Redundancy Q and A

All staff in the six Sodexo CRC's have been sent lengthy e-mails regarding the 'offer' to jump ship and thanks go to the colleague for sending them to me. This is the first and although relating to Cumbria and Lancashire CRC, I guess all will be similar. The second will have to be split in two due to length and will follow tomorrow. 

As an aside, I really don't know how CEO's sleep at night, but maybe I'm just getting too sentimental.

--oo00oo--

Please find below information regarding:

1. Timetable for Voluntary Severance Package
2. Questions and Answers from Ask the Chief mailbox
3. Compulsory Redundancy Timetable and information

Timetable for Voluntary Severance Package

This is the proposed timetable for the staff restructuring process. These are the dates we are working to, but they may change slightly as we get into the process. If you have any further questions or issues regarding the information contained here please contact Sue Hall, HR & Development Manager.

Date / Phase / Activity 

16th July 2015 / Staff communication of VS arrangements / CE email and staff briefings 

Monday 20th July until 12 noon on Monday 10th August 2015 / VS Application window (3 weeks) / Individuals submit voluntary severance application for consideration 

10th August 2015 / Voluntary Severance approval panel / Senior Management will meet as a review panel to consider applications and agree which applications we can accept based on business need / Severance decisions will be forwarded to Sodexo for final agreement/sign off

17th August 2015 / CRC will receive confirmation of Sodexo’s ratification for staff to be released under the VS package

18th August 2015 / Outcome letters issued and staff consideration period / Outcome letters issued to applicants. Staff have 2 weeks in which to confirm/decline offers, subject to leaving dates being agreed. 1:1 meetings will be held with individual staff members who have been offered VS

1st September 2015 / Applicants confirm or decline offer / All applicants must confirm or decline their VS offer by 1st September

NEXT STEPS

Once the voluntary severance process is completed, we will know what the current staffing numbers are compared to the staffing numbers we need to move to in the new structure. The next step will be to look at where we can match people into a role, if this not possible we will go through a competitive selection process. What this means is if we have:

Number of jobs in the new structure: Current staffing numbers: Action 

10 roles                                  10 staff                        Matching process
10 roles                                  15 staff                        Competitive selection process
10 roles                                    5 staff                        Vacant positions will be advertised across the business. For example, you may currently be a case administrator and have the opportunity to apply for a PSO post following assessment process if there are vacancies within this job area. If we need to go through the competitive selection process, we will let you know what the criteria for this will be nearer the time. The compulsory redundancy timetable is detailed in the Q&A should we need to move to this.

Ask the Chief Questions & Answers

As promised, please find below the general questions received following the staffing reduction announcement on Thursday 16 July and my answers to those questions. The questions relating to personal information have been answered directly.

SEVERANCE

Q. Is it possible to get advice about calculating what the severance figure would be, if it were offered?

The severance figure is your yearly gross wage divided by 52 to give your weekly pay. Then it is two weeks’ actual pay for each year of completed service, up to a maximum of 30 weeks. For example:

Annual Salary £30,000 divided by 52 = £576.92 a week - if you have worked 10 years in the service you would be entitled to 20 weeks pay which would equate to £11,538.46. The maximum you are allowed to claim for is 15 years which is 30 weeks pay. You do not pay tax on anything under £30,000.

Q. Why is this process being so rushed so that staff do not have time to digest the information? The timing of the announcement is either unfortunate, ill considered or worrying orchestrated to clash with the start of the school holidays and consequently staff leave.

As you may know the unions (NAPO, Unison and GMB) nationally have been meeting with Sodexo Justice Services to discuss the offer. Information was provided to the unions in early June and this was discussed further at a meeting at the end of June. It was hoped that we would have been in a position to provide staff with information at that point. However, this was not the case and I wrote to staff on the 3rd July explaining this and advising everyone that the information would be provided on 16th July.

I am aware that this coincides with the commencement of school holidays which is why the response time is for three weeks from Monday 20th July. The purpose of this being to enable everyone sufficient time to read the information, consider the implications for themselves and make a decision.

