Telework Qtr1 Report

INTERNAL SERVICES DEPARTMENT AUGUST 15, 2019 THROUGH NOVEMBER 14, 2019

LOS ANGELES COUNTY OFFICIAL TELEWORK QUARTERLY PROGRESS REPORT QTR 1

TELEWORK PILOT PROGRAM CONTENTS:

In August 2019, the County of Los Angeles implemented a one-year pilot program referred to as the Coworking Space Demonstration Project. The program allows employees from different County departments to telework at an alternative worksite in which they share the same office spaces. The offices are located in privately-owned buildings in which membership is required for use of the facilities. The membership-based occupancy model is a newer workplace alternative to facilities that are owned or leased by the County.

The Internal Services Department (ISD) is an active participant in the pilot program for the purposes of assessing best case scenarios for teleworking and operational impacts. Other County agencies participating in the program include the Department of Human Resources, Department of Public Health and County Library. All participating departments have worked collaboratively toward achieving the objectives of the demonstration project. However, the information in this report is intended to provide an overview of the teleworking activities and observations specific to ISD.

02 OVERVIEW 03 BACKGROUND 04 BOARD APPROVAL KEY PERFORMANCE 05 AREAS PROGRAM 10 REQUIREMENTS 11 COWORKING CENTER HIGHLIGHTS AND 14 CHALLENGES ACTION ITEMS FOR 15 2ND QUARTER KEY STATISTICS AND 16 FIGURES 20 COWORKING DETAILS CENTER

TELEWORK PILOT PROGRAM

142 608

ISD Employees Teleworked reduced gas consumption by

781

total days Teleworked

gallons

reduced roundtrip commutes by approximately

17,199

miles

520

6.9 metric tons

reduced CO2 emissions

reduced roundtrip hours

A total of 142 ISD employees teleworked at a shared office location during the first 3 months of the pilot program.

Collectively, they teleworked 608 days and reduced their

roundtrip commutes by approximately 17,199 miles and 520 hours. emissions

by

an

estimated

6.9

metric

tons

and

gas

They also reduced CO2

consumption

by

781

gallons.

This

equates to 1.5 passenger vehicles being taken off the road for one year (derived from the U.S. Environmental Protection Agency greenhouse gas equivalencies calculator).

2

BACKGROUND In May 2018, ISD developed a written business case for a pilot telework program to address key operational challenges and performance goals.

The primary objective was to evaluate if teleworking could help to improve the NOVEMBER organization’s2019 environmental compliance, employee recruitment and retention, continuity of operations planning, parking availability, office space accommodations, employee attendance, and internal communications. The pilot would allow employees the opportunity to work from an alternate office location that provides a significantly shorter commute and complies with the County’s Telework Program Guidelines. Working from home would not be an option for employees participating in the pilot.

ISD contacted a few County departments about a potential teleworking collaborative. The proposed concept was an invitation to departments to designate office space as an accommodation for teleworkers from other participating departments. However, all of the departments faced challenges with adequate space for current staffing levels. Additionally, there were concerns that the host department might need to reclaim the office space at any time for its own staffing growth or operational needs. This led ISD to explore services offered by shared office providers.

In June 2018, ISD contacted the Chief Executive Office (CEO) to inquire if the County had any memberships with privately-owned shared office space companies or policies governing such memberships. The CEO provides governance over the use of work facilities, yet indicated that options were limited to Countyowned and leased facilities. There were no memberships or policies for shared office providers.

QUARTERLY REPORT

In August 2018, ISD administered a Request For Information (RFI) to obtain information from providers of membership-based shared office spaces that can accommodate teleworking, temporary swing space, organizational growth, and emergency Continuity of Operations Plans.

Responses were received from 5 business entities that operate within L.A. County: Regus, WeWork, Cross Campus, Indie Desk, and Industrious. The RFI documents were shared with the CEO. In January 2019, ISD created a dynamic Geographic Information System tool that mapped ISD employees’ residences and alternative office locations to identify potential teleworking opportunities. The tool has various filters to geographically illustrate the locations of ISD employee residences and proximity to their assigned ISD worksite in comparison to other County office facilities and commercial shared offices. The tool can also calculate and perform comparative analysis of employee travel times and commute reductions to different County and commercial shared office facilities. A demonstration of the tool was presented to the CEO, Department of Human Resources, County Library, and Board Deputies from Supervisorial Districts 3 and 4.

