HRMR Agency Reporting Survey FY2018 – Part One

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 FY2018 – Part One

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 FY2018 – Part One

Agency Information

*1. Agency Name:

*2. Agency HR Management Report Contact:

Name

Title/Role

Email Address

Phone Number

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HRMR Agency Reporting Survey FY2018 – Part One

Section 1: Workforce Strategies

This section asks about your agency’s key workforce-related strategies. It provides an opportunity to share successes, anticipated challenges or areas of risk, and workforce strategies and goals. To complete this section, it is highly recommended that you use the FY2018 Statewide HR Management Report (xlsx format) as a tool for analysis.

Workforce Strategies: Reflecting on FY2018

*3. Reflecting back on FY2018, what were your agency’s key workforce strategies? Please list your strategies and briefly describe each of the following:

The problem addressed (opportunities to improve) Your successes (what worked) Challenges (lessons learned)

Example:

Created a pilot internship program to include IT internships to develop the talent pool and promote a positive perception of state employment to attract qualified IT workers. As a result of the pilot, our agency was able to fill 5 of 23 vacant IT positions with people who had successfully completed the internship program. While the internship program has helped with the recruitment of ITS2s and ITS3s, it remains a challenge to find qualified talent for senior level/expert positions.

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HRMR Agency Reporting Survey FY2018 – Part One

Workforce Strategies: Planning for FY2019

*4. Looking ahead to FY2019, please select from the list below the workforce planning challenges your agency faces. (select all that apply)

Please note Question #5 asks for details about the selected challenges.

☐ Creating a culture that attracts and retains the best employees (recruitment and retention)

☐ Creating a diverse workforce☐ Dealing with a multi-generational workforce☐ Identifying and developing potential future leaders☐ Improving and managing employee performance☐ Increasing employee engagement☐ Increasing eligibility and participation rates for mobile work, telework, flextime, and/or compressed workweek schedules☐ Managing telework/remote workers ☐ Preparing for an aging workforce☐ Training and developing your employees☐ Other (please describe):

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HRMR Agency Reporting Survey FY2018 – Part One

*5. Looking ahead to FY2019, please describe your workforce strategies that would mitigate the challenges you selected in Question #4.

Example:Our agency’s key workforce challenge is the ability to attract and retain critical talent in auditor positions. We plan to identify and develop potential future leaders by developing and implementing a leadership succession program.

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HRMR Agency Reporting Survey FY2018 – Part One

Section 2: Employee Performance Management

This section focuses on links between individual performance to organization goals and performance measures.

Employee Performance Management: Completion Numbers

*6. Employees with current position descriptions:

Number of employees required to have position descriptions:

Number of employees with current position descriptions:

*7. Employees with current performance expectations:

Number of employees required to have performance expectations:

Number of employees with current performance expectations:

*8. Employees with current performance evaluations:

Number of employees required to have performance evaluations:

Number of employees with current performance evaluations:

9. Please describe any successes or challenges that may have affected your completion rates for position descriptions, performance expectations, and/or performance evaluations. (optional)

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HRMR Agency Reporting Survey FY2018 – Part One

Employee Performance Management - FormsThis section asks about the forms and systems your agency uses to set performance expectations and evaluate performance. The standard statewide forms, pre-approved alternates, and information about the alternative PDP approval process are available here .

*10. Which form does your agency use for employee performance expectations and evaluations?

☐ Standard approved statewide PDP forms

☐ Standard approved statewide alternate PDP forms

☐ An OFM-approved alternate PDP form (electronic system or paper)

11. What format do you use for your approved alternate PDP form?

☐ Paper forms☐ Electronic system provided by vendor (please include vendor’s name)☐ Electronic system created by our agency

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HRMR Agency Reporting Survey FY2018 – Part One

Employee Performance Management: Strategies

This section asks about strategies for managing employee performance.

*12. Please select from the list below the best practices your agency uses in its performance management program. (select all that apply)

☐ Conduct regular and frequent coaching☐ Create developmental opportunities for career advancement (i.e., job shadowing,

developmental assignments, mentorships)☐ Define how each employee’s work contributes to the mission of the agency☐ Develop and communicate employee goals that clearly define the work to be done☐ Hold managers and supervisors accountable for conducting timely performance reviews☐ Provide the training employees need to perform their current job duties☐ Recognize and reward performance☐ Require formal interim review(s)☐ Set goals and establish a performance plan☐ Train employees on giving and receiving feedback☐ Train managers on giving and receiving feedback☐ Other (please describe):

1 3 . Is there anything else you would like to share about your agency’s performance management program? (optional)

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HRMR Agency Reporting Survey FY2018 – Part One

Section 3: Employee Engagement Survey/Employer of Choice

This section asks about your agency’s employee engagement and employer of choice strategies. This information will help inform agency survey scores and trends.

