wsdot’s telework pilot program interagency committee for state employed women quarterly meeting...
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WSDOT’s Telework Pilot Program
Interagency Committee for State Employed WomenQuarterly meetingJanuary 21, 2014
Brooke HamiltonSustainability Projects Manager
WSDOT profile WSDOT owns, manages and maintains:Highways• 20,000 state highway lane miles (86 million
vehicle miles/day)• 225 lane miles of a planned 320-mile freeway
HOV system• More than 3,600 bridges and structuresFerries• 22 ferry vessels, 20 terminals and 500 daily
sailings (23 million passengers/year)
Passenger rail• Partner in Amtrak Cascades state passenger
rail (over 700,000 passengers/year)
Freight rail• Grain Train (89 grain cars)• 492 miles of public owned short-line rail (including the WSDOT-owned Palouse River and
Coulee City Rail System)
Transit support• Commute programs support more than 810,000
commuters statewide (61.5 million vehicle milestraveled reduced 2007 to 2009)
• Vanpool program includes more than 2,400 vans(Washington has the largest public vanpool fleet in the nation)
Aviation• 17 WSDOT-managed airports• 138 public use airports
Funding (includes 2010 supplemental budget)
$1.4 billion 2009-2011 operating program budget
$5.3 billion 2009-2011 capital program budget• State dollars - $3.4 billion• Federal dollars (non ARRA) - $1.0 billion• ARRA dollars (highways and rail) - $0.9 billion
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Telework at WSDOTPast drivers
State commute trip reduction law (1991)
• Requires large employers in WA to implement commute trip reduction programs
State executive order (2001)• Mandates that all state
agencies have a telework policy
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Telework at WSDOTPresent drivers
Sustainability
• 2007 law - report greenhouse gas emissions and develop a plan to reduce their emissions
• 2011 Telework Week - challenge from local planning organization
• 2012 Secretary’s Executive Order - sustainable business practices
Future drivers• Real-estate reductions
• COOP
Telework Pilot: Buy-in
Identifying fans– Champion managers
– Internal team
Making the business case– Current policy
– Strategy for multiple initiatives
– Benefits for agency and employee
– No new investments needed
Establishing a goal– 30% of employees in eligible
positions teleworking at least one day per week
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Telework Pilot: Components
Definition of telework
“working from home or another acceptable location (closer to home) that is not the official duty station for one or more days per week, month or selected time period.”
Phased approach • Six-month pilots
Formalized approach for approval• Eligibility• Telework forms
Telework Pilot: Components
Participation requirements and expectations
• Regularly telework at least once a month but no more than three days a week
• Report data for six months
• Submit accountability tool
• Follow communication protocols
Use your champion manager to create “fans”
• Understand the culture
• Have an open discussion
• Conduct training
• Determine eligibility together
• Report progress throughout
Upper Management Engagement
Continued Engagement
Supervisor engagement
• Host an information session
• Direction from management
• Gauge interest/comfort
• Midpoint check-in
Employee engagement
• Information session
• Gauge interest/comfort
• Self-assessment
• Midpoint check-in
Phase 1.0
• HQ Public Transportation Division
• Aligned with mission
• Targeted 34 employees
• Some telework experience
• Similar job functions
• 21 employees applied and approved
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Phase 1.0: Starting small and “safe”
Phase 1.0 Results: the numbers
Phase 1.0
Total employees 38
Employees who teleworked at least once a week pre-pilot
3
Employees who teleworked once a month pre-pilot
5
Telework-eligible positions 34
Employees who applied for eligibility 21
Employees approved for telework 21
Monthly telework pilot participants 8
Inclement weather only pilot participants
#
Weekly telework pilot participants 13
Pilot Goal (Weekly telework by 30% of eligible positions)
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• Tripled the number of employees who telework regularly
• 62 % of employees in eligible positions applied and approved
• 34% of approved to telework weekly
• Exceeded the goal
Phase 1.0 Results: more numbers
• All participants reported they were just as or more productive while teleworking.
• 33% of supervisors with telework employees reported a loss in productivity.