TELEWORK PILOT PROGRAM

3

BOARD APPROVAL

MARCH 19, 2019

On March 19, 2019, the Board of Supervisors adopted a motion in support of a Coworking Space Demonstration Project.

The motion instructs that: The Director of Internal Services, the Director of Public Health and the County Librarian, in consultation with the Chief Executive Officer and Director of Personnel, to implement a one-year pilot program for certain employees to telework from membership-based shared office spaces located within Los Angeles County; The Director of Internal Services, using Purchasing Agent authority, to procure membership with one or more shared office providers for the purposes of this pilot program; and The Director of Personnel, in collaboration with the CEO’s Real Estate Division, the Director of Internal Services and the Director of Public Health, to gather data on the operational, fiscal, environmental, and personnel impacts of the pilot program and to submit a related report to the Board 90 days after the conclusion of the program.

In July 2019, ISD established a membership agreement with WeWork that provides coworking office spaces for the exclusive use of County employees at 4 locations: Burbank, El Segundo, Long Beach, and Pasadena.

1.

2.

3.

On August 13, 2019, the Board of Supervisors adopted another motion to use funding from the South Coast Air Quality Management District (AQMD) to support telecommuting and coworking space initiatives. The funding includes $130,000 to retain a consultant for enhancing teleworking and alternate worksite programs, up to $1.2 million to procure memberships with shared office space providers for one year, and $130,000 to develop and implement a coworking registration/tracking system. Additionally, the motion enables other County departments to participate in the coworking pilot.

On August 15, 2019, the Coworking Space Demonstration Project officially launched with employees teleworking at 3 WeWork locations (Burbank, El Segundo and Pasadena).

On September 3, 2019, employees began telework at a fourth WeWork location (Long Beach).

In October 2019, ISD established a membership agreement with TailoredSpace that provides coworking office spaces for the exclusive use of County employees in West Covina.

On November 4, 2019, employees began teleworking at TailoredSpace.

4

KEY PERFORMANCE AREAS

QUARTERLY

Research conducted by the U.S. Office of Personnel Management, U.S. Government Accountability REPORT Office, major corporations, and various universities have found that teleworking can provide measurable benefits to an organization and its employees. ISD is continuously seeking ways to enhance its organizational effectiveness and performance. The following are key areas in which teleworking is being evaluated to support performance improvements within the department:

ENVIRONMENTAL COMPLIANCE

the Average Vehicle Ridership (AVR) of work-related trips at subject worksites. Major components of the program include compressed work schedules, rideshare programs and incentives, and teleworking.

Annual improvements in AVR can earn a reduction in annual filing fees. AVR is derived from the number of employees scheduled to work during a specific window of time divided by the number of vehicles arriving at the worksite during that same time window. The time window for Los Angeles County is Monday through Friday from 6:00 a.m. to 10:00 a.m.

For example, if 500 employees reported to a County worksite and 370 vehicles were used for their commutes, a simplified AVR calculation would be:

In 1995, AQMD implemented Rule 2202 as an air quality mandate for employers with 250 or more employees. In certain geographical regions, employers are required to reduce mobile source emissions generated from employee commutes. The regions are mapped into Performance Zones and worksites within a particular zone are subject to an annual emission reduction target.

Employers can generate credits through various means to meet their emission reduction target, including the development an Employee Commute Reduction Program.

Violations of Rule 2022 are subject to penalties and fines.

The County of Los Angeles has a well-established Employee Commute Reduction Program to achieve 500 Vehicles 1.35 compliance with AQMD Rule 2202. The program is Employees = 370 Average Vehicle Ridership designed to reduce vehicle miles traveled and increase ISD has but beennotassigned an AVR target of 1.50theforAVR bothtarget the for ISDmultiple Headquarters Facility, been successful in achieving years: and Downey Administrative

/

Work Location ISD Headquarters Facility 1100 N. Eastern Avenue Los Angeles 90063

Downey Administrative Facility 1100 N. Eastern Avenue Los Angeles 90063

2013-14 2014-15 2015-16 2016-17 2017-18 2018-19 1.38 1.32 1.38 1.32 1.30 1.37 1.27

1.23

1.20

1.24

1.30

1.35

Teleworking has proven to decrease greenhouse gas emissions, vehicular traffic and parking congestion.

