ER/LR User Manual

Using This Manual

The following formatting conventions are used in this manual to highlight important information:

• Italicized text indicates a location, for example a particular Folder, Tab, or Window.

• Bold text indicates a specific user action, such as clicking a button.

Acronyms

All acronyms used in this document are defined in the following table:  

1 ER/LR Overview

1.1 eCASE Employee Relations/Labor Relations

The eCASE Employee Relations (ER) Labor Relations (LR) system consolidates ER/LR activities under a single application, allowing you to log grievances, track arbitration and information requests, as well as employee-focused activities such as performance improvement plans and conducting reviews.  

All ER and LR Module case forms can be accessed via a single location in the Launch Pad. All

Employee Relations forms are contained in the Employee Relations Menu, while Labor Relations are contained in the Labor Relations Menu. Each module is described at a high level below:

• Employee Relations: ER Forms allows ER/LR specialists to file cases on specific employees. These cases include Administrative Grievances, Conduct Action, Counseling, Performance Action, Performance Improvement Plans, and Third Party Proceedings.

• Labor Relations: LR Forms track issues with the labor workforce and the relationship between employees and management. These cases include Arbitration, Request to Bargain, Information Requests, Unfair Labor Practice, and Grievance.  

• Investigation Inquiries: This menu option allows authorized users to initiate an investigation inquiry, and capture information about this case as the inquiry progresses into an Anti-Harassment case, Management Inquiry, or an Administrative Investigation.

• Configuration: The Configuration menu option is available only to Administrators. This is not a conventional case form, and instead allows authorized users to change the terminology of fields within case folders. Additionally, it allows authorized users to hide/show fields on the case form and to make required fields, as desired.  

The eCASE ER/LR Home Page is shown below. You’ll find a deeper UI breakdown in the eCASE UI section of this document.

The Home Page serves as a jump-off point for using the eCASE ER/LR features. For information about the general eCASE interface, please refer to the eCASE User Manual (accessible under Help in the upper-right of the eCASE dashboard).

1.2 User Manual

This User Manual is divided into the following topics:

• ER/LR Overview: An overview of the ER/LR System, eCASE, and this User Manual.

• Getting Started: Information on getting started using eCASE ER/LR.

• Employee Relations: All about the ER module, case types and actions.

• Labor Relations: All about the LR module, case types and actions.

• Investigation Inquiry: The Investigation Inquiry case folder and its lifecycle within ER/LR.

• ER/LR Configuration: Configure settings specific to the ER/LR application.

• Administration: A brief look at relevant Administration features in ER/LR.

1.2.1 Scope

The purpose of this manual is to introduce the user to eCASE ER/LR application, including all major functionalities and processes, to gain familiarity with the software and integrate it effectively into daily activities.

1.2.2 Disclaimer

This manual is designed to support the Commercial Off-the-Shelf (COTS) version of eCASE ER/LR. Due to the configurable nature of the application, the user experience may vary from what is presented within this manual. These instructions are intended as a guide for the general application concepts, which can generally be applied across all instances regardless of the actual page content.

In addition, the screens presented in this manual are from the perspective of an Admin user. This serves the purpose of showing the full breadth of available options. Due to permissions structuring, most users are not able to see all the options and settings presented in this manual. What a user can see and do in the application depends on the configuration set by the system administrator. For questions about a specific instance of eCASE ER/LR, please contact your organization’s eCASE ER/LR System.

2 Getting Started

This section walks you through the standard eCASE UI, including the dashboard and folder pages where you will spend the most of your time. Actions and buttons that are common across the system are described to help build familiarity with the system.

2.1 Login

To log in to eCASE, navigate to the eCASE Login screen. Your system administrator will provide you a hyperlink to access the eCASE Login screen. Enter your (1) Username and (2) Password in the Login screen and click (3) Sign In.

After login, the eCASE ER/LR Home Page appears. A breakdown of the Home Page UI is contained in the eCASE UI section.

2.2 eCASE UI

eCASE ER/LR is built on the core eCASE platform that underpins multiple powerful task management solutions. Therefore, it shares certain elements of the basic eCASE platform that

should be familiar to anyone who has used any other eCASE-based tools. An example of the eCASE ER/LR UI is shown below:

NOTE: The image above is provided as a sample and some aspects may not reflect yourspecific eCASE environment.

The eCASE ER/LR Home Page displayed above is annotated to indicate features native to the Home Page:

1. The Application Title. You can click this icon to return to the Home Page from any window.

2. A Quick Search bar, where you can perform quick searches on Case Folders, Documents or Contacts using a word search or an attribute search.  

3. The Application Selector icon, User menu, and Help links.

4. The Launch Pad, containing options to create a new contract file, search, inbox, and vendors.  

5. A Dashboard displaying open case folders and workflow tasks assigned to the user.

2.2.1 Contacts

Contacts are an important part of eCASE ER/LR. Employees and Representatives must exist as a Contact in eCASE ER/LR to be added to Employee Relations and Labor Relations case folder activities.

2.2.1.1 Search Contacts

Search existing eCASE ER/LR Contacts in one of two ways:

• Via the (1) Launch Pad.

• Via the (2) Quick Search bar.

The (1) Launch Pad provides more robust search options, while the (2) Quick Search bar allows you to execute quick searches of existing system contacts, within any eCASE page. See the Quick Search section for instructions on using Quick Search. To search using the Launch Pad Contacts feature:

1. From the Launch Pad, click Contacts > View > Search Contacts. The Search Contact screen appears.

2. Enter information into the fields in this window to create the search parameters. See Wildcard Search for information on using wildcards in search fields.

