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									Mandatory Unpaid Time Off
                              (Furloughs)




Communication Plan for
Oregon State Government
September 2009




(503) 378-2627
Lonn.Hoklin@das.state.or.us
http://oregon.gov/das/hr/reductions.shtml
This page intentionally blank.
TABLE OF CONTENTS

Overview............................................................................................................................................... 1


Internal Communication ...................................................................................................................... 1


External Communication ..................................................................................................................... 2


Schedule............................................................................................................................................... 4


Appendix
     A: Draft Message to Employees ................................................................................................. 6
     B: Draft Media Release .............................................................................................................. 8
     C: Draft Letter to Stakeholders ................................................................................................. 10
     D: Signs ................................................................................................................................... 11
     E: Web Site Instructions: Feature Story .................................................................................... 13
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

Overview

The state’s implementation of Mandatory Unpaid Time Off (furloughs) calls for a clear and consistent
statewide communication plan that enables state employees to learn the rules and follow them. The
following communication plan includes strategies to communicate with the public about furlough days in
order to minimize inconvenience and hardship.

State agencies pursue varying missions and follow different styles of administration and operation.
Consequently, a single response to furloughs does not suffice for all agencies. This communication
plan offers a sample response that each agency may modify to suit its needs.

Agencies will administer human resource rules that apply to furloughs in three basic categories:
agencies that close on mandatory furlough days; agencies that use floating furlough days exclusively;
and agencies that, due to unique business needs, mix these approaches. This plan contains a
response to each category.

Audiences, Messages, Delivery
Communications about furloughs must target both internal and external audiences. The plan contains
two key parts with draft messages and tools to accommodate an array of outreach efforts. Each section
also contains proposed delivery methods that allow flexibility.

        Internal Audience: the state’s workforce
             o Key Messages
                     Candor and compassion about the need for furloughs
                     Tools employees must use to adequately communicate the closure to
                       customers—e-mail, voice mail, etc.
                     HR rules and how to apply them

        External Audience: the media, the public, recipients of state services, local government, other
         stakeholders, vendors
             o Key Messages
                    Which agencies are open; which are closed
                    Services that may be affected beyond a designated furlough day

         Some agencies can rely on statewide media releases to communicate the furlough schedule to
         external audiences. Others may choose to issue agency-specific media releases due to unique
         circumstances. Public information officers across the state must work together to ensure
         coordination on media releases.

Schedule
The long-term nature of the communication plan requires a detailed schedule. The final section of the
plan offers an outline of tasks and due dates, which an agency can customize to its needs.


Internal Communication

The HR rules that apply to furloughs represent the only mandatory component of this section on
internal communication. Although agencies are free to customize messages to employees, they should
not alter any information related to HR.




DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

Agencies that need to communicate with employees in both categories—fixed furlough days and
floating furlough days—should modify the Draft Message to Employees contained in this plan or send
two separate messages to the targeted groups.

See Appendix A for the Draft Message to Employees.

Delivery: Ensure that employees receive the message in a format that allows easy saving or printing.
E-mail is the most sustainable choice, but an agency may choose the method that best meets its
needs. Other choices:

        Hard copies delivered in person or by U.S. mail or state shuttle mail
        Newsletter publications
        Intranet or electronic bulletin board postings
        Physical bulletin boards

In-person meetings provide an effective way to communicate with any number of employees. They also
allow two-way dialogue. Use in-person meetings to the greatest extent possible, in combination with
other delivery methods.

An agency may separate the draft message to employees into smaller messages, sent as a series.

Frequency and Consistency: About two weeks before each furlough day, deliver the draft message,
or a similar message, to your employees. Repeating the message throughout the biennium will help
ensure that agencies communicate with new employees, temporary employees and contracted
employees who have recently come onboard. See the Schedule section for tasks and due dates.