Additionally, AVR credits can be earned if telework eliminates an employee’s trip to work or reduces travel distance to the worksite by more than 50% during the morning rush hours.

FINDINGS

A total of 142 ISD employees teleworked at a shared office location during the first 3 months of the pilot program. Collectively, they teleworked 608 days and reduced their roundtrip commutes by approximately 17,199 miles and 520 hours. The average travel time to telework locations was 18 minutes. Employees also reduced CO2 emissions by an estimated 6.9 metric tons and gas consumption by 781 gallons. Additionally, 103 employees shortened their commute travel distance by 50% or more.

5

TELEWORK PILOT PROGRAM

PROJECTED COMMUTE PATTERNS The following chart illustrates the projected commute patterns among the 142 employees who teleworked.

The first image represents employees commuting from home to their primary work facilities. The second image represents the same employees commuting from home to one of the five shared office locations. It should be noted that in certain parts of Los Angeles County, the drive time when traveling a particular route can vary significantly throughout the day based on traffic volumes. A shorter commute to a coworking center does not necessarily result in a measurable reduction in travel time or CO2 emissions.

THE TELEWORK PILOT PROJECT 1ST QUARTER EMPLOYEES PRIMARY WORK LOCATION

COUNT OF EMPLOYEES REPORTING TO EACH TELEWORKING FACILITY

92

53

45

25

4 CERRITOS

15

1 DOWNEY

EASTERN

DTLA

BURBANK

EL

LONG

SEGUNDO

BEACH

COUNT OF DAYS EMPLOYEES TELEWORKED AT EACH FACILITY

183 102 107

WEST PASADENA

DAYS TELEWORKED

EMPLOYEES PARTICIPATED

22 27

NORMAL COMMUTER IMPACT

29,231 Miles Driven $4,318 Spent on Gas 1,328 Gallons of Gas

142 608

COVINA

BURBANK

EL

LONG

SEGUNDO

BEACH

141 75 WEST PASADENA

COVINA

TELEWORK COMMUTER IMPACT

12,032 Miles Driven $1,777 Spent on Gas 547 Gallons of Gas

976 Hours in Traffic

Tons CO2 Emissions 11.8 Metric

BEFORE

456 Hours in Traffic

4.9

Metric Tons CO2 Emissions

AFTER

6

EMPLOYEE RECRUITMENT AND RETENTION

CONTINUITY OF OPERATIONS PLAN At times, ISD has found it difficult to attract suitable (COOP) applicants for the most highly skilled and demanding positions. Potential job candidates chose not to participate in the interview selection process because of reservations about the commuting distance or location of the worksite. Similarly, some former employees indicated concerns about the commuting distance as a reason for leaving ISD to work for other departments.

Teleworking can improve the recruitment and retention of talented employees who are trying to manage work, family and other obligations, or who might want to work at a different location. It offers shorter commutes, which can free up more time for managing daily life and pursuing other passions. There are also mental health benefits from stress reduction by spending less time in traffic congestion, and reductions in expenses associated with vehicle maintenance, fuel and parking fees. Additionally, employee productivity tends to increase because of greater job satisfaction and fewer workplace interruptions. Further productivity gains may be realized from less employee turnover, fewer hours lost to vacant positions and decreases in the commitment of resources to train new hires.

FINDINGS

FINDINGS

Insufficient information was available to measure if teleworking impacted employee recruitment and retention during the first 3 months of the pilot program.

The COOP is a national objective to ensure that government agencies can continue to perform primary mission essential functions during a broad range of emergencies. A critical aspect of the plan is emergency preparedness and maintaining readiness in the event of a disruption of normal activities. If COOP activation is required and a primary operating facility is unavailable, suitable alternate facilities will be needed to carry out essential functions. It is important to have alternate worksites identified and maintained at all times.

Teleworking provides a practical application for COOP and builds capacity to maintain operations during an emergency when the regular worksite is inaccessible.

7

The shared office work environments are functional with 24/7 access and can be made available immediately if needed for COOP activations. A COOP exercise may be conducted during the pilot program to assess overall effectiveness.

SCARCITY OF PARKING SPACES

Parking spaces are extremely limited at the ISD Headquarters and Downey Administrative Facility.

