Eligibility/Approval

What is mobile work vs. telework?

Mobile work is the overarching term that includes each of the specific ways employees may work outside a DOH office. Telework is the use of telecommunications and computer technologies that allow employees to perform their duties at an alternate worksite.

Why does our agency promote mobile work?

Our work is changing and so are the ways we perform our work. Mobile work supports:

  • Being a Public Health employer of choice including:
  • Work/life balance
  • Recruitment and retention
  • Fostering a flexible work environment
  • Supporting health and wellness
  • Enabling increased productivity and performance
  • Ensuring continuity of operations
  • Reducing facilities costs and our environmental footprint.

Can anyone apply to mobile work?

Yes, although some employees may not be eligible for mobile work outside of their work location if the business needs require on-site activity that cannot be done remotely or at an alternate worksite. Examples include positions that require face-to-face personal contact, hands-on contact with machinery, equipment, etc.; or physical presence/site dependent positions. In addition to the type of work duties, managers and appointing authorities will also consider the employees performance history. Employees currently involved in corrective or disciplinary actionmay not be eligible to participate, however, this will be assessed on a case-by-case basis.

Participation

How do I get started?

  1. Discuss with your supervisor
  2. Fill out and submit a Mobile Work Agreement
  3. If approved, employee and supervisor agree to terms and sign agreement prior to start
  4. Take the DOH Mobile Workforce Training for Employees (coming soon)
  5. Begin Mobile Working!

What is a Mobile Work Agreement and do I need one?

The Mobile Work Agreement establishes the terms agreed upon between you and your supervisor.

This agreement is required for employees who voluntarily request mobile working, as well as employees who have been assigned mobile work. The Mobile Work Agreement must be signed prior to beginning mobile work. A copy of the signed agreement should be kept by the supervisor, a copy given to the employee, and the original forwarded to the Office of Human Resources.

How often should the Mobile Work Agreement be reviewed?

New agreements must be submitted every year. You and your supervisors will discuss the agreement during Performance Development Plan discussions including:

  • Work assignments and performance
  • Customer satisfaction/productivity
  • Any support needed for employee to improve the existing agreement

What do I need to do to renew my Mobile Work Agreement?

  1. Discuss with your supervisor
  2. Fill out and submit a new Mobile Work Agreement
  3. If approved, you and your supervisor agree to terms and sign agreement prior to continuing.
  4. Take the DOH Mobile Workforce Training for Employees (coming soon).
  5. Continue Mobile Working!

Can my Mobile Work Agreement be ended early?

The agreement will last one year or until any one of the following conditions occurs:

  • You request at any time in writing that the Mobile Work Agreement be withdrawn
  • Your supervisor provides you with advance written notice that the Mobile Work
  • Agreement will be ended and Human Resources notified.
  • Reasons for withdrawing the Mobile Work Agreement include, but are not limited to:
  • Changes to business needs that require your presence in the office
  • Change in supervisor
  • Change in job responsibilities
  • Your work performance does not meet the stated expectations and standards
  • Corrective or disciplinary action
  • One or more of the provisions in the Mobile Work Agreement have been violated.

What are my options if my supervisor changes or ends my Mobile Work Agreement?

All employeeshave the right to submit an appeal within 15 calendar days of receiving notification of their agreement changing or ending. (Represented employees refer to the applicable collective bargaining agreement.) Details for appeal are provided in the Mobile Work procedure (07.025).

How often can I mobile work?

In general, you may mobile work intermittently or on a more regular basis. It can be less or more frequent based on business needs. Your supervisor will work with you to determine the specific answer to this question.

How do I prepare for a discussion with my supervisor?

Discuss with your supervisor how you feel a mobile work option would benefit both you and the agency, if you believe you are a good fit formobile working(Mobile Work Agreement).

Know the DOH policy and procedures related to mobile working. Be familiar with the Mobile Workforce policy(HR 07.025) to ensure you will be in compliance with the requirements.

How do I communicate with my supervisor in advance of mobile work days?

This is a discussion and decision to be made between you and your supervisor.One option is for you to provide apre- and post-report. You would developalist ofobjectivesfor theday(s) you are mobile workingand sendtoyour supervisor beforeyouleave the office for your nextmobile work day.A post-mobile working report would also beprovided at theend ofthemobile working day(s) to your supervisor that outlines the tasksactuallyaccomplished,unplanned tasks accomplished andtasks notaccomplished.