• 73% of all supervisors reported telework boosts morale • Roughly 292 telework days logged• Participants saved $6,500• After the pilot more employees applied
Phase 2: Expansion and Diversity
Phase 2.1
• HQ planning division
• Similar job functions
• Targeted 88 employees
• Little telework experience
• 23 applied and approved
Phase 2.1 Results: the numbers
Phase 2.1
Total employees 138
Employees who teleworked at least once a week pre-pilot
3
Employees who teleworked once a month pre-pilot
4
Telework-eligible positions 88
Employees who applied for eligibility 23
Employees approved for telework 23
Monthly telework pilot participants 16
Inclement weather only pilot participants
#
Weekly telework pilot participants 7
Pilot Goal (Weekly telework by 30% of eligible positions)
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• Tripled the number of employees who telework regularly
• 26% of employees in eligible positions applied and approved
• 8% of approved to telework weekly
• Did not meet the goal
Phase 2.1 Results: more numbers
• 94% of participants reported they were just as or more productive while teleworking
• 25% of supervisors with telework employees reported a loss in productivity
• 73% of all supervisors reported telework boosts morale
• Roughly 133 telework days logged
• Participants saved $4,000
• After the pilot more employees applied and approved
Phase 2: Expansion and Diversity
Phase 2.2
• More diverse job functions
• Regional project offices
• Targeted 76 employees
• No telework experience
• Heavy computer applications
• 18 applied and approved
Phase 2.2 Results: the numbers
Phase 2.2
Total employees 99
Employees who teleworked at least once a week pre-pilot
1
Employees who teleworked once a month pre-pilot
2
Telework-eligible positions 76
Employees who applied for eligibility 18
Employees approved for telework 18
Monthly telework pilot participants 3
Inclement weather only pilot participants
#
Weekly telework pilot participants 15
Pilot Goal (Weekly telework by 30% of eligible positions)
22
• Increased by six-fold the number of employees who telework regularly
• 24% of employees in eligible positions applied and approved
• 20% approved to telework weekly
• Did not meet the goal
Phase 2.2 Results: more numbers
• 82% of participants reported they were just as or more productive while teleworking.
• Only 1 supervisor with telework employees reported a loss in productivity.
• 68% of all supervisors reported telework boosts morale and helps employee concentrate.
• Roughly 214 telework days logged• Participants saved $7,200• After the pilot more employees applied and approved
Overall Pilot ResultsParticipation benefits
• Improved work-life balance
• Saved money
• Happier on the job
• Feel productive and accountable
Agency benefits• Fosters a more efficient and satisfied workforce• Increases office morale• Improves workload organization and prioritization• Fits within the culture • Reduces participant commute travel and office energy consumption• Reduces participant personal leave use• Retains employees
Pilot Summary: the numbersPhase 1.0 2.1 2.2 All
Total employees 38 138 99 275
Employees who teleworked at least once a week pre-pilot
5 3 1 9
Employees who teleworked once a month pre-pilot
3 4 2 9
Telework-eligible positions 34 88 76 198
Employees who applied for eligibility 24 29 18 62
Employees approved for telework 24 29 18 68
Monthly telework pilot participants 10 16 3 29
Weekly telework pilot participants 16 13 15 44
Pilot Goal (Weekly telework by 30% of eligible positions)
8 26 22 60
“Most of my work is at sites in Pierce County which are
closer to my home than they are to the Office. Site visits and meetings with property owners would take less time out of my day If I was able to
telework.”
“The program is very clear
about expectations and is well defined and organized.” “I found myself a little
apprehensive at first not knowing how my focus on the job would be at home, but to my surprise I found
myself more productive more focused and less distracted
from home than when at work.”
“Teleworking has trained me to focus on what I can do for that day only. This training is being used more in my work
planning while I am in the office as well, and this is so
valuable.”
“Teleworking forced me to prioritize my
tasks for the following day and be
accountable. “
“Communicating with Teleworkers has been a non-issue and think
very positively of the concept. I'll
probably upgrade my Internet service at some point and
sign up for Teleworking.”
“Teleworking helped me reduce interruptions on
time critical tasks identified by my
supervisor.”
“I appreciate the opportunity and would like the program to
continue.”
“I enjoyed teleworking and would like to the option to telework.”
“Telework is a great
tool.”
Lessons Learned
• Management support affects participation
• Messaging impacts employees understanding
• Employees need more IT guidance
• Supervisor training is essential
• Non-teleworkers benefit too
• Telework helps reduce space needs
• You can modify your goal
• Bring the right players to the table at the beginning
• Formal approach and accountability tool works
Expanding the Pilot
• Reasonable work accommodation in certain circumstances using forms
• Revised inclement weather policy• Mini-pilot in Olympic Region offices • Technical assistance nationally, and state and local
agencies• Numbers increasing
Pilot to Program
• Secretary support– Pilot summary with action items
• New policy components– Goals– Timelines– Determinations– Requirements– Reasonable accommodation– Inclement weather– Information security– Out of state telework
• Union negotiations
Pilot to Program
• Suitability determinations• Training
– Human Resources– Appointing authorities – IT
• Messaging – Pilot language– Old policy
Program Next Steps
• Roll out plan– Management– Employees
• Baseline• Measurement• Reporting
zeal●ot \'zel-ət \ noun: a person who is fanatical about a belief or causeSynonyms: fanatic, fan, enthusiast, follower, champion, advocate, radical, supporter, devotee, partisan
“You converted a dragon into a zealot”
Kevin DaytonRegional
AdministratorOlympic Region
Brooke Hamilton
Sustainability Projects Manager
Questions? More information?