COMMENT DUE DATE:
January 2, 2008
DATE:
December 14, 2007
Cindy Halpern FOD (405) 522-1595
Dena Thayer PMU Manager (405) 521-4326
Pat McCracken PMU Specialist (405) 522-1017
RE:
Non-APA WF 07-BB
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is 6-1-08.
OKDHS CHAPTER 115. OFFICE OF FIELD OPERATIONS DIVISION
Subchapter 3. Administrative Responsibilities
OKDHS:115-3-1 through 115-3-9 [AMENDED]
SUMMARY:Subchapter 3 of OKDHS Chapter 115 is revised to:(1) reflect current terms used throughout Field Operations Division (FOD) policy; (2) include more specific information regarding out-stationed services including school‑based services; and (3) reflect current practices and procedures regarding the responsibilities of county directors.
SUBCHAPTER 3. ADMINISTRATIVE RESPONSIBILITIES
OKDHS:115-3-1. Office space
Issued 7-1-00 Revised 6-1-08
(a) Office Support Services Division (OSSDSSD) Property Management Unit is responsible for acquisition of office space for Oklahoma Department of Human Services (OKDHS) staff at the county level.Office Support Services Division, The Property Management Unit coordinates office space with Office of Field Operations (OFO) Field Operations Division (FOD) and the local county director.
(1) The local county director:
(A) ensures appropriate use, availability, and security of OKDHS facilities.After hours usage is confined to OKDHS business or activities of a public nature which are an appropriate use of public buildings;
(B) communicates with the owner-lessor, county commissioners, or others to obtain necessary maintenance and repairs.Office of Field Operations has responsibility for aligning local staff and equipment to best utilize available space.Recommendations from program staff are considered as to placement of staff and OFO considers the total needs of the county.;
(C) County directors are is familiar with Section 504 of the Rehabilitation Act of 1974 (Act), as it relates to accessibility of public buildings.County directors;
(D) in cooperation with OSSD ensure buildings are the Property Management Unit, ensures the human services center (HSC) is in compliance with requirements of the Act; and
(E) reviews contracts for janitorial services when OKDHS has a contract and determines job tasks and frequency for completion.Quality of service delivered is monitored regardless of origin of contract and appropriate notification provided if the service is not acceptable; and
(F) that ensures basic health and safety codes are met.
(2) FOD is responsible for aligning local staff and equipment to best utilize available space.Recommendations from program staff are considered as to placement of staff and OFO FOD considers the total needs of the county.
(b) Office of Field Operations reviews contracts for janitorial services where DHS has a contract and determines job tasks and frequency for completion.Quality of service delivered is monitored regardless of origin of contract and appropriate notification provided if the service is not acceptable.
(cb) Each year a priority list for facility expansion, renovation, and replacement is developed.The list is developed by OSSD Property Management Unit with input from OFO.After approval for acquisition of new or additional space for HSC offices, negotiations occur in accordance with time lines provided by the OSSD Property Management Unit.
(1) Office Support Services Division The Property Management Unit, in cooperation with the local county director,:
(A) acts as an advocate for all staff housed in the facility; and
(B) provides information necessary for development of general space plans.
(2) County directors monitor The county director:
(A) monitors progress on the facility; and
(B) keep keeps all appropriate divisions informed in order to coordinate equipment shipments, service hookups, and final moving dates.
OKDHS:115-3-2. Personnel
Revised 03-22-01 6-1-08
(a) Office hours.County directors The county director, after consultation with their the area directors director, are is responsible for establishing and communicating the normal working hours for the county office human services center (HSC) to all county DHS personnel staff and the community.County directors also monitor The county director:
(1) monitors observation of office hours and address abuses addresses abuse of office hours with appropriate supervisory personnel.; and
(2)County directors are is responsible for ensuring personnel sufficient to serve the public are on duty and essential functions are covered during lunch hours, breaks, staff meetings, and reduction of services due to hazardous weather ensuring essential functions are covered conditions.
(b) Work period adjustments for FLSA exempt Office of Field Operations Division (OFOFOD) staff.Fair Labor Standards Act (FSLA)-exempt OFO staff are placed on a 30 calendar day work schedule.County directors and senior supervisory staff take disciplinary action when exempt staff fail to fully and properly perform the duties of his or her position.As always, the needs of the Agency and its clients come first when determining whether time off work is granted to any employee.The extended work period affords flexibility for staff whose duties require them to be in work status outside usual office hours.There is no guarantee of compensation or adjustment for work performed outside normal work time.However, when work has been performed outside normal hours and the employee would have been granted leave during working hours, no leave is charged for absences of less than four hours.Provision of this extended work period in no way relieves exempt staff of the requirement to ensure all job duties are completed regardless of the time required for completion.