*14. Please tell us about the engagement strategies your agency implemented and evaluated. For each one, please include the (1) problem or focus area, (2) strategy or approach for improvement, (3) metrics for success, and (4) results and lessons learned.

Example:Problem/Focus Area: Our agency focused on improving the percent of positive responses to the question, “I receive clear information about changes being made within the agency.”

Strategy/Approach: We started weekly director's messages and quarterly employee forums to relay important information to employees that were also broadcast to field staff.

Metrics for Success: We measured success based on follow-up surveys to forum participants. We also measured success by looking at the change in the percent positive score to this question from the prior year's results.

Result/Lessons Learned: These surveys indicated that employees felt informed about agency changes. In addition, we improved our percent positive score to this question by 3% from 2014 to 2015. Some remote staff reported technical difficulties receiving the broadcasts.

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HRMR Agency Reporting Survey FY2018 – Part One

15. Please tell us about engagement strategies your agency implemented specifically for employees who work outside of Olympia or far from headquarters. For example, reaching employees in field offices or hard-to-reach worksites.(optional)

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HRMR Agency Reporting Survey FY2018 – Part One

*16. Leading up to the 2018 survey, which survey questions did your agency focus on for improvement? (select all that apply)

We will use this information to cross-reference with your agency’s 2018 survey results.☐ I have the opportunity to give input on decisions affecting my work.

☐ I receive the information I need to do my job effectively.

☐I know how my work contributes to the goals of my agency.

☐ I know what is expected of me at work.

☐ I have opportunities at work to learn and grow.

☐ I have the tools and resources I need to do my job effectively.

☐ My supervisor treats me with dignity and respect.

☐ My supervisor gives me ongoing feedback that helps me improve my performance.

☐ I receive recognition for a job well done.

☐ We are making improvements to make things better for our customers.

☐ A spirit of cooperation and teamwork exists in my workgroup.

☐ I know how my agency measures its success.

☐ My agency consistently demonstrates support for a diverse workforce.

☐ I receive clear information about changes being made within the agency.

☐ I am encouraged to come up with better ways of doing things.

☐ We use customer feedback to improve our work processes.

☐ People are treated fairly in my work group.

☐ At my job, I have the opportunity to make good use of my skills.

☐ In general, I'm satisfied with my job.

☐ I would recommend my agency as a great place to work.

Rotating Question - How satisfied are you with your current work environment?☐ Flexibility: the ability to adjust your scheduled hours as needed

☐ Mobility: the ability to work remotely from a variety of locations, such as your home or alternate work sites.

☐ Physical Space: the building, furniture, lighting, noise, variety of spaces for different work tasks (concentration space, collaboration space)

☐ Technology: your work desktop computer, laptop, mobile phone, tablet, remote access, Wi-Fi, collaboration tools

☐ Well-Being: how your work environment affects your physical, social, and emotional health

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HRMR Agency Reporting Survey FY2018 – Part One

☐Other (such as agency-added questions). Please describe:

*17. Leading up to the 2018 survey, which of the following strategies did your agency participate in to better understand and promote employee engagement? (These strategies may be new to your agency or a continuation of prior strategies.)

We will use this information to cross-reference with your agency’s 2018 survey results.☐ Analyzed results from employee exit surveys/interviews

☐ Developed an agency employee value proposition

☐ Encouraged use of the HR Employee Engagement Toolkit by HR practitioners

☐ Implemented statewide leadership competencies within your agency

☐ Improved survey outreach/response rates for the October 2018 survey

☐ Increased employee participation in modern work strategies (workplace redesigns, mobile work/telework, flextime, compressed workweeks)

☐ Participated in formal Lean trainings (either through DES or agency-specific courses)

☐ Participated in the development of a statewide employee value proposition

☐ Participated in the pilot study to test new question wording for the customer value survey questions

☐ Sent managers to the new middle manager training “Leading Teams ”

☐ Sent supervisors to the redesigned supervisor 101 training “Lead i n g O t he r s ”

☐ Used Lean principles and tools to improve employee engagement (examples: A3 thinking, root cause analysis, PDCA cycles, mini-experiments, etc.)

☐ N/A – We did not participate in any of these strategies

☐ Other (please describe):

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HRMR Agency Reporting Survey FY2018 – Part One

18. What (if any) internal groups does your agency use to better understand and promote employee engagement? For example, an Employee Engagement work group or advisory team. (optional)

*19. Leading up to the 2018 survey, who did your agency partner with to make improvements to employee engagement? (select all that apply)

☐ Agency Diversity, Equity, and Inclusion committees☐ Agency employees☐ Agency executives☐ Agency Human Resources managers and staff ☐ Agency Lean advisor and/or practitioners ☐ Agency managers and supervisors☐ Department of Enterprise Services☐ Employer of Choice Committee☐ External consultants/vendors☐ OFM Facilities Oversight ☐ OFM State HR ☐ Other agencies☐ Results WA☐ Statewide Diversity, Equity, and Inclusion Council☐ Union representatives☐ N/A – We are not partnering with others on this work☐ Other (please describe):

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HRMR Agency Reporting Survey FY2018 – Part One

Section 4: Modern Work EnvironmentExecutive Order 16-07. Building a Modern Work Environmen t was issued by Gov. lnslee on June 3, 2016. It superseded the prior Executive Order 14-02, Expanding Telework and Flexible Work Hours Programs.

