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WSDOT’s Telework Pilot Program

WSDOT’s Telework Pilot Program . Brooke Hamilton Sustainability Projects Manager. Interagency Committee for State Employed Women Quarterly meeting January 21, 2014. WSDOT profile WSDOT owns, manages and maintains:. Highways

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WSDOT’s Telework Pilot Program

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  1. WSDOT’s Telework Pilot Program Brooke Hamilton Sustainability Projects Manager Interagency Committee for State Employed Women Quarterly meeting January 21, 2014

  2. 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 structures Ferries • 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 miles traveled 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 2

  3. Telework at WSDOT Past drivers Statecommute 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 3

  4. Telework at WSDOT Present 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

  5. 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 5

  6. 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

  7. 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

  8. Upper Management Engagement Use your champion manager to create “fans” • Understand the culture • Have an open discussion • Conduct training • Determine eligibility together • Report progress throughout

  9. Continued Engagement • Employee engagement • Information session • Gauge interest/comfort • Self-assessment • Midpoint check-in Supervisor engagement • Host an information session • Direction from management • Gauge interest/comfort • Midpoint check-in

  10. Phase 1.0: Starting small and “safe” Phase 1.0 • HQ Public Transportation Division • Aligned with mission • Targeted 34 employees • Some telework experience • Similar job functions • 21 employees applied and approved 10

  11. Phase 1.0 Results: thenumbers • 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

  12. 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

  13. Phase 2: Expansion and Diversity Phase 2.1 • HQ planning division • Similar job functions • Targeted 88 employees • Little telework experience • 23 applied and approved

  14. Phase 2.1 Results: the numbers • 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

  15. 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

  16. 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

  17. Phase 2.2Results: the numbers • 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

  18. 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

  19. Overall Pilot Results Participation 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

  20. Pilot Summary: the numbers

  21. “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.” “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.” “The program is very clear about expectations and is well defined and organized.” “I appreciate the opportunity and would like the program to continue.” “Telework is a great tool.” “I enjoyed teleworking and would like to the option to telework.” “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.” “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 forced me to prioritize my tasks for the following day and be accountable. “

  22. Lessons Learned • Bring the right players to the table at the beginning • Formal approach and accountability tool works • 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

  23. 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

  24. 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

  25. Pilot to Program • Suitability determinations • Training • Human Resources • Appointing authorities • IT • Messaging • Pilot language • Old policy

  26. Program Next Steps • Roll out plan • Management • Employees • Baseline • Measurement • Reporting

  27. zeal●ot \'zel-ət \ noun:a person who is fanatical about a belief or cause Synonyms: fanatic, fan, enthusiast, follower, champion, advocate, radical, supporter, devotee, partisan Questions? More information? “You converted a dragon into a zealot” Kevin Dayton Regional Administrator Olympic Region Brooke Hamilton Sustainability Projects Manager hamiltb@wsdot.wa.gov 360-705-7011

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