Posted: 4:33 pm EDT
Not too long ago, State Department EFM Jen Denoia wrote about the reasonable expectation of family members to have access to the department’s online resources:
Eligible Family Members (EFMs) such as myself are still mired in the same backwards technology that existed when our family joined the State Department 15 years ago. Despite advances such as the development of fobs, a device many employees use to generate passwords for intranet access from off-site computers, EFMs have not been granted access to such tools. While we tend to do most of the post research, we are still reliant upon non-State resources in order to retrieve bidding information when we need it the most.
A year after Secretary Clinton arrived at State (and to this day), there is still no decent online access for family members of State Department employees. The Foreign Service version of MilitaryOneSource for family members may remain only a dream for the foreseeable future. In 2009, a senior adviser at the State Department helped justify the “fobs for everyone” by citing that the program “will produce new fewer than 624,000 more hours of productivity by end of year.”
On May 12, 2009, CIO Susan Swart wrote an email to Alec Ross, then State Department senior advisor for innovation:
I met with Pat today and we did discuss expansion of the fob program. He is supportive and asked that we do a decision memo to him. WE need this get decision on funding and longer term strategy but I don’t see this as slowing down an announcement the Secretary might make, we just need to coordinate timing.
A couple days later, Alec Ross sent an email to Cheryl Mills and Jake Sullivan:
We’re going to forward with the doubling of mobile access to email and productivity tools. It’s INSANE that fewer than 1 in 5 state Department are able to access their email or documents when they’re away from their desk.
It has contributed to the 9:00-5:00 culture here and exacerbates the disconnection between D.C. and the missions. This is a good short-term win and by my estimates will produce new fewer than 624,000 more hours of productivity by end of year one which I think is extremely conservative – it assumes just 1.5 additional hour online per employee per week.
Given that those being given the tools are principally foreign service officers and people more senior than the mean average DoS employee, I think this is very reasonable. Will put an evaluative instrument into this to see if I’m correct.
More detail on all this below if you want it.
I should point out that Pat Kennedy and the CIO have been great. This has been one of several instances where they listened, they got it, and they’re moving forward. The CIO said she’d thought of it before, just didn’t know if she could handle the politics. I’m not going to spend a ton of time on our “corporate IT” but in obvious cases like this I’ll keep jumping in.
Last thing — this idea got a lot of attention on The Sounding Board. I propose that HRC respond to the staff (maybe in a quick 60 second video that we post there) saying in effect – Thank you for sharing your thinking. I heard you. Because of you we’re doing this.
Re-enforce that HRC is still listening to the staff.
That same day, Cheryl Mills forwarded the email to HRC:
FYI – we’re going to get a short video from you that we’ll put on our site announcing this. It’s also one of the ideas we can use for how we are reforming the department for the reform committee.
Secretary Clinton replied:
Sounds great but you’ll have to explain to me!
So then Ms. Mills sent the following:
sure — bottom line – you need a special security code to get on line from a computer outside the building. Only 1 in 5 of our employees has gotten the device (fob) that allows you to do this access.
This effort is making sure they get fobs into the hands of more (or all) employees so folks can work from home thereby increasing productivity substantially since the 4 in 5 essentially do no work from home once they leave the building until they get in again b/c they don’t have access to their email.
On May 14, 2009, at 10:20 PM, the Secretary replied:
Got it. Is the other matter fixed. Anything else going on?