| I received the following information from Dayna Smith @DVO
who is the Regional H.O.M.E. Program Manager for Central and
Rocky Mountain geography, and believe it appropriate to post
it here. As this documents guidelines may change in the future,
making this copy obsolete, it would probably be best to send
your Regional Manager a request for current information.
Dayna's counterparts throughout the U.S. are...
Regional H.O.M.E. Program Managers
Greater Maynard Area Judy MacDonald @BXC (DTN) 229-7500
Outside:(508) 635-7500
Eastern: Janice Sutphen @KYO HO:(908) 725-4323
Southern: A.B. Blocker @COP HO:(301) 776-8760
Central and
Rocky Mountain: Dayna Smith @DVO HO:(303) 933-5887
Western: Pat Bowie @PHX (DTN) 566-3431
U.S. and Corporate: Geri Kearns @BXC (DTN) 566-4731
Outside:(508) 635-4731
Thanks for the responses...
Paul Gallo
H.O.M.E. Office Program Information Packet
Thank you for your recent inquiry regarding the Digital H.O.M.E.
Office Program. We believe that everyone - employees, managers, and
Digital - can benefit from H.O.M.E.'s potential impact on cost,
productivity, and employee satisfaction. As a potential H.O.M.E.
based employee, or manager of a H.O.M.E. participant, you have an
opportunity to impact these crucial issues in a very innovative,
creative way. We hope you will read this information thoroughly,
consider it carefully, and use it as a tool in deciding the
appropriate use of this program, and its potential benefits for your
business.
The attached documents include the approved Policies and Procedures
for the H.O.M.E. Program. The Program explanation defines the
specific, structured nature of the Program, and addresses some common
misconceptions. It also explains the expectations of managers and
employees with regard to H.O.M.E.-related areas of sensitivity
ranging from Employee Eligibility to Zoning. In the Equipment
section, you will find specific information around telecom/data lines
that should be considered carefully. An employee must decide, in
conjunction with his or her manager, which telecom services will best
meet the business needs. Since the Cost Center Manager will
ultimately be responsible for these charges (via the employee's
expense voucher), ongoing services and special features need to be
agreed upon in advance. In addition, it is very important that
guidelines be followed regarding long distance calls through the
approved Corporate carrier, MCI.
The H.O.M.E. Office Work Plan is also contained in the enrollment
packet, and a completed sample is shown in this information packet.
Since it is the formal enrollment document which triggers your
participation, the Work Plan must be returned to your Regional
H.O.M.E. Program Manager, along with the other forms in the separate
enrollment packet, for participation in the program. It's shown here
in the Information Packet in sample form as a tool to help manager
and employee evaluate how an employee's time might be divided between
the home office and other work sites, and how teamwork and key
interfaces might be maintained.
The Candidate Self-Assessment Worksheet, and the Management Selection
Worksheet can act as tools for the employee and manager to evaluate
an employee's "match" to the H.O.M.E. Program. The Candidate
Self-Assessment tool is generally more useful if documented over a
period of a few weeks, rather than a few days. This will give both
the candidate and the manager a much more accurate picture of an
employees suitability for the H.O.M.E. Program.
If you and your manager decide that your participation in the
H.O.M.E. Program makes good business sense, simply proceed with the
enrollment process you'll find detailed in the separate Enrollment
Packet. As questions come up, please contact your Regional H.O.M.E.
Program Manager (listed below) for help. We look forward to
assisting employees and managers as you participate in this
innovative and beneficial program.
Good Luck!
Regional H.O.M.E. Program Managers
Greater Maynard Area Judy MacDonald @BXC (DTN) 229-7500
Outside:(508) 635-7500
Eastern: Janice Sutphen @KYO HO:(908) 725-4323
Southern: A.B. Blocker @COP HO:(301) 776-8760
Central and
Rocky Mountain: Dayna Smith @DVO HO:(303) 933-5887
Western: Pat Bowie @PHX (DTN) 566-3431
U.S. and Corporate: Geri Kearns @BXC (DTN) 566-4731
Outside:(508) 635-4731
H.O.M.E. POLICIES AND PROCEDURES
Definition:
Home Office Management Effectiveness (H.O.M.E.) is a specific program
which substitutes a home office for dedicated individual Company
workspace while fully maintaining employee teamwork and accountability.
H.O.M.E. is a management tool to be utilized only in support of
specific Company business objectives.
