# Presentation: 742800

## Veterans Affairs                      MD-715 Issues   June 2007

**EQUAL EMPLOYMENT OPPORTUNITY**
- A program office within VA’s
- Office of Human Resources and Administration

- Veterans Affairs                      MD-715 Issues   June 2007

- <date/time>

- <footer>

## VA DM&EEO Web Site:  www.va.gov/dmeeo

**Notes:**
First, a quick word from my sponsor.

If you have not visited VA’s Website for Diversity Management and Equal Employment Opportunity, I encourage you to do so.  It is a goldmine of information.

NewsLink is a weekly e-mail summary of all the diversity news stories from our dozens of newspaper and magazine partners.  It gives the headline, a one or two sentence summary, and a link to the original article.  It is free.  You can sign up at the thumbnail icon at the bottom.

The icon with the crowd of people now has a link to all of our MD-715 material, including all the laws, regulations, GAO reports, and our yearly EEO reports.

There are many other features worth reviewing.

## Labeling Conventions

**MD-715** refers to EEOC Management Directive 715.
**Onboard** workforce data is from the end of FY 2006.
**RCLF **refers to the Relevant Civilian Labor Force from the 2000 Census, limited to VHA occupations in VA proportions.
**RNO** = Race and National Origin, and is abbreviated:
**WM** = White Male; **WW** = White women;
**BM** = Black or African American men; **BW **= Black or African American women;
**HM** = Hispanic or Latino men; **WH** = Hispanic or Latino women;
**AM** = Asian American or Pacific Islander men;
**AW **= Asian American or Pacific Islander women
**IM or Indian **= American Indian or Alaska Native men;** **
**IW or Indian** = American Indian or Alaska Native women

## Outline  

- Context: Impending Baby Boom retirement
- Barrier 1: Underrepresentation
- Barrier 2: Promotion Rate
- Barrier 3: Targeted Disabilities
- Barrier 4: Disabled Veterans
- Barrier 5: Training
- Using VSSC for MD-715 Part I Plans

## Baby Boom Retirement

- FY 2000 and FY 2006 onboard permanent for VA

- Baby Boom

## Projected Voluntary Retirements

| 
Admin | On-board | FY07 | FY08 | FY09 | FY10 | FY11 | FY12 | FY13 |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| VHA/
Cant | 199,876 | 5,405 | 5,953 | 6,585 | 7,128 | 7,650 | 8,101 | 8,402 |
| VBA | 13,113 | 471 | 498 | 508 | 520 | 524 | 499 | 490 |
| NCA | 1,456 | 40 | 47 | 57 | 59 | 70 | 71 | 72 |
| SFAFF | 4,186 | 128 | 331 | 413 | 362 | 525 | 632 | 683 |
| Total VA | 218,631 | 6,044 | 6,829 | 7,563 | 8,069 | 8,769 | 9,303 | 9,647 |

- In FY 2006, voluntary retirements were only 33.35% of total separations from permanent positions in VA; other separations include resignations, early retirements, death, etc.

## Age Distribution by Race

- FY 2006 onboard permanent for VA

## Age Conclusions

- More older employees than in FY 2000, significant turnover expected soon
-    (slide 5)
- Spike in impending retirement of Whites and Blacks, others fairly steady (slide 7)
- Few Hispanics and American Indians under 40 (slide 7)

## Barrier 1: Underrepresentation

**%**

- FY 2006 onboard permanent for VA.  National RCLF from 2000 Census.

## Barrier 1: Underrepresentation Triggers

## Barrier 1: Underrepresentation Triggers

## Barrier 1: Underrepresentation Triggers

## Barrier 1 Trigger Summary

- X = large underrepresentation; x = small underrepresentation

|  | WM | WW | BM | BW | HM | HW | AM | AW | IM | IW |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| VHA |  | X |  |  |  | x |  |  |  | x |
| VBA |  | x |  |  |  |  | x | x |  |  |
| NCA |  | x |  |  | x | x |  | x |  |  |
| Staff | x | x |  |  |  |  | x | x | x |  |
| VA |  | X |  |  | x | X |  |  |  | x |

## % Representation of Women

|  | FY 1996 | FY 2006 | RCLF |
| --- | --- | --- | --- |
| White | 36.31 | 36.65 | 47.54 |
| Black | 14.71 | 15.12 | 8.29 |
| Hispanic | 2.70 | 3.55 | 4.43 |
| Asian | 2.85 | 3.87 | 3.18 |
| Indian | .42 | .57 | .63 |

- Onboard permanent and temporary for VA.

## Special Hiring Authorities

**%**

- VA permanent hires for FY 2006.  National RCLF VA.

