Subject: Remote Working
Report Number: 5
Report to: Business Management and Administration Committee
Date:
11 March 2008
Report of: Head of Paid Service
1. Recommendation
1.1 That the Committee note the report.
2. Background
2.1 On 7 December 2005, the then Business Management and Appointments Committee approved a protocol for remote working. BMAC received a further report on 23 January 2007 to evaluate the working of the scheme after a year’s operation.
2.2 At its meeting on 23 January 2007, BMAC agreed some minor revisions to the remote working protocol and requested that a further update report about the operation of remote working arrangements, including comments from Technology Group regarding the impact of supporting remote working, be submitted to a future meeting of the Committee.
2.3 This report provides information on remote working activity over the past year. The revised protocol is attached at Appendix A.
3
Issues for Consideration
3.1 Remote working can generate the following benefits: a) reducing travel to work journeys;
b) enabling more productive use of time;
c) providing opportunities for staff for flexible working;
d) enabling staff to continue to provide services in the event of emergency incidents; e) making more efficient use of accommodation.
3.2 In order to optimise these benefits, arrangements for remote working have been made available to staff. Indications are that the take up for remote working arrangements continues to increase. 3.3 In the period since January 2007, approximately 130 new accounts have been created on the GLA’s
remote access system. This brings the total number of remote access accounts to around 630. On any one working day, there are approximately 30 active users on the remote access system (as measured across peak office times).
3.4 In the period since January 2007, 41 new Blackberry devices were brought into use, bringing the total number of Blackberries issued to 341. Although Blackberry usage is difficult to monitor,
demand for devices and upgrades is indicative of the fact that Blackberries are considered to be a vital remote working tool.
3.5 In 2006 a survey was carried out amongst relevant staff, managers and Blackberry users to seek their experiences of remote working. Details of the survey findings were reported to BMAC on 23
January 2007.
3.6 In response to the survey findings, and experience of operating remote working, the following improvements have since been made to support remote working:
a) The number of concurrent licences for the remote access system has been increased to 150 (from 50) to help the GLA’s response to emergency events.
b) a new high capacity data link between City Hall and Palestra House became operational in August 2007 to aid remote working and support Delivering More Together initiatives. c) an information security framework is being introduced which strengthens the protection of
information being used by GLA staff, including those working remotely, with the aim of reducing the risk of loss, theft or damage to information.
d) a pilot project was introduced to test “Voice over IP” technology which will enable individuals to use any phone in City Hall as their own and, in the longer term, to enable staff working at home to use the GLA telephone system directly. The early pilots proved successful in demonstrating that the technology could be adopted by the GLA. The scope of the work changed in May 2007 with the re-organisation that the Policy and Partnerships Directorate announced for the 4th
Floor. This resulted in the deployment of Voice over IP technology for every member of staff in the Directorate (around 150), which went into live operation on Monday 1 October 2007 and has been working successfully since that date. The completion of the original project,
specifically to allow home workers to use the GLA telephone system directly is currently in progress and should be completed around May 2008.
e) the existing remote working protocol has been revised (see appendix A) to include further advice on maintaining communications and supervision arrangements, maintaining service provision to customers during periods of remote working and criteria for managers to use when considering remote working requests.
4. Strategy
Implications
4.1 Remote working is an important component of the GLA’s flexible working arrangements, and therefore supports the GLA’s bid for exemplar employer status. Flexible working is regarded as an important staff benefit, and remote working will therefore help to improve recruitment and retention.
5. Legal
Implications
5.1 Under s.70(2) of the Greater London Authority Act 1999, as amended, (the “Act”), the Head of Paid Service, after consultation with the Mayor and the Assembly, may settle the terms and conditions of staff appointed under s.67(2) of the Act. The GLA’s terms and conditions for staff provide a range of flexible working arrangements to help individuals to balance work and home commitments. These arrangements can include remote working, changes to working hours and job sharing.
5.2 Receipt of the remote working protocol by BMAC for information will help inform and supplement any consultation with the Assembly by the Head of Paid Service on staff appointments and terms and conditions.
5.3 Under the Health and Safety at Work Act 1974 an employer has to take reasonable steps to protect the health, safety and welfare of its staff. This includes staff who are remote working. There is a duty to carry out a risk assessment in relation to work activities for all staff. This does not mean that it will be necessary to visit the homes of every member of staff who carry out some percentage of their work at home but for occasional work from home it will usually be sufficient to bring to their attention possible hazards.