3. After entering search criteria, click Search to execute the search and return a list of matching Contacts.  

NOTE: Alternatively, you can click Search with all fields blank to return a list of all Contacts.

4. eCASE executes the search, and the Contact Search Results screen displays all matching Contacts, as shown in the example below:

2.2.1.2 Create Contacts

Contacts can be created in one of two ways:

▪ From the Launch Pad.

▪ During case initiation.

NOTE: It is recommended that contacts be created via the Launch Pad rather than within the case folder.

To create a contact from the Launch Pad:

1. Click Contacts > New, then select a Contact Type.

2. In this example, Employee is selected. After clicking Employee, the Employee Information screen appears.

3. Complete the fields on this page, providing as much detail as possible. Click Save to save the new contact.

NOTE: Contact details are automatically transferred to new case forms when creating cases, so providing information here can save time later.

4. The contact is now saved, and can be searched for and added to cases as needed.

2.2.2 Search Features

This section details some basic eCASE search features to assist in using the application.

2.2.2.1 Quick Search

The Quick Search feature, located at the top of the screen in the Navigation bar, allows you to quickly search and access documents or contacts from anywhere within eCASE.

Using the drop-down list within the Search field, select a category to quickly narrow down search results.

NOTE: The values present in this drop-down are configurable, and this field can be populated with the most frequently searched fields, as needed.

As an example, to search for a specific contact, select Contacts from the drop-down list. This confines the search to the Contacts section.

In the Search field, type a search term for eCASE to use when looking within Contacts. When this field is populated, click the Magnifying Glass icon to process the search. The Contacts screen appears, which displays the search results, as shown below:

2.2.2.2 Wildcard Search

eCASE provides a way to explore the contents of the Case Folder and Case Folder attachments utilizing user-defined queries. For example, you can search for the word "AINS" in every case and attachment that contains it. After searching, all references to the word are listed in the search results.

Search for a case by entering a key word or description related to the case, then click Search. The Search screen displays every case matching the search criteria. Wild Card Searches can also be used to search for a complete phrase. For example, the query *test case* finds the case that exclusively contain the phrase "test case." Alternatively, the following search combination can be used to find the same phrase:

• The search format “test case*” returns all results matching the terms starting with “test case”.

• The search format “*test case” returns all results matching the terms ending with “test case”.

• The search format “*test case *” returns all results exactly matching the term “test case”.

2.3 Form Selection

eCASE ER/LR has consolidated the ER and LR Modules into a single application, and all forms can be accessed via a single location in the Launch Pad. Click Main Menu to expand the selection options, and then click either Employee Relations or Labor Relations. Either selection will open a list of forms to select. Each form within these lists is described in later sections.

2.4 Advancing the Workflow

Case folder workflows are dependent upon your configuration, however workflows follow the same basic steps. To advance a case folder through the workflow:

1. Login to eCASE. Any case folders assigned to you appear in your Inbox widget. Click the Folder ID to open the case folder.  

2. The case folder appears. Click the Assignments tab.  

3. Workflow tasks assigned to you feature a green square adjacent the task name. Perform the assigned task and then click the task. Select Continue from the Actions drop-down list.  

4. The Select Next Task pop up window appears. Select the Next Activity radio button and click Select.

5. The Assign Task pop up window appears. Select the Assignee Type from the drop-down list.

NOTE: This example will utilize the User Assignee Type.

6. Click the lookup and select the assigned User.

7. Select the Due Days Type from the drop-down list.

8. Enter the number of Due Days in the field.

9. Configure any assignment settings in the Advanced tab, if desired.  

10. Click Assign. The pop up window updates to display the Send Email workspace.

11. Update the information in the Message workspace to reflect the details of the task assigned.

12. Click Continue.  

The pop up window closes, and the Assignments tab refreshes to display the updated assignments.

2.5 Closing a Case Folder

Once a case reaches the last task in the workflow, the task can be completed, and the case folder can be closed. To close a case folder:

1. Login to eCASE. Any assigned case folders appear in your Inbox widget. Click the Folder ID to open the case folder.  

2. The case folder appears. Click the Assignments tab.  

3. Workflow tasks assigned to you feature a green square adjacent the task name. Perform the required task and then click the assigned task. Select Close from the Actions dropdown list.  

4. If the case folder features attachments or documents, a pop up window appears and prompt you to deliver the documents before closing. Click OK.

5. The Deliver Documents pop up window appears. Configure the message details and click Send.

6. A pop up window appears, asking if you want to close the folder. Click OK. The case folder is now closed.

3 Employee Relations

The Employee Relations menu allows ER Specialists and ER Managers to file ER-related forms. The Employee Relations menu employs six out-of-the-box (OOTB) Case Types for filing ERrelated forms. These ER Case Types include:

• Administrative Grievance

• Conduct Action

• Counseling

• Performance Action

• Performance Improvement Plan ▪ Third Party Proceedings

3.1 Administrative Grievance

An Administrative Grievance case type is typically used to capture grievances filed by employees who are not a part of a union.

3.1.1 Create an Administrative Grievance

Follow the steps below to create a new Administrative Grievance:

1. Within the Launch Pad, click Main Menu > Employee Relations > Administrative Grievance. The New Folder screen appears.

2. Click the Employee Name lookup.

NOTE: The Employee Name lookup is a Contact Search. Users must exist as a Contact before they can be selected in a case folder.

