Teleworking at ITS September 2009 1 Topics for

Tele-working at ITS September - 2009 1

Topics for Today • • Why Tele-working? Policy Decisions Tele-working Requirements Defined Agency Provided vs. Employee Provided Challenges & Roadblocks A Path Forward Solutions for Today Conclusions when considering Tele-working 2

Why Tele-working? ? ? • Employee Satisfaction – Reduced Travel Time, & Stress – Reduced Cost of Fuel – Higher Employee Productivity • Reduce Overhead Costs – Building Space Requirements – Related Expenses • Better Position for Pandemic Response • Supports Coop Activities • Green Initiative 3

Policy Decisions • Tele-working is Granted by Role/Position • Employee must be in good standing – “Good” or > on most recent PMP • No change in Compensation/Benefits • Tele-work locations must comply with established Safety Standards • No change to Work Schedule • SCIO Approval Required 4

Tele-working Requirements • Employee must be able to work as if they are in the office at their desk – PC with access to all work related materials – Have Access to Required Applications & Files • Email / Remedy / Documentum / Web Based / Etc. – Receive Inbound & Make Outbound Phone Calls as well as retrieve Voice Mails – Participate in meetings – Must meet the states security requirements, and operate within the established security Standards and Policies. 5

Agency Provided Tools • Agency Supplied Items – Desktop Computer (Full Time Tele-worker) – Laptop Computer (Part Time or Mobile Teleworker) – VPN Connectivity to State Network – Telephone Capability • Other Job Specific Necessities – Approved by Direct Manager – Based on Employee Roles & Responsibilities 6

Employee Provided Tools • Employee Supplied Items ( Not Covered ) – Broadband Internet Connection – Home Router – Other Personally desired devices • Printer / Scanner / Copier / Fax • Paper for above • Headset / Microphone / Speakers • Office work Area / Space – Appropriate Furniture 7

Challenges & Roadblocks • The Economy • Budget Constraints • Executive Orders on Expenditures 8

A Path Forward • Review Currently Owned Capabilities for suitable solutions to meet the specific business needs of Tele-workers • Assessed Cost vs. Capabilities vs. Risk of the various potential solutions. • Deploy solutions with the best cost to business requirement capabilities. • Send folks home in a pilot / test phase • Testing of Pandemic response Capabilities 9

Solutions for Today • Computers Provided to Tele-Workers – Laptop – Desktop • Provided VPN Access • Telephone Service – VOIP Telephone Solutions • Soft phone Capabilities • Hard Phone for Full Time Home Based Users – Cell Phones w / Forwarding Capabilities 10

Solutions for Today • Added Conference Bridge Numbers – For each Conference Room – For Some Specific Users ( VOIP ) – Additional Float Numbers available ( VOIP ) • Video Conference Service Capabilities • Hotel Cubes in the Office with: – Network Connectivity – VOIP Phones 11

Conclusions for Tele-Working • • Defined Policies Important to Success Determine Qualifying Roles Identify Work Requirements of the Roles Identify Solutions to Meet Requirements Use Available Solutions if Suitable Pilot Tele-work Program Drive Improvement from Lessons Learned Expand Program with Successes 12