CLDS Webinar: Day Services Staffing Redeployment Template Friday April 24, 2020

PART A: Questions addressed during the webinar

Completing the template

1. When does a critical day service become a day time residential support?

A1: If an individual has temporarily transitioned from a day services facility to a residence

during the day, they are not part of the critical day services model. Agencies should discuss

this type of situation with their regional program manager or Centralized Services in

Winnipeg to obtain additional residential supports if required.

The critical day services model is provided to individuals who meet one of the following

three critical criteria:

individuals living with family members who are at risk of losing employment if day

services are not provided and do not have other daytime options;

individuals supported by home share providers who are unable to provide care during

daytime hours, and where other arrangements are not possible; or

individuals who cannot be safely supported in their residence during daytime hours.

2. What types of residential settings can day services staff be redeployed into? A2: Day services staff can be redeployed to shift-staffed community residences, supported independent living, home shares and individuals living at home with family.

3. How will varying staffing ratios be addressed under the new funding model for critical day services? For example, what if a participant is currently being supported in a 6:1 ratio. The template does not consider scenarios in which someone continues to attend day service due to critical reasons, but does not have the per diems of the other five people to ensure that the 6:1 ratio is fully funded. How will this shortfall be addressed? A3: CLDS recognizes there may be situations in which Part A of the redeployment template does not capture the full per diem needed to support an individual assessed as having a critical need for day services. CLDS is prepared to be flexible and to make adjustments in situations such as this. In these cases, the agency should identify the participant and per diem in section A and discuss the situation with their regional program manager or Centralized Services in Winnipeg.

4. Will there be a streamlined process for submission and approval of funding proposals to

cover additional staffing needs of someone attending due to critical reasons but who has an insufficient per diem to remain safe? A4: Additional staffing needs should be discussed with your regional program manager or Centralized Services in Winnipeg. These requests will be considered on a case-by-case basis and approved funding should be invoiced accordingly.

5. If staff refuse to be redeployed, will the agency be eligible for the $12.00 daily per diem for these staff?

A5: Yes. CLDS is committed to ensuring that agencies remain financially viable and able to continue delivering services once we return to regular operations. Complete section C of the template for any staff who have refused to be redeployed and include a reason for the refusal in the reason for layoff column.

6. Can employees who have taken a leave of absence for reasons related to the COVID-19 situation be captured in the layoff section of the template? A6: Yes. Employees who have taken a leave of absence for reasons related to COVID-19 should be included in section C of the template.

7. How far back (i.e., to what date) can agencies go when determining which staff to include in the lay-off section? A7: Agencies can include layoffs due to COVID-19 pressures beginning in March.

8. Are redeployed staff expected to work the same or different hours than they worked before being redeployed? A8: Staff should redeploy for the same number of hours they worked previously. CLDS recognizes that there may be situations where the agency cannot find enough redeployment hours to match the staff person’s previous hours. In these situations, CLDS will continue to fund at the hours listed in the template with the expectation that the agency contacts their program manager to discuss redeployment opportunities, as those become available.

Service providers have been asked to identify the average number of hours worked by each

staff member on a weekly basis, up to a maximum of 40 hours for full-time staff. Planning

should include redeployment plans for each staff member based on the number of hours

they will be required to work.

9. How do we capture a full-time employee who is redeployed part-time? Should the difference be put in the “layoff” section even if the staff could be redeployed elsewhere or their hours working residentially could potentially be increased at some point? A9: Service provider employees who have had their hours of work reduced from full time to part time should be captured in both Sections B and C of the redeployment planning template. In section B, service providers should enter the number of hours staff members are expected to work within the redeployment plan, to a maximum of 40 hours per week. For the portion of the week that a staff member is not working, including a reduction to part time from full time, the “non-working” hours should be entered into Section C (i.e., “Layoffs”).

10. Does a vacancy count as an FTE under the new funding model (e.g., the duties of the vacant position are being filled by other staff?) A10: No. For the purposes of planning for redeployment, staff vacancies will not be considered full-time equivalents. Only existing staff members should be included in the redeployment planning template.

11. Can you clarify what fixed costs will be covered in the new block fund (i.e., administration, overhead, vehicle leases)? A11: For staff covered in part B of the redeployment template, 16.7% of the per diem is intended to cover the administrative and overhead costs of the agency. For staff who are not able to be redeployed and covered in part C, $12 per day per FTE is provided in order to cover the fixed costs (e.g., executive director salaries, administration, overhead, etc.). Costs regarding vehicles (e.g., leasing, insurance) are not covered in the template. Service providers are advised to contact their leasor to discuss the potential for deferred payment options.