(1) In Section 840-2.30 of Title 74 of the Oklahoma Statutes, Oklahoma expressly adopted principles of public accountability authorized by the U.S. Department of Labor for Fair Labor Standards Act (FLSA) exempt employees of public agencies by Section 541.710 of Title 29 of the Code of Federal Regulations.Public accountability prevents FLSA exempt employees from receiving payment for time not worked unless accrued leave is charged.FOD FLSA exempt employees comply with the provisions of OKDHS regulations OKDHS:2-1-26.1(c)(1)(B).There is no guarantee or expectation of compensation or adjustment for work performed outside normal work time.
(A) Flexible scheduling, or work period adjustment, is contingent on:
(i) the availability of staff;
(ii) no adverse impact on client services; and
(iii) continued ability to meet the needs of the clients and community.
(B) The employee notifies his or her supervisor in advance, when possible, of any work to be done outside normal working hours.There is no need to track the exact amount of time involved as there is no hour for hour compensation for the time.
(C) The supervisor is responsible to approve the time off if work period adjustment or leave is used.
(D) There are no formal records or controls kept, rather FLSA exempt staff handle work period adjustment with his or her immediate supervisor.
(2) The needs of the Oklahoma Department of Human Services (OKDHS) and its clients come first when determining whether flexible scheduling or work period adjustment is granted to any employee.The county director and senior supervisory staff take corrective action when an FLSA exempt employee fails to fully and properly perform the duties of his or her position.FLSA exempt staff must assure that all job duties are completed regardless of the time required for completion.
(c) Out-stationing policy.Out-stationing of OFO FOD staff to locations outside the county office HSC is encouraged when it is cost effective and better meets the needs of OKDHS clients and the community.Cost of out-stationing is minimized in all possible ways using subsidized space and equipment, ensuring availability of private interview space, telephone, and access to a copier.Any additional cost to the Agency is measured against expected benefit to the Agency and its clients of providing out-stationing services.Funding for additional costs are identified and approved well in advance of any expenditure or commitment of expenditures on out-stationing services.
(1) It is recommended available out-stationing Available out-stationing services include assisting families in the completion of applications or re-determinations of for OKDHS programs not requiring on-site training or issuance of such as SoonerCare (Medicaid), food stamp benefits, Temporary Assistance for Needy Families (TANF), and Child Care.TANF and food stamp benefit applicants who prefer to make application at the out-stationing location must go to the local HSC to be trained and issued an Electronic Benefit Transfer (EBT) cards card.Local office staff must inform Temporary Assistance for Needy Families (TANF) and food stamp applicants if they prefer to make application at an out-stationing location, they must go to the county office to be trained and issued the EBT card.
(2) For contractual out-stationing of employees, OKDHS enters into a contractual arrangement with one or more community partners to share the cost of an OKDHS worker to provide specialized services in a non-traditional work environment.
(A) The contract includes:
(i) details of the program specific to the particular community resource; and
(ii) resources that are required for the out-stationed worker and who will provide those resources.
(B) The county director with the approval of the area director submits the contract to the FOD director for approval.Upon approval by the area director and FOD director, the contract is submitted to the OKDHS Director for final approval.
(3) OKDHS may contract for medical out-stationed workers (OSWs), school-based service specialists (SBSSs), and other special projects.
(A) The medical OSW is out-stationed at a medical facility to facilitate the processing of applications for SoonerCare (Medicaid) eligibility.
(B) The SBSS is out-stationed at a school that has a written contract with OKDHS to help students and their families who have been identified as being at risk or in crises.
(i) During school breaks, holidays, snow days, and summer vacations, the SBSS reports to the school if it is open.If the school is not open, the SBSS reports to the local HSC and continues his or her duties as an SBSS, which include maintaining contacts with students, working on special projects, and other duties as assigned by the county director.
(ii) With prior approval of the SBSS's supervisor and county director, the SBSS may attend workshops or conferences requested by the partnering school if the school system pays his or her expenses.
