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COVID-19: Your People, Your Place, Your PlanThursday, June 4th 12:00pm – 1:00pm
Jackie Baxley, PEEHS Practice LeaderHRP Associates, Inc.Karen Smith Wohlers,Esq. SHRM-SPCCompliance Officer/AttorneySmith Brothers Insurance, LLCJoe Smith, CPCU, ARMPresident & CEOSmith Brothers Insurance, LLC
COVID-19 Preparedness, Prevention and Response Plans Whether you have been operating or you arereopening – you need a plan Why you need a plan Employee and stakeholder confidence Business continuity Regulatory drivers Liability protection
Plan ACTCHECKPLANDOIntended Outcomes
Plan-Do-Check-Act Model for COVID-19 Hazard Assessment Employees Operation and Facilities Compliance ObligationsPLAN
Plan-Do-Check-Act Model for COVID-19 Prevention and control Work PracticesRoutine Cleaning and Disinfection ProtocolsCommunication and TrainingEmergency Responseo Protocols for responding to sick personso Responsive cleaning and disinfectionPLANDO
Plan-Do-Check-Act Model for COVID-19 Ensuring conformance Assess behaviors Assess controls Assess changing guidancePLANCHECKDO
Plan-Do-Check-Act Model for COVID-19 Continuously Improve Corrective/preventive actions Knowledge share within yournetwork Review and update your planACTCHECKPLANDO
Success Factors Top management leadership, commitment, responsibilitiesand accountability Communication, Communication, Communication Consultation and participation of workers and stakeholders Allocation of necessary resources Written and implemented programs based on planning Evaluation and continuous improvement of programs Adaptability and flexibility
Your PeopleWORKFORCEPLANPOLICIES &PRACTICESCOMMUNICATION
Workforce PlanBusiness Needs AnalysisEvaluate Current Workforce Needs based on existing Organizationstrategies and structure Post – COVID-19 NowThree Months from nowThrough the end of year
Workforce PlanWorkforce Analysis ProcessSupply AnalysisWhere are we now? What do we have?Demand AnalysisWhere do we want to be? What do we need?Gap AnalysisWhat knowledge, skills and abilities exist?What is lacking and what will be needed?Solution AnalysisWhat can we afford? How will we get what we need?
Policies and Practices Review and Revise ALL policies In consideration of COVID-19, pay particular attention to:StaffingLeaveBenefitsERISA
Policies and Practices – StaffingReview and Revise Staffing Policies FT/PT Exempt/Non-exempt status Continued Work fromHome/Telecommute Flextime Job Descriptions
Policies and Practices – LeaveReview and Revise Leave Policies Update for FFCRA Consider revised Bereavement Policy Vacation and Personal Time- Use it orlose it Eliminate Attendance Incentives
Policies and Practices - BenefitsReview and Revise your Benefit Policies Eligibility/Waiting periods Cafeteria Plan Mid-year and RolloverProvisions
Policies and Practices - ERISAReview and Revise ERISA BenefitNotices and Deadlines Deadline Freeze – COBRA Implications New 401K Distribution and Loan Rules
Policies and Practices - Potential Pitfalls Consistent Application of Policiesand Practices EEOC/ADA Medical Monitoring Benevolent Bias
CommunicationCommunicate frequently and as transparently as possible with employees Train Senior Management Train Frontline Managers Distribute all new or revised policies and train all employees Create an effective feedback loop with all team members
CommunicationCommunicate your appreciation and welcome employees back to work Videos Detailed Email Communication Written Memo/Posting/Intranet Communication
COVID-19 Return to Work ConsiderationsQuestions?
Jackie Baxley, PEEHS Practice LeaderHRP Associates, Inc.Karen Smith Wohlers,Esq. SHRM-SPCCompliance Officer/AttorneySmith Brothers Insurance, LLCJoe Smith, CPCU, ARMPresident & CEOSmith Brothers Insurance, LLC
CONTACTJackie Baxley, PEEHS Practice LeaderHRP Associates, Inc.800.752.3922 Ext. 1503jackie.baxley@hrpassociates.comKaren Smith Wohlers, Esq.SHRM-SPCCompliance Officer/AttorneySmith Brothers Insurance, LLC860-368-2575 800-426-6946 x2575ksmithwohlers@smithbrothersusa.com
HRP Associates, Inc. Karen Smith Wohlers, Esq. SHRM-SPC Compliance Officer/Attorney Smith Brothers Insurance, LLC Joe Smith, CPCU, ARM President & CEO Smith Brothers Insurance, LLC Jackie Baxley, PE EHS Practice Leader HRP Associates, Inc. 800.752.3922 Ext. 1503 jackie.baxley@hrpassociates.com Karen Smith Wohlers, Esq. SHRM-SPC
