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Y O U R C I T Y . Y O U R N E W S . M A R C H 2 0 1 5
TAKE5
Page 2Microsoft Office for Home Use
Page 4Approve Time From Your Email
Page 6Flexible Spending Account Deadline
IN THIS ISSUE
Page 2BUZZWORTHY
Page 4PERSONAL TOUCH
Page 5CITY EXCHANGE OUT ON THE TOWN
Page 6KUDOS HEALTH + WELLNESS
CONTENTS
TABL
E OF
START PLANNING YOUR SUBMISSION TO THE NATIONAL ARTS PROGRAM EMPLOYEE ART EXHIBITWhether you are a professional artist or an amateur, we want to see your talent. Registration forms to participate in the exhibit were sent to employee mailboxes near the end of February. You can also find more information and register online at https://www.surveymonkey.com/s/15NAP.
The National Arts Program is a visual art exhibit open to all City of Tacoma employees, retirees, volunteers and their family members. This is a great chance to showcase your creative side, receive recognition, and possibly even win some money. It is free to participate! Ribbons, certificates of participation, and $2,400 in cash prizes will be awarded. The exhibit will be on display in the Tacoma Municipal Building and at Tacoma Public Utilities from May 1 to July 31.
This program is coordinated by the Community and Economic Development Department. For more information, contact Naomi Strom-Avila at [email protected] or (253) 591-5191.
TAKE5 MARCH 20152
NEWSBUZZWORTHY...APRIL
TRAI
NINGRequired Training
20 New Employee Orientation TMB 1444 8:30 a.m. - 3 p.m.
21 Domestic Violence Policy Awareness (Also Available Online) TMB 1444 9 - 9:30 a.m.
Discrimination/Sexual Harassment Prevention TMB 1444 9:30 a.m. - Noon
Cultural Awareness TMB 1444 1 - 4:30 p.m.
Computer Training9 Access 2010 Level 1
TPU Computer Training Room 8:25 a.m. - 4:30 p.m.
14 Visio 2010 Level 1 TMB 1530 8:25 a.m. - 4:30 p.m.
16 Excel 2010 Level 1 TPU Computer Training Room 8:25 a.m. - 4:30 p.m.
17 SharePoint 2013 Level 1 TMB 1530 8:25 a.m. - 4:30 p.m.
21 Excel 2010 Level 2 TMB 1530 8:25 a.m. - 4:30 p.m.
23 Outlook 2010 Level 1 TMB 1530 8:25 a.m. - 4:30 p.m.
General Training14 HR Process Training – Classification &
Reclass & Position Description Forms TMB 248 1:30 - 3 p.m.
15 HR Process Training – Classification & Reclass & Position Description Forms TPU Auditorium 1:30 - 3 p.m.
22 EQ Emotional Intelligence TPU ABS-B1 8:30 a.m. - 4:30 p.m.
Management Training8 SMF 300 – Personnel Policies/Labor
Relations TMB 1444 8:30 a.m. - 3 p.m.
...continued on page 6
MICROSOFT OFFICE FOR HOME USECity of Tacoma employees are eligible to participate in Microsoft’s Home Use Program (HUP) which allows you to obtain a licensed copy of Microsoft Office applications to install and use on your home PC or Mac for $9.95 plus sales tax. You may also purchase a backup DVD of the software for an additional fee.
Under the Home Use Program, City of Tacoma employees who are users of qualifying applications at work (e.g. Office) may acquire a licensed copy of the corresponding Home Use Program software to install and use on a home computer. You may continue using HUP software while you are a City of Tacoma employee and as long as the corresponding software you use at work is maintained via Enterprise Agreement.
Accessing the Microsoft HUP Website 1. Visit the Microsoft HUP website2. Enter your work email address and verify the program code is 77378E8BC73. Note: This program code is assigned to the City of Tacoma for our sole use.
Do not share this number with anyone outside our organization.4. Forward the confirmation email to your personal email address.5. On the computer you wish to install the software click the Buy Now button in the
confirmation email.6. Choose your copy of Office and click Add to Cart.7. You may also choose a backup DVD for an additional charge.8. Click Checkout and proceed with your payment.9. After payment you will see a Download link and Product Key.10. Copy the Product Key.11. Click on the Download Link.12. Once the download has completed begin the installation process.13. Enter the Product Key when requested.View the complete HUP purchasing instructions.
