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MANAGEMENT

MADE EZ

VISN 6 - VA Mid-Atlantic Health Care Network Supervisor and Manager Guide to Effective Administration of Federal Workforce Policies and Procedures

DURHAM VA HEALTH CARE SYSTEM

Employee and Labor Relations Division

Overview: Management Made EZ

The "Management Made EZ" guide is a comprehensive and user-friendly resource specifically designed to assist supervisors and managers at the VISN 6 - VA Mid-Atlantic Health Care Network with a wide range of workforce management tasks. This guide equips leaders with the necessary knowledge, tools, and strategies to effectively handle various employee-related issues, foster a healthy work environment, and promote the well-being of both the workforce and the organization.

Key Highlights of the "Management Made EZ" Guide include: 1. Leave Record Management and Administration: In-depth guidance o how to effectively manage and administer employee leave records, ensuring compliance with VA and federal policies

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2. Addressing Employee Misconduct: Practical steps for addressing employee misconduct, conducting investigations, and taking appropriate disciplinary actions when required.

3. Handling Adverse Actions: Comprehensive information on the procedures and best practices for taking adverse actions against employees, including suspensions, removals, and other corrective measures.

4. Addressing Performance Issues: Strategies for recognizing and addressing performance deficiencies, conducting performance appraisals, and helping employees improve their skills and contributions.

5. Dealing with Workplace Harassment and Hostile Environments: Clear guidance on how to handle and prevent workplace harassment and create a safe and respectful VISN 6 Supervisory Workplace

Administering Workforce Policy 6. Conducting Fact-Findings: Technique for conducting fact-finding investigations, gathering evidence, and making informed decisions in response to workplace issues.

7. Third-Party Proceedings: An overview of how to navigate third-party proceedings, such as labor grievances or EEOC complaints, including tips for collaboration with Employee and Labor Relations specialists.

8. Working Conditions: Insights into monitoring and improving working conditions for employees, including health and safety considerations and reasonable accommodation procedures.

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9. Collaboration with Employee and Labor Relations: Emphasizes the importance of working collaboratively with Employee and Labor Relations specialists to address workplace concerns promptly and effectively.

The "Management Made EZ" guide is a valuable resource for supervisors and managers who need to address the complex and sensitive issues that can arise in a workforce. It provides clear explanations, step-by-step instructions, and best practices to support VA leaders in their roles, creating a productive and respectful work environment that benefits both employees and the organization.

This guide empow

VISN 6 Supervisory Workplace

Failure to Follow Policy or Procedures

What is Failure to Follow Policy or Procedures?

Failure to follow policies or procedures refers to the act of not adhering to established guidelines, protocols, regulations, or rules within an organization. This deviation from prescribed procedures can result from negligence, lack of awareness, or a deliberate choice to bypass established norms. When an employee fails to adhere to these prescribed procedures or policies, it can result in non-compliance, inefficiency, and potential risks to the organization.

Equo iumendam quat Importance of Addressing Issues: faccaborro maximi, si Addressing issues related to failure to follow dolorem re, nonseque procedures or policies in the workplace is min ex ea dusciat alicrucial for several reasons: cien dendicita dolupti orenienItditatquae etorgani1. Compliance: ensures that the zation remains compliant with relevant fugitatur? laws and regulations, reducing the risk of Lacest, officatem harilegal consequences. bustium, que sitUlloriae dolor modi consistency in 2. Consistency: It promotes

4. Risk Mitigation: Addressing policy non-compliance reduces the potential for financial, reputational, and operational risks.

5. Accountability: It fosters a culture of accountability among employees, promoting responsible behavior and ethical conduct.

Examples of Failure to Follow Policy and Procedures: 1. Documentation Errors: When a medical professional fails to follow documentation protocols, it can lead to inaccuracies in patient records, potentially affecting patient care quality 2. Project Delays: When team members disregard project management procedures, project timelines are disrupted, and deliverables are delayed.

operations, which is vital for quality control and uniform service delivery.

