Ofgem

Ofgem: The Optimal Working Passport

About Ofgem

Ofgem, (Office of Gas and Electricity Markets) is the independent energy regulator for Great Britain, responsible for ensuring fair and efficient energy markets and protecting consumers.

The challenge

Ofgem had a workplace adjustments process that was not fit for purpose. The process involved completing an 11-page Word document form with laborious and manual processes attached to it, meaning that requests were not tracked or responded to effectively causing frustration among staff members.

The project

Ofgem created a system that allows all employees at Ofgem (not just those with disabilities) to request adjustments as and when required.

The Optimal Working Passport (OWP) is a digital workplace adjustment system. It is an app that is easy to use, accessible, and gives users the power to share adjustments with multiple users as they choose.

The new OWP contains four categories of adjustments: workspace, equipment and technology, working hours and communication. It also allows users to attach documents – for example, a personal evacuation plan.

An individual can create their OWP anytime via an online application, then review, edit and update. They can provide access to managers and remove access very easily, (for example, if the user changes line manager). This allows the user to be in full control of their reasonable adjustment needs.

Once adjustments have been requested this automatically triggers a workflow to Estates, IT, HR, Networks, and managers, depending on the department that is required to supply the adjustment or provide additional support, allowing for a seamless user experience.

The system provides Ofgem with valuable work adjustment data and informs them whether they need to add new adjustments and if there are any sticking points or delays in the process and workflow.

The result

Ofgem have almost 500 live Optimal Working Passports – that is 21% of all staff at Ofgem.

They have received positive feedback from colleagues:

“I have asked for workplace adjustments before, but the Optimal Working Passport really streamlines the process. It also gives you so much visibility over adjustments that you’re able to request – I’d never even thought about communication adjustments before! The Passport has a dropdown menu of options, or you can add your own custom ones.”

If you require this content in a different format, contact enquiries@businessdisabilityforum.org.uk.