HRMR Agency Reporting Survey – Part Two

IntroductionPurpose: The annual HR Management Report measures and monitors the state’s workforce management practices. The report includes:

Statewide HR Management Report (xlsx format) Agency HR Management Reports Statewide HR Management Strategy Roll-up Report

Your responses to this survey serve as the Agency HR Management Report. Your agency’s survey responses will be analyzed with other agencies’ survey responses, along with agency and statewide data found in the Statewide HR Management Report (xlsx format). Key strategies will be summarized in the Statewide HR Management Strategy Roll-up Report and briefings to executive leadership. This survey has two parts and replaces the Agency HR Management Report (an MS Word document) used in prior years. Part One of this survey includes:

1. Workforce Strategies2. Performance Management3. Employee Engagement4. Modern Work Environment

Part Two includes:5. Inclusive and Respectful Work Environments6. Affirmative Action Employment Plan7. Veterans Employment Plan8. Disability Employment Plan9. LGBTQ+ Inclusion and Safe Places

How will this information be used?Agency responses will be used by OFM State Human Resources, HR governance and agency leaders. These groups will use the information to identify and anticipate HR management issues, assess progress toward key statewide initiatives, enable data-driven HR management strategies, and improve processes and recognize HR management successes.

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HRMR Agency Reporting Survey – Part Two

InstructionsWho should complete the survey?Both parts of this survey should be completed by an agency HR manager or designee with review by leadership. Please submit only one response to each survey per agency.

What information should you consider?The Statewide HR Management Report (xlsx format), Employee Engagement Survey, Exit Survey, Learning Management System data, and On-line Recruitment System data will be helpful.

How detailed should my responses be?Your responses should be brief but descriptive. Examples for each question are included as a guide.

What is the best approach to complete the survey?We encourage you to begin work on your agency reporting as soon as possible. Plan to spend time researching strategies, analyzing data, and drafting your responses with input from others in your agency as needed.

We recommend using the Word version of the survey sent via email. Once your Word version is complete, submit your agency’s response in SurveyMonkey by copying and pasting from your final Word version into the text and comment boxes in SurveyMonkey. You can edit and save as long as you use the same device and web browser (a cookie is stored in your browser that remembers your survey responses). Cookies must be enabled on your device for this feature to work. The survey has about 70 questions and should take approximately 1-2 hours to enter your responses with advanced preparation. All questions marked with an asterisk (*) are required.

Who should you contact with questions or for assistance?For questions, contact Sue Richards at (360) 407-4144 or sueann.richards@ofm.wa.gov or the team using the SHRPlanning@ofm.wa.gov email address.

For more information, visit the HRM Report site.

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HRMR Agency Reporting Survey – Part Two

Section 5: Inclusive and Respectful Work EnvironmentsBuilding work environments that are respectful, supportive, and inclusive to everyone requires intentional effort on multiple fronts. Agencies must create environments that engage, motivate, and support staff doing their best work. Agencies must also address problems that stand in the way of respectful work environments and promote diversity, equity and inclusion in the services provided.

For new employees, it begins with introducing them to your agency’s culture, providing training so employees know what is expected of them, having policies to address desired behaviors, and taking action when problems stand in the way. Leadership awareness and commitment to building a respectful workplace is critical.

For the purposes of this report, the following definitions apply:

Diversity: Diversity is the representation of an individual’s or group’s origin, race, color, disability, religion, socioeconomic stratum, gender identity, sexual orientation, age or physical qualities. Diverse organizations are more likely to exhibit innovation and positive results by understanding that each employee in their workplace has experiences, skills, and ideas to help move toward the ultimate goal of inclusion.

Equity: Equity in a workplace means everyone receives fair treatment. When equity exists, all people have equal access to opportunities.

Inclusion: Inclusion is a call to action in the workforce. Inclusive workforces include every employee’s ideas, knowledge, perspectives, approaches and styles to maximize business success. Inclusive work environments offer their workforce clear opportunities for participation, input and recognition. This element of inclusion is foundational for feelings of fairness, respect and trust…the belief that I am seen, felt and heard.

The information you provide in this section of the report is in support of the Governor’s memo on inclusive and respectful work environments. Information you provide in this section of the survey will be used to inform the work of the ad hoc sub-committees formed by the Governor’s memo to identify improvements to policies, training, data and investigations.

