Table of Contents. Appendices Survey Pg. 11 Sample Questions & Answers Pg. 12 Facilitator s Guide Link Pg. 13 Presentation Link Pg.

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2 Table of Contents We ve Heard You Pg. 1 Focus Areas Pg. 2 Division Report Pg. 3 Data Chart 1 Department/Agency Pg. 4 Data Chart 2 Division Pg. 5 Data Chart 3 District/Office Pg. 6 Data Chart 4 Work Unit Pg. 7 Themes & Recommendations Pg. 8 Ways in which we are inclusive Pg. 8 Ways in which we are exclusive Pg. 8 /non-inclusive How do we become inclusive Pg. 9 Moving Forward Pg. 10 Appendices Survey Pg. 11 Sample Questions & Answers Pg. 12 Facilitator s Guide Link Pg. 13 Presentation Link Pg. 14 Work Plan Pg. 15 Purpose Pg. 16 Commitment Pg, 17 Focus Area I Pg. 18 Focus Area II Pg. 19 Focus Area III Pg. 20 Focus Area IV Pg. 21 Resources Pg. 22 Committee Members Pg. 23 Approvals Pg. 23 Data Tables Pg. 24 i

3 We ve Heard You! TO: FROM: All MPPM Employees Tim Henkel Co-Chair MPPM Diversity & Inclusion Committee Assistant Commissioner, Modal Planning and Program Management Division Andrea Kampa Co-Chair MPPM Diversity & Inclusion Committee MPPM Diversity & Inclusion Committee Members DATE: May 1, 2017 SUBJECT: MPPM Division s Diversity and Inclusion Committee Listening Session Results and Two-Year Work Plan Last fall, we invited you to participate in Diversity and Inclusion Listening Sessions as well as a survey to gather your ideas on feedback on inclusion within the MPPM Division. We greatly appreciate your participation, which yielded valuable thoughts, suggestions, and observations on how the MPPM Division is and isn t currently inclusive and how we can continue to build an inclusive environment for all of our employees. The perspectives gathered from each of you during the listening sessions provides the starting-point and foundation for fostering an inclusive environment where everyone can be valued and supported in doing their best. Our MPPM Diversity & Inclusion Committee has reviewed every comment, recommendation, and suggestion. Attached is a Listening Session Summary Report which includes the themes, recommendations, and suggestions we heard from the listening sessions. Additionally, your listening session perspectives have been used to guide the development of our MPPM Diversity and Inclusion Committee s Two-Year Work Plan (attached). This work plan supports your recommendations and suggestions with viable action steps and measures. We have assigned committee members to lead the implementation of each of the action steps and we have established timelines to complete each action step. We look forward to engaging with you to continue to make our Division and MnDOT a more inclusive environment for all. Thank you again for your time and valuable input! 1 P a g e

4 Focus Areas The following focus areas emerged from the listening sessions. The themes were not unique to one Division but permeated throughout all six Divisions at MnDOT. Each theme, created from Listening Session responses, set the framework for activities that will be included in the Division Diversity & Inclusion Committee s Work Plan. Focus Areas 1. Cultural Competency Professional Development 2. Staff Engagement Addressing Workforce 3. D&I Committee Communication & Transparency 4. D&I Impact on Division Performance Division Report Objectives Committee, with direction from the Office of Equity & Diversity (OED), will research, develop and market opportunities for cultural competency skills development within the Division. Engage Division employees through teambuilding and intentional inclusion activities including social engagement. Continue and improve communication and transparency on committee s inclusion efforts within the Division. Integrate a baseline behavioral and skills competency requirement of measurable cultural competency for all employees. 2 P a g e

5 DIVISION REPORT The Modal Planning & Program Management (MPPM) Division gave four live Listening Sessions. Seventy-five (75) responses were obtained through online survey and Eighty-seven (87) responses were obtained through live Listening Sessions. There were three Listening Sessions held at MnDOT Central Office and one held at MnDOT s Aeronautics location. 3 P a g e