Generally, the H.O.M.E. employee will perform thinking tasks and
electronic tasks in the home office while continuing to perform
interactive tasks at company, customer, and other designated work
sites. The time actually spent in the home office can vary widely; for
example, H.O.M.E. can be more cost-effective than a dedicated cubicle
for employees who spend most of their time in meetings or with
customers.
H.O.M.E. is subject at all times to management discretion regarding
how, when, where, and by whom the Company's work will be performed.
Management decides if an employee is eligible for H.O.M.E. and the
employee decides whether or not to participate. It is not an employee
benefit, entitlement, or blanket permission to work at home, but the
opportunity for an employee to perform specific job activities in an
appropriate home office environment on a schedule approved by Digital
management per completion of a job plan.
H.O.M.E. is a voluntary arrangement which may be terminated at any time
by either employee or management. The first 30 days on the H.O.M.E.
program represents a trial period, after which the employee's former
work space reverts to the facility for possible redistribution or
elimination. On-site workspace for H.O.M.E. employees returning to a
Company office will be handled via normal mechanisms for accommodating
shifts in building tenant population.
The duties and conditions of the H.O.M.E. employee's employment with
Digital remain unchanged. Employee compensation, work status, and
participation in Company sponsored benefits, pension, and insurance
plans are unchanged by H.O.M.E.. This document is not a contract or
guarantee of any particular kind of treatment or management process.
However, H.O.M.E. employees and managers are expected to implement
H.O.M.E. within the context of the following policies and procedures
and to seek appropriate guidance in their application. Other Digital
Policies and Procedures, such as the following, should be consulted
where relevant:
- Business Expense Policy
- Corrective Action and Discipline
- Digital Equipment Corporation Policy
- Equal Employment/Affirmative Action Statement
- Proper Use of Digital Computers, Systems, and Networks
- Security Philosophy Statement and Principles
Eligibility
Digital employees will be eligible for participation in H.O.M.E. on the
basis of selection criteria established by management in support of
specific business objectives. Such criteria may include:
- Employee agreement/Management approval to participate
- Satisfactory performance record
- Mastery of present job duties
- Work activities appropriate to H.O.M.E.
- Appropriate work space within the home
EEO/AA/Valuing Differences
The criteria used to select H.O.M.E. employees must be exclusively
job-related and free from gender/racial bias or adverse impact on
protected groups. H.O.M.E. is not a substitute for dependent care.
However, the presence of other family members in the home, such as
young children, is not a business related H.O.M.E. selection factor. It
is the employee's responsibility to ensure that the home office
environment is conducive to execution of the employee's job plan in a
professional manner.
Equipment
Digital will provide H.O.M.E. employees with the computing and
communications equipment required to perform their jobs as determined
by management. In most instances, this is the equipment tha the
employee is using currently. Any equipment removed from a Digital site
must be accompanied by a completed Property Removal Pass. This
equipment remains the property of Digital and may be reclaimed at any
time.
Telephone services are set up by the employee directly with the local
phone company, and should be discussed with Management in advance.
Residential service should be ordered without reference to Digital,
since business service provides no additional benefits, and costs a
great deal more. Call forwarding, call waiting, message/voice mail
capability, and conference calling may all be available through your
local phone company or another outside service. However, your use of
these services should be based on cost, administrative backup at your
designated site, and your profile with your customer base. Since your
DTN will go away, you need to carefully plan this important aspect of
customer contact, and balance cost against your customers's level of
need. Is this an external customer who needs to have a person
available at all times? Is this an internal "customer" who can leave a
message and be served equally well? If you have a pager now, is that
the easiest way for customers to contact you, and so on.
Use your MCI credit card to make both DTN and non-DTN calls. The
process is simple and explained on the back of the credit card. Also
check with your local phone company regarding message units, local
calling areas, foreign exchange services vs. frequent long distance
calls, etc. Long distance data access might be achieved through a
local WATN access point. If you find you will be outside a local
calling area, and all calls will be long distance, present the facts to
your manager and weigh all factors carefully. Your increased
productivity may outweigh the higher expense, but don't surprise
yourself or your manager after the fact.
An allowance of $50.00 from the responsible cost center is offered to
each participant for the purchase of the handset of their choice. The
handset can have any features you would like, such as speakerphone and
answering machine, but the allowance limit is $50.00. Your cost center
also reimburses you for installation of phone line(s) into your home.
