VHA Staffing Update Access Operations- Staffing Report August 21, 2015 VHA Office of Workforce...

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VHA Staffing Update

Access Operations- Staffing ReportAugust 21, 2015

VHA Office of Workforce Services/Workforce Management and Consulting

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Status of VHA Recruitment Activity

• VHA continuously recruits for positions that become vacant as a result of turnover as well as new positions being added to the workforce to meet patient care needs.

• VHA FY14 Turnover Rate is 8.95% – Includes Retirement Rate of 2.9% and Quit Rate of 4.3%– Favorably compares to 18.8% quit rate and 30% total turnover rate among the health care and social services

industry (Bureau of Labor Statistics, 2014)– In recent years, VHA has grown ~4% annually to meet Veteran health care needs

Definitions:* This does include the 9,519 vacancies waiting authorization to recruit.Recruitment Activity Rate: Total active and pending recruitment actions divided by the sum of onboard employees plus total recruitment actions. Because VHA does not have a position management system to verify and track total approved positions, the Recruitment Activity Rate is a proxy for vacancy rate. Active Recruitment represents recruitment actions that have an approved SF-52 recruitment.Pending Recruitment represents recruitment actions entered in WebHR not approved by a hiring official. Turnover Rate represents the number of total losses from VHA for the year (not including internal transfers) divided by the average number of onboard employees for the year.

Source: WebHR as of August 11, 2015 and FY14/F15 PAID data

Monthly Stand Up Reporting

1/6/15 2/10/15 3/10/15 4/7/15 5/12/15 6/9/15 7/14/15 8/11/15

*Total Vacancies 42,520 46,051 48,457 50,486 51,905 50,343 49,658 49,126

Title 5 12,829 13,385 13,951 14,435 14,786 14,319 14,497 14,469

T38 and T38H 29,691 32,666 34,506 36,051 37,119 36,024 35,161 34,657

Physician 3,433 3,812 4,031 4,152 4,379 4,337 4,403 4,235

Nurse 8,808 9,539 10,070 10,471 10,748 10,309 10,439 10,219

Vacancy Activity Rate(%)* 12.3 13.2 13.8 14.2 14.5 14.1 13.9 13.7

Active Recruitment 36,846 39,002 40,967 42,873 44,159 42,770 41,918 41,374

Pending Recruitment 5,674 7,049 7,490 7,613 7,746 7,573 7,740 7,752

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VHA Hiring and Net Onboard Increase

• From August 1, 2014 to July 31, 2015: • VHA hired 39,745 employees for a net onboard increase of 13,221

employees, or a 4.5% increase • In Select Critical Occupations*, VHA hired 20,549 employees for a

net onboard increase of 8,972 or a 6.4% increase

*Select Critical Occupations are defined as the top 10 critical occupations in the 2015 VHA Workforce Planning Report: Nurse, Physician, Pharmacist, Psychologist, Medical Technologist, Diagnostic Radiology Technician, Physician Assistant, Physical Therapist, Human Resource Management, Occupational Therapist, as well as three additional occupations: Medical Support Assistance, Medical Supply Aide and Technician, and Custodial Worker.


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FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014July

FY 2015

Onboard Employee

211,091

218,263

239,246

253,079

262,713

269,908

277,152

288,828

298,764

310,176

Onboard Employee Growth

1.90% 3.40% 9.60% 5.80% 3.80% 2.70% 2.70% 4.20% 3.40% 3.82%

• Growth from 2006 to 2014 was 41.5%• Growth from 2009 to 2014 was 18.0%

Source: WebHR as of August 11, 2015 and FY14/FY15 PAID data

FY06 FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15 -

50,000

100,000

150,000

200,000

250,000

300,000

350,000

VHA Onboard Employees

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VHA Recruitment Activity

-

10,000

20,000

30,000

40,000

50,000

60,000

41,374

29,835

11,539

7,752

4,822

2,930

Pending Recruitments

Active Recruitments

49,126 34,657 14,469

• Active Recruitment: Vacancies with a recruitment action that have an approved SF-52 for recruitment • Pending Recruitment: Vacancies with a recruitment action entered in WebHR not approved by a hiring official.


