Monday, December 15, 2008

Required Action: Important Message About Timesheets/Addendum Forms for Dec. 31 Payroll

Staff members are reminded of the four-day timeframe for turning in timesheets and addendum pay forms to the Payroll Department. These forms need to be submitted to Payroll within four working days after the end of the pay period. It will be critical to observe this timeline for the December 31 payroll. Any timesheet or addendum pay form not turned in by the close of business on December 19 may not get paid until January.

Required Action: Identification Name Needed on Out-of-Area Travel Form if Requesting Airline Tickets

It is important for staff members who are requesting airline tickets as part of an out-of-area trip to write their name as it appears on the form of identification they will use at the airport (e.g., driver’s license, passport) on their Out-of-Area Travel form. The Business Office needs to know this so it can make airline reservations using the exact name that is printed on a person’s identification. The name that appears on your identification must match the name on your airline ticket. Many people use nicknames for their first name, and this is very confusing for the Business Office when trying to make reservations. Staff members can write their ID name in the “other comments” section of the Out-of-Area Travel form.

6445 Relocation Information and Update

The relocation of staff to the 6445 building is on schedule to take place December 22 and 23. Departments that will be moving include the Business Office, Human Resources/Benefits, Communications and all cabinet members and their executive/administrative assistants, except Arletta Dawson. Everything is in place for the move to go successfully, but unforeseen circumstances such as weather or other issues could delay the move a few days. If this happens, there are plans in place to accommodate these circumstances. Hopefully there will be minimal interruption in services to our staff and clients. All departments will be staffed during the move; if you need to contact a department, you should be able to reach someone.

Payroll Dates & Information for 2009

Due Dates
Staff members frequently inquire when timesheets, addendum pay forms, direct deposit forms, income tax withholding forms and other changes need to be turned in to the Payroll Dept. in order to be processed for a particular pay date. To assist in your planning, below is a list of 2009 pay dates and corresponding due dates. Payroll needs to receive all information by the end of the day on the due date to ensure payments and/or changes are made on the corresponding pay date. Any information received in Payroll after the due date may be processed during the next payroll cycle.


For those staff members paid from a timesheet or addendum pay form, please keep in mind these items are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Any forms received after the due date may be processed on the next payroll.


Pay Dates
& Due Dates

The first column lists pay dates and the second column lists due dates.
01/15 01/07
01/30 01/21

02/13 02/05

02/27 02/19

03/13 03/05

03/31 03/19

04/15 04/06

04/30 04/21

05/15 05/06

05/29 05/21

06/15 06/04

06/30 06/19

07/15 07/07

07/31 07/21

08/14 08/06

08/31 08/20
09/15 09/07

09/30 09/21

10/15 10/06

10/30 10/21

11/13 11/05

11/30 11/19

12/15 12/04

12/31 12/21


Addendum & Overtime Forms

As noted above, these forms are to be completed, signed by a supervisor and submitted to Payroll within four working days after the end of the pay period. Once a supervisor has signed these forms, the supervisor will return the pink copy of the form to the employee for their records. For addendum forms, the white and yellow copies are both to be submitted to Payroll. For overtime forms, only the white copy is to be submitted to Payroll.


PDF/Faxed Timesheets

Questions have been raised about the use of PDF or faxed copies of timesheets. We recognize geographic location sometimes makes it difficult for employees and supervisors to consistently have timesheets to Payroll within four working days after the end of the pay period. Payroll will process pay from a PDF or faxed copy (a PDF copy is preferred) of the timesheet (must be signed by the employee and supervisor) so there is no delay in payment. However, the original copy of the timesheet must still be sent to Payroll for its permanent records.


Questions

Please contact Jami Johnson at ext. 14311 or Steve Jordan at ext. 14908 if you have any questions about payroll or forms.

Agency Receiving Has Now Moved to the Johnston Office

Receiving for the Agency has moved to the Johnston office from the warehouse on Dixon Street. All packages will now be shipped to the Johnston office and distributed from there. The warehouse will continue to be used for bulk and long-term storage. This move will save agency resources and will allow for faster delivery of packages. This change in receiving location has been noted in the IFAS purchase request system. Any questions about receiving can be directed to Doug McVey at ext. 14467.

No DM Register Story Last Sunday, Will Appear Dec. 28

As you all may know by now, the story about the AEAs did not run in Sunday's Des Moines Register. The story got "bumped" by the ISU football coach's resignation. The story will now run on December 28. Thanks for your patience.

December 9, 2008 Board Meeting Recap

This is an unofficial recap of the major actions taken at the December Heartland Board of Directors meeting. Complete minutes are available after the President’s approval on the Heartland server under Meeting Notes.

The December 9, 2008, Board of Directors meeting was held electronically because of inclement weather. It is necessary to hold this meeting by electronic means pursuant to Iowa Code Section 21.8.


Dr. Kilcrease made a request to the Board from staff asking that the current retirement policy be extended another year. The current policy expires June 30, 2009, and changes in the new policy negatively impact many long-term employees. By extending the policy an additional year, employees would have sufficient time to plan. The Board approved the extension to run through June 30, 2010.