External Communication

Web Site Updates. The Department of Administrative Services (DAS) has established a Web page on
Oregon.gov to communicate the schedule of fixed furlough dates. By Oct. 8, 2009, the page also will
displays two lists: the agencies closed on fixed furlough dates and the agencies that will operate under
normal conditions. The Human Resource Services Division of DAS will develop the lists in consultation
with its Labor Relations Unit and the human resource offices in state agencies.
http://oregon.gov/furlough_closures.shtml

According to the Schedule section, update the home (―index‖) page of each ―minisite‖ contained in an
agency’s Web site. Minisite is a term used in TeamSite, the state’s Web contribution application.
Several options appear below. Agencies that predominantly interact with citizens or businesses in
person or by phone should select the ―Reminder‖ and ―Notice‖ options that provide greatest visibility.

Provide the desired options to the agency’s single point of contact (TeamSite SPOC) for distribution to
applicable minisite owners within the agency. To obtain the name of an agency’s SPOC, view the
names on the state intranet, at the link below, or call the E-Government Help Desk, (503) 378-2126.
https://intranet.egov.oregon.gov/sites/DAS/EISPD/EGOV/agencycontact.jsp (requires login)

Option 1                         Add the reminder at right       Office Closure: Due to state budget cuts, the Department
                   Week Before




“Reminder”                       to the very top of the left     of [insert name] will be closed on Friday, Oct. 16, 2009. The
                                 or right popularity box.        office will reopen on Monday, Oct. 19. Thank you for your
                                                                 patience. [Link] View the full list of closed agencies
                                 See hyperlink at right for      [http://oregon.gov/furlough_closures.shtml]
                                 an optional graphic.            http://oregon.gov/DAS/images/80x80/furlough_closedOct16.jpg



DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.                              2
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

Option 2                      Link to the Feature Story          See Appendix E for instructions.




                   Furlough
                     Day of
“Notice”                      prepared by DAS.                   Preview the Feature Story at this link:
                                                                 http://oregon.gov/DAS/popularity_boxes/furloughs.html.


Option 3                      Post an agency-specific            Use the link in Option 2 as an example.
                   Furlough
                     Day of
“Notice”                      Feature Story created by           Optional graphics choices:
                              the agency.                        http://oregon.gov/DAS/images/174x126/furlough_closedforaday.jpg
                                                                 http://oregon.gov/DAS/images/174x126/furlough_closedOct16.jpg

Option 4                      Add the notice at right to         Our office is closed today, Oct. 16, 2009. Due to state
                   Furlough
                     Day of




“Notice”                      the very top of the left or        budget cuts, the employees of the Department of [insert
                              right popularity box.              name] are on mandatory unpaid furlough today. We look
                                                                 forward to serving you on Monday, Oct. 19. Thank you. .
                              See Option 1 for an                [Link] View the full list of closed agencies
                              optional graphic.                  [http://oregon.gov/furlough_closures.shtml]
Option 5                      Add a link to the                  The Department of [insert name] will be closed Oct. 16.
                   Before
                    Week




“Reminder”                    Oregon.gov furlough                [Link] View the full list of closed agencies
 and                          page.                              [http://oregon.gov/furlough_closures.shtml]
“Notice”


TeamSite users can program the application to launch Web edits at a pre-selected time using the
―Schedule Deployment‖ feature, an option in the final step of the workflow. See Appendix E for more
about scheduling Web deployments.

External Computer Applications. Agencies that sponsor a computer application used by the public
should add the appropriate ―Reminder‖ and ―Notice‖ options, above, to the public-facing portion of the
application.

Central Phone Lines: Agencies that sponsor central phone lines or help desk phone lines should add
applicable reminders and announcements about furlough days.

Media Releases. DAS has worked with public information officers statewide to ensure that the state
coordinates to the greatest degree possible on releases to the media. DAS will issue one statewide
release that contains a comprehensive list of the agencies that will close on fixed furlough days along
with a list of the agencies that will operate under a normal schedule.

See Appendix B for Draft Media Release.