3. The Search for Contact screen appears. Enter any relevant search data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

5. Select the employee for whom to file Administrative Grievance, and then click Select. The Search Contact pop up window closes, and the selected Contact populates the Employee Name field. In addition, the contact’s details are automatically populated into the corresponding fields.

6. Click Save. The Administrative Grievance folder appears.

NOTE: For Contacts with prior Administrative Grievance records, these appear within the Prior Disciplines section and feature links to the other associated Conduct Actions.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the next sections for more information about completing an Administrative Grievance.

3.1.2 Filing an Administrative Grievance

In addition to contact-related fields, the Administrative Grievance form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. These fields are described in the following table:

NOTE: After making any changes to the details on this tab, click Save to save the updated case folder before navigating away from the page.

3.1.3 Administrative Grievance Steps

The Administrative Grievance Steps tab is present within each Administrative Grievance folder, allowing you to log steps in a multi-part Administrative Grievance filing process. These steps account for actions, meetings, and decisions in the filing process.

1. To access the Administrative Grievance Steps, open an existing Administrative Grievance case folder and navigate to the Administrative Grievance Steps tab, highlighted below:

2. The Administrative Grievance Steps tab appears. This tab allows you to log up to three Administrative Grievance Steps. Each Grievance Step will be completed by a different member of management. The fields under Step 1 are described in the table below.

The following table displays a list of fields available within the tab:

1. In addition to Step 1, there are sections to file Step 2 and Step 3. Fields under these steps have the same attributes as Step 1, however are applied to the second and third Administrative Grievance Steps, respectively, which are completed by other supervisors.

NOTE: The Issue(s) Grieved and Remedy Requested fields are only located under Step 1, as these selections apply to all Grievance Steps in the tab.  

2. Click Save.

3.1.4 Administrative Grievance UI

The primary tab for capturing Administrative Grievance details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

3.2 Conduct Action

Employee conduct may sometimes require responsive actions, referred to in the ER/LR system as Conduct Action Cases.

3.2.1 Create a Conduct Action

Follow the steps below to create a new Conduct Actions:

1. Within the Launch Pad click Main Menu > Employee Relations > Conduct Action. The New Folder screen appears.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Conduct Action, only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the example above. Click Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

3. The Search for Contact screen appears. Enter any relevant data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

5. Select the employee for whom to file Conduct Action, then click Select. The Conduct Action screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details are automatically populated.

6. Click Save. The Conduct Action folder appears.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

3.2.2 Filing a Conduct Action

In addition to contact-related fields, the Conduct Action form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. These fields are described in the following table:

NOTE: After making any changes to the details on this tab, click Save to save the updated case folder before navigating away from the page.

3.2.3 Conduct Action UI

The Conduct Action tab is used to capture Conduct Action details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

3.3 Counseling

The Counseling Case Type is used to track employees who had been counselled verbally or whose leave has been restricted. Leave Restriction is a status that results from suspected leave abuse.

3.3.1 Create a Counseling Case

Follow the steps below to create a new Counseling:

1. Within the Launch Pad, click Main Menu > Employee Relations > Counseling. The New Folder screen appears.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Counseling, only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the example above. Click the Employee Name Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

3. The Search for Contact screen appears. Enter any relevant data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

5. Select the employee for whom to file Counseling, then click Select. The Counseling screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details may be automatically populated.

6. Complete any additional fields.  

7. Click Save. The Counseling folder appears.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

3.3.2 Filing a Counseling Case

NOTE: The majority of the fields in a counseling case folder are Contact related fields, and may be automatically populated after selecting the Employee.

In addition to contact-related fields, the Counseling form has fields to capture more case folder information. Complete these fields as the case folder progresses through the workflow.

These fields are described in the following table:

NOTE: After making any changes to the details on this tab, click Save to save the updated case folder before navigating away from the page.

3.3.3 Counseling UI

The Counseling tab is used to capture Counseling details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

3.4 Performance Action

The Performance Action (432) form is used to document employees who do not meet performance expectations, and to document proposed and recommended actions in response.

3.4.1 Create a Performance Action

To create a new Performance Action:

1. Within the Launch Pad, select Main Menu > Employee Relations > Performance Action. The New Folder screen appears.

1. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Performance Action form, only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the example above. Click Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

2. The Search for Contact screen appears. Enter any relevant data in the available search fields.

3. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

4. Select the employee for whom to file the Performance Action, and click Select. The Conduct Action screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details are automatically populated.

5. Complete any additional fields.

6. Click Save. The Performance Action folder appears.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

3.4.2 Filing Performance Action

In addition to contact-related fields, the Performance Action form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. The Performance Action Details fields are described in the following table:

NOTE: After making any changes to the details on this tab, click Save to save the updated case folder before navigating away from the page.

3.4.3 Performance Action UI

The Performance Action tab is used to capture Performance Action details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

3.5 Performance Improvement Plan

Some employees may be placed on a Performance Improvement Plan (PIP) to assist in raising employee performance to the required standard. This section includes details on creating and working with PIPs.

3.5.1 Create Performance Improvement Plan

To create a new Performance Improvement:

1. Within the Launch Pad, select Main Menu > Employee Relations > Performance Improvement Plan. The New Folder screen appears.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Performance Action Plan only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the screen above. Click Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

3. The Search for Contact screen appears. Enter any relevant data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

5. Select the employee for whom to file the Performance Action, and click Select. The Conduct Action screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details are automatically populated.

