new hire orientation - spring 2012

Sharing our Guidance

New Hire Orientation

Spring, 2012

TES Overview

Our Raving Fans

TES Thought Leadership, Knowledge Sharing, & Training

Human Resources Overview (Policy, Procedure, Benefits)

Administrative Overview

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Table of Contents

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TES Overview: Timeline

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• In 1993, Larry Thomas founded Thermal Environmental Systems, Inc. out of his Lakewood duplex

– Primary market focus was design/build contracting

• Steve Chase joined the company in 1995

• In 1999, TES leased a commercial property on Detroit Road

• New name, logo and the tagline, “Dependable Guidance,” were adopted in 2001

• Moved into present location in 2006 and began the expansion into the training area in 2008

• In 2012, TES continues the expansion of workspace and personnel

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TES Overview: Core Values

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• Responsive

– Communicates important information

– Acts with a sense of urgency

– Acknowledges the customerimmediately

• Integrity

– Delivers on commitments

– Assumes responsibility for mistakes

– Reliable and trustworthy

– Prioritizes appropriately

– Stays on task

– Personally accepts responsibility

– Demonstrates high standards of ethical conduct

– Protects confidential information

– Shows consistency between words and actions

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TES Overview: Core Values (cont.)

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• Customer Service

– Treats customers with courtesyand concern

– Anticipates customer needs and wants

• Quality Orientation

– Produces a work product that is 100% accurate and appropriate

– Seeks assistance from subjectmatter experts

• Teamwork & Collaboration

– Creates strong working relationships

– Respects the expertise of others

– Initiates action and response to customer inquires

– Always delivers on customer commitments

– Actively thinks in terms of repeatability

– Establishes and maintains a consistent method for staying organized

– Works for the best solutionrather than their own

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TES Overview: National Presence

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TES Overview: Services

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• Facility Operations

– Problem Evaluation and Resolution

• Energy Auditing

• Energy Star Certification

• Commissioning

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Our Raving Fans

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Mission Statement:Mission Statement:

To have To have ALLALL Clients of Clients of TES Engineering be TES Engineering be

Raving Fans.Raving Fans.

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• “Sharing our Guidance” MEP Community

– TES has developed a body of knowledge and solutions to commonly occurring MEP issues.

• Monthly Newsletters

– Facility Operations

– Tenant Coordination

– MEP Design

• Internal Training

– Lunch and Learn

– Mechanical & Electric Breakfast Clubs

TES Thought Leadership, Knowledge Sharing & Training

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Human Resources Overview

• Where Can I Find TES Policy and Procedure?

– TES Intranet > Documents and Lists > TES Documents > TES Employee Guide

• Forms to be Completed and Returned

– Employee Application

– I-9 Form with Documentation Verification

– IT-4 Ohio Payroll & W-4 Forms

– Direct Deposit Form & Voided Check

– Life Insurance Beneficiary Designation

– Disclosure and Consent & Confidentiality and Non-Disclosure Forms

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– Signed Receipt of Employment Handbook

– Workplace Weapons Form

– W-11 HIRE Act

– Benefits Form & Applicable Applications

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TES Sexual and Discriminatory Harassment Policies

• Sexual Harassment is strictly forbidden and not tolerated.

– Examples of Sexual Harassment include, but are not limited to, repeated offensive sexual flirtations, advances or propositions; continued or repeated verbal abuse of a sexual nature; or any other sexually offensive or abusive physical contact or gestures.

• Discriminatory Harassment is strictly forbidden and not tolerated.

– Examples of discriminatory harassment include, but are not limited to, conduct such as name calling and imitating speech; circulating written material that denigrates or shows hostility or aversion toward an individual; or making inappropriate jokes or slurs.

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TES Sick Leave and Vacation Policies

• Entitled to three days of paid sick leave per calendar year

– Applicable for self-sickness or to care for an ill child or spouse

– TES reserves the right to request an absence of three or more days be confirmed with a doctor’s note or hospital record

• Vacation is earned on an accrual basis at a rate of 3.333 hours each semi-monthly pay period up to a maximum of 120 hours

– After your 10th anniversary you will accrue vacation at a rate of 5 hours per semi-monthly pay period

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Procedures for Recording Sick or Vacation Time

• Should you be too ill to work from the office:

– Immediately notify the Office Administrator and your Project Manager(s) via phone or email

– Notification must be made prior to your daily start time

• Vacation requests must be recorded as follows:

– The dates and your initials must be placed on the Vacation & Travel Calendar located on the left pane of the TES intranet

– The request must also be emailed to the Office Administrator for approval

– All requests should occur no later than 2 weeks before your planned time out of the office

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TES Holidays

• TES observes seven holidays each year:

– New Year’s Day

– Memorial Day

– Independence Day

– Labor Day

• TES employees also receive one Floating Holiday to be used on:

– Christmas Eve or New Year’s Eve; or

– ½ day on Christmas Eve and ½ day on New Year’s Eve

• To receive holiday pay, you must work all scheduled hours on the last working day before and the first working day after

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– Thanksgiving Day

– Day after Thanksgiving

– Christmas Day

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TES Pay Day and Reimbursement Policies

• Pay day is normally on or before the 6th and 21st of every month

– Should you find an error in your pay, notify your manager and he/she will obtain the correct information for you and determine whether an adjustment is needed. If an error is found, you will receive an adjustment on the next regular pay day.

