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GSA

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GSA s Workplace Transformation: How One Federal Agency Reinvented Itself by Going Paperless Presented By: Mark King November 20th, 2013 Gail Purpose * Gail Results ... – PowerPoint PPT presentation

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Title: GSA


1
GSAs Workplace Transformation How One Federal
Agency Reinvented Itself by Going
PaperlessPresented ByMark King
November 20th, 2013
2
Agenda
  • Electronic File Conversion Project
  • The GSA Voyage The new way of working
  • The Transformation
  • The Transformed Workplace

3
BIG DATA
  • Every day, we create 2.5 quintillion bytes of
    data so much that 90 of the data in the world
    today has been created in the last two years
    alone. This data comes from everywhere sensors
    used to gather climate information, posts to
    social media sites, digital pictures and videos,
    purchase transaction records, and cell phone GPS
    signals to name a few. This data is big data.
  • Source http//www-01.ibm.com/software/data/bigdat
    a/

4
GSA Region 7 The Paper Problem
  • Two Acquisition Centers (Over 200 employees)
  • The Greater Southwest Acquisition Center
    (Schedule 56, 73, 84, and 541)
  • Global Supply, Special Ordering Program
  • Approx. 9-10 million pieces of paper (50
    double-sided)

5
GSA Region 7 The Space Problem
  • Two by twos
  • Storage rooms
  • Filing cabinets
  • Desks
  • Tables
  • Floors
  • Gym Lockers
  • Trunk of Ford Taurus

6
GSA Region 7 The Process Problem
  • The cubicle The ole ball and chain
  • Desktop computer
  • Mailing and shipping
  • Hand deliver packages for review and contracts
    for signature
  • Printer jams

7
2005 Office Restructuring Region 7 Pilot
  • Step 1 Document Conversion
  • Convert existing paper files into electronic
    format that are readily available from anywhere
    through a network and accessed through enterprise
    software application
  • Step 2 Document Destruction
  • Eliminate physical storage of contract files
    and repurpose the space
  • Step 3 Enough with the paper already!
  • One printer for office, digital signatures,
    electronic contract files, email documents for
    review and signature

8
The Challenges
  • Federal Acquisition Regulations (FAR) for
    Storage, Handling, and Disposal of Contract Files
  • Legal Buy-In Electronic file became official
    contract file of record
  • Employee Buy-In
  • Letting go of the past
  • Culture shift
  • Upfront costs and technology investment

9
The Project
Paper to Electronic File Conversion
The GSA Experience
  • Early 2005 Industry Day
  • Summer 2005 Issued a solicitation to GSA
    vendors, under our Schedule 36 (Document
    Solutions) and 70 (Information Technology)
  • February 2006 Multi-Year contract award
  • (Base of 940K 5-Year Estimate of 1.1
    million)
  • 2007 Moved from Document Conversion Project to
    an Electronic Workflow Process for routing and
    approving documents from employee to supervisor.

10
Benefits
Paper to Electronic File Conversion
The GSA Experience
  • Contract files are accessed daily by staff
    members, across multiple divisions, and in office
    or tele-work environments
  • Continuity of Operations Productivity is not
    lost due to inclement weather or snow days
  • Files are not lost to natural disaster, en route
    from team member to supervisor (now digitally
    tracked), or when employees are on leave or
    retire
  • Transparency
  • Cost savings
  • Efficient use of space and supplies
  • Increased productivity and higher employee morale

11
The NEW Contract File
12
What Now???
  • Now that were paperless whats next??
  • Change the way we work from location-based
    operations to results-oriented operations.

