karen jackson director, office of telework promotion and broadband assistance december 2008

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


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.”


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”)


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


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


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)


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


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


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


Step Four: Set Expectations

Telework “Roadmap” to

manage expectations

http://www.otpba.vi.virginia.gov/telework.shtml


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


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/


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


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


Karen Jackson, DirectorOffice of Telework Promotion and Broadband

AssistanceCommonwealth of Virginia

[email protected]

karen jackson director, office of telework promotion and broadband assistance december 2008

Documents