(d) Out-stationing services provided by the SBSS.Depending on the terms of the contract with the partnering school, the SBSS:
(1) provides services to the student and the student's family to resolve social, emotional, and financial difficulties, by:
(A) explaining OKDHS programs for which the family may be eligible;
(B) referring the family to agencies in the community that provide the needed service; or
(C) assisting the family in locating resources to meet the required need;
(2) identifies first hand or follows up on referrals from school staff regarding issues which interfere with the student's adjustment, achievement, or attendance in school;
(3) makes visits to the student's home when needed;
(4) ensures all allegations of abuse or neglect are immediately referred to Child Welfare;
(5) is available to Child Welfare to assist in communication with the school and in identifying needs of students and their families who are involved with the Child Welfare system;
(6) educates school staff and community groups regarding OKDHS programs;
(7) assists in developing community resources to meet the needs of students and their families within the school system;
(8) assists the partnering school in developing specialized programs such as:
(A) tutoring services;
(B) truancy prevention;
(C) counseling services for children; or
(D) after school activities;
(9) may participate in team conferences with teachers, counselors, school administrators, or child advocates regarding the student's and his or her family's needs;
(10) ensures that all SBSS responsibilities included in the contract with the partnering school are carried out;
(11) complies with confidentiality restraints that are in existence at the participating school as well as OKDHS rules regarding confidentiality; and
(12) documents activities on the School-based and AIDS Management System (SAMS) database.
(de) Administrative accountability Administration.County directors The county director:
(1) have authority to ensure compliance with all personnel files and records for OFO has administrative responsibility for FOD staff including that includes:
(A) maintaining all personnel files and records;
(B) responsibility for approving payroll activities;
(C) recruiting new employees for field positions in conjunction with the Office of Communications and Human Resources Management Division (HRMD);
(CD) initiating and processing all requests to fill approved vacancies;
(DE) reviewing and concurring in selections of staff;
(EF) reviewing and approving all plans for corrective discipline and disciplinary action;
(FG) ensuring uniformity in the application and implementation of established OKDHS personnel policy policies and procedure procedures, such as observation of office hours, mileage claims, staff time, and staff leave; and
(GH) ensuring completion of required training;
(2) is the designated affirmative action officer and this responsibility cannot be delegated.
(A) The county director notifies the Area Office when a client or employee-related problem regarding an affirmative action issue cannot be resolved.If the issue involves any alleged discriminatory act or alleged sexual harassment, the Office for Civil Rights (OCR) is also notified immediately per OAC 340:1-11 and OKDHS:2-43.
(B) The investigation of discrimination and sexual harassment complaints is not the responsibility of the county director, but is the responsibility of OCR.
(C) The county director ensures:
(i) there is a good faith effort by meeting the goals established in the OKDHS Affirmative Action Plan;
(ii) personnel decisions including interviews, evaluations, and selections in all divisions are consistent with the OKDHS Affirmative Action Plan and state and federal regulations and laws;
(iii) personnel are advised of affirmative action goals and issues; and
(iv) mandated annual training is provided;
(23) have has general program knowledge in all areas of OKDHS services to ensure appropriate program support for the local HSC worker;
(4) has administrative oversight responsibilities for employees from OKDHS divisions other than FOD that are housed in the HSC.Administrative oversight includes providing:
(A) reasonable clerical support including reception, switchboard, mail service, and employee leave entries;
(B) routine technical support related to computers and other equipment;
(C) coordination of Workers' Compensation involved in employee accidents;
(D) coordination of drug testing responsibilities in instances of reasonable suspicion;
(E) coordination of space needs with the non-FOD division management;
(F) coordination of equipment purchases for non-FOD employees; and
(G) supplies and postage;
(3) coordinate activities involving the local field and program division to ensure local staffing concerns are appropriately addressed; and
(4) invite Developmental Disabilities Services Division, Division of Child Care, Aging Services Division, Child Support Enforcement Division and Swift Adoption Unit general staff meetings, committees, and teams.
(5) is the custodian of records and ensures their confidentiality and proper use per OAC 340:2-21.Every precaution is taken to ensure the confidentiality of client information.The county director is alert to possible compromises of security and takes action to correct those situations.
(A) Records for employees and their relatives are maintained in a secure file location separate from HSC case files.
