copyright © 2012 by united space alliance, llc. copyright © 2012 by united space alliance, llc....

Copyright © 2012 by United Space Alliance, LLC. TeleWork

October 2012

Implementing TeleWork from an Industry Perspective

Copyright © 2012 by United Space Alliance, LLC.

Penny L. White

October 2012


TeleWork

October 2012

• What is TeleWork?

• How do employees obtain information on the Program?

• Is a job suitable for TeleWork?

• What are the minimum requirements?

• What are the IT Systems requirements?

• How is information handled?

• What are the employee’s responsibilities?

• What are the manager’s responsibilities?

• How is performance measured?

• Why did TeleWork work for USA Procurement?

• What are some Pro’s & Con’s of TeleWorking?

• Questions?

Questions to be addressed


TeleWork

October 2012

• TeleWork is defined as working at a predefined location other than the conventional office

– Typically, employee’s residence

– May be performed at a remote location outside of the geographic location of the company’s facilities

• TeleWork is designed to permit suitable employees to perform assigned duties outside of the conventional office

• The Company does not guarantee all employees the right to participate

– Job must be suitable

– Employees meets minimum requirements

– IT standards met

– Management and Employee must agree

What is TeleWork?


TeleWork

October 2012

What is TeleWork?

• TeleWork arrangements may be

– Scheduled (i.e, Monday and Thursday of each week, Tuesday of each week, 7 – 9 each weekday, etc. )

– On Call (as required and documented by management)


TeleWork

October 2012

How do your employees obtain information on the Program?


TeleWork

October 2012

Is a job suitable for TeleWork?

• The nature of employee’s assignments

– Clearly defined task & work products

• The needs of the customer, job, work group, and USA

• The employee’s past and present level of performance

• The ability of the manager to evaluate the work output

• The ability for the employee to report to the worksite, as directed by manager and/or business necessity, such as being present for required meetings

ALL ASSIGNED TASKS AND DUTIES MUST BE EXECUTED SUCH THAT THE PROGRAM, CUSTOMER, AND COMPANY OBJECTIVES ARE

FULLY SATISFIED


TeleWork

October 2012

What are the minimum requirements?• USA TeleWork candidates must at a minimum:

– Have completed the company 6-month probation period

– Be an active USA employee with good performance reviews

– Have demonstrated the ability to successfully complete tasks under minimum supervision

– Submit an on-line enrollment form via the USA TeleWork Website

– Complete the Computer Based Training (CBT) on the TeleWork Website

– Have a job suitable for TeleWork


TeleWork

October 2012

What are the IT System requirements?

• Employee must provide PC compatible with USA’s TeleWork System

– Pentium Processor with Current USA Standard Operating Systems

• 30Mb free disk space for USA setup

• I.E. Version 4.01 or higher

• CD ROM/ DVD for installation of required client software

• Any required peripheral equipment (printer, etc.)

• Phone line

• a 56KB Modem


TeleWork

October 2012

What are the IT System requirements?

• The company provides the following items:

– Nationwide Internet Service Provider (ISP) with Help Desk support

– USA standard code software (MS Office, USA Applications, email) via USA Terminal Server System

– Virus protection software (Local and via USA Systems)

– Long distance telephone service (business calls - AT&T Card)

– User support via telephone/USA Help Desk


TeleWork

October 2012

How is information handled?

• Written Management consent required to take home sensitive information

– Restricted

– USA/Third Party Proprietary

– Business and Technical

– Export Controlled Information

• Classified material cannot be taken home or worked at home under any circumstance

• All applicable company and government policies and guidelines remain in effect for TeleWork assignments

• All Company information shall be kept in designated area and shall not be accessible to others


TeleWork

October 2012

What are the employee’s responsibilities?

• Ensure all pre-requisites are in place prior to TeleWorking

– Meet IT requirements• Validate connectivity and able to operate in the environment

– Establish dedicated workspace and approach to handle company information

– Obtain Management approval

– Execute TeleWork agreement

• Adhere to TeleWork agreement requirement as well as all company policies and procedures

• Perform all assigned tasks and duties to the full satisfaction of customer and company objectives

• Adhere to TeleWork schedule or on-call approval authorization

– Notify management of deviations and obtain approval

• Understand TeleWork is voluntary and may be terminated at any time


TeleWork

October 2012

What are the manager’s responsibilities?

• Determine job is suitable for TeleWork and employee meets the requirements

• Ensure appropriate measurements are in place to ensure productivity

• Reinforce the requirements of the TeleWork program to employees under their supervision

• Accountable to ensure that the customer and company work requirements are not compromised

• Reassess each 6 months (at a minimum) that the TeleWork arrangement is still in the best interest of the company and all requirements are being met

• Understand TeleWork is voluntary and may be terminated at any time


TeleWork

October 2012

How do you measure performance?

• Overall quality of work

• Adherence to schedules

• Deliverable products

• Accessibility

– Email

– Phone

• Customer feedback


TeleWork

October 2012

Why did TeleWork work for USA Procurement?

• Procurement personnel located at multiple sites (TX, AL, FL)

– Management had personnel at multiple sites

• Procurement personnel worked at different location than some of their customers

• Communication via email and phone were a standard

• Increased usage of electronic purchase order files and maintenance of data on shared servers

• No classified material required


TeleWork

October 2012

Why did TeleWork work for USA Procurement?

• Procurement personnel understood how to handle information – third party proprietary information, business and technical, etc.

• TeleWork was initially utilized by Procurement Compliance & Systems professionals

– Very little oversight required

• Program started out with a few people and then increased

• Management monitored employee performance

• Approximately 75% of our employees have TeleWork agreements


TeleWork

October 2012

What are Pro’s and Con’s of TeleWorking?

PRO CON

I am able to run processes that need to be done after hours or on weekends without having to drive to the office

Staying busy for the full TeleWork duration is sometimes challenging

I am more productive if I have outside appointments because of the flexibility of scheduling

You cannot have dual monitors on the TeleWork server

I am more accessible to support, even when off-duty as needs arise

Must be very disciplined

I am not wasting time on transportation to and from work, which is considerable for me

I miss the face-to-face interaction with co-workers

I am able to focus on individual projects/tasks with less interruption from co-workers and other issues in the office

Sometimes I forget to save things to the server and can’t access something I need while TeleWorking

I get good support from the Help Desk when problems arise, which is infrequent

I may miss out on impromptu meetings that occur at the office while I’m TeleWorking

• Following are quotes from actual TeleWorking employees within USA’s Procurement organization regarding the Pros and Cons of TeleWork

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