## Barrier 1 Conclusions

- Major underrepresentation:
- White men: VISNs 6, 7, 8 (slide 11)
- White women: all VISNs (slide 12)
- Hispanic women: VISNs 16, 17 (slide 13)
- Indian women: VISN 16 (slide 14)
- Spike in turnover will have larger impact on Blacks and Whites (slide 7), but offers opportunity to recruit from today’s more diverse applicant pool.
- Special Hiring Authorities not appropriately used to correct underrepresentation (slide 17)

## Barrier 1 EEO Plans

- Specify the groups with triggers, including any unique to your location.
- Identify any specific occupation triggers for these groups.
- Identify *specific* targeted recruitment plans for these groups in addition to current practice, showing how outreach and Special Hiring Authorities will be increased for underrepresented groups.

## Barrier 2: Promotion Rate

**%**

- FY 2006 VA onboard permanent **GS/GM 13-15**

- Av. Age:   51.5      49.0     50.4      47.2       48.7     47.0       49.5     45.5       52.8      49.8

## Promotion Rate

**%**

- FY 2006 VA onboard permanent **RNs grade 2-5**

- Av. Age:  50.0     51.2      49.6      50.1      46.4      48.8      47.6     52.6      47.3     49.4

## Promotion Rate Trigger

-       No Disability                        Targeted Disability

- 		Onboard permanent **GS/GM** for VA.                              	*= one grade interval series, **= two grade interval series

- %

- %

## Age Distribution by GS-15

- FY 2006 onboard permanent for VA

## Age Distribution by GS-14

- FY 2006 onboard permanent for VA

## Age Distribution by GS-13

- FY 2006 onboard permanent for VA

## Age Distribution by GS-12

- FY 2006 onboard permanent for VA

## Barrier 2 Conclusions

- Promotion rates are fairly close to availability rates, but some small variations deserve closer review (slides 18-19).
- Age or Certification may be issues in promotions (slides 21-24).
- There is a clear trigger for employees with targeted disabilities (slide 20).
- In ten years, White women and minorities are likely to be a much larger portion of the leadership pipeline.

## Barrier 2 EEO Plans

- Identify positive correlation between promotions and availability.
- Identify RNO/gender groups by occupation group that have a trigger, and describe the plan to investigate mitigating circumstances.
- Identify trigger for employees with targeted disabilities, the plan to investigate, and the plan to resolve.

## Barrier 3: Targeted Disabilities 

| Goal: 2% | Execution |
| --- | --- |
| VBA | 2.55% |
| NCA | 1.79% |
| VHA | 1.48% |
| Staff | 1.46% |
| Total VA  | 1.55% |

## Gains and Losses of Employees with a Targeted Disability

- FY 2006 onboard permanent for VA

## VHA FY 2006 Targeted DisabilitiesRepresentation and Promotion Rate

- The targeted disability promotion rate is generally well below onboard rate. VISNs where representation is low, promotion rate tends to be much lower.

**%**

## Special Hiring Authorities

- Out of 31,503 total FY 2006 hires in permanent and temporary positions.

| 
 | 30% Service Connected Disability | Disabled Veteran, Chap. 31 Training | Mental or Physical Disability | VA Schedule A, BVA or Readjust. | Workforce Recruitment Program (WRP) |
| --- | --- | --- | --- | --- | --- |
| VHA | 43 | 2 | 50 | 34 | 0 |
| VBA | 21 | 5 | 5 | 0 | 0 |
| NCA | 1 | 0 | 0 | 0 | 0 |
| Staff | 3 | 0 | 8 | 0 | 2 |
| VA | 68 | 7 | 63 | 34 | 2 |

## Barrier 3 Conclusions

- NCA, VHA, and Staff Offices are below VA average and below VA’s FY 2007 goal (slide 27).
- Rate of gains for all Administration’s with the exception of VBA is well below the level needed to increase or to meet VHA FY 2011 goal (slide 27).
- Little use of Special Hiring Authorities or WRP (slide 30).
- The promotion rate for employees with targeted disabilities in VISNs 2, 7, 11, 12, 18 and 23 are well below availability rate.  VISN 21 is somewhat below (slide 29).

## Barrier 3 EEO Plans

- Specify plans to train and use Selective Placement Coordinators, and metrics for their effectiveness.
- Specify plans to increase recruitment through disability affinity groups.
- Specify plans to increase use of Special Hiring Authorities.
- Numeric goals are appropriate here.

## Barrier 4: Disabled Veterans

- VA discovered that many veterans had not self-identified and so did not show up in our data base.  The Beneficiary Identification Relocator System (BIRLS) data from DoD corrected that starting in December FY 2007.
- This means that FY1996-2006 trend data does not include BIRLS data.
- Important: For valid results, FY 2007 trend data should start with December FY 2007, not September FY 2006.
- The addition of BIRLS data does not affect the direction of the trends.