On a regular basis, employees report frustrations about the scarcity of onsite parking. Employees assigned to Headquarters often experience the inconvenience of having to park on the adjacent street. Consequently, many employees begrudgingly arrive to work well ahead of their scheduled start times to secure a parking space. Further complicating the matter is the lack of a cafeteria or eateries within reasonable walking distance of Headquarters. Some employees avoid driving to get food during lunch breaks for fear of not finding a parking space upon their return.

Teleworking can reduce demand for parking spaces at a job site if a significant number of employees who typically drive to work are able to perform their duties at an alternative work location.

FINDINGS

General observations indicate a slight improvement of parking availability at ISD Headquarters during the first 3 months of the pilot program. The parking situation at the Downey Administrative Facility appeared unchanged, yet it should be noted that employee parking at this location is heavily impacted and shared with the Probation Department.

The average number of employees assigned to the ISD Headquarters and Downey Administrative Facility who teleworked each day varied depending on the day of the week:

Average Number of Teleworkers (ISD Headquarters)

The average is based on the sum of all employees who teleworked on a particular day of the week divided by the number of instances that day occurred within the time period of August 15, 2019 through November 14, 2019. The averages may be lower than actual counts due to the staggered scheduling of employee orientations and registrations during the early stages of the program. Additionally, the averages were affected by two coworking centers that launched after August 15; WeWork Long Beach started on September 3, 2019 and TailoredSpace West Covina started on November 4, 2019. The averages will likely show a notable increase during the next quarter based on pending telework requests submitted in the online reservation system. More information is still needed to measure if teleworking directly impacts parking capacity.

1

MON

2

TUE

3

WED

9

THU

1

FRI 0

2.5

5

7.5

10

Average Number of Teleworkers (Downey Administrative Facility)

4

MON

2

TUE

6

WED

10

THU

7

FRI 0

TELEWORK PILOT PROGRAM

8

2.5

5

7.5

10

LIMITED OFFICE SPACE

FINDINGS

The office space has reached full capacity at ISD Headquarters and Downey Administrative Facility. This situation hinders the ability to increase staffing levels to meet expanding workload volumes as well as Board of Supervisor initiatives for local hiring and insourcing of work performed by contractors.

Teleworking can relieve the office space and potentially save on some costs of real estate, utilities, building maintenance, custodial services, security, furniture, equipment, and office supplies.

Insufficient information was available to measure if teleworking impacted the availability of office space at primary work locations during the first 3 months of the pilot program.

ATTENDANCE

FINDINGS

Most employees take unscheduled absences for legitimate reasons, such as personal/family illness, childcare or to handle personal matters of importance.

However, timekeeping records reveal that some employees are habitually absent from work. Excessive absenteeism can have a direct effect on productivity, quality of service, employee morale, and organizational finances.

Teleworking contributes to fewer instances of employees taking unscheduled absences, such as when feeling slightly ill, severe weather conditions and shortterm urgencies. It also helps to facilitate faster return to work arrangements for employees who experienced time off due to illness or injury.

An employee who suffered a serious injury voluntarily revealed that returning to work was made easy by teleworking and absences were avoided due to the shorter commute distance to the nearest coworking center. Another employee revealed that being able to telework close to home has significantly reduced the morning commute, which allows time to help with dropping off young children at school and avoiding tardiness or time off from work. Additional assessments are needed to measure the overall impacts on employee attendance.

INTERNAL COMMUNICATIONS

FINDINGS

Effective communication can help to support a positive work environment and maximize productivity. In certain work groups, breakdowns in communications between supervisors and staff or among co-workers have contributed to lack of awareness, misunderstandings and disrupted workflows.

TELEWORK PILOT PROGRAM

Teleworking supports a working relationship centered on trust between supervisors and subordinate staff. It facilitates positive communication about performance expectations, accountability and teamwork. Plus, employees feel a sense of heightened job satisfaction from being allowed a more flexible work schedule, which endears feelings of mutual respect and empowerment.