Since this section is new, we understand that agencies may not have all of the data requested available at this time. If your agency is unable to answer a question, or if your agency already provided the requested information as part of its response to the Governor’s memo, please skip that question and move on to the next.

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HRMR Agency Reporting Survey – Part Two

Inclusive and Respectful Work Environment: Agency Contacts

*1. Agency Name

*2. Agency contact for Diversity, Equity and Inclusion:

Name

Title/Role

Email Address

Phone Number

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HRMR Agency Reporting Survey – Part Two

New Employee Onboarding

*3. Please select from the list below each strategy your agency incorporates into the onboarding process:(select all that apply)

☐ Coach managers and team on how to welcome and respect each new hire. (Example: Managers are provided a tool to assess employee communication styles, and they use this tool with new hires and their teams to increase awareness of different communication styles so that staff can work together more effectively.)

☐ Integrate diversity, equity and inclusion into existing onboarding sessions. (Example: Your new employee orientation includes a section that talks about your agency’s commitment to a diverse, equitable and inclusive environment)

☐ Create a separate onboarding session to orient new hires to diversity, equity and inclusion efforts. (Example: New employees receive a separate orientation that covers topics related to your agency’s commitment to diversity, equity and inclusion)

☐ Encourage managers to create onboarding plans with regular check-ins. (Example: Supervisors have regular check-ins with new hires to see how they are integrating into your workplace culture and to discuss concerns or issues.)

☐ Discuss your organizational culture and how diversity, equity and inclusion is applied throughout your agency during onboarding and/or check-in meetings. (Example: New hires are given an overview of your agency’s culture and values, and the behaviors that bring this culture to life on a day-to-day basis.)

☐ Ensure new hires are aware of policies and procedures for raising concerns and filing complaints about their work environment (e.g., respect/civility, sexual harassment, discrimination, etc.). (Example: New employee reviews your agency’s sexual harassment prevention policy and anti-discrimination policy, which include information on the reporting process.)

☐ Inform new hires about both internal and statewide business resource groups. (Example: New employees are given an overview of the statewide business resource groups and are encouraged to participate if interested)

☐ Train new leaders (both new hires and promotions from within) on their role in creating a diverse, equitable and inclusive work environment. (Example: Directors and managers are expected to attend a training on diversity, equity and inclusion at time of hire)

☐ Other (please describe):

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HRMR Agency Reporting Survey – Part Two

Required TrainingThis section measures compliance with required trainings for state employees as addressed by WAC 357-34 (Employee training and development) and Executive Order 12-02.

Percent of employees should include permanent and non-permanent employees who are required to take the training.

4. As of June 30, 2018, what percent of employees have NOT completed Diversity Awareness training?

5. Which version of Diversity Awareness training do your employees attend?

☐ Department of Enterprise Services (DES) “Diversity and Inclusion” training

☐ Agency-provided training

☐ Both DES training and agency-provided training

6. As of June 30, 2018, what percent of supervisors and managers have NOT completed Sexual Harassment Awareness and Prevention for Managers (within 6 months of appointment and then every 3 years)?

7. Do your supervisors and managers attend DES “Sexual Harassment Awareness and Prevention for Managers” training or agency-provided training?

☐ DES “Sexual Harassment Awareness and Prevention for Managers” training

☐ Agency-provided training

☐ Both DES training and agency-provided training

8. As of June 30, 2018, what percent of employees have NOT completed Sexual Harassment Awareness and Prevention training (within 6 months of appointment and then every 5 years)?

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HRMR Agency Reporting Survey – Part Two

9. Do your employees attend DES “Sexual Harassment Awareness and Prevention” training for employees or agency-provided training?

☐ DES “Sexual Harassment Awareness and Prevention” training

☐ Agency-provided training

☐ Both DES training and agency-provided training

10. As of June 30, 2018, what percent of supervisors and managers have NOT completed supervisor and management development training? (Supervisors must be enrolled in a supervisor training that meets the requirements of WAC 357-34-060 and WAC 357-34-065 within six months of their appointment date. DES’ “Leading Others” training is the enterprise version of this required training.)