## VA Administrations Rank by % Disabled Veterans

| Rank | Disabled Veterans % |
| --- | --- |
| VBA | 17.65% |
| NCA | 10.86% |
| STAFF | 10.86% |
| VHA | 8.7% |

## Veteran Gains and Losses

- FY 2006 onboard permanent for VA

## Age and Veteran Preference

- FY 2006 onboard permanent for VA

## Age of Hires by Veteran Preference

- FY 2006 onboard permanent for VA

## Barrier 4 Conclusions

- VBA is doing better than the other administrations on average in hiring disabled veterans (slide 34).
- Gains of disabled veterans are well below losses (slide 35), leading to inevitable decline.
- Non-disabled veterans older on average, face spike in separations (slide 36).
- Age of non-veterans hired is well below age of veterans, leading to longer service (slide 37).

## Barrier 5: Training

- Specific plans to train EEO staff in anticipation of turnover in EEO managers.
- Specific plans to gain competency in targeted recruitment.
- Specific plans to train managers to move up in anticipation of spike in retirement.

## Using VSSC for Part I Plans

**Listed below are the survey areas. You may either edit existing data or add new data to an unreported topic.**
**If no links show up in the table below to add/edit Part G, Part H or Part I, this means that you are not authorized to enter data.****Please contact Scott Schimetz at **_[Scott.Schimetz@med.va.gov](mailto:Scott.Schimetz@med.va.gov)_** or (763) 546-1764 if you have any questions.**
** ** **Each facility must prepare a SUMMARY report for their facility. ****The SUMMARY reports from subordinate facilities are automatically rolled up into an AGGREGATE report for each Region (VISNs, Areas, and MSNs). Regions are required to prepare a SUMMARY plan for their region which coordinates the efforts of their subordinate facilities. These regional reports are likewise automatically rolled up in an AGGREGATE report at the Administration level. Administrations then prepare a SUMMARY report which coordinates their regional efforts. The Administration reports are likewise automatically rolled up in the national AGGREGATE report. DM&EEO develops a VA-wide SUMMARY plan coordinating the Administration efforts. **

| Part G | Part H | Part I | Org Level | Sub level |
| --- | --- | --- | --- | --- |
| Edit | Data Entry | Data Entry | ### | ### |

## Roll-up of MD-715 Reports

*Summaries written by VHA*				To EEOC
- 						VA Summary
*	**	*		     VA Aggregate
- 				VHA Summary
- 		     VHA Aggregate
- 		VISN Summary
- 	VISN Aggregate                        *automated in VSSC*
- Facility Summary

- The VISN must prepare a Summary EEO Plan.  The Aggregate is not a plan.

## Generating Part I Reports

**MD-715 Part I **
**STEP 1:      Select Report Parameters:**
**Each facility must prepare a SUMMARY report for their facility. **
**	****The SUMMARY reports from subordinate facilities are automatically rolled up into an AGGREGATE report for each Region (VISNs, Areas, and MSNs). Regions are required to prepare a SUMMARY plan for their region which coordinates the efforts of their subordinate facilities. These regional reports are likewise automatically rolled up in an AGGREGATE report at the Administration level. Administrations then prepare a SUMMARY report which coordinates their regional efforts. The Administration reports are likewise automatically rolled up in the national AGGREGATE report. DM&EEO develops a VA-wide SUMMARY plan coordinating the Administration efforts. This SUMMARY is sent to EEOC.**

| Select Summary Level | Summary Level Selections | Select Staff Office | Select Aggregate Level |
| --- | --- | --- | --- |
| National Organizational VHA VISN  Station | 6 DURHAM          7 ATLANTA           8 BAY PINES      9 NASHVILLE |  | AGGREGATE SUMMARY |

## Pop Quiz

- Assume that White and Hispanic women are underrepresented in your main occupation.
- Can you conduct targeted recruitment for Black men and women?

## Pop Quiz

- Assume that White and Hispanic women are underrepresented in your main occupation.
- Further assume that the Best Qualified list for a position in this occupation has three applicants: a White male, a White female, and a Hispanic female.
- Which should you choose?

## Pop Quiz

- Assume that the age distribution of the leadership pipeline indicates an impending spike in turnover of older managers.
- Can you provide management training to younger managers so they will be ready to move up to those vacancies, thereby improving the diversity of your leadership?

## Pop Quiz

- Assume that the age distribution of employees with a targeted disability indicates an impeding spike in turnover.
- Can you set numeric goals for managers regarding the number of hires of new employees with a targeted disability?