Offie of PersonWe Management FIM Letter 36"-

Pa m W M md *temPubhhed in advance
LOW 36e I of kIcorpofalon in FPM
Chapter 368
Federal Flexible Vorkplace (Flexiplaes L" 9ect $ g


--4
Whington, D. C. 20415
Marc 26, 1991
4(Depuaments and Independent Establishrn s:*
venmentwide pilot project porni deral employ s o work at home or
approved sites away from their c' ve. ional off The work away from
tional worksite can be for all a eek. This flexible
arrangement, commonly called E,. "Telecommuting, 1 is
nationwide to any Federal department c@Ey, or other organization.
agements are voluntary for both the individual and the agency. The
ow of Personnel Management (OPM) and the General Services Administration
the lead agencies coordinating Governmentwide implementation.
1dentta council on Management Improveme nt (PCMI) developed Flexiplace
to current Federal workforce needs. The PCMI expects a wide array
$ts from Flexiplace participation. Agencies should find enhanced
and retention opportunities. Operating costs may be reduced.
equality of employee work, family, and personal life is expected.
improved quality and productivity of work output and improved management
es should result. Other expected benefits apply to our growing national
with ienerqy and environmental issues.
teagency task force has developed and distributed a comprehensive set
Obig guidelines and other related materials for Flexiplace participation
ftore consulted with all major Federal unions, providing plans;
Sand relevant materials for their review.
(plape is currently open kor agency enlistment and will remain open until
ple participate. There is no limit on the number of participants. We
agencies to enlist participants from any occupation in which at least
onof the work can be done at home or other site away from the normal
4.The reporting or administrative requirements for participating
ar4e not burdensome. The operating guidelines are sufficiently flexible
th* particular inclinations of any agency. Further, there is a technical
team Available to help agencies with any aspect of planning and

the rapidly increasing number of private sector and State and local
organizations using telecommunicating programs, it is clearly
that the Federal Government keep pace. We encourage agencies to
.#e.. Attached is a set of Flexiplace questions and answers. For more
on, please contact Dr. Wendell Joice, 202-606-2329 (FTS 266-2129) or
'Wheeler, 202-606-2130 (FTS 266-2130) at OPM or Mr. Thomas Cowley,
-80(FTS 241-1580) of GSA.


Constance Berry Newman
Director



basp"&ment Services Division, Personnel Research and.Development, Career Entry Group,
VTS 266-086.0 or 202-W60-0860
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Attachment to FPM Letter 368-1


The Federal Flexible Workplace
Project
FLEXIPLACE


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Sponsored by the
President's Council on Management Improvement


LoIS


General Questions
and
Answers


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Attschwa'pt PD -FM Letter 368- 1 (2)



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A. Hwera some lps:
a Look beyond Wh bDenes to ywpel,


S"iiitaiirt Wii m-e. by suggeing Ia

iiiiiiiia g to be held ac untabe and
.. .Cbe.your.own. bos. I you are not
iiiiiiiiiiiiii:i, aisla work may not
I! siiiiuiii l;iil;:.. you.
Croate a track record of being reliable
and producing quality work.
iiiConsid iiiiiii;ii" pMossibl alfes on your
.... ker and dlents. Your olfste
1. Ork shouldn't impose on others by
miSiiifng their work more difult.
iWhat arethe benefts of a fledble


nv benelts have been identified
axible workplace: programs. Typical
Is found in the pvate sector are:


*Impeaments hin employee effectiveness
jI:!:::iiiii[: miiii..yj i5
,iiiI.I.. iii . no F iv loB
S" : edu.c.i: in office space. parking
iiiiiiiiiiiiii aiiid transportation osts.

improvement of communications between
S upegrisorand employse.

StRieniition of skiled: employees and
::,.,: reclining employee turnover rates.
Sa Decline of absenteeism.
: :I' oAccommodation of trained employees
with health problems whiethey are
; s ll able and want to work.
o Carry over of benefits of management-
byresults to other parts of the orgari-
zmatn.


Attachment to FPM Letter 368-1 (3)


Emplyaee enaflts:
o Reduced commuting time.
o Increased ledbllty to coordinate
work schedules with personal and
family prorites.
o Abiy of employs to capital
on peak productivity periods.
o More employee control over
his/her ife.
o Reduction in costs for trans-
portation, food and clothing.
o Improvement of communications
between supervisor and employee.
Soletal Beneats:
o Reduction in commute trips and
tralfic congestion.
o Reduction in air pollution and
conserves transportation fuels
(energy conservation).
o Improved employment opportuni-
ties for the disabled and
mobility restricted.
o Reduction in problems associated
with elder care and "latch-key
children.
Participation In the Pilot Program
Q. Does an employee have a right to
work at home?
A. No. Participation in the flexible
Workplace program is not a right
Management is responsible for deciding
ifthe position is one that is appropriate
for offsite work and for examining both
the content of the work and'the perfor-
mance of the employee. Participation
in the program is not expected to be
routine. Because this is a management
work option, there is no automatic right