Customer-specific Communication. Under this plan, an agency may need to communicate with
groups of customers, partners or stakeholders about a unique effect of the fixed furlough days, such as
delayed payments, workflow backlogs, etc. Agencies should consider the most cost-effective and
sustainable means to deliver such messages, and where possible, determine the effectiveness of the
delivery-method compared to cost.

Use the information contained in the media releases (Appendix B) to communicate the fixed furlough
dates electronically to as many recipients as possible using existing agency contacts (listservs, social
networking media, electronic billboards, etc.).

An agency may determine a need to communicate with stakeholders about the reasons for fixed
furlough days, the savings furloughs will generate, etc. See Appendix C for a customizable letter.

See Appendix C for Draft Letter to Stakeholders.

DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.                               3
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

Signage. In each state building that observes fixed closure dates, the agency director should delegate
to the ―Building Contact‖ or ―Building Manager‖ the responsibility to place signs at all entrance doors
used by the public and service- or delivery-personnel. The plan contains two sample signs: (A) reminds
visitors of an impending closure; (B) announces closure on a fixed furlough day. Post the signs
according to the Schedule section.

If situations exist in which a building contains both fixed-furlough and floating-furlough tenants, the
Building Contacts in those agencies must work together to address their building’s unique needs.

An agency that generally posts signage in multiple languages should create alternate versions of the
signs, using its usual interpretive-services provider.

See Appendix D for Building Signs.

Schedule
Use the outline below to schedule an agency’s specific approach to messaging about furloughs.
Agency directors should delegate the task of master scheduler to its public affairs, human resources, or
other qualified staff. The outline contains proposed dates for the first fixed furlough day, Oct. 16, 2009,
and the timeframe for completion of the tasks – ―two weeks prior,‖ ―the day before,‖ etc.

Due Date               Task                                                             Assigned To   Completed
Oct. 5                 Send message to all staff (Appendix A)
Two weeks before
Oct. 7                 Send media releases not covered by statewide
Seven days before      releases (optional)
Oct. 9                 Update Web sites with ―reminder‖
Friday before          See pp. 2-3
Oct. 9                 Post reminder signs at entrances
Friday before
Oct. 13                Remind all-staff: turn in form* by Friday
Three days before
Oct. 15, COB**         Update Web sites with closure ―notice‖
Day before
Oct. 15, COB           Post closure signs at entrances
Day before
Oct. 15, COB           All-staff update e-mail and voice mail
Day before
Oct. 19                All-staff update e-mail and voice mail
Monday after
Oct. 19                Update Web sites (remove closure notice)***
Monday after
Oct. 19                Remove closure signs
Monday after
Oct. 20                Replicate the above schedule with pertinent
                       dates for the next fixed furlough day (see chart
                       on page 5)
*Employee Furlough Election Form | **Close of Business | ***See Appendix E to schedule the change earlier.


DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.               4
Communication Plan | Mandatory Unpaid Time Off (Furloughs)


Fixed Furlough Days
2009                                           2010                                            2011
Friday, October 16, 2009                       Friday, March 19, 2010                          Friday, March 18, 2011
Friday, November 27, 2009                      Friday, April 16, 2010                          Friday, May 20, 2011
                                               Friday, June 18, 2010
                                               Friday, August 20, 2010
                                               Friday, September 17, 2010
                                               Friday, November 26, 2010




DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.                            5
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX A – Draft Message to Employees

Even though we’ve worked hard to economize wherever possible, tough times have reduced state
revenues to such a degree that mandatory unpaid time off is necessary. Oregon is not alone in
reaching this decision. Many states and local governments across the nation have used furlough days
as a strategy to stretch their budgets.

By implementing a system of unpaid furloughs, we send a powerful message to the citizens and
businesses we serve, many of whom have suffered severe hardship as a result of the recession: State
employees will do their share to stretch the state’s budget and maintain the critical public services they
provide.

