Affirmative Action Planner

Transcription

1 Ivy Tech Community College Affirmative Action Planner Training Workbook

2 Table of Contents Introduction... 1 Workbook Revision History... 1 Create Excel File... 2 Importing Data... 6 Review Employee Data Workforce Analysis Assign Job Groups Job Group Analysis Install Census Areas Custom Census Areas Hires within the Region Percentage of Hires Availability Analysis Availability Analysis Reasonable Recruitment Weighting Availability Analysis Promotable Weighting Setting up Factors Availability Analysis Promotable Weighting Setting up Components Availability Analysis Value Weights Incumbency Narrative ii

3 Introduction Annually each campus is required to file an Affirmative Action report that includes a narrative and supporting data designed to satisfy the equal employment opportunity/affirmative action responsibilities under Executive Order This workbook was written to provide the steps necessary to extract the required data from Banner HR and import it to the Affirmative Action Planner software to complete the required analyses. The narrative portion of the report is not part of this workbook. Workbook Revision History Version Date Revision 1.0 February 2012 Initial Workbook for Affirmative Action software use. 1

4 Create Excel File 1. Prepare the Excel file to import the data into the AA Planner Software. a. Run the month end download and save a copy in Excel. b. Narrow down a copy of the month end download to the population that will be used for the affirmative action plan. Remove the employee groups that are not used. Count employees only once using the following methodology. 1. Full time 2. Adjunct 3. Part Time Regular 4. Part Time Temporary c. If an employee has multiple assignments, count the assignment code that is first in the list. Ex: Adjunct and Part Time Regular, count the adjunct assignment. d. Open a new Excel workbook and create the column headings as listed in the affirmative action field name. Note the headings need to be in the order shown because this is the order the AA Planner software needs in order to import the data and run the reports correctly. The corresponding month end download fields are listed as well as the translation to be used in the AA Planner Field. AA Planner Field Name Month End Download Field Translate Month End Field Other Notes Last Name First Name Emp ID Last Name First Name ID Race Race White Black Hispanic Asian Am Indian Other NHOPI Multiracial W B H A I O P S Sex Gender Description Female Male F M Grade Assignment Grade GVS No data for this column 2

5 AA Planner Field Name Month End Download Field Translate Month End Field Other Notes Wage No data for this column Wage Type No data for this column Department Home Organization Description Org Hier Code Home Organization Description Super? No data for this column Job Title Position Title I/E Status No data for this column I/E Facility No data for this column Job Group Code Position Class ADEX ADFA ADMNT ADPRO ADTEC AJNCT FAFEL FAFT HRCL HRMNT HRTEC PAMNT PAOFC PAPRO PATEC PHCL PHMNT PHPRO PHTEC 3 H10 H20 H70 H30 H50 H20 H20 H20 H40 H70 H50 H70 H10 H30 H50 H40 H70 H30 H50 Use Alphanumeric Code Ex: H10

6 AA Planner Field Name Month End Download Field Translate Month End Field Other Notes Job Group Code (con t) TWFT UNOFC UNPRO H20 H10 H30 Use Alphanumeric Code Ex: H10 JG Name Position Class ADEX ADFA ADMNT ADPRO ADTEC AJNCT FAFEL FAFT HRCL HRMNT HRTEC PAMNT PAOFC PAPRO PATEC PHCL PHMNT PHPRO PHTEC TWFT UNOFC UNPRO EEO Code Position Class ADEX ADFA ADMNT ADPRO ADTEC AJNCT FAFEL FAFT HRCL HRMNT Executive/Administrative Faculty Service/Maintenance Professional Technical/Paraprofessional Adjunct Faculty Faculty Faculty Clerical/Secretarial Service/Maintenance Technical/Paraprofessional Service/Maintenance Executive/Administrative Professional Technical/Paraprofessional Clerical/Secretarial Service/Maintenance Professional Technical/Paraprofessional Faculty Executive/Administrative Professional H10 H20 H70 H30 H50 H20 H20 H20 H40 H70 Use Description Ex: Executive/Administrative Use Alphanumeric Code Ex: H10 4

