9 Emergency Situations, 1 Tip Sheet to Keep Handy

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It’s a typical day at work. You’re reaching for your third cup of coffee when your desk phone rings. You answer it, stating your department and name, and an unknown person on the line tells you, “There’s a bomb in your building.” What would you do?

The San Diego County Office of Emergency Services (OES) has written up a handy flier with tips and a  checklist for every employee to print and keep at their desk in the event of an emergency. The sheet offers specific advice on what to do in a wide range of situations, including: a bomb threat; a suspicious object or mail package; an active shooter in the building; a crime in progress; a medical emergency; a fire; an earthquake; an evacuation; or a directive to shelter in place. Any decisions about whether to evacuate a County facility will be made by law enforcement on scene and in coordination with a facility manager. While these scenarios are unlikely, it’s best to be prepared.

“We are making this information available as part of a continued effort to promote workplace safety and security,” said Holly Crawford, OES director. “This is not the result of any specific or known threat to County facilities or personnel.”

The two-page flier is available here.

“The idea for employees is to print this out double-sided, review it and become familiar with it,” said Stephen Rea, OES assistant director. “Keep it close by your desk. In the case of a bomb threat, one of the recommendations is to get somebody’s attention. You can use the document—hold it up, and point to where it says Bomb Threat to alert other employees nearby while you are on the phone.”

So continuing the bomb threat scenario, here are the specific recommendations:  Stay calm and courteous and hear out the caller in case they give more information or make demands. Alert co-workers by holding up a piece of paper, or your flier, so that they can try to listen in and call 9-1-1 from another phone to report the information.

You should call 9-1-1 immediately if the caller hangs up quickly.

Do not interrupt the caller but do try to keep him or her on the line as long as possible. Try to note any background noise that could give a clue as to the caller’s location.

If possible, ask questions to keep them on the phone and to try to gather information even if you don’t expect them to tell you what you need to know. Ask him or her where the bomb is located, when it is set to explode, what it looks like, what it is made of, and what sets it off. Ask the person if he or she placed the bomb there and why they did it. Ask them where they are calling from and ask their name, in case they give it to you. These questions are listed on the flier.

A descriptive word list is also included on the flier for employees to reference when trying to describe what the caller’s voice sounded like when making the threat.

Another employee or a responding sheriff’s deputy can look at the information that you are writing down while you are still on the phone with the caller.

But is there anyone else in the department such as your supervisor, or in the building that you should notify as well?

“Yes, it’s important to notify 911 immediately, but it’s also important to notify other people in the County who can help everyone get back to work once it’s safe,” said Rea.

The flier includes an organizational chart showing who should be notified. Again, if you are on the phone with the caller, another employee can assist with these next steps.

The flier lists the safety protocol for evaluating and handling suspicious objects or mail as well as instructions for seven other emergency scenarios. Some of the advice listed may be familiar, but some scenarios such as an active shooter have been added due to increased frequency in other areas.

If you’re wondering now, in a case of an active shooter, the first choice is to run if you can escape safely. Leave belongings behind and help others along the way whenever possible. Call 9-1-1 after you are safe. If escape is not possible, hide, silence your cell phone and remain quiet. Your last resort is to fight--only if your life is in danger.

To read more about what you can do in the unlikely event of an emergency at work, please print out the flier.

Farmers Market Resumes at COC; New Sites Coming Soon

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The Farmers Market returns to the County Operations Center this week just in time to stock up on locally grown avocados to make guacamole and fresh veggies for your Super Bowl party.

Daily Harvest Market will resume selling half-priced, locally grown produce Thursday, Jan. 29. The farmers market is located in the plaza near the cafeteria at 5520 Overland Ave. Don’t forget to bring a reusable shopping bag.

The farmers market is made possible through a partnership with the County and its wellness partner Kaiser Permanente. It will be held on the last Thursday of each month at a new time—10:30 a.m. to 1:30 p.m.

