Update for March 25

Message from Helen Robbins-Meyer, Chief Administrative Officer

Thank you for your continued efforts under difficult conditions to provide the best service we can for our customers. Your lives and work routines have been upended. It’s understandable to ask, “Is all this necessary?”

Yes, it is. I really recommend watching this video that explains why. It’s a few minutes, but it lays out in simple terms why it’s essential that we do everything we’re doing.

Most of us may not be in the role of our County and community’s amazing health care workers, but we can all absolutely play a part in fighting this virus.

Thanks for your cooperation, your flexibility, your dedication, your patience. 

Update for March 23

Message from Helen Robbins-Meyer, Chief Administrative Officer

I want to thank you for all you continue to do to serve the public and your flexibility in the current environment. Our Emergency Operations Center has been activated as the nerve center for our response. Many of you who aren’t involved there have asked what that looks like. Well, I’d like to give you a quick peek behind the curtain.

First of all, it follows an Incident Command System, which is a highly structured way to organize used whenever there are large-scale emergencies. Dozens of your co-workers have been assigned roles in this system. They are located at the EOC and surrounding conference rooms with phones and computers working hard to keep our region safe and healthy.

The day begins at 7:00 a.m. with a health screening at the door. Then everyone takes their places carrying out a variety of critical roles. They fill supply requests from our local hospitals. They help procure hotel rooms to house people who need a safe place to isolate. They arrange all of the support systems those rooms need like food, supplies, transportation, and cleaning. They field dozens of calls from the public and the media on how to access information and services. They connect information between public health, law enforcement, and logistics coordinators. They manage communications and coordinate response actions with the business community, other local governments, and schools just- to name a few.

And this is all done with things changing moment to moment. Orders are issued at various levels of government. Needs change as the virus spreads. Supplies run low and shipments come in. Any change can set off a chain reaction. It’s a constant challenge to keep everyone up to date with the latest information and make sure we are prepared to respond. 

In addition, there is the planning. We plan for having to keep at this for a while, and for the needs of the community, as the number of positive tests increase. We maintain a comprehensive website so the public can find the information they need to be informed and prepared.

This is the pulse of the emergency response, and it is awesome to watch our team rise to the occasion and use their skills in this defining moment. In many cases they are putting their personal lives on hold to serve our region.

At 7:00 p.m., or 19:00 hours as we say in emergency management, the shift ends. The Duty Officer keeps watch throughout the night until we are back up to full speed again at 7:00 a.m.- and this happens seven days a week. In fact, there’s so much going on that I need to cut back on the frequency of these mails to you. I’ll be in touch regularly, but a step back from daily.

I know it is tough to maintain operations while your co-workers are responding elsewhere. This is our charge as disaster workers. As one County Team, we’ll handle both roles- operations and response- with the amazing work you always do.

Thanks for all your incredibly hard work!

Update for March 21

Message from Helen Robbins-Meyer, Chief Administrative Officer

I apologize for no email Friday. We were working on getting clarity on the governor’s order for everyone to stay at home. Here’s an overview of what it means for the public.

The County Emergency Operations Center is fully operational at its highest level to ensure the safety of our community. Staff directly involved with trying to prevent the spread of COVID-19 are working through the weekend, and I’m sure all employees join me in expressing our appreciation for their work to protect us.

For County staffing plans overall, here’s what’s happening. Employees classified as essential will be working either at their workplace or teleworking from home. Others not classified as essential will be teleworking from home performing their normal duties. Some of you may not be able to perform your normal duties. You’ll be doing professional development or other assigned duties.

Not sure if you’re classified essential or what your assignment is? Check with your supervisor. By now, you should’ve heard from your department, but I know they’ve all been scrambling. If you haven’t, please contact your supervisor. Supervisors, thank you for handling these logistical and staffing challenges.

Please remember all County employees are considered disaster service employees. You could be reassigned to essential duties during this time. It’s important that we remain flexible to make sure we are providing the best service to our community and helping out our fellow employees when needed.

As we switch to telework, it may take a little more effort to stay connected with colleagues and supervisors. The best way to do that will vary by the person or the workgroup. But please make sure you do stay in touch with others and keep lines of communication open.