13
GSAs Voyage
The New Way of Working
2013
2012
2011
2010
gt2010
14
Technology Investments
  • TECH INVESTMENTS PRIOR TO 2010
  • Issued smart phones
  • Moved from desktops to laptops
  • Launched automated COOP inquiries
  • Dual monitors
  • Launched Web Ex Adobe

15
Technology Investments
ONGOING TECH INVESTMENTS
  • Document Management
  • Digitization
  • Removed of Printers
  • Provided regular training webinars and a robust
    intranet site
  • Upgraded servers
  • Issued Telework Technology Plan to Teleworkers
  • Allowed personal tech devices
  • Expanded hoteling software
  • Embraced the Cloud
  • Transitioned from Lotus to Google
  • Launched Chatter
  • Launched Telepresence
  • Upgraded videoteleconferencing
  • Launched Voice Over Internet Protocols (VOIP)
  • Transitions to laptops with cameras
  • Double credential sign-on with enhanced passwords

16
Todays Common Tools
17
FAS Telework Taskforce 2010-11
Purpose
  • To expand telework and other flexible work
    arrangements across FAS in order to ensure
  • continuity of operations
  • advance sustainability
  • attract and retain talent and
  • support a positive work/life balance for all.
  • Representation from every Central Office business
    line, support office, and Region.

18
FAS Telework Taskforce 2010-11
Results
  • Socialized the ideas of
  • workplace flexibility
  • reducing carbon footprint
  • telework as a team sport
  • Top leadership demonstrated visible support
  • Practiced technology and behaviors with enhanced
    support during Telework Week

19
GSA Telework PMO 2011-12
Purpose
  • To comply with the Telework Enhancement Act of
    2010
  • To expand flexible work arrangements
  • To get closer to the customer
  • To prepare to reduce real estate
  • To advance sustainability
  • To advocate work/life balance
  • To move toward results-oriented operations

20
GSA Telework PMO 2011-12
Results
  • Complied with the TeleWork Enhancement Act 2010
  • GSA Telework Mobility Policy
  • Training
  • Mandatory training for ALL GSA employees, focused
    on policy
  • Mandatory Supervisory training
  • Telework Dashboard
  • Tracks hours
  • Tracks Carbon Reduction
  • All GSA job announcements indicate eligibility of
    position
  • Set the stage for culture change

21
GSA Telework PMO 2011-12
Results
  • Culture Shift
  • Transition from presence-based operations to
    results-oriented operations
  • Eligibility is the default
  • Supervisor must prove ineligibility
  • Employee eligibility vs. position eligibility
  • Tech is ever-evolvingwe must become our own
    troubleshooters.
  • If its broken, call the Help Desk.
  • If you dont know how, call a friend.
  • Learn by doing.
  • All meetings have a virtual component

22
Sample Analysis of Capacity
25 of GSA Teleworked on February 14
323 Telework Calls Total on 2/14
Date Teleworkers Total Help Desk Tickets VPN Help Desk Tickets Citrix Help Desk Tickets Network Mapping Help Desk Tickets Telework Training Help Desk Tickets
14-Feb 3282 323 15 8 18 9
15-Feb 1727 248 19 13 10 8
16-Feb 2383 309 20 10 14 7
17-Feb 2410 304 11 8 15 12
23
FAS Transformation PMO 2011-13
Purpose
  • To transition to the new way of working
  • To clarify expectations regarding work,
    productivity and performance results
  • To gain and share knowledge through collaborative
    relationships.
  • To act as consultative partners and work
    collaboratively to meet customer needs.
  • To provide strategic, clear and effective
    communications throughout the organization.
  • To leverage technology and space to enhance our
    ability to succeed as a flexible and
    results-based workforce.

24
FAS Transformation PMO 2011-13
Results
  • Culture Change to the New Way of Working
  • Assessed the current state of the FAS culture
  • Developed a change management strategy and plan
  • Launched the Transformation Network
  • Developed tracking and eval tools to concerning
    work processes, social behaviors, and technical
    savvy of surfers technology limitations and
    barriers concerns about operating in open
    spaces and other engagement and productivity
    issues.