The market at the COC has been an amazing success since opening in August. Hundreds of County employees shop the market each month to buy fruits and vegetables. And because the program’s been wildly successful, the Employee Wellness Program is looking to expand the farmers market to additional County facilities this spring.

While exact sites have yet to be determined, Wellness Coordinator William Erese is excited about plans to bring fresh produce to even more County employees.

“We’re examining several additional sites and look forward to making healthy eating convenient and affordable to more County employees,” Erese said.

IT Staff Improves Young Detainees’ Connection to Family

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IT Manager Adrian Gonzalez lead the project at East Mesa Juvenile Detention Facility that successfully installed WiFi so detainees could use Skype.

Using video chatting to allow young people in Probation’s custody to talk with a parent or guardian sounds like it should be an easy task, but it wasn’t. County information technology managers did not let that deter them.

“It’s something we’ve been thinking about for a while and something we wanted to do for some time,” said County Probation Chief Mack Jenkins. “I’m very satisfied that we were able to get over the hurdle on it.”

Ultimately, this is an example of how technology is helping County departments accomplish its goals to serve the public. In this case, it helps Probation keep young people who are in custody connected with their families. Contact with family has a positive impact on many youth’s behavior and gets them better prepared for the transition back to life in the community.

Nearly two years ago, Probation’s division chief at the East Mesa Juvenile Detention Center wondered if it would be possible for staff there to use video chatting to enable online family visits for the detainees. Staff had noticed that some youth never received visitors, and they sent a survey to detainees to find out if video calls could be a solution.

Read how the Skype solution has had a dramatic impact on one detainee’s behavior and outlook.

When IT manager Adrian Gonzalez initially looked into the concept, the cost of installing WiFi and the network security hurdles were both too high. But the technology kept advancing, so Gonzalez and Tralynn Riego de Dios, a department technology specialist for Probation, began to research new options. The increased availability of WiFi had driven costs down, and they were able to introduce the same WiFi system already in use at other County buildings to East Mesa at a low cost.

“What changed between then and now is the increased use of WiFi, and new ways of activating it,” said Gonzalez. “We were trying to find creative ways to solve the special needs for that institution.”

To make the video calls possible, staff set out to find cost-effective equipment that would also be easy enough for both youth and detention center staff placing the calls and monitoring the visits to use, Gonzalez said. Plus the video calls program had to be free to families. And because East Mesa contains concrete and steel walls, a non-commercial WiFi signal had to be placed in a location where it could penetrate that material without having to drill new holes—which would be costly. In the end, Gonzalez found an available area in the conference room in the visiting center.  Eventually, staff settled on Skype because it can run on every kind of device: computers, laptops, smart phones and tablets, he said.

Senior Probation Officer Claudia Legoretta said detention center staff work with parents to help them install the program at home or walks them through setting up an account on a public computer.

Staff looked at all the options and tested them out during the four-month development process, said Gonzalez.

After choosing which equipment to use, staff implemented the final solution in just over a month of work. Since the feature was added in July 2014, between six and 10 detained young people have taken advantage of the Skype visits every week, boosting their morale and improving their behavior.

Riego de Dios helped with the procurement and maintenance of the system, Gonzalez said. She also negotiated for support services in case something goes amiss.

Jenkins said the new reaction has been so positive that Probation would like to expand use of Skype family visits to the department’s other remote locations that house probationers.

“We want to expand it to the juvenile detention camps in the future,” said Jenkins.

Gonzalez, who took the lead on this project, was recently awarded the Probation IT Manager’s Association Employee of the Year. He works in the Public Safety Group, but said in his nearly 34 years at the County, he has worked in nearly every department in an information technology capacity.

A 17-year-old youth at East Mesa Juvenile Detention Facility video chats with his mother in Mexico using Skype.

 

Hitting the Streets to Count the Homeless

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 Michele Clock, PSG, holds up a marked map outlining a region she was responsible for checking.