If individual staff feel disadvantaged they can of course contact HR explaining their concerns which would be considered before any decision was made regarding allowing additional time. As you will appreciate allowing one person additional time will have an impact on overall decision making and all staff in the CRC.

Q. Where can I get the information regarding figures for early retirement / severance.

The CRC has applied for this information for all staff aged 55-64, however, we have yet to receive it. You are able to contact Greater Manchester Pension Fund directly who will be able to advise you on personal matters. For anyone expressing an interest in ER we will get this information to you as soon as possible.

Q. The expression of interest form has an additional information box, is there any guidance as to what additional information is considered to be helpful?

There is no specific guidance regarding additional information. It should include whatever you feel you wish to share that is relevant to and supports your application.

Q. If a staff member's application for severance is accepted how will the point of their departure be agreed and arranged?

Staff are requested on the form to indicate the earliest date they wish to depart. This request will be considered alongside business need. There will be a discussion with the staff member by either HR or a senior manager to agree the actual leaving date.

Q. In the information provided to us on 16th July, it says that "all" applications will be assessed on a case by case basis in accordance with the published criteria. Where is the criteria?

The criteria for voluntary severance will be as follows:

• Organisational/Business Need
• Overall Cost
• Individual circumstances including DDA

Q. With regard to accessing legal advice in relation to any severance deal that may be negotiated, will the CRC pay towards costs for the employee to get their own legal advice.

Yes.

Q. According to the pensions guidance issued by GMPF, if you are over 55 and your employer makes you redundant or retires you in the interests of efficiency GMPF will pay your pension benefits immediately. If you retire in this way there will be no early retirement reduction in your ordinary benefits.

In the circumstances why are you preventing people in this age group from accessing severance payments if they leave the organisation by taking the early retirement option? According to the guidance from GMPF no pension penalties would be imposed if a member of staff leaves on the grounds of efficiency.

The offer for someone over 55 is either to take severance pay or to access their immediate pension, but not both.

You can apply for severance and then choose to access your pension. However, if you do so there will be financial penalties related to accessing your pension early. Please discuss this with GMPF directly as they can provide individual support and guidance should you be considering this alongside a voluntary application.

Q. Where will the 2 CP Practice Manager roles be based? I assume that there will be one per LDU but was wondering if the roles will be office based or mobile/working from home etc? Is there an expectation that one will be based in Cumbria?

Also, in terms of the specific storage/parking facilities accommodation for CP, are we any nearer to deciding where this will be? Also, will CP supervisors pick up offender from pick up points in local areas or will offenders be expected to travel? i.e. Chorley to Preston.

There will be a CP practice manager for each LDU, one covering Cumbria and North West Lancashire, one covering East and South Lancashire. The office location will be agreed with the individuals in post and will require mobile working and could include home working.

There is no expectation that one will be based in Cumbria or any other specific area of the CRC, but that Cumbria will be properly covered. The locations for premises for CP are still being procured.

The methods of future working arrangements will be developed within CP, this could include a greater reporting direct to site and pick up points. It is proposed to have specific CP development events to look at how CP will operate in the future. Dates to be advised.

Q. I was just wondering where people on Fixed Term Contracts stand.

The information regarding severance package and compulsory redundancy is only for those staff who have a permanent contract of employment. If you are on a fixed term contract it will come to an end. If there were any vacancies externally advertised you would be able to apply and we would encourage you to do so.

Q. I have been asked by staff from the Penrith office why they do not feature in the table 'allocation of OM's'. Is it to be assumed that Penrith numbers are included in the current Carlisle figures and therefore Kendal are included in the Barrow numbers - or does this already indicate that these posts are redundant?

The table shows the total number of offices there will be in the new operating model and the number of staff who will be based in each office. Current staffing numbers exclude all fixed term and agency staff and are a snapshot at the end of June. The Kendal and Penrith current staffing numbers are shown in Carlisle figures.

When looking at where staff are located we will consider where staff live and work now, their preference for where they would wish to work and the needs of the business. The closure of an office at a particular site does not mean that staff are all redundant.