(B) Records may be destroyed only in accordance with OKDHS General Records Disposition Schedule and OKDHS Division Records Disposition Schedule per OKDHS:2-21-51 through 2-21-57.No records pertaining to legal dispute or overpayment may be destroyed; and
(6) is responsible for the security of all equipment in the HSC.Control methods are established by the county director to monitor assignment of small equipment such as pagers, cellular phones, and cameras.
OKDHS:115-3-3. General office procedures
Issued 7-1-00 Revised 6-1-08
(a) Standard operating procedures.County directors establish standard operating procedures for their offices assigned human services center (HSC).Standard operating procedures:
(1) provide framework for local operations and contain information, such as procedures for transferring case records from group to group, reception procedures, voice mail procedures, personal grooming and attire, and evacuation procedures.Offices include a brief summary of the most frequently used policies in the standard operating procedures.; and g 1
(2) are not intended to replace individual employee responsibility for being knowledgeable of policy, but serve as a quick and easy reference to the operations of the local office in conjunction with policy and procedures manual references.
(b) Mail procedures. Mail delivered to the Department of Human Services (DHS) is considered the property of DHS. g 2Field Operations Division (FOD) encourages county directors to include HSC staff in developing the standard operating procedures.
(c) Voice mail.Use of voice mail is allowed, as long as there is no adverse impact on delivery of services or satisfaction level of clients.
(1) Internal procedures and expectations are developed and clearly communicated to staff prior to implementation including when it is appropriate to use voice mail.
(2) Each pre-recorded message is professional, appropriate, and contains the name and telephone number of whom to contact in case of an emergency.
(3) Clients are notified in advance voice mail may be in use when they call their worker.
(4) County directors continually evaluate and monitor the use of voice mail.Corrective action is taken at any time client services are adversely impacted.
INSTRUCTIONS TO STAFF
1.(a) Standard operating procedures are not intended to replace individual employee responsibility for being knowledgeable of policy, but serve as a quick and easy reference to the operations of the local office in conjunction with policy and procedures manual references. We encourage county directors to include county staff in developing the standard operating procedures.
(b) Standard operating procedures must always comply with policy.
(c) Use of teams is encouraged in developing standard operating procedures.
(d) Topics useful in standard operating procedures may include:
(1) administrative audit procedure;
(2) civil rights;
(3) client and office courtesy;
(4) confidentiality;
(5) crisis management;
(6) designated public records officer;
(7) emergency welfare services procedures;
(8) Employee Assistance Program;
(9) employee benefits;
(10) Fair Labor Standards Act (FLSA);
(11) Family Medical Leave Act (FMLA);
(12) hazardous weather;
(13) leave;
(14) meal periods, rest periods, and breaks;
(15) office security;
(16) orientation of new employees;
(17) parking;
(18) personal property;
(19) personal telephone calls;
(20) personal use of office equipment;
(21) political activities;
(22) practicum students;
(23) travel claims;
(24) sales solicitation;
(25) volunteer services;
(26) time off to vote;
(27) dispute resolution; and
(28) grievance process.
2.County directors are responsible for developing and administering county office procedures regarding handling of incoming and outgoing mail.Receipt of personal mail at a DHS office is discouraged.
OKDHS:115-3-4. Safety and risk management
Issued 7-1-00 Revised 6-1-08
(a) Employee awareness Responsibility.County directors are responsible for conducting a continuing risk and safety education and accident prevention program in coordination with the DHS Risk Management Coordinator and the Center for Professional Development management per OAC 340:2-15 and OKDHS 2-15.The county director posts all required notices to inform employees of their responsibilities for risk management.Form 1A, Oklahoma Workers' Compensation Notice and Instruction to Employers and Employees, is signed by the county director and posted on work area bulletin boards.The Risk Management Certificate of Self Insurance is also posted.County directors ensure all employees are informed of the State of Oklahoma Driver and Vehicle Safety Standards and any employee driving on state business has a current Form ADM-100, Driver's License and Liability Insurance Attestation, on file.g 1Each county director is responsible for maintaining Oklahoma Department of Labor Form OK No. 200, Log and Summary of Occupational Injuries and Illnesses.g 2County directors ensure supervisors, employees, and volunteers are aware of their responsibilities in the Risk Management Program and discharge their responsibilities fully and accurately.
(b) Property damage.In the event of a casualty or liability incident at county offices a human resources center (HSC), the county directors take proper steps at the scene of the incident to ensure the safety and security of all persons and property director or designee follows the procedures described in OAC 340:2-15-4.County directors notify the appropriate Agency personnel.