Bleary-eyed with lack of sleep and bundled for the cold, hundreds of County employees hit the streets before dawn for the Point-In-Time homeless count Friday. The annual snapshot in time is designed to capture the number of people who literally have no roof over their head. The total tally is used to apply for federal funding to help this at-risk population.

County employees made up the largest group of volunteers, nearly a third of the total number. About 540 County employees registered to show up at one of 23 deployment centers in the region by 3:30 a.m. and begin scouting for homeless people from 4 to 7 a.m.

Several co-workers shared their impressions of the experience below. If you would like to add yours, please add them in the comments section.

Brian Hagerty, Community Services Group

“I went out on the Point-in-Time Count this morning with several fellow CSG Executive Office staff. We were assigned to the downtown area between Ash, 9th, Broadway, and State. There were a surprisingly high number of homeless individuals in that area, most of whom had nothing but a piece of cardboard and a blanket. After spending several hours out on the street, I realized how fortunate I was to have a comfortable home, a steady job, good health, and a network of family & friends ready to help me if I fell on hard times.”


Supervisor Dave Roberts joined members from Interfaith Community Services surveying homeless individuals in Escondido for the "We All Count" San Diego Regional Task Force effort to end homelessness.

Paulina Bobenrieth, Health and Human Services Agency

“It was a fantastic experience in South Region with so many community partners, residents and County employees gathered at the wee hours of the morning. We were all united, knowing that we were going to help bring resources to those with most need.”   


Supervisor Greg Cox sits on a sidewalk downtown interviewing someone as part of the Point-In-Time homeless count.

Tiffany Anderson, Public Safety Group

“As I was dressing this morning in multiple layers to ensure I did not get cold while I was out counting the homeless along my route, it struck me how incredibly fortunate I am to wake up in a warm bed, with a roof over my head and cupboards full of food. I cannot fathom the kind of life where there is so much uncertainty about basic needs: where I will sleep at night, will I be too cold/hot, when will I get my next meal? I am glad I was able to participate in a program aimed at bringing more resources to our region in order to combat homelessness in our communities; I simply hope that my small effort will go toward ensuring someone no longer has to worry about the many uncertainties that go hand-in-hand with their current situation.”


Melanie Tylke, Planning & Development Services 

“As a recent graduate of UCSD, it was great to contribute to this national research effort, where you know the data is needed and will be used to help make a difference in our research and funding initiatives across the nation.” 


No More Sign-up Needed for Onsite Fitness Classes

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Fitness classes are starting back up again and attending just got a whole lot easier. Returning fitness gurus, newbies and everyone in-between can now head straight to class. No sign-up is required!

Yoga, Zumba and boot camp classes start Monday, Jan. 26 at 10 County office locations: Behavioral Health Services, CAC, COC, Chula Vista, Edgemoor, Escondido, El Cajon, Housing & Community Development, Mills Building and Rosecrans. The full schedule is available on the Wellness website.

“We’re continuously working to make fitness more accessible,” County Wellness Coordinator William Erese said. “All you need to do now is show up and have fun.”

Wondering what to wear and bring to classes? For yoga classes, bring a yoga mat, towel and a bottle of water. Wear comfortable workout clothes. For Zumba and boot camp, also bring a towel and bottle of water because you will sweat. Zumba dancers and boot camp cadets should wear workout clothes and sneakers.

If you can’t make any of the classes, try the Dare to Stair 3 campaign. Skip the elevator and take the stairs. The campaign started this week and runs through Feb. 27. Review the guidelines and print out a log sheet before you start your ascend. Register on LMS by searching for “Dare to Stair.”

Also watch: Tracy Sandoval, Deputy CAO for FG3 and this quarter’s executive sponsor for the Wellness Program, shares how she stays healthy with her family. 

 

Step Right Up: Dare to Stair Registration Open

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Two County employees taking the stairs at their Mission Valley office building last year.

