Transcript Grievtrac User Guide!

GRIEVTRAC!
An In-depth Guide for the use of Grievtrac
PURPOSE
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The Grievtrac system is principally set up with five purposes in mind.
• The First Purpose- To help collect demonstrated need to get a for our next contract!
• The Second Purpose- To help our bargaining council with tracking issues affecting
the bargaining unit.
• The Third Purpose- To help our council attorney with a full and complete case at time
of referral.
• The Fourth Purpose- To help our newer reps with grievance format, and timeframes.
• The Fifth Purpose- To give an easy way to see like cases, and share what
worked/what didn’t work for all types of cases.
BUILT IN FEATURES
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One-stop case management
• To include a quick glance of cases which need attention based on timeframe.
• Easy Search Capabilities
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Timeframe calculation
• From step 1 to sunset and beyond!
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Notification of grievance occurrence.
• Email/Text message notification
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Quick glance of pending cases/ Easy reporting of cases.
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Notes/easy collection of supporting documents.
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Repository for all closed cases
• Automatic Redaction of personally identifiable information
LOGON PAGEACCESSED FROM WWW.AFGEC220.ORG
LOGON PAGE INSTRUCTIONS
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Simply put in your www.afge.org logon information into the Username/Password and hit
login. If you have never set one up or cannot remember the information, just register/re register or run the forgot password part on afge.org
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What if it doesn’t open?
• Try it again/ Reopen page and input information again.
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What if it says login incorrect?
• The information is incorrect or you have not been given access yet.
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Who does the trouble shooting?
• Currently, this would be the council webmaster, Ryan Gurganious. He can be
reached at [email protected] .
APPLICATION SELECTION PAGE
APPLICATION SELECTION PAGE INSTRUCTIONS
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To open the grievance part of grievtrac, click on the box entitled: “Grievance Tracking”.
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Things to notice• The three other empty boxes, will lead to new expansion in the future; namely
EEO/MSPB, Mid-term Bargaining/MOUs, Unfair Labor Practices; Other parts may
also be added.
• User: This would be you. If your First name and Middle Initial is only showing, you
should login to your user profile on afgec220.org and update your information, the
information propigated from afge.org only sends first and middle initial. (This is
helpful as you wont have to correct your name on the grievance steps)
• Access Level: This will show the level of access you have. If you have the “rep”
indicator it means that you can only see your own currently pending grievances. If it
just shows your local/region/council it means you have full access to see what is
pending in your respective part.
“HOME” PAGE
LIST OF PENDING GRIEVANCES (NONE YET)
CLICK “REVIEW DATES” TO SEE CASES WHICH
NEEDS ATTENTION FIRST!
CLICK “REPOSITORY” TO SEE CLOSED CASES
CLICK “SEARCH” TO SEARCH KEYWORDS/TYPE
OF GRIEVANCES/REMEDIES/STATUS ETC.
CLICK “CONTRACT” TO SEARCH SPECIFIC
CONTRACT INFORMATION/VIEW CONTRACTS
CLICK “EXPORT” TO EXPORT YOUR GRIEVANCE
LISTS TO AN EXCEL SPREADSHEET
TO START A NEW GRIEVANCE CLICK “NEW
GRIEVANCE”
AFTER YOU OPEN A NEW GRIEVANCE THIS IS
THE GRIEVANCE INFORMATION SCREEN.
GRIEVANCE INFORMATION SCREEN
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Local will be preset based on your user settings.
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Click Section to differentiate between an individual grievance and a Union Management
Grievance.
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Status will be how you will close a case (which you can get back into after you get the
case set up.)
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Rep Name is preset based on your user settings.
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Rep Phone Number is preset based on your user settings.
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Rep Email is preset based on your user settings. YOU MUST HAVE AN EMAIL LISTED
• IT SHOULD BE NOTED THAT REP EMAIL IS HOW A CASE IS ASSIGNED, WHICH
MEANS IF A REP CHANGE HAPPENS, IT IS EASY TO REASSIGN. ALSO MORE
THAN ONE REP CAN BE ON THE CASE, SO MULTIPLE EMAILS CAN BE ADDED.
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Local President will need to be added.
GRIEVANCE INFORMATION SCREEN (CONT)
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Agency will be show based on user settings. (under employer) (There are 13 employers to
choose from as Local 1923 represents more than just SSA.)
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Management Official must be put in, as this information propagates to the grievance.
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Office location- can be chosen based on DO codes in the local’s area. (once agency
(SSA) and local is selected, the drop down box has all the offices in the Local.
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Office phone- needs to be put in as it propagates to the grievance.
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Steward Name- Needs to be put in as it propagates to the grievance.
EMPLOYEE INFORMATION (INDIVIDUAL
GRIEVANCE ONLY)
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First and Last Name- Two fields that MUST be put in. As it propagates to the grievance
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Position- should be filled out as it propagates to the grievance.
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Grade- should be filled out as it propagates to the grievance.
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Rep By- Select Union/Self, which colors in block on grievance.
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Full Address- is for YOUR records, incase of loss of contact with grievant.
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Phone- is the grievant’s phone number, would be good to include.
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Email- is the grievant’s email address.
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“Add Additional Grievant” – Click this button to add multiple people to an individual
grievance. You can add as many as you want! After adding, you can easily delete them if
you need to, by clicking the red x.
UMG INFORMATION
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If the case is an UMG then the “employee information” box changes to a Union
Management Grievance (UMG) Language text box, to which you can put the pertinent
information as to who and where is being cited in the UMG.
GRIEVANCE DATES
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This section will calculate your grievance timeframe based on whether it is an Individual or Union
Management Grievance. (UMG) (15 work days vs. 25 work days)
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Date Violation Occurred- click the drop down box to display a calendar, from it, check the date that the
violation occurred.