(1) Any liability incident involving a fatality, personal injury, or serious property damage is reported in accordance with OAC 340:2-15-4 andto the:
(A) area director,; and the Risk Management Coordinator, the Risk Management Division of the
(B) Office of Public Affairs Communications, and the local law enforcement agency, if appropriate.
(2) County directors The county director:
(A) assist assists the DHS Support Services Division (SSD) Risk and Safety Management Unit Coordinator risk manager in any investigation of liability incidents occurring at the county offices HSC.; and
(B) For all incidents, county directors complete the Department of Central Services Risk Management Division form, Standard Liability Incident Report and forward the form to the risk manager with a completes and submits forms in accordance with OAC 340:2-15-4; and
(C) submits copy of the required forms to the area director.
(c) Hepatitis B vaccine. DHS is required by the Occupational Safety and Health Administration (OSHA) to offer the Hepatitis B vaccine at no cost to employees in positions identified 'at risk' for Hepatitis B infection.OSHA guidelines limit free access to the Hepatitis B Vaccination Program to DHS employees who during the normal course of their employment are likely to be placed 'at risk' of exposure to the disease.This includes being at high risk of suffering a human bite, changing bandages on open wounds, being likely to experience an accidental needle stick, or somehow coming in contact with body fluids.In determining who is included in the vaccination program, consideration is given to the types of clients employees work with on a regular basis, what client contact is likely to entail, and the frequency and location of client contacts.Risk and Safety Emergency Management Unit regulations per OKDHS:2-15-32 are followed regarding hepatitis B vaccination.
(1) Office of Field Operations Division (FOD) staff positions identified as being 'at risk' for hepatitis B exposure are:g 3
(1)(A) Child welfare Welfare (CW) staff who transport children or supervise visits, including clerical and social worker aides assigned such duties;
(2)(B) Adult Protective Services (APS) staff, both full-time and part-time;
(3)(C) AIDSCoordination and Information Services (ACIS) staff; and
(4)(D) other positions designated by the county director and agreed upon by the area director.
(2) Employees occupying positions that have not been identified as at risk who feel some type of unique circumstances places them more at risk than others in the job classification, may submit a request to the county director and area director to be included in the program.
(3) FOD is apprised of the amount of vaccine needed at any given time and arrangements are made with the local county health departments for the Hepatitis B vaccine to be administered to all employees in at risk positions who choose to participate.
(4) Records must be retained for three years.
(d) Hepatitis B Vaccination Program.Participation in the Hepatitis B Vaccination Program is entirely voluntary.Everyone An employee assigned to an 'at risk' position is offered the Hepatitis B vaccine; however no one is.Employees are not mandated or required to participate.Every When an at risk employee declines Hepatitis B vaccine, the employee must sign the DHS Appendix R-1, Bloodborne Pathogens Standard, designating whether they want to participate in the vaccination program Form 23RS002E, Hepatitis B Vaccine Declination.
(1) County directors ensure all staff occupying 'at risk' positions attend Hepatitis B and C training within 10 ten days of Entry entry on Duty duty (EOD) to the position.
(2) All OFO FOD staff are required to have yearly training on Hepatitis B.
INSTRUCTIONS TO STAFF
1.Every employee traveling on state business is required to have in his or her automobile the Risk Management Division Certificate of Self Insurance with a copy of the Certificate of Self Insurance and Reporting Procedure for 3rd Party Incident/Accident.
2.(a) Form ADM-46, Employee's Report of Job-Related Accidental Injury or Illness, is completed by the employee within 24 hours of the injury or illness, if possible.
(b) Form ADM-46-B, Supervisory Report and Review of Job-Related Accidental Injury or Illness, is completed by the immediate supervisor within 24 hours of the injury or illness, if possible.
3.(a) Part 4 of DHS Appendix R-1, Bloodborne Pathogens Standard, is completed whether the employee chooses to take the vaccine or not.
(b) Refresher training for affected positions is required annually.Training may be accomplished via the tape of the SATTRN presentation, Hepatitis B & C.
(c) Employees occupying positions that have not been identified as 'at risk' who feel some type of unique circumstances places them more at risk than others in the job classification, may submit a request to the county director and area director to be included in the program.Written requests are reviewed.
(d) County directors ensure all required records are completed and properly maintained.
