# Presentation: 711313

## THE REE TELEWORK PROGRAM OVERVIEW

## THIS OVERVIEW WILL COVER:

**The REE Telework ****Policy **
**The REE Telework ****Agreement**
**Teleworker vs. Supervisory ****Concerns**
**  **** **

## BACKGROUND

**Public Law 106-346 (October 2000) mandated that Federal agencies establish telework policies**
**Each  REE Agency operated under individual policies**
**P&P 402.5 was published to include all REE Agencies ****(effective January 1, 2005)**** **

**Notes:**
ARS has had a policy in place since July 1991, although it wasn’t mandated until October 23, 2000 via Section 359.
 P.L. 106-346

OPM’s goals, 25% by 2002, 50% by 2003, 75% by 2004, 100% by 2005.

These 1% includes active agreements on file as of September 30, 2002.  This does not include the informal telecommuters while in a travel status or those who take work home at night, etc.  

Remind supervisors that there should be no employee working from home unofficially... EVERY employee should have an agreement although it may happen once a year.

## TELEWORK PROGRAM TERMS

**Flexiplace, Telecommuting, Telework, and Flexible Workplace **
**Alternative Worksite**
**Telecenter**
**   ****	****	**

**Notes:**
Flexiplace, Telework, Telecommuting, Flexiwork, & Flexiplace – A alternative work arrangement for employees to conduct all or some of their work away from their primary workplace. 

Alternative worksite – any location other than the employees primary workplace where the employee can perform their official work duties.  This location can be the employees home or a telecenter

Telecenter – Is a building or facility equipped with cubicle style workstations, complete with computers, printers, telephones, copier machines, fax machines, etc.  There is normally a fee involved for the usage of these centers. Currently, GSA has 15 sponsored telecenters in the Washington Metropolitan Area and there is telecenter at GWCC free of charge for USDA employees.

## TYPES OF AGREEMENTS

**Core**
**Situational**
**Note:****  Either type of agreement can be used for medical reasons.**

**Notes:**
Refer participants to their packets for the actual agreement.

OPM’S Definitions:

Long Term – Agreements which lasts 6 months to one year.  Employee may work up to two days per week at the alternative work site.

Short Term – Agreements which last less than 6 months.  Employee may work up to two days per week at the alternative work site.

Infrequent – Agreements which cover a period of time not to exceed one year.  This agreement allows employees to work at an alternative worksite for special projects or to perform duties which require uninterrupted time.  Requested day(s) should be discussed with supervisor prior to telecommuting.

Medical/Disability – Agreements which allow employees who are physically unable to come into the office the opportunity to perform duties from home.  Appropriate medical documentation is required and the “three days at the official duty station” requirement is waived.

OPM’s new definitions:  
Core Telework:  Telework that occurs on a routine, regular, and recurring basis away from an employee’s principal place of duty (e.g., at home, at a telework center, at an alternate location) one or more days per week. 

Situational Telework:  Telework that occurs on an occasional, non-routine basis.

## ELIGIBILITY

**Must meet specific length-in-service requirements of the Agency**
**Recent rating or mid-year review must be at least Fully Successful**
**Position must have tasks suitable for teleworking**
**Must have supervisory approval**

**Notes:**
Note:

Mention employees who have been on board 6-12 months and haven’t received a rating, a mid year review would suffice.

Employees should also meet certain teleworker characteristics.

## TELEWORKER CHARACTERISTICS

**Organized**
**Self Starter**
**Highly Disciplined**
**Trustworthy**
**Works well independently**
**Reliable**

**Notes:**
Others:
Shows initiative
Will do whatever it takes
Meets deadlines
Communicates well when there are roadblocks slowing progress

## PROCEDURES

**Employee/Supervisor should discuss tasks to be performed**
**Complete the Telework Agreement **
**Obtain required signatures**
**Complete the TFRS ****(if using a telecenter)**
**Contact your local Help Desk **
**Read P&P and/or attend formal telework training**

**Notes:**
Supervisor and employee should have meeting to discuss the agreement at least two weeks prior to effective date of arrangement, if possible.  Also need to discuss
how meetings will be handled
limitations in terms of RDO’s in conjunction with telework
Make up days if telework day is missed
Inclement weather situations
Required Logs (if necessary and when are they required)
Specific limitations( I.e. telework only on Wednesdays, only one day, only as needed agreements, etc.)
Supervisors should identify sensitive documents in the initial meeting

 Also discuss use of telecenter if applicable. (i.e. number of days, cost involved)
Signatures would be employee, first line supervisor, and approving official.
TFRS stands for Telecommuting Facility Reimbursement Sheet. 

Examples of Informal Training
-View REE Flexiplace Handbook
-Viewing the OPM Telework Broadcast (11/14/01) available at the Smart Center
   Contact Anita Kopman 301-504-1428
-Visiting Telework Websites (some in packets)

## LIMITATIONS

**2 days per week maximum ****(full-time employees)**
**	****1 day per week maximum**** (part-time employees)**
**Telework Agreements should not continue ****indefinitely****.  Ending date can be no later than ****9/30**** of the current fiscal year.**
**Not a substitute for dependent care, home repairs, etc.**

**Notes:**
Requirement is waived for medical reasons with documentation. 
Arrangement should be evaluated after one year.  Agreement may be extended.

New agreement would be necessary if type of arrangement is changing.

Give examples on how telecommuting arrangement may help meet the needs of dependent care, but not substitute for it. 
Also, discuss special circumstances that the Approval official would need to have a clear explanation about.

## THINGS TO KNOW

**Position descriptions should not be modified for teleworkers**
**T&A’s should be coded as a regular workday **
**Every employee**** who teleworks must have an agreement on file**

**Notes:**

If a telecommuter has to use leave on their telecommuting day, code 01 for work time, whatever for specific leave.

Discuss if the office is closed due to inclement weather or power outages, the telecommuter is excused from duty except when the agreement specifies that the employee will work during certain situations.

## TELEWORKER CONCERNS

## CONCERN

**How can I continue to provide efficient**
**service to clients who call?**

## SOLUTIONS

**Return the call immediately **
**Provide an alternative phone number on your voice mail for clients to call**
** **
**Work directly with your supervisor or coworkers to address urgent issues **

## CONCERN

**How do I convince my supervisor and co-workers that I am actually working?**

## SOLUTIONS 

**	**
**Use the Goals & Tasks Worksheet **
**Use the Phone Log**
**Have weekly meetings & updates w/supervisor**
**Communication is key!!**

## SUPERVISOR CONCERNS

## CONCERN 

**What if I don’t like the idea of teleworking?**

**Notes:**
Advantage Examples

Employee Retention
Recruitment Incentive
Greater Job Satisfaction
Lower Leave Usage
Continuity of Operations in Emergencies

## SOLUTIONS

**Consider the advantages—recruitment, retention, etc.**
**Find out what other supervisors are doing**

## CONCERN

**How do I handle unexpected meetings and**
**situations where the employee is needed in**
**the office?**

##  SOLUTIONS

**Request that the teleworker come into the office the day of the meeting **
**Conference call  **

## TELEWORK WORKS!