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The Status of Telework in the Federal Government 2004

VII. Appendix A - 2003 OPM Telework Survey

INTRODUCTION

A. Agency Name

Please identify the name of your agency in this section.

______________________________________________
Agency Name

B. Agency Telework Representative Information

Please identify in this section the agency telework representative responsible for policy implementation.

Last Name: ____________________________ First Name: ___________________________________

Phone: ________________________________ Email address: _________________________________

Please identify the individual completing this survey (If different from agency telework representative above).

Last Name: ____________________________ First Name: ___________________________________

Phone: ________________________________ Email address: _________________________________

PLEASE NOTE, ON-LINE AGENCY RESPONSES ARE DUE TO OPM NOT LATER THAN NOVEMBER 1ST, 2003

DEFINITIONS:

Core Telework: Telework that occurs on a routine, regular, and recurring basis away from an employee's principal place of duty (e.g., at home, at a telework center, at an alternate location) one or more days per week.
Situational Telework: Telework that occurs on an occasional, non-routine basis.
Job-related Eligibility Criteria: An occupation or position is eligible for telework if, regularly or occasionally, some or all of its duties could be performed away from the principal place of duty.
Employee-related Qualifying Criteria : Requirements an employee must meet to participate in a telework arrangement (e.g., performance rating of at least fully successful, no history of disciplinary actions, etc.)

Note: Please enter numbers without commas. If you have no employees in a particular category, please enter a zero.

TELEWORK DATA: For Fiscal Year 2003

Total number of employees in your agency (Full time, Part time, and Temporaries): ________
Based on the definitions given above, how many employees in your agency are in jobs that are eligible
for telework?
1. Core Telework ________
2. Situational Telework ________
3. Not Eligible ________
How many eligible employees actually teleworked during 2003?
1. Core Telework ________
2. Situational Telework ________
Of the total number of Core teleworkers in 3a, what is the average number of days they teleworked per
month? ________
Of the total number of Situational teleworkers in 3b, what is the average number of days they
teleworked per month? ________
Grade Levels
1. Can you provide a breakout of Core and Situational teleworkers by grade level? Yes____ No_____
2. If yes, identify the number of Core teleworkers at each grade level (Drop down list of grade levels
  will be provided on the website):
3. If yes, identify the number of Situational teleworkers at each grade level (Drop down list of grade
  levels will be provided on the website):
Please answer the following regarding distribution of teleworkers by geographic area:
1. Total number of teleworkers whose primary place of duty is within the greater Washington, DC
  Metro area (Including the suburbs of Maryland, Virginia, etc.)
  Core teleworkers _____
  Situational teleworkers _____
2. Total number of Core teleworkers whose primary place of duty is outside the greater Washington,
  DC Metro area:
  Core teleworkers _____
  Situational teleworkers _____
Please answer the following question concerning disability and medical conditions:
1. Number of employees using telework as a reasonable accommodation for a qualified disability _____
2. Number of employees using telework as an accommodation for a temporary disability or temporary medical reasons.

POLICY

What is the current status of your agency's telework policy?
1. Policy was implemented on:_____/_______(MM/YYYY)
2. Policy was completed and will be implemented by: _____/_______(MM/YYYY)
3. Not started because:______________________________________________

Does your telework policy address the following? (Check all appropriate response that apply:

Agency Telework Policy	Check if applicable
a. Eligibility Criteria - Positions eligible for telework
b. Qualifying (Employee related) Criteria
1. Minimum time in position (Employee must have worked in the organization/Federal Government for _______weeks) (fill in number of weeks)
2. Minimum performance rating
3. No history/occurrence of disciplinary actions
4. Accommodations for health problems
5. Core hours requirements
6. Use with alternative work schedules
7. Equipment usage/availability
8. Other: ___________________________________

