1 virtual office aphsa ism conference august 26, 2008 presented by jim wang, ahcccs cio...
TRANSCRIPT
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Is Virtual Office Green?
350 staff not driving to and from work700K of meetings conducted using web conferencingClosing several officesRemoving 30 vehicles from our fleetSignificantly reduce outputSaving “green” (money that is)
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What VO meant for us?
Able to “go green”Reduced operating costsReduced employee turnoverHigher productivityExpanded recruiting opportunitiesSupported big boss’ vision
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What is Virtual Office (VO)?
VO DefinitionFlextime and TelecommuteOrganizational meaning– Culture Change (At all levels)– Metrics based– Employee/employer win-win– Paperless
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Moving from Concept to Implementation
PlanningPolicy & GovernanceVirtual Office ConsiderationsProposals PilotMeasure, Expand, MeasureTechnology and Security
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Planning
Started as a vision from the DirectorPushed vision from the top downPushed proposals from the bottom upGoal of 350 by June 30, 2008Culture change for those engaged in VO & everyone left at the officeBusiness, technical, and policy staff involvedDon’t remember because it went so fast!!
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Policy and Governance
Policy/Guidelines– Takes much longer than one would think– Important to establish firm expectations
Established a Steering Committee– Oversight– Approves proposals and expenditures– Resolve issues– Met weekly/pushed issues through fast– Key staff were engaged from five Divisions
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VO Considerations
Identify potential VO candidatesConsider what tools are needed for the jobBusiness process change opportunitiesHome office environment High speed internet connectivityMetrics
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Proposals
VO from the bottom upContents: – Who is going home (to work)– How do they do their work (flow-wise) from
home– Measurement
Approved by the VO Steering Committee
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Pilot
Choose volunteers (proposal)Make expectations known (no surprises)Train staffUse their equipment in the office firstProvide tools needed (assessment)Prepare to make improvements and work out the kinksHave a support process in place
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Measure, Expand, Measure
Measure, Measure Again!External consultant reviewCannot emphasize measurement enoughAfter pilot, expand for same type of jobs/business areasEmployee Metrics SystemBe prepared for “VO is not for everyone”
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VO Evaluation May 2007
100% of interviewees want VO expandedAHCCCS results are increased productivity, reduced absenteeism and reduced operational costsEmployee results are reduced stress, increased job satisfaction, improved quality of life and they feel respected by leadersState of Arizona results are reduced fuel consumption, reduced pollution and reduced traffic
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Technology
Leverage existing infrastructureConnectivity– High speed internet– Virtual Private Network
Equipment providedTools– Office productivity– Imaging
Redundant, Geographically Dispersed InfrastructureBusiness Continuity
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Existing IT Infrastructure
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Technology
Leverage existing infrastructureConnectivity– High speed internet– Virtual Private Network
Equipment providedTools– Office productivity– Imaging
Redundant, Geographically Dispersed InfrastructureBusiness Continuity
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Security
VPNNo PrintingTraining (HIPAA P & S)No Local StorageSigned Agreement
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Outcomes
Yes, much “greener”Culture ChangeOperational Savings/CostsExpanded our recruitment poolHoteling spaceIncreased employee retentionEmployee benefits
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Projected Annual Savings & Cost Avoidance
Closed 3 large facilities: $ 780,000Downsize 4 facilities: $ 300,000Reduce copiers: $ 500,000Eliminate supplies & cars: $ 100,000Reduce FTEs: $1,200,000Total annual savings & cost avoidance: $2,880,000
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Operational Cost Chart
Conservative costs are $2,000/VO workers = $700K for 350 staffHome equipment: Router, Phone, Thin-clientAdditional terminal serversMonthly stipend
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AHCCCS Turnover
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Annual Environmental Benefits
Reduced fuel use: >250 gal/employeeReduced pollution: >4500 lb/carbon dioxidePublic & environmental savings: >$5200 per employeeOpportunities for people who need to be at homeOpportunities for rural areas of the state
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Lessons Learned
Communication (supervisor and peer) Policy is important– Consider impacts to travel– What happens if you can’t work (system down, no
electricity, ISP down, etc.)Metrics are tricky. Continuous review to make sure goals are really achievedFew VO challenged peopleWe really like VO
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Where do we go from here?
Almost 350 VO workers todayExpand to 400 next fiscal yearObtain feedback from staff and continue to improve (continuous improvement)VO for all levels of management (me)Teaching others about VO/expanding acceptance (share best practices)
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VO Workers
VO Employees
050
100150200
250300350400
Apr-0
6
Jun-
06
Aug-0
6
Oct-
06
Dec-06
Feb-0
7
Apr-0
7
Jun-
07
Aug-0
7
Oct-
07
Dec-07
Feb-0
8
Apr-0
8
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For More Information
This presentation: www.azahcccs.gov/vo
Other references: http://www.teleworkarizona.com/vo/overview.htmhttp://www.teleworkarizona.com/vo/toolkit.htmhttp://www.teleworkarizona.com/vo/implementation.htmhttp://www.teleworkarizona.com/vo/benefits.htm
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QUESTIONS
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