Expectations of redeployed staff

12. Are redeployed staff expected to perform the same personal care duties they were performing in day services, or will these duties change? A12: Staff member support duties will depend on the residential setting where they have

been redeployed and will be based on the CLDS participant’s support/care plan.

13. Will site-specific training be provided?

A13: The residential service provider will provide client-specific care plans for each

individual, an orientation to residential services and any training required. It is recommended

that service providers consult the Abilities Manitoba website, which provides a number of

effective resources, templates, tools and information.

14. Can we bring a group of less than five individuals to a very large building to watch a movie if social distancing protocols are practised? A14: Individuals participating in activities at a day service must be assessed as having a critical need for the day service. If a group of individuals have a critical need, the day service provider must ensure that safe social distancing between CLDS participants and direct service workers can be maintained at all times.

15. Is financial support available to offset lost revenue from a social enterprise? A15: We recognize some agencies rely on social enterprises to offset their costs and revenue may be lost due to COVID-19. The department is currently reviewing this issue and will provide more information as it becomes available.

Submitting the template and reporting

16. Can you confirm the format/detail of the billing to be sent (e.g., normally on our bills we list the names of the individuals and their day service attendance (e.g., MWF). For this redeployment funding, are we listing the names of the redeployed staff instead?

A16: Once a service provider’s redeployment plan has been approved, the agency will

receive funding related to Sections B and C as a lump sum at the end of May and June.

Invoicing will not be necessary. However, agencies should continue submitting invoices for

participants with critical needs who continue to receive day services at the same site and/or

in the same manner as they did prior to COVID-19.

17. Is the “review” scheduled for July intended to be a reconciliation? If so, this adds another level of administrative burden to agencies. A17: The review intended for July will help ensure that the redeployment plan for May and June was put in place. Residential service agencies, families and private home-share providers will be asked to use timesheets to record the amount of time that redeployed staff members worked at their assigned locations. The scope of the proposed review is still to be determined.

PART B: Written questions received during the conference call

Q1: What if day programs have offered support to residential homes but they have refused? A1. There are currently residential agencies that have not been able to find enough staff for their residences. Agencies who are having challenges redeploying their staff to residential settings can visit the Staff Deployment Services section of the Abilities Manitoba website to find redeployment opportunities, or contact their regional program manager / Centralized Services in Winnipeg for assistance. Agencies may also contact their community services worker as families may require day support in their home. The link to the Abilities Manitoba website is: https://abilitiesmanitoba.org/sds/ Q2: Will we be reimbursed for additional costs at our residence incurred because our day program was shut down and we had extra costs at our residence in March and April? A2. The agency must attempt to cover additional costs using existing resources, such as redeploying evening staff who previously supported social activities or make changes to their schedules. If the agency has exhausted all internal resources, they may contact their regional program manager / Centralized Services in Winnipeg to discuss funding for additional costs. Q3. Can we list employees under section B (redeployment) if the staff are performing check in calls, grocery drop off, and providing support? We are looking at providing video/virtual outreach by staff to non critical individuals. Would these hours be addressed in B? A3. Employees may be listed under section B if they perform a variety of functions including grocery deliveries, check-ins and connecting with individuals. The residential agency must verify that the services provided are not a duplication those already provided. Video/virtual outreach by staff are considered outreach hours and captured in section B. However, the agency must ensure that there is no duplication of service and that the services being provided will benefit the individual. Q4. Are redeployed staff being paid by the day service agency? A4. Yes. Q5. Should the people we support with mental health concerns not be a critical need for services? A5. The following three scenarios are deemed critical:

individuals living with family members who are at risk of losing employment if day

services are not provided and do not have other daytime options;

individuals supported by home share providers who are unable to provide care during

daytime hours, and where other arrangements are not possible; or

individuals who cannot be safely supported in their residence during daytime hours.

Q6. When are COVID-19 expenses going to be reimbursed? A6. The department takes direction from public health officials regarding the use of personal

