PART II Department/Agency: U.S. Department of Veterans Affairs Goal 1: Increase recruitment and hiring of individuals with disabilities Objective 1.1: Identify and publicize sources of applicants with disabilities. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Create lists of the top ten colleges and universities for the most populous job series, with contact information for the Disability Services office at each. FY 2011 VACO/VHA/VBA/NCA Lists for the most populous occupations (Medical and Nursing) were created and disseminated. for the other occupations will be created and shared with HR offices. Recruitment staff have an additional source of qualified applicants with disabilities and targeted disabilities. 2. Develop a system for maintaining an applicant file. FY 2012 VACO/VHA/VBA/NCA Work with OPM to create a model. Establish and share the model. Automating the applicant file will resumes to be shared with HR staff. 3. Continue to publicize the WRP and other sources of applicants with disabilities. FY 2011 VACO/VHA/VBA/NCA Articles have been published in the Newsletter and memorandums have been issued. The VA Disability Program web page provides links to sources of applicants. Establish centralized funding for WRP internships. Hiring officials and HR utilize the WRP and other sources.
disabilities, that goal will be 2% or 2.5% in FY 2012. The goal will be publicized in emails, newsletters, and at training events. will be emphasized and encouraged from the top down. Objective 1.6: Create a recruitment plan that targets all grade levels and occupations. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Identify sources of applicants with disabilities, including Disability Service Centers at colleges and universities. FY 2011 VACO ODI will identify sources and provide contact information. ODI staff will obtain contact information for the Disability Services office for the top ten colleges and universities for each major job series. VA will have a comprehensive list of sources of qualified applicants. 2. Seek input from the Administration staff. FY 2011 VACO/VHA/VBA/NCA The draft list will be shared with the Administrations for their input. Encourage each region to create their own list of local sources. All HR staff will have an appropriate list. 3. Disseminate the list, post on the web page. FY 2011 VACO/VHA/VBA/NCA The list will be shared with all VA HR staff. A Recruitment Outreach Plan will be printed and distributed. Update as needed. The list will be an official VA document and updated periodically. Objective 1.7: Create a hiring plan that targets all grade levels and occupations. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Identify pay levels and occupations where individuals with reportable FY 2011 VACO ODI staff will identify pay levels and occupations where individuals with reportable and targeted disabilities are not well represented. ODI and VACO’s Staffing Policy Office will decide on priority occupations to be
disabilities and targeted disabilities are not well represented. Report will be generated and discussed with VACO’s Recruitment and Placement Policy staff. suggested to the Administrations. 2. Set goals for hiring or promoting into these grades and occupations. FY 2012 VACO/VHA/VBA/NCA ODI will work with the Administrations to set goals. and guidance will be sent to HR staff and hiring officials. Progress will be reported quarterly to the Secretary and the Administration Heads. HR staff and hiring officials will understand the goals for their Administration and work to meet the goals. 3. Train Administration and field facility staff on using the on-line employee data system. FY 2010 and ongoing VACO/VHA/VBA/NCA Identify job series with a low ratio of employees with targeted disabilities. Monitor hiring on a quarterly basis by job series. Conduct the trainer” sessions quarterly. Administrations and facilities will be aware of areas needing more vigorous recruitment. Objective 1.8: Increase the use of the Schedule A appointment authority. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Write a description of the Schedule A process, with Q & As. Post to the Disability web site. FY 2011 VACO/VHA/VBA/NCA Document is completed and posted. The Administrations will share with their HR staff and hiring officials. Will create a better understanding of the Schedule A appointment authority. 2. Provide Schedule A training to HR staff. FY 2011 VACO/VHA/VBA/NCA Schedule A is included in the monthly HR conference call. Face to face overview training for VA’s 3,300 HR staff will be conducted. Email reminders are sent quarterly. LMS module on Schedule A will be funded and created. Will create a knowledgeable of HR staff.
