|17th April 2020
|Melvyn Pun & Martin Appel
In response to the COVID-19 Emergency, the Yoma Group (“the Group”) has set up a COVID-19 Command Center (“CCC”). The CCC is responsible for setting policies and guidelines to assist our employees to adapt to working remotely. As the current situation evolves, many Yoma employees will be required to adopt a work from home status for a period of time.
The purpose of this document is to outline the work from home (“WFH”) guidelines and to set clear expectations for staff and managers.
The WFH home model will be referred to as “WFH The Yoma Way”.
2. PURPOSE AND SCOPE
This document will provide employees with the ‘WFH The Yoma Way’ guidelines. This document informs employees about The Group’s position in relation to WFH arrangements. It details the criteria for eligibility for WFH and defines the expectations of both staff and managers.
3. Eligibility for work from home
3.1 Work from home is an arrangement that is agreed by the employee and the employee’s manager.
3.2 An employee seeking to enter into a WFH arrangement should make this request in writing stating the reasons for the request.
3.3 A request for a work from home arrangement should be made by the manager to the HR department. When the terms of the work from home arrangement are agreed a letter from HR will be issued to the employee and a copy kept on the employee’s file.
3.4 An employee participating in a WFH arrangement is expected to maintain the same level of efficiency and productivity as a workplace based employee; this needs to be measurable.
* 3.1, 3.2 & 3.3 are not required during the current COVID -19 Level 1 & 2 situation.
4. Guiding Principles
Working from home is an arrangement between the Group and the employee with the terms and conditions of employment set out in the contract of employment continuing to apply.
5. Conditions of employment
5.1 The terms and conditions of employment between The Group and the employee that apply at the employee’s usual place of employment also apply at the home-based worksite. In particular the following will not be altered by work from home arrangements:
5.1.1 Hours of work/overtime
(a) The employee is required to work the usual total number of hours per month. The working hours will be within the normal span of hours.
(c) No extra hours or overtime will be recorded unless prior written approval for each occasion is provided by the manager.
5.1.2 Communication and Attendance
(a) The employee agrees to be contactable and available for communication with the employer during agreed working hours.
(a) Manager and the employee agree to establish and implement an agreed procedure, appropriate to the work, by which the performance of the employee at the home-based worksite can be monitored.
(a) All forms of leave are to be managed in accordance with the Groups Employee Leave Procedure and the employee’s relevant leave entitlement.
(b) If an employee requires leave, they will be required to apply for leave via the Yoma Connect App. This includes sick leave, annual leave and casual leave.
8. Business Tool and Internet access
8.1 Internet access
If an employee does not have access to the Internet while working from home, the Company will reimburse the employee who needs to purchase data to support remote working. Employees can claim reimbursement of up to 15,000 MMK per month for data. If an employee requires additional data this should be approved by the Manager.
Employees should purchase a data plan that is suitable for them. We recommend employees contact service providers in the market for advice on a suitable plan. If you have any questions or require support, please contact the email@example.com
Employees should seek reimbursement via finance by completing a reimbursement form.
* Group IT are currently working on a digital reimbursement form that is scheduled for implementation by the end of April 2020. This will assist staff working from home to submit reimbursement claims to their manager for approval. An announcement will be made on Yoma Connect employee portal when this is ready for use.
8.3 Hardware and Software
The Business will provide any employee working from home with the necessary stationery and business tools to perform their role remotely. This will include printers, computers, VPN & software. It will be up to Managers and Department Heads to determine which roles require access to systems and hardware.
9.1 Under the working from home arrangement, information that is considered confidential or sensitive must not be stored at the home-based worksite, on local “hard drives” or left in clear view or open areas.
9.2 When discussing confidential or sensitive matters by telephone, reasonable care must be taken to ensure that other members of the household or visitors are not able to overhear.
10. Management Roles and Responsibilities
10.1 Managers will be responsible for overseeing the output of their staff while working from home.
10.2 Managers to provide employees with sufficient resources to complete work in an efficient manner.
10.3 Managers to set clear KPI’s and goals for staff and track and monitor KPI’s.
10.4 Managers to ensure clear communication channels are determined and staff adherence.
10.5 Managers to conduct regular Video Conference (“VC”) team meeting for the purpose of tracking operational progress and ensuring the health and wellbeing of staff
10.6 Managers to take a daily roll call to ensure their staff’s welfare.
Refer to the WFH The Yoma Way Guidelines for Managers for more details on expectations and tools for managers
11. Employees Roles and Responsibilities
11.1 Employees should be ready for work during core hours.
11.2 Employees need to be available for VC, telephone calls and respond to emails in a timely manner.
11.3 If an employee is unable to attend to work matter due to personal reasons, then they should apply for casual/annual leave via the Yoma Connect App.
11.4 Employees should be prepared for the day ahead with fully charged devices in case of power outages.
11.5 It is the responsibility of the employees to ensure they have adequate internet access and coverage for their residential area. Refer to the WFH The Yoma Way Guidelines for Employees for more details on expectations and tips for effective work from home strategies.