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Recruitment Activity Rate Compared to Current Onboard by VISN

• Recruitment Activity Rates range between 8% (VISNs 2 & 3) and 20% (VISN 7).• VISNs 5, 7, 15, 17, 18, 20, 21, and 22 have recruitment activity rates of 17% or higher.

Onb

oard

Em

ploy

ees

V01 V02 V03 V04 V05 V06 V07 V08 V09 V10 V11 V12 V15 V16 V17 V18 V19 V20 V21 V22 V23 -

5,000

10,000

15,000

20,000

25,000

30,000 Recruitment ActionsOnboard

16%

8% 8% 18%

16%20% 15%

13%11% 9%

11% 17%12%

18% 18%15%

18%18%

17%

10%10%


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Recruitment Activity Rate Compared to Current Onboard for Select Critical Occupations

Onb

oard

Em

ploy

ees

0180 Psychol-

ogy

0201 Human Resources

Management

0602 Physician

0603 Physician's Assistant

0610 Nurse 0622 Med-ical Supply

Aide and Technician

0631 Oc-cupational Therapist

0633 Physi-cal Therapist

0644 Medi-cal Tech-nologist

0647 Diag-nostic Radio-

logic Tech-nologist

0660 Pharma-

cist

0679 Med-ical Sup-

port Assis-tance

3566 Cus-todial

Worker

-

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

20,000

Recruitment Actions Onboard

18%12%

15%

14%

17% 13% 11%12% 13%

19%

12%13%

21%

24,070 63,352


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VHA Hires and Losses by Month

ACTION

FY 2014 FY 201512-MONTH

CUMULATIVEAUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL

ONBOARD 297,569 298,764 299,592 301,154 301,824 302,189 303,093 304,488 305,564 307,430 308,271 310,176 N/A

NET ONBOARDINCREASE

614 1,195 828 1,562 670 365 904 1,395 1,076 1,866 841 1,905 13,221

• Net Onboard Increase is the most important element as it reflects the increase in available workforce based on actual onboard at the end of the time period. In addition to hires and losses, it also reflects changes associated with pay and duty status, and at the occupation level, changes from one occupation to another. The count at the end of the period reflects actual head count and is not impacted by delays in coding hires and losses.

Actio

ns

AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL0

1,000

2,000

3,000

4,000

5,000

HIRES

LOSSES

NET INCREASE IN ONBOARD


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Physician Hires and Losses by MonthAc

tions


50

100

150

200

250

300

350

400

450

500

HIRES

LOSSES



ACTION

FY 2014 FY 201512-MONTH


ONBOARD 23,008 23,208 23,289 23,400 23,425 23,487 23,546 23,631 23,680 23,741 23,784 24,070 N/ANET

ONBOARDINCREASE

114 200 81 111 25 62 59 85 49 61 43 286 1,176


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Nurse Hires and Losses by Month


200

400

600

800

1000

1200

HIRES

LOSSES


Actio

ns


ACTION

FY 2014 FY 201512-MONTH


ONBOARD 60,123 60,475 60,787 61,108 61,237 61,444 61,674 62,041 62,382 62,803 63,010 63,352 N/ANET

ONBOARDINCREASE

305 352 312 321 129 207 230 367 341 421 207 342 3,534


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Correlation of Recruitment Activity to Mental Health Wait Times by VISN

With an average facility recruitment activity rate of 16.0% (sd = 7.0%) and average mental health wait time (MHWT) of 4.3 days (sd = 3 days), the correlation analysis reveals a small positive, but statistically significant correlation, r = 0.174, p < .05, indicating that higher recruitment activity rates are associated with slightly longer wait times. Those with recruitment activity rates below 16% averaged 3.8 days MHWT, while those at or above 16% averaged 4.9 days.