• Reimbursement for Business Expenses

– Employees must complete an Expense Report Form identifying the date, time, amount, and business purpose of each expense.

– All required receipts must be attached to the Expense Report Form and submitted within one week of the expense

– The company will pay for professional association dues with prior authorization

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Human Resources: Summary of Health Benefits (as of January, 2012)

HSA Plan Traditional Plan

In-Network Out-of-Network In-Network Out-of-Network

Deductible

Single Plan $2,500 $3,000 $500 $1,000

Family Plan $5,000 $6,000 $1,000 $2,000

Co-Insurance 100% 70% 80% 60%

Out-of-Pocket Limit

Single Plan $3,500 $8,000 $3,000 $6,000

Family Plan $7,000 $16,000 $6,000 $12,000

Physician Office Visit 100%after deductible

70%after deductible

$20 co-pay 60%

Preventive Care 100% 70%after deductible

No cost share 60%

Hospital Services 100%after deductible

70%after deductible

80%after deductible

60%after deductible

Urgent Care 100%after deductible

$75

Emergency Room 100% after deductible $200/80% after deductible04/12/23 16

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Human Resources: Summary of Medical Benefits (as of January, 2012)

HSA Plan Traditional Plan

In-Network Out-of-Network In-Network Out-of-Network

Prescription Benefit $10/$30/$50/25% up to $150 (after deductible only – Retail)

$10/$75/$150/25% up to $150 (after deductible only – Mail

Order)

$10/$30/$60/25% up to $150 – Retail$10/$75/$180/25% up to $150 – Mail

Order)

50%, Min $60 (5)

Employee Contributions

(TES pays 100% premium) (Employee’s share of premium)

Employee Only $0 – 262.50/month $100.74/month

Employee + Child $0 – 520.83/month $221.43/month

Employee + Spouse $0 – 520.83/month $170.05/month

Family $0 – 520.83/month $310.99/month

Catch Up (Age 55 & Older)

$0 – 83.32/month

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Human Resources: Summary of Dental Benefits (as of January, 2012)

Sun Life Financial – Dental Plan

Employee Dental Deduction

Employee Only $7.87/month

Employee + Child(ren) $16.19/month

Employee + Spouse $15.17/month

Family $25.65/month

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Sun Life Financial – Dental Plan

In-Network Dental Coverage

Deductible - $50/$150 (Single/Family)

Class I (Preventive) – 100%

Class II (Basic) – 80%

Class III (Major) – 50%

Class IV (Ortho) – Not Covered

Annual Maximum - $1,000

• Please see our Receptionist if you would like a Dental Insurance card.

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Human Resources: Summary of Insurance Benefits (as of January, 2012)

Sun Life Financial – Insurance Plans

Life Insurance/AD & D(Employer Provided)

$50,000 – For Employee Only

Short Term Disability(Employer Provided)

60% of weekly earnings, up to $500 maximumBenefits begin 15th day, 13-week duration

For Employee Only

Long Term Disability(Employer Provided)

60% of monthly earnings, up to $3,500 maximumBenefits begin 91st day

For Employee Only

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Human Resources: Summary of 401K Retirement Savings (as of January, 2012)

401K Retirement Savings Plan

Eligibility 21 years of age, plus completion of one year of employment

Entry or Restart Dates

January 1st, April 1st, July 1st, or October 1st

Employee Contributions

Up to a maximum amount allowed by the federal government.In 2011, $16,500 was indexed annually according to federal law.

If over age 50, an additional “catch-up” is allowed by the federal government.In 2011, $5,500 was indexed annually according to federal law.

Vesting of Employer Contributions

Years of Service % Vested

1 20%

2 40%

3 60%

4 80%

5 100%04/12/23 20

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Human Resources: Summary of 401K Retirement Savings (as of January, 2012)

401K Retirement Savings Plan

Withdrawals May be withdrawn in the event of retirement, disability, death, termination of employment, financial hardship, or after attaining age 59 1/2

Loans Are permitted. Minimum loan balance is $1,000. You may borrow up to 50% of your vested account balance or $50,000, whichever is less.

