“Telework Policies” By Derrick Miliner Office of Governmentwide Policy General Services Administration June 3, 2015

Workshop Overview  Public law about telework policy  Management discussion/decision  Hard copy delivery or digital  Ways to decrease mailing costs  Mail security  Digital opportunities

Why Telework Mail Policies Federal employees are teleworking more now than ever. Hard copy mail is still being delivered and mail managers must develop policies to deliver mail to employees who telework. What is your agency currently doing with the mail?

Basics of Telework Policy The Telework Enhancement Act was signed into law on December 9, 2010 Gives Federal Government's flexibility Helps employees enhance work/life effectiveness Improve Continuity of Operations to help ensure that essential Federal functions continue during emergency situations

Promotes management effectiveness when telework is used to target reductions in management costs and environmental impact and transit costs; Telework allows employees to better manage their work and family obligations, retaining a more resilient Federal workforce able to better meet agency goals.

Management Discussion/Decision Management has implemented telework policies What are they? Department guidelines on mail delivery Mail center guidelines Mail center decisions on delivery

Hard Copy Delivery or Digital Are you r ing to private homes At what cost/tracking costs Regularly scheduled mailings Full time teleworkers Do they come to the office Do they mail from home Digital mailing How are you scanning Associated costs

Ways to Decrease Mailing Costs If r ing think of discussing with management costs associated Employee mail preferences Look at digitizing your mail process

Mail Security § What security policies and plans must we have? (c) Agencies must have a security policy for employees receiving incoming and sending outgoing mail at an alternative worksite, such as a telework center.

Mail Security Written plan for operations Training, testing, rehearsing Managing threats Communications plan Occupant emergency plan Continuity of operations Review of the security plan

Digital Opportunities Take a look at: Pentagon digital processing pilot US Congress digitizes all mail RICOH Company Intra Mail Network Neopost Brightkey

Waste-Free Mail Analytics WFM has gathered data from various partners to determine causes of mail waste at university campuses, medical research facilities, military installations, and the like. Results show 84% of commercial mail to university addresses have problems and 90% of commercial mail to government addresses have problems. Source of Waste: Mailers currently do not have a platform that allows verification of recipients information or preference prior to sending mail.

WFM Results Air Force Pentagon

WFM Preference View

Military and Government Agencies with Personnel Currently Using WFM Army Posts - 75 Air Force Bases - 52 Naval Stations - 22 Marine Corps Camps - 2 Coast Guard Installations – 184 Other Government Agencies* * FBI, EPA, FAA, SSA, FDA, DHS, SBA, GSA, FWS, BLM, NOAA, NASA, CDC, OPM, BEP, SSN USDA – 37 National Park Service - 52 USGS - 24 Veteran Affairs – 14 US Forest Service – 13

Establishing Guidelines Identify processes Walk through each process Write the process down Revisit after writing Ask staff for input Inquire industry and agency processes Write a draft and ask for comments

GSA’s Responsibilities Assisting with policy development Identify better business practices Share best practices with all agencies Develop and provide access to a Governmentwide management information system for mail Help agencies develop performance measures and a management information systems for mail

GSA’s Responsibilities Con’t Maintain a current list of Agency Mail Managers Establish and maintain interagency mail committees Maintain liaison all service providers Maintain a website for mail communications policy Serving as a point of contact for mail issues

Questions Derrick Miliner Program Analyst General Services Administration 1800 F Street NW Washington DC Office