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or ht al agency stafr Can contact
:,::::: be res4ulstd to allow for telephone
ommunlilons orcan such contact be
iconductelwd when the employee is at the
Io.nvenlonel ots.?
m;ai;;;:iai 1h Mab:al Rauinmt: What
of the job res resources
: ibed b the main ? theCan se
resources be.esly removed and taken
ip.oriii ;lij;!.a day or to? Are these
SIErarcesvaloble through other means
s.l;;a..... as a computer- Wacceible Ibrary

SWhat
..i4Mtocphie, tefax machines,
Ielrpii:!ieii.rpecl.d equipment? qan
oi sipsi needs be grouped and scheduled
I r;;iiii;i: :!: days when th employee Is in the
S.***cnvenilort office?
oTI d: .Does the job
mo)inlve li work? Can trips begin
.niiiid al the home office ratr
Siii thaii th main office? Can paperwork
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rtilEfr main u dMeuItI Re qufmem ns:
Mon tasks which can be compiled at home
.e.m which don't violate security
iri:' ceduires) be grouped and scheduled
wa..;alpu:ii lace dasa
- .A.
i nt ii~ productity decline f an
4hiwduIs not being supervised onsel
::i nts industry has found that
0i0 11y is often increased when an
us works offeile, pariy because
interruptions, dtrions, and
bcauiisi the individual typically
ilrong incentive p t pro the benefits
i.eemplf r of abfsite work.
-.:p:\Man I monit work frmance



Output of quantilfiable tasks can
measured the same way as it is now
i.g done in the office. Non-quantii-
i or project-iened tasks are


Attachment to FPM Letter 368- 1 (5)

measured less drety, but should not
change significantly from currant
onite measurement. Normally, this
would involve:
o Establishing the nature and
objectiveofhe task
o Setting a deadline or due date
o Setting status report/meeting
periods (e.g., weekly)
Meauring the employee's output with
prior onsite work history and with
similar tasks being performed by on-
sita workers should enable the
supervisor to judge the productivity
of a participant in the flexible work-
place program. A flexible workplace
program needs both good planning and
good management to be effective.
0. Should a specific schedule be set
for the offalte work?
A. Yes. AN work schedules are
discretionary and require management
approval. Any work schedule (e.g.,
lexitime, 5/4-9, etc.) may be approved
for a ledplace employee. The work
schedule must be consistent with
requirements of the employee's work
group and provisions of the employee's
collective bargaining agreement A
fixed and preset schedule of offsite
work hours must be established by the
supervisor prior to the employee
working offsite. During offsite
hours, the employee must perform work
at a pre-determined and agency-
approved site (e.g., home, satellite
family). Absences from the offsite
work sit (e.g., visits on official
business to attend meetings) must be
coordinated with the supervisor at the
earliest time practicable.
Temporary lexiplace assignments or
changes in work schedules may be
made at managements discretion to
meet management needs or to
accommodate an employee's request







Attaclimut to FPM tetter 36,8-1



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)the service Ia onidered esI iIal,
2d I rdequr a uard t to prevent
bu (SEEC.G. B 150, June 19. 198).
a n!!Iie,,: Novemnber 6 19 l the PIreident

tudurtn cal yar and bar
miiiiiiiiii!:,::Kii...iij-i j *1Public Low I1 -= am,


F IpS may -s appro-
Ilundi to its taelihneEm,
equipment and wanih harges
agesdneys: slo, rt g.cy
gge ..:::::'r' safguiard to prevent abuse


:::::ma.. par or uWi of thi
personaI phone ~for.-buiness-
phon- ala.
r FPM. reulallin (CFR 41, ,4
S)al for rebbursament of
...i.Incurred aI a remit of olMtlaS
j SF:S .11 64, includin telaophona
..p... nI ... i ppro,,ed byto agency.


rP me enpiayres the up-front.
Seminimal or nona stent
v rh employeewig need

^ndiiiii d noin gaj expense maK
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*TI.:ihIihei agen .
ngd sancir g ae hargess


iFlix!siiiii;+?:i -A t -
.1.sag charges (other

Somputer orr assigned
bl mr'p'iiii:lo yees: home


: Modem and possible addflional
mur...:. usage Charges

Si coputei to allow employ es
to dil in
o Equipment maintenance and
piiii charges
o. Remot technical assistance
..ii11:!' E cw m n nsne a o n


Attachment to FPM Letter 368-1 (
o Replacement of damaged or
lost equipment
The following t of expenses may
be Incurred by e employee:
o Fax machine
o Office furnure (e.g., desk, chair)
o Answering machine or vooe mail
o Additional electrical outlets
o Telephone Ine


The costs to establish and maintain
a satellite facilty ae similar to
those for any field office: remodeling,
rent, telecommunicatlons lines and
equipment, ulities, computer
eqipment, photocopier and other office
machines, furniture, and so forth.