protective equipment (PPE) and has been able to procure the appropriate PPE for agencies across the province. We recognize that some agencies sourced their own PPE prior to the department’s distribution of supplies. Information is being gathered to assess the volume, type, and cost of PPE ordered by the sector and this issue is currently being reviewed. The costing template attached to the letter dated March 23 should be used to track any costs related to COVID-19 so agencies can demonstrate where expenditures exceeded budgets. Q7. Our agency has six front line staff and two managers. None of the staff are able to be redeployed. $12 per staff per day will not cover any of our costs for management or operating costs. How are we expected to stay viable? A7. Agencies are asked to complete and submit the template to determine whether the block fund will be sufficient to address their administrative and operating costs. Agencies can contact their regional program manager / Centralized Services in Winnipeg after the template is submitted and reviewed by CLDS to discuss their concerns. Q8. What if your agency operates the day program and residential programs?. A8. Agencies delivering residential and day services that have fully redeployed their day services staff to their residential facilities are not required to complete the template. Funding will remain status quo. Contact your regional program manager / Centralized Services in Winnipeg if your agency has a small number of staff not redeployed. This situation will be assessed on case-by-case basis. Q9. Who is the 'Program Manager' referenced throughout this conversation? A9. Agencies located in Winnipeg are to contact Centralized Services with questions related to staffing redeployment. Agencies located in regions outside of Winnipeg are to contact their CLDS regional program manager. Q10. If staff are going to residential homes and redeployments using agency vehicles or personal vehicles, may we bill for that participant's usual transportation per diem? A10. CLDS will pay for transportation costs for individuals receiving critical day services. Staff are responsible for their own transportation to and from their worksites. Staff transportation costs cannot be billed to CLDS.

Part C: Supplemental questions provided to CLDS prior to webinar Block funding considerations, rationale and what’s covered

Q1. How do agencies continue to cover their fixed costs with the new block funding model (i.e.,

vehicle lease, rent, taxes, insurance utilities etc.)?

A.1 16.7% of the per diem for redeployed staff is intended to cover administrative and overhead

costs. For staff who have been laid off, $12 per day per FTE is provided to cover fixed costs.

Transportation costs to support individuals assessed as having a critical need for day services

will continue to be supported. Other vehicle costs are not included. Agencies should contact

their vehicle leasor to discuss payment deferral options.

CLDS recognizes that a number of agencies have higher fixed costs and are committed to

ensuring that agencies remain financially viable. If the model does not cover certain costs,

please contact your regional program manager / Centralized Services in Winnipeg.

o Should agencies provide the Department with their fixed costs so that this can be considered in the new model? Agencies are not required to include their fixed costs with the template. The Department will obtain this information from AASU if required.

Q2. Will a basic operating fund be available to cover some of the fixed costs?

A2. The funding is based on the 1:1 per diem in the building on abilities day services funding

model. 16.7% of the per diems are dedicated to overhead, managerial and other administrative

costs.

o *Will there be flexibility in the approach to reflect agencies that have higher costs?

There will be flexibility on a case-by-case basis for agencies that have higher fixed costs.

Q3. Can you confirm that $192.84 is the per diem that will be provided for each day service

staff employee?

A3. Yes, $192.84 is the per diem for most of Manitoba. The per diem for the northern region is

$202.48.

Q4. How will differences in rate of pay between day services and residential services be

accounted for (e.g., staff paid 8.5 hours per day working for day services agency but redeployed

to residential agency that compensates for only 8 hours per day)?

A4. For each full-time equivalent of 40 hours per week eight hours of direct service per day for

five days), CLDS will provide a daily amount equal to the 1:1 per diem using the day services

funding guidelines. This is $192.84 for most of Manitoba. The per diem for the northern region is

$202.48.

Q5. Is the $12/day for each FTE based on billable days or every day of the month?

A5. The $12/day is based on working days per month.

Q6. Will travel time and travel expenses related to redeployment be covered?

A6. No, the block fund will not include travel-related expenses or compensation for time spent traveling.

Q7. What happens to funding if the staff person listed on the spreadsheet no longer works for

the agency and is replaced by another staff member?

A7. The agency provides the information to the program manager. Funding is not impacted.

o Should we complete the spreadsheet using FTEs instead of staff names to account for staff turnover? Please complete the spreadsheet using names, and CLDS will calculate the FTEs.

Q8. How will agencies be covered for staffing costs for both staff who are sick and staff who are

the replacement?

A8. If redeployed staff members become ill and need to be replaced with other employees, then

the service provider should contact their regional program manager or Centralized Services in

Winnipeg to discuss changes to their plan. If there are individuals who are currently ill during

redeployment planning, they may be entered into Section C – Layoffs of the planning template.

Q9. Will CLDS help cover the costs of stipends paid to individuals?

A9. Stipends are not included in this funding model.

Q10. Can administrative staff be placed on the redeployment list if they provide direct support

on a part-time basis?

A10. The template is for direct services staff and front line supervisors only.

Q11. How will CLDS ensure that a supervisory capacity is taken care of given that the current

COVID-19 funding frame does not account for this need?

A11. Front-line supervisors are included in the template. A portion of the per diems that make

up the block fund are dedicated to administration and management costs.

Q12. Given that expenses will outstrip revenue with this funding plan, can we proceed and be given pre-emptive permission to spend accumulated CLDS-related surplus to cover funding shortfalls?

A12. CLDS is committed to ensuring agencies remain financially viable and are able to continue delivering services once we are able to return to regular operations. Agencies in a position to expend financial surpluses to ensure ongoing operations may do so if they choose.