3. Provide Schedule A training to hiring officials. FY 2012 VACO Continue to include articles in ODI’s Bi-monthly Newsletter Obtain funding to create a Learning Management System module on Schedule A. All SES level managers had basic training in FY 2010. Hiring officials will understand the benefits of the Schedule A authority. 4. Ensure that people with disabilities - Schedule A language is included in job announcement. FY 2011 VACO/VHA/VBA/NCA Agree on boilerplate language. Disseminate to all HR offices. Monitor job announcements to ensure that the required language is included. All VA job announcements will invite people with disabilities to apply and link to an explanation of Schedule A. 5. Track and publicize results FY 2011 VACO/VHA/VBA/NCA Schedule A hires will be tracked and reported on a quarterly basis. Best practices have been and will be described in ODI’s bimonthly Newsletter. VA components will compete for recognition of best practices and high employment rates. Objective 1.9: Create Appropriate and Clear Job Announcements Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Review job announcement boiler plates of the most populous occupations in VA. 2015 VACO/VHA/VBA/NCA Eliminate physical requirements when possible, add “with accommodation when necessary” when possible. Distribute any revised “boiler plates.” Promote the use of the revised announcements. All VA job announcements will welcome individuals with disabilities and make any physical requirements clear. 2. Ensure that job announcements are clear on the required qualifications, 2012 VACO/VHA/VBA/NCA Review announcements to ensure that when physical requirements, such as lifting, are essential to the job, they are clearly stated. Applicants will understand what is needed to perform the essential functions of the
especially any essential physical requirements. Include disability accommodation language. Distribute any revised “boiler plates.” Promote the use of the revised announcements. position and how to request accommodation. Objective 1.10: Promote the use of the SF 256 (Self Identification of Disability). Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Create a cover memo describing the use and benefits of completing the SF 256. FY 2011 VACO/VHA/VBA/NCA Draft the memo Obtain agreement on the language. Disseminate with the SF 256. There will be an increase in new employees who complete the SF 256. 2. Identify a method for distributing to all employees and allowing them to update their (note- VA does not have Employee Express) FY 2012 VACO/VHA/VBA/NCA Research options for dissemination and for employees to update information. Implement There will be an increase in current employees who complete the SF 256. Objective 1.11: Hire a National Selective Placement Coordinator (NSPC). Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Staff was hired and started January 3, 2011. FY 2011 VACO Publicize the contact information for the VA SPC. Add information to the web site. Include in the recruitment brochure. Schedule A applicants and other applicants with disabilities will know who to contact in VA. 2. Train the NSPC. FY 2011 VACO Send the VA SPC to training offered by EEOC and DoD. The VA SPC will have a good understanding of the
Ensure that the NSPC attends conference calls and other training events. Schedule A process and be ready to respond to questions. Department/Agency: U.S. Department of Veterans Affairs Goal 2: Increase retention and development of employees with disabilities. Objective 2.1: Monitor and address terminations. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Monitor terminations of permanent employees and report to the Secretary and Administrations quarterly. FY 2011 VACO/VHA/VBA/NCA Create format for annual report. Obtain agreement on format and key information. Write a cover memo and begin issuing the report. Termination data is collected and analyzed. Senior officials understand the most frequent reasons for terminations. 2. Develop plan to have the LRAC review proposed terminations to ensure that disability accommodations were considered when appropriate. FY 2012 VACO/VHA/VBA/NCA Intervention plan is drafted and discussed. Finalize and disseminate the plan. Provide training to HR, EEO and LRACs. Create a understanding of situations where intervention and disability accommodation are appropriate. 3. Implement plan and monitor results FY 2012 and ongoing VACO/VHA/VBA/NCA Provide quarterly updates. Modify the plan as needed, based on results. Decrease the number of terminations which can be avoided by providing appropriate accommodations. 4. Develop plan, based on termination data, to address other FY 2013 VACO/VHA/VBA/NCA Intervention plan is drafted and discussed. Finalize and disseminate the plan. Create a joint understanding of situations where intervention is appropriate.