Usbllty and Workmen'
Compensallon

0. What abouliabily for-
ofrtif an mploee's laimfor 1nfury?
A. The Government is sel-insured.
Any Government exposure to liability
would be covered under the Military
Personnel and Civilian Employees
Claims Act, the Federal Tort Claims
Act, or the Federal Employees Com*
sensation Act workers' compensation).
The supervioa s nature on the
guest for compensation attests
to what the supervisor can
reasonably know, whether the event
occurred at a conventional work sit
or at an alternate work it(e.g.
home) during official duly. r
normal circumstances, swkip
often not present when an eto$ee
sustains an injury. Employee, in all
situations, bear responsibility for
informing their immediate supervisor of
an injury at the earliest time possible.
They must also provide details to the
Department of Labor when filing a daim.
The Federal equivalent of workers'





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Attachment to FPM Letter 368-1


Iae. In t"gles aln the
eiment aponat or main-
nilpsrm and replacement of
Suderstund tatwy government
Sruent used t home may only be
pwrposee. Employees
ad. n lmdO rladn to
m nt foEr work tht
rNM cl ttIe MCl a nd m
nrii d ah othk er Infoutllon


il c course of work.


of computers, piter, mo
i processing equipment t
m oNce to home resident
4 by the agency. Normal
I mae it the Iresponslbility

I narnage far equipment r
muse, repr, and repiacem
gtow e i d equipment iss
a em e simut noifa hla
rinn BIv ma61dh 1:11a ml

id ltoeportito te main ofi(

ae aesponsible for repair a
ot peisonaly owned equi-


free of hazardous matedals. Manage-
ment dma ndy n employ the
rwidnd au agreement baaed
on p ab In the home or
pc haardou materials n the
honm. Management may also have the
home oall impeded for compliance
with s y requirements when deemed
appo a. nspecns will be by
appdolnmnt only.


f an employee is Injured wile at home,
worker's compensation law and rules
ng apply. Employees must notify their
printeras supervisors immediately and complete
al necessary documents regarding the
Injury. Because an injury or illness
dams sustaled by a leiplace employee wil
o be outside me conventional work site,
ce the supervisor must investigate all
, reports immediately following
notioiaton.
Pitfall to Avoid
epair?
0. Whatare the costs of a flexible
nt workplace program?
dto
A. Many of the common pitfalls and
her traps that new fliplace employees
and their supervisors may encounter
If have already been identified.
Fortunately, ways to avoid these
c situations have also been developed.
Much of the training for employees and
their supervisors addresses how to get
ad started correcly and how to deal wi
nment. problem situations s they arle. The
following are examples of some of the
common piltals and traps to avoid.
So Managers plan important
meetings during scheduled work
at homedays.
Alternative: Setup a confareoce call.
are.... .. ,
s o Co-workers don't know when
uire- employee wll be in the office.
d free There is a general sense that
the employee is "never around.'




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Attachment to FPM Letter 368-1 (11)


APPENDIX F
FLEXIBLE WORKPLACE PROJECT WORK AGREEMENT






volunaarsto Ein hw eperimmntd pllotteuang phase of the project and
arpes to ea Cdhr to t oe ppioable g and poades.



oial. l:al tou of duy will be: to



am tD 4:Sp0 Monday thru Friday). This is maly a sample item; agencies should
tt I lct ula oircman eL At a mnimum, this item shold Cover hours


rws gaonan location in. which the em aee Is designated to work while not


SsMiecil::si rate s leave and travel t antolements i b based on the employee's
.i..I. ..'.... .....:. ...
etieheper wi have a copy of the employee's Flexiplace schedule. Employee's
awll beecrded as performing olicial duties at the official duty station.
g*fmaust obtain supesoapproval before taking leave In accordance with
iS lie proRedua. n sni this form, employee agrees to follow established
| liaesfosr requesting and approval of leave.
wle c... onwinue to work in pay status whie working at his/her residence. If employee
.at .i e b.een .rere.d and approved in advance helshe wil be neted
a h applicable law regulation, and FPM guidance. The employee understand
le i w not accept the results of un ppo d overtime work and will act
i~o dicrage i By sing this fonnk em agrees that failrin to obtain proper
ertimework may resu in histher removal from the Flexible Wtorkplae Project




51




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WIN
1011






Attachment to FM Letter 368-1 (13)

21 Mp" I apprXoved safeguads to protect Government/aaency records from
unadi~edclcinmmor d a nd wNcmo with the Privacy Ac requirements set forth
In t tkw At d194. Pubic Lo 3479 atdW Section Ms2. title 5 UASC.