6. Financial
Implications
6.1 There are no financial implications arising directly from this report. The development and
maintenance of the remote working scheme is, however, subject to investment decisions reflected in the Authority’s corporate planning and budget process.
Background Papers: Remote Working Protocol (report to BMAC, 7 December 2005) Remote working progress report (report to BMAC, 23 January 2007)
Contact: Viv Kemsley
Appendix A
Remote working protocol
1 Introduction
Purpose
1.1 This document sets out the GLA’s protocol for remote working. Definition
1.2 For the purpose of this document “remote working” means carrying out job duties at a location other than the employee’s normal office or desk. This may be an individual’s home, an alternative location in City Hall, or another location.
Policy statement
1.3 The GLA’s policy is that a flexible approach which allows employees to work from home should be enabled where possible and where consistent with service needs.
1.4 The GLA’s terms and conditions for staff provide a range of flexible working arrangements to help individuals to balance work and home commitments. These arrangements can include remote working, changes to working hours and job sharing.
1.5 Remote working is subject to managers’ agreement. Managers may agree to working at home (or other location) for work reasons, for personal reasons (subject to specific approval), or to support business continuity. Agreement is given subject to the work being agreed in advance with the manager, and the manager being satisfied that the work will be completed to the required standards and timescale.
1.6 Individual directorates may introduce local schemes to allow employees to work from home. These schemes could include formal agreements for a set number of days each month, or informal
agreements for occasional days.
1.7 Individuals will usually be expected to make use of their own equipment when working from home, although GLA laptops and other equipment may be available for use.
2 Applications
process
2.1 All members of staff (whether individuals or in teams) are eligible to apply for remote working. Approval, however, will be at the manager’s discretion. In making their decision, managers must take in to account:
• nature of the service provided by the individual or team • type of work being carried out by the member of staff • suitability of the remote working location
• likely impact on customers and clients (both GLA and external) • likely impact on other team members remaining at City Hall • individual’s attendance and performance record
2.2 There are some tasks which are not conducive to remote working. These include attending
meetings, supervising staff, providing direct client services or roles which require a physical presence at City Hall. In these cases, managers will be unable to approve remote working.
2.3 Individuals wishing to carry out remote working must obtain prior approval from their line manager. In discussing a request for remote working, the individual and the line manager should consider the issues set out in paragraph 2.1.
2.4 If the line manager agrees to the request, the line manager should write to the individual(s) concerned setting out the following information:
• the day(s) covered by remote working and their frequency
• the length of time that the agreement covers (reviews should be held every three months) • how contact will be maintained with the office whilst remote working is taking place (including
dealing with phone and e-mail messages)
• how services will be provided to internal and external customers whilst remote working is in place • a provision that a remote working agreement could be withdrawn (without notice, if necessary) if
there is a change to work or personal circumstances
• a provision that a remote working agreement could be withdrawn if there is the arrangement is not producing the expected business benefits
• any special conditions relating to attendance at team meetings, and awaydays, or other management arrangements
• where a flexi-time system is in operation, its applicability during periods of remote working. 2.5 A copy of the written agreement, together with the conditions, must be sent to the HR Group for
inclusion on personal files.
3 Operating
protocols
3.1 Individuals working remotely are subject to the same terms and conditions of employment as people working at City Hall.
3.2 In observing standard terms and conditions, people working remotely will need to have regard to additional management arrangements. For example, unless otherwise agreed with the line manager, the working day will follow core office hours and the employee should be contactable at all times during these hours via e-mail and/or telephone.
Insurance
3.3 The GLA’s insurance policy covers any equipment supplied by the GLA to an employee for remote working. This includes laptops, printers and Blackberry devices. However, if the equipment is used away from City Hall for an extended and continuous period (for example, over a month), the insurance section in Financial Services should be informed.
Working time regulations
3.4 Since employees will be out of direct contact with line managers during periods of remote working, a time-sheet should be kept with information recorded on hours worked and breaks taken.
3.5 It is important that the working pattern and level of hours are not detrimental to health. The employee must keep his/her line manager informed of the number of hours worked and to ensure that the limits set by the Working Time Regulations are not exceeded. Employees should take regular breaks, including a lunch break of at least 30 minutes.
