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FY 1999 Accomplishments

Office of Equal Opportunity and Civil Right
Ramon Suris-Fernandez, Director

Contents

A. Highlights

B. Goals for FY 1999

• GOAL NO. 1 - MANAGE THE AGENCY'S DISCRIMINATION COMPLAINT PROCESSING PROGRAM.

• GOAL NO. 2 - PROVIDE TRAINING AND GUIDANCE TO MANAGERS AND EMPLOYEES ON EQUAL EMPLOYMENT LAWS, PROCEDURES, AND AGENCY POLICIES.

• GOAL NO. 3 - DEVELOP AND IMPLEMENT AN ALTERNATIVE DISPUTE RESOLUTION (ADR) PROGRAM FOR EEO COMPLAINTS.

• GOAL NO. 4 - MANAGE THE AGENCY'S CIVIL RIGHTS PROGRAM.

• GOAL NO. 5 - DEVELOP CULTURAL COMPETENCY FOR HCFA WORKFORCE TO MORE APPROPRIATELY SERVE AN INCREASINGLY DIVERSE GROUP OF BENEFICIARIES.

• GOAL NO. 6 - PROVIDE TRAINING AND GUIDANCE TO MANAGERS AND EMPLOYEES ON CIVIL RIGHTS LAWS, PROCEDURES, AND AGENCY POLICIES.

• GOAL NO. 7 - MONITOR THE IMPLEMENTATION OF THE AGENCY'S AFFIRMATIVE EMPLOYMENT PLAN.

• GOAL NO. 8 - ESTABLISH AND MANAGE AN AGENCY SPECIAL EMPHASIS PROGRAM AND OTHER SPECIAL ACTIVITIES.

• GOAL NO. 9 - PARTNER WITH HRMG IN HCFA RECRUITMENT PLANS AND PROGRAMS TO ENSURE EQUAL ACCESS TO EMPLOYMENT OPPORTUNITIES BY GROUPS THAT ARE UNDER-REPRESENTED IN HCFA'S WORKFORCE.

• GOAL NO. 10 - MEET OEOCR STAFFING NEEDS.

• GOAL NO. 11 - IMPROVE INFORMATION SYSTEMS TECHNOLOGY.

• GOAL NO. 12 - COMMUNICATE WITH HCFA MANAGEMENT AND OTHER CUSTOMERS REGARDING OEOCR ACTIVITIES

• GOAL NO. 13 - PROVIDE AN ENVIRONMENT CONDUCIVE TO THE OEOCR MISSION.

C. Goals for FY 2000

D. Exhibits

 Office of Equal Opportunity and Civil Rights
Accomplishments for Fiscal Year 1999

A. Highlights

During the first month of Fiscal Year (FY) 1999, the Office of Equal Opportunity and Civil Rights' (OEOCR) develop its first official Operating Plan ("the Plan"). (See Exhibit 1.) Consistent with the goals and objectives of HCFA's Strategic Plan, the OEOCR Plan defined the office's mission, established its guiding principles, and outlined goals and action items for the OEOCR successful performance. The OEOCR's mission statement follows:

Our mission is to facilitate and ensure the fair and equitable treatment of HCFA's internal and external customers through compliance with applicable laws and the effective management of the agency's Equal Opportunity and Civil Rights Programs.

OEOCR's activities in FY 1999 were performed in accordance with the office's mission statement, recorded formally in OEOCR's Operating Plan. Because the Plan outlined goals for the OEOCR during FY 1999, it is appropriate to measure the office's performance in light of these goals. As you shown in the following pages, the OEOCR has achieved unprecedented success in its operations during FY 1999. Here are a few of the year's highlights for OEOCR:

The number of formal complaints filed decreased from 44 in FY 1998 to 37 in FY 1999. The number of formal complaints filed in FY 1999 is the lowest number since FY 1997. There were no formal complaints filed on sexual harassment.

OEOCR, in partnership with the Office of Internal Customer Support (OICS), entered into an agreement with Dunbar High School Health Academy, which provides for the hiring of African American students for the Student Employment Program at HCFA. Three students were selected to participate in the 1999 Summer Program.