11. Do your supervisors and managers attend DES “Leading Others” training (which meets the requirements of WAC 357-34-060 and WAC 357-34-065) or agency-provided training?

☐ DES “Leading Others” training

☐ Agency-provided training

☐ Both DES training and agency-provided training

12. If your agency was unable to answer some or all of the questions in this section, please describe the barriers to providing the data requested so that we can work with agencies to address these barriers.

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HRMR Agency Reporting Survey – Part Two

Agency PoliciesThis section assesses agency policies relating to workplace environment.

*13. Do your HR policies have specific language related to?(select all that apply)

☐ Affirmative Action

☐ Discrimination

☐ Diversity and Inclusion

☐ Equal Employment Opportunity

☐ Reasonable Accommodation

☐ Sexual Harassment Prevention

☐ Workplace Behavior/Civility

*14. In general, how often are your policies reviewed and updated (if necessary)?

☐ Every year

☐ Every 1 to 2 years

☐ Every 3 to 5 years

☐ Other (please describe):

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HRMR Agency Reporting Survey – Part Two

Complaints and InvestigationsThis section asks about employee complaints and investigations during FY2018. This includes complaints and investigations within your agency related to employee misconduct, discrimination, harassment, and incivility.

For the purposes of this reporting, the following definitions apply:

Complaint: A formal allegation against a party. For example, if an employee submits a complaint to HR.

Personnel Investigation: An inquiry in which an investigator gathers facts to determine if an employee violated agency policy; based on this inquiry, the investigator provides a factual basis for decisions by management. For example, if an HR consultant conducts a fact-finding investigation into an employee’s allegation of sexual harassment.

*15. What barriers does your agency have for the resolution of complaints and personnel investigations?

*16. Please describe opportunities or ideas for improvement to address these barriers.

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HRMR Agency Reporting Survey – Part Two

*17. Discrimination Complaints

If asked, would your agency be able to provide the following data: the number of complaints, the number of complaints substantiated in part of whole, and the number of corrective actions (not including oral reprimands) or disciplinary actions taken as a result.

☐ Yes

☐ No

*18. Sexual Harassment Complaints

If asked, would your agency be able to provide the following data: the number of complaints, the number of complaints substantiated in part of whole, and the number and the number of corrective actions (not including oral reprimands) or disciplinary actions taken as a result.

☐ Yes

☐ No

*19. Workplace Behavior/Respect in the Workplace Complaints (expectations regarding professional, courteous and respectful conduct)

If asked, would your agency be able to provide the following data: the number of complaints, the number of complaints substantiated in part of whole, and the number and the number of corrective actions (not including oral reprimands) or disciplinary actions taken as a result.

☐ Yes

☐ No

*20. Article 47 Grievances Regarding Workplace Behavior (for agencies with WFSE-represented employees only)

If asked, would your agency be able to provide the following data: the number of grievances, the number of grievances substantiated in part of whole, and the number and the number of corrective actions (not including oral reprimands) or disciplinary actions taken as a result.

☐ Yes

☐ No

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HRMR Agency Reporting Survey – Part Two

*21. Personnel investigations

If asked, would your agency be able to provide the following data: the number of investigations, the number completed by HR or internal staff, the number completed by outside investigators, and the average number of days to complete personnel investigations.

☐ Yes

☐ No

22. If your agency would not be able to provide some or all of the complaints and/or investigations data, please describe the barriers so that we can work with agencies to address them.

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HRMR Agency Reporting Survey – Part Two

Section 6: Affirmative Action Employment Plan

This section assesses agency efforts in al ignment with Execut i v e Orde r 12-02 , W orkforc e Diversity and Inclusion.

Affirmative Action Employment Plan: Agency Contacts and Policies

*23. Agency contact for Affirmative Action Employment Plan:

Name

Title/Role

Email Address

Phone Number

*24. Has your agency submitted a copy of its Affirmative Action policy to OFM State HR? Policies should be sent to SHRP l ann i ng @ o f m . wa . go v by October 12, 2018.