I won’t minimize the impact that furlough days will have on you and all state employees. At the close of
this message, I’ve included an online resource, ―Finding Help in Tough Times.‖ I invite you to use this
information and share it with family members, friends and clients. I’ve also included the Web site and
phone number for our Employee Assistance Program, Cascade Centers, which offers a variety of
personal and family services. PEBB-covered state employees and their dependents receive the EAP’s
services free of charge. [Agencies that do not contract services with Cascade Centers should delete the
reference above.]

Administering the rules that apply to furlough days in all state agencies in Oregon is a big job. Please
note the key points below:

Fixed Furlough Days

1. On Oct. 16, 2009, our agency will be closed. Treat the day as you would a holiday.
2. On a furlough day, you must do absolutely no job-related work outside your scheduled hours of
   work, unless an emergency occurs and your manager, with approval from me or my designee, calls
   you in. This means no checking e-mail, voice mail, etc. on any electronic device outside scheduled
   hours of work and through the entire weekend. Disregarding this direction may result in disciplinary
   action, up to and including dismissal.
3. For the week of Oct. 12, 2009, all employees become FLSA non-exempt, which means:
   a. All employees must take at least one 30-minute meal period and, at a minimum, two 10-minute
       rest periods during a normal eight-hour workday.
   b. Employees will not work more than 32 hours, unless approved by management.
4. You must submit your Employee Furlough Election Form to your supervisor by Oct. 15, 2009. The
   form appears online at the following link:
    http://oregon.gov/DAS/HR/docs/advice/Furlough_Election_Form_Sept09-June11.doc.

Floating Furlough Days

1. On Oct. 16, 2009, the majority of state office buildings will be closed. The affected employees in
   those agencies will take a furlough day.
2. Because of the nature of your work, you are not subject to the office closure on Oct. 16.
3. You must schedule and take your floating furlough day as directed in Collective Bargaining
   Agreements or the Sept. 1, 2009, statewide ―Cost Reduction Directive,‖
    http://oregon.gov/DAS/HR/docs/advice/FinalDraft_Cost_Reduction_Directive_Sept09-June11.pdf.
4. You must submit your Employee Furlough Election Form to your supervisor by Oct. 15, 2009. The
   form appears online at the following link:
    http://oregon.gov/DAS/HR/docs/advice/Furlough_Election_Form_Sept09-June11.doc.
5. Treat your scheduled furlough day as you would a holiday.
6. On your furlough day, you must do absolutely no job-related work outside your scheduled hours of
   work, unless an emergency occurs and your manager, with approval from me or my designee, calls

DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.          6
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

   you in. This means no checking e-mail, voice mail, etc. on any electronic device outside scheduled
   work hours and through the entire weekend. Disregarding this direction may result in disciplinary
   action, up to and including dismissal.
7. During any week in which an FLSA exempt employee has a scheduled furlough day, that week
   qualifies the employee to be treated as an FLSA non-exempt employee, which means:
       o The employee must take at least one 30-minute meal period and, at a minimum, two 10-
           minute rest periods during a normal eight-hour workday.
       o The employee will not work more than 32 hours, unless approved by management.

If you have questions about these rules, I encourage you to speak to your supervisor. Our human
resource office will collect any unresolved questions and ask DAS for guidance.

Communication Tools

We must use every available tool to get the word out about furlough days. Our public affairs office and
DAS have taken care of press releases to the media. Here’s what you should do:

    1. Update the out-of-office feature on your e-mail account with the message below that matches
       your circumstances related to furlough days:

         Budget cuts have forced the Department of [insert name] to close on Oct. 16, 2009. The
         affected employees must take mandatory unpaid furloughs on that day. We will re-open on
         Monday, Oct. 19. I will respond to your e-mail at that time.

         Due to state budget cuts, I am out of the office on mandatory unpaid furlough on [insert date]. I
         will return to the office on [insert date]. I will respond to your e-mail at that time.

    2. Update your voice mail greeting with the message below that matches your circumstances
       related to furlough days:

         Budget cuts have forced the Department of [insert name] to close on Oct. 16, 2009. The
         affected employees must take mandatory unpaid furloughs on that day. We will re-open on
         Monday, Oct. 19. I will respond to your voice mail at that time.

