WFO LOX Overtime and Scheduling Guidance

Originally presented at LOX Staff Meeting on 10/18/2011, revised and presented at Lead Forecaster Meeting

on 12/19/11

Updated: 1/10/2012

We must be aware of our OT usage!!!

WFO Oxnard

The Issue and The Facts

• We are accumulating a high amount of OT/CT• Have the most populated CWA in WR, the 3rd

most populated in U.S.– High impact potential

• Marine responsibility, plus most TAFs of any WR office

• Complex terrain with marine influence– Multitude of weather phenomena for one event

• Weather events can last multiple days

The Goal

• Cannot set a goal % decrease– Requires accurate prediction of seasonal weather

• Maintain proper staffing levels to deliver quality service– We cannot afford to be understaffed– We cannot afford to be overstaffed

• Need to recognize when staffing levels do not match the magnitude of the event!– Also recognize when staffing for SL is not necessary – in

whole or in part• Not all of the SL shift is required to be filled. If weather allows to

fill part of the shift, then do it.

What to Watch Out For

• A common finding and recommendation among service assessments:

“FINDING 4: The XXX WFO did not have enough staff on duty to handle the workload during the event, including issuance of SVSs and LSRs.”

“RECOMMENDATION 4c: Regions should ensure all WFOs’ Severe Weather Operations Plans identify realistic staffing levels necessary to handle the workload during a severe weather outbreak.”

Source: Veteran’s Day 2002 Tornado Outbreak Service Assessment

Definitions• Non-Bargaining Unit: MIC, WCM, SOO, ESA, Physical Scientist• Bargaining Unit (BU): Everyone else• Rotating Shift Worker: Bargaining Unit employee whose

assigned shift or days off normally change from one administrative workweek to the next; and who is assigned to an office/unit which normally operates more than 5 days per week or 12 or more hours per day (CBA, Article 20, Section 2.A)– Note: Signed MOU between NWS and NWSEO identifies SSH as

rotating shift worker• Supernumerary (X) Shift: An entire shift, without a compensable

meal break, assigned to a rotating shift worker which is in excess of the basic operational requirements of the office/unit as determined by Management (CBA, Article 20, Section 3.B.1)

Source: NWS-NWSEO Negotiated Agreement (CBA, 10/25/01)

Filling Vacant Shifts in Fixed ScheduleBU = Bargaining Unit (non-BU = management)

• When management determines that a vacant operational shift is to be filled, the following priority is to be used:1. An employee on a supernumerary shift . The starting

time may only be changed up to two hours without overtime compensation, as per Section 3.B.4.

2. A BU employee on overtime, on a voluntary basis3. A non-BU employee, if available4. A BU employee on overtime on an involuntary basis

Source: NWS-NWSEO Negotiated Agreement (10/25/01)

Notes on CBA Article 20, Section 9

• Option #1– Plus or minus two hours so long as shift does not

start earlier than 6 am or end later than 6 pm– To fill PSU shift: If PSU-qualified employee on an X

shift is available (i.e., not involved in outreach over majority of shift), they should be used. Should not call in HMT on OT in this case.• OPL and SSH can be used if available (overall time

should not abused)

Notes on CBA Article 20, Section 9

• Option #3 (management)– If available

• Option #4 (non-voluntary)– Remember that this option is there.– Can have day shift stay later on OT, if necessary.

• If weather allows the option not to fill any or part of the SL shift, this is allowed (per WRH email on 12/7/11)– Other desks can fulfill SL shift duties– Can always call someone in if load turns out to be too heavy for

current staffing– Always remember there must be at least 2 people in the office

at all times for safety

Important Note on Moving X Shift• In fixed schedule, X shift must somehow be retained in schedule, whether it’s

worked, CTO, or AL– Legally, we work a fixed schedule, not a flex schedule!

• Cannot start X shift past 10 am!!– Must be completed between 6 am and 6 pm– In other words, say to fill a vacant swing shift, cannot just move X shift to 1400 -

2230. Employee can either take previously earned CTO or AL from 1000 to 1430, then work 1430 to 2230 (earn 4.2 OT/CT). Or work all of X shift from 1000 to 1800 and earn 4.2 OT from 1800 to 2230.

• One example of X shift filling vacant shift:– Me shift (2030-0630) calls in SL– Employee available to fill vacant shift is working an X shift the following day– Employee can fill vacant Me shift with straight OT/CT, but then must either work X

shift following day, or use CTO or AL for all or part of X shift. – Has option to earn CT to fill vacant shift, then turnaround and use that CT on X shift

following day. It’s up to employee!– Remember! Choice is up to employee!

• Still another option for filling vacant shifts covered...We are allowed to use CT earned in the same pay period!