9

PROGRAM

TELEWORK REQUIREMENTS

QUARTERLY REQUIREMEN TS

TELEWORK DAYS

REPORT

All ISD employees who wish to participate in the pilot At the start of the pilot program, ISD employees were program must meet the minimum criteria of the allowed to telework up to one day per week. In County Telework Program. County policy requires that September 2019, employees were allowed to telework a teleworker have a rating of “competent” or higher for multiple days per week with approval from the the most recent Performance Evaluation and appropriate manager or supervisor if they meet the complete the County’s Teleworker Training. The following criteria: The employee must reduce his/her training consists of a 30-minute online course with morning commute distance by 50% or separate sessions for the employee and supervisor. more (per AQMD goals); or Both the employee and supervisor must take the appropriate course. An employee who previously If the employee’s morning commute completed the instructor-led training provided by DHR distance reduction is less than a 50%, or CEO are considered as having met the training the employee must commute by bus, requirement. train, vanpool, carpool, bicycle or The County’s telework policy also states that participation is voluntary and open to both Teleworkerswalking. who drive alone with less than a 50% represented and non-represented employees. commute reduction remain limited to teleworking one However, the essential duties of certain job positions day per week.

TELEWORK PILOT may limit or preclude an employee from being able to PROGRAM telework. Managers and supervisors may deny a request to telework.

DESK RESERVATIONS County employees who wish to telework at a designated coworking center must submit a desk reservation via an online system developed by the ISD. The system includes all County departments and employees registered in Active Directory, however access is restricted to employees who work for departments participating in the coworking pilot program. As other departments join the pilot program, their employees will be given access to the reservation system.

An employee can login to the reservation system by inputting his/her existing user ID and password. The user can then type the address or zip code of the starting point, view available seats at particular coworking locations, view estimated travel time and distance, input a reservation for a full day or partial day, obtain reservation approval from the supervisor, cancel a reservation, and view activity reports. A User’s Guide and short “How-To” video have been provided to assist supervisors and employees with the telework reservation system.

1.

2.

DESK RESERVATIONS

10

COWORKING CENTERS

ISD established membership agreements with WeWork and TailoredSpace for a total of 5 shared office locations (“coworking centers”). At each location, the County has 24/4 access to the facility and designated office space for the exclusive use of its employees. All offices are furnished with individual desks and chairs, and most have small file cabinets for personal storage. Employees can also use common areas for working or networking, meeting rooms, private phone booths, photocopiers, shredders, refrigerators, and microwave ovens. Other amenities include complimentary coffee, tea, beverages, and snacks.

The 5 office locations were strategically selected throughout the County based on GIS mapping of employee residences, commute distances and likelihood of significant commute reductions:

53

COWORKING START DATE: AUGUST 15, 2019

WeWork – Burbank 3900 W. Alameda Avenue Burbank, CA 91505

DESKS

29

COWORKING START DATE: AUGUST 15, 2019

WeWork – El Segundo 222 Pacific Coast Highway El Segundo, CA 90245

DESKS

32

COWORKING START DATE: SEPTEMBER 3, 2019

WeWork – Long Beach 100 W. Broadway Long Beach, CA 90802

DESKS

28

COWORKING START DATE: AUGUST 15, 2019

WeWork – Pasadena 177 E. Colorado Boulevard Pasadena, CA 91105

DESKS

20

COWORKING START DATE: NOVEMBER 4, 2019

TailoredSpace West Covina 1730 W. Cameron Avenue West Covina, CA 91790

11

DESKS

COMMUTE OPTIONS

All coworking centers are conveniently located along public transit corridors and employees are encouraged to commute via alternative modes of travel, such as ridesharing, public transit, bicycles, and walking. These alternatives align with the County’s environmental sustainability goals and offer community benefits by helping to reduce vehicle emissions, traffic congestion, parking impacts, and costly roadway repairs. Employees may also experience the benefits of less spending on fuel and maintenance costs for personal vehicles.

Employees who telework in Burbank were advised that Metro has a pilot rideshare program with a company called Via. The North Hollywood service area covers 13 square miles, which includes on-demand rides to and from Metrolink stations at North Hollywood, Downtown Burbank and Burbank Airport. Commuters can request rides with Via’s smartphone app to travel between the one of the three stations and WeWork’s Burbank location. Metro has announced that currently all rides are free.

PARKING

ISD employees who commute to and from a coworking center are responsible for payment of any parking fees and fines. Subject to County and departmental policies, circumstances that require an employee to travel to a coworking center on County business may be eligible for mileage and/or parking reimbursements.