(e) Office of Field Operations is apprised of the amount of vaccine needed at any given time and arrangements are made with the local county health departments for the Hepatitis B vaccine to be administered to all employees in 'at risk' positions who choose to participate.
(f) Records must be retained for three years.
OKDHS:115-3-5. Monthly review
Issued 7-1-00 Revised 6-1-08
(a) County directors are responsible for completing a monthly review of the county's activity of the human services center (HSC) for the previous month.These reviews are a means to gather and share information of significant happenings.It also allows county directors to focus on ways to improve or enhance county operations.g 1
(b) The monthly review is submitted no later than the 15th of each month to the area director with electronic copies for the Field Operations Division (FOD) director and the area program liaisons.It is not necessary to address all items on each monthly review, but only those that are pertinent for a particular month.
(1) Section I, State of the HSC.Include an overview of the HSC, such as:
(A) personnel and organizational issues.This may include vacant positions, hiring, and promotions;
(B) use of volunteers, Client Work Experience Program (CWEP), and Summer Youth in the HSC;
(C) a description of what is needed to get the job done;
(D) a description of the morale of the staff regarding program, training, facility issues, and similar issues; and
(F) suggestions staff made to help with program delivery or working conditions.
(2) Section II, Program.Include an overview of how the HSC is providing services, and include:
(A) the positives and negatives in service delivery;
(B) the number county visits and training by the program liaison; and
(C) a description of any issue or support needed from FOD State Office program staff.
(3) Section III,Staff Training.Include any special training, workshops, or program training received by the HSC staff.
(A) Describe program training needed through the program liaison.
(B) Include comments on how workshops, training, or both was received by staff.
(4) Section IV,Community participation.Include an overview of community participation by staff, such as:
(A) staff presentations to other organizations; and
(B) resource development activities.
(5) Section V,Facilities, equipment, and supplies.Include an overview of any problem area, need, or significant happening including:
(A) risk management;
(B) Adults with Disabilities Act (ADA);
(C) Workers' Compensation;
(D) janitorial services;
(E) heating and air conditioning;
(F) parking lots; and
(G) contract with landlords.
(6) Section VI, Administrative oversight.Include an overview of units and programs outside of FOD.
(7) Section VII, Other.Address Fair Labor Standards Act (FLSA) exempt overtime approved for the month and any other issues the county director would like to address or ask the area director.
INSTRUCTIONS TO STAFF
1.The monthly review is submitted to the area director with electronic copies for the associate director of the Office of Field Operations (OFO) and the area program liaisons no later than the 10th of each month.Items discussed in the review are:
(1) Section I.State of the county:include overview of the county, including personnel and organizational issues.This may include vacant positions, hiring, and promotions.Discuss the use of volunteers, Client Work Experience Program (CWEP), and Summer Youth in the office.Discuss what is needed to get the job done.Describe morale of the staff regarding program, training, facility issues, and similar issues.Describe suggestions staff made to help with program delivery or working conditions.
(2) Section II.Program:include overview of how the county is providing services.Discuss the positives and negatives in service delivery.Include county visits and training by the program liaison.Describe any issue or support needed from the state office program staff.
(3) Section III.Staff Training:special or program training is listed in this section.Describe program training needed through the program liaison.Include comments on how workshops, training, or both was received by staff.
(4) Section IV.Community participation:include overview of community participation by staff.Include staff presentations to other organizations and resource development activities.
(5) Section V.Facilities, equipment, and supplies:include an overview of any problem area, need or significant happening including:Risk Management, Adults with Disabilities Act (ADA), health insurance, janitorial services, heating and air conditioning, parking lots, and contract with landlords.
(6) Section VI.Administrative accountability:include an overview of units and programs outside of OFO.
(7) Section VII.Other:address Fair Labor Standards Act (FLSA) exempt overtime approved for the month and any other issues county directors would like to address or ask the area director.It is not necessary to review all items on each monthly review, but only those which are pertinent for a particular month.
OKDHS:115-3-6. County Human services center budget
Issued 7-1-00 Revised 6-1-08
(a) County directors are responsible for ensuring that human services center (HSC) budget accounts are accurate and bills are paid timely and accurately.¢ 1
(b) County directors, their administrative assistant, and one designated backup, have the ability to issue purchase authorization (PA) numbers and move funds.
(c) Field Operations Division (FOD) may move funds between areas.