An OEOCR staff member worked full-time during FY 1999 to cooperate with the Office of HRMG with the HCFA Historically Black Colleges and Universities (HBCU) Work Group which has continued its outreach recruitment efforts through the HBCU Summer Internship Program. Six students participated in the 12-week program at HCFA.

The OEOCR in partnership with HRMG attended national and local job fairs and conferences in which Agency managers hired minorities on the spot.

As a result of the OEOCR, HRMG and other HCFA components partnership, and the support of the EC, the percentage of minority employees in HCFA at the end of FY 1999 increased to 30.7%: Native Americans increased to 0.7%; Asian American increased to 3.5%; African Americans increased to 23.2%; and Hispanics increased to 3.3%. Individuals with targeted disabilities (TDs) is the only protected group that went down, decreasing by 0.10%.

The OEOCR, HRMG and the Office of the Administrator, developed an Agency Plan to Increase Opportunities for Individuals with Targeted Disabilities (TDs), including recruitment, reasonable accommodation, career advancement and training. (See Exhibit 3.) The aim of the Plan is to increase the number of individuals with TDs and to foster a work environment that permits this group to serve fully in current and future positions at HCFA (pending EC's approval.) If approved and implemented, it is expected that the representation of the Individuals with TDs will increase.

Agency-wide training was conducted on the following statutes that protect against discrimination in employment: Title VII of the Civil Rights Act, the Rehabilitation Act, and the Age Discrimination in Employment Act.

In partnership with the Department's Office for Civil Rights (OC) the Agency-wide training was conducted for all program professionals and HCFA managers on civil rights laws for beneficiaries.

As a result of OEOCR's endeavors, HCFA is now in a position to issue its Final Agency Decisions (FADs) concerning its EEO complaints within the relevant regulatory time frame, because, by virtue of the Memorandum of Agreement between the Assistant Secretary for Management and Budget, DHHS and our Administrator, HCFA has been provided authority to draft its own FADs.

The OEOCR Director visited all regions to conduct "meet and greet" sessions with regional staff to personally convey the office's new vision and initiatives and at the same time, learn and discuss with regional staff their EEO concerns/issues.

The OEOCR in partnership with the Human Resources Management Group (HRMG), prepared and the Executive Council (EC) approved, the Agency's 12-Point Plan to increase Hispanic representation. (See Exhibit 4.)

In anticipation to the recently announced changes to the EEOC's regulations concerning the processing of Federal Sector EEO complaint, the Alternative Dispute Resolution (ADR) Workgroup (OEOCR, American Federation of Government Employees, Learning Resources Group and HRMG, etc.,) prepared and the EC approved, HCFA's first ever ADR program to resolve EEO complaints.

HCFA celebrated Diversity Day, a celebration of our multi-cultured workforce.

The OEOCR developed and coordinated a number of special observances.

GOAL NO. 1 - MANAGE THE AGENCY'S DISCRIMINATION COMPLAINT PROCESSING PROGRAM.

Assessed the discrimination complaints processing program; identified necessary improvements for a more timely and effective complaints process and implemented the following changes: (1) developed a formal complaint log to track formal complaints going back to 1997; (2) developed standard operating procedures for processing formal and informal complaints to be followed by staff; (3) developed and distributed stock correspondence to be used in the formal complaint process. (See Exhibit 5.)

Maintained liaison with the EEOC to remain updated on EEO laws and procedures; we have visited and established contacts within EEOC such as Ronnie Blumenthal, Director, Office of Federal Operations (OFO); Carlton Hadden, Acting Director, OFO; Hilda Rodriguez, Director, Appellate Review Program (OFO); Philip Calkins, Director, Affirmative Action Division, EEOC, and Vicky Gonzales-Rovira, Attorney-Advisor, Office of the Chairwoman, EEOC.

Identified HCFA's need to improve compliance with 29 C.F.R. Part 1614 in the timely issuance of Final Agency Decisions (FADs) and discussed this need with HCFA leadership and the Assistant Secretary for Management and Budget (ASMB), DHHS. As a result of these discussions, our administrator entered into an agreement with the ASMB, DHHS, that allows HCFA to draft its own FADs to ensure better compliance with regulations.

Recruited, selected and trained 35 new EEO Counselors throughout the Agency. For the first time in many years, all of HCFA's regional offices have their own, fully-trained EEO counselors. (See Exhibit 7.)