V01 V02 V03 V04 V05 V06 V07 V08 V09 V10 V11 V12 V15 V16 V17 V18 V19 V20 V21 V22 V230

1

2

3

4

5

6

7

8

9

0%

5%

10%

15%

20%

25%

30%

Mental Health Wait Time (Days)Recruitment Activity %


Recr

uitm

ent A

ctivi

ty %

Men

tal H

ealth

Wai

t Tim

e (D

ays)

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Correlation of Recruitment Activity to Primary Care Wait Times by VISN

V01 V02 V03 V04 V05 V06 V07 V08 V09 V10 V11 V12 V15 V16 V17 V18 V19 V20 V21 V22 V230

2

4

6

8

10

12

14

0%

5%

10%

15%

20%

25%

30%Primary Care Wait Time (Days)Recruitment Activity %


With an average facility recruitment activity rate of 16.0% (sd = 7.0%) and average primary care wait time (PCWT) of 7.0 days (sd = 5.7 days), the correlation analysis reveals a small positive, but statistically significant correlation, r = 0.228, p < .05, indicating that higher recruitment activity rates are associated with somewhat longer wait times. Those with recruitment activity rates below 16% averaged 6.2 days for the average MHWT, while those at or above 16% averaged 8.0 days.

Prim

ary

Care

Wai

t Tim

e (D

ays)

Recr

uitm

ent A

ctivi

ty %

13

AugSe

p OctNov

Dec Jan

Feb

MarApr

May

Jun JulAug

Sep Oct

NovDec

Jan 2016

Feb

MarApr

May

Jun JulAug

Sep

0

1000

2000

3000

4000

5000

6000

7000

8000

9000

10000

11000

4881

1572

6453

Clinical Hires MSA + VACAA Support Total HiresTarget:10,682

Cumulative VACAA Hires (August 1, 2014 – July 31, 2015)

Data Sources: WebHR for identification of VACAA hires and hiring actions in progress and PAID data for information about hires onboard, losses, and net onboard increases. Data Current as of July 31, 2015.

VHA medical facilities project hiring 10,682 FTEs by September 30, 2016 as a result of VACAA. As of July 31, 2015, VHA has:

• 6,453 VACAA hires onboard (6,225 FTE = 58% of Target)• 4,881 Clinical Providers (e.g., physicians, nurses)• 1,379 Medical Support Assistance (MSA)( e.g., Schedulers)• 193 VACAA Support (e.g., program support assistants and medical reimbursement technicians)

• 3,896 VACAA recruitment actions in progress (i.e., prior to onboarding)

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VACAA Hiring by Practice Area (August 1, 2014 – July 31, 2015)


Primary Care Specialty Care Mental Health0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

2,063

3,336

1,054

1,080

1,925

891

VACAA Hires Onboard VACAA Recruitment Actions in Progress VACAA FTE Hiring Target

Includes Women’s Health and Gastro

Hir

es

2,809

5,783

2,090

(2,020 FTE)(3,169 FTE)

(1,036 FTE)

15

0

2000

4000

6000

8000

10000

12000

14000

16000

908 1603364

1379 1612 193

2,272

5,878

1,366

2,427

6,952

13,561

7,481

1,730

3,806

8,564

322 301 607

PA PT Psych0

100

200

300

400

500

600

700

88 63243

234 238

364322 301

607

Total VHA Hires(August 1, 2014 – July 31, 2015)


* Top 5 shortage occupations

Since August 2014, VHA has hired 39,745 employees achieving a net onboard increase of 13,221 employees, of which, 6,453 are VACAA hires currently onboard.