Another Way to Fill Mid Shift

• Remember that any SL of 8 hours or more does not earn night differential, so...

• It’s Monday afternoon and employee #1 scheduled for Me tonight calls in sick for entire shift

• Employee #2 on Tuesday X shift• If employee #2 would like to, he/she can swap his/her X

with employee 1’s Me– Does not require ok from employee 1

• Can work to advantage of employee 2– Earns night differential

• Remember, which option to choose is up to employee!It’s up to employee #2 as to what option to choose: swap or OT/CT!

Another Way to Fill Swing Shift

• Remember that any SL of 8 hours or more does not earn night differential, so...

• It’s Monday morning and employee #1 scheduled for swing that afternoon calls in sick for entire shift

• Employee #2 is scheduled for an X shift on Monday and has not yet left for the office.

• If employee #2 would like to, he/she can swap his/her X with employee 1’s swing.– Does not require ok from employee 1

• Can work to advantage of employee 2– Earns night differentialIt’s up to employee #2 as to what option to choose!

Notes on Scheduled vs. Un-Scheduled OT and Night and Sunday Differential

• Scheduled OT will be assigned in an equitable manner• According to CBA:– Scheduled Overtime: Authorized work, in addition to Basic

Work Week, which is part of the fixed schedule. Night or Sunday Differential is authorized for scheduled overtime.

– Un-scheduled Overtime: Authorized work, in addition to Basic Work Week, which is not part of the fixed schedule. Night or Sunday Differential is not authorized for unscheduled overtime.

• Most, if not all, of our OT will be un-scheduled

OT for Weather

• Consider carefully and see big picture– Consider potential for impacts

• Some events happen regardless of event severity (e.g., 15-car pile up on the 5 in showers), so be careful to justify based solely on this potential

– Consider event rarity (e.g., tsunami, Dec 17-24 rain event)– Consider potential for short-fused statements (i.e., severe

weather)• Flood advisories and Nowcasts by themselves typically not considered

short-fused

– Consider potential for media attention– Consider how not having resources can noticeably degrade

service quality – Stagger product expiration times to avoid having to update all at

once

We cannot be under-staffed, and we cannot be over-staffed.

OT for Weather

• Can current resource duties be modified?– E.g., Fire weather desk assumes full radar watch, or hydro

responsibility– Work as a team – fire weather may have radar duty, but

the team must ensure fire weather products are issued• When weather is happening, prioritize and keep eyes

on the prize! – Keep AFDs and statements concise, minimize statement

segments if possible– Keep attention on weather problem of the day

• Use SSH if a hydro event, especially during normal operating hours

We cannot be under-staffed, and we cannot be over-staffed.

Note on OT for Fires (IMET coverage)

• Use OT rather than someone on X shift to cover IMET shift– Otherwise, other rules for filling a vacant shift

apply• Fire agencies know this is possible

Other Notes• SWOP being updated to reflect these reminders• To fill resource needs after hours, can use BU resource first, before

non-BU• OT/CT on back side of schedule must always have corresponding

reason checked on right side of OT/CT form• Management should be used, if available, during regular hours to

cover weather– Especially if no X shift available– Can be used as a first option

• Be aware of resources used for outreach and program management requiring off site travel– Always consider need to have more than one person traveling and

potentially earning CT

Event Schedule Procedures

• Event schedules are very useful, but are not binding– Typical “Best Practice” of NWS service assessments

• Know when to use them!

– Can release employee once no longer needed• Team effort in making this decision

– Can also cancel any plan for OT if determined it’s not needed– Management, lead forecaster, or shift lead must make decision on

amount of resources needed to effectively accomplish mission– Those indicated to come in on an event should call ahead of time to

confirm they are needed • Remember, if employee is called in for overtime, they are

entitled to a minimum of 2 hours once they arrive, even if he/she is not utilized the entire 2 hours– “Call Back Overtime” – CBA 20.7.B

Notes on Moving X/Q Shift and Canceled Leave in Fixed Schedule

• Cannot move X/Q shift side-to-side with oneself if in the fixed schedule– Critical to make changes while still in planning schedule

• MIC or AMIC may approve change if for special circumstance,– E.g., Moving X from Wednesday to Thursday for last-minute

program management responsibility (e.g., S290 class): Wednesday can become previously earned CT, Thursday will be CTE.

– But preferably it’s best to avoid these situations • Canceled leave becomes X/Q shift

Takeaway Thoughts

• We will follow NWS and CBA scheduling policies

• We must employ the appropriate staffing levels required to provide quality service and meet our mission of protection of life and property– We cannot afford to be understaffed– We cannot afford to be overstaffed