Q13. Will organizations receive funding support to cover both employer and employee related benefit costs so that laid off employees can continue to receive uninterrupted health benefits while laid off?

A13. Agencies will receive a block fund based on the total of parts B and C of the staffing redeployment template.

Q14. What are considered under critical needs?

o Child care, elder care, educational commitments o Participants level of risk and need (SIS Level) o Behavioral concerns, home share provider mental health and burn out

A14. A person is considered having a critical need if they meet one of the following criteria:

• the individual lives with family members who could lose their employment if day services are not provided and do not have any other support options;

• individuals are supported by home share providers who cannot provide care during daytime hours, and where other day time support options are not possible; or

• individuals cannot be safely supported in their residence during daytime hours.

Q15. Can we include extra staff on the block funding template (e.g., these staff have been

redeployed to help support residences for safety concerns)?

A15. Direct service workers and front-line supervisors who were working in day services prior to

the suspension of these services can be included in the template.

Effective date and timelines Q16. What is the effective date of the new block funding model?

A16. The block funding model takes effect May 1. The block fund will be transferred to

agencies in the same way as a grant payment at the end of May. Then next block funding

payment will be provided at the end of June.

Q17. Will April funding be clawed back?

A17. No, April funding will not be clawed back.

Q18. Are agencies supposed to capture what occurred in April in the template or only what will

occur from May onward?

A18. Agencies capture what occurred from May onward.

Q19. Why was May 1 chosen as the date to implement the new funding model?

A19. CLDS wanted to ensure service providers were given enough time to fully prepare their

redeployment plans to support individuals in residences following the suspension of day

services. Although May 1 may be considered an implementation date, block funding for

redeployment plans will be released at the end of May.

Q20. When can agencies expect to return to the per diem funding model?

A20. Agencies can expect to return to the per diem funding model once regular operations resume. Staffing Q21. Do agency staff have a choice as to whether they are redeployed?

A21. It is essential to redeploy as many day services staff as possible to residential settings so

that vulnerable adults can continue to receive the services they need from qualified and

competent workers. It is the decision of the staff member as to whether they will be redeployed.

o If staff refuse to be redeployed will the agency be eligible for the $12.00 daily per diem for these staff? If staff refuse to be redeployed and are laid off, the agency is eligible for the $12.00 per diem for these staff.

Q22. Are staff expected to return to work for redeployment if they have already been laid off and are receiving the Canada Emergency Response Benefit?

A22. Service provider staff who wish to return to work for redeployment may do so provided they have been accounted for in the service provider’s redeployment plan, including a proposed number of hours per week. Employees who have chosen to remain laid off receive the Canada Emergency Response Benefit may continue to do so.

Q23. Will staff hours be guaranteed under the redeployment?

A23. The agency should attempt to provide redeployed staff members with hours equivalent to

what they worked in day services, but these are not guaranteed. If they are not able to find

equivalent hours with another agency, they should contact their program manger to discuss

other options.

Q24. Who do we inform of a staffing replacement?

A24. Inform the regional program manager / Centralized Services in Winnipeg and the agency

where staff will be redeployed.

Q25. Should agencies continue to redeploy their staff to homes that are non-compliant with

PPE requirements?

A25. The agency and their staff should always be familiar with the latest PPE requirements and

report situations to their program manager where PPE protocols are not being followed.

Q26. Can we place staff on the redeployment list if they are only willing to be redeployed to

help participants from the agency they work for?

A26. Staff listed on the redeployment list are expected to be willing to redeploy to other

agencies.

Q27. Can you clarify if redeployment means redeployment external to the agency or internally

within the agency?

A27. Redeployment may be either internal or external to the agency. Some agencies are able

to redeploy some or all of their day services staff to their residential facilities, but others may not

have that option. If an agency has redeployed all of their day services staff to their residences,

they do not need to complete the staffing redeployment template. Their funding will remain

unchanged.

Submitting, approval and reporting

Q28. Will agencies need to provide ongoing reporting to CLDS in this regard? (i.e,. should we keep tracking this information for the foreseeable future?) A28. Residential agencies, families and private home-share providers should maintain timesheets for all redeployed staff for the duration of the block funding model. This will help to support a review of the redeployment. Other

Q29. Is consideration being given to increase the rate of pay for DSP staff?

A29. This request is under review.

Q30. Will CLDS provide a written infection control protocol (or confirmation that an existing

protocol is adequate) so that families are more comfortable with staff deploying to relieve them?

A30. The Department of Families follows direction from provincial public health officials,

including any protocols on health and safety.

Q31. Why has the Department made the process so onerous?

A31. The intent is to request as little information as possible and create a form that is easy to complete.