reasons for termination. Provide training to HR, EEO and LRACs. 5. Implement plan and monitor results FY 2013 VACO/VHA/VBA/NCA Provide quarterly updates. Modify the plan as needed, based on results. Decrease the number of terminations. Objective 2.2: Reduce Terminations of Employees with Mental Illness. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Initiate a dialogue to identify solutions. FY 2013 VACO/VHA/VBA/NCA Enlist assistance from VHA’s Mental Health staff. Obtain EEOC approval of the guidance. Finalize and disseminate. Provide training to HR, EEO and Action plan(s) are identified 2. Create VA guidance for supervisors on interacting with employees with mental illness. (Note: A high ratio of VA’s employees have mental illness, and many are Veterans.) FY 2013 VACO/VHA/VBA/NCA Enlist assistance from VHA’s Mental Health Obtain EEOC approval of the guidance. Finalize and disseminate. Provide training to HR, EEO and LRACs. Guidance is created, based on practices which were effective. Objective 2.3: Increase participation of employees with disabilities in training and mentoring programs. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Create awareness to increase participation of employees with disabilities in FY 2011 VACO/VHA/VBA/NCA Identify all VA training programs and the criteria for each. Determine whether slots can be set aside for this group. Increase in the number of employees with disabilities who pursue internal training opportunities, especially for developmental training.
internal training programs. Inform supervisors of the need to nominate employees with disabilities. 2.Increase participation of employees with disabilities in VA mentoring programs FY 2012 VACO/VHA/VBA/NCA Determine what mentorship opportunities are available to VA employees. Determine requirements for mentorship (mentors and mentees). Ensure mentorship programs are disseminated VA-wide and that employees with disabilities participate. Increase in the number of employees with disabilities who participate in internal mentoring opportunities. 3. Educate VA staff on the distinction between goals for employees with disabilities (re training and mentoring programs) and discrimination. FY 2012 VACO/VHA/VBA/NCA Articles and memorandums will be prepared and issued. The topic will be included in training and conference calls. Improved acceptance of VA’s goal to increase the number of employees with disabilities who participate in training and mentoring 4. Monitor the composition of participants in training and mentoring programs. FY 2012 and ongoing VACO/VHA/VBA/NCA Use the VA National Database for Interns (VANDI) to track participation in internships and fellowships. Track and report participation rates. Will have the ability to monitor results. 5. Encourage VA offices to provide a “buddy” for new FY 2012 and ongoing VACO/VHA/VBA/NCA Create guidance for VA offices on appointing a buddy for a new employee. New employees feel welcomed and have a better impression of VA.
fellowships sponsored by VA. Track and report participation rates. 3. Make any needed changes indicated by the data. FY 2014 VACO/VHA/VBA/NCA Create a team to brain storm ideas for addressing any barriers identified. Chose a plan of action and implement. An increase in the number of employees with disabilities and targeted disabilities who participate in internships and fellowships. Objective 2.7: Promote the provision of reasonable accommodation for individuals with disabilities. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. A contract was signed in September, 2010. ODI is meeting weekly with the contractor to customize the system to meet VA requirements. FY 2011 VACO/VHA/VBA/NCA ODI and Administration representatives meet weekly with the contractor. The system will allow employees and applicants to enter requests. ODI and the Administrations will monitor requests and prod offices that are slow in responding in a timely manner. VA will have an automated system for tracking disability accommodation requests. 2. A user manual will be created by the contractor and modified (if necessary) by VA. FY 2011 VACO/VHA/VBA/NCA The user manual will provide instruction in the use of the system and incorporate VA procedures. The manual will be in plain English and user friendly. Managers and Local Reasonable Accommodation Coordinators will have written guidance for using the automated system. 3. Training will be conducted on the use of the system. FY 2011 VACO/VHA/VBA/NCA VACO will provide “train the trainer” sessions. Local Reasonable Accommodation Coordinators
Each Administration will their Local Reasonable Accommodation Coordinators. will understand how to use the automated system. 4. The system will be implemented. FY 2011 VACO/VHA/VBA/NCA Systems Administrators will be on call to report any glitches to the contractor. The contractor will fix any glitches. ODI and the Administrations will monitor requests and prod offices that are slow in responding in a timely manner. Requests for accommodations will not be overlooked or ignored. Objective 2.8: Encourage the Use of Telework and Flexible Schedules as a Disability Accommodation. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Work with the Telework Office staff to include disability issues in the new guidance based on the Telework Enhancement Act. FY 2011 VACO/VHA/VBA/NCA Specify when Telework should be allowed. If possible, include scenarios. Official VA guidance will inform managers that employees with disabilities should be allowed to telework when their work can be performed from home. 2. Create guidance for supervisors and Local FY 2012 VACO/VHA/VBA/NCA Guidance is created jointly with the Administrations. LRACs will be able to remind managers of the need to allow telework. Data will show results.