6 DATA CHART 1 DEPARTMENT/AGENCY 4 P a g e

7 DATA CHART 2 DIVISION 5 P a g e

8 DATA CHART 3 DISTRICT/OFFICE 6 P a g e

9 DATA CHART 4 WORK UNIT 7 P a g e

10 Ways in which we are inclusive... THEMES & RECOMMENDATIONS Strong and positive recognition of the core value of Diversity & Inclusion There was an overarching theme that the creation of Diversity & Inclusion Committees was in direct response to understanding the backgrounds of diverse employees and what diversity and inclusion are as a whole. Activities that engage employees through professional development opportunities were helpful in giving employees an opportunity to learn and share information about different backgrounds Respondents felt that work produced is valued by the Division and by my management Valuing the input of upper level management across the Division by ensuring communication and contact with decentralized locations was a common theme noting attempts at inclusion Communication through note mailer, s and other forms of communication from senior leadership and management was viewed as inclusive It was noted that some employees appreciated open meetings where viewpoints are exchanged and where employees have a sense of professional respect Employees emphasized that social events and informal gatherings are a strong indicator of inclusion for some The acknowledgement of holidays and important religious observances Taking extra consideration and value for hiring of qualified diverse candidates for job positions. Ways in which we are exclusive/non-inclusive... Division is out of touch with current workforce or government business practices and reluctant to take the advice of newcomers Retirees are too eager to retire without allowing others to cross train for their open positions People of color are repeatedly held back or not given opportunities to advance Women are not considered for advancement in some offices Jobs are not valued unless you are an engineer. We are project consultants; not engineers Human Resources office hiring doesn t reflect the importance of diversity Too many offices support the us vs them mentality; old employee vs new employee Lack of transparency for mobility and job opportunities Assistant Commissioner and Senior Leadership do not communicate with other staff Limited opportunities for everyone to participate in social or work related activities together People with disabilities are totally ignored The welcoming of employees is different depending on how comfortable the manager is who is welcoming the employee. 8 P a g e

11 How do we become inclusive... Suggestions & Recommendations Institute a process for Assistant Commissioner's communication to all Division employees on diversity efforts, challenges and points of celebration Communicate to all employees regardless of position, rank or status Establish a baseline of Diversity & Inclusion in performance evaluations for management/supervisors Continue to support ERGs and Lunch and Learn activities Ensure that definition of diversity evolves and includes groups that were not traditionally included as diverse groups Initiate-continue Semi-Annual/ All-Staff Meeting Management introduction of new employees to everyone Take ownership of onboarding process Communicate mobility and leadership opportunities to all staff Foster more opportunities for career growth for staff of color, women and millennials Ensure that millennials have a voice in shaping the future of the Division succession More social District/office gatherings More direct contact between employees Respectful Workplace practices review and implementation Work Unit and Management need cultural competency training Managing for Global Workforce ; Unconscious Bias In Everyday Work Situations Continue efforts of duplicative inclusion efforts, i.e., OED, Diversity & Inclusion workgroup, Respectful Workplace Training, Poster campaign, WIG 2.0, ERGs, MnDOT core values, etc. 9 P a g e

12 MOVING FORWARD Although Listening Session participants, whether via live input or through an online survey, recognized that considerable energy was expended in the attempts to make MnDOT as a whole, and their particular Divisions, offices and workplaces inclusive, there were still significant barriers resulting in exclusionary experiences for MnDOT s workforce. The Division D&I Committee has put forth a work plan that addresses the items articulated through the Listening Sessions and through the online survey. In moving forward, the following suggestions were voiced: Offer Cultural Competency Professional Development for Division employees serving on D&I Committees Support Cultural Competency training as professional development for Division managers and supervisors Conduct staff engagement activities that foster an inclusive workplace environment Enhance methods of communication between frontline works and leadership; transparent leadership Mentor and support growth for diversity in leadership ranks Acknowledge and create career opportunities for non-engineering professions within the Modal Project Planning Division. Whether through our Division Diversity & Inclusion Committees, ERGs, through roundtable or area discussions, we want to value the representation of diversity within our workforce. Diversity indeed is about counting those numbers; however, through the information gained from the Inclusion Study, we can also begin to make inclusion count as well. 10 P a g e

13 APPENDICES - SURVEY Questions for the session: Q2. What are (3) ways in which we ARE INCLUSIVE? Q3. What are (3) ways in which we ARE NOT INCLUSIVE? Q4. What are (3) ways in which we could BECOME INCLUSIVE? 11 P a g e

14 APPENDICES SAMPLE Q&A 12 P a g e

15 APPENDICES LINK TO FACIITATOR S GUIDE Link to Facilitator s Guide: 13 P a g e

16 APPENDICES LINK TO PRESENTATION Report: MnDOT Listening Sessions Study on INCLUSION Link to Presentation: Listening%20Session%20Workshop%20Training.pdf 14 P a g e

17 MPPM Division Committee Diversity and Inclusion WORK PLAN July June 2019 Co-Chairs: Tim Henkel and Andrea Kampa The Office of Equity & Diversity, Diversity and Inclusion Unit provides on-going support to the committee and this work plan. 15 P a g e

