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Procurement Operations Division (POD)

Guidance for Telework and Work Schedules

February 2016

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Work Schedules• GPR 3600.1C, Establishment of Work

Schedules at GSFC– Provides work schedule options for use when:

• Compatible with the mission of the organization• Compatible with role of the employee• Consistent with safety, physical and IT security, and facility

support procedures, and• Approved by first-line supervisor

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Key Points of the GPR• Center’s business hours are 8:00 am to 4:30 pm and supervisors

must assure, within their own organization, a sufficient employee presence during these hours, commensurate with their mission requirements.

• All work schedules should provide for sufficient– Customer access – Communication with other workers– Accessibility to equipment and time-limited operations• These considerations must be primary factors in

determination of work schedule options• Consistent with the Center GPR, there is no specific “core hour”

policy for Code 210. Supervisors must approve employee work schedules following the guidelines in the GPR, as summarized above.

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Telework• For telework, the Center policy is provided in NPR 3600.2A. Key points in

the NPR are as follows:– The telework program is designed to provide employees and managers with

flexible work arrangements by which employees perform their assigned duties at home or other approved worksite and not at their regular place of employment.

– Telework is a management option, not an employee entitlement– Employees must have current approved telework agreement in Webtads

(includes situational and regular). Agreement requests can be found under Leave Balances under the Employee Profile Section. All requests for telework require supervisory approval.

– Must not adversely affect the performance of the employee who is in a telework status or others in the work group

– Management may terminate an agreement for items such as, but not limited to, a decline in performance or productivity, Employee Relations violations, or changes in organizational needs

Benefits of Telework

Similar to other workplace flexibilities, telework can bring benefits if implemented appropriately and managed properly including the following: •Continuity of Operations during emergency events•Work/Life Balance allowing employees to better manage their work and family obligations•Assisting with recruiting and retaining the best possible workforce

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Code 210 Guidance• The GSFC Procurement Operations Division provides employees

opportunities to work at alternative worksites when it is consistent with the mission of the organization.

• Telework provides employees the opportunity to work at an alternative worksite on either a regular or situational (unscheduled) basis.

• The Code 210 Telework Guidance contained in this presentation is effective as of February 2, 2016. Employees who have existing telework agreements that fall outside of the parameters specified on chart 8 regarding frequency of telework will be assessed on a case by case basis.

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POD Telework GuidanceThe following guidelines will be used in considering requests for telework:

•The nature of the work requirements and the ability to accomplish that work and/or service while teleworking must be considered•The ability to provide effective customer service and the impact to the work group as a result of an employee working from an alternate work site must be considered•New Employees or employees assuming new positions will be eligible for telework after a minimum of 3 months to allow time to learn and understand the requirements of the new position.• Dependent Care: Telework may not be used as a replacement for dependent care (NPR

3600.2A and GPR 3600.2)• Employees must maintain communications via phone and email to include same day or

sooner response, as appropriate, based on the priority/urgency of the communication. • When teleworking, employees must include a note on their Outlook calendar to indicate

their telework status• Teleworking employees must remain accessible to their supervisor, co-workers, and

customers as if working on-site. Therefore, employees are required to either forward their desk phone to the alternate phone number while teleworking, or leave an alternate phone number on their work voicemail and Outlook calendar where they can be reached.

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POD Telework Guidance(Continued)

•Telework can be used in conjunction with other approved work schedules. Employees are permitted to be out of the office for no more than 3 days per pay period as part of their normal work schedule.•Employees can regularly telework up to 3 days per pay period (maximum of 2 days in one week), if not working an Alternate Work Schedule.•The Division will assess the above telework frequency every 12 months to ensure that the overall practice meets the need for effective and responsive customer service and high quality work products. This assessment will include a review of feedback received from customers and coworkers regarding the effectiveness of code 210’s procurement support.

Roles and Responsibilities• Supervisors

– Consider/Review all telework requests– Approve/Disapprove telework agreement– Adhere to telework guidance described herein– Ensure employees understand expectations– Ensure communication requirements/frequency of communication/response time

are clear– Provide at least one day notification to employee if he/she is needed in the office

on his/her telework day; an alternate day may be taken if approved– Situational (i.e., unscheduled) telework can be approved as long as telework

agreement is in place. Requests for situational telework will be assessed on a case-by-case basis at the discretion of the supervisor.

– For intermittent periods, supervisors may, at their discretion, approve a telework arrangement/frequency that deviates from the Code 210 telework practice described herein. Intermittent is defined as a period of 3 months or less.

– All requests for deviations to the Code 210 telework practices described herein beyond an intermittent period (i.e., more than 3 months) require the review and approval of the cognizant Associate Chief and the Procurement Officer.

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Roles and Responsibilities• Employee

– Complete a telework agreement and complete SATERN training– Adhere to the telework guidance described herein– Perform assigned tasks – Adhere to established communication requirements– Forward office phone to alternate worksite or leave alternate phone number on

work voicemail and Outlook calendar– Share Outlook calendar with manager (full details privileges, however private

option may still be used for personal appointments)– Leave should be requested in advance, the same as in regular worksite (e.g., TW

in the a.m., AL/SL in the p.m.)– Have access to Email, phone, Lync/Skype, access to network (VPN), and PKI.– Warranted Contracting Officers must have the proper resources (e.g., scanner or

comparable capability) to execute and transmit signed contract actions as needed for performing their duties, in the same manner as if working from their Goddard office.

– Provide updated contact information to supervisor – Ensure worksite is free from distractions

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