Questions and Comments For additional information please contact the Information Technology Service Desk via email or at (253) 591-2057.
TAKE5 MARCH 20153
NEWSBUZZWORTHY...OUTLOOK CHANGESOver the weekend of March 6, 2015, Information Technology will move all users to the new Exchange 2013 server. To ensure the process goes smoothly they are asking everyone to close Outlook before going home on that day.
On the following Monday, when Outlook is started back up, you will see this prompt:
Please click on OK, then close and restart Outlook as directed.
If Outlook was open when your mailbox was migrated, you may see this prompt twice. Simply restart Outlook again and it will start as normal.
OWA ChangesIf you only use the Outlook program this is the only change you will see. Most of the changes are in Outlook Web Access, which has been redesigned to ensure users have the same experience regardless of their browser choice.
OWA CHANGES(referenced in photo at bottom of this page)
A – Quick New Mail ButtonClick to create a new message.
B – Folder ListThis section shows the folders in your mailbox and other folders such as favorites and archive folders. To expand and collapse a folder, click its triangle icon. To show or hide the left-hand pane, click the >> or <<icon at the top.
C – Message ListThe message list contains each message in the current folder and displays the sender, subject (title) and first line of the message. Messages are normally grouped into conversations by default. Each entry in the list view has additional information, such as how many unread messages there are in a conversation and icons to show if there’s an attachment, flag or category associated with any messages in the conversation. If you select a conversation, you can then delete it, add a flag or add a category.
D – Reading PaneThe reading pane displays the conversation that you have selected.
E – TasksCreate, share and edit tasks.
F – Instant Search BoxUse this to search all of your messages by entering text that may match a sender or recipient’s name or a word or phrase in the title or body of a message. Use the filters below the search box to quickly find messages that are unread, include your name in the To or Cc lines or that have been flagged. In addition to the filters, you will see the name of the folder you are viewing and the view you have selected.
G – Action BarYou can respond to any message in the conversation by using the Reply, Reply All or Forward links above the message. You can access more actions using the menu.
H – Main ToolbarThe main toolbar contains shortcuts to Outlook (email), Calendar and People (contacts). You can also use this toolbar to access your settings, user profile or sign out of OWA.
USER GUIDE View the full User Guide to the new OWA for more details.
TAKE5 MARCH 20154
NEWSBUZZWORTHY...PERSONAL TOUCH
PERS
ONAL EMPLOYEES APPROVED
FOR DONATED LEAVEChiquata Elder Neighborhood and Community ServicesJacqueline Fuller Environmental ServicesTerry Nord Environmental ServicesNola Spice Wise Tacoma PowerKelley Carter Customer ServicesWilliam Warmoth Tacoma Public Utilities
If you wish to donate leave, please contact your timekeeper or Human Resources, (253) 591-5400, for a Sick Leave/Paid Time Off Donation Form.
CITY OF TACOMA JOBSFor the latest City of Tacoma job postings, and to submit an application, visit cityoftacoma.org/jobs. Occasionally, closing dates are revised. For additional assistance, call (253) 591-5400, Ext. 1.
APPROVE TIME FROM YOUR EMAIL WITHOUT THE NEED TO LOG ON TO SAPIn an effort to streamline and simplify processes, Information Technology is implementing a new system that enables managers and supervisors across General Government and Tacoma Public Utilities to approve their employees’ time through email.
How does it work?The new process sends system-generated email reminders to employees that request them to enter and release their time. Once done, an approval email is sent to the employee’s manager or supervisor to approve the submission. The approval email sent to the managers and supervisors includes the time information that was entered as well as the absence quotas for the employee. Email reminders are sent to employees starting on the Wednesday before the end of the pay period, and the approval emails are sent on the Thursday before the end of the pay period.
How would I approve time?Approvals are made using any device that has City-email access including desktops, laptops and mobile devices using Outlook, Outlook Web Access and mobile mail services.
When will the program begin?Tacoma Public Utilities employees, managers and supervisors should expect to receive these emails beginning March 18, 2015. General Government employees, managers and supervisors should expect to receive these emails beginning April 1, 2015. Information Technology will send out more information before the process begins.
TAKE5 MARCH 20155
GET OUTOUT ON THE TOWNMAROON 5 AT THE TACOMA DOMEThe Maroon 5 World Tour 2015 is coming to the Tacoma Dome on March 28 with special guests MAGIC! and Rozzi Crane. For more information please visit tacomadome.org.