18 1. PURPOSE The Division Diversity and Inclusion Committee s purpose is to foster a welcoming and inclusive work culture within the division. Our work plan will align with the MnDOT Diversity & Inclusion Unified Plan. The Work Plan addresses themes and recommendations that emerged from MnDOT s Inclusion Study Listening Sessions. This is a 2-Year work plan. The Work Plan will: Work to make diversity matter by focusing and fostering an environment of diversity and inclusion Work to foster effective diversity management best practices Communicate diversity and inclusion engagement methods with offices within the division Integrate the principles of the MnDOT Diversity & Inclusion Unified Plan and MnDOT policies. Specifically, the committee will: Gather input from within the division and establish baselines with regard to what is currently working and what is needed to foster a diverse and inclusive work environment Build division cultural competency capacity to help MnDOT integrate its core value of diversity and inclusion Promote personal work around competency development within the committee and the division Develop an effective, local and fully supported division work plan aligned to the MnDOT Diversity & Inclusion Unified Plan, responding to themes & recommendation from MnDOT s Inclusion Study Listening Sessions held in Execute the division s work plan to improve engagement and retention of division employees Continue to seek and implement innovative ways to improve office and division-wide diversity and inclusion efforts and plans through researching best practices and building organizational capacity. 16 P a g e

19 2. COMMITMENT The Division Diversity & Inclusion (D&I) Committee will develop an annual work plan with specific goals, objectives, action steps, and measurements to achieve MnDOT s core value diversity and inclusion. Reviewed annually, the work plan is executed by the Division s D&I committee, with guidance from the Office of Equity & Diversity, Diversity and Inclusion Unit. The work plan s goal is to implement and support cultural competency, including diversity and inclusion, at two levels. The work plan gives priority to four focus areas. Personal Level Complete personal work around cultural competency Encourage diversity, inclusion and cultural competency in everyday practice Celebrate personal growth Division Level Establish baseline and gather input from within the division regarding what is currently in place and what is needed to foster a diverse and inclusive work environment Build internal division capacity to ensure MnDOT integrates its core value of diversity and inclusion Support baseline diversity cultural competency training to all division employees Serve as a communication channel through which all division employees will be able to express ideas related to diversity and inclusion Develop a local and fully supported division work plan that is aligned to the MnDOT D&I Unified Plan Focus Areas: 1. Cultural Competency Professional Development 2. Staff Engagement Addressing Workforce 3. D&I Committee Communication & Transparency 4. D&I Impact on Division Performance 17 P a g e

20 3. WORK PLAN Focus Area I: Cultural Competency Professional Development Objective: Committee, with discretion from the Office of Equity & Diversity (OED), research, develops and mark opportunities for cultural competency skills development within the division. Action Steps Responsible Person/Lead Partners Measurement Timeline 1. Individual committee members attend baseline cultural competency training Seeing the Difference including Filter Shift 1, 2, and 3. Individual Committee Members Lead: Verona OED DeepSee (until June 2016) All division committee members completes baseline Seeing the Difference training Within 90 days of committee appointment 2. Individual committee members take individual IDI assessment, receive coaching, and committee IDI report Note: Filter Shift 1,2, and 3 is not needed to assess the IDI individual report Individual Committee Members Lead: Verona OED DeepSee (until June 2016) Baseline IDI assessment: Individuals report and coaching Group report and coaching Within 30 days of Seeing the Difference training Group report semi-annually beginning May 2017 (November & May thereafter) 3. Individual committee members participate in Unconscious Bias in Everyday Situations training Individual Committee Members Lead: Verona OED-D&I Unit All Division Committee members receive training in Unconscious Bias in Everyday Situations TBA (Training is still in development) 4. Committee gives input/feedback on D&I trainings for division staff Committee Members Lead: Verona OED-D&I Unit Semi-annual communication with D&I Training Unit. Incorporate recommendations/ suggestions if needed Semi-annually beginning May 2017 (November & May thereafter) 18 P a g e

21 Focus Area II: Staff Engagement Addressing Workforce Objective: Engage division employees through teambuilding, intentional inclusion activities and social engagement. Action Steps Responsible Person(s)/Lead Partners Measurement MPPM Division Offices/Units hold regular meetings (e.g., monthly/quarterly) to discuss D&I activities and initiatives (e.g., government/commissioner efforts, EIC initiatives/updates, D&I Council, etc.) and what it might mean for the agency and individual D&I goals. MPPM Committee Members Lead: Chris & Erik MPPM Division Leadership MPPM Office Directors MPPM Office Diversity & Inclusion Committees 1) First regular meeting in each MPPM Division Office by November ) # of regular meetings accomplished between 11/17 and 10/18. 3) Office-level meeting plan and schedule. Each MPPM Division Office holds (1) annual social event. The event will include teambuilding, inclusion, and engagement opportunities (i.e. regular open house to highlight one office and its functions. Examples include: chili cook-off, book club, etc.) MPPM Division Leadership MPPM Committee Members Lead: Sara & Amber MPPM Committee Members MPPM Office Directors MPPM Office Diversity & Inclusion Committees 1) (1) Social Event per MPPM Office by October ) Office-level meeting plan, schedule, and approved budget. 19 P a g e

