Introduction
The introduction of flexible working hours (flexitime) formed part of the
Governments civil service reform commitment to new approaches to people management.
Combined with the organisational management reform's focus on managerial autonomy,
accountability, the achievement of goals and objectives, and performance,
flexible working hours encourages better management practices while improving
the productivity of the workforce.
The introduction of flexible working hours also formed a part of the three-year
Industrial Relations Framework (IRF) (1997-1999) that was agreed to between
the Public Service Commission and the Public Service Unions in November 1997.
At its meeting on 21st September 1999 the Commission approved the piloting
of flexitime in selected ministries and departments and the accompanying Policy.
A Steering Committee was established to monitor and evaluate the pilot project.
It was expected that following successful piloting, service-wide implementation
would commence.
Flexible Working Hours in the System
Unlike the fixed working day, which strictly specified times of arrival,
departure and lunch, the flexible working day allows employees to vary starting,
lunch and finishing times so that personal and family responsibilities can
be met conveniently. The system also allows employees up to a maximum of one
day off, every four weeks for extra time worked. Employees may choose their
daily working hours within the policy limits, though they are expected to
arrange their time schedule in consultation and with agreement of supervisors
and management.
The key features of flexible working hours in relation to the piloted Policy
are:
1. Bandwidth - runs from 7.00am to 6.00pm and is the period during the working
day when staff may record time worked.
2. Core time - from 9.00am to 3.00pm and is the period of the day, excluding
lunch break, when all employees are required to be at work.
3. Lunch period - employees are entitled to a 1 hour lunch break taken between
11.30am - 2.00 pm. An employee is entitled to a lunch break of one hour, but
may reduce or extend the period to a minimum period of 1/2 hour or to a maximum
period of 2 hours. The lunch hour is, however not part of the flexitime.
4. Contracted attendance hours - the number of hours an employee is contracted
to work in a settlement period, a total of 148 hours.
5. Recorded hours - all time worked by an employee (except overtime during
the settlement period)
6. Settlement Period - Four-week period, consisting of 148 contracted hours,
during which recorded hours are accounted for. During this period, the general
aim is that employee recorded hours should be approximately equal to the contracted
hours for the same period (subject to any carry-over balance allowed.) 148
hours is arrived at by multiplying the current 37-hour week by 4 weeks.
7. Creation of a Credit / Debit - Occurs when an employee's recorded hours
exceed (credit) or fall short (debit) his/her contracted attendance hours
at the end of a settlement period.
8. Carry-over balance - Employees are allowed to carry forward no more then
ten (10) debit or credit hours from one settlement period (four weeks/one
month) to the next.
9.Time Recording -Attendance under flexitime is recorded on a Flexitime Record
Sheet (Flexisheet) which includes the whole four-week settlement period. Employees
are required to fill in their arrival and departure times and the length of
their lunch breaks. Periods of absence from the office for personal reasons
should also be entered so those non-working periods of time can be debited
from an employee's recorded work hours for the day.
10. Flexi leave - Daily recorded work hours are cumulatively added as the
settlement period progresses to arrive at the total recorded hours of work
at the end of the period. This difference in the total contact hours and 148
contracted hours determine whether the employee is in debit or credit at the
end of the period. Credit or debit hours not exceeding 10 hours are then carried
over to the next settlement period (4 weeks) in which the employee either
utilises credit or make up debit hours.
11. Overtime - Under the existing system, overtime begins at the end of the
bandwidth i.e. 6:00pm. Time worked within the bandwidth is credited to the
employee's daily-recorded hours of work. Employees will not be eligible for
overtime unless directed to work beyond 6.00pm.
12. Important - Flexitime arrangements are subject to adequate services being
maintained at all times. Employees may therefore be required to be at work
at a certain time, or required to work for the duration of the daily contract
hours (7 1/2 hours Mon-Thurs, 7 hours Fridays) Remember: Flextime is a privilege,
not an entitlement, which management may take away if abused.
Responsibilities of Management
Priority must be given to the operational needs of the Ministry or Department.
Arrangements should be made to allow flexitime arrangements to be available
to all employees (except those specifically excluded).
Flexitime requires active monitoring by supervisors/managers.
Flexitime arrangements are at the discretion of management but should also
not be unreasonably withheld.
Responsibilities of Employees
Flexitime arrangements are subject to adequate services being maintained
at all times.
Employees may therefore be required to be at work at a certain time, or required
to work for the duration of the daily contract hours (7 1/2 hours Mon-Thurs,
7 hours Friday).
The element of trust is very important in flexitime and the onus is on the
employee to maintain this.