Telework and Emergency Preparedness

Presentation for:South Florida Federal Executive Board

Agenda

• Welcome/Agenda• Overview of Telework/Telework

Enhancement Act of 2010• Telework for Continuity• Telework During Dismissal and Closure

Announcements• Questions

Overview of Telework/Telework Enhancement Act of 2010

Ms. Veronica GivensWorklife Wellness

Telework Enhancement Act

• In recent years, telework has increasingly been viewed as an important tool for ensuring continuity of essential Government services in emergencies.

Telework Enhancement ActRequirements

• Required each Executive agency to incorporate telework as part of the continuity of operations plans of the agency in the event of an emergency.

Telework Enhancement Act Requirements

• The Act states agency continuity of operations plans supersede telework policy.

During any period that an Executive agency is operating under a continuity of operations plan, that plan shall supersede any telework policy.

Telework Enhancement Act: Policy and Support

Telework Enhancement Act:Policy and Support

• Requires OPM to consult with the Federal Emergency Management Agency (FEMA) on policy and policy guidance for telework in the areas of continuation of operations and long-term emergencies.

Telework and Continuity of Operations

• OPM’s Governmentwide telework policy guidance highlights the direct relationship between a Continuity of Operations (COOP) plan and telework.

Telework and Continuity of Operations

Telework and COOP:Employee Responsibilities

Maintain a current telework agreement detailing any emergency telework responsibilities

Practice telework regularly to ensure effectiveness Be familiar with their agency’s emergency plans (e.g.

COOP, pandemic) and their manager’s expectations for work during emergency events

Be flexible; be willing to perform all duties assigned by management even if they fall outside of usual or customary duties.

Telework and COOPManager Responsibilities

Understand their agency’s emergency plans and management’s role in executing the plan

Implement telework to the greatest extent possible so systems are in place to support successful telework in an emergency

Notify employees designated as emergency personnel for a COOP or pandemic event

Communicate expectations to both emergency and non-emergency employees regarding their roles and responsibilities in an emergency

Manager Responsibilities Cont.

Establish communication processes to notify emergency employees and non-emergency employees of the activation of the agency’s emergency plan and the agency operating status during the emergency

Integrate emergency expectations into telework agreements as appropriate

Determine how employees who telework communicate with one another and with management to accomplish work

Manager Responsibilities Cont.

Determine how time and attendance will be maintained

Allow personnel who might telework in case of an emergency to telework regularly to ensure functionality

Telework for Continuity

Ms. Kimberly MooreFederal Executive Board Operations

Telework for Continuity

• EMERGENCY PREPAREDNESS: Agencies Need Coordinated Guidance on Incorporating Telework into Emergency and Continuity Planning (GAO-11-628)

• Federal Continuity Directive 1: Federal Executive Branch National Continuity Program and Requirements (DHS)

GAO-11-628• To enhance the potential use of telework during

emergencies, GAO made three recommendations to OPM

• OPM established an interagency work group (I/A WG) of agency telework and continuity representatives from FEMA, Federal Protective Service, General Services Administration, National Archives and Records Administration and OPM

• I/A WG developed definition of what constitutes incorporating telework into emergency and continuity plans

Federal Continuity Directive 1

• Annex J Human Resources (page J-1)“Incorporating telework into continuity plans means that these plans identify ways that an organization’s personnel perform the duties and responsibilities necessary to continue the organization’s essential functions during any type of threat or emergency from an approved worksite other than the location from which the employee would otherwise work. Requirements for organizations as it relates to incorporating telework into continuity plans are found in Annex G.”