All WeWork facilities have an onsite parking garage managed by a nonaffiliated private company. The daily parking rates range from $12.50 to $16. Parking validations can be arranged if needed. At the El Segundo, Long Beach and Pasadena locations, parking validations can be purchased in advance directly from the onsite garage office. At Burbank, WeWork can assist with coordinating parking validations and bill the County for the validations on the monthly invoice. ISD employees have reported that all WeWork locations have nearby parking options with daily rates as low as $6 and some areas where there is no cost to park. TailoredSpace has free onsite parking for employees and visitors.

BUILDING SECURITY

WeWork provides three primary layers of building security. Each employee is issued a personalized electronic keycard. The keycard allows 24/7 access to the employee’s assigned facility and cannot be shared among employees or used at another facility. The first layer of security is the public elevator, which restricts access to floors based on keycard authorization. Second, there is a main entry door to private office areas that is keycard controlled. Third, once passing through the main door, a keycard is required to unlock the door to the County office space. Additionally, WeWork has a reception desk where visitors are greeted. If the visitor requests to see a County employee, the reception desk has the ability to take a photo of the visitor and send notification of arrival to the County employee. If for any reason the County employee does not wish to meet with the visitor, the person will be asked to leave.

TailoredSpace maintains a registry of all County employees who are authorized to use the facility. The front door of the facility is unlocked during receptionist business hours and leads directly to the main lobby area. The front door is locked during non-receptionist hours. When the door is locked, entry requires use of a special mobile app.

Each registered employee has the option of downloading the app to a personal or County-issued smartphone.

The County’s designated office spaces are located at the end of a corridor. The office doors can be locked with a metal key, but typically remain open when employees are present.

12

COMPUTER EQUIPMENT

ISD employees have the option of using a desktop computer, County-issued laptop or personal laptop at the coworking centers. Laptops are highly encouraged, but not all teleworkers possess a laptop. Thus, 4 desktop computers are installed at each location as a convenience. ISD field technicians frequent the coworking centers to assist employees as needed.

DATA SECURITY

ISD maintains a Virtual Private Network (VPN), which allows employees at offsite locations to send and receive data securely between the County’s network and computer devices (e.g., desktops, laptops and smartphones). The VPN interface connects to applications and data stored in the County’s private cloud rather than on the user’s computer. An employee who has a personal or County-issued laptop can use login credentials to connect to the VPN from any public or private area with internet access. Similarly, an employee can access the VPN from a desktop computer from any area with internet access. ISD has set up 4 Hosted Virtual Desktop (HVD) systems at each coworking center to accommodate employees who do not have a laptop or who may be experiencing problems with their devices.

The County has invested in several layers of data security protection. A layered approach allows for in depth protection using various technologies to ensure maximum attack detection and prevention. Additionally, the County has deployed a Threat Analytics managed solution that combines all the attack data from the various protection layers and identifies direct or hidden attack patterns for immediate resolution.

TECHNICAL SUPPORT

ISD field technicians frequent the coworking centers to provide employees with computer support as needed. A two-tier support model has been established for end-users at the each coworking center. The first tier has scheduled field technicians onsite to provide immediate assistance in resolving technical issues and to ensure that end-users are able to work remotely. The second tier is a direct-line of communications between onsite technicians and the IT Office support team to expedite the resolution process for more complex issues.

13

KEY OBSERVATIONS

Employees who telework are enthusiastic about the opportunity to work closer to home Employees are impressed with the work environment, interior designs and amenities Employees are comfortable with the open work environment without cubicles Office furniture provided by the host company is functional and satisfactory to employees Employees appreciate the ability to work at desks near windows with natural lighting and views of the outdoors Employees enjoy the flexibility to work in the County’s shared office space as well as common areas Complimentary coffee, tea and snacks are available Employees have expanded professional connections by meeting coworkers within ISD and from other County departments Informal social networks have formed among employees Employees strive to be more productive in order to maintain the privilege of teleworking Employees meet and network with tenants from private companies Employees like the proximity to freeways and transit options Employees like the proximity to a wide variety of food establishments The online reservation system has effectively managed and tracked the availability of desks at County office spaces and stored data on teleworker commute distances and travel times Requests to telework at the TailoredSpace office in West Covina has been in high demand since coworking started on November 4 and at times attendance has reached full capacity WiFi and network connectivity at WeWork is extremely robust; WiFi connectivity at TailoredSpace is adequate for staff needs.