Q. If a staff member does not apply for the severance package when will we find out what the compulsory package is - will this information be known before the closing date of the severance offer?

The compulsory package will be: 1 week for every full year of employment up to age 41 and 1 1/2 weeks for every full year of employment over 41 to a maximum of 20 years paid at actual salary (a full year being 12 full calendar months).

Q. The severance package talks of 2 weeks pay for each year - if someone was initially full time then reduced their hours to part time what salary is used to calculate their package - is it based on their current part time annual salary?

This has now been clarified by SJS and is:

You will receive two weeks’ actual pay for each year of completed service (up to a cap of 30 weeks). The value of your voluntary severance package will be calculated by multiplying this number of weeks by your average salary over the past 12 months prior to your agreed exit date.

Q. There was a mention of payment for business miles should you be directed to work somewhere else - how long will this be paid for - a set period of time or for the life of your employment?

If the CRC directs a member of staff to work at another location excess mileage will be paid for a period of two years. The calculation is: new home to office mileage - minus current home to office mileage = excess mileage to be paid for each day working in new office location. It must only be claimed when actual travel occurs to the office.

Q. Does taking severance pay mean I would be unable to apply for positions within the CLCRC in the future?

Once you leave the CRC with a severance package, there will be a period where you cannot apply for posts. I am seeking further clarification of this point and will let you know once I have the information.

Q. If it turns out there will be compulsory redundancies will the figures stated in the 05/2009 policy, at point 13.1 be honoured?

Our organisational change policy and procedures has been reviewed and changed. The payment will be in line with the statutory calculator which is 1 week for every year worked when aged under 41 and 1 1/2 weeks 41 and over to a maximum of 20 years paid at actual salary.

The unions have not agreed with the decision to change but the new policy is the one that will be implemented when calculating compulsory redundancy payment. The National Negotiating Agreement is available on the intranet and the revised organisational change policy and procedures are available on the intranet.

Q. How do I challenge a severance decision?

You will not be able to challenge the decision once it has been made. The senior management team will meet to discuss all the applications and will take into account, business needs, costs and individual circumstances before reaching a decision. The final decision rests with myself as Chief Officer.

Q. Will there be any assistance with car loans, pool cars?

This is something we will investigate with Sodexo Justice Services but at present we do not have these schemes in the CRC although we have had both previously.

Q. Can you advise what training will be provided for staff who are leaving and will it be mandatory?

Training opportunities will be offered and we will work with individuals to assist them in seeking jobs and into moving into a new sector. Where someone is made compulsory redundant they are entitled to take paid time off to attend job interviews.

Q. Is the organisational change policy a contractual requirement that cannot be changed to the detriment of staff without agreement from JNCC – not after consultation with LJNCC?

Sodexo Justice Services have sought legal advice on this and the advise is that it is not contractual. Staff who currently have savings that are automatically paid at source into Blue’s and Two’s accounts – will this continue when transferred to Sodexo?

Yes it will

Q. If I apply for a lower grade post will my pay be protected for three years?

Yes this is in line with NNC

Q. Can you clarify how the current spilt roles in Cumbria between operational PSO and programmes have been counted in the current staffing figures and whether there will be spilt roles in the future.

There are currently 11.6 dedicated Band 3 facilitators for Cumbria and Lancashire and 1.6 Women Safety Workers. There has been an additional 4 FTE nominally attributed to the programmes staffing to account for those staff engaged in split roles in Cumbria. There is currently a Review being undertaken regarding programme delivery and the question of split roles will be covered in that review

Q. Can you provide some general information on the new operating model?

Details of the framework are contained in the Service Delivery Solution previously circulated to Team Managers and union colleagues. The underpinning principles and some of the content of Positive Futures will remain. However, a significant change will be the creation of a Hub which will deliver the administrative function across Cumbria and Lancashire. The Hub will undertake allocation, enforcement, risk escalation and eventually the management of some cases that meet certain criteria regarding risk of serious harm and reoffending. There will be a new supply chain of partner organisations designed to deliver a community integration function focusing around accommodation, employment, mentoring provision and family support.