Federal Continuity Directive 1

• Annex G Continuity Facilities includes a section on Telework (pages G-4 to G-5)– “All organizations must incorporate

telework into their continuity plan and procedures…”

– “Organizations using telework as a primary or back-up contingency strategy…”

Telework Use Encouraged by FEBs in Fiscal Year 2013

• Superstorm Sandy (New York City; Newark)

• Severe weather (Boston; Chicago; Colorado; Honolulu-Pacific; Kansas City; Minnesota; New Mexico; Philadelphia; Pittsburgh)

Resources

• GAO-11-628 (July 22, 2011) www.gao.gov/products/GAO-11-628

• FCD-1 (October 2012)www.fema.gov/media-library-data/20130726-1903-25045-0080/fcd_1_october_2012.pdf

• Federal Executive Boardswww.feb.gov

Telework During Dismissal and Closure Announcements

Mr. Mark HarringtonPay and Leave

Telework During Dismissal and Closure Announcements

• Telework continues to allow a greater number of Federal employees to work during emergency situations

• During emergencies, OPM makes announcements to the public and the media on the status of operations for Federal agencies in the Washington, DC, area

• OPM encourages agencies to explicitly state in their telework agreements the expectations for employees during emergencies, like severe weather

Telework agreements should include whether that employee may perform unscheduled telework and/ or is required to telework when Federal offices are closed

Telework During Dismissal and Closure Announcements

• Communication of expectations for telework during emergencies remains critical

• Telework policies should explicitly state what is expected of employees when an emergency occurs and if they are permitted to telework

• Unscheduled telework is a critical tool used during emergencies• OPM strongly encourages agencies to be as accommodating as

possible with allowing employees to perform unscheduled telework during emergencies

Telework During Dismissal and Closure Announcements

• OPM is moving towards having as many employees as possible teleworking during Federal office closures

• OPM has been encouraging agencies to require all telework employees to perform telework on days when Federal offices are closed rather than receive excused absence (administrative leave)

• The long-term focus remains on using telework to continue agency operations during various emergencies throughout the year

Telework During Dismissal and Closure Announcements

• Current Washington, DC, Area Operating Status Announcements with Telework Incorporated In Announcement

OPEN WITH OPTION FOR UNSCHEDULED LEAVE OR UNSCHEDULED TELEWORK

OPEN – XX HOUR(S) DELAYED ARRIVAL – WITH OPTION FOR UNSCHEDULED LEAVE OR UNSCHEDULED TELEWORK

OPEN – DELAYED ARRIVAL –EMPLOYEES SHOULD REMAIN OFF THE ROADS UNTIL XX:XX. FEDERAL OFFICES WILL OPEN TO THE PUBLIC AT YY:YY. EMPLOYEES HAVE THE OPTION FOR UNSCHEDULED LEAVE OR UNSCHEDULED TELEWORK

FEDERAL OFFICES ARE CLOSED – EMERGENCY AND TELEWORK-READY EMPLOYEES MUST FOLLOW THEIR AGENCY’S POLICIES

• Current version of Procedures available at http://www.opm.gov/policy-data-oversight/pay-leave/reference-materials/handbooks/dcdismissal.pdf

Other Pay and Leave Flexibilities Available During Emergency Situations

• Evacuation Payments Advance Payments

Evacuation Payments (continuation of payments) – including telework from a safe haven location

Special Allowances

• Excused Absence (Administrative Leave) Used in conjunction with an evacuation/ emergency

• Work Schedules Agencies may revise work schedules prior to administrative workweek

Alternative work schedules

Other Pay and Leave Flexibilities Available During Emergency Situations

• Emergency Leave Transfer Program

The President may direct OPM to establish an emergency leave transfer program (ELTP)

An approved emergency leave recipient is not required to exhaust his or her accrued annual and sick leave before receiving donated annual leave under the ELTP

Any donated annual leave an emergency leave recipient receives from an ELTP may be used only for purposes related to the disaster or emergency for which the emergency leave recipient was approved

• Compensatory time off, compensatory time off for travel, and/or credit hours if available

Web Links

• Emergency Leave Transfer Program - http://www.opm.gov/policy-data-oversight/pay-leave/leave-administration/fact-sheets/emergency-leave-transfer-program

• Evacuation Payments - http://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/evacuation-payments

• Work Schedules - http://www.opm.gov/policy-data-oversight/pay-leave/work-schedules

QUESTIONS?