☐ Yes☐ No

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HRMR Agency Reporting Survey – Part Two

Affirmative Action Employment Plan: Reflecting on FY2018

*25. Reflecting back on FY2018, on which job groups did your agency focus its recruitment and retention efforts?Jo b group s are used for Affirmative Action reporting as well as the Workforce Gaps Dashboards. (select all that apply)

☐ Office and Clerical☐ Officials and Administrators ☐ Paraprofessionals ☐ Professional - Administrative ☐ Professional – Auditor☐ Professional - Budget and Accounting☐ Professional - Claims Adjudicator☐ Professional - Communications and Marketing☐ Professional - Engineering ☐ Professional - Human Resources ☐ Professional - Insurance Business Services ☐ Professional – Investigator☐ Professional - IT Professional☐ Professional - Legal☐ Professional - Licensing and Regulation☐ Professional - Medical ☐ Professional - Natural Resources ☐ Professional - Public Health ☐ Professional – Safety☐ Professional - Science ☐ Professional - Social Services ☐ Professional - Tax Professional☐ Protective Service Workers ☐ Service-Maintenance☐ Skilled Craft Workers☐ Technicians☐ N/A – We did not focus on recruitment or retention of employees in specific job groups☐ Other (please describe)

*26. Reflecting back on FY2018, on which protected categories of employees did your agency

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HRMR Agency Reporting Survey – Part Two

focus its recruitment and retention efforts? (select all that apply)

☐ American Indian or Alaskan Native

☐ Asian/Pacific Islander

☐ Black or African American

☐ Hispanic or Latino

☐ Women

☐ Veterans

☐ People with Disabilities

☐ N/A – We did not focus on recruitment or retention of employees in protected categories

☐ Other (please describe)

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HRMR Agency Reporting Survey – Part Two

*27. Reflecting back on FY2018, please list your affirmative action employment strategies and briefly describe each of the following: The problem addressed (opportunities to improve) Successes (what worked) Challenges (lessons learned)

Example:Our strategy was for recruiting staff to meet with current African-American financial professionals to discuss and identify recruiting sources and strategies. As a result, several improvements to the recruiting process were implemented, including two additional professional associations/ networks (National Black MBA Association and the National Association of Black Accountants) to use as applicant pools. Recruiting staff distributed financial jobs to these organizations, resulting in a 20 percent increase in the percent of African-American applicants and a 15 percent increase in the percent of African-American hires for these positions. Due to workload issues, it was difficult to schedule meetings with staff. As a result, it took longer than expected to identify and implement improvements, which were completed by March 2018.

28. Please list the names of the organizations with which you partnered to do this work. (optional)

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HRMR Agency Reporting Survey – Part Two

Affirmative Action Employment Plan: Planning for FY2019*29. Looking ahead to FY2019, on which job groups does your agency plan to focus its

recruitment and retention efforts?Jo b group s are used for Affirmative Action reporting as well as the Workforce Gaps Dashboards.

(select all that apply)

☐ Office and Clerical☐ Officials and Administrators ☐ Paraprofessionals ☐ Professional - Administrative ☐ Professional – Auditor☐ Professional - Budget and Accounting☐ Professional - Claims Adjudicator☐ Professional - Communications and Marketing☐ Professional - Engineering ☐ Professional - Human Resources ☐ Professional - Insurance Business Services ☐ Professional – Investigator☐ Professional - IT Professional☐ Professional - Legal☐ Professional - Licensing and Regulation☐ Professional - Medical ☐ Professional - Natural Resources ☐ Professional - Public Health ☐ Professional – Safety☐ Professional - Science ☐ Professional - Social Services ☐ Professional - Tax Professional☐ Protective Service Workers ☐ Service-Maintenance☐ Skilled Craft Workers☐ Technicians☐ N/A – We did not focus on recruitment or retention of employees in specific job groups☐ Other (please describe)

*30. Looking ahead to FY2019, on which protected categories of employees does your

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HRMR Agency Reporting Survey – Part Two

agency intend to focus its recruitment and retention efforts? (select all that apply)

☐ American Indian or Alaskan Native☐ Asian/Pacific Islander ☐ Black or African American ☐ Hispanic or Latino

☐ Women

☐ Veterans

☐ People with Disabilities☐ N/A – We do not plan to focus on recruitment or retention of employees in protected categories☐ Other (please describe)

*31. Looking ahead to FY2019, what are your planned strategies for recruitment and retention?