Hired a Deputy Director with extensive expertise in complaints processing who is responsible for managing OEOCR's complaint-related activity.

More closely monitored the EEO Counseling process to ensure that counseling is performed in a timely fashion, and in compliance with EEOC regulations. OEOCR developed a tracking log for the EEO Counseling process.

More closely monitored the hearing process and enhanced our relationship with the Office of General Counsel, DHHS, in order to meet the hearing process requirements.

Identified HCFA's need to improve compliance with 29 C.F.R. Part 1614 in the timely investigations of EEO complaints and discussed this need with HCFA leadership and the ASMB/DHHS. As a result of these discussions, HCFA formally requested to opt out of the DHHS Service & Supply Fund for contracted EEO investigations, effective FY 2001, in order to be able to exercise its previously delegated responsibility to conduct its EEO investigations. At that time, HCFA will manage its own contracted EEO investigations. This action was taken in order to improve the timeliness of EEO investigations, pursuant to the requirements of 29 C.F.R. Part 1614.

Developed for the Administrator's signature a policy regarding employee and manager cooperation in EEO investigations. (See Exhibit 6.)

Established a HCFA-wide EEO complaint settlement policy to promote consistency and standardization in the settlement of EEO complaints. (See Exhibit 2.)

GOAL NO. 2 - PROVIDE TRAINING AND GUIDANCE TO MANAGERS AND EMPLOYEES ON EQUAL EMPLOYMENT LAWS, PROCEDURES, AND AGENCY POLICIES.

Accomplishments:

Trained all 50+ EEO Counselors throughout the Agency. For the first time in many years, all regional offices have fully-trained EEO counselors capable of conducting effective and efficient counseling of HCFA employees. (See Exhibit 7.)

Provided training for Central Office (CO) and Regional Office (RO) staff on sexual harassment prevention. By the end of FY 1999, about 96% of HCFA employees had received this classroom sexual harassment prevention training. For those 63 employees that could not attend the HCFA-wide training, OEOCR evaluated a number of on-line training courses on sexual harassment prevention and selected the one most suitable for HCFA's needs. This training will be placed on the HCFANET and will be available to all HCFA employees by November 30, 1999. (See Exhibit 8.)

Identified the need for EEO training for HCFA employees agency-wide. Developed strategies, evaluated various providers for EEO training, and selected the EEOC, the experts on this area of the law, to conduct this training. Developed and provided Agency-wide training to all employees on the provisions of Title VII of the Civil Rights Act of 1964, as amended; the Age Discrimination in Employment Act of 1967, as amended; the Rehabilitation Act of 1973, as amended; and the American with Disabilities Act of 1990, as amended. Not only did we have the benefit of having those in charge of administering and adjudicating the complaint process train our staff, but also, their involvement in this endeavor heightens the credibility of the Agency's EEO training program. By the end of FY 1999, in the regional offices, 736 employees, or 48% of the target audience, received this training. In Central Office, 1,774 employees, or 60% of the target audience, received the training. Thus, a total of 2,510 employees were trained on equal employment opportunity during FY 1999. This Agency-wide training is a first at HCFA. Participation evaluations show that 96% of HCFA employees rated the training satisfactory or higher.

GOAL NO. 3 - DEVELOP AND IMPLEMENT A PILOT ALTERNATIVE DISPUTE RESOLUTION (ADR) PROGRAM FOR EEO COMPLAINTS.

Identified, developed, and implemented [in partnership with AFGE (the employee union), HCFA stakeholders, and with the assistance of DHHS] a pilot ADR program for EEO complaints. (See Exhibit 9.) This involved extensive negotiations and planning sessions with the various stakeholders, the union, and management. OEOCR and DHHS briefed HCFA managers on the pilot ADR program in an all managers meeting in March 1999.

Pursuant to the pilot program, OEOCR contracted the services of the Federal Mediation and Conciliation Service to provide ADR training to a limited number (25) of HCFA managers regarding their duties and responsibilities under the ADR program (more training for 350 other managers is planned for FY 2000).

Pursuant to the pilot ADR program, OEOCR contracted the services of Mediatech, Inc. to train a cadre of 25 HCFA mediators who will be included, when certified, in the inter-agency "shared neutrals" program administered by DHHS. Subject to obtaining the necessary funds, OEOCR plans to offer additional advanced mediation training to these selected employees during FY 2000.