7 AA Planner Field Name Month End Download Field Translate Month End Field Other Notes EEO Code (Con t) Position Class HRTEC PAMNT PAOFC PAPRO PATEC PHCL PHMNT PHPRO PHTEC TWFT UNOFC UNPRO H50 H70 H10 H30 H50 H40 H70 H30 H50 H20 H10 H30 Use Alphanumeric Code EX: H10 Census Code No data for this column City City State State Province Zip Postal Code Hire Date Original Hire Date Job Date Effective Date Grade Date No data for this column Other1 Position Class Code Other2 No data for this column Other 3 No data for this column Other 4 No data for this column Count No data for this column Facility Code No data for this column Emp Type Position Employee Class AD AF FT FT Use either FT or PT 5

8 AA Planner Field Name Month End Download Field Translate Month End Field Other Notes Emp Type (con t) Position Employee Class FA HR TF AJ PA PH FT FT FT PT PT PT Use either FT or PT SSCG No data for this column e. When all the necessary data is in the new Excel file, save it as a comma delimited file (.CSV). This is the file type needed to import the data into the AA Planner software. Importing Data 2. Importing the data into the AA Planner Software a. Open the AA Planner Software and create a new facility by clicking the button labeled Add. b. Complete the Facility Name field using the campus description and date range of the affirmative action year. c. Complete the Work Folder fields, then click the button labeled save. 6

9 d. Click the button labeled Employee, then choose File, Import. e. The Folder location and File Name is the location the Excel file was saved to on the computer. f. Make sure the file type is Comma Delimited (.CSV). g. Treatment of Current Data is set to Add To h. Check the box labeled Treat the first record as a header line and do not import it. i. Then click the button labeled Import. j. AA Planner displays a message stating either the number of records that were imported, or that there were import errors. If there were no import errors proceed to step 3. To view the errors, click the button labeled Yes. 7

10 k. To correct the errors, open the original Excel file and make the necessary changes. Save the file as a CSV file to re-import into the software. 8

11 l. When re-importing data change the Treatment of Current Data drop down box to Clear Codes and Replace. This option will erase all existing employee data for the facility. AA Planner also erases all existing Job Groups, EEO Codes, Census Codes, and Grade Sort Values on its tables and replaces them with codes from the import file. Note: If Erase and Replace is chosen instead, some of the data is retained in the AA Planner software and could cause reporting issues. Erase Codes erases all existing employee data for the facility, but retains the Job Groups, EEO Codes, Census Codes, and Grade Sort Values existing on its tables. 9

12 Review Employee Data 3. Review Employee Data and Add Census Codes a. Click the tab labeled View One b. Review the Employee data shown and make any necessary corrections such as Race, Sex, Job Grade Sort Value, Emp Type, Department, Job Title, Job Group, EEOC Code. c. Click the Census Code Drop Down box to view the listing of available Census Codes. When the Census Code is entered the Census Title automatically populates. Click the Save button and continue for each individual in the file. Census codes categories are assigned based on the employee s job title and job duties. 10

13 d. Review the example table of the most commonly used Census Codes by job title. Employees Job Title Census Code Census Title Chancellor 001 Chief Executives Faculty Administrative 023 Education Administrators Faculty 9 month, 12 month, Adjunct 220 Postsecondary Teachers Executive Director of Finance 012 Financial Managers Executive Director of Human Resources 013 Human Resource Managers Financial Aid Clerk 586 Office Clerks, General Secretary 570 Administrative Assistant 570 Secretaries and Administrative Assistants Secretaries and Administrative Assistants Student Advisor 200 Counselors Maintenance Tech 734 Maintenance and Repair Workers, General Financial Aid Coordinator 091 Loan Counselors and Officers 11

14 Note: Job titles that are exactly alike will be assigned the same Census Code and Census Title automatically by the software. To differentiate Census Codes for the same Job Title, update the Job title to something that is different from the others. 12

15 Workforce Analysis The Workforce Analysis report aggregates employees by department and job title, calculates race and sex by job title within each department and orders job titles within the department by wage range from lowest to highest. Individual employees are not listed on this report. 4. Preparing the Work Force Analysis Report a. Click the button labeled Org Profile (the data will take a few seconds to load) b. Click the tab labeled WFA View All, review the data for each department c. Click either the arrow, or use the drop down box to change departments 13