Employees with laptops desire a connection to hosted virtual desktops because of preference for dual screens to complete work Some employees are more comfortable working in common lounge areas rather than the County’s shared office space Employees are interested in bringing pets to work; WeWork is a dog-friendly workplace Managers in full support of teleworking as well as those who show reluctance or disapprove In certain parts of Los Angeles County, the drive time when traveling a particular route can vary significantly throughout the day based on traffic volumes. A shorter commute to a coworking center does not necessarily result in a measurable reduction in travel time or CO2 emissions

HIGHLIGHTS CHALLENGES

Membership-based shared office spaces are scarce near the eastern perimeters of Los Angeles County Some supervisors feel challenged on ways to monitor staff performance remotely Some employees have experienced network access issues due to their laptop configuration Some employees have concerns about the cost of parking at or near WeWork facilities Sound volume carries in the County’s shared office spaces at the WeWork locations with high ceilings and glass walls.

A maximum number of desks are available within each County office space. The coworking pilot program involves different employees occupying desks throughout the week. WeWork charges for every person who receives a keycard, but has provided a limited number of extra keycards to accommodate the County’s teleworking objectives. However, the offices are underutilized due to the small number of extra keycards and few employees who telework multiple days per week. The Pasadena office has never reached capacity, yet there is a waiting list of employees who need keycards.

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ACTION

ITEMS

FOR

2ND

QUARTER

01 02 03 04 05 06 07 08 09 10 11

Key Performance Areas Continue

to

evaluate

best

case

scenarios

for

teleworking

and

operational

impacts

relative to environmental compliance, employee recruitment and retention, continuity of operations

planning,

parking

availability,

office

space

accommodations,

employee

attendance, and internal communications.

WeWork Keycards Pursue an arrangement to obtain extra keycards from WeWork.

County Participants Assist the Child Support Services Department in its start-up efforts to participate in the pilot program.

Open House Schedule “open house� visits for managers and employees to tour different coworking centers.

Add Coworking Center Consider the feasibility of adding another coworking center along the eastern boundary of Los Angeles County (e.g., Diamond Bar).

Telework Videos Develop more videos highlighting the experiences of teleworking among managers and employees.

Scale Workspace Downsize shared office spaces with low participation levels.

Distance and Time Benefits Assess coworking center locations that have measurable reductions in both commute distance and travel time for the majority of teleworkers. have

reductions

in

commute

distances,

but

limited

Compare to locations that

savings

in

travel

time

and

CO2

emissions.

Commute Preferences Assess coworking center locations where employees more frequently use alternative modes of transportation instead of driving alone.

Technical Onboarding Develop onboarding process for teleworkers that provides specific recommendations on computer hardware, software and network access in order to work remotely.

"Dog Days" Explore opportunities and protocols for allowing employees to bring pets to WeWork on certain days.

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KEY STATISTICS AND FIGURES Long Beach 22 WeWork

15

WeWork El Segundo

WeWork Burbank

25

27 WeWork Pasadena

142

TOTAL NUMBER OF EMPLOYEES 53 TailoredSpace West Covina WHO TELEWORKED AT COWORKING CENTERS:

608 TOTAL NUMBER OF DAYS EMPLOYEES TELEWORKED:

WeWork El Segundo

WeWork Burbank

13

Long Beach 15 WeWork

102 WeWork

El Segundo

183

107

WeWork Long Beach

WeWork Burbank

141 75

WeWork Pasadena

TailoredSpace West Covina

103

21 WeWork Pasadena

20 34

TailoredSpace West Covina

TOTAL NUMBER OF EMPLOYEES WHO REDUCED THEIR MORNING COMMUTE TRAVEL DISTANCE BY ≥ 50%:

16

KEY STATISTICS AND FIGURES

142

August 15, 2019 through November 14, 2019

COUNT OF EMPLOYEES WHO TELEWORKED

45

ISD HEADQUARTERS CAMPUS

92

total

total

DOWNEY ADMINISTRATIVE FACILITY

38 13

WeWork Burbank

4

11

13

12

2 WeWork El Segundo

20 10

WeWork Long Beach

EMPLOYEES ASSIGNED TO THE CERRITOS OFFICE Pasadena +2

West Covina+2

5

1

WeWork Pasadena

13

TailordSpace West Covina

EMPLOYEES ASSIGNED TO THE HALL OF ADMINISTRATION Burbank +1

Total number of employees from each service/branch who teleworked: Administration and Finance Service Energy and Environmental Service Executive Office Facilities Operations Service Information Technology Service IT Computing Services Branch IT Customer Applications Branch IT Shared Services Branch IT Telecommunications Branch Purchasing and Contracts Service

