FEDERALSYSTEMS

On-Demand Solutions for Telework, a COOP Essential and the Way of the Future

Presented by: Roseanne M. Cohen

Date: September 2007

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Agenda

Linking Telework & COOP

Telework & COOP Defined

Benefits of Telworking

Initiatives & Drivers

The Stats

Barriers to Telework

Overcoming Barriers

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Are we Prepared?

73% of federal workers said they would not come into the office in the event of pandemic outbreak

Who’s going to run the country?

An Avian Influenza pandemic could restrict employees to their homes or temporary shelters for an indefinite period of time.

Landslides

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Flooding at IRS Headquarters

                                                                           Photo Credit: Linda Davidson

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The Basics: Telework & COOP Defined

Continuity of Operations (COOP)

“An effort to ensure that the capability exists to continue essential agency functions across a wide range of hazard emergencies.” (operational within 12 hours of a disaster and sustainable for 30 days)

FEMA Federal Preparedness Circular (FPC) 65

Note: Federal law requires agencies to have telework programs, but does not give individual employees a legal right to telework.

Telework (“work at home,” “flexible work,” “telecommuting,” etc.)

“work arrangements in which an employee regularly performs officially assigned

duties at home or other work sites geographically convenient to the residence of the

employee.” OPM-II-A-1 A Guide to Telework in the Federal Government

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Benefits of Teleworking for Federal Agencies

Recruiting and retaining the best and brightest workforce with flexible working practices

Helping employees manage long commutes and other work/life issues

Reducing traffic congestion, emissions, and infrastructure impact in urban areas

Saving taxpayer dollars by decreasing Government real estate costs

Safeguard continuity and speed recovery of essential business functions

OPM-II-A-1 A Guide to Telework in the Federal Government

The average federal employee who commutes five days a week:

• Spends $10,580 per year on his/her commute;

• Spends 245 hours of his/her life getting to and from work;

• Disperses eight tons of pollutants into the environment.

Source: the Telework Exchange, Alexandria, Va.

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U.S. Government Initiatives for Telework

Section 359 of Public Law 106-346; Oct 23, 2000• All Executive Agencies must develop telework policy, yet maintain performance• Mandated 25% of Federal workforce • $5 Million penalty to noncompliant agencies

Section 627 of Public Law 108-199, Division B; Jan 23, 2004, • Depts of Commerce, Justice, State, the Judiciary, and the Small Business

Administration shall each establish a telework policy to 100% workforce• Each Department or agency shall designate a "Telework Coordinator" • $200,000 available to each Department or agency

Section 622 of Public Law 108-447, Division B; December 8, 2004• Each agency must provide quarterly reports on the number of federal employees eligible for and

participating in telework to Committees on Appropriations on the status of teleworking programs• Each department must assign a “Telework Coordinator” responsible for implementation and

operations of telework programs as a POC for the Committees on Appropriations

Section 620 of Public Law 104-52, (31 USC 1348); Nov. 19, 1995 Section 630 of Public Law 105-277, Omnibus Appropriation Act, Title IV; Oct. 21, 1998 OPM’s Guidance to Heads of Executive Department and Agencies; February 9, 2001Telework Enhancement Act of 2007 (S. 1000)

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U.S. Government Initiatives for Continuity of Operations (COOP)

Presidential Decision Directive (PDD) 67, Oct 1998• Requires federal agencies to develop Continuity of Operations (COOP)

plans for Essential Operations.

Federal Preparedness Circular 65, Jun 15, 2004• Central directive for driving COOP planning at the agency level – all agency

COOP plans must be FPC compliant• Outlines the specific requirements for each agency’s COOP plans and assigns

FEMA as the government’s lead department for COOP coordination

Defense Continuity Program (DCP), September 8, 2004Implements policy, assigns responsibility and provides instructions for continuity plan

development under the authority of DoD Directive 3020.26

Enduring Constitutional Government (ECG)Continuity of Government Operations (CGO)Operation Forward Challenge

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Other Drivers

COOP planning

Work-life balance

Stress Reduction

Freedom from Office Distractions

Increased productivity

Fluctuating gas prices

So where are federal agencies?

Telework Savings

If all eligible federal employees teleworked two days per week,

the federal government would realize savings, including:

• $3.3 billion in collective savings – back in employees’ pockets;

• 73.7 million hours back in their lives;• 2.7 million tons of pollutants not

dispersed into the environment.

Source: the Telework Exchange, Alexandria, VA.

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The Stats

“COOP: A Wake Up Call” Telework Exchange Study 40% of agencies believe their agency is not prepared to continue operating in the

event of a disaster

90% of respondents with telework components in their COOP plans, would be able to maintain operations

OPM Study 35 agencies have reported they had integrated telework into their Continuity of

Operations (COOP) plans

37 say they are considering adding teleworking to these initiatives

2005 OPM Status of Telework Study in the Federal Government 81% of eligible employees are not teleworking

2007 CDW-G Telework Report 79% of Federal employees are eligible and interested in telework

Source: the Telework Exchange, Alexandria, VA

Why the resistance?

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Barriers

67% of Telework Coordinators believe management resistance is the leading obstacle to Federal telework adoption

“How do I know what my employees are doing when I can’t see them”

Miscommunications due to lack of face-to-face interactions

Finding the right balance of resources budget, security and effectiveness

Employee isolation

Source: the Telework Exchange, Alexandria, Va.

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Polycom Solutions – Overcoming the Barriers . . .

Polycom solutions enable government agencies to have instant access to people and information, streamline costs and ensure interoperability within the government community – with the most life-like communication experience – from anywhere to anywhere.

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Mobile Worker

RoomSolutions

Teleworker/Desktop

Polycom Communicator Polycom PVX

SoundStation VTX Polycom VSX Polycom HDX Polycom Vortex

VoiceStation SoundPoint IP Polycom VSX

The Most Complete End Point Portfolio for Collaboration ANYWHERE

PC Voice Over IP Desktop Video Mobile Video

Conference Phones Video Endpoints HD Video Endpoints Installed Voice

Conference Phones Desktop Voice Over IP Desktop Video

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Unified Collaboration

MP Solutions for Audio & Video

Recording, Streaming, Content & Network Management

Proxies and Gatekeepers

RSS2000 CMA VMC1000

MGC-25 MGC-50 MGC-100 RMX

V2IU-4500 V2IU-5300 V2IU-6400 PathNavigator

The Most Complete Infrastructure Portfolio ANYWHERE

Multipoint Multipoint Multipoint On-Demand IP

Recording & Streaming System & Device Management Video Media Center

Firewall Traversal Firewall Traversal Firewall Traversal Gatekeeper

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HD Video

HD Infrastructure

HD Voice

Polycom Communicator SoundPoint VTX 1000 SoundPoint IP 650

HDX 9001 HDX 9002 HDX 9004

MGC Family RMX RSS2000 CMAVBP

Multi-Network Platform

Real-Time IP Media Conferencing

Firewall Traversal

System & Device Management

High Definition Video Conferencing

PC Voice Over IP Conference Phones Desktop Voice Over IP

Recording &Streaming

Polycom UltimateHD™

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Introducing HDX 4000 Executive Desktop

Laura ShayDirector of Product MarketingVideo Solutions GroupPolycom, Inc.