrogacy provisions From 01 April 2010, the same arrangements will apply to those becoming parents through surrogacy as for adoptive parents. Disability leave From 01 April 2010, employees regarded as disabled under the Disability Discrimination Act (DDA) will be entitled to paid disability leave for attending medical appointments, treatments or rehabilitation as a ‘reasonable adjustment’. This only applies when other flexible working options and policies have been exhausted. For Roadworkers and Fitters: Contractual overtime Roadworkers and Fitters will work a 37 hour week with two hours contractual overtime, reflecting the needs of the service. Contractual overtime will be paid at time and a half and will be included in annual leave and sickness absence scheme payments and calculations. Winter Service payments Winter service work have been evaluated as a separate activity and graded as scale E, therefore all who do winter service work will be paid the rate for the work regardless of their ‘day job’ rate. For Advanced Mental Health Practitioners: Advanced Mental Health Practitioner payments (formerly Approved Social Worker payments) From 01 April 2010 Advanced Mental Health Practitioners(AMHPs) will receive an annual allowance of £1700 (pro rata for part time staff) in recognition of the statutory responsibility and qualification required. This payment is inclusive of any standby arrangements, so no further payments will be made. This payment includes a commitment for all AMHPs to provide at least one standby session per month. AMHP students will receive a one-off payment of £500 (regardless of contracted hours) for successfully obtaining the qualification and practising as an AMHP. This is on the basis that they continue to practise for 12 months and fulfil the minimum requirement of at least one standby session per month. 14 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. Actions for managers: • Consider if and how any of these changes will affect employees in your team. If this raises questions, check www.norfolk.gov.uk/mrs for FAQs, the answer could be there. If not, contact the MRS team or speak to your departmental HR team. • When you are confident about the changes and what they mean to your team, discuss them together so that they are all clear about what is happening and what to expect. • When you pay people via claim forms you will need to be confident that the rate of pay reflects the work they have carried out according to the agreed Pay Structure and the terms and conditions. It will be helpful to think about recent claims you have authorised and consider how they will be paid under new MRS terms and conditions and what rate you will be paying people in future. • After 01 April call the MRS helpdesk with MRS queries and the ESC with any business as usual queries. Please inform any of your admin staff too. 3.4 A reminder of the terms and conditions that will end In many cases the job evaluation scheme takes into account factors currently recognised by the payment of an allowance or the allowance is no longer relevant. In these cases the allowance will end. Only the allowances mentioned in the MRS agreement will be paid, any other previously existing allowances will end for example: • Night Rate Allowance for employees working nights as part of their normal working arrangements – or those employed to work night duties only • Unsocial Hours Payments • Rotating/Alternating Shift Allowance • Inconvenient Hours Allowance • Protected Allowances • Laundry Allowance • Window Cleaning Allowance • Excess Travel Time Allowance – existing excess travel time arrangements made up to the date of implementation, will run their natural course • Any other travel arrangements not detailed under Travel 15 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. • Percentages for odd weekend/out of hours working • School - Technicians Qualifications Allowance • School - Retainer Payments • School - Caretaker Swimming Pool Allowances • Special Schools Allowance • First aid This is not an exclusive list. All other local allowances will end. Actions for managers: • If any members of your team currently receive any of these allowances you need to also check that they understand that these will end after March 2010. • Be clear about payments that you currently authorise for people on a claims based method. A number of ‘allowances’ that we have previously paid in this way are ending. In some instances the new job evaluation scheme has taken into account factors previously paid as a separate allowance so these factors will now be recognised and paid as part of the basic pay. If you are unsure, please discuss this with your departmental HR team. 3.5 Training Training for managers continues through February and March. This is to help you: • develop your understanding of the changes to terms and conditions • have a look at samples of revised documentation, forms etc • work through some scenarios. The training is being delivered by a combination of departmental colleagues and MRS team members. For managers in Children’s Services (non-schools), Chief Executive’s and Cultural Services departments the MRS team is delivering two types of training, Business Readiness Bitesize training and Business Readiness Workshops. Business Readiness Bitesize training provides managers with an overview of MRS and helps develop your understanding of the changes to terms and conditions. These sessions are scheduled to last around an hour or so. Business Readiness Workshops are for employees who need to have a more detailed understanding of HR administrative processes. Based on a recent ‘pilot’ exercise, which included working through a number of practical scenarios, we anticipate these sessions will run for 2 to 3 hours. 