DATA REQUIREMENTS For Affirmative Action Programs 2017 Berkshire Associates Inc. 1
Overview This Data Requirements Guide is designed to help you and your colleagues prepare employee and applicant data required as part of preparing an Affirmative Action Plan (AAP). Two sets of tables are needed for Berkshire to successfully prepare your AAP(s): 1. Reference Tables Reference tables are the lists of codes used to represent jobs, departments, termination reasons, and applicant dispositions in your employee Data tables. 2. Data Tables Data tables are your employee Roster and accompanying tables for personnel actions. Tables are generally submitted in MS Excel format please refer to the 2017 Data Collection Template.xlsx file. If you cannot meet these requirements, please contact us to discuss how you can provide your data. 1. Reference Tables All codes used in the Data tables must be included in the Reference tables. For organizations with multiple plans, the master set of Reference tables must encompass all codes used across all plans. s generally have a 20 character limit and may be alpha, numeric, or a combination of both. Required fields are noted in the examples provided below. Sample Reference Tables Race s Race W B AI Race Category White Black American Indian/Alaskan Native Plan s (Required only for organizations preparing multiple AAPs) For organizations submitting data that covers multiple AAP establishments, the Plan table is required. Each employee in the roster and personnel action tables must be assigned to the plan code for the AAP establishment where they are physically located or to which they report. Plan Plan (Establishment) Zip CMD Columbia, MD 20002 ARL Arlington, VA 22240 NY New York, NY 10017 2017 Berkshire Associates Inc. 2
Job s Job codes identify the job titles within the organization. A job code must be unique for each job title and belong to only one job group (and one salary grade, if applicable). If you have salary grades, please include the grade and grade midpoint for each job code. Berkshire assigns census occupation codes to each of your job codes, or you may submit census codes in your Job table. Job Job Title Job Job Group EEO Grade Grade Census Group Category Midpoint ACCT 1 Accountant I 2A Professionals 2 B $ 43,000 0800 ACCT 2 Accountant II 2A Professionals 2 C $ 57,000 0800 SECY Secretary 5A Office & Clerical 5 A $ 25,000 5700 s codes identify the various departments within an organization. If available, please provide the reports to department code for each department except the top-level department. OPTIONAL FIELD Reports to ACCT Accounting EXE MKTG Marketing EXE EXE Executive Termination s Termination codes identify the various types of terminations within an organization. If available, please indicate if the termination code is considered voluntary. OPTIONAL FIELD Termination Reason Voluntary (Yes/No) CAU Terminated for cause No DEC Deceased Yes LAY Layoff No RES Resigned Yes Applicant Disposition s Disposition codes identify the final action taken for an individual who applied for a position with your organization (such as hired, not selected after interview, did not meet qualifications). Each individual in the Applicant data table must be assigned a disposition code. Disposition Reason 1 Hired 2 Declined position 3 Does not meet qualifications 4 Withdrew application 5 Internal hire 2017 Berkshire Associates Inc. 3
Jobs Open and Jobs Filled Under Section 60-300.44(k) of OFCCP s revised Vietnam Era Veterans Readjustment Assistance Act regulations and Section 60-741.4(k) of OFCCP s revised section 503 regulations, covered employers are required to report, in their annual AAP, the number of jobs open and the number of jobs filled during the 12-month period prior to their plan date. Jobs Open Jobs open should include the number of openings that were advertised during the prior plan year, regardless of when the posting was first created/opened or whether or not the posting was filled during the plan year. For example, if a contractor has a plan date of January 1, an opening created on December 27 in the prior year would be counted as a job opening if that opening was advertised or filled after January 1. Jobs Filled Jobs filled should reflect the number of jobs actually filled during the 12-month period prior to the annual plan date. For some organizations, numbers of jobs opened and jobs filled will match; for others, they will not. If you are unable to provide jobs opened/jobs filled information, Berkshire will compute these numbers using the applicant and/or new hire and promotion data submitted for your plan. These numbers should be reported separately for each AAP, if applicable. Plan (if applicable) # Jobs Open in the Range # Jobs Filled in the Range CMD 125 117 ARL 84 79 NYC 18 18 2017 Berkshire Associates Inc. 4
2. Data Tables Considerations for Preparing the Data Set Confidential Information Due to privacy concerns and strict security protocols, Berkshire is not able to accept files containing social security numbers or employee addresses. To avoid having to resubmit your files, please do not include SSN or address information in your AAP data tables. Parameters for Pulling Records Type of record (or plan) Roster (active employees) or range of records Plan date example Record pull example Plan date January 1, 2017 January 1, 2017 Personnel Actions Year preceding the plan date January 1, 2017 Applicants 6-month Update Plan Requisitions that closed in the year preceding the plan date 6-month period between annual plan and update plan dates January 1, 2017 July 1, 2017 January 1, 2016 to December 31, 2016 January 1, 2016 to December 31, 2016 January 1, 2017 to June 30, 2017 Race and Gender Data Requirements All records on the Roster and personnel action Data tables must have race and gender; these fields should not be left blank or entered as unknown. If an employee declined to fill out a voluntary selfidentification form, managers are permitted to complete a visual observation to collect race and gender information. On the Applicants table, include race and gender for those applicants who have voluntarily selfidentified. If an applicant declined to fill out a self-identification form, race and/or gender could be left blank or unknown. IWD and Protected Veteran Data Requirements An entry of Yes or True should be used to indicate an employee or applicant has voluntarily selfidentified as an individual with a disability or a protected Veteran. A blank cell should be used to indicate the person is either not a member of these protected categories or chose not to self-identify. 2017 Berkshire Associates Inc. 5
Sample Data Tables For Organizations with Multiple AAPs For organizations submitting a data set covering multiple AAPs,, highlighted in yellow, is a required field in each data table for Berkshire to prepare multiple plans from a single data set. If available, a Reports to Plan field should be included for those employees who report to an AAP establishment other than where they are physically located. Roster Race Gender Veteran (Yes or True) Disability (Yes or True) Job Dept. Most Recent Hire Wage Rate or Annualized Salary Hours per Week Work Location Work Zip Home Zip