22 Focus Area III: D&I Committee Communication & Transparency Objective: Continue and improve communication and transparency on committee s inclusion efforts within the division. Action Steps Responsible Person Partners Measurement Make available to all MPPM Division Staff the MPPM D&I Work Plan, Listening Session Report, and Annual Progress Report. In-REACH Coordinator MPPM Committee Members and Co-chairs Lead: Andrea & Jean OED MPPM Division Leadership 1) MPPM D&I Work Plan and Listening Session Report received by each MPPM Division employee 2) Annual MPPM D&I Committee Progress Report received by each MPPM Division employee. Monthly office-level D&I effort(s) reporting - MPPM Office Director will provide to Division Leadership and summary of Diversity & Inclusion happenings, accomplishments, opportunities, issues, etc. (e.g., welcoming new employees, Office updates, identified D&I gaps, etc.) MPPM Division Leadership MPPM Committee Members Lead: Deb & Karen MPPM Office Directors OED Office of Communications 1) By June 2017, establish and initiate the Office- Level reporting process. 2) # of MPPM Office- Level reports received between July 2017 and June ) Monthly report received by Division Leadership and each MPPM Division employee. 20 P a g e

23 Focus Area IV: D&I Impact on Division Performance Objective: Improve employee retention, engagement, and to ensure equity in leadership, and professional development opportunities within the Division. Action Steps Responsible Person Partners Measurement Each MPPM Division Office includes D&I in their respective newemployee on-boarding activities. Explore/investigate and recommend strategy(s) that ensure(s) that all new Division employees are paired with a go-toperson. MPPM Committee Members Lead: Bob & Peter MPPM Office Directors MPPM Division Managers and Supervisors HR OED 1) On-boarding template made available to each MPPM Division Office by July ) Go-to-Person recommendations to MPPM D&I Committee by January Inform and engage HR regarding MPPM Listening Session priority findings and needs OED HR MPPM Committee Members Lead: Tom & Dan MPPM Committee Members OED 1) Share MPPM Listening Session priority findings and needs with HR by September ) (1) Annual MPPM D&I meeting w/hr representative. 21 P a g e

24 4. RESOURCES Financial Division Budget OED Budget Time July 1, 2017 June 30, 2019 Partnership MnDOT Division District Offices MnDOT Division Offices MnDOT Human Resources Office MnDOT Office of Equity & Diversity MnDOT Office of Communications Responsible Persons and Groups OED MnDOT s Office of Equity and Diversity In-Reach Coordinator Resides in the Office of Equity and Diversity Division Committee, Individual Committee Members The MPPM Division s Diversity and Inclusion Committee as a whole and its individual members Co-Chairs the two named individuals charged with leading the MPPM Division s Diversity and Inclusion Committee Division Leadership The Assistant Commissioner and Assistant Division Director for the Modal Planning and Program Management Division Office Directors MPPM Office Directors and Project Directors reporting to MPPM Division Leadership Office Diversity & Inclusion Committees Diversity and Inclusion Committees that reside within the MPPM offices; creation of office Diversity & Inclusion Committees is encouraged Communications Office MnDOT s Office of Communications MPPM Division Managers and Supervisors MPPM staff in the Managerial Plan as well as MPPM staff with supervisory responsibilities HR MnDOT s Office of Human Resources 22 P a g e

25 5. COMMITTEE MEMBERS MPPM Division Diversity and Inclusion Committee Members Tim Henkel, Co-Chair Andrea Kampa, Co-Chair Erik Baxstrom Amber Dallman Sara Dunlap Thomas Gottfried Daniel Krom Deb Ledvina Robert Milton Peter Morey Chris Morgan Karen Neinstadt Jean Wallace Verona Mitchell, In-Reach Coordinator, Office of Equity and Diversity 6. APPROVALS Approved by: Tim Henkel, Assistant Commissioner May 1, 2017 MPPM Diversity and Inclusion Committee Co-Chair Andrea Kampa, Co-Chair May 1, 2017 MPPM Diversity and Inclusion Committee Verona Mitchell, InREACH Coordinator May 1, 2017 MNDOT Office of Equity & Diversity 23 P a g e

26 Data Tables Answer Options My Department/Agency is... Strongly Exclusive/ Non- Somewhat Neither or Somewhat Strongly N/A Rating Average Response Count Answered Question 161 Skipped Question 1 Answer Options My Division is... Strongly Somewhat Neither or Somewhat Strongly N/A Rating Average Response Count Answered Question 162 Skipped Question 0 Answer Options My District/Offi ce is... Strongly Somewhat Neither or Somewhat Strongly N/A Rating Average Response Count Answered Question 162 Skipped Question 0 Answer Options My Work Unit is... Strongly Somewhat Neither or Somewhat Strongly N/A Rating Average Response Count Answered Question 162 Skipped Question 0 24 P a g e