6. Click Save. The Performance Improvement Plan folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action.

3.5.2 Filing Performance Improvement Plan

In addition to contact-related fields, the Performance Improvement Plan form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. The PIP Details fields are described in the following table:

Reasonable Accommodation Information may be available for Performance Improvement Plan case folders, depending upon your organizations configuration. If desired, the ability to capture basic information on a Reasonable Accommodation can be captured by enabling the RA fields during configuration.

After making any changes to the details on this tab, click Save to save the changes before navigating away from the page.

3.5.3 Performance Improvement Plan UI

The Performance Improvement Plan UI tab is used to capture Performance Improvement Plan and Reasonable Accommodation details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

3.6 Third Party Proceedings

The Third Party Proceedings Case Type captures information for representatives of an agency or an employee which is also linked to proceedings outside of the ER/LR system. The Third Party Proceedings case type resides within the ER Menu, however it can be used for Labor Relations cases as well.

3.6.1 Create a Third Party Proceeding

Follow the steps below to create a new Third Party Proceeding:

1. Within the Launch Pad, click Main Menu > Employee Relations > Third Party Proceedings. The New Folder screen appears.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Third Party Proceeding only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the screen above. Click Lookup.

NOTE: The Employee Name lookup is a Contact Search. Users must exist as a Contact to be selected.

3. The Search for Contact screen appears. Enter any relevant data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

5. Select the employee for whom to file Third Party Proceeding, and click Select. The Conduct Action screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details are automatically populated.

6. Click Save. The Third Party Proceeding folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

3.6.2 Filing a Third Party Proceeding

In addition to contact-related fields, the Third Party Proceeding form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow.  These fields are described in the following table:

After making any changes to the details on this tab, click Save to save the changes before navigating away from the page.

3.6.3 Third Party Proceedings UI

The Third Part Proceedings tab is used to capture Third Party Proceedings details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4 Labor Relations

The Labor Relations menu allows LR Specialists and LR Managers to file forms related to Labor Relations. The Labor Relations menu employs five out-of-the-box Case Types for filing LR related forms. These case types include:

• Arbitration

• Request to Bargain

• Information Requests

• Unfair Labor Practice

• Grievance

• FLRA Petitions

• Union Notice

• Pre-Decisional Involvement

Each of these standard case types is described in the following sections.

4.1 Arbitration

An Arbitration case is the escalation of an unresolved Grievance. An Arbitration must be attached to a Grievance, and some Grievance-related data remains associated to the case when escalating to Arbitration.

This section provides guidance on creating and working with Arbitration cases.

4.1.1 Create an Arbitration

Arbitration cases are created in one of two ways:

• From the Launch Pad

• Escalated from an existing Grievance

For details on escalating a Grievance, see the Escalate to Arbitration section. Follow the steps below to create a new Arbitration:

1. Within the Launch Pad, click Main Menu > Labor Relations > Arbitration. The New Folder screen.

2. An Arbitration must be associated with a preceding Grievance. Click the Assignments tab.

3. Click Link Folders.  

4. The Search Folders pop up window appears. Configure the search criteria and click Search.

5. The system returns a list of case folders matching the search criteria. Select a folder and click Select.

6. The newly selected case folder appears in the Linked Folders section.  

7. Select the Management Representative using the lookup.

NOTE: The Management Representative lookup is a Contact Search. Users must exist as a Contact to be selected.

8. The Search for Contact screen appears. Enter any relevant data in the available search fields.

9. Click Search. The Select Contact screen appears, listing search results which meet the criteria.

10. Select the employee for whom to file Administrative Grievance, then click Select. The Arbitration screen reappears with the selected Contact populating the Employee Name field. In addition, the contact’s details are automatically populated:

11. Click Save. The Arbitration folder appears.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following subsections for more information about completing an Arbitration case folder.

4.1.2 Filing an Arbitration

In addition to contact-related fields, the Arbitration form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow.

The fields are described in the following table:

After making any changes to the details on this tab, click Save to save the changes before navigating away from the page.

4.1.3 Arbitration UI

The Arbitration tab is used to capture Arbitration details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.2 Request to Bargain

The Request to Bargain case type is utilized when a demand is submitted by a union, and this folder tracks the negotiations and outcome of the union demand.

4.2.1 Create a Request to Bargain

Follow the steps below to create a new Request to Bargain:

1. Within the Launch Pad, click Main Menu > Labor Relations > Request to Bargain. The New Folder screen appears.

2. The New Folder screen appears. Select the Union Name from the drop-down list.

3. Enter information about the Identification of Change in the free text field.  

4. Click Save to save the new Third Party Proceeding folder.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.2.2 Filing a Request to Bargain

In addition to contact-related fields, the Request to Bargain form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. The fields on the form are described in the following table:

After making any changes to the details on this tab, click Save to save the changes before navigating away from the page.

4.2.3 Request to Bargain UI

The Request to Bargain tab is used to capture Request to Bargain details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.3 Information Request

While processing LR cases, information requests may be required to fully and successfully close these cases. The LR Module has a separate Information Request case type to handle these requests. This section provides information about creating and filing Information Requests.

4.3.1 Create an Information Request

Follow the steps below to create a new Information Request:

1. Within the Launch Pad, click Main Menu > Labor Relations > Information Request. The New Folder screen appears.

The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Information Request, only the required fields must be completed. These are denoted with a red outline.

NOTE: The Union Representative lookup is a Contact search. Users must exist as a Contact to be selected.

2. Click the Union Representative(s) lookup. The Search for Contact screen appears. Enter any relevant data in the available search fields.

