Absence Management System (AMS) Project & System Introduction County of Los Angeles October 2011

1 Our Time Together Today  About the AMS Project  About the LeaveLink® Tool  How LeaveLink® Works  System Demo  Questions/Discussion

2 How did we get here? Since 2009, the County focused on improving program administration: The number of open leaves has declined DHR has developed and distributed policy guidelines and conducted training by department Monitoring has increased for leaves identified via manual reports In 2009, FMLA regulations changed, expanding the notification and tracking requirements and making administration more complex, as the CA regulations did not change. This represents a significant challenge to the County. To build upon the success to date and improve the effectiveness of leave management, we will be implementing a tool and approach that can provide better administration, tracking and reporting on leaves of absence throughout the County.

3 About the AMS Project Decision Support Software (LeaveLink®) Ensures compliance & consistency, reduces administrative burden Portal Current technology provides single point of entry for managers, supervisors and employees; efficient interface for manager/department POs is easily implemented Program Stewardship Establishes and maintains best practice and policies and workflows. Crafts system “rule sets” from policies

4 About LeaveLink ®  LeaveLink® is a decision support software system owned by Absentys  Absentys is a highly specialized consulting and technology company dedicated to helping employers achieve the benefits of Integrated Absence Management (IAM)  LeaveLink® is 100% web-deployed  Federal and state leave laws are pre-loaded  County policies will be entered (including union rules)

5 More About LeaveLink® LeaveLink® features include:  Hierarchical user permissions (different types of users have different functionality)  Workflow for users with system- and personnel-generated task lists  Supports fulfillment requirements ( and paper notifications)  A robust reporting portfolio  Integration with other systems (incoming and outgoing feeds)

How it will work…  The system is ‘pre-populated’ with basic information on all employees, and leave policies, to help establish eligibility for leaves.  Employees apply for leave by contacting their department (same process they use today).  The system user at the department uses LeaveLink® to pull up the employee and add information about the requested leave.  The system helps the user make eligibility determinations, and generates the appropriate paperwork (the leave packet).  The user enters information into LeaveLink® as leave events occur (for example, when the medical certification is received, when the employee returns to work)  As needed, system users can run reports that summarize leave information, at the individual level, or for groups of employees, or by leave type, or time period, etc. 6

 The system is ‘pre-populated’ with basic information 7

 Employees apply for leave by contacting their department just as they do today 8 When there is a need for leave……. …employees might call…. come in person…. …or drop off paperwork…. or mail it in…. …or send an to get the leave started. However it starts, it’s a trigger for action by the department to initiate the leave process to comply with the law

 The system user at the department uses LeaveLink to pull up the employee and add information about the requested leave 9

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 The system helps the user make eligibility determinations…. 12

Sample: same leave, but approved (no prior leaves taken) 13

 …. and generates the appropriate paperwork (the leave packet) 14

 The user enters information into LeaveLink as leave events occur 15 Update screen when medical certification is received

16 Approval panel after review of medical certification

17 Actions populate the audit trail.

18 The audit report can be generated summarizing the entire case.

19 At return to work, the administrator documents fitness for duty, restrictions and acceptance back to work.

20 Task screens help administrators keep track of activities related to leaves – some are system-generated based on workflow dates, others can be created by the administrators and their leave management team.

 As needed, system users can run reports 21

22 Reports of individual employee leaves

23 Reports that provide pattern analysis

24 Reports that summarize by multiple parameters, including duration of leave.

25 Reports that summarize leave types

26 Reports that summarize leaves over time

27 Reports that provide detail per department, or work group

28 Questions?