GOAL NO. 4 - MANAGE THE AGENCY'S CIVIL RIGHTS PROGRAM.

Accomplishments:

Established an effective working relationship with Mr. Tom Perez, Director, Office for Civil Rights (OCR), DHHS, and his staff. Collaborated with DHHS/OCR on policy issues, compliance issues, review of program issuances, referral of civil rights complaints, development of training modules for HCFA's Acquisitions and Grants Group and OEOCR staff, and development of civil rights standard language for HCFA publications. Additionally, OEOCR is currently in the process of completing a new Memorandum of Understanding (MOU) between the DHHS/OCR and HCFA that would more accurately reflect the current relationship between OEOCR and DHHS/OCR. This MOU will supersede our current MOU, which was developed in 1979.

Developed policy statements for the civil rights program and promoted policy awareness in the agency. Specifically, the OEOCR prepared for the Administrator's signature a HCFA Civil Rights Compliance Policy Statement. Also, OEOCR prepared and the Center Directors issued Civil Rights Compliance Policy Statements to partners (i.e., contractors, States, providers). (See Exhibit 10.)

Developed partnerships with various HCFA components, as well as some other agencies, DHHS, Equal Employment Opportunity Commission (EEOC), and the Department of Labor (DOL), Office of Federal Contracts Compliance Programs (OFCCP), and the Department of Justice, Civil Rights Division.

Worked closely with the U.S. Commission on Civil Rights concerning a study of DHHS/OCR and Operating Divisions (OPDIVS) on their civil rights activities/programs. Worked with the central and regional offices in preparing a response to the Commission's request for information on the DHHS Civil Rights study. The OEOCR collected data from the regional offices, consolidated the information, and drafted the Agency's response to the Commission's request. OEOCR also explained HCFA's Civil Rights Program to the Commission.

OEOCR added DHHS/OCR contact numbers and language to HCFA information contained on the Internet. We provided input with respect to civil rights language contained in the development of the Medicare Handbook, the Medicare Desk Reference, and other print material.

Began a planning process for DHHS/OCR to provide civil rights training and technical assistance to HCFA providers and advocate groups.

GOAL NO. 5 - DEVELOP CULTURAL COMPETENCY FOR HCFA WORK FORCE TO MORE APPROPRIATELY SERVE AN INCREASINGLY DIVERSE GROUP OF BENEFICIARIES.

Accomplishments:

Participated in HCFA's Cultural Competency Coordinating Committee and worked with HCFA components involved in cultural competency activities.

OEOCR and CMSO provided pilot cultural competency training during the first half of FY 1999. While initially limited to OEOCR and CMSO staff, the pilot training sessions were extended to CBS, OSP, OCSQ, CHPP staff.

OEOCR retains its goal that in the future, it will serve as the Agency focal point for coordination of all cultural competency training activities.

GOAL NO. 6 - PROVIDE TRAINING AND GUIDANCE TO MANAGERS AND EMPLOYEES ON CIVIL RIGHTS LAWS, PROCEDURES, AND AGENCY POLICIES.

Accomplishments:

Developed and provided Agency-wide training to HCFA managers and relevant staff on the provisions of Title VI of the Civil Rights Act of 1964, as amended (and other related anti-discrimination statutes). Among other things, we assessed training needs, developed strategies, identified instructors, and negotiated an agreement with DHHS/OCR to provide this training. Specifically, in conjunction with DHHS/OCR, the OEOCR developed and implemented a Title VI civil rights training course entitled "Protecting the Civil Rights of Beneficiaries." This type of training is a first at HCFA, DHHS, and possibly the Federal government. In the region offices, 981 employees, or 70% of the target audience, have received the training. In central office, 928 employees, or 52% of the target audience, have received the training. Thus, a total of 1,909 employees have received the Title VI training at HCFA. Participant evaluations show that 92% of the employees trained rated their experience as satisfactory or higher.

We are negotiating with DHHS/OCR to conduct additional training for HCFA staff in FY 2000.

GOAL NO. 7 MONITOR THE IMPLEMENTATION OF THE AGENCY'S AFFIRMATIVE EMPLOYMENT PLAN.