Reasonable Accommodation Coordinators. Obtain support for annual reporting of Telework used. 3.Publicize Flexiplace and Flexitime as options. FY 2012 VACO/VHA/VBA/NCA Guidance is created jointly with the Administrations. Obtain support for annual reporting of Telework used. VA increases the use of Flexiplace and Flexitime as disability accommodations. Objective 2.9: Create Blanket Purchase Agreements (BPAs) for accommodations not provided by DoD’s CAP. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Procurement Office will determine how BPAs can be created. FY 2012 VACO ODI and the Office of Procurement Services met to explore options. BPAs will allow purchases to be made more quickly than the current process. BPAs will be created for the most common accommodation purchases not provided by CAP. 2. Roll out the BPA strategy FY 2012 VACO/VHA/VBA/NCA EEO Officers and Local Reasonable Accommodation Coordinators will be trained in using the BPAs. A higher ratio of requests for accommodation will be filled within 30 calendar days. Objective 2.10: Create a system for reassignment when accommodation is not effective. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. Design a VA system for streamlining reassignments so that they receive priority FY 2013 VACO/VHA/VBA/NCA Obtain from Navy information on their system. Establish guidance for prioritizing reassignments. Create a manual system. Create a VA system for streamlining reassignments so that they receive priority consideration. (Like ICTAP)
A master list will be prioritized Objective 5.4: Include disability program goals in the agency’s Strategic Plan. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. The hiring goal for individuals with targeted disabilities and for individuals with disabilities shall be referenced in the workforce component of the VA Strategic Plan. FY 2014 VACO Provide draft language to the Office of Strategic Planning. Negotiate the language as needed. VA hiring officials will be aware of the goals for hiring qualified individuals with disabilities and targeted disabilities. Note: VA’s strategic plan is a four year document. The current plan is for FY 2011 – 2015. 2. The current VA Strategic Plan will continue to refer to the ODI Strategic Plan, which includes the 2% on board goal. Completed VACO The 2% on board goal for individuals with targeted disabilities will be in the performance plans of SES level officials. An increase in hiring of individuals with targeted disabilities in the last half of FY 2011 and during FY 2012. Objective 5.5: Include disability program goals in the agency’s Human Capital Strategic Plan. Strategic Activity Timeframe Driver/Contact Info Planned Activities Performance Outcomes 1. The hiring goal, the on board goal, and the promotion goal for individuals with targeted disabilities and for individuals with disabilities will be added to the FY 2012 VACO Provide language to the Office of Strategic Planning. b. Negotiate the language as needed. VA hiring officials will be aware of the requirement to hire, promote, and retain qualified individuals with disabilities and targeted disabilities.
2. Obtain guidance from OPM on how to approach employees with disabilities for input on strategies. FY 2012 VACO Find an approach which balances the need to respect the privacy of the disability information with the need to obtain input. The identified approach will be implemented. Management/leadership strategies include consideration of disability issues. Note: OPM recommended exit surveys, but surveying current employees has historically generated more useful results.