We’re just getting started down this road. Continue to take care of yourselves, watch out for your co-workers. The incredible response I’ve seen from all of you so far gives me great confidence in our ability to lead our residents through this. Thanks so much for everything!

Use Kronos on Your Smartphone

You can submit your time and labor entries through Kronos on your smartphone. While the desktop version is still available, this Kronos Mobile app is particularly convenient.

The free Kronos Mobile app may be downloaded to either personal or County-issued phone. It is available for both iPhone and Android users and may be used by all County permanent employees, excluding hourly employees.

Download the app. Then enter this server information when prompted and proceed: https://kr7mobprod.sdcounty.ca.gov/wfc

Next, you will enter your Kronos username and password - and you’re in. You will have access to edit, review and approve your timecard.

If you have more questions, visit Central Payroll’s Kronos Korner webpage. It has an FAQ and visual desk aid instructions. In addition, there are LMS training courses available on how to use the Kronos Mobile app. Search for “Kronos Mobile” and select from one of several tailored training courses. Take the appropriate training based on your device – either iPhone or Android.

For additional help, contact your respective Help Desk numbers for general password/accessibility issues, your departmental Human Resources/ Payroll office for Kronos-specific questions, such as timecard format, timecard entries, accruals, etc.

Daily Update for March 19

Message from Helen Robbins-Meyer, Chief Administrative Officer

I continue to be amazed by the fantastic work you are doing during this stressful time. It’s the nature of public service that people need us most when crises strike. The impacts of this health emergency are far-reaching, and people really are going to need us. To get through this, then coming back out of it – which we will.

Many of you may be feeling worried about the economic environment. Rest assured, we will weather this storm. Your job is secure, and your retirement is safe. You always hear about how the County has strong reserves, and it’s exactly for these moments. 

There should be no concern about the retirement fund solvency. SDCERA’s Trust Fund has $11 billion in assets. The County will continue to make the required contributions necessary to ensure benefits are paid.

A lot of things may be causing you anxiety these days. Your position here at the County shouldn’t be among them. Our fiscal discipline will allow us to move forward to provide services to all those with less certainty in their lives. Thank you for all you’re doing and the help you’ll continue to provide.

Daily Update for March 18

Message from Helen Robbins-Meyer, Chief Administrative Officer

Our efforts to slow the spread of COVID-19 turned up another significant notch today. Our health experts announced a ban on all gatherings of 10 people or more, starting tomorrow. When possible, they want you to avoid any gatherings at all, other than with family. That’s down from the limit of 50 people that went into effect just last week. These are restrictions with profound effects on our community.

Trying to stop the disease will now also more visibly affect our operations. We are starting to close the majority of our facilities to the public. Some have shut their doors already. More are doing so over the coming days. The buildings are closed, but we are continuing to offer every service we can through a combination of online options, phone, email, paper mail, drop boxes and other methods that avoid in-person contact. We’ve long pushed “online, not in line.” Now it’s not just efficiency or convenience, but a matter of public safety. 

This is the direction I’ve been saying we’re going, and here we go. This is new to all of us. I know the public orders cause great challenges for many of you and your families. Our internal changes will be highly disruptive as well. It’s a lot to handle at once. I’m so impressed at how all of you have been able to keep adapting and keep serving.

That’s the way it’s going to be for at least a little while. Hang in there, and let’s hang together, even if being together now means more conference calls and Skype meetings! 

CTO Offers Teleworking Webinars

Updated March 23, 2019: Additional webinars are scheduled for 10 a.m. and 2 p.m., Monday, March 23. Plus, a recording of the webinar is available.

New to teleworking? The County Technology Office has a webinar to help you get started. Between Wednesday, March 18 and Friday, March 20, CTO will offer two trainings a day to prepare employees who will be using their home computer to access County applications. The sessions are 30 to 45 minutes long and start at 10 a.m. and 2 p.m.

Daily Update for March 17

Message from Helen Robbins-Meyer, Chief Administrative Officer

We continue to take swift actions to respond to COVID-19 and protect the public’s health while also making sure we serve our customers. As I’ve said, the way we deliver our services is going to look different, as we follow social distancing guidelines. That look is changing rapidly.  In the coming days, departments will be communicating more changes in the way we deliver public counter services.