Modern Work Environment: Agency Contacts

*20. Agency contact implementing this Executive Order:

Name

Title/Role

Email Address

Phone Number

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HRMR Agency Reporting Survey FY2018 – Part One

Modern Work Environment: Reflecting on FY2018

*21. Reflecting back on FY2018, please describe any Modern Work Environment strategies your agency implemented to improve telework and flexible work participation, enable mobile work, and/or improve the physical workspace. Include successes and lessons learned, if applicable.

Example:New lighting and colorful paint made a dreary basement more appealing to staff, thereby positively impacting employee morale and productivity. This was a relatively easy and cost-effective way to update an existing space.

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HRMR Agency Reporting Survey FY2018 – Part One

*22. Reflecting back on FY2018, please select the strategies your agency implemented. (select all that apply)

This list is not exhaustive, please use the “Other” option to describe other strategies in detail.

☐ Communication/change management☐ Conducted pilots☐ Digitized and imaged documents☐ Encouraged employee participation in telework, flex time and compressed workweeks☐ Focused on employee well-being☐ Focused on employer of choice efforts☐ Improved telework and flexible work hours data integrity in HRMS☐ Increased access to mobile technology☐ Increased position eligibility in telework, flex time and compressed workweeks☐ Implemented an infants in the workplace program (launched, piloted, or sustained a

program)☐ Marketed modern work strategies when recruiting☐ Participated in the Commute Trip Reduction program☐ Participated in the statewide Workplace Strategy Council☐ Partnered with labor unions☐ Redesigned workspaces based on the work and employee input☐ Trained employees on teleworking/mobile working☐ Trained supervisors on managing a mobile workforce (“Mobile Work for Supervisors” in

LMS)☐ Updated policies☐ Other (please describe):

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HRMR Agency Reporting Survey FY2018 – Part One

*23. Please select from the list below the top barriers to achieving the goals of this executive order. (select all that apply)

This list is not exhaustive, please use the “Other” option to describe other barriers in detail.

☐ Access to technology tools☐ Balancing employee and customer needs☐ Budget limitations☐ Concerns about equitable treatment☐ Concerns about public perception☐ Cultural resistance☐ Incompatibility with type of work☐ Leadership support☐ Managing performance☐ Paper files/records☐ Training for employees☐ Training for supervisors ☐ Other (please describe):

*24. What would help address your top barriers to providing a Modern Work Environment?

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HRMR Agency Reporting Survey FY2018 – Part One

Modern Work Environment: Planning for FY2019

*25. Looking ahead to FY2019, please describe any Modern Work Environment strategies your agency intends to implement to improve telework and flexible work participation, enable mobile work, and/or improve the physical workspace.

Example:We plan to reevaluate each position’s telework, flextime, and compressed workweek eligibility in order to increase our agency’s eligibility rates. Once we’ve updated eligibility, we will communicate this information to supervisors and employees so that they are encouraged to participate if eligible.

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HRMR Agency Reporting Survey FY2018 – Part One

*26. Looking ahead to FY2019, please select the strategies your agency intends to work on to implement this executive order.

(select all that apply)

This list is not exhaustive, please use the “Other” option to describe other barriers in detail.

☐ Communicating/change management☐ Conducting pilots☐ Digitizing and imaging documents☐ Encouraging employee participation in telework, flex time and compressed workweeks☐ Focusing on employee well-being☐ Focusing on employer of choice efforts☐ Improving telework and flexible work hours data integrity in HRMS☐ Increasing access to mobile technology☐ Increasing position eligibility in telework, flex time and compressed workweeks☐ Implementing an infants in the workplace program (launching, piloting, or sustaining a

program)☐ Marketing modern work strategies when recruiting☐ Participating in the Commute Trip Reduction program☐ Participating in the statewide Workplace Strategy Council☐ Partnering with labor unions☐ Redesigning workspaces based on the work and employee input☐ Training employees on teleworking/mobile working☐ Training supervisors on managing a mobile workforce (“Mobile Work for Supervisors” in

LMS)☐ Updating policies☐ Other (please describe):

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HRMR Agency Reporting Survey FY2018 – Part One

Thank You!

You've reached the end of Part One of the HRMR Agency Reporting Survey. Please proceed to Part Two of the Survey.

For more information, visit the HRM Report site.

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