         Due to state budget cuts, I am out of the office on mandatory unpaid furlough on [insert date]. I
         will return to the office on [insert date]. I will respond to your voice mail at that time.

Our webmasters will place an appropriate message about the furloughs on the main pages of our Web
site. We also will hang signs on all entrances used by the public and service- or delivery-personnel.

Things as simple as turning in your furlough form on time and updating your e-mail and voice mail will
make a big difference during this difficult time. Thank you in advance for your help.

Director’s Signature Block

Resources:

Finding Help in Tough Times: http://extension.oregonstate.edu/emergency/tough_times.php
Employee Assistance Program: http://www.cascadecenters.com/ | 1-800-433-2320
Collective Bargaining Agreements: http://oregon.gov/DAS/HR/CBAs.shtml
Cost Reductions Web page: http://oregon.gov/DAS/HR/Reductions.shtml


DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.           7
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX B – Draft Media Release



                   Oregon Department of Administrative Services
                   155 Cottage Street NE, U20                        Salem, Oregon 97301-3966




News Release
For Immediate Release October 12, 2009

Contact:           Lonn Hoklin, Public Affairs Manager, DAS
                   (503) 378-2627
                   lonn.hoklin@state.or.us

First state closure day happens on Friday, Oct. 16
Cost-saving measure will save taxpayers about $2 million per day

Salem—Because the current recession has forced the Legislature to make deep cuts in agency
budgets, most state offices will close on Friday, and 26,500 state employees will take mandatory,
unpaid furloughs on that day, the Oregon Department of Administrative Services (DAS) announced
Monday.

The closure on Oct. 16 is the first of 10 closure dates the state has scheduled over the remainder of the
current two-year budget period. Each day of closure will save an estimated $2 million in personnel
costs. While the closures will affect both management and non-management employees, each
manager in the state’s executive branch will take an additional four days of unpaid furlough on a
floating basis over the remainder of the biennium.

―We apologize for any inconvenience these closures might cause to the public, and we look forward to
restoration of a full work schedule for all state agencies when the economy improves,‖ said DAS
Director Scott Harra. State agencies will do everything possible to minimize any hardship the closures
might impose, he said.

Some workers will stay on the job
Harra emphasized that certain state employees who provide essential services in public safety will
remain on the job as usual—State Police officers, corrections officers and certain state hospital
workers, for example.

The designated closure days will not affect the Oregon University System, state courts or the legislative
branch of government, he said. These entities will remain open and will deal with budget reductions in
other ways.

Oregon is not alone
Harra pointed out that Oregon is not alone in using closures and unpaid furloughs. Nearly half the
states have found that temporary closures and furloughs are efficient ways to save precious tax dollars
while preserving the important functions and services of state government.



DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.         8
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

Unions, state negotiated which days to close
Over the past summer, the state’s management team and the unions that represent state workers
negotiated an agreement that specifies which days to designate as closure days. The negotiators took
into account the need to minimize public inconvenience while keeping critical operations open and
functioning.

―By taking this approach, we have avoided the costly and contentious legal battles that some other
states have endured when public employees have contested the planned furloughs and closures,‖
Harra said.

State Web sites offer information on closures
The Oregon Department of Administrative Services has published information about Friday’s closure
and furloughs on the state’s Web site (www.Oregon.gov), along with a schedule of the remaining
closure days. Members of the public can also find out which state offices will remain open on the
closure days. Harra urged the public to check individual agencies’ Web sites for additional information.

The state has scheduled the following dates as closure days with mandatory unpaid furloughs (all are
Fridays):

October 16, 2009
November 27, 2009
March 19, 2010
April 16, 2010
June 18, 2010
August 20, 2010
September 17, 2010
November 26, 2010
March 18, 2011
May 20, 2011

The following state agencies will close on the closure days:
Placeholder

The following state agencies will remain open on the closure days:
Placeholder




DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.         9
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX C – Draft Letter to Stakeholders


Dear ________:

As you know, tough economic times have severely reduced state revenues, forcing legislatures
throughout the nation to make deep cuts in state budgets. Nearly half the states have found that
temporary closures and furloughs are efficient ways to save precious tax dollars while preserving the
important functions and services of state government.

