Office of the Secretary of Technology Karen Jackson Director, Office of Telework Promotion and Broadband Assistance December 2008 Making Telework “Work” in a Public Sector Environment - A Telework View from the Commonwealth of Virginia
Jan 14, 2016
Office of the Secretary of Technology
Karen JacksonDirector, Office of Telework Promotion and Broadband Assistance
December 2008
Making Telework “Work” in a Public Sector Environment - A Telework View from the Commonwealth of Virginia
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Office of the Secretary of Technology
Telework a Key Priority at the Outset of the Kaine Administration
Gubernatorial Priority
Broadband Access a Requirement
A Lofty (Telework) Goal
• Governor Kaine calls for 20% of eligible Virginian state workers to telework by 2010
Governor Kaine on Telework
• Governor Kaine calls for access to broadband services to all businesses by 2010
Telework Adoption2005
18.6%
FederalGovernmen
t
Commonwealth of Virginia
4.9%
41% of federal workers eligible
Source: “The Status of Telework in the Federal Government (2005)”; Office of Personnel Management; FCC; Virginia State Corporation Commission; DHRM
Broadband Adoption2005
54.3%
BusinessResidential
40.4%
10% of nearly 1.2M lines
delivered by satellite, wireless,
or power lines Nearly 200K high speed
lines deployed
Governor Kaine calls for 20% of eligible Virginian state workers to telework by 2010; “Telework is a family-friendly, business-friendly public policy that helps us recruit and retain a high-quality workforce in a competitive job market.”
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Office of the Secretary of Technology
On Track to Achieve Governor Kaine’s Telework Goals by 2010
Progress
Launch
Goal
Legislation
Executive Order signed September 12, 2006; Director Karen Jackson appointed, reports to Secretary of Technology
Promote and encourage the use of telework alternatives for public and private employees, including but not limited to appropriate policy and legislative initiatives
In 2008, Office codified with a clear telework definition (>one day per week) and 20% enrollment goal of eligible employees
24.0%
August 2008
Nov 2006
12.1%*
48% annualized growth rate
State Employee Teleworkers% Eligible
After recent HR policy change,
23% of all employees are
eligible
*Adjusted based on August 2008 eligible positions but prior to new definition
Office of Telework Promotion and Broadband Assistance (“OTPBA”)
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Office of the Secretary of Technology
Telework Reporting a Requirement for all Cabinet Secretaries
Leading by Example
Every cabinet member must report employee telework statistics for
the week as part of weekly private exercise to brief the Governor
on top priorities
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Office of the Secretary of Technology
Building a Telework-Friendly Culture Across State Agencies
I
Increase Employee Eligibility
II
Maximize Telework
Enrollment
III
Encourage Private Sector Adoption
#Telework Definition: Codified "Telework" as an arrangement in which employees perform job duties away from the central workplace at least 1 day per week (or 32 hours per month)
#Automatic Eligibility: Default option for HR to deem selected job descriptions as “eligible” unless agency appeals, effective July 1, 2008
#Implementation Guidance: “Road Map” published February 2008 to support agency initiatives
#Enrollment Best Practices: COTS Telework Best Practices document offers best practices and sample documents
#Technology Standards: VITA Telework Policy for appropriate use of personal computers effective July 1, 2007
#Telework Pledge: In partnership with NVTC, recruited 30 private sector firms to implement or increase telework activities through a public pledge
#Telework!VA :Broaden outreach opportunities including re-designed website, e-learning models and targeted marketing
Initiatives
OBBA Agenda
#Measure #Measure ResultsResults
#Measure #Measure ResultsResults
#Stimulate Demand#Stimulate Demand#Stimulate Demand#Stimulate Demand #Build #Build ConsensusConsensus
#Build #Build ConsensusConsensus
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Office of the Secretary of Technology
Step One: Eliminate Holes in Program Policies and Procedures
• Make telework a priority– Virginia’s Office of Telework Promotion and
Broadband Assistance (EO35 (2006) HB1017 (2008))
• Clearly define terms and goals – 1994 – Telework/Telecommuting Task Force– 2001 – Initial Telecommuting Legislation– 2005 – Alternative
Work-Schedule/Telecommuting Goals– 2008 Telework revised definition and goals
(HB1018, HB1021)
• Establish Policies and Procedures to Support Implementation
– Telework Road Map (2007)– Department of Human Resource
Management Telework Policy (updated 2008)
– Telecommuting – Use of Personal Computers (Virginia Information Technology Agency – 2007)
– Department of Accounts – Telework Expense Payment Policy (2008)
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Office of the Secretary of Technology
Step Two: Develop HR Policies, Procedures and Templates
Telework Policy and Sample Work
Agreements
Telework
Eligibility Checklists
http://www.dhrm.state.va.us/resources/telecommute/information.html
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Office of the Secretary of Technology
Step Two: Develop IT and Document Management Policies and Procedures
Personal Computer
Acceptable Use Policy
Security Standards
http://www.vita.virginia.gov/library/default.aspx?id=537#securityPSGs
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Office of the Secretary of Technology
Step Three: Support Management Decision Making
Remove the “guess” work through effective policies
and procedures
http://www.doa.virginia.gov/General_DOA/Telework_Expense.cfm
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Office of the Secretary of Technology
Step Four: Set Expectations
Telework “Roadmap” to
manage expectations
http://www.otpba.vi.virginia.gov/telework.shtml
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Office of the Secretary of Technology
Step Five: Draw Support from Existing Resources (a.k.a. don’t reinvent the wheel)
Free Online Information and Training
http://www.teleworkva.org/whatIsTelework/index.aspx
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Office of the Secretary of Technology
Step Five: Draw Support from Existing Resources (a.k.a. don’t reinvent the wheel)
Free Online Tools and Resource
Materials for Coordinators, Employees,
and Managers
http://www.telework.gov/
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Office of the Secretary of Technology
Step Six: Integrate Telework into Continuity of Business/Pandemic Plans
• http://www.vaemergency.com/library/coop/index.cfm
Telework as a tool for
achieving goals/fulfilling requirements
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Office of the Secretary of Technology
Award-Winning Tax Department Delivers Impressive Results
Case in Brief
Productivity ImprovementHome-Based Performance as %
Above Standard
Employee Adoption% of Total Workforce
Employee Turnover% Based on Telework Status
8%
Home-Based
Teleworkers
4-Year Avg.All Employees
58%One year estimated
$141,000 in decreased turnover
and productivity savings
Source: Agency Interviews
Employee AttendanceCombined Leave in Hours by 5
Veterans Jan-March, 2006-7
62%
October2008
May2007
45%
Agency CEO first to
participate 110%
Data Capture
Mail Processing
80%
Benefits of “outcomes” not “observation”
based management
56.3
2007 Post-telework
2006 Pre-telework
291.681%
decrease in leave usage
due to employees
ability to set more flexible
work schedules
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Office of the Secretary of Technology
Karen Jackson, DirectorOffice of Telework Promotion and Broadband
AssistanceCommonwealth of Virginia