AASHTO Committee on Transportation System Security and Resilience (CTSSR)Webinar: September 1, 2020 Teleworking During the Pandemic 1
Opening Remarks – Jim Pappas, Deputy Director, Operations & Support, Delaware DOT, CTSSR Vice Chair Committee on Human Resources Maribel Manos, Director of Division of Administration and Human Resources, Kansas DOT Committee on Transportation System Operations Matthew Glaser, Assistant State Traffic Engineer, Georgia DOT Chrissie Collins, FMS/AMS Specialist IV, Florida DOT Brian C. Hoeft, Director of FAST (Freeway and Arterial System of Agenda Transportation), Regional Transportation Commission of Southern Nevada Committee on Transportation System Security and Resilience Robert Burd, Office of Emergency Management, Security, and Response, New Jersey DOT Gregg Brunner, Bureau of Field Services Director & Eileen Phifer, Safety and Security Administrator and Emergency Management Coordinator (EMC), Michigan DOT Roundtable Discussion – Led by Jim Pappas, Deputy Director, Operations & Support, Delaware DOT, CTSSR Vice Chair 2
Opening Remarks Jim Pappas, Deputy Director, Office of Performance 3
Committee on Human Resources 4
Committee on Human Resources Teleworking Policies Kansas Department of Transportation Maribel Manos, SPHR, SHRM-SCP Director of Division of Administration and Human Resources September 1, 2020
Before the storm… • Only a handful of employees teleworked on a normal basis prior to COVID- 19. • Teleworking was not something most supervisors felt would be a feasible or a productive alternative. • Although we had a Continuity of Operations Planning (COOP), it was primarily focused on how to respond in the event our building was temporarily unavailable, a natural disaster or if we needed to relocate our building. Minimal focus was spent on a response to a pandemic that would require many to telework from their homes for over six months.
Pandemic Response: Baptismal by Fire • March 5, 2020 : KDOT Secretary Lorenz launched an immediate high-priority examination of Mission Essential Functions (MEF) related to COOP, IT, HR, and planning process so we would be prepared to respond to the Pandemic. • March 7, 2020 : The first case of COVID-19 was confirmed in Kansas. • March 11, 2020 : Meeting was held with all Continuity of Operations (COOP) designees from State Agencies to provide an Overview of COVID-19 and how we needed to prepare as an Agency. • March 12, 2020 : Governor Laura Kelly declared an emergency in response to the growing COVID- 19 outbreak in Kansas. • March 16, 2020 : Began allowing MEF employees to telework.
Pandemic Response: IT Infrastructure Changes • VPN Investments (Software and Hardware): • AnyConnect - Previous 300 user license / Now 750 user license • ISE Base license - Previous 100 Base user license / Now 700 Base user license • F5 user license - Previous 256 user license / Now 1256 user license • Remote workers before/after: • Before - 80 AnyConnect and 10 F5 Portal users on average • Now - 575 AnyConnect and 100 F5 Portal users on average Please note, these numbers have decreased somewhat as agency employees started reporting back to the workplace.
COOP and Mission Essential Functions Defined Priorities for Teleworking • Continuity of Operations Planning (COOP) was critical in guiding KDOT on where to focus its resources and to assure that we would be able to continue to support our strategic goal to continue to provide critical services during a disruption such as a pandemic. • Mission Essential Functions (MEF) Of those MEF people identified, who has a KDOT issued laptop? If needed can they use their own electronic devices? Could MEF function be carried out from home if properly equipped? If any of the functions can be performed at home, what other equipment is necessary? (Network access from home – VPN, other resources) Do the identified MEF individuals have the internet access and speed to log-in from home? How many business days could take place before the function must be completed? Risk to KDOT if these functions are unable to be met?
Consider Listing Positions Most Suitable for Teleworking in the Policy A position may be suitable for telework if any of the following examples apply: • Work activities are portable, can be performed effectively outside of the official work site and are conducive to supervisory oversight at the telework site. • Job tasks are easily quantifiable or primarily project-oriented. • An employee's participation in the telework program will not adversely affect the workload or performance of other employees. • Technology, information and equipment needed to perform the job offsite are available. • Security of information and equipment can be provided for efficiently at the telework site. • Office coverage, access to the customer, team involvement and access to the manager are unaffected by the employee's location. • The work of the employee is such that he/she can work and resolve routine problems independently. Telework is not appropriate for every job, employee, supervisor or situation. Some examples of non-eligible positions include crew positions, shop-based positions, or positions that involve construction inspection work.
Define Telework Site Requirements in Policy Basic standards for a telework site: The environment must be free of safety and fire hazards. The location must have adequate workspace with access to electrical outlets, as well as an internet connection and/or a telephone connection. The work area must be separate from on-going domestic activities and provide for the security and safety of work materials. Temporary telework may require the use of equipment to conduct official business. Employees in this situation should take every caution to ensure that data and information storage follow all security guidelines.
Define Use of Equipment and Security in Policy • Track equipment being taken home. • Determine if users have access 24/7 or only during specific times. • Define who is responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes or other alternate work locations for telework. • Define if equipment and resources may be used only for business and if only by employees. It will then be the employee’s responsibility to ensure that all items are properly used. • If employee-owned computing, phones and smart devices are allowed, let them know if there are any restrictions. • Inform Teleworkers if they must guard against sensitive data being viewed on monitor screens and ensure that remote- access communications and stored data cannot be read by unauthorized parties, including their family members or others. • The policy should include instructions on what to do in the event of loss or theft of Agency equipment.
Teleworking Agreement • The scope and duration of teleworking should be defined and agreed upon between both the Agency/Organization in a form of a Telework Agreement. Agreement should include: • Terms of Agreement • Rules, regulations and policies such as Workers Compensation, FLSA, FMLA, and other laws apply when working at an alternative office location. • Telework Site • Clearly establish when teleworkers are expected to report to the official work site for events requiring their presence. • Task/Duties • Develop and discuss performance plans and goals with employees prior to beginning and review ongoing. • Communicate assignments and review work regularly to evaluate effectiveness of the telework arrangement. • Schedule
Additional Items to Assist with Teleworking during or after the Pandemic Regularly check-in with employees Digitize any relevant physical materials to Are employees on target make remote working easer. Add more frequent shorter meetings Fax Machine Filing Be flexible with schedules Home schooling What form/format will meetings take? Daycare / Caretaker Online/Video Phone Support wellness EAP Guidelines for working remotely Lunch/Break Times Hours/Work Schedule How often or how do you check in with your manager
Questions? Thank You!
Committee on Transportation System Operations 16
Virtual Transportation Management Center Matthew Glasser, PE GDOT – Assistant State Traffic Engineer
Continuity of Operations GDOT – Disaster Recovery Efforts In early February 2020, GDOT initiated the development of a Continuity of Operations Plan (COOP) for the • Transportation Management Center (TMC) and District Operations Centers (DOC) to plan for disaster recovery and business continuity. By the first of March COVID-19 started to become a threat to operations. • At this time focus was shifted to the possibility of needing to quickly transition all operations remote. •
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