To address its own budget cuts, Oregon’s state government will close most agencies on ten Fridays
that fall throughout the current two-year budget period (see the list of closure dates below). The
Department of [insert name] is one of these agencies. The closures will require our employees to take
mandatory unpaid furloughs on those days, saving Oregon’s taxpayers about $2 million a day.

The Governor’s executive team has worked with the unions who represent state workers to agree upon
the dates of the closures, taking into account the need to minimize inconvenience to the public. We
have thus avoided the costly and contentious legal battles that some other states have endured when
public employees have contested the planned furloughs and closures.

Our first closure day is Friday, Oct. 16. The Department of [insert name] will close all its offices on that
day [with the exception of ___________, which will remain open to provide critical services]. We regret
any inconvenience this closure may cause, and we look forward to reopening on Monday morning, Oct.
19.

Please be assured we will do everything possible to minimize disruption and hardship to those who rely
on our services. We will work hard to address any backlogs that may occur, and we will strive to help
anyone who has suffered inconvenience because of the closure. We appreciate your understanding,
and we eagerly await the return of normal economic times with a full resumption of our regular work
schedule.

Sincerely,

[Insert Director’s Signature Block]




DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.          10
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX D – Building Signs – Design A                                              TIPS: Post two copies back to back,
                                                                                    separated by a piece of dark paper.
                                                                                    To print, copy and paste the text
                                                                                    below into a new, blank document.



   Due to state budget cuts,

     this building will be

            CLOSED
Friday, Oct. 16, 2009.
       The building will
      reopen on Monday,
         Oct. 19, 2009.
            Thank you for your patience.
DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.                              11
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX D – Building Signs – Design B




   Due to state budget cuts,

                    this building is

            CLOSED
Friday, Oct. 16, 2009.
      We look forward to
         serving you
      beginning Monday,
        Oct. 19, 2009.
DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.   12
Communication Plan | Mandatory Unpaid Time Off (Furloughs)

APPENDIX E – Web Site Instructions: Feature Story


The following instructions apply to the “Feature Story Popularity Box” section of any index page
template.

1. Open the minisite’s index page template as if to edit.
2. Before editing the page, make note of the name of the current ―Agency‖ and ―Feature Story,‖ for
   later use.
3. Select ―Department of Administrative Services‖ from the ―Agency‖ drop-down menu. See screen
   shot A.
4. Select ―DAS_Furloughs_Closure_Announcement‖ from the ―Feature Story‖ drop-down menu. See
   screen shot A.
5. ―Preview‖ the page.
6. Click ―Finish‖ to launch the workflow and deploy or schedule deployment* of the job.

                                                            Screen Shot A




* TeamSite supports only one scheduled deployment per page at a time. A user cannot schedule to
deploy edits to the index page and then schedule a second set of edits to deploy on the same page.

Sample timeline for deployment of the furlough feature story:
   Deploy the DAS feature story as instructed above at 5 p.m., Thursday, Oct. 15. For the final step of
    the workflow, select ―Approve and Deploy.‖
   Immediately following deployment, re-open the index page and edit, following Steps 3-6 above, to
    return to the original feature story as noted in Step 2.
   Schedule deployment of the second workflow (in the final step of the workflow, select ―Approve and
    Schedule Deploy‖) for 12:01 a.m., Saturday, Oct. 17, or for the time set by the agency’s
    management. To set the day and time to deploy, return to ―My Open Tasks‖ and select ―Start Input
    Task.‖

Preview of furlough feature story:




DAS single point of contact for furlough messaging: Lonn.Hoklin@state.or.us, (503) 378-2627.       13

								
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