Sickness reporting
3.6 Individuals who are unable to work owing to ill health must report this to the line manager in accordance with the sickness absence reporting procedure.
Expenses
3.7 Individuals working remotely are subject to normal rules on expenses set out in the GLA’s expenses and benefits framework. For clarification, the GLA will not normally make any payments towards internet connections, equipment costs or any accommodation costs incurred at the remote location. Subject to line management approval and where it falls within the GLA’s Expenses and Benefits Framework (which can be found on the intranet, in the Core Finance pages), the cost of any work related calls made from a home telephone may be reimbursed.
Smoking
3.8 Under the Health Act 2006, if a part of a private dwelling is used solely as a place of work and other people who do not live in the building, for example clients or staff, attend that part of the house in connection with the work that is carried out there, the area is required to be smoke free.
4 Support
arrangements
4.1 A number of services are in place that enable employees to undertake remote working. These are summarised below.
4.2 Remote Access System - the GLA has a secure remote access system (GLA secure access service). This system allows access to the GLA network drives, Microsoft Office and a number of the
commonly used web based applications (including Connect and the intranet). Individuals wishing to use the secure access portal will need a PC connected to the internet (preferably via a broadband link).
4.3 Laptops - the Technology Group can provide laptops for short term use. When using laptops in this manner, it is vital to observe the equipment and information security procedures set out below. 4.4 Blackberry devices – the GLA can provide Blackberry devices, subject to approval by the line
manager, as a tool for online e-mail access and managing Outlook calendars.
4.5 Broadband internet connections - the Technology Group can provide advice on this.
4.6 Help and advice - the GLA HR Team can provide a broad range of help and advice on all aspects of remote working.
5
Security and safety
Security and confidentiality
5.1 Observing proper security procedures is of paramount importance during remote working. What is stated below is a minimum standard of security and is applicable irrespective of the type of work being undertaken. If sensitive matters are being dealt with during a remote working period, added security measures should be undertaken. In all cases, employees are responsible for observing appropriate security procedures.
Personal safety
5.2 There are a number of health and safety requirements that must be fulfilled before a location can be deemed suitable for remote working. Specifically, individuals wishing to carry out remote working on a regular basis must complete the display screen equipment assessment form (which can be found on the intranet). These provisions apply to employees working from home but can also apply for occasional working in other locations.
5.3 Remote working using computer equipment for a large part of the day should be carried out in a suitable environment. This includes:
• a desk on which a personal computer or laptop can be safely rested • a chair that has a straight back and adjustable height if possible • an appropriate level of lighting for the task.
Equipment security
5.4 GLA equipment should never be left unattended, particularly in public places. While in transit, all equipment should be kept away from view and locked away where possible. Equipment should not be used in an environment where there is a greater level of risk from theft or vandalism. The use of GLA computer equipment during remote working is also subject to the GLA guidelines on the use of IT (a copy of which can be found in the Technology Group pages on the intranet).
5.5 Particular care should be taken to ensure that data storage devices (such as CDs) are kept in a safe and secure environment at all times. Storage devices should also be kept away from sources of heat and strong magnetic influence.
Information security
5.6 Individuals must ensure that GLA information is not disclosed to unauthorised third parties when undertaking remote working.
5.7 When using computer equipment, individuals should ensure that the screen and keyboard are locked after a few minutes of inactivity. If a computer is left unattended, the screen lock must be activated manually before leaving.
5.8 Files should never be left on the hard disks of laptops or home computers. If computer local drives or applications are used for creating documents, they must be removed once the file has been transferred to a GLA network drive. Where sensitive or confidential electronic files are removed from City Hall, such files should be password protected.
5.9 Care should also be taken with hard copies of documents. They should never be left in a location that provides easy access to third parties. As with equipment, all hard copy material should be locked away when not in use.
5.10 If a home PC is used when remote working, GLA information should be kept in folders well away from any domestic / family information. Where appropriate, files should also locked using passwords to ensure that unauthorised access to GLA information is prevented.
6
Monitoring and review
order that this initiative can be developed and improved. These reports may include details of time spent on activities, improvements made in business efficiency, and the impact on customers, GLA colleagues and team working.
6.2 The remote working protocol will be reviewed periodically by the HR Group to ensure that remote working arrangements reflect business needs, and changes in technology and working practices.
