# Presentation: 502393

## DOE-Flex 

- DOE-Flex
- DOE's Flexiplace Program

## Program Objectives

-  Improve productivity
-  Improve employee well-being and quality of life
-  Maintain work production and services
-  Improve the Department’s ability to recruit and   retain high quality employees
-  Reduce the employee’s need to commute; reduce energy consumption
-  Reduce costly building space

## Program Goals

-  FY 2000 5% participation rate
-  FY 2001 10% participation rate
-  FY 2002 15% participation rate
-  FY 2005 20% participation rate (Washington DC area)

## February 1995 issued “Telecommuting Guide”
NTEU pilot in HQs 1996 - 1999 considered successful
Field offices implemented for medical situations only
By end of FY 98 - 2.3% participation for all telecommuting situations

- NTEU pilot in HQs 1996 - 1999 considered successful
- Field offices implemented for medical situations only
- By end of FY 98 - 2.3% participation for all telecommuting situations

## What's Different

-  Incorporated private sector “best practices”
-  Updated program information
-  Use web site to distribute information
-  Improved quality/type of agreements
-  Focus on episodic arrangements
-  Addressed security concerns
-  Addressed remote access issues (HQs)

## Implementation

-  Talked with industry experts; surveyed agencies; brought in a consultant to talk with top managers
-  Developed a ***Handbook on DOE-Flex*** - March                        2000
-  Secretary announced the expanded program - April 2000
-   Developed a “train-the-trainer” package with TManage; 2 HQs and 2 field sessions with IT, security, & safety staffs - April/May 2000

## DOE-Flex Web Site

-  Established a web site - May 2000             _www.ma.doe.gov/pol/doeflex.htm_
- - Handbook on DOE-Flex
- - Training materials (proprietary information)
- - Updated bulletins - guidance, legal cases
- - Program documents developed by TManage (proprietary information)
- - Future updates will include products of interagency workgroups on policy and guidance

## Implementation

-  Established T & A codes for tracking - June 2000
-  Completed initial training for supervisors and interested employees - June 30, 2000
-  Track participation level by Departmental element quarterly beginning June 30th; as of October 1st by T&A codes
-  Achieved 5% participation goal as of September 30, 2000

## Implementation

-   Secretary’s awards ceremony - October 2000
-  Goal Achievement Award - Fed elements that met or exceeded 5%; 13 HQs & 5 field elements
-  Program Excellence Award  - Feds & contractors; for exceptional contributions to (participation in) the program; 1 HQs - 34% & 1 field element - 25%
-  Innovation Award - Feds & contractors; for innovative approaches to promoting or implementing the program; 5 HQs elements

## Innovation Awards

- 1.  DP - DP established a web site to provide training via the DP Intranet; the site quizzes on each chapter of its handbook; employees must score over 80% to be certified
- 2.  EM - All EM telecommuters are provided a laptop computer that has a docking station, phone modem, and is Internet ready, along with an extra mouse, mouse pad that contains program-related phone numbers, computer keyboard, monitor, pager, calling card, and mobile cart with a padded computer case/briefcase

## Innovation Awards

- 3. EIA - EIA modified the National Energy Modeling System to support telecommuters and to run Windows-based software on shared servers while connected over low-speed dial-up connections which puts telecommuters on the same technological level as those in the main office
- 4.  FE - One Natural Gas Regulatory Team developed a handy brochure that contains each team member’s flexiplace daily work schedule, home phone numbers, office “buddy,” and program-related information

## Innovation Awards

- 5. MA - The HQs Labor/Management & Employee Services Team developed an effective video in a   Q & A format for HQs Coordinators to use to train their employees and supervisors

## Lessons Learned

-   Need top management drive and follow up
-   Need accountability/tracking system
-  Awards/recognition motivated organizations to avoid “missing the train”/appearing that they were not supportive
-   Training to improve/expedite getting supervisors and employees on the same “track”

## Slide 14