Standards of Work from Home and Work form Office

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Standards of Work from Home and Work form Office

  1.   Terms Definition:
    • Work form home is a concept where the employees of Universitas Amikom Yogyakarta do their job by online or in another words didn’t work in the office physically.
    • Work from office is a work activity where the employees of Universitas Amikom Yogyakarta do their job by offline or in another words work in the office physically.
    • WA (Whatsapp) and WAG (Whatsapp Group) is a cross platform mobile messaging which allows us to communication and coordination.
    • Vicon (Video Conference) is an application technology that allows users to hold face to face meetings or communications by online.
    • Stakeholders are parties that has an interest in service unit, both in Universitas Amikom Yogyakarta and outside Universitas Amikom Yogyakarta.
    • A meeting that reffered the standard include:
      • Lecturer Meetings: Attended by Rector, Vice Rector, Dean, Unit leaders, Employees, Lectures.
      • Period: monthly
      • Lecturer Meetings: attended by Head of Study Program, Lectures
      • Period: weekly
      • Division Meetings (Division Unit, Directorate, Study Program): Attended by Head of Division Unit, Lecturers/Employees of the Head Unit
      • Period: daily
      • Faculty Leaders Meeting: Attended by Dean, Vice Dean, Head of Study Program, Secretary of Study Program
      • Schedule: According to the agreement in each faculty
      • Inter Faculty Meetings: Attended by Dean, Vice Dean
      • Schedule: Adjust to need and determined by the relevant officials
      • Rectorate and Faculty Leaders Meeting: Attended by Vice Rectors, Dean
      • Schedule: Adjust to need and determined by the relevant officials
      • Rectorate meetings: Attended by Rector and Vice Rectors
      • Schedule: Adjust to need and determined by the relevant officials
      • Full meeting: Attended by Rector, Vice Rectors, Head Unit, Head of Study Program, Secretary of Study Program
      • Schedule: Adjust to need and determined by the relevant officials
  1. Rasionale Standard

During the Covid-19 pandemic, all staff and lecturers at the Universitas Amikom Yogyakarta have the responsibility to complete work in accordance with their respective duties and authorities. This standard was prepared with the aim of clarifying work relationship during the Covid-19 pandemic with measurable quality targets. This standard is arranged with reference of two methods, namely Work from Home and Work from Office with a specified shift division.

  1. Standard Content Statements
  2. Communication and Coordination Standards
    • The communication and coordination media used during WFH are WA, Email
    • Institutions and vicon use Zoom and Google Meet.
    • For the sake of smooth coordination during the WFH response time when contacted via the WA/ WAG platform a maximum of 5 minutes.
    • Internal coordination of work units using WA/ WAG with response time maximal 5 minutes
    • Coordination Meetings that will result in decisions are made through the platform zoom and documented (recorded on cloud server zoom)
    • The meeting documentation referred to in point (iii) above includes meeting minutes, video recording during the meeting and also other supporting documents  according to the needs of the meeting.
    • In a meeting, every meeting organizer who uses the vicon platform must one person is appointed as the minutes of the meeting and one person as the host.
    • Each meeting documentation must be archived by each organizer meeting.
    • Meeting archives that must be kept include: Meeting attendance list, Minutes and Video.
    • Meeting files must be stored on the official drives of each Directorate/Section.
    • Internal coordination which aims to facilitate activities in each directorate is enough to be done using WAG.

 

 

WFH Work Guideline

    • During the WFH period, all employees and lecturers are required to follow working hours such as: at the time of WFO, namely: Monday – Friday at 8.00-16.00 and Saturday at 8.00-14.00.
    • If you can’t work on that day then use the permit mechanism which has been regulated by the HR Directorate.
    • Leaders in each work unit take an inventory of what services can be provided carried out by WFH and WFO in each work unit and make maps the service process in writing.
    • Leaders in each work unit set quality goals (response time and quality job) for each WFH service in each work unit in writing.
    • Each work unit is required to socialize what services can be served during WFH to stakeholders through the work unit’s official communication media such as websites, social media, email.
    • Service response time whose implementation only involves internal work unit maximum time is 1×24 hours.
    • Service response time whose implementation involves coordination with units other work maximum time 3×24 hours.
    • Response time for WA/Call hotline services from consumers of each work unit maximal 10 minutes.
    • Each work unit is required to provide definite answers to related consumers questions from consumers in a measurable time according to time quality goals services that have been set in each work unit.
    • Leaders in each work unit can divide the work in their work units based on the workload in the work unit during WFH (job repositioning in internal work units) based on the evaluation of the staff activity logs in each work unit.
    • Leaders in each work unit monitor staff activities below through WAG and fill in the HR activity log form (g-form).
    • All staff and lecturers are still required to fill in the activity log every day according to the letter DSDM circular (on google form).
    • At the beginning and end of working hours the official email of the Directorate must always be checked by the director or staff appointed by each directorate including other accounts that managed.

 

WFO Work Guidelines

    • Leaders in each work unit coordinate with all staff to set WFO shift schedule.
    • The head of the work unit reports the shift schedule of each work unit to the Human Relation Directorate.
    • Each work unit staff comes to the office for WFO following a set schedule has been established.
    • At the time of WFO, every staff must comply with the Covid-19 protocol that has been implemented determined by the Covid-19 Task Force of Amikom University Yogyakarta Directorate of Infrastucture (Sarpras).
    • The Security Work Unit (Satpam) must ensure that everyone who have activities at Amikom must obey and implement the COVID-19 health protocol which has been determined by the Covid-19 Task Force, Universitas Amikom Yogyakarta.

 

Presence Mechanism

    • Human Relation Directorate (DSDM) makes rules for online attendance that can be used for attendance WFO and WFH.
    • During the pandemic the presence of lecturers and staff is temporarily diverted using the online presence mechanism that has been prepared by the Human Relation Directorate
    • All staff and lecturers are still required to fill in the activity log every day according to the letter Human Relation Directorate (DSDM) circular (on google form).
    • The Activity Log must be filled in by staff, both WFO and WFH.

 

 

Standard Achieving Strategy

Universitas Amikom Yogyakarta institution conducted socialization of WFH and WFO standards to all faculties and staffs.  The head of the work unit monitors the work of each staff by matching the activity report on the activity log from Human Relation Directorate (DSDM) with what has been done by staff.  The leadership of each work unit prepares related SOP as guidelines implementation of the above standard quality target indicators at the operational level.

Standard Achievement Indicators

Each staff can complete the tasks and responsibilities assigned to each work unit leader.  Every work done by each staff is reported to the head of the work unit and DSDM through the activity log.

Parties involved in compliance with the Standard

All civitas in Universitas Amikom Yogyakarta