3. Click Search. The Select Contact screen appears.

4. Select the specialist for whom to assign the request, and click Select. The New Folder screen reappears with the selected Contact populating the ER/LR Specialist field.

5. Select the Union that is submitting the Data Request from the drop-down list.

6. Complete the Information Requested field. Include as much information as possible to ensure the best results.

7. Click Save to save the new Information Request.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.3.2 Filing Information Requests

In addition to contact-related fields, the Information Request form has fields to capture case folder information. Complete these fields as the case folder progresses through the workflow.

These fields are described in the following table:

After making any changes to the information in this tab, click Save to save the changes before navigating away from the page.

4.3.3 Information Request UI

The Information Request tab is used to capture Information Request details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.4 Unfair Labor Practice

An Unfair Labor Practice (ULP) case is the reporting and review of alleged unfair labor practices. This section provides information about creating and working with Unfair Labor Practice cases.

4.4.1 Create an Unfair Labor Practice Case

Unfair Labor Practice case folders are initiated from the Launch Pad. Follow the steps below to create a new ULP:

1. Within the Launch Pad, click Main Menu > Labor Relations > Unfair Labor Practice. The New Folder screen appears.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the ULP, only the required fields must be completed. These are denoted with a red outline, for example on Employee Name in the example above. Click the Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

3. The Search for Contact screen appears. Enter any relevant data in the available search fields.

4. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.  

5. Click the employee for whom to file a ULP, and then click Select.  

6. The Unfair Labor Practice screen reappears with the selected contact populating the Employee Name field. In addition, the contacts details are automatically populated.  

7. Click Save. The Unfair Labor Practice folder appears.

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.4.2 Filing an Unfair Labor Practice

In addition to contact-related fields, the Unfair Labor Practice form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. These fields are described in the following table:

After making any changes to the details on this tab, click Save to save the changes before navigating away from the page.

4.4.3 ULP UI

The ULP tab is used to capture Unfair Labor Practice details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.5 Grievance

Employee Grievances can be files through eCASE Labor Relations. Credentialed LR users can start and process a Grievance case. The Grievance form allows for qualified users to create an Arbitration case for use during the processing an employee grievance.

4.5.1 Create a Grievance

NOTE: A grievance can also be created from a Conduct Action or Performance Action case folder if the case folder is grieved by a union employee.

Follow the steps below to create a new Grievance:

1. Within the Launch Pad and select Main Menu > Labor Relations > Grievance. The New Folder screen appears.

2. Select the Type of Grievance from the drop-down list.

NOTE: The selection made in the Type of Grievance drop-down determines the fields available in the case form. The following procedure will utilize the Employee selection.

3. Complete the remaining fields.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

4. Click the Name of Union Representative lookup.

5. The Search for Contact screen appears. Enter any relevant data in the available search fields.

6. Click Search. The Select Contact screen appears, listing search results which meet the entered criteria.

7. Select the employee for whom to file a Grievance, and then click Select. The Grievance screen reappears with the selected contact populating the Name of Grievant field. In addition, the contact’s details are automatically populated into the corresponding fields:

8. Click Save. The Grievance folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.5.2 Filing a Grievance

In addition to contact-related fields, the Grievance form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow.

These fields are described in the following table:

NOTE: The Grievance tab also includes a Create Arbitration button. This escalates the case to Arbitration.

4.5.3 Grievance Steps

A Grievance Steps tab is present under each Grievance folder, allowing you to log steps in a multi-part Grievance filing process. These steps account for actions, meetings, and decisions in the filing process.

1. To access Grievance Steps, open an existing Grievance and navigate to the Grievance Steps tab, highlighted below:

2. The Grievance Steps tab appears. This tab allows you to log up to three Grievance Steps. Each Grievance Step will be completed by a different member of management. The fields under Step 1 are described in the table below.

The following table displays a list of fields available within the tab:

3. In addition to Step 1, there are spaces to file Step 2 and Step 3. Fields under these steps have the same attributes as Step 1, however are applied to the second and third Grievance Steps, respectively.

NOTE: The base of the Grievance Steps tab features the Appeal section, which contains the Invoke to Arbitration radio button, and a hyperlink to any arbitrations created from this case folder. Selecting Yes in the Invoke to Arbitration radio button can be used to create an Arbitration case folder from this Grievance folder.

4. Click Save after completing or editing any fields under Grievance Steps.

4.5.4 Escalate to Arbitration

In some cases, a Grievance may lead to Arbitration. The Grievance Steps tab includes a Create Arbitration button to easily move Grievances to Arbitration without recreating existing case information. Follow the steps below to escalate a Grievance:

1. In an existing Grievance, open to the Grievance Steps tab, then select Yes radio button in the Invoke to Arbitration field.

2. The workspace refreshes, and displays additional fields within the Appeal workspace. Use the date picker to select the date written request for Arbitration was submitted.  

3. Clicking Create Arbitration.  

4. The following pop up confirmation appears. Click Yes.

5. The workspace refreshes and the following pop up window appears. Click OK.  

6. The new Arbitration case number is displayed in the Appeal section of the Grievance Steps. Click the Case Number to navigate to the new Arbitration case folder.  

7. The new Arbitration case folder appears in a new tab. You can click the Grievance Case Number to return to the originating Grievance case folder.  

The Arbitration can now be advanced. See the Arbitration section for more information.