VACAA Hires: 6,453 Non-VACAA Hires: 33,292

All VHA Hires: 39,745

3,180

VACAA Onboard Hires and Targets by VISN (August 1, 2014 – July 31, 2015)

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Data Sources: WebHR for identification of VACAA hires and hiring actions in progress and PAID data for information about hires onboard, losses, and net onboard increases. Data Current as of July 31, 2015.*FTE Hires Onboard will be lower than the head count for Hires Onboard due to the small portion of VACAA hires who are part-time or intermittent.

V1 V2 V3 V4 V5 V6 V7 V8 V9 V10 V11 V12 V15 V16 V17 V18 V19 V20 V21 V22 V23 VHA Total

Hires On-board (Head Count)

154 59 118 549 156 220 274 421 355 184 314 295 388 623 264 223 275 333 451 480 317 6453

Hires On-board* (FTE)

148.975

55.275

111.9 529.105

146.35

216.5 264.575

413.525

337.675

177.025

302.25

279.5 359.65

604.805

258.8 220.5 268.55

316.65

439.6 469.825

303.75

6224.785

FTE Hir-ing Tar-get

275.5 75.8 176.3 559.6 314.8 490.4 588.1 794.8 607.1 300.5 410.8 379 563.8 946.7 478.8 566.8 370.9 649.8 906.9 816.2 409.5 10682

50

150

250

350

450

550

650

750

850

950

Hir

es

On

bo

ard

The VACAA FTE targets (both for VISN and overall) are dynamic numbers that will change as medical facilities update their requirements based upon evolving conditions in the field. Measurement of the utility of VACAA resources is a function of medical professionals and support staff hired, expenditure of the VACAA funds provided, and patient care outcomes. A deep dive by facility is being conducted to identify and contact facilities that are not making good progress toward their hiring targets.

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Ongoing StrategiesSpecial Emphasis Areas:

• Training HR and Hiring Managers on utilization of Title 38 Non-Competitive Hiring flexibility and Enhanced Physician Hiring and Onboarding Model– Shared best practices with ND on 8/13/15, MCD on 8/14/15 and CMO on 8/17/15..– Shared Non-Competitive Hiring Flexibility with HR Community during monthly HR calls and daily communication with the field– Trained HR Community and Hiring Managers on conversion of Residents into VA employees

• Direct HR support to challenged sites (HR3) • VACAA Hiring Initiative • National Recruitment Program (NRP) engagement with local level recruiters• WebHR data validation

Recruitment and Staffing Efforts:• NRP has increased targeted recruitment efforts for mission-critical clinical vacancies that directly impact and, once filled, will improve access to care (e.g.,

primary care, mental health, and critical medical subspecialties). • Working to expand and ensure recruitment incentives/benefits are fully leveraged• Creating job ads to be posted on multiple external web-based sites• Coordinating recruitment for rural/ highly rural facilities with VISN Rural Consultants (VRC). • Accessing archived requisitions via USA Staffing to identify non-selected, but qualified, applicants to initiate recruitment prospecting. • Re-launched “Recruiter University,” which is a virtual training effort that teaches the advanced recruitment techniques, components, and disciplines of the

national recruitment competency model to members of the VHA recruitment community (HR, Nurse, Pharmacy, etc.) Marketing/Advertising Outreach Plan

• Implement an aggressive, multi-faceted, sustained, national marketing and outreach campaign to include targeted recruitment to areas which we have identified as challenged recruitment areas (rural and highly rural markets, psychiatry, gastroenterology, etc.).

• Direct mail and voicemail marketing to candidates in challenged regions• Expand coverage of health care occupations as part of the current social media outreach• Implemented the Recruiter’s Toolkit nationwide (provides resources for recruiters at all levels)• Ad placement and resume mining on the regional/state online sites for professional healthcare providers• Exhibit at conferences and meeting where we have established previous success and to continue to highlight recruitment needs at these events

VHA Staffing Update Access Operations- Staffing Report August 21, 2015 VHA Office of Workforce...

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