Check out the special events calendar for more information on other upcoming events around Tacoma.
EXCHANGE
CITY There are no new items listed.
For full details about items available through City Exchange, please visit the Green Team site at gnet/greenteam, go to “Waste Reduction,” then “City Exchange.” Contact the Office of Environmental Policy and Sustainability at [email protected] or (253) 502-2223 if you would like to add or remove items from the list.
Would you like to see the great things your
department is doing highlighted in Take5? Have workplace tips, kudos, fun
stories and more that you’d like to share with your fellow employees? Submit content for the
April 2015 issue of Take5 by March 16 at 10 a.m. to [email protected]. If you have
general comments, questions or suggestions about Take5, contact Maria Lee in the Media
and Communications Office at [email protected] or
(253) 591-2054.
WE
WANT T
O HEAR FROM YOU!
NEWSBUZZWORTHY...PROTECT YOURSELF THIS TAX SEASON It’s tax season, which means it’s also
time for tax scams, with numerous
online scams that attempt to steal
people’s tax refunds, bank accounts,
or identities. Last year, the Internal
Revenue Service (IRS) estimates it
paid $5.2 billion in fraudulent identity
theft refunds in filing season 2013.
Websense Security Labs reported in
2014 it saw approximately 100,000
IRS-related scams in circulation every
two weeks. Learn more in the latest
Cyber Security Newsletter.
TAKE5 MARCH 20156
Occasionally, training schedules are revised. For the latest information, please view the Human Resources Department’s intranet site.
FEBRUARY TRAINING SCHEDULE continued from page 2
Safety Training16 Basic First Aid/CPR
TPU Auditorium 8 a.m. - 4 p.m.
21 Flagging Initial/Refresher TPU Auditorium 8 a.m. - 3 p.m.
22 Basic First Aid/CPR TPU Auditorium 8 a.m. - 4 p.m.
30 Forklift Training TPU Auditorium 8:30 - 10:30 a.m.
Environmental Training14 Reporting Illicit Discharges
TMB 1444 8:30 - 9 a.m.
FLEXIBLE SPENDING ACCOUNT DEADLINE FOR INCURRING HEALTH-RELATED EXPENSES IS MARCH 15Did you participate in the City’s 2014 flexible spending account plan? If you have the funds available in your health flexible spending account, you have until March 15, 2015 to incur health-related expenses that can be applied toward those funds. This grace period only applies to health-related expenses – not dependent care expenses. The deadline for incurring dependent care expenses was Dec. 31, 2014.
Claims for either health-related or dependent care expenses must be submitted by April 30 to Trusteed Plans Service Corporation. Contact your Benefits staff for a copy of the FSA Account Reimbursement Request form or download it here.
View your year-to-date contribution history by logging in with Trusteed . Use Group #45000 to register and create a new account if needed. Contact Trusteed’s customer service line at (253) 564-5611, Ext. 210 if you have questions regarding eligible claims. View a list of eligible medical expenses here.
Questions? Contact Benefits staff at [email protected] or (253) 573-2345, or view the FSA Summary Booklet for more details.
YOUR WELLNESS CREDIT If you completed your Health Compass by Jan. 31, 2015, your Wellness credit will appear on your first paycheck in March 2015. On this paycheck, you will see your March credit ($20 per eligible employee), in addition to retroactive credits for January and February.
YOUR BONUS WELLNESS AWARDIf you successfully completed your Health Compass between Jan. 1-31, 2015, not only do you qualify for the 2015 Wellness Incentive, but you also have the opportunity to choose a wellness-related award. There are over 50 different items to choose from!
To select your award, please view the O.C. Tanner Catalog and complete the Wellness Award Order Form.
Submit your form to Wellness Coordinator Shannon Carmody at [email protected] by no later than March 31, 2015.
GREATJOB!GREATJOB!KUDOS
WAY
TO
GO!
POINT DEFIANCE ZOO AND AQUARIUM APPRECIATIVE OF ENVIRONMENTAL SERVICES EMPLOYEE Environmental Services Source Control Representative Mark Schuler recently performed a sanitary and stormwater inspection at the Point Defiance Zoo and Aquarium. He was commended by the zoo for doing such a thorough inspection job, and educating staff on best practices for maintaining their site. “I encourage you to come out anytime to help us maintain our system,” they wrote.
BE WELLHEALTH + WELLNESS