25
Why Transformation Matters
26
Transformation A positive change resulting in
something with an improved appearance or
usefulness.
27
What is driving the transformed workplace?
  • Technology
  • Budget constraints
  • Workforce demographics
  • Concern for the environment

28
What are the benefits of a transformed workplace?
  • Increased efficiency and effectiveness through
    collaboration
  • Reduced operating costs
  • Reduced carbon footprint and greenhouse gas
    emissions
  • A more sustainable, healthy work environment

29
Partnering with Union Representatives
  • PBS-FAS considers our union representative a
    valuable team member
  • Invite representative to all meetings
  • Include them on all communications
  • Alert them to any new initiatives
  • Get their approval before moving forward

30
What are the challenges of a transformed
workplace?
  • Acoustics collaboration can get noisy!
  • IT no technology, no mobility!
  • Awareness what does GSA offer?
  • Budget or lack of
  • Change Engagement

31
PBS Workplace Strategies
  • Right size current space guidelines standards
  • Allocate space based on how people work
  • Share support spaces across the organization
  • Provide for private spaces

32
IT Training
  • On site IT person to assist and give hands on
    assistance
  • Lunch and Learn sessions related to mobile
    devices
  • Training on use of the 14th Floor mobile
    workspace
  • Google Productivity training
  • Technology gurus in each division have been
    trained and are proficient with IT applications
  • Trained employees become the teachers
  • Increased confidence!

33
What benefits have we seen?
  • Better Work/Life Balance
  • Big Picture Exposure
  • More networking
  • More creative energy
  • Communication is easier and happens more
  • More sharing of ideas

34
Shared Executive Office
35
PBS and FAS Joint Mobile Space
  • FAS offered unused space and PBS designed a
    mobile work area.
  • Some existing furniture was used to keep costs
    low.
  • Hoteling, Hot Desking, Touchdown and Phone Rooms
    were created.
  • Where 18 workstations previously had sat empty,
    mobile spaces for 41 employees were created.

36
Definitions of Mobile Workspaces
  • Hoteling is where a small workspace can be
    reserved on-line for a short period of time.
    This space typically has a docking station, a
    chair and a small amount of storage.
  • Hot Desking is a small workspace which cannot be
    reserved. It is used on an as needed basis for
    short periods of time. This space typically has
    a docking station, a chair and a small amount of
    storage.
  • Touchdown spaces or phone rooms are small rooms
    that have an element of privacy such as a door.
    These are used on an as needed basis for phone
    calls or conference calls.

37
Hoteling Options
38
R7 Transformed Workspaces PBS Collaborative Work
Pods
  • Two workstations can house three people in a work
    pod
  • The addition of a table encourages impromptu
    meetings
  • This type space is best used by teams that
    collaborate often and where visual and acoustical
    privacy is not a priority.
  • The work pod is being used by Client Solutions
    (PBS), Information Services (PBS) and Design and
    Construction (PBS)
  • Reduction of 192 sq ft

39
R7 Transformed Workspaces PBS- Hoteling
  • With more telework and desk sharing a hoteling
    area was needed
  • Spaces are large (30 x 72)
  • Docking stations, filing and coat storage is
    provided.
  • Reduction of 640 sq ft

40
What does the future hold for PBS?
  • PBS is in the process of consolidating employees
    from four floors to two. This space reduction
    will allow PBS to save 600k in lease costs and
    bring in a lease revenue of approximately one
    million dollars.
  • As more employees telework, share workspaces, and
    work in smaller spaces this space reduction is
    quite viable and a true savings for the tax
    payer.
  • This consolidation will be completed by December
    2013.

41
What Can You Do Today?
  • Take small steps to a more mobile workspace
  • Mobile work at the office work in a different
    spot
  • Desk share or office share with a coworker
  • Turn vacant offices into collaboration areas
  • Find places to congregate sometimes impromptu
    meetings are the best kind
  • Rethink tall panels- they offer little privacy
    and block light
  • Keep what you really use and get rid of the rest!
  • Purge reference books if you can access them
    digitally they are usually more current!

42
Thank You!! Mark King 512-364-3298 mark.king_at_gsa.
gov
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