According to your policy, are employees allowed to telework and also be on alternative
work schedules? Yes____ No_____
(Note: OPM telework policy does not prohibit both at the same time.)
Telework Agreements:
1. Does your agency require employees to sign a telework agreement?
  1. For Core teleworkers Yes _____ No _____
  2. For Situational teleworkers Yes _____ No _____
2. If yes, does your telework agreement contain information for the following? (Check all that apply)
  1. Identification of Core telework hours Yes ____ No _____
  2. Use of alternative work schedules Yes ____ No _____
  3. Equipment usage/availability Yes ____ No _____
  4. Communication plans (How often employee will keep in
    touch and by what methods) Yes ____ No _____
  5. Access and availability of teleworkers to supervisor
    and customers Yes ____ No _____
  6. Identification of what performance standards apply Yes ____ No _____
  7. Other: __________________
Are there categories of employees that your agency precludes from telework? (Check all that apply)
1. Executives _____
2. Managers _____
3. Supervisors _____
4. Support staff _____
5. Temporary employees _____
6. Employees on AWS _____
7. Part Time employees _____
8. Other _____
Notice of Eligibility
1. Are employees whose jobs are eligible for telework (Core and/or Situational) given the opportunity through formal notice of their eligibility to telework? Yes _____No _____
2. If yes, how frequently are they given formal notice of the opportunity to telework? _________
3. How many eligible and qualified employees were denied the opportunity to telework? _____
Declination
1. Does your agency provide the opportunity for Core telework-eligible employees to formally
  decline to telework? Yes _____ No _____
2. If yes, how many employees formally declined the last time you provided notification? ________
Termination
1. Does your agency track the number of employees whose telework agreements are
  terminated?
  
  Core teleworkers Yes _____ No _____
  Situational teleworkers Yes _____ No _____
2. If yes, how many:
  1. Employees chose to terminate telework: _____
  2. Employees whose supervisors terminated their telework agreements due to a mission or position change: _____
  3. Employees whose supervisors terminated their telework agreements early due to a performance or disciplinary reason: _____

AGENCY ACTIONS

What steps have you taken to make certain all persons who telework are accounted for?
1. Track through time and attendance _______
2. Track through a management reporting system _______
3. Require a telework agreement _______
4. Other (explain) _______
5. We do not track teleworkers _______
What does your agency do to provide equipment (e.g., computer, office furniture, phone lines, etc.)
for employees who telework? (Check all that apply)
1. Agency purchases all equipment/services for the employee's home _____
2. Employee purchases all equipment/services for the employee's home _____
3. Agency uses surplus/excess equipment for teleworkers _____
4. Costs are shared between the agency and employee
5. Employee purchases equipment and agency reimburses for cost _____
6. Other________________________________________________________________
How does your agency provide IT support for teleworkers? (Check all that apply)
1. Help Desk assistance over the phone _____
2. Home IT services (i.e., IT support staff go to the employee's home) _____
3. Employee must bring equipment to the office to be repaired _____
4. Agency does not provide IT support to teleworkers _____
Has your agency realized any savings or benefits as a result of implementing a telework program?
Yes _____ No _____ Not Tracked _____

If yes, please check all that apply:
1. Real estate/rent savings _______
2. Recruitment and retention cost savings _______
3. Reduced mass transit subsidy costs _______
4. Improved employee productivity/performance _______
5. Other (please explain) __________________________________________________
What are the major barriers to telework in your agency? (Check all that apply)
1. Data security (protection of sensitive information) _______
2. Employee resistance _______
3. Funding for equipment/IT support _______
4. Information technology issues (e.g., access to server) _______
5. Management resistance _______
6. Nature of agency work _______
7. Office coverage challenges _______
8. Training _______
9. None _______
10. Other ______________________________________________________________
What is your agency doing to overcome the barrier(s) you've selected above? (Check all that apply)
1. Training for employees and managers on telework _______
2. Establishing regular reporting mechanisms _______
3. Increased budget for IT support _______
4. Initiatives to gain top management support _______
5. Marketing of telework program (posters, flyers, etc.) _______
6. Other _________________________
7. N/A __________________________
What can the Office of Personnel Management (OPM) do to help your agency better implement
telework?

Thank you

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