16 d. Click the tab labeled Print Options. In the section labeled Reports to Print, check the box labeled Work Force Analysis. In the section labeled Departments to Print, highlight the radio button labeled All, Including Summary Page. To view the reports before printing them, click the button labeled Preview the reports on screen. When the reports are ready to be printed, click the button labeled Print. Assign Job Groups 5. Assign Job Groups a. This step can be skipped. The job group codes were already assigned in Step 3 Reviewing Census Data and Add Census Codes. b. To view the data, click the button labeled Assign JGs. 14

17 Job Group Analysis The Job Group Analysis report aggregates employees by job group and job title, calculates race and sex by job title with each job group and orders job titles by wage range from lowest to highest. Individual employees are not listed on this report. 6. Job Group Analysis Report a. Click the button labeled JGA (the data will take a few seconds to load) b. Click the tab labeled View All c. Click either the arrow, or use the drop down box to change departments d. Click the tab labeled Print Options. In the section labeled Reports to Print, check the box labeled Job Group Analysis. In the section labeled Job Groups to Print, highlight the radio button labeled All, Including Summary Page. In the section labeled Counts to Print, highlight the radio button for the Total, Female, and Total Minority only. To view the reports before printing them, click the button labeled Preview the reports on screen. When the reports are ready to be printed, click the button labeled Print. 15

18 Install Census Areas 7. Installing Census Areas The Census areas are the locations the region recruits/advertises within for its open positions. a. Click the button labeled Census b. Click the button labeled Install/Load a census area c. Insert the Census disk into the computer drive and navigate to the CD d. Install the Census areas needed for the region 16

19 Custom Census Areas 8. Create a Custom Census area A custom census area may need to be created when the advertising/recruiting areas need to be combined to create the representation of where the position(s) were advertised/recruited. a. Click the button labeled Create b. Move the Census Areas from the left side of the screen to the right side of the screen using the arrow buttons. When all the Census areas that need to be combined have been selected, click the button labeled OK. c. The next screen is where a name is given to the new Census area. When completed click the button labeled OK. 17

20 d. When all the Census areas have been set up, the Census screen will look similar to the one shown below. Note: This step may only need to be performed once, if the same Census areas will be used from year to year. Before moving on to the next step, which is the Availability Analysis in the AA Planner, we need to prepare the counts for the percentages that will be used for each Factor of the analysis. Prepare an Excel spreadsheet of all hires within the region. This count includes new hires, rehires, and internal hires. 18

21 Hires within the Region 9. Prepare an Excel spreadsheet of all hires within the region a. Include the following fields: ID Last Name First Name EEO Code Original Hire Date Seniority Date External Promotable b. In the field labeled External, note if the hire was internal or external c. In the field labeled Promotable, note if the internal hire was a promotable hire. The AA Planner reports consider promotable to be a change in EEO code, not a change in grade level. The EEO code of the old position will be needed for all internal hires to determine if the hire is considered promotable. d. Review the sample spreadsheet for an example: ID Last Name First Name EEO Code Original Hire Date Seniority Date External Promotable CXXXX Mickey Mouse H yyyy yyyy Internal Yes (old EEO Code was H40, new EEO Code is H30) CXXXX Minnie Mouse H yyyy yyyy External CXXXX Duck Donald H yyyy yyyy External CXXXX Duck Daffie H yyyy yyyy External CXXXX Sam Yosef H yyyy yyyy Internal Yes (old EEO Code was H40, new EEO Code is H30) CXXXX Dog Goofy H yyyy yyyy Internal No (Old EEO code was H30, new EEOC code is still H30) 19

22 Percentage of Hires 10. Prepare an Excel spreadsheet to figure the percentages for each factor of the availability analysis. a. Include the following fields: EEO Code Promotable % Promotable Recruitable % Recruitable Grand Total % Grand Total b. Add a header row above the fields Promotable and % Promotable labeled Internal c. Add a header row above the fields Recruitable and % Recruitable labeled External d. In the column labeled Promotable, enter the number of employees by EEO code that were marked as Internal hires. e. In the column labeled Recruitable, enter the number of employees by EEO code that were marked as External hires. f. Enter the total number of employees by EEO code in the column labeled Grand Total. g. Enter the figure 100% for each EEO Code in the column labeled % Grand Total h. In the column labeled % Promotable, enter the following formula in each cell by EEO Code. This will be the percentage of employees that were marked as Internal hires. % Grand Total/Grand Total*Promotable. Note you will want to reference the actual cell name in the formula for each row. Ex: G5/F5*B5 i. In the column labeled % Recruitable, enter the following formula in each cell by EEO code. This will be the percentage of employees that were marked as External hires. % Grand Total/Grand Total*Recruitable. Note you will want to reference the actual cell name in the formula for each row. Ex: G5/F5*D5 20