4.5.5 Grievance UI

The Grievance tab is used to capture Grievance details. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.6 FLRA Petitions

Federal Labor Relations Authority (FLRA) Petitions are used to track the filing and completion of a petition to resolve any matter related to the representation of employees, such as elections, unit clarifications/amendments/decertification and accretions. FLRA petitions can be filed by Unions, Agencies, or by the employee themselves.

4.6.1 Create an FLRA Petition

Follow the steps below to create a new FLRA Petition:

1. Within the Launch Pad, click Main Menu > Labor Relations > FLRA Petitions. The New Folder screen appears.

NOTE: The FLRA Folder ID is an identifier used to track the petition as it progresses through an external tracking system.

2. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the FLRA Petition only the required fields must be completed. These are denoted with a red outline, for example on Received Date in the screen above. Select the Received Date using the date picker.

3. Click the Specialist lookup.

4. The Select Item screen appears. Select a Specialist radio button and click OK.

5. The pop up window closes and the selected Specialist appears in the field. Complete any remaining required fields and click Save. The FLRA Petition folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.6.2 Filing FLRA Petitions

In addition to contact-related fields, the FLRA Petition form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow.  These fields are described in the following table:

4.6.3 FLRA Petition UI

The FLRA Petition tab is used to capture FLRA Petition details.

The FLRA Petition – Case Details tab is used to capture information about the decision of the petition/actions completed after the decision.  

The FLRA Petition – People Involved tab is used to capture information about individuals involved with the FLRA petition as the case progresses. This tab contains a repeating table, allowing you to add as many users as necessary. You can add a new row to the workspace by clicking Add Person.

The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.7 Union Notice

A Union Notice is an official notification sent to a union to notify them about an upcoming change in policy.

4.7.1 Create a Union Notice

Follow the steps below to create a new Union Notice:

1. Within the Launch Pad, click Main Menu > Labor Relations > Union Notice. The New Folder screen appears.

NOTE: There are no required fields associated with a Union Notice.

2. Complete the fields in the blank form and click Save. The Union Notice folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.7.2 Filing Union Notices

In addition to contact-related fields, the Union Notice form has fields to capture additional case folder information. Complete these fields as the case folder progresses through the workflow. These fields are described in the following table:

4.7.3 Union Notice UI

The Union Notice tab is used to capture Union Notice details. See previous sections for details on this tab. The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

4.8 Pre-Decisional Involvement

A Pre-Decisional Involvement (PDI) is the voluntary involvement of a union prior to a final decision being made on a matter by management. Changes in policies that affect an employee will be sent to the union and they have the right to request changes to the policies.

4.8.1 Create a Pre-Decisional Involvement Case Folder

Follow the steps below to create a new Pre-Decisional Involvement:

1. Within the Launch Pad and select Main Menu > Labor Relations > Pre-Decisional Involvement. The New Folder screen appears.

2. Select the Received Date using the date picker.

3. The New Folder screen includes various data fields, both required and optional. For the purpose of initiating the Pre-Decisional Involvement, only the required fields must be completed. These are denoted with a red outline, for example on Received Date in the example above. Click the Specialist Lookup.

NOTE: The Employee Name lookup is a Contact search. Users must exist as a Contact to be selected.

4. The Select Item pop up window appears. Select a specialist radio button and click OK.

5. Click Save. The Pre-Decisional Involvement folder appears.  

The folder is assigned a Folder ID, as highlighted above. The folder is now ready for further action. See the following section for more details.

4.8.2 Filing Pre-Decisional Involvement Case Folder

In addition to contact-related fields, the Pre-Decisional Involvement case folder features the Pre-Decisional Involvement Case Details tab, which is used to capture the progress of the case.

The fields contained in this tab are described in the following table:

4.8.3 Pre-Decisional Involvement UI

The Pre-Decisional Involvement People Involved tab is used as a repository to store the contacts and people involved with the Pre-Decisional Involvement case folder. This tab contains a repeating table, allowing you to add as many users as necessary.

The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

5 Investigation Inquiry

The Investigation Inquiry case type is a newly added case folder within ER/LR. An

Investigation Inquiry case folder is used to capture an investigation into an employee prior to an action being taken against them. An Investigation Inquiry case folder can be changed into 3 different sub case types:  

• Anti-Harassment: This case type is used for cases with individual founds to be harassing employees/ or need to be investigated as they are not guilty yet.

• Administrative Investigations: This case type is used for major conduct actions reported that need to be investigated.

• Management Inquiry: This is for suspected wrongdoing of an employee, but is less serious.  

The sub case type is determined by selecting the Yes radio button adjacent the Should an inquiry be launched field. Selecting yes prompts a new field to appear, allowing you to select a sub case type from the Type of Inquiry drop-down list. Select a sub case type, and click Save.

5.1 Create an Investigation Inquiry

Follow the steps below to create a new Pre-Decisional Involvement:

1. Within the Launch Pad and select Main Menu > Investigation Inquiry > Inquiry Intake. The New Folder screen appears.

2. Select the Received Date using the calendar select.

3. Complete as many additional fields as possible.  

4. If you select Yes under (A) Should an Inquiry be Launched?, you can also select the (B) Type of Investigation.

5. Click Save. The Investigation Inquiry folder appears.  

The folder is assigned a Folder ID, as highlighted above.

5.2 Launching an Inquiry

After creating an Investigation Inquiry, the folder is now ready for further action.

1. Additional fields appear after creating the Investigation Inquiry case folder. Select the Yes radio button in the Should an Inquiry be launched field to create an Inquiry. The workspace refreshes and the Type of Inquiry drop-down list appears.