3. Efficiency: Adhering to established procedures enhances operational efficiency, preventing unnecessary delays and errors.

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VISN 6 Supervisory Workplace

“Must Have’s” For Supporting: Failure to Follow Policy Asses the Situation Failure to follow policies or procedures If you have an Employee who was provided clear instruction, detail, or policy to adhere to and they do not, this could be considered misconduct. If you are seeking Corrective Action to address this with your employee, then you are responsible for providing and proving:

Is the failure from a cited form of an established Instruction or Policy?

Then you’ll need to provide:: 1.

2.

3.

4.

Medical Center Policy (MCP) VA Handbook Excerpt Email Summary of Instruction Given Department Standard Operating Procedures (SOPs) 5. Report offinancial, reputational, and operational risks.

How was this communicated?

1. Email 2. Minutes of a Staff Meeting (to include sign-in logs) 3. ROC from the potential subject and witnesses* 4. Previous Disciplinary Action 5. Training logs from TMS

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6. Training huddles or provided training during staff meetings 7. Orientation Notes

Potential Pitfalls?

1. How uniform is this rule you’re applying a. How consistently are you applying this rule to everybody?

2. “Calling out” a specific employee: a. Speaking to one specific employee about a rule and failing to address it with other staff.

3. Clear expectations given but not including a timeframe.

4. Reasonableness of completion: a. Did the employee communicate to you that they couldn’t complete the task in time? b. Does the employee have the capabilities to complete the task assigned? c. Can the task be completed in the assigned time? (considering their current workload) Addressing these issues promptly is essential to maintain a well-structured and compliant work environment while mitigating associated risks.

VISN 6 Supervisory Workplace

INAPPROPRIATE CONDUCT What is Inappropriate Conduct?

Inappropriate conduct pertains to behaviors, actions, or expressions exhibited by employees that deviate from established workplace norms, codes of conduct, or ethical standards. Such conduct can include actions that create discomfort, offense, or disruption within the work environment. Addressing inappropriate conduct is essential to maintain a respectful, harmonious, and productive workplace. This ype of conduct includes any comments or conduct that disparages or demonstrates hostility or aversion towards any person that could reasonably be perceived as disruptive, disrespectful, offensive, or inappropriate in the workplace.

Inappropriate Conduct Elements: An event occurred AND 1. Someone took offense to a statement or action surrounding the event OR… 2. The inappropriate behavior was obvious

Harassment: Unwanted advances, comments, or behaviors towards colleagues can lead to a hostile work environment, impacting morale and productivity.

It is the responsibility of supervisors to ensure that the workplace is respectful and free from behavior that creates a hostile or uncomfortable environment. All employees have the right to work in an atmosphere of dignity and respect.place. Supervisors must address inappropriate conduct immediately to ensure employee well-being, compliance with the law, and to create a respectful, productive, and positive workplace culture. It's a critical aspect of effective leadership and organizational management.

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VISN 6 Supervisory Workplace

Types of Evidence •

• • • •

Reports of Contacts. These should state exactly what was said, done or observed. At a minimum, they are needed from the victim and perpetrator and anyone who was near the incident and may have observed or overhead the alleged inappropriate behavior.

Emails and/or Microsoft Teams Messages.

Medical Center Memorandums or Agency policies ICARE Training Records ICARE Core Values

Pitfalls

Ask Yourself These Questions • • • • •

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Is the conduct reasonably inappropriate or offensive?

Would a reasonable person consider this conduct to be inappropriate?

What are the circumstances/situation surrounding the event?

What is the relationship between the parties?

Was the employee involved given notice that his/her conduct was inappropriate?

• • • •

Norms for the area Oversensitivity Cautious of color of authority Poor communication

Discrimination Treating individuals unfairly based on factors like race, gender, or age can lead to division among employees and potential legal consequences.

Bullying Consistent mistreatment or intimidation can harm employees' mental health, reduce their job satisfaction, and lead to absenteeism.

VISN 6 Supervisory Workplace