16 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. For managers in Children’s Services (non-schools), Chief Executive’s and Cultural Services Date Training Sessions Venue Time 22 February Business Readiness Workshop County Hall, Colman Room 10:00 25 February Business Readiness Bitesize Dereham Football Club 1:30 and 3:00 01 March Business Readiness Workshop Gt. Yarmouth, Kings Centre 1:30 03 March Business Readiness Workshop Hethell Engineering Centre 1:30 04 March Business Readiness Workshop Fakenham Race Course 1:30 05 March Business Readiness Workshop County Hall, Cranworth 10:00 Room 05 March Business Readiness Bitesize County Hall, Cranworth 1:30 Room 12 March Business Readiness Workshop Thetford, The Maltings 1:30 15 March Business Readiness Bitesize County Hall, Edwards Room 11:00 18 March Business Readiness Workshop Fakenham Race Course 1:30 17 March Business Readiness Workshop Dereham Football Club 1:30 19 March Business Readiness Bitesize Gt. Yarmouth, Kings Centre 1:30 and 3:00 To book a place… on one of the training sessions contact the MRS team at firstname.lastname@example.org. Tell us your name, your chosen date, time and venue and contact details (phone number and email) in case we need to get back to you. Please note: If travelling by car to a training session at County Hall please use Harford Park and Ride - A140. There is a free bus directly to County Hall. If any training session is expected to have a very low attendance it may be cancelled - but if this is the case you will be contacted in advance and offered an alternative session. If you work in Fire and Community Protection, Adult Social Services or Planning and Transportation training and briefing sessions are being organised within your department. Adult Social Services - contact Ken Coles 01603 638309. Specific training in Oracle processes will also be available where appropriate. Additional dates may be needed, if so details of these will be circulated in a future manager update email. 17 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. To supplement this training we are developing a Good Practice Guidance Pack. This will tell you all you need to know about applying the new rates of pay and terms and conditions on a day to day basis. The Good Practice Guidance Pack will be distributed at the training sessions and will be available on the MRS website. Actions for managers: • Book yourself on to a training session near you. • Establish who else in your team will need training and make sure they get it – do you have business managers, administrative support staff, clerical officers, secretaries or finance assistants who are responsible for processing HR administrative work? Do they complete claim forms, budget and/or rota records? If so they need to be trained. 18 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. 4. Further Support, Information and Resources Support pack We hope that this pack will help you to get ready for MRS implementation and answer questions from members of your team. To suggest other information that you would like please contact email@example.com or phone 01603 222921 and we will do our best to provide an update to this pack or an FAQ. Please ask other managers that you work with if they have access to a copy of the pack and where necessary let them know that it is available at www.norfolk.gov.uk/mrs under information for managers and headteachers. If you have new managers in your team, please ensure they understand their role and responsibilities. Live updates to your mailbox As this support pack will be hosted on the MRS website www.norfolk.gov.uk/mrs, it is a ‘live document’ which will be updated with latest news and developments. These updates will be brought to your attention by an email alert like the one below which will give you links to the new information. Newsletters The MRS newsletter will continue to be employees’ main source of information on the progress of MRS implementation. The newsletters will be issued at timely intervals to correspond with major developments of the project. All backdated copies of newsletters are stored on the MRS website www.norfolk.gov.uk/mrs Website 19 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails. www.norfolk.gov.uk/mrs contains details about the changes to pay and terms and conditions, information about the re-evaluation and appeal process and information specific to managers and headteachers. It is updated regularly with all news, developments and frequently asked questions. Re-evaluation and appeal information and guidance Lots of information and guidance on the Job evaluation Re-evaluation and Appeal Process is available on the MRS website www.norfolk.gov.uk/mrs Re-evaluation and appeals. All the information available is listed on page 4 of this pack. Help desk The MRS help desk will be in operation from 18 January 2010 from 9:00 to 5:00 Monday to Friday. The help desk numbers are: For employees with surnames starting A - F 01603 638303 For employees with surnames starting G - O 01603 228844 For employees with surnames starting P - Z 01603 495850 Business Readiness Training Training for managers will continue in February and March 2010. This is to help you develop your understanding of the changes to terms and conditions, have a look at samples of revised documentation, forms etc and to work through some scenarios. We are also arranging training for employees who have responsibility for HR administrative processes. Details about dates, venues and how to book are on pages 3.5 of this pack. Departmental Support Your departmental HR Business Partner and team are preparing for MRS implementation - ask them for further guidance. Your HR Business Partners and Consultants for contact are: Chief Executives and Cultural Services Sophie Peek 01603 228114 Planning and Transportation Amanda Gray 01603 223184 Children’s Services Elly Starling 01603 223476 Stewart Shaddock 01603 222418 Adult Social Services Kathy Bonney 01603 228952 Rosemary Moy 01603 223334 Anne Kindleysides 01603 638292 Fire Service Karen Palfrman 01603 819730 CTD offers specific managers’ workshops on: - Leading people through change - Courageous conversations It is also possible to arrange coaching sessions, facilitated groups or action learning sets through CTD where these may be appropriate for individuals and teams. CTD can be contacted on 01603 223414. The MRS agreement A copy of the MRS agreement is available on the website www.norfolk.gov.uk/mrs if you need to obtain more detail on specific terms and conditions. 20 This support pack will be updated. You will receive notification of updates via the ‘Moving MRS forward’ manager update emails.