2. Select the Type of Inquiry from the drop-down list. This selection will govern what workflow the Inquiry completes.  

3. Click Save. A button appears to create the sub-case type selected from the Type of Inquiry drop-down list. Each of these case folders are captured in the following sections.

5.3 Anti-Harassment

5.3.1 Create an Anti-Harassment Inquiry

The Anti-Harassment sub case type is created by selecting Anti-Harassment from the Type of Inquiry drop-down list and clicking Create Anti-Harassment.

NOTE: The Type of Inquiry drop-down list appears within an Inquiry case folder after selecting Yes in the Should an Inquiry be launched radio button field.

4. After clicking Create Anti-Harassment, a confirmation window appears. Click Yes to create an Anti-Harassment case folder.

5. The workspace refreshes and a pop up window appears, indicating the Anti-Harassment case folder has been created and indicating the case number. Click OK.  

6. The pop up window closes, and the application displays a link to the new AntiHarassment case folder. Click the Case Number.  

7. The workspace refreshes to display the Anti-Harassment case folder, containing the case information inherited from the Harassment Inquiry.  

5.3.2 Anti-Harassment UI

The Anti-Harassment tab is used as a repository to store the case information and personnel associated with the Anti-Harassment case folder. Complete fields within this tab as the case progresses. Additionally, the base of this tab features a hyperlink back to the originating Harassment Inquiry case folder.

The standard eCASE Attachments, Assignments, and Case Notes tabs are also provided.

5.4 Management Inquiry

5.4.1 Create a Management Inquiry

The Management Inquiry sub case type is created by selecting Management Inquiry from the Type of Inquiry drop-down list and clicking Create Management Inquiry.

NOTE: The Type of Inquiry drop-down list appears within an Inquiry case folder after selecting Yes in the Should an Inquiry be launched radio button field.

8. After clicking Create Management Inquiry, a confirmation window appears. Click Yes to create a Management Inquiry case folder.

9. The workspace refreshes and a pop up window appears, indicating the Management Inquiry case folder has been created and indicating the case number. Click OK.  

10. The pop up window closes, and the application displays a link to the new Management Inquiry case folder. Click the Case Number.  

11. The workspace refreshes to display the Management Inquiry case folder, containing the information inherited from the Investigation Inquiry.  

5.4.2 Management Inquiry Intake

The Management Inquiry Intake tab is used as a repository to store the case information and information associated with the initiation of the Management Inquiry case folder. Complete fields within this tab as the case progresses. The base of this tab features a hyperlink back to the originating Investigation Inquiry case folder.  

Additionally, Agency Employees relevant to the case are tracked within this tab within the Subject(s) Information workspace. See the procedure below for instructions on how to add contacts to this case folder.

The Management Inquiry Intake tab features a workspace in which to track the Subjects of the inquiry. To add a new subject to the case folder:

1. Navigate to a case folder and click the Management Inquiry Intake tab.

2. Click Add Employee.

3. The workspace refreshes to display an additional Subject Entry workspace. Click the Person to Investigate (Contact) lookup and select a contact.

4. Fill in the remaining fields with the inquiry details

5. Click Save. The newly added Subject Entry is recorded within the case folder.

NOTE: Repeat this process until all Subjects have been added to the case folder via the Add Employee button. Click the red X adjacent the Subject entry to delete the entry from the case folder.  

5.4.3 Management Inquiry – Case Details

The Management Inquiry – Case details tab is used as a repository to store the case information of the Management Inquiry. Complete the relevant fields as the case progresses through the workflow.

5.4.4 Management Inquiry – People Involved

The Management Inquiry – People Involved tab is used as a repository to store the information about the personnel associated with the Management Inquiry. This tab contains a repeating table, allowing you to add as many users as necessary. To add an entry to the table:

1. Navigate to a case folder and click the Management Inquiries – People Involved tab.

2. Click Add Contact.  

3. The workspace refreshes to display a blank People Involved entry row. Select the Contact Type from the drop-down list.

4. Click the People Involved Contact lookup and search for a contact.

5. The Date and Time Added to the Case fields are prepopulated with the time and date when the Add Contact button was clicked.

6. Enter any additional information about the person in the Involvement in Case field.

7. Click Save to record the changes to the case folder.

5.5 Administrative Investigation

5.5.1 Create an Administrative Investigation

The Administrative Investigation sub case type is created by selecting Administrative Inquiry from the Type of Inquiry drop-down list and clicking Create Management Inquiry.

NOTE: The Type of Inquiry drop-down list appears within an Inquiry case folder after selecting Yes in the Should an Inquiry be launched radio button field.

After clicking Create Administrative Investigation, a confirmation window appears. Click Yes to create the Administrative Inquiry case folder.

The workspace refreshes and a pop up window appears, indicating the Administrative Inquiry case folder has been created and indicating the case number. Click OK.\

The pop up window closes, and the application displays a link to the new Administrative Inquiry case folder. Click the Case Number.

The workspace refreshes to display the Administrative Inquiry case folder, containing the information inherited from the Investigation Inquiry.

5.5.2 Administrative Investigation Tab

This tab is used as a repository to store the case information and information associated with the initiation of the Administrative Investigation case folder. Complete fields within this tab as the case progresses. The workspace in this tab features a hyperlink back to the originating Investigation Inquiry case folder.  

Additionally, Agency Employees relevant to the case are tracked within the Subject(s) Information workspace. See the procedure below for instructions on how to add subjects to this case folder.