17

142 21 0 1 1 1 48 28 13 11 18

KEY STATISTICS AND FIGURES

TOP

5

Number of times an individual employee teleworked at a particular coworking center: WeWork Burbank, E***078 WeWork Burbank, E***192 WeWork El Segundo, E***715 WeWork Long Beach, E***011 WeWork Long Beach, E***235

20 17 17 17 16

Employees with the highest overall savings in commute travel distance (miles): E***192 E***078 E***715 E***235 E***754

Employees with the highest overall savings in commute travel time (minutes): E***078 E***192 E***688 E***715 E***754

718 715 480 425 348

553.40 515.98 369.76 323.12 323.08

AVERAGE NUMBER OF EMPLOYEES WHO TELEWORKED EACH DAY: ISD HEADQUARTERS CAMPUS

DOWNEY ADMINISTRATIVE FACILITY

9

10

7

6 4 1 Monday

2

2

Tuesday

3 1 Wednesday

Thursday

Friday

18

KEY STATISTICS AND FIGURES Total number of employees who teleworked from August 15 to November 14: WeWork Burbank WeWork El Segundo WeWork Long Beach WeWork Pasadena TailoredSpace West Covina Total number of days employees teleworked: WeWork Burbank WeWork El Segundo WeWork Long Beach WeWork Pasadena TailoredSpace West Covina

142 25 15 22 27 53 608 183 102 107 141 75

≼ 50%: 103

Total number of employees who reduced their commute travel distance by WeWork Burbank WeWork El Segundo WeWork Long Beach WeWork Pasadena TailoredSpace West Covina

Total number of days that teleworkers drove alone: Total number of days that teleworkers rode the train: Total number of days that teleworkers commuted by carpool/vanpool: Total number of days that teleworkers walked: Total number of days that teleworkers rode a bike: Total number of days that teleworkers took the bus: Total number of days that teleworkers commuted by Uber/Lyft

Total miles traveled to coworking centers among all employees (roundtrip):

19

20 13 15 21 34

449 91 30 30 5 3 1

12,032

AUGUST

15,

2019

AUGUST

15,

2019

WEWORK – BURBANK

WEWORK – EL SEGUNDO

3900 W. Alameda Avenue

222 Pacific Coast Highway

Burbank, CA 91505

El Segundo, CA 90245

2 large office workspaces

1 large office workspace

53 desks, chairs and file cabinets

29 desks, chairs and file cabinets

3 small interior offices within space

Large credenza and white boards

Keycard access to office space doors

1 small interior office in workspace with wall

Monthly credits that can be used for meeting

mounted video monitor

rooms and photocopiers

Keycard access to office space door

Complimentary coffee, tea and fruit infused

Monthly credits that can be used for meeting

water

rooms and photocopiers Complimentary coffee, cappuccino, Tea, and fruit infused water

SEPTEMBER

3,

2019

AUGUST

15,

2019

WEWORK – LONG BEACH

WEWORK – PASADENA

100 W. Broadway

177 E. Colorado Boulevard

Long Beach, CA 90802

Pasadena, CA 91105

2 large office space

1 large office space

32 desks, chairs and file cabinets

28 desks, chairs and file cabinets

1 small interior offices in workspace

2 small interior offices in workspace

Keycard access to office spaces

Keycard access to office spaces

Monthly credits that can be used for meeting

Monthly credits that can be used for meeting

rooms and photocopiers

rooms and photocopiers

Complimentary coffee, tea and fruit infused

Complimentary coffee, tea and fruit infused

water

water

NOVEMBER

4,

2019

TAILOREDSPACE – WEST COVINA 1730 W. Cameron Avenue West Covina, CA 91790 5 office spaces 20 desks and chairs Access to office spaces via mobile app and metal keys Monthly bank of hours are allotted for the use of meeting rooms Monthly limit for photocopies Free onsite parking for employees and visitors Complimentary coffee, tea, bottled beverages, chips, and snacks

20