The Board moved to have the Agency participate in the Iowa School Cash Anticipation Program (ISCAP). This is a preemptive move that allows the Agency to participate should the Agency experience cash flow issues.

The Board approved the authorization to utilize designated and undesignated fund balance that allows the Agency to put into the amended budget the potential for utilizing these balances for current facility needs or to reduce the outstanding debt on the Adel facility.

Staff Advisory Council Chat Session Notes

Click here for the notes from the Staff Advisory Council's November ICN chat session.

Some of the topics covered include:
  • Cell phones for staff members
  • Why all Heartland offices were put on the same phone system
  • How to respond to questions about the 6445 remodel
  • When the future of 6500 will be decided
  • Professional development for staff
  • Discounts for staff at gyms

North Star Project Update: Technology Infrastructure

Name of Project: Technology Infrastructure

Name of Initiative:
Initiative Four: Systematic Development of Agency Infrastructure


Team members:
The entire technology team serves on one or more sub-committees related to the North Star Technology Action Plans, and three PLLC staff members also participate on the Technology Staff Development committee.
Team members include
Sherise Ahlers, Sara Becker, Dave Booth, Sarah Brown, Joshua Burke, Judy Cleveland, Truong Dao, Tuan Dao, Arletta Dawson, Barb Dietrich, Monte Heeren, Rod Howell, Jim Lagnese, Thanh Le, Francis Musignac, Mike Permann, Jane Quanbeck, Russ Richards, Julie Schendel, Dough Schuster, Julie Sypersma, Lori Thelen, Mien Tran, Maureen Whited.

Give the gist of what your project is about including the long-term goal.

The Technology Infrastructure project is intended to develop and maintain the technology infrastructure to support the work of Heartland staff and the operation of the Agency.

There are six major focus areas in the Technology Infrastructure project: 1) Technology Infrastructure, which includes networks, servers, security, disaster recovery and hardware, 2) Business Practices, which includes policies, procedures and systems integration, 3) Technology Staff Development, 4) Document Management, Retention and Retrieval, 5) Web site Redesign and 6) Telecommunications.


What are the things that your team has been working on?

The tech team has focused on continuously improving the infrastructure and technology tools to help staff and organizational systems perform more efficiently and effectively.

1) Technology Infrastructure: We are devising plans to rework our entire network to provide improved bandwidth and better support for Internet access and phone systems. Plans are underway to consolidate and virtualize many of our server-based applications in order to reduce energy costs and space requirements. A disaster recovery plan is under development, which will guide Heartland management and technical staff in the recovery of telecommunication, computing and network services if a disaster causes severe interruption or cessation of services.
We are updating and expanding the technology available for checkout in each branch office and the Johnston central equipment pool. We are installing sound systems and projection equipment in conference rooms that are heavily used to better support staff and reduce the time spent reserving, setting up and returning equipment. Computer replacement, software updates and staff training are on-track with a four-year replacement cycle.

2) Business Practices: Work has begun on development of policies and procedures for a variety of technology systems. We are continuing to develop applications to improve business operations such as leave online, expense online, applicant online, employee online, timecard online and many more that are in process.


3) Technology Staff Development: Basic technology competencies have been identified and a plan developed for piloting an online assessment with several work groups. Next steps include identifying work group-specific competencies and screening tools for new hires.


4) Document Management, Retention and Retrieval: We have planned a situation analysis with broad staff representation in January to help determine priorities for expansion and development of our document management system.


5) Web site Redesign: We are working on a complete redesign of Heartland’s Web site in order to improve searchability, balance and currency.


6) Telecommunications: We are identifying specific technology solutions and how or when each is best utilized. A wide variety of phone conferencing, video conferencing and Web delivery technologies are available such as iChat, Polycom, XMeeting, ICN, Webinar, Video Streaming, Flash and QuickTime video. Each has certain strengths and weaknesses that will dictate appropriate use.


What has your team accomplished?

• Anti-static mats, a backup generator and a backup cooling system installed in the Johnston server room.

• IFAS Dashboard provides staff with Intranet access, which includes a Technology Information Archive and a central archive of agency forms and information.

• Leave Online, Expense Online, Applicant Online and Calendar Online.

• Security measures for data transmission and Web applications have been implemented.

• PeopleBox database is now available with Web access, e-mail, labels and auto-update from IFAS.

• Temporary audio/video production facility.

• Local hosting of unitedstreaming video content.

• Identification and purchase of our new Kerio e-mail server/application with calendaring capability.

• Phone system enterprise manager and VoIP phone systems implemented in all offices.

• A closed wireless network has been created for security purposes.

• Document management system implemented in Human Resources and Business Office, with implementation soon to begin in Professional Development.

• Over 100 cell cards provided for staff.

• Solutions found for network access issues, printing and e-mail issues in many area schools.

• Heartland logo flash drives provided for all staff.

• High quality photos of all staff members and an automated badge process.

• Successful filing of E-Rate resulting in funding in the amount of $304,960.65.

• Tech information provided in nearly every Connection newsletter.

• Created “Web Receptionist” concept for responding to questions from Web site visitors.