Accomplishments:

Reviewed and analyzed 231 selections and promotions of all positions Grade 13 and above to assess compliance with the affirmative employment plan for EEO groups underrepresented in HCFA.

On a quarterly basis, OEOCR has provided all HCFA managers and supervisors a statistical workforce profile comparing the Agency as a whole and each major component's workforce with the National Civilian Labor Force (1990 census) to insure that managers/supervisors are aware of underrepresented EEO groups in the overall HCFA workforce and in their respective components. (See Exhibit 11.)

Acquired data and prepared the annual report and update for DHHS' affirmative action plan for minorities and women. The report is submitted by DHHS to the EEOC.

Prepared the annual report for the Affirmative Employment Program for People with Disabilities, which is submitted by DHHS to the EEOC.

Provided data to the HRMG highlighting EEO group representation in major occupations for the preparation of the annual Federal Equal Opportunity Recruitment Plan.

Pursuant to the Master Labor Agreement between HCFA and the American Federation of Government Employees (AFGE), OEOCR began negotiations with the AFGE Union concerning the Agency's affirmative employment plan.

Provided input on workforce-related minority initiatives for the Administrator's quarterly meetings with the Deputy Secretary, the periodic Hispanic Agenda for Action report, the Quality of Work Life report, and the Cultural Competency report for the Assistant Secretary for Health.

GOAL NO. 8 - ESTABLISH AND MANAGE AN AGENCY SPECIAL EMPHASIS PROGRAM AND OTHER SPECIAL ACTIVITIES.

Accomplishments:

Established and oversaw the Hispanic Employment Program, the Federal Women's Program, and the People with Disabilities Program.

Planned and delivered HCFA's first-ever Diversity Day. (See Exhibit 12.) Based on the number of attendees (approximately 1,000) and the very positive written and verbal feedback from employees, supervisors, and managers, it is fair to say that the event was a complete success. In fact, OPM is currently examining the possibility of using HCFA's Diversity Day as the model to be followed by other agencies in planning similar activities. We will conduct a HCFA Diversity Day event in FY 2000.

Appointed a Hispanic Employment Program Manager. Prepared the Agency's 12-Point Plan to Increase Hispanic Representation at HCFA.

Appointed a People with Disabilities Program Manager. Prepared the Agency's Plan to increase the representation of individuals with disabilities and ensure compliance with the Americans with Disabilities Act and the Rehabilitation Act of 1973, as amended, at HCFA. This plan will be shortly presented to the EC for approval.

Developed generic by-laws, consolidated charter, and recruitment call to establish EEO Advisory Groups, which will provide the OEOCR Director with recommendations regarding issues and concerns in their respective EEO areas.

Conducted numerous special events throughout the year under the Special Emphasis program. (See Exhibit 12.) For example, for American Indian Heritage Month, a program was held with 2 speakers who addressed Indian health issues. For Asian Pacific American Month, the program featured the Director of the Asian Arts Department, Towson University, who gave a demonstration on Chinese brush painting. For Women Equality Day, HCFA honored 16 significant female employees, and a local news anchor was the guest speaker. For the Martin Luther King Celebration, Dr. Levi Watkins was the featured speaker. For Black History Month, Joe Clark, a prominent minister and attorney, delivered an inspirational address to HCFA employees. For Hispanic Heritage Month, our keynote speaker was Gloria Gutierrez, a nationally recognized leader on Latino and civil rights issues.

Participated actively in the Department's and HCFA's Hispanic Agenda for Action Committee, as well as the President's Committee for People with Disabilities.

A member of the OEOCR staff served as Chairperson of the Baltimore Federal Executive Board's Federal Women's Program Annual Conference in March 1999 at the Martins Eastwind. The Conference was host to 700 government employees from the Baltimore-Washington area.

OEOCR participated on the Women's Health Workshop that provided expertise and technical assistance to the Department, HCFA Administrator, and HCFA components on women's health issues affecting Medicaid, Medicare, and Children's Health Insurance Program beneficiaries.

GOAL NO. 9 PARTNER WITH HRMG IN HCFA RECRUITMENT PLANS AND PROGRAMS TO ENSURE EQUAL ACCESS TO EMPLOYMENT OPPORTUNITIES BY GROUPS THAT ARE UNDER-REPRESENTED IN HCFA'S WORKFORCE.