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File by Date- Based on the type of grievance and the Date input in “Date Violation Occurred” the file by date
will change to the last day you have to file the grievance.
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Date Filed- This will be the actual date you filed the grievance. If the date is after the file by date, it will bring
up three questions.
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Is this an ongoing violation?- This will be answered yes or no, if you answer yes, it will put in the
grievance this is an ongoing violation.
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Mutual agreed time-frame extension?- This will be answered yes or no, if yes, you will need to put that
agreement into the record.
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Filed after EEO Informal investigation?- This will be answered yes or no, if yes, you will need to put
the final document into the record.
• If you put NO to all three, the grievance will need to be denied. (still working on getting the
system to say you are denied based on timeliness)
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Send Email Alerts/Send Text Alerts- check to receive those alerts based on your user profile information!
Uncheck to not receive them for yourself.
GRIEVANCE DETAIL SCREEN
ARTICLE/SECTION/PARAGRAPH VIOLATED
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Select an Article, and the Sections specific to that section will pop up, select the Section
and the Paragraph will pop up specific to that section!
ARTICLE/SECTION/PARAGRAPH VIOLATED
(CONT)
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Once you select the appropriate contract citation, click “Add” and it will add to the “Articles
Violated” Section. You can add as many as you need to. If you need to delete it, simply
click the red x and it will delete from the file.
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If you want to add specific laws, court cases, rules, etc. You simply add it in the
“Applicable Laws/Rules/Regulations, ETC. Text Box. All of which will add to the grievance.
ULP INSIDE OF A GRIEVANCE?
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To add a ULP portion to your grievance, answer “yes” to the Is an Unfair Labor Practice
being included? Question and a “Unfair Labor Practice Details:” Text box opens. There
you can write your ULP information directly into the narrative of the grievance.
GRIEVANCE TYPE
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The Grievance Types are derived directly from the Articles of the Contract. If your
grievance has a lot of one article, then use that article title to classify your grievance.
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Upon completion of the type, a “Sample Grievance Language Statement” Box opens, and
gives you the option to use language specific to that grievance type. (this is an option, if
you are seasoned, and want to write your own language, go to the next box, and fill in
what you would like. If you want to use the sample language hit the “add text” button for it
to move it to the grievance narrative box.
POTENTIAL WITNESSES
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The potential witnesses box was added to get you to think about who was around when
the violations occurred, so that you can have it to be part of the record. This helps in
situations where arbitration is a long time off from the violations.
STATEMENT OF REMEDY
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Select the types of remedy based on the type of grievance you have.
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Once selected; a “sample remedy language statement” text box with sample remedy
language. Just like before, this is sample language, if you want to have your own remedy
language, just write what you want. If you like the sample language, hit the “Add Text”
button.
SUPPORTING DOCUMENTS/ SEND APPROVAL
EMAIL.
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Hit the “Browse” button to add files to the record. Once uploaded, files will show in the
“current documents” area.
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Once finished, if your local structure decides, an email can be sent from this system to get
the approving official to see the grievance.
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By Default, the “Proceed to first step form” command is checked, if you want to wait on
the “first step” you can unclick it and save and finish.
STEP SCREENS
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Step 1,2, and 3 screens are all the same. As you can skip steps in the contract, you can
in this program as well. Further, there is the ability to record if there is an oral
presentation and written presentation and a way to attach a written presentation.
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IF YOU DO NOT SELECT YES IN ORAL PRESENTATION THE GRIEVANCE WILL SHOW
NO ORAL PRESENTATION, WHICH WE ALL KNOW MEANS MANAGEMENT WILL FAST
TRACK A DECISION.
STEP SCREEN CONT
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The date shown in “date filed” and the answer to the “is this inside or outside of
installation?” will calculate the respond by date. (That’s the date management is to get
with you to set up presentation/make a decision, 5 days inside installation, 10 days
outside)
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Further, the decision button will give you the options to show the decision made. We
suggest you give a short explanation in the decision explanation, so that your local can
see quickly what’s going on with a grievance.
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There is also an area to show if an information request was served at this step.
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The “Threshold issue?” button makes it so that you can show quickly if management
denied the grievance on a threshold issue.
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At the bottom, there is a spot to add more supporting documents, as well as a “comments”
spot for you to write whatever you would like about the grievance.
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To get to the next step, click the “step” button and click the “add step” button.
ARBITRATION SCREENS
ARBITRATION SCREENS
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This screen collects the important information about an arbitration.
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The Arbitration Type can differentiate between Traditional and Expedited. Based off the
answer to that question and the Date Arbitrator Assigned, will give you the sunset
scheduling date. (which is when the case must be heard by.
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The Document of Invocation can upload the invocation of arbitration. If you don’t have
one, you can select the template provided, to which you can work into an invocation.
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There is information for the arbitrator contact, which is reflected on the reference sheet.
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There is also extension information, the terms of extension, etc. From the answers to
these questions the Sunset Scheduling will change showing the new date.
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The appealing Decision question, will bring up a text box about when you appealed and to
where and their decision.
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You can also send a standard blanket notification of arbitration filing to agency contact
through the system, simply put in the email you must notify.
TO EDIT/DELETE A GRIEVANCE.
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From the Home Screen, Select “Edit”
TO EDIT/DELETE A GRIEVANCE
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Make your changes; then scroll to the bottom of the page and if updating/select “update
grievance” if deleting: select: “Delete this grievance” A warning user script will come up.
(pictured below) Select Yes, and it will delete. Select No to not delete the case.
QUESTIONS?
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If you have questions, please contact Ryan Gurganious, at [email protected]