Underlying Investment Options

A range of mutual funds independently selected by a third party financial advisor, then reviewed by a second independent third party retirement services company

for stability and performance against benchmark targets.

Roth Option Participants may choose to split their contributions between Traditional Pre-tax or Roth After-tax retirement savings, a useful advantage when managing cash flow in

retirement.

Annuity Option Participants may choose to invest some of their contributions into an annuity, which may be used in retirement to create a perpetual fixed income stream.

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Human Resources: New Benefits 2011

What Benefits are NewNew to TES since 2011?

CollegeAdvantage Savings

Employee Personal Assistant Program

Flexible Spending

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TES Administrative Tasks: Basics

• Office Hours are 8:30AM-5:30PM

– Steve Chase will set-up your alarm code and provide you with an office key

– You can work from the office at an earlier or later time, but it is expected you will be present in the office between 8:30AM-5:30PM

• Parking permitted on the sides of the building or in the back

– There is one reserved spot for the tenant in the back where you may NOT park; it is clearly labeled

• TES is eco-friendly

– Print in black & white, double-sided unless needed otherwise

– All waste receptacles are recyclable; no food items are permitted

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TES Administrative Tasks: Basics (cont.)

• E-mail Signatures

– Type “[fs]” in the subject line to force the system to include your full signature when forwarding or replying to an e-mail

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# Email signature When do I get this?1 Steve Chase All internal emails.

2tesengineeringcelebrating 15 years of dependable guidanceSteve Chase

All external emails with the Subject line containing either an FW: or RE:

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tesengineeringdependable guidance

Stephen J. ChaseExecutive Vice-President / Partner25760 First StreetCleveland, OH 44145phone: (440) 614-0311fax: (440) 871-7954For Dependable Guidance - visit www.tesengineering.com

All external emails, or if the subject line contains [fs].

This signature also includes the disclaimer.

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TES Administrative Tasks: TES Intranet

• TES Intranet Schedule

– Updated daily with current project statuses

– Discussed during the Huddles

• TES Documents

– Employee Handbook

– Project Management Guide

• New Items

– David Urick, IT Consultant, updates with helpful “How-to” tips

• Lists– Training , Travel and Vacation Calendars

– Phone List

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TES Administrative Tasks: TES Intranet (cont.)

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Most Commonly Used File Paths

Most Commonly Used File Paths

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TES Administrative Tasks: Understanding Our Folder Structure

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• All drives on the network are shared, with the exception of the U drive.

• The most common drives you will use are the Client (G:) and TES (T:) drives

• These drives are backed up daily. It is crucial to ensure we are only backing up what is needed.

– Delete several draft versions of the same document

Most Commonly Used Drives

Most Commonly Used Drives

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TES Administrative Tasks: Understanding Our Folder Structure (cont.)

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• All client or business relatede-mails should be filed inOutlook public folders

• Do not duplicate filede-mails

• If several people are copiedon the same e-mail it is theresponsibility of the firstperson listed to file it inthe client folder

Most Commonly Used File FolderMost Commonly Used File Folder

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TES Administrative Tasks: Outlook Timekeeping

• Each individual is responsible for keeping their time on their Outlook calendar

– The activity should be listed by project code with a description to follow

– Use the schedule issued weekly to copy the correct project code

• Entry level staff must transfer their own time from Outlook into Wind2, our timekeeping system

• Senior level staff must accurately record their time in Outlook, but will receive assistance transferring the information into Wind2

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TES Administrative Tasks: Wind2 Timekeeping

• TES timekeeping system

• Time should be entered daily

• Deb Lape will create your login credentials

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TES Administrative Tasks: Manpower Scheduling

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TES Administrative Tasks: Recurring Meetings/Training

• Group Huddle

– Daily; 10AM

– Discuss the project scheduleon the TES Intranet homepage

• Lunch and Learn

– Every Monday; 12PM

– Lunch provided

• Mechanical and Electrical Breakfast Clubs

– Every Wednesday and Friday, respectively; 8AM

– Breakfast provided

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– Attendance is highly recommended

– In-house/Third-party vendors present on topics relevant to TES

– Each employee discusses their daily workload and current project status

– General Announcements are made

– Attendance for your discipline is highly recommended

– 15-30 minute discussionsdiscipline-specific

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TES Administrative Tasks: Recurring Meetings/Training (cont.)

• Group Huddle

– Daily; 10AM

– Discuss the project scheduleon the TES Intranet homepage

– Discuss upcoming time outof the office for client workor personal matters

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– Each employee discusses their daily workload and current project status

– General Announcements are made

– Good news related to TES work

Questions?

What’s Next?

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new hire orientation - spring 2012

Career