Accomplishments:

The OEOCR identified that Hispanics and individuals with disabilities are severely under represented in HCFA and DHHS. In order to correct this problem, in partnership with HRMG, OEOCR developed and implemented the Agency's 12-Point Plan to Increase Hispanic Representation. (See Exhibit 4.) This is a major achievement in the Agency's efforts to reduce the severe Hispanic under representation. This involved assessing HCFA's state of affairs in light of Federal laws, regulations, policies concerning workforce representation and designing a plan to correct HCFA's deficiencies.

Pursuant to the 12-Point Plan, OEOCR and HRMG attended several job fairs during this summer for outstanding scholars. In an outstanding scholar job fair in Puerto Rico: 1) HCFA was able to obtain the resumes of students who were planning to attend the job fair; 2) OEOCR circulated resumes to HCFA managers; 3) HCFA manager, personnel officer, and OEOCR staff conducted interviews and made job offers to approximately 15 students. (HCFA management wanted to hire more students but did not have the FTE's.) HCFA was recognized publicly for its effort at the job fair by the Hispanic Employment Program Managers' Council as an agency that other Federal agencies should emulate in its organization, leadership, and commitment in the area of reducing the under representation of Hispanics.

OEOCR is now taking the same aggressive approach in the area of the employment of individuals with disabilities by: 1) attending job fairs designed specifically for persons with disabilities; 2) circulating the resumes obtained at the job fair to managers and encouraging the use of the Schedule A hiring authority; and 3) providing training to managers concerning their rights and responsibilities under the Americans with Disabilities Act and the Rehabilitation Act of 1973.

Identified that individuals with disabilities are severely underrepresented in HCFA. In order to correct this problem, in partnership with HRMG and Mr. Henry Claypool, the Administrator's Advisor on Disability issues, OEOCR developed the Agency's Plan to improve the representation of individuals with disabilities. (See Exhibit 3.) This plan will be presented to the EC very soon. This is a major achievement in the Agency's efforts to reduce under representation of persons with targeted disabilities (TD's). This also involved assessing HCFA's state of affairs in light of Federal laws, regulations, policies concerning workforce representation and designing a plan to correct HCFA's deficiencies in the representation of individuals with disabilities.

In partnership with HRMG, identified and participated in job fairs and recruitment efforts to ensure equal access to employment opportunities to other minority groups (e.g., Asian Americans, African Americans, and Native Americans).

Participated in the development and implementation of HCFA's Summer Intern Program which resulted in the hiring of 20 summer interns, all of which were minorities.

This year, the OEOCR participated in the HCFA Minority Initiative, 1999 Summer Internship Program. Under this program, each minority group was allotted six summer intern slots. The OEOCR's Hispanic Employment Program Manager, was responsible for the recruitment, screening, and forwarding of student resumes from Hispanic Serving Institutions (HSIs) to regional managers. To that end, a total of six students were placed in the following regional offices; (4) New York, (1) Chicago, and (1) in the Miami Satellite office. Three of the students in he New York Regional Office, have since been converted to the stay in school program.

OEOCR participated in the Historically Black Colleges and Universities (HBCU) Work Group and continued its outreach and recruitment efforts through the HBCU Summer Internship Program. OEOCR's responsibilities included: establishing guidelines and procedures for recruitment activities; conducting initial interviews and referring qualified applicants to requesting components; planning and coordinating weekly seminars for student participants; and serving as the liaison with HRMG as a means of monitoring personnel processing for student participants.

OEOCR and OICS have developed a partnership with Paul Lawrence Dunbar High School Health Academy. This partnership is designed to: provide students with opportunities to broaden their understanding of the functions and responsibilities of HCFA; increase student knowledge of health care issues, trends, and professions; provide role models to students; and give internship opportunities to students. A similar partnership with Patterson High School is being discussed.

GOAL NO. 10 - MEET OEOCR STAFFING NEEDS.

Accomplishments:

Hired two highly-qualified, bilingual EEO Specialists, raising the staff complement to (20).

Hired a highly-qualified Deputy Director and her secretary.

Appointed a Special Assistant.

