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BEST PRACTICES for Special Emphasis Programs

BEST PRACTICES for Special Emphasis Programs. “Every Day In Every Way”. Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov. AGENDA. Introductions Team building exercise What is a Special Emphasis Program?

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BEST PRACTICES for Special Emphasis Programs

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  1. BEST PRACTICESfor Special EmphasisPrograms “Every Day In Every Way” Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  2. AGENDA • Introductions • Team building exercise • What is a Special Emphasis Program? • Role of Special Emphasis Program Manager • Mission Statements Connections • Executive Order 13583 “Diversity and Inclusion” • Measuring Progress • Bench Marking the MD-715 Report • What is your Comm Plans? • Good Ideas of Three’s • Best Practices • Focus Group • BOTTOM LINE • “BONUS” topic *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  3. Introductions Mr. Fred Cheng, GS-13, (wk 202 260-8316, frederick.cheng@dm.usda.gov) • USDA Departmental Diversity and Inclusion Specialist • Asian American and Pacific Islanders Program • American Indian and Alaskan Natives Program CDR Fred Cheng, U.S. Navy Reserve • Intel (N2) for the Navy Reserve Commander, Naval Forces Korea (CNFK) Other Titles and Associations • Son, Brother, Husband, Father, Uncle, ST Paul Chung Church congregation, University of Washington Alumni, U.S. Naval War College Alumni, University of Oklahoma (grad-student), Society of American Indian Government Employees (SAIGE). Federal Asian Pacific American Council (FAPAC), Asian American Government Executive Network (AAGEN), Asian Pacific American Network in Agriculture (APANA), Naval Officer Mentor Association (NOMA), Freedom Hill PTA member, Troop 976 Boy Scout volunteer, President-Silentree of Tysons Corner Home Owner Association, Landlord, San Francisco GIANTS Fan, 49ers Fan, Completed 8 Marathons (trying to run 50 marathons in 50 states) *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  4. SPECIAL EMPHASIS PROGRAMS 4 The primary objectives of the Special Emphasis Program is to enhance the Equal Employment Opportunity Program as it relates to federal personnel policies, practices, and equal employment opportunity. The primary objectives of the Special Emphasis Program are: • Analyzing agency workforce data and identifying barriers in the areas of recruitment, hiring, promotions, career development, reasonable accommodation and retention affecting the full representation of targeted groups (i.e. minorities, women and individuals with disabilities). • Compiling, developing, and disseminating information and documents for managers, supervisors, and employees to provide knowledge and sensitivity in all facts or issues of accessibility and reasonable accommodation of individuals with disabilities. • Developing and conducting programs such as training courses, workshops, job fairs, conferences, and commemorative observances to provide awareness, sensitivity and understanding of the special issues affecting employment of the protected groups *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  5. SEPM’sRoles, Responsibilities, Relationship • ROLE: Advisor, Coordinator, Monitor, Participant, Evaluator, Educator, and an Assistant. • RESPONSIBILITES: Understand how Recruitment, Retention, Promotion (RRP) fits into your program, To represent your agencies AAPI population, to plan and develop programs, implement and execute your programs (to include departmental and MD-715 plans), to support observances, forums, and training sessions. • RELATIONSHIP: CRITICAL to our mission. How is the relationship with your leaders, your people you are helping, your diversity & inclusion specialist? BENCHMARK – is it like Congress and its People? *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  6. SEPM’s TIME • How much time do we need? It DEPENDS • Collateral Duty 20%: 8hrs (1day) per Week 32hrs (4days) per Month 416hrs (48 days) per Year • What can you do with your TIME? It is up to YOU!!! *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  7. Mission Statements • Understand YOUR Organization MISSION! • USDA: We provide leadership on food, agriculture, natural resources, and related issues based on sound public policy, the best available science, and efficient management. • DM: DM's mission is to provide management leadership to ensure that USDA administrative programs, policies, advice and counsel meet the needs of USDA program organizations, consistent with laws and mandates; and provide safe and efficient facilities and services to customers. • DR 4302 SEPM Mission Statement: The purpose of this regulation is to provide guidance and direction on the establishment and administration of Special Emphasis Programs (SEP) throughout the Department of Agriculture. SEPs address the unique concerns of the following individuals: African Americans; American Indians/Alaska Natives; Asian Americans/Pacific Islanders; persons with disabilities; Gay, Lesbian, Bisexual, and Transgender individuals; Hispanic individuals; and women in achieving diversity, inclusion and equal opportunity in employment activities. *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  8. Executive Order 13583 “CONNECTING THE ROLE OF SPECIAL EMPHASIS PROGRAM MANAGERS TO Executive Order 13583: Establishing a Coordinated Government-Wide Initiative to Promote Diversity and Inclusion in the Federal Workforce” GOALS: Diversity Inclusion Sustainability Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  9. MEASURING PROGRESS • BLUF: One “Employee” at a time • Knowing your workforce • Does MD-715 data reflect your information? • Look at your Agency Diversity – EEO – Metrics Plans • Affinity Group Membership vs Workforce Population • Need to have “majority” consensus - Need to “motivate” AAPI workforce • Check with your Human Resource or Human Capital department • Specific Measures To Track: • Number of AAPI in your workforce • Number of affinity group members • Number of SEPM Events (meetings, social events, etc) • Number of SEPM Articles and Publication • Number of AAPI are promoted or not promoted • The use of Benchmarks: • MD-715 – Start with your overall workforce representation • “Drill Down” to your specific groups Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  10. BENCH MARKING WHAT IS OUR FAIR SHARE? HOW DO WE KNOW OUR FAIR SHARE? 10 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  11. BENCH MARKING WHAT IS OUR FAIR SHARE? HOW DO WE KNOW OUR FAIR SHARE? Part of the Answer Civilian Labor Force Know your CLF 11 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  12. BENCH MARKING WHAT IS OUR FAIR SHARE? HOW DO WE KNOW OUR FAIR SHARE? Part of the Answer Civilian Labor Force Know your CLF FIND YOUR AVERAGE AGENCY WORKFORCE 12 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  13. 2010 US Census Total US 308,745,538 /100%Total AAPI 15, 437,277 / 5% 13 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  14. 2010 Federal Workforce Total Federal Workforce 1.9 Million /100%Total Feds AAPI 106,506 / 5.6% FW=Permanent 14 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  15. FY 11 USDA Work Force PERMANENT USDA 86,523 /100%USDA AAPI Avg 2,570 / 2.97% AAPI CLF / 3.8% USDA AAPI –M / 1.70%/2.0clf USDA AAPI – F / 1.27%/1.8 clf P E R C E N T 15 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  16. Summary of AAPI US AAPI Population 15, 437,277 / 5% US Federal Workforce 1,901,892 / 5.6 % USDA AAPI –M 1,468/ 1.7% USDA AAPI -F 1,102/ 1.27% USDA AAPI 2,570 / 2.97% 5.6% / CLF 4.3 2.97% / CLF 3.8 P E R C E N T 16 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  17. FY 11 USDA AAPI Work Force Mission Areas P E R C E N T 17 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  18. FY 11 USDA AAPI Work Force A3-1: Occupational Categories 18 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  19. FY 11 USDA AAPI Work Force Table A4-1: Participation Rates for General Schedule(GS) Grades 19 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  20. FY 11 USDA AAPI Work Force Table A6: Participation Rates for Major Occupations 20 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  21. FY 11 USDA AAPI Work Force Table A6: Participation Rates for Major Occupations (cont) 21 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  22. FY 11 USDA Work Force Where we are: Participation at GS13 and 14 22 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  23. FY 11 USDA Work Force Where we are: Participation at GS15 and SES 23 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  24. FY11 STATE OF AAPI • Overall, AAPI are represented in the USDA Workforce at the , but we need to improve representation at the mid to senior level • Need to pay attention to Hiring and Separation rate of AAPI Females • Look at the process for career development for AAPI • Need to collect applicant flow data for better analysis 24 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  25. COMMUNICATION PLAN HOW DO WE GET OUR MESSAGE TO OUR CUSTOMERS? Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  26. Good Things Come in THREEs 26 • Diversity, Inclusions, and Sustainability *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  27. Good Things Come in THREEs • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  28. Good Things Come in THREEs 28 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  29. Good Things Come in THREEs 29 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  30. Good Things Come in THREEs 30 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  31. Good Things Come in THREEs 31 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  32. Good Things Come in THREEs 32 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself • I came, I saw, and I Conquer *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  33. Good Things Come in THREEs 33 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself • I came, I saw, and I Conquer • Effective Writing, Verbal Communicator, Mentor (Find a mentor, be Mentor) *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  34. Good Things Come in THREEs 34 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself • I came, I saw, and I Conquer • Effective Writing, Verbal Communicator, Mentor (Find a mentor, be Mentor) • Sweet Ice Tea, Grits, Fried Chicken *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  35. Good Things Come in THREEs 35 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself • I came, I saw, and I Conquer • Effective Writing, Verbal Communicator, Mentor (Find a mentor, be Mentor) • Sweet Ice Tea, Grits, Fried Chicken • Mentor, Diversified Leaders, Strong Metrics-Strong Accountability *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  36. Good Things Come in THREEs 36 • Diversity, Inclusions, and Sustainability • Recruitment. Retention, and Promotion • Role, Responsibilities, and Relationship • Individual, Supervisors-Managers, System- (Process, Rules, Policy) • Makes Sense, Makes You Care, Move to Act • Embrace Diversity, Commit to Excellence, Take care Yourself • I came, I saw, and I Conquer • Effective Writing, Verbal Communicator, Mentor (Find a mentor, be Mentor) • Sweet Ice Tea, Grits, Fried Chicken • Mentor, Diversified Leaders, Strong Metrics-Strong Accountability • Security Paradox, Debt Crisis, Develop Partnerships *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  37. BEST SEPM PRACTICESExamples 37 • Google AAPI Diversity Articles – Send to your AAPIs, Leaders • Check out Diversity Inc. websites • Trip Report on Outreach – Exhibit Booth • Establish a Award for Best SEPM • Highlight Your Success of your SEPM in your Organization • Engage Leadership – You have to make sure they are accountable • Follow up with your new Network. (organize your business card) • Conduct Focus Group • A submit your programs for the 2013 FAPAC AWARD!!! *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  38. Conducting Focus Groups 38 Establish a theme questions? Make a scale – rating Engage Audience Ask why they said their rating. Probe into their concerns Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  39. BOTTOM LINE 39 MD-715 Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  40. ? *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

  41. GUIDANCE • Contact your AAPIs • Know the your issues • BONUS: Need to frame Your SEP to your MISSION!!! • What is the bottom line? Recruiting, Retention, and Promotion • What are your barriers? Individual, Supervisors, or the Process • “Circle the Wagon”, “Show your Flag”, “BE SEEN” *Benchmark: 2010 Estimated Civilian Labor Force: 13.6% Fred Cheng, USDA , Diversity and Inclusion Specialist, 202 260-8316, frederick.cheng@dm.usda.gov

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