23 j. Review the sample spreadsheet for an example: A B C D E F G 1 Internal External Grand Total % Grand Total 2 EEO Code Promotable % Promotable Recruitable % Recruitable 100% 3 H % (G3/F3*D3) 1 100% 4 H20 100% 5 H % (G5/F5*B5) % (G5/F5*D5) 3 100% 6 H % (G6/F6*D6) 1 100% 7 H50 100% 8 H70 100% 21

24 Availability Analysis The Availability Analysis report identifies the various labor pools for each job group and estimates the proportion of females and minorities in each pool for each job group. Availability Analysis Reasonable Recruitment Weighting 11. Availability Analysis 1. Reasonable Recruitment Area weighting a. Click the button labeled Availability b. Click the tab labeled Factor c. The column labeled Source of Comps/Counts will automatically be set to JGA+Census Disk d. The column labeled AggrMeth will automatically be set to Weighted e. In the column labeled Census Area chose the appropriate census area for each job group. Keep in mind the Census Area is where each type of job is advertised when recruiting. 22

25 Availability Analysis Promotable Weighting Setting up Factors 2. Promotable Weighting Setting up Factors a. Click the drop down box labeled Factor and chose 2. Promotable b. In the column labeled Source of Comps/Counts change each job group that had promotable internal hires to Feeders, and change each job group that didn t have any promotable internal hires to None. c. The column labeled AggrMeth will automatically be set to Simple 23

26 Availability Analysis Promotable Weighting Setting up Components 2. Promotable Weighting Setting up Components a. Click the tab labeled Components b. Click the button labeled Pick List c. Highlight the radio button labeled Feeder Job Groups d. Click the button labeled Next e. Move the job group that is the feeder from the left side of the screen to the right side of the screen using the arrow button. When all the feeders for that job group have been set up click the button labeled OK. 24

27 f. Click the drop down box labeled Job Group to chose the next job group. g. When the feeders have been set up for all the job groups that need them, click the tab labeled Value Weight. 25

28 Availability Analysis Value Weights 3. Setting up Value Weights for each Factor a. Use the percentages that were figured on the Excel spreadsheet to complete the value weight for each factor for each job group. b. Click the button labeled Next to proceed to the next job group. Note: The percentages entered for the factor(s) need to total 100%. c. Click the tab labeled Print Options. In the section labeled Reports to Print, check the box labeled Availability Analysis. In the section labeled Job Groups to Print, highlight the radio button labeled All. To view the reports before printing them, click the button labeled Preview the reports on screen. When the reports are ready to be printed, click the button labeled Print. 26

29 Incumbency v. Estimated Availability Analysis The Incumbency v. Estimated Availability Analysis report compares the representation of minorities and females in the work force to the availability estimate calculated in the Availability Analysis report. If the work force is less than availability the campus needs to determine whether there are fewer minorities or women than would reasonably be expected and set a goal which is equal to the availability percentage calculated in the Availability Analysis. An example would be to fill X % of openings in a job group with minorities or women. 12. Incumbency v. Estimated Availability Analysis a. Click the button labeled Incumbency b. Click the tab labeled Calc Options c. Highlight the radial button labeled Two Standard Deviation, the box labeled Use the Whole Person Rule will automatically be checked after the radial button is chosen. 27

30 d. Click the tab labeled Print Options. In the section labeled Incumbency v. Availability Report Options, check the boxes labeled Print Yes flags, Print Summary, Print Detail. In the section labeled Placement Goals Report Options, check the box labeled Print Placement Goals. In the section labeled Job Groups to Print, highlight the radio button labeled All. To view the reports before printing them, click the button labeled Preview the reports on screen. When the reports are ready to be printed, click the button labeled Print. Narrative 13. Narrative a. Update the narrative b. Place the Affirmative Action Reports in the appropriate sections c. Review and Sign the narrative d. Send a copy to Central Office Human Resources Congratulations the Affirmative Action Report has been completed!! 28