Constructed a new office for the Deputy Director.

Obtained a Security Door and a Card Reader for office security (protect the privacy of HCFA's complainants whose complaints we keep in OEOCR).

Distributed awards for OEOCR employees.

GOAL NO. 11 - IMPROVE INFORMATION SYSTEMS TECHNOLOGY.

Accomplishments:

Obtained EEO complaints case law software (Personnet) at no cost to OEOCR and have established four user accounts for the OEOCR staff.

Established an e-mail inquiry/information request system, wherein employees or managers may request advice or information with regard to an EEO-related issue. To send an electronic inquiry to OEOCR, one must go into GroupWise/Send Mail/Address/Resources/OEOCRinquiry.

OEOCR is currently developing an automated information system within the office for EEO and civil rights functions. OEOCR also established an OEOCR home page.

GOAL NO. 12 - COMMUNICATE WITH HCFA MANAGEMENT AND OTHER CUSTOMERS REGARDING OEOCR ACTIVITIES.

Accomplishments:

Assigned an OEOCR representative to attend HCFA's Entrance-on-duty (EOD) sessions in order to present an overview of OEOCR's mission, goals, and services to all new hires who are entering the agency.

Conducted a presentation about the functions, responsibilities, and achievements of the OEOCR to an all employee meeting in HCFA's auditorium.

Conducted "meet and greet" visits to all regions to personally communicate to regional staff OEOCR's new vision and initiatives and to personally discuss with them their EEO concerns/issues.

Provided HCFA managers with EEO workforce profile information every 3-4 months.

Enhanced OEOCR's partnership with the AFGE.

Enhanced OEOCR's partnership with the DHHS/OCR and HCFA components in the civil rights area.

Completed sexual harassment prevention training for HCFA's workforce.

Developed and provided training to HCFA management on EEO, civil rights, ADR.

Presented the Agency's 12-Point Plan to Increase Hispanic Representation to the EC.

Presented the Agency's Pilot ADR program to all managers for their input. Implemented the ADR program on September 15, 1999.

Communicated extensively with CO and RO management in outreach and recruitment activities.

Maintained constant communications with HCFA-wide managers in many other OEOCR activities.

GOAL NO. 13 - PROVIDE AN ENVIRONMENT CONDUCIVE TO THE OEOCR MISSION.

Accomplishments:

Formed a new organizational structure for OEOCR that is designed to accomplish the office's goals, as articulated in the Operating Plan. (See Exhibit 1.)

Formalized, completed, and implemented the plan to re-configure the physical office space to accommodate additional staff; meet the needs of staff with disabilities, and fulfill privacy and confidentiality requirements (this includes a new office, new door, new arrangement for files, etc.).

FY 2000 Goals

Office of Equal Opportunity and Civil Rights
Ramon Suris-Fernandez, Director

The new millennium will bring new challenges and opportunities for the OEOCR. However, the OEOCR's mission -- to promote the fair and non-discriminatory treatment of HCFA's employees and beneficiaries -- will remain the same. We already have plans for FY 2000, and we are preparing to bring them to pass. In addition to pursuing the 13 aforementioned OEOCR goals, in FY 2000, the OEOCR will:

• negotiate HCFA's Affirmative Employment Plan with the AFGE;

• complete training for all employees in sexual harassment prevention, equal employment opportunity, and civil rights, so that all employees are informed of their responsibilities in upholding EEO and civil rights laws;

• sponsor a retreat for HCFA's EEO Counselors, wherein the counselors will be updated on new EEOC case law and recent amendments to its regulations that become effective in November 1999;

• provide information regarding the new EEOC regulations and the ADR pilot program to all HCFA complainants;

• implement an automated tracking system for EEO complaints;

• exercise the previously-delegated authority to investigate HCFA's EEO complaints.

• provide bi-annual briefings to the EC on OEOCR's accomplishments.

• continue to conduct another round of "meet and greet" visits to all regions.

• expand the OEOCR outreach initiatives to ensure that EEO protected groups are equally represented at HCFA.

The OEOCR looks forward to the prospects of the new millennium and eagerly anticipates further involvement in HCFA's Strategic Plan. While OEOCR has much to do, we look forward to the challenge of serving our customers and stakeholders.