The holidays are well behind us and it’s time to make good on your New Year’s resolution to get moving and get fit. Stretch out your legs and sign up for the Dare to Stair 3 campaign. Registration is now open and the challenge begins Monday.

Skip the elevator. Take the stairs for a week, a month or even try for all of 2015.

For this year’s campaign, climbers are virtually heading back to the world’s tallest building—the Burj Khalifa in Dubai. Employee Wellness Coordinator William Erese said it takes approximately 40 minutes a week or 10 minutes a day, four days a week to climb 2,909 stairs, which is equivalent of climbing the Burj Khalifa.

"You don't need a gym membership to get active," said Erese. "You can climb stairs anywhere you have access to them."

Employees have six weeks to climb and keep a log of their activity.

Award Levels

  • 8,727 Stairs Climbed – 3 Burj Khalifah (Level 1)
  • 11,636 Stairs Climbed – 4 Burj Khalifah (Level 2)
  • 14,545 Stairs Climbed – 5 Burj Khalifah (Level 3)

Campaign Awards

  • Level 1 = reusable grocery bag
  • Level 2 = resistance band and hot/cold pack
  • Level 3 = sports bag

Let your fingers do the walking for now, head over to LMS and search for Stairwell Campaign to sign up.

Dare to Stair 3 runs through Feb. 27. Review the campaign guidelines and  print out a log sheet before you start your ascend. The last day to file your log sheet is March 6.

For more information, visit Employee Wellness website.

Sue Bang, Health & Human Services, submitted this photo to the County after she went on vacation and visited the Burj Khalifa.

W-2 FAQs

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Tax season is stressful for everyone. There are numbers to crunch, forms to fill out, addresses to update. Central Payroll is working hard to get your W-2s in order, and they can help you with answers to your questions. But you could be a really big help to them by checking out their list of frequently asked questions before picking up the phone and calling them.

Questions like “When will I get my 2014 W-2?” (they’re printed and mailed by Feb. 2, 2015), or “Can I obtain a duplicate W-2?” (Yes! You can print one immediately from PeopleSoft Self Service beginning Feb. 2, 2015).

View the complete list of FAQs with answers.

You can also access a reconciliation document to help walk you through your W-2 form. You can view and print it here. And there’s a demo showing how to calculate W-2 totals from pay advice data.

Visit Central Payroll’s InSite page for more information.                

Throwback Thursday: County Logology

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There’ve  been many logos that the County used before incorporating the current County seal, including the four-color design featured above.

Unit Manager Robert Laudy said the logo was designed for Public Works in the 1970s or early 1980s. Laudy said the logo originally had the words “Dept. of Public Works” across the center and was used on DPW vehicles. Dept. of Public Work was later removed to be used by other departments, he added.

You can see the logo in person in the “Wall of Signs” artifact display located near the elevators on the third floor of 5500 Overland Ave. at the County Operations Center.

Share your old photos and finds by emailing the County Communications Office.

 

Employees Share Their Productivity Tips

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A new year begins, and you promise to get yourself more organized.

With our busy lives, most of us could always use another suggestion on how to manage it all. We asked a few County employees, recognized by colleagues for their efficient ways, to share a few productivity tips. Everyone has different styles and different needs – pick out what works for you.

Have your own to share? Add it under Post a Comment at the end of the article.

Nicole Alejandre, Chief of Staff in Chief Administrative Office.

I subscribe to the Franklin Covey productivity model. Their 7 Habits always work for me. Over the years I’ve added some of my own routines to keep me organized.