II
al. agree to promptly cand submit evaluation materials and
to erko U group meeting as requred bythe guideflnes.

toiye t::! ta rjc fteepoyes romneddns or if the
toiainlnes uhrmoa utb coplhdi accord

2& sw Smitok hfiwte performance of his/he officially assigned duties to his/her
to agency approved alternate duty statons. Failure to comply with this
,0 _I ra loss k of pay, termination df Me itexipbac arrangement, and/ofr other
OfaymW109 d Isn action.


Date


Date


Aoovy.Proed ooafr Date Reviewed




v 4 -



Attachze t to ORK,14ktar 368-1 1.

AGE


itak
'0 ,cbecklt
Au loyee
u, lAiwo''emp
XWOUX00 of The-vilat,
4 oil
v-tate
VLAC$ 4P
11fti I XA# I'S
I Aw 01,


qY hadkebjlr I A =01
4A
SAW apa-POOP -A 00' go
1110 1h ,*I% I J
oil as PgOin".
N :
Of
A0 IN
2 JA
A
to's 0 4 4
4 ;d
"As ft
by

Ali
IrX t il, I f -Muz t .41 v 16 l, Q
I* X I III* I
1 1,
1: 7 111, 4 41



IN 1 IA_ U t
k, f 7 777 TT, 7 7 1: _",-v
f
AP"VWJi
FbM'



go


(my

Ile








A '41 m


JI
+
*I, 4t







Attachment to FFM Letter 368- 1 (15)

gMWLOME CARTIFCATION






a $be rathetadg Cheekiat is designed to easons %be Overall safety of the
elftetoto Warkaltt. Beak participant should read and complete the "If
Opptiftentles safety aheeklist. Upes completion the aobeklist should be
Ri#RG sand dot"d by the participating employee Rod Immediate aspocvises.
*Vbmp alternate wocksite Is Describe the designated work at"a


UIs t the Rpece freeomfa sabesto containing matedials? Team Mai

""E sb ate containing material to pceseutg, to It
m~age4 ad togoo coulition?
amy sObeak it applicable Tes gao

3. g* the wpm*e 9we of Indoor air quality problems? Was. Ma-
'46 to, the space" free at not"e hazards (in ars@es
at is$ decibels)? walk ffo
J1. IS there apotable (driokable) Water supply? was. no

$. Is adequate ventilation present for the
gred omMupanyT Ye- 100
'Y. USe lavatexie available with hot and

N. A"e all stairs with 4 or now* ateps
49049"e with bandrailae was- Mo
agobe all acioult breakers andor ERROR In
t akeottical panel labeled as to Intended service? Teo- no-
ft $ haircut breakers clearly Indicate It
tbayawe In the uoen or closed position?. Too No
JL "s all eleftaical equipment free oftorcogulaed
tu*pa a that wunld ceam" physical balm (99ayed vices,
"ato conductors, Ioo*e vices, flexible vices running
ti. ah wells, exposed vices fixed to the calling)7 Tes. no

Will#11 the ballding's electrical &yet=m permit
the gxwomadtg at electrical equipment? Was; No-
&w Be alsles, doorways, ~ad corners free of
abet 8tions to permit visibility and Wovemeat? Is$ Vae
It. hre file cabinets and storage *least@ arranged so
4tauern and doors do not opeon Into walkways? ves s
154 Do chatxCS have any loose, casters I Iees)? Are the
roovs and legs at chair* sturdy? Yes6 so
416. is the offic oery rn ? sea- Ma-
'017. are the thn imes, electrical cot&s, and extension
wizes secured under a do"k or alougaide a baseboard? T ED
34. to the office space eant, clean and free all exeDssive
amounts of combustibles? was- no
09. Age floor suztacs clean. dwy, level, and
free of WWOe or frayed soema "a B
20. are carrate "eIt Ramrod to the floor,
and two* of trayed or vorn seams? Iran Wo


signaureDVte



appro"eOdisapproved
8 MI"A MrsTE SUPERVSOR A"E EMwDUmm To CommC Am ON SaIT INSPWCTrION
FOR Mff OtFLOWNS CHECKING Five 02 none in AIMUES. aMPLOrzIS han
WOR9MOVlaLS FOK luroMInM INNIaS MMRVMOe Or AMT XIWAErICAT CAMXa.




UNIVERSITY OF FLORIDA
I 122 08lll 79 3 3lllll IIIlllllIII 11
3 1262 08729 3063