Why are these important to the Agency’s goal of increasing student achievement?

By improving the efficiency and effectiveness of our staff, we are providing indirect but critical support for the task of increasing student achievement. Staff will communicate better, learn more, work more efficiently and be able to base decisions on data and information.


What can staff expect in the future?

The technology team will continue to improve and refine the technology tools and supports provided for our staff and will continue to develop more integrated and efficient technology systems.

Technology Update

New Conference Room Equipment
Additional equipment has been purchased for use in conference rooms. By permanently installing equipment in some of the more frequently used meeting spaces, we hope to reduce the amount of time staff devote to reserving, picking up, setting up and returning equipment.


Johnston Office

In the Johnston office, new projectors have been installed in conference room 8 and on the cart in conference rooms 3 and 4. A wireless lavaliere microphone has also been added to the installed sound system in conference rooms 3 and 4. In the normal course of operation, the sound system itself is always on and the lavaliere microphone wireless body pack can be turned on to use the system.


To use the system, pick up the microphone from the receptionist and return it to the receptionist when done. DO NOT leave the microphone in the meeting room or put it in the ICN room.
Please check the batteries and replace them when necessary. Spare batteries are also available from the receptionist. Battery life is eight hours under the best possible conditions, so put in fresh batteries before a long meeting. The original system was installed in a way that makes adjustment very difficult, so changes are not recommended.

The wireless microphone is set up so that a presenter near the screen in the "Room 4" location will be heard on the speakers in the back of the room (or the "Room 3" location.) The presenter should not take the microphone near the speakers in the back of the room or feedback will result.
It is possible to reconfigure the system if the wall between 3/4 and the ICN room is open, but you are asked to seek help from David Booth or Jane Quanbeck if you wish to do this. It takes at least 1/2 hour to make sure everything is working in the new setup and staff is not available on short notice. Ideally, please call a week in advance.

Woodside Office

A pole-mounted speaker/amplifier has been purchased for the Woodside 2 conference room. This is similar to the system which used to be located at 6445 in room I, except there are two wireless microphone receivers which are built into the main unit (no cables to move around and trip over). It is possible to add a second speaker to the system if it becomes necessary, and additional sound sources can be connected as needed. Simplified instructions will be delivered along with the system.


Zion Lutheran Church

Zion Lutheran Church has had a wireless microphone added to its sound system and a data projector and powered speaker system have been placed in a cabinet for use by Heartland staff. A screen has been ordered that will be added to the Zion location as well.

Behavior Classes to be Offered This Spring

Below are two behavior classes that were just added to our spring calendar. Please pass this information on to teachers who may be interested in learning more about these important topics.

Behavior Strategies Class

Description:
This class will focus on preventative strategies based on effective classroom management, as well as individualized strategies for behavior change.
Dates and Times: April 10 and May 8 (8:00 a.m.-4:30 p.m. both days)
Location:
Zion Lutheran Church, Des Moines

Activity Number:
IS001199990902


De-escalation Strategies Class

Description:
This is a course designed to most appropriately address potential problematic situations of students whose behaviors exist with a supplemental level of need.

Dates and Times:
January 13 (8:30-11:30 a.m.), February 3 (12:30-3:30 p.m.)
Location: St. Mary of Nazareth Church, Des Moines
Activity Number:
CM002099990902

Reminder: United Way Drive Going on Until Friday

Reminder: Heartland's United Way drive will run until the end of the day on December 19. Employees wishing to contribute to the United Way can do so through payroll deductions or a one-time check or credit card payment. Payroll deductions must be in whole dollar amounts ($10 per check vs. $10.21 per check).

Employees can designate on their pledge form where they would like their contributions to go to: United Way of Central Iowa, United Way of Story County, United Way of Carroll County, Marion County United Way or United Way of Jasper County. Employees can also direct their contribution to any 501(c)3 (non-profit) organization. We're hoping to meet or exceed our Agency total of $8,850 raised last year.

Paper pledge forms are available in the regional offices or you can download an electronic version by clicking here. All forms need to be printed, signed and returned to Carolyn Jones in the Johnston office by the end of the day on Dec. 19.

Last Day to Donate to the Heartland Cares Drive

If you haven't contributed to the Heartland Cares drive yet, you have until the end of today to do so! Items collected from the drive will be distributed to schools in each of our regions in the near future.

Jeans Day Will be December 19

Since the last Friday of the month will be during the holiday break, the monthly jeans day for December will be on the 19th.

Reminder: Heartland Logo Clothing Available Online

Reminder: Heartland’s Lands’ End e-store is up and running at ces.landsend.com/heartland. Bookmark this site so you can visit it whenever you like! Heartland logo clothing can be purchased directly from Lands’ End through the e-store. Staffers can visit the site at any time and order any and all items in the colors available.

Logo clothing can be worn on any workday, as long as it is appropriate for your work environment. Any questions about dress should be directed to your supervisor. We hope you find this to be an easier way to order Heartland clothing. Happy shopping!

January Issue of HeartBeat on Jan. 9

The January issue of HeartBeat will be sent out on January 9 rather than January 2.