In addition, there will be a new assessment tool called Justice Star, which is a strength based sentence planning tool designed to be used in a collaborative way with service users. A new risk assessment tool is in the process of being developed which will be similar in any ways to the current OASys RoSH. There will also be a new case recording system, which should be less complex and more intuitive than NDelius and a new mobile working solution which will provide more flexibility in regard to where service users can be seen.

Work is being undertaken with colleagues from across the CRC regarding the operational design led by Joanne Dann, ACE. We want to encourage as much involvement as possible for those staff wanting to have an input over the coming months.

Q. Can our references be fuller than just factual information confirming we worked in the CRC?

Our usual policy has been to offer the factual information with a disclaimer that this in no way implies anything untoward. Line managers can do references but NOT on letter headed paper - more of a character reference.

Q. If PSOs are less likely to go on compulsory redundancy, how can other grades apply for PSO posts?

If we have more PSOs than we need to lose apply for severance and if we are able to support the applications, then because we are losing posts under severance it will be possible to advertise these to the admin grade (including Corporate Services), and potentially the PO grades should anyone wish to move down a grade, who are at greater risk. If we lose posts under redundancy then there is less flexibility. However, all of this will depend on who wishes to put forward an expression of interest and how many of those we are able to support.

Q. How can you have a policy of not requiring any one staff member to move 30 miles but then ask for expressions of interest?

Everyone has a different approach to how far they are prepared, able to travel to work and also may have a wish to work in a particular office. We would not know this unless the question is asked. This will assist in making decisions about where people will be located.

COMPULSORY REDUNDANCY

The decision regarding whether we have to move to compulsory redundancy will be affected by the number of expression of interests for voluntary severance and the number we are able to accept.

Given the numbers of staff we need to lose, we anticipate we may need to progress to compulsory redundancy. However, there are two grades, Band 5, operational middle managers and operational Band 3 staff, where given the numbers of staff we need to lose and the current level of interest shown, it seems probable that compulsory redundancy will not be required.

Please find attached the proposed timelines for the compulsory redundancy process should it be required. The dates may change, if ratification of VS decisions is not received by the 17th August. The following criteria will be used when decision making for compulsory redundancy:

• Performance in a competency based interview 
• Attendance records (discounting DDA/maternity) 
• Capability Issues 
• Disciplinary record – current on record

Where we move to interviews all those at risk will be provided with the current job description and a guidance note on competency based interviewing. Please don’t forget that the CIC helpline is available for all staff for anything to do with financial and legal advice as well as confidential counselling.

COMPULSORY REDUNDANCY TIMETABLE

Date / Phase / Activity

17th August 2015 / Ratification decision from SJS re: VS / SMT clarify who will be offered VS and review whether we need to move to compulsory redundancy

18th August 2015 / Letter to successful applications for VS / Letters sent out acceptance to be confirmed by staff by 1st September. Provide information to CRC.

w/c 17th August / Commence 1:1 CR interviews / Meetings with individual staff in the at risk groups. Meetings will include HR and a manager. Individuals can be accompanied by either their union rep or a colleague

w/c 17th August 2015 / Adverts for potential vacancies / From information re: VS decisions opportunities identified and ring fenced for at risk staff.

1st September 2015 / Closing date for applications /

1st September 2015 /Final VS acceptance date / All letters re: decisions to be received

2nd September 2015 / Review overall staffing needs / Advise CRC of actual staffing numbers and confirm any CR requirements and job vacancies

w/c 7th September / Job interviews / Interviews for vacancies arising from VS

7th September 2015 / Complete 1:1 CR interviews / Information from 1:1s collated and final decisions re: compulsory redundancy requirements

7th September 2015  Issue information to at risk group and interview dates /Provision of guidance notes on how to be successful in a competency based interview and job specification

w/c 14th September 2015 / Competency based assessment centres / Selection of staff in at risk grades to remain in CRC

w/c 25th September 2015 /Final decisions confirmed / Information to staff re: Assessment Centre outcome Letter to successful candidates Letters to unsuccessful candidates with exit date

29th September 2015 / Completion of process / Confirmation to CRC and SJS that process is complete