Introduction to Flexwork Program: Help for Supervisors

Topics Covered in this Presentation Explore UCSBs Flexwork Program DefinitionsExplore UCSBs Flexwork Program Definitions Compare and Contrast the Three Different Types of Flexwork ArrangementsCompare and Contrast the Three Different Types of Flexwork Arrangements Explore the Reasons to Implement and the Important Things to Consider Before ImplementingExplore the Reasons to Implement and the Important Things to Consider Before Implementing Look at the Process Flow Charts and Tools Available to Help Implement and Manage Flexwork ArrangementsLook at the Process Flow Charts and Tools Available to Help Implement and Manage Flexwork Arrangements PracticePractice Identifying and Discussing Potential Challenges

What is Flexwork? The term "flexwork" includes any alternative work arrangement that may include the characteristics of one or more of the following: 1.Flexible Start/End Times 2.Compressed Workweeks 3.Telecommuting What is Flexwork?

Eligibility All employees (exempt and non-exempt) can request a flexwork arrangement depending on their specific job duties and department needs. Who Can Request Flexwork?

Flexible Start/End Times (Flex-Time) Schedule varies from the traditional schedule of 8:00 a.m. - 5:00 p.m., allowing employee to begin and end work at nonstandard times within limits set by management. Defined limits can vary; however, the number of work hours achieved each week is set. Flexible Start/End Time Arrangements

Examples of Flexible Start/End Times A.Employee maintains the same non-standard hours each work day (M-F 9:00 a.m.-6:00 p.m. with 1 hour lunch) B. Employee maintains the same core hours (9:00 a.m.-3:00 p.m.), but may adjust their arrival and departure times each day with the expectation that s/he will work a set number of hours each day C. Employee maintains a variable yet consistent schedule of a different number of hours each day (M,W,F 8:00 a.m. -5:00 p.m. with 1 hour lunch; T,TH 9:30 a.m.-6:00 p.m. with ½ hour lunch) D. Employee maintains a mid-day flextime schedule allowing them to take a longer scheduled break than usual if they make up the extra time by starting earlier or staying later (work 8-12; break 12-2; work 2-6) Flexible Start/End Time Examples

Compressed Workweek A compressed work week allows employees to work full-time hours (40 hours) in fewer than five days per week. A compressed work week can be accomplished by working a 4/10, 9/80, or Summer Hours schedule. Compressed Workweek Arrangement

Examples of Compressed Workweek E. Employee maintains a 4/10 schedule. This is accomplished by working four 10-hour days each week. Work days are predetermined by employee and management (M-TH 7:00 a.m.-5:30 p.m. with ½ hour lunch) F. Employee maintains a 9/80 schedule. This is accomplished over two weeks by working 80 hours in nine days. Work days and off days are predetermined by employee and management ( M-TH 7:00 a.m-4:30 p.m. with ½ hour lunch, every other Friday 7:30 a.m.-4:00 p.m. with ½ hour lunch) G. With a Summer Hours schedule the employee works longer hours on some days and short hours on another. Work hours for each day are predetermined by employee and management (M-TH 7:00 a.m.- 4:30 p.m. with ½ hour lunch, every Friday 8:00 a.m.-12:00 p.m.) Compressed Workweek Examples

Compressed Workweek Holiday Guidelines For a full time employee a holiday is worth 8 hours. For part-time employees, the holiday hour value is prorated based on the employees percent full time. If the holiday falls on a day the employee is scheduled to work fewer hours than the value of the holiday (for example their day off), the employee receives holiday credit for the difference that s/he can arrange to take off at a later date. If the holiday falls on a day the employee is supposed to work more hours than the value of the holiday (for example ten hours), the employee will owe the University the difference in time (two hours of vacation time).

Compressed Workweek Holiday Guidelines Generally, if an overtime eligible (non-exempt) employee is assigned to work on a scheduled holiday, the employee receives the regular days pay plus premium pay at time and one-half for all hours worked on the holiday. A supervisor may approve an employees request for compensatory time off instead of monetary payment. If an exempt employee is assigned to work on a scheduled holiday, the employee receives the regular days pay and received one day of holiday credit based on FTE, to be taken at another time. But Remember to check applicable bargaining unit contracts and/or policies!

Overtime Guidelines for Compressed Workweek

Telecommuting This is a work arrangement in which some or all of the work is performed at an off-campus work site such as the home or in office space near home. Telecommuting means being connected by phone, computer, modem, fax, and/or pager. Equipment may be owned and maintained by employee or the University. Many managers believe that both the department and the telecommuter may be best served if the employee telecommutes not more than 1-2 days a week. Telecommuting

Reasons to Implement Recruitment & RetentionRecruitment & Retention Productivity & MoraleProductivity & Morale Free up office space & equipmentFree up office space & equipment Allow coverage at multiple locations (telecommuting)Allow coverage at multiple locations (telecommuting) Extended hours of serviceExtended hours of service Ease parking demandsEase parking demands May assist employees with disabilitiesMay assist employees with disabilities Childcare schedulesChildcare schedules Elder Care NeedsElder Care Needs Easing Commute Stress & ExpenseEasing Commute Stress & Expense Professional DevelopmentProfessional Development Employee keeps full pay and benefitsEmployee keeps full pay and benefits Enhanced ProductivityEnhanced Productivity Heightened sense of autonomyHeightened sense of autonomy Other Work/Life Balance IssuesOther Work/Life Balance Issues Benefits to Employer: Benefits to Employee: Pollution and Commute Reduction Benefits to Environment:

What kinds of jobs are suitable for telecommuting? Things to Consider Before You Implement Job dutiesJob duties Department needsDepartment needs Individual work characteristicsIndividual work characteristics Work performanceWork performance Current Bargaining Unit Contracts and/or PoliciesCurrent Bargaining Unit Contracts and/or Policies Risk and cost issuesRisk and cost issues

Risks & Costs to Be Aware of Wage and Hour ConcernsWage and Hour Concerns –Exempt –Non-exempt Workers Compensation IssuesWorkers Compensation Issues Zoning and Insurance IssuesZoning and Insurance Issues ADAADA Discrimination and Retaliation ExposureDiscrimination and Retaliation Exposure Union Contract ComplianceUnion Contract Compliance Required Meal Breaks and Rest PeriodsRequired Meal Breaks and Rest Periods IT and Infrastructure CostsIT and Infrastructure Costs Program Startup and Implementation CostsProgram Startup and Implementation Costs Program Maintenance CostsProgram Maintenance Costs Impact on Employee ProductivityImpact on Employee Productivity Burden on Other Employees and/or ManagerBurden on Other Employees and/or Manager Impact on Information FlowImpact on Information Flow Costs: Risks:

Telecommuting Issues What type of work will be done?What type of work will be done? How will performance be measured?How will performance be measured? Who will provide and/or pay for equipment (telecommuting)?Who will provide and/or pay for equipment (telecommuting)? Who will support employees home computer?Who will support employees home computer? Safety/security IssuesSafety/security Issues Additional Things to Consider Before You Implement

Telecommuting Issues Equity IssuesEquity Issues Department FunctioningDepartment Functioning Supervision IssuesSupervision Issues Employee ProductivityEmployee Productivity Common Concerns Post Implementation

Procedures Flexwork Guidelines Employee Flexwork Agreement Work Suitability Assessment Employee Suitability Assessment Ergonomic Home & Safety Guidelines Tools Available to Help You Implement Flexwork Arrangements