One example: tomorrow, our County Library branches are moving to curbside pickup of materials. Customers can order books or other items online or over the phone, then drive by to collect them.

It’s a new way of doing things. Simple, gets people what they need. We’re going to be doing more of that kind of quick pivoting in the days ahead.

Change is hard. High-speed change is really hard. Keeping it up, harder yet. It’s a real strain. With all this focus on physical health, I want you to make sure you’re taking care of your mental health. Please remember – and if you need to, take advantage of – our Employee Assistance Program, which provides free counseling.

We’ll have an EAP counselor at the County Operations Center starting March 18 from 8:00 a.m. – 5:00 p.m. for employees who would like a confidential one-on-one session with a counselor. The counselor will be available daily until further notice.  The sessions will be held at 5530 Overland Avenue, 2nd floor, in the Julian Training Room.

If you can’t get to the COC, you can visit the EAP website to reach someone or call 888-777-6665. (Sheriff professional staff and sworn use “Counseling Team” EAP is 800-222-9691 and Anthem 888-777-6665.)

We’ll get through this, but we have a ways to go. Continue to follow the rules we’re sharing with the public. Wash your hands, use hand sanitizer, stay home when you’re sick.

Thank you so much for your extraordinary efforts and continued flexibility with this rapidly evolving situation. I’m so proud of each and every one of you! Keep watching for a daily update as this fluid situation continues to evolve.

New Health Orders and Impact on County Services

Message from Helen Robbins-Meyer, Chief Administrative Officer

Our County health officials today announced new measures intended to slow the spread of the coronavirus, which causes COVID-19. The updated closures and restrictions will add to the impact on our community and on our workforce. You can see details of the order on County News Center. But I want to talk about how these actions will continue to affect our operations.

We provide essential public services, often to our most vulnerable residents. Those must, and will, continue. How we do that will have to change, because we need to follow the social distancing guidelines from our health experts.

This may look different in each department and from location to location as each unit figures out what works best. But we are open for business, even if on a limited basis.

We are going to transition to as much telework – working from home – as possible. Some of that started with last week’s order closing schools. And today, with the recent guidance measures for those over 65 years old, we transitioned many of our employees to telework immediately. Departments are working out how they can do the same and keep their operations effective.

I’ve said several times recently that this public health crisis will require great flexibility on everyone’s part. You have demanding work normally, and these circumstances are making it even more challenging. This is our time to come through for our residents, who are anxious and looking to us for stability and help. Please be ready for more changes we’ll need to make so that we can keep serving our customers, while remaining safe ourselves. Continue to take care of yourself, and if you’re sick, please stay home.  We need you, but we need you well.

Thank you for your dedication.

School Closures and Impact on County Employees

Message from Helen Robbins-Meyer, Chief Administrative Officer

With the news that many schools and day care facilities across the region are closing to prevent the spread of the new coronavirus, or COVID-19, there may be many of you who are impacted and not able to report to work. We want to work with employees to assist in coping with their circumstances while making sure we can still serve the public during a difficult time.

In order to address this issue, the County is expanding our current use of teleworking options where feasible. If you are affected by school or day care closures, please discuss with your department the possibility of teleworking while you make plans for child care. 

When teleworking is not an option, you will be able to use your leave balances, including sick, vacation and compensatory time. If you have no available leave balances and still need to be off work, the County will advance you up to 120 hours of sick leave.

For employees not impacted by school closures, your continued commitment to our community and the help you offer your fellow workers are truly appreciated. All government employees are designated as Disaster Service Workers under Government Code 3101, and while there is no need today, there may be a need in the future to reassign employees to address the COVID-19 emergency. Your efforts are critical to ensure continued services to the public.

Your safety is our number one priority. In order to enhance workplace health and safety, the County has taken steps to increase sanitation efforts throughout the day in public spaces and common areas, and is providing additional disinfecting wipes and hand sanitizer to work locations. And if you feel ill, please stay home.

The situation will likely keep changing, and we will continue to communicate when there are updates to our operations.

I thank all our employees who have been working tirelessly to protect our community and everyone for their continued flexibility.