Background:
The objective was to replace our existing reasonable adjustments requesting system to create a centralised platform. The idea was to digitalise the process and make this available for all Ofgem colleagues and not just those of protected characteristics, hence the name ‘Optimal Working Passport (OWP)’.
What actions did you take?
We first started this journey by consulting all networks within Ofgem, particularly Enable – our disability network. During consultation it was clear we needed to design a system that had the ability to do the following:
- A platform that gives colleagues the ability to request adjustments digitally. (previous to this it was a paper-based system which colleagues had to email to the relevant department).
- The system to automatically send the request to the desired department e.g. IT, Estates, Managers, HR, etc.
- The platform focusing on the adjustment required and not the reason for the request (colleagues to not neen to disclose their need for the adjustment).
- The OWP to be able to be shared to numerous colleagues simultaneously so there is not a repeat in conversation about needs when they change department or managers.
- Access to be granted and removed by the colleague whenever they wish.
- The platform to be secure and safe with all information kept confidential.
After the consultation it was a case of creating a project plan and identifying all the stakeholders that will be involved in the design, planning and implementation of the project. We found a suitable software in which the OWP will be created and from here designing had begun.
What were the results?
We created a fit for purpose adjustments request system which included all the points above which were presented during consultation. The platform, has been designed on powerapps and is a centralised system so colleagues can input requests and do not need to have separate conversation with mangers, HR, IT or other stakeholders depending on what the request may be.
Colleagues also have the ability to be able to download their passport and take this to other civil service or private sector jobs. The app includes a video animation to help and guide colleagues and managers to have open conversations so they can support each other, it also includes bespoke guidance on each page of the passport for ease of accessibility with filling in the passport.
The Ofgem approved requests are within the passport as prepopulated fields, yet each section of the passport which is broken down into four section (workspace needs, hardware and software requirements, communication needs and working hours) have the ability to select ‘other’ which will be automatically send to managers for approval. The platform also allows for colleagues to attached documents eg a personal evacuation plan. It also provides data of which requests have been requested and the time scales of the request to implemented, this gives the ability to streamline the process further if request are taking longer than expected to be implemented.
A review will take place every six months to update, change, modify the the system.