All billing is direct to the employee, and is paid by the employee.
Reimbursement is through normal expense voucher procedure. Any
difficulty with phone lines must be resolved by the employee directly
with the local phone company.
Expenses
1) H.O.M.E. related expenses must be planned and approved in
accordance with applicable Company financial policies and
procedures.
2) With the exception of reimbursement for telecommunications
costs, Digital will not pay for any H.O.M.E. employee's
rent, home improvements, maintenance costs, operating
expenses or taxes.
3) Employees are expected to obtain office supplies and services
from their designated Company site.
4) Wherever feasible, H.O.M.E. employees are expected to transport
equipment to a Digital site for repair and service.
5) Mileage will be reimbursed according to the following definitions
and criteria:
Mileage Definitions:
. Stand-by - See Section 3.00 of the Personnel Policies and
Procedures for definition.
. A common place of business is defined as locations or locals
where services are performed on a weekly or scheduled basis,
such as the employees business office, a customer site, or
a work/storage site.
. A temporary place of business is defined as locations or locals
where services are performed on an irregular or short term basis
consisting of several days or weeks. Digital categorizes
an assignment as temporary if it does not exceed 60 days.
. For Employees with no common place of business, mileage incurred
within their metropolitan area is considered commuting, or
personal mileage. Travel from home outside their metropolitian
area will be considered business miles.
Mileage Criteria:
. Travel from home (and return) to a common place of business
is personal mileage (not reimburseable).
. Travel from home (and return) to a temporary place of
business is business mileage (reimburseable).
. Travel between a common place of business to a temporary
work site is business mileage (reimburseable).
. Travel while on stand-by to a common place of business
regardless of the number of trips is personal mileage
(not reimburseable).
. Travel while on stand-by to a temporary place of business
is business mileage (reimburseable).
Furniture
Where available, furniture may be purchased by an approved H.O.M.E.
participant. For further information, contact your local Site Services
Representative. In the greater Maynard area, contact the local
H.O.M.E. Program Manager.
Performance Management
H.O.M.E. managers are responsible for ensuring that a job plan is
completed for each H.O.M.E. employee. The first four weeks of H.O.M.E.
will constitute a trial period, after which management will decide
whether or not the employee may continue to participate in H.O.M.E.
H.O.M.E. managers and employees are expected to address the
organizational and systemic impact of H.O.M.E.. Business staffs and
project teams which include H.O.M.E. employees should agree upon
operational norms such as:
1) Availability to management and colleagues
2) Frequency/timing of visits to designated Company site
3) Administrative support needs
4) Messaging and handling of customer contact
5) Schedule tracking
6) Use, maintenance, and access to shared space
7) Teamwork expectations
Management may conduct sensing and problem-solving sessions to address
these and other H.O.M.E. operational issues. H.O.M.E. managers also
are responsible for ensuring that H.O.M.E. employees are provided with
appropriate on-site facilities as well as administrative and technical
support.
Risk Management
H.O.M.E. employees are expected to select and maintain a clean, safe
home office space. Employees should not hold work-related meetings in
their homes, and are expected to inform management immediately of any
work related injury.
Subject to applicable legislation, H.O.M.E. employees are covered by
Workers Compensation for injury sustained in the designated home office
workspace while in the course of performing their job duties.
Security
All Digital Security policies and standards apply to employees in the
H.O.M.E. Program. Employees are responsible for protecting and
properly using Digital equipment and resources, such as telephones,
networks, and computers. Further, special attention is required in the
H.O.M.E. situation to Digital Information Protection Procedures
(Digital Security Standard 10.1 and/or the explanatory booklet).
1) Digital classified information in computer displays or in
documents must be protected from unauthorized exposure.
Family members should not observe Digital business matters,
passwords, or sign-on procedures.
2) Digital computing equipment must not be used for family,
entertainment, and any other purposes not specifically
approved by Digital.
3) Software and/or floppy disks must never be moved between
or among Digital-owned and personally-owned computers. Personal
disks should never be brought into Digital facilities.
4) Documents and floppy disks containing Digital classified infor-
mation must be locked away when not in use, consistent with
Digital Security Standard 10.1.
5) Employees must provide secure means for carrying papers and disks
between home and the assigned Digital workplace.