  • Use Outlook calendar to reflect mobile working days and contact number
  • Track work tasks, breaks and lunch on Outlook
  • Note “mobile working” on office in/out board
  • Establish with your supervisor a system to follow (a phone call or email with subject “urgent”) when you cannot respond immediately.
  • Sign at your workstation, notifying coworkers and customers how to contact you

Am I required to be available at any time during my work hours?

Yes. You must be available during your scheduledwork hoursdefined by your work schedule.Contact information should be included on your Outlook calendar so your supervisor, co-workers and customers can easily contact you. Please refer to the sample calendar examples (Calendar Appointment Sampleand Calendar Sample).

• Establish with your supervisor a system to follow (a phone call or email with subject “urgent”) when you cannot respond immediately.

How will people know how to contact me while I am mobile working?

On your mobile work day(s) ensure the following:

  • Outlook Calendar: Block out the hours you are mobile working with the Subject line reading “Mobile Work Day” and the Location containing your phone contact information (Sample Calendar Appointments). Your calendar should also reflect any meetings or activities you will be engaged in during the day.
  • Forward work phone or update Voicemail Message: Update message informing caller of your mobile work day and that you will be checking your voicemail messages periodically throughout the day.

Can I provide care for someone else when I am mobile working?

A person other than yourself needs to provide primary care during your mobile work hours if you are responsible for a child or adult that needs your supervision. However, employees participating in DOH'sInfant at Work Program are authorized to care for their infant between the ages of six weeks to six months old at the alternate worksite.Please remember if the infant becomes sick or prevents the parent/guardian from accomplishing work, the parent/guardian must submit leave in accordance with the applicable agency policy or collective bargaining agreement.

In exceptional circumstances, the agency may determine that it supports promoting organizational effectiveness to permit someone to work when responsible for another person's care.

Under no circumstances can you provide direct care while on work time. If approved for organizational effectiveness, the time spent directly caring for a child or adult will require the employee to take leave or flex their schedule.

How do I track my hours when mobile working?

Overtime eligible employees will continue to submit Positive Time and Attendance (PTA) forms.

When mobile working, can I be requested to report to my official duty station?

Yes. Your supervisor can ask you to return to your duty stationon your mobile work day at any time for any reason.You can also be asked in advance to report to your official duty station instead of your mobile work location.

What if systems or resources are non-functional when I am mobile working?

Discuss with your supervisor the best way to handle this type of situation.This may be a time you are asked, or you decide, to return to your official duty station.

How will it work when multiple employees request to mobile work in a unit?

There may be times when multiple employees are approved for mobile work in the same work unit. Supervisors need to ensure business needs are being met.In some cases, there may be a designated day(s) in which it is required for all staff to be on-site for meetings and/or to ensure adequate on-site coverage. Additionally, you may be required to be on-site on a scheduled mobile work day to provide coverage. Reminder: Maintain a flexible approach.

May I alter my mobile working schedule for personal reasons, such as medical appointments or school conferences?

Requests for leave or schedule adjustments must be made in the same manner as if you were at your official duty station.Supervisors can approve flexible work hours under certain conditions. The criteria for approving unscheduled mobile work should be addressed when drafting the Mobile Work Agreement.

Technology

Do I have to provide my own computing equipment, or will DOH provide equipment for me?

Discuss with your supervisor. If you have been issued an agency-owned device, use it when mobile working.Depending on the situation, you may be permitted to use personal equipment and will be given access to Citrix and Outlook webmail only.

*Reminder, do not save any work related files to a personal computer while using this option, as your computer may be subject to public disclosure.Prior to starting mobile work, it is recommended you take theDOH STATE Annual Protecting Electronic Confidential Information training found in LMS.

How do I request equipment for mobile working?

As a Mobile working employee, you should discuss equipment needs with your supervisor. The employer may not be able to provide or purchase all of the needed equipment. If equipment cannot be provided and you do not have personal equipment, the mobile working agreement may be denied.

Will someone assist me in setting up my computer?

If you are using agency-owned equipment, the Health Technology Solutions (HTS) IT Service Desk at 360-236-4357 can help you walk through the equipment setup. If you are using personal IT equipment, the HTS IT Service Desk will not provide support beyond assisting with Citrix or VPN (Virtual Private Network).

Who do I call if I have issues with a DOH system or computer problems

Contact the HTS IT Service Desk at 360-236-4357 for all DOH technology issues. The HTS IT Service Desk supports connectivity issues related to Citrix for both personal and agency-owned equipment.If you are using personal IT equipment, you may be asked to contact your device manufacturer or internet provider for operating system, hardware-related, or internet connection issues.The HTS IT Service Desk hours are Monday – Friday 7:00 am to 5:00 pm.