32. Please list the names of the organizations with which you plan to partner. (optional)

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HRMR Agency Reporting Survey – Part Two

Section 7: Veterans Employment PlanThis section assesses agency efforts in al ignment with Governor Inslee’s Executive Order 13-01, Veterans Transition Support.

Veterans Employment Plan: Agency Contacts

*33. Agency contact for Veterans Employment Plan:

Name

Title/Role

Email Address

Phone Number

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HRMR Agency Reporting Survey – Part Two

Veterans Employment Plan: Reflecting on FY2018

*34. Reflecting back on FY2018, please list your veteran employment strategies and briefly describe each of the following: The problem addressed (opportunities to improve) Successes (what worked) Challenges (lessons learned)

Example:In FY2018, we participated in the quarterly VERG sponsored ‘Working for the State of Washington’ networking workshop and career fair at JBLM. Our recruiters and hiring managers shared both expertise and best hiring practices with transitioning service members and military spouses resulting in multiple referrals and increased interest in state job opportunities.

35. Please list the names of the organizations with which you partnered. (optional)

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HRMR Agency Reporting Survey – Part Two

Veterans Employment Plan: Planning for FY2019

*36. Looking ahead to FY2019, what are your planned strategies for your veteran employment plan?

*37. Does your agency have strategies for recruiting military spouses? ☐ Yes

☐ No

38. Please list the names of the organizations with which you plan to partner.(optional)

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HRMR Agency Reporting Survey – Part Two

Section 8: Disability Employment Plan

This section assesses agency efforts in al ignment with Governor Inslee’s Executive Order 13-02 Improving Employment Opportunities for People with Disabilities in State Employment.

Disability Employment Plan: Agency Contacts

*39. Agency contact for Disability Employment Plan:

Name

Title/Role

Email Address

Phone Number

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HRMR Agency Reporting Survey – Part Two

Disability Employment Plan: Reflecting on FY2018

*40. Reflecting back on FY2018, please list your disability employment plan strategies and briefly describe each of the following: The problem addressed (opportunities to improve) Your successes (what worked) Challenges (lessons learned)

Example:We focused on outreach to build stronger relationships with organizations that represent jobseekers with disabilities and the vocational rehabilitation representatives of the Department of Vocational Rehabilitation and the Department of Services for the Blind. This strategy allowed the agency to access current job seekers who were job ready and to obtain available resources for recruitment and retention.

41. Please list the names of the organizations with which you partnered.(optional)

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HRMR Agency Reporting Survey – Part Two

Disability Employment Plan: Planning for FY2019

*42. Looking ahead to FY2019, what are your planned strategies for your disability employment plan?

43. Please list the names of the organizations with which you plan to partner.(optional)

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HRMR Agency Reporting Survey – Part Two

Section 9: LGBTQ+ Inclusion and Safe Places InitiativeThis section assesses agency efforts in al ignment with Governor Inslee’s Directive 16-11, the LGBTQ+ Inclusion and Safe Places Initiative .

LGBTQ+ Inclusion and Safe Places Initiative: Reflecting on FY2018

*44. Reflecting back on FY2018, please describe strategies your agency developed and/or policies implemented related to your LGBTQ+ employees.

Example:

Our agency adopted a new diversity policy that includes an LGBTQ+ Inclusion clause. We also have a representative attending RAIN, the LGBTQ+ Employee’s Business Resource Group and reporting back to agency leadership.

*45. During FY2018, did your agency have any policies specifically related to the inclusion of LGBTQ+ employees?

☐ Yes☐ No

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HRMR Agency Reporting Survey – Part Two

LGBTQ+ Inclusion and Safe Places Initiative: Planning for FY2019

*46. Looking ahead to FY2019, please describe any strategies your agency intends to work on to develop, and/or implement policies related to your LGBTQ+ employees.

Example:

Our agency plans to develop a new diversity policy that includes an LGBTQ+ Inclusion clause. We will appoint a representative to attend RAIN, the LGBTQ+ Employee’s Business Resource Group, to report back to agency leadership.

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HRMR Agency Reporting Survey – Part Two

Feedback

47. Please provide any feedback on the agency reporting process for this year's HR Management Report. (optional)

Thank You!

You've reached the end of the HRMR Agency Reporting Survey. Thanks for taking the time to respond!

For more information, visit the HRM Report site.

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