Site Code Assignment
All H.O.M.E. employees must have an assigned Digital site code
designating their shared space location. If a site is closed, the new
site code assignment will reflect the consolidated location.
Tax
Participation in the H.O.M.E. program does not imply employee
eligibility for a home office deduction on income tax returns. The
employee is responsible for understanding the federal, state, and local
tax laws as they apply to his/her particular set of facts and
circumstances, and should seek external tax advice at their own expense
in preparing individual tax returns.
Work Schedule
Unless otherwise specified in writing, the H.O.M.E. employee is
expected to be available for work during the Company's usual business
hours. The distribution of work time between the home office and other
facilities should be specified in a H.O.M.E. employee's job plan. The
work hours of non-exempt H.O.M.E. employees must be accurately recorded
and overtime must receive prior written management approval. Use and
management notificaton of vacation, sick time, and holidays will
conform to Digital policy.
Zoning
H.O.M.E. employees are responsible for understanding and complying with
applicable zoning ordinances, lease terms, and protective covenants.
Employees should consult their local governing authorities to determine
whether work at home is permitted. The employee also is responsible
for obtaining any required permits, variances, or other authorization
required to work at home.
SAMPLE
H.O.M.E. OFFICE WORK PLAN
EMPLOYEE: Sandra Employee JOB CODE: 45AB
FUNCTION: Sales Exec.
HOME OFFICE WORKSPACE:
I have designated the following space to be my home office:
Spare bedroom on 2nd floor.
LOCATION PLAN:
I will divide my work time between my home office and other sites
according to the following schedule:
TYPE OF WORK DESCRIPTION LOCATION % OF TIME
Thinking Work
Customer strategy & budgets Home Office 30%
Electronic Work
Quotes, Elec. Mail, Customer
Correspondence, Telephone calls Home Office 30%
Interactive Work
1)Participating in account reviews/planning Digital site 10%
2)Customer Visits Customer Site 25%
Travel 5%
EQUIPMENT
I have received the following Digital equipment to use in my home
office:
Date Item Property Pass #
4/1/94 320P-Laptop-SN# 4F 3059486 PRP #375
4/1/94 DECmulti-jet 2000 -SN# LV24203958 PRP #498
4/5/94 Sandra Employee
Date Employee
4/5/94 Joe Manager
Date Manager
CC: Local Human Resources Representative
H.O.M.E. PROGRAM
MANAGEMENT SELECTION WORKSHEET
EMPLOYEE___________________________________________________________
POSITION___________________________________________________________
CRITERIA APPROPRIATE EXAMPLES/COMMENTS
FOR HOME
YES UNSURE NO
DESIRE TO PARTICIPATE ___ ___ ___ _________________________
_________________________
_________________________
JOB CONTENT ___ ___ ___ _________________________
_________________________
_________________________
JOB MASTERY ___ ___ ___ _________________________
_________________________
_________________________
PERFORMANCE HISTORY ___ ___ ___ _________________________
_________________________
_________________________
HOME OFFICE ___ ___ ___ _________________________
_________________________
_________________________
MANAGING WORK ___ ___ ___ _________________________
_________________________
_________________________
MANAGING SELF ___ ___ ___ _________________________
_________________________
_________________________
MANAGING RELATIONSHIPS ___ ___ ___ _________________________
_________________________
_________________________
MANAGING PERCEPTIONS ___ ___ ___ _________________________
_________________________
_________________________
H.O.M.E. PROGRAM
CANDIDATE SELF-ASSESSMENT WORKSHEET
(Calendar Analysis)
Thinking Interactive Electronic
Work Work Work
=======================================================================
MORNING 6 a.m. to noon
TASK
*_________________*__________________*_____________________
LOCATION
*_________________*__________________*_____________________
TIME
*_________________*__________________*_____________________
FUNCTIONALITY
*_________________*__________________*_____________________
=======================================================================
AFTERNOON
TASK
*_________________*__________________*_____________________
LOCATION
*_________________*__________________*_____________________
TIME
*_________________*__________________*_____________________
FUNCTIONALITY
*_________________*__________________*_____________________
=======================================================================
EVENING 6 p.m. to midnight
TASK
*_________________*__________________*_____________________
LOCATION
*_________________*__________________*_____________________
TIME
*_________________*__________________*_____________________
FUNCTIONALITY
*_________________*__________________*_____________________
=======================================================================
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