  1. Fridays – plan next week’s meetings and action items to visualize the week ahead before you leave on Fridays.
  2. Calendar – schedule specific blocks of time on your calendar to complete important projects. Don’t have your email open while you are working on these projects. And don’t wait for the last minute to write that performance appraisal, develop a project action plan or read/review critical budget information.
  3. Microsoft Outlook – use your email inbox as a secondary reminder of your tasks to complete for the week; use your outbox for those items that are pending and need to be followed up on…watch that retention schedule…it’ll creep up on you!
  4. Notes/Minutes – transcribe notes from meetings while it is fresh in your mind and summarize all the action items with a deadline. Then start back at #1.
  5. Color Code – color code your folders for projects, action items, direct reports. By doing this you can see at a glance what needs to be done on a specific day, for a certain project or by a certain employee. It’s also helpful when you have a day full of meetings, you can just grab the right colored folder to be set for the day!


Wendy Patrick, Deputy District Attorney

Time is a terrible thing to waste. Time is the ultimate gift you can give to others, especially when they know you are busy. Managing my own time enables me to set aside more time in the day to focus on other people.  So, here are some of the ways I manage my time:

  • I do not have idle time blocks in my day. Whether working or playing, I use every minute. I do not mean multitasking, which leads to errors, but focusing on accomplishment.
  • Because I do not watch TV but am a news junkie, I always have Sirius radio on in the car to ensure I never miss anything. At the gym, it is National Public Radio on my iPhone.
  • My MacBook Air goes everywhere with me. So does my hotspot. IPhones are great, but being able to type with both hands instead of one finger saves hours of valuable time that can be used elsewhere.
  • My secret weapon to productivity: sleep. As much of it as I can get. When you are well-rested you can do anything.  

My motivation?  When I can manage my own time efficiently, I have more precious time to give to others.  


Darius Fattahipour, Applications Manager in Child Support Services

  • Project/Task scheduling and budget. When working on a complicated task or project with a duration of many months, break the project into smaller increments of tasks with deadlines of no more than 2–4 weeks. After each increment, check with your project stakeholders to confirm that what has been completed during the project increment matches with their requirements. This incremental approach reduces project risk as the longer a project schedule is, the more uncertainties (e.g., unavailability of resources, policy changes, etc.) will occur that impact schedule and budget.  
  • Project Status Meetings. Many project status meetings end up simply being report-outs that could easily be achieved via email or an on-line collaboration tool such as SharePoint. Instead, have project status meetings be working meetings where all stakeholders can collaboration on working out any project hurdles/constraints.
  • Swimlane Diagrams. Many projects involve multiple concurrent tasks/projects to occur – all of which can be dependent on each other. This can be difficult to display/communicate in your typical Gantt chart.  A better method is to use a swimlane diagram (see example), which shows a simple visual representation of the high-level project tasks for each project/task. This is a particularly effective means of communicating project constraints and schedule to an executive audience.
  • Silence. When working on a detailed assignment, try to surround yourself in silence in order to optimize your mind’s ability to focus on the task at hand.
  • Focus on one task. Contrary to popular belief, our minds don’t actually multitask. Try focusing on one task at a time and work on it till completion before moving to your next task.


Elena Lepule, Human Resources Services Manager

  • I go off of a to-do list.  I organize my assignments based on priorities (i.e. assignments from Director, Group, Unit, etc.).  As much as possible, I vary my work day and work on various assignments. This keeps my mind from becoming “bored.” I like to do pieces and parts of assignments – of course keeping within the allotted timelines/deadlines. 
  • As much as possible, I go outside during my breaks to get my blood/energy flowing. While outside, I do not think of work and/or my to-do work list.  If time doesn’t permit me to go outside, I leave my desk and visit a coworker.  I try to learn something new about a different person every day.
  • Before I leave the office for the day, I ensure I have replied to as many emails and voicemails as possible. If I did not get to respond, I let the person know the status of the response. With the remaining papers on my desk, I pile them into the priorities that are for the new day.
  • Before I reach my home, I clear my mind of work and focus on my family. We do not watch TV during the week, therefore, it allows all of us to discuss how our day was and to remind each other that tomorrow is a new day.

 
Have any tips you think your colleagues could benefit from? Add to Post a Comment below.