(d) Areas directors may:
(1) move funds between counties, and county directors may move funds within their own budgets; and
(2) place additional restrictions upon county directors, such as preset spending limits.
(e) When the cost of planned expenditures exceeds HSC funding, the request is forwarded through the area director to FOD where available funding for approved expenditures is sought.No purchases or commitments related to those expenditures may be made until funding is approved and the county director is notified.
INSTRUCTIONS TO STAFF
1.(a) County directors are responsible for the county budget and have the authority to issue purchase authorization (PA) numbers.County directors, their secretaries, and one designated backup, have the ability to issue PAs and move funds.
(b) The Budget Unit provides all training and assists in the technical or systems aspect of these procedures.
(c) Purchase authorizations obtained from outside of the Office of Field Operations (OFO) are obtained through the area office.These are PAs with shared cost involving budgets outside of OFO, for example Office of Juvenile Affairs (OJA) and Vocational Rehabilitation (VR).
(d) Office of Field Operations may move funds between areas.Areas may move funds between counties, and counties may move funds within their own budgets.Area directors may place additional restrictions upon county directors, such as preset spending limits.County directors contact the area director for more specific information.When the cost of planned expenditures exceeds county funding, the request is forwarded through the area director to OFO where available funding for approved expenditures is sought.No purchases or commitments related to those expenditures may be made until funding is approved and the county director is notified.
(e) When the funds are moved across accounts, the county director makes the request to OFO.Office of Field Operations makes a request to the Budget Unit for the transfer.Transfers between accounts are done at BCMU.
OKDHS:115-3-7. Correspondence assignments
Issued 7-1-00 Revised 6-1-08
County directors are responsible for responding to inquiries on behalf of constituents from senators, legislators, or the Governor on behalf of their constituents.County directors may receive correspondence assignments with specific control numbers from the Oklahoma Department of Human Services Director's office, Office of Communications.g 1
(1) Responses to correspondence assignments may be signed by and sent directly from the county director, unless the cover memo on the assignment specifically requests the correspondence be prepared for the Director's signature.
(2) Responses prepared for the Director's signature are sent to the Director's office and not dated.A blind copy of the response referencing the control number, for example Director initial #000, is sent to the originating division and to the area director.
(3) If the assignment is a gubernatorial, senatorial, or congressional inquiry, the county director prepares only one response addressed to the client with a copy to the referring office.In the first paragraph this correspondences references the governor, senator, or member of congress as having made the referral.
(4) When an inquiry involves issues of confidentiality that OKDHS cannot disclose to anyone other than the client, the county director prepares the appropriate response to the client with a letter of explanation to the referring office.
INSTRUCTIONS TO STAFF
1.(a) Responses to correspondence assignments may be signed by and sent directly from the county director unless the cover memo on the assignment specifically requests they be prepared for the Director's signature.
(b) Responses prepared for the Director's signature are not dated.A blind copy of the response referencing the control number, for example Director initial #000, is sent to the originating division and to the area director.The letter to the client shows a copy was sent to the Governor when the inquiry originated with the Governor's office.
(c) If the assignment is a senate or congressional inquiry, the county director prepares only one response addressed to the constituent with a copy to the referring office.This correspondence is prepared in the same format as correspondence prepared for the Governor in that the first paragraph references the senator or member of congress as having made the referral.It is important copies are forwarded to the referring office.
(d) Some inquiries involve issues of confidentiality the Agency cannot disclose to anyone other than the client.County directors prepare the appropriate response to the constituent with a letter of explanation to the referring office.
OKDHS:115-3-8. Assignment of Office of Field Operations Division (OFO) staff
Issued 7-1-00 Revised 6-1-08
(a) County directors have the authority to assign OFO Field Operation Division (FOD) staff within program areas.A decision to move staff from one area of program responsibility to another is based on documented caseloads, enhanced service delivery, or other needs of the Agency Oklahoma Department of Human Services.g 1 and 2
(b) Area directors approve the movement of FOD positions from one payroll location to another.
INSTRUCTIONS TO STAFF
1.The area director approves the movement of Office of Field Operations staff from one payroll location to another.
2.Refer to policy DHS:115-3-5 Instructions to Staff
OKDHS:115-3-9. Random moment time study
Revised 8-1-06 6-1-08
County directors are responsible for ensuring that each employee complies with the random moment time study per OKDHS:2-11-61.