The Administrative Investigation tab features a workspace in which to track the Subjects of the Investigation. To add a new subject to the case folder:

1. Navigate to the Administrative Investigation case folder and click the Administrative Investigation Intake tab.

2. Select the Subject Type from the drop-down list.  

NOTE: Selecting either Agency Employee or Organizational Unit enable the Subjects of the Investigation workspace. These can be either Organizational Units or Employees, however they function the same. The procedure below will utilize the Agency Employee selection.

3. Click Add Employee.

4. The workspace refreshes to display an additional subject entry workspace. Click the Person to Investigate (Contact) lookup and select a contact.

5. Fill in the additional Administrative Investigation details.

6. Click Save. The newly added Agency Employee entry is recorded within the case folder.

NOTE: Repeat this process until all Subjects have been added to the case folder. Click the red X adjacent the Subject entry to delete the entry from the case folder.  

5.5.3 Administrative Investigation – Case Details

This tab is used as a repository to store the case information of the Administrative Investigation case folder.

5.5.4 Administrative Investigation – People Involved

This tab is used as a repository to store the information about the personnel associated with the Administrative Investigation case folder. This tab contains a repeating table, allowing you to add as many users as necessary. Click Add Contact to add a new entry to the People Involved workspace.

6 ER/LR Configuration

6.1 Accessing ER/LR Configuration

To access the Configuration folder, select Main Menu > Configuration > Configuration.

eCASE ER/LR refreshes and displays the Configuration folder, with the Common Fields tab selected.

The various (A) Tabs are listed at the top of the interface. After selecting a tab, the (B) Configuration settings appear in the workspace. A full list of tabs is included in the following section.

6.2 ER/LR Configuration Tabs

The eCASE ER/LR Configuration folder allows administrators to configure how fields appear and behave within each ER/LR Case Folder. The Configuration folder consists of the following tabs:

6.3 Configuration Functionality

This section provides basic instructions on how to complete the fields available within the eCASE ER/LR Configuration folder.  

The example below shows the Grievance Terminology tab. Here, the interface lists various (A) form sections. For these items, there are options to (B) Show/Hide each field (select the checkbox to display the field), as well as the option to make each field (C) Required:

7 Administration

This chapter covers certain administrative functions of the eCASE ER/LR. Administrative functions are limited to Admin users, and cover the following:

• Organization/Users/User Group Management: Add and remove users and user groups.

• Choice List Values: Manage the values in choice lists, such as the selection of available ALJs to assign to complaints.  

Admin users can access the Administration functions by clicking Settings in the Launch Pad. After clicking Administration, the user must enter login credentials. The Administration page appears as shown below:

NOTE: Screens in this section are not specific to eCASE ER/LR. Administrative functions are common to all eCASE applications.

The additional functions and features under Administration are covered in greater detail in the eCASE Administrator Manual. You can access this manual at any time by clicking Help > eCASE Administrator Manual.

7.1 Organization

Organization Setup concerns administration of users and user groups. These features are described in the following sections.

7.1.1 Create User

To create a new user, navigate to Administration > Users, and click New. The New User screen appears as shown below:

Complete all required fields on this page. Required fields are marked with a red asterisk.

NOTE: The Default Group field determines which group the user belongs to, and matches their job responsibilities.

In addition to required fields, add as much additional information as possible. You can also set the System Notification settings on this screen.

After all required information is added, click Save to save the new user to the System.

NOTE: If any errors are present on the form, the system alerts to the error and prompts to correct on the form.

7.1.2 Manage Users

To view a full list of all eCASE Users, navigate to Administration > Users, and click Search without adding any search data. This returns the full list of system users, as shown in the sample below:

From the Users List, select a (1) User from the list, and select an action from the (2) Operations menu to take action on the user. Actions in the Operations menu include:

Click Back to return to the Search screen.

7.1.3 User Groups

User Groups determine each user’s role within the eCASE System. View and manage these groups from Administration > User Groups. After clicking User Groups, the Groups screen appears as shown below:

From the Groups screen, select a (1) Group from the list, and select an action from the (2) Operations menu to take action on the group. Actions in the Operations menu include:

Click Back to return to the Administration screen.

7.2 Choice List Values

Choice Lists are the lists that appear in drop-down list in the various forms used in the eCASE System. Here, we’ll discuss how to maintain the values in choice lists.

To manage Choice Lists, navigate to Administration > Setup > Choice Lists. The Choice List page appears as shown below:

All of the choice lists in the system are listed in this window. To view and manage values in a list, select a Choice List and click (1) Actions > (2) Manage Values.

After clicking Manage Values, the Choice List screen for the selected choice list appears as shown in the example below:

All of the values under the selected choice list are listed here.

7.2.1 New Choice List Value

From the Manage Values page for a selected choice list, click New to create a new choice list value:

Add a Choice List Value (name of the entry in the drop-down list), Internal Name (only used within the system database), and a description if needed. Click Save. After the value is created, there is the option to change the order where that value appears in the list, as well as marking the value as active or inactive.

7.2.2 Manage Values

There are a few options for managing existing values in choice lists. From the Manage Values screen (Administration > Choice Lists > Select > Actions > Manage Values), authorized users can edit the value details, change the order of values in the list, and mark the choice list as active.

To edit an existing value, from the Manage Values screen, select a value, and click Actions > Edit. Authorized users can edit the details, or use the checkbox to mark the field as Active.  

You can also select a value, and click Actions > Move Up or Move Down to change the ordering of values in the list. The ordering is reflected in the Order column on the values list. You can click Actions > Delete to delete the selected value.