VSSC Instructions for Generating Diversity Reports

The selection screens for the diversity reports on the VSSC site generally offer options for ten variables, called Steps. Your selections will be highlighted in blue.

Step 1 - Report Parameters.

You identify the year and month (the default is September of the current year, which is not yet available so you must select a valid date), plus the level of organizational coverage. The months up to last month are available for the current year; all months are availble for last year; and only September is available for previous years. You may select the following levels of data: National, VHA VISN, VBA Area, NCA MISN, Station, or Duty Station. If you select any level but National, the box to the right will display all the facilities at the selected level. If you hold down the Control key, you can make multiple selections from this box with your mouse to combine the data from various facilities. The data from multiple selections will be shown individually, plus a total, if you check the box to see the facilities broken out separately, it will list every single facility within your selection.

Step 2 - Organization

The default setting shows the blue selection bar on the top empty line, which means VA-wide data. To select data from a specific Administration or Staff Office, use your mouse to select the organization of choice. If you hold down the Control key, you can make multiple selections with your mouse to combine the data from various organizations. The data from multiple selections will be shown as a single count unless you check the box to see the organizations broken out separately. Choose Station 101 to get VACO data.

Step 3 - Occupational Code

The default setting is all occupations. If you want a specific occupation, and know the four digit code of an occupation, you can enter it in the box and click on "Click to Find" to jump directly to that occupation. Otherwise, scroll down to find the desired occupation. The list was developed by EEOC, and includes some occupations that are not used in VA. You may select more than one occupation by holding down the Control key and clicking on your selections. The data from multiple occupations will be shown as a single count unless you check the box to see the occupations broken out separately.

Step 4 - Pay Plan

The default setting is all pay plans. You may select an individual plan with your mouse, or multiple plans by pressing the Control key while making individual selections. The data from multiple selections will be shown as a single count unless you check the box to see the pay plans broken out separately. Regular Title 5 employees are the first two selections: General Schedule and Merit Pay. Note that there are two categories of SES. The Title 38 pay plans are generally preceded by a number, e.g., "7405 Physicians, Dentists AD/L."

Step 5 - Grade

The default setting is all grades. You may select individual grades with your mouse, or multiple grades by pressing the Control key while making individual selections. The data from multiple selections will be shown as a single count unless you check the box to see the grades broken out separately. Note that SES is a pay plan rather than a grade. Also note that some pay plans use grades that are not comparable with other plans, e.g., a Nurse level 1 is not the same as a GS-1. Click here for more detailed information on the leadership pipeline. Some pay plans use a grade of zero, including students and aides, SES, Purchase and Hire, Canteen Service, Consultants, and Administratively Determined salaries.

Step 6 - Appointment Type

The default is Permanent, but you may also select Temporary or "Both Perm and Temp." Appointment Type essentially indicates whether the appointment is time limited or extends indefinitely.

Step 7 - Non-Standard Options

The default settings meet EEOC standards for AEP Reports, and exclude Medical Residents, Manila Residents, and people in non-pay status.

Step 8 - Duty Base

The default setting is Full Time and Part Time. You may also select Intermittent, or choose all duty bases by clicking on the empty line at the top of the list. Duty Base essentially refers to the number of hours worked a week.

The defaults in Steps 6, 7, and 8 have been set to meet the data requirements of EEOC in the AEP Reports: full- and part-time permanent only, in pay status, and not a medical resident or a resident of Manila. Most diversity analysis is done on this population.

Many people outside HR have expressed confusion between Appointment Type and Duty Base. There are six permutations; the colored cells show the EEOC defaults:

Step 9 - Cost Centers

The default is all cost centers. This variable is not required in diversity reports, but was provided at the request of VBA. It is useful for tracking employment and diversity by budget categories. The data from multiple selections will be shown as a single count unless you check the box to see the cost centers broken out separately.

Step 10 - Submit

Select "Submit" to generate the report.

Data conflicts - WIST has certified that the VSSC diversity reports produce the same figures as the COIN PAID reports if similar parameters are selected (click here to see their memo). As a general rule, if there is a conflict between HR and diversity reports, it is only different parameters rather than a fundamental conflict. Both types of reports are taken from the same base data with the same software. Most HR reports show all employees. The defaults on the diversity reports can be easily changed to include all employees: in Step 6 choose Perm and Temp; in Step 7 unclick the exclusions of medical and Manila residents and select the empty line to choose both pay and non-pay status; and in Step 8 select the empty line to choose all duty bases. With these changes, the VSSC diversity reports will precisely match most COIN PAID reports. Not all COIN PAID reports use the same parameters, and the parameters are not indicated on the reports, so some care is needed in comparing the two types of reports.

Other Breakouts - The permutations of the diversity variables allow a very large number of different reports. But for some purposes other variables or other types of display are needed. If you cannot generate what you need on the VSSC site, contact WIST to request an ad hoc report.

More Information - Click here to see the DM&EEO handbook "Guide to Conducting Workforce Analysis." There are two video training films, "Guide to Conducting Workforce Analysis" and "Writing Affirmative Employment Program Reports." These videos should be available from your Satellite Training Coordinator, and are also available on a CD from your Administration's EEO Manager.