Can I forward my office phone to my mobile working phone?

Discuss with your supervisor whether it is okay to forward your office phone. If approved, your office phone can be forwarded to your home phone or personal mobile device if both places are in the same local area. To forward your office phone to another phone follow these instructions:

  • If you have a "call-fwd" button on your desk phone:
  • To forward, you press the call-fwd button, then dial 9, then the 10-digit destination phone number.
  • To un-forward, you press the "call-fwd" button again and the green light turns off.
  • If you don't have a "call-fwd" button, the process is similar:
  • To forward, dial *2, then 9, then 10-digit destination phone number
  • To un-forward, dial #2 from desk phone and the green light turns off.

How do I check my voicemail remotely?

You can retrieve your messages by following these steps (for all DOH locations except Richland):

  1. Dial 360-236-4444
  2. At the prompt press "#"
  3. Enter your extension (i.e., the last four digits of your office phone number)
  4. Enter your password and press "#"
  5. You will then be placed in your mailbox for message retrieval Playing messages

1)From activity menu, press 2

2)Listen to message header

3)Play message 0

What type of Internet connection or phone service do I need?

If the majority of your job requires access to DOH email or other DOH systems to perform your duties efficiently, then high speed internet access is recommended. To be productive at home, you must be able to access information quickly and able to be reached by telephone.

If I need to upgrade my home Internet, who pays?

If you are voluntarily participating in mobile work, you assume all of the costs for mobile working including maintenance of personal equipment, virus protection software, and high-speed Internet and incidental residential utility costs. If technology needs cannot be met, mobile work may not be approved.

How do I connect to the network and applications I frequently use?

  • Based on your needs, here are the options:
    If you only need access to Email and Calendar:
  • Outlook webmail is recommended, this can be accessed from any computer with Internet access (*Reminder, do not download email attachments to a personal computer while using this option, as your computer may be subject to public disclosure).
  • To access this option go to this site: and log in using your DOH network logon and password.
  • If you need to access the intranet, agency applications such as Microsoft Office, network files, in addition to email, calendar and the vault:
  • Citrix is recommended, Citrix provides online access to DOH applications from any computer. Citrix requires the use of a security token in order to access. There is a cost for Citrix access so discuss Citrix needs with your supervisor.
  • Visit this site for more information on Citrix:
  • To connect to Citrix visit this site:
  • If you need to directly connect to the network to use special tools on your device and you are assigned an agency-owned device:
  • Virtual Private Network (VPN) is recommended, VPN allows access to the network from an agency-owned computer with VPN software and high-speed Internet connection.
  • This remote access option is required to use an agency-owned laptop. Find more guidance on the intranet at:
  • If you need to access SharePoint remotely:
  • Connecting to SharePoint remotely is allowed. You will be required to login using your DOH network logon and password.Choose Windows Authentication when prompted.
  • To access SharePoint visit the following site:

Travel

Can I still participate in the Commute Trip Reduction (CTR) program on days I mobile work?

You will need to track your commutes through Rideshareonline.com.If you are traveling to an alternate worksite from your official duty station, you may claim CTR if you carpool, vanpool, take the bus, ride a bicycle, or walk to the mobile working site.

Can I receive travel reimbursement when driving from my mobile work site to my official duty station?

No. The Statewide Administrative and Accounting Manual (SAAM) sections10.20and10.50.25 provides further explanation on this topic.
Additionally, here is a greatresourcethat diagrams when an employee is eligible for travel reimbursement.

Safety

Are there safety precautions I should consider while I am mobile working?

Your safety is very important.Here are some key reminders to ensure that you, your resources, and your surroundings are safe, whether teleworking from home or mobile working from multiple locations. (Mobile Work Safety Checklist)

Do I need a dedicated work space, or can I work wherever I want?

This should be discussed with your supervisor.Depending on your work duties, the need may vary. However, if you are mobile working at one location for three consecutive days a week at eight hours a day, you will have an ergonomic assessment with the Office of Risk Management by using Facetime or Skype.

How am I covered if, while working from home, I fall or have an accident?

If an injury occurs during work hours, you will immediately report the injury to your supervisor, in accordance withDOH Policy 15.001, Safety in the Workplace.You, your supervisor and DOH must follow this policy regarding the reporting of injuries for employees injured while at work.
Your designated home workspace is an extension of the agency workspace only when used for work. You may therefore be covered for workers' compensation if you are injured while performing work on behalf of the agency.
The state of Washington is not responsible for any injuries to family members, visitors, and others in your home workspace.
The state will not be responsible for any loss or damage to: