Special Emphasis Program Managers Training 2009

1. Special Emphasis Program Managers Training 2009 Sacramento, CA August 17, 2009

2. Overview • Historical Notes on Civil Rights • Specific Role of FWPM/AAPI SEPM • How does the SEPM work with management to develop their program? • How should the SEPM develop his/her program?

3. Terms • Special Emphasis Program Manager (SEPM) • Federal Women’s Program Manager (FWPM) • Asian Pacific Islander Special Emphasis Program Manager (AA/PI SEPM) • All three of these terms will be used throughout today’s presentations.

4. It’s a Management Program It’s a Diversity Program It's an Educational Program It’s a Customer Service Program What is the “Special Emphasis Program”?

5. Primary Role of SEPM Primary Role of Women & AA/PI Employment Managers is to work WITH management as a part of the management team to address barriers such as personnel policies, practices & procedures that may have a negative or discriminatory impact on their constituencies.

6. Primary Role of SEPM • Primary Role of Women & AA/PI Employment Managers is to build a relationship with NRCS employees of the group you represent and learn what the barriers are to their success in the workplace.

7. Historical Notes Title VII of the 1964 Civil Rights Act, as amended, prohibits employees (and applicants for employment) from being discriminated against in Federal employment. EEOC has responsibility for overview and monitoring of the discrimination complaint process.

8. Historical Notes - AAPI • In 1969, Executive Order 11478 establishes Equal Employment Opportunity (EEO) in the Federal Government. • In March 1972, the Equal Employment Opportunity Act was signed into law establishing the Federal Equal Opportunity Recruitment Program (FEORP). • In August 2000, Executive Order 13166 was passed to improve Access to Services for Persons with Limited English Proficiency.

9. Historical Notes - FWP • In October 1967, Executive Order 11375 added sex to other prohibited forms of discrimination in the Federal Government. • In August 1969, Executive Order 11478integrated the FWP into the overall Equal Employment Opportunity (EEO) Program and placed the FWP under the Directors of EEO.  Federal Personnel Manual 713 was issued to carry out Executive Order 11478, and Federal Personnel Manual 713.9, dated May 29, 1970, directed Directors of EEO to have on staff a Manager for the Federal Women's Program.

10. Historical Notes - FWP In March 1972, the Civil Rights Act of 1964was amended to apply equal opportunity protection in employment to the Federal government.  The designation of a Federal Women's Program Manager was codified in the Code of Federal Regulations (29 CFR 1614.102) as appropriate for carrying out EEO functions in all organizational units of an agency, and at all agency installations.

11. Working with ManagementAAPI/FWPM Supervision • State Conservationists (STCs) and Area Directors are Deputy Equal Opportunity Officers (DEOO) and they will appoint Special Emphasis Program Managers; • The collateral-duty SEPM reports directly to the STCs and Area Directors on issues impacting the underrepresented group workforce; • The SEPM will keep immediate supervisors informed as to SEP activities; • SEPMs will have an addendum to their position description for their collateral duties.

12. Working with ManagementSEPM Supervision (MOU’s) • How, when, and length of time the employee will serve as the SEPM • Percentage of time spent on program duties(recommended 20% work time) • How & when the SEPM will get clerical support (i.e., typing, program assistance etc.)****NOTE: A separate stand alone element should be included in your performance appraisal.

13. FWPM/AAPI Role and Responsibility • The workforce and their concerns • EEO Policy • Make recommendations • Monitor and evaluate effectiveness

14. AAPI/FWPM Role and Responsibility • Statistics • Barriers • Partnerships • Advice and Assistance

15. SEPM Program DevelopmentA.S.P.I.R.E. • Assess/Analyze • Strategize • Plan • Implementation • Review • Evaluate

16. SEPM Program DevelopmentA.S.P.I.R.E. • Assess and Analyze • Population Demographics • Areas of under-representation exist • Training utilization stats & policies • Awards distribution stats & policies • Separation stats • Retirement eligibility • Promotion stats • Barrier analysis • Managerial Performance Standards

17. SEPM Program DevelopmentA.S.P.I.R.E. • Strategize • Recruitment and Retention Strategies • Job Vacancies and Announcements • Estimate of Opportunities • Educational Requirements • Ranking and Rating Factors • Awards programs • Develop Training Programs • Preparing Resumes • Recruitment Strategies for Supervisors • HSI Pipeline building • Career Counseling and Development • Mentoring/Coaching • Accountability Recommendations • Diversity-business integration • Business case development • Leverage reward potential

18. SEPM Program DevelopmentA.S.P.I.R.E. • Plan • Meet with management • Market a strategy to address issues identified in the Assessment/Analysis step • Develop a work plan based on strategic vision • Seek to identify environment of functional accountability • Meet with management • Incorporate results of analyses & actions that need to betaken into your respective Agency

19. SEPM Program DevelopmentA.S.P.I.R.E. • Implement • Identify short and long term projects • Set personal goals for program success • Talk to people, NETWORK • Develop a committee to help with implementation • Don’t promise more than you can deliver

20. SEPM Program DevelopmentA.S.P.I.R.E. • Review • Monitor progress in all areas of your plan • Assess personal performance and that of your team • Check with supervisor on progress • Identify possible future areas of opportunity for action

21. SEPM Program DevelopmentA.S.P.I.R.E. • Evaluate • Identify what works and does not work • Determine return on investment • Identify areas of expansion or contraction • Rework your plan

22. SEPM Program DevelopmentDevelop a Business Plan • Develop program objectives • Develop action items, options, and recommendations to present to STCs or Area Directors • Develop an annual budget ***Note: These should reflect the President’s Management Agenda and NRCS’ Strategic Goals

23. SEPM Program DevelopmentImplement the plan • Meet regularly with STCs and Area Directors and management to keep them informed • Assist STCs and Area Directors and management in identifying employment barriers • Assist STCs and Area Directors in improving customer service to customers

24. Summary • Legal authority exist for the SEPM Employment Programs. • As a SEPM, you are a part of the Management Team. • Your primary role as SEPM is to work WITH management to address barriers that may have a negative or discriminatory impact on your emphasis group. • As an SEPM, you should be viewed as the Subject Matter Expert and Staff Advisor relative to the issues/concerns of the program you manage. • Goals of Special Emphasis Programs are to assist management in eliminating discriminatory practices/policies and areas of under representation/underutilization. • A.S.P.I.R.E. can be a powerful tool. ASPIRE to be the best.

25. THANK YOUWE ARE ONLY A PHONE CALL AWAY IF YOU HAVE QUESTIONS Sharyn Alvarez National FWPM (301) 504-2338 sharyn.alvarez@wdc.usda.gov Angela Biggs National AA/PI SEPM (802) 524-6505 x 118 Angela.biggs@vt.usda.gov