Telework in a Public Sector Environment: A View from Virginia

1. Making Telework “Work” in a Public Sector Environment - A Telework View from the Commonwealth of Virginia Karen Jackson Director, Office of Telework Promotion and Broadband Assistance December 2008

2. Gubernatorial Priority Telework a Key Priority at the Outset of the Kaine Administration A Lofty (Telework) Goal Broadband Access a Requirement • Governor Kaine calls for 20% of eligible Virginian state workers to telework by 2010 • Governor Kaine calls for access to broadband services to all businesses by 2010 Broadband Adoption 2005 Telework Adoption 2005 10% of nearly 1.2M lines delivered by satellite, wireless, or power lines 18.6% 54.3% 41% of federal workers eligible 40.4% Nearly 200K high speed lines deployed 4.9% Residential Business Commonwealth of Virginia Federal Government Governor Kaine on Telework 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.” Source: “The Status of Telework in the Federal Government (2005)”; Office of Personnel Management; FCC; Virginia State Corporation Commission; DHRM

3. Progress On Track to Achieve Governor Kaine’s Telework Goals by 2010 State Employee Teleworkers % Eligible Office of Telework Promotion and Broadband Assistance (“OTPBA”) 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 Launch Goal Legislation After recent HR policy change, 23% of all employees are eligible 48% annualized growth rate 24.0% 12.1%* Nov 2006 August 2008 *Adjusted based on August 2008 eligible positions but prior to new definition

4. Leading by Example Telework Reporting a Requirement for all Cabinet Secretaries Every cabinet member must report employee telework statistics for the week as part of weekly private exercise to brief the Governor on top priorities

5. Initiatives 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 OBBA Agenda #Measure Results #Stimulate Demand #Build Consensus

6. 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)

7. 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

8. 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

9. 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

10. Step Four: Set Expectations Telework “Roadmap” to manage expectations http://www.otpba.vi.virginia.gov/telework.shtml

11. 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

12. 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/

13. 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

14. Case in Brief Award-Winning Tax Department Delivers Impressive Results Employee Adoption % of Total Workforce Productivity Improvement Home-Based Performance as % Above Standard Agency CEO first to participate Benefits of “outcomes” not “observation” based management 62% 110% 45% 80% Mail Processing Data Capture May 2007 October 2008 Employee Attendance Combined Leave in Hours by 5 Veterans Jan-March, 2006-7 Employee Turnover % Based on Telework Status One year estimated $141,000 in decreased turnover and productivity savings 81% decrease in leave usage due to employees ability to set more flexible work schedules 58% 291.6 56.3 8% 4-Year Avg. All Employees Home-Based Teleworkers 2006 Pre-telework 2007 Post-telework Source: Agency Interviews

15. Karen Jackson, Director Office of Telework Promotion and Broadband Assistance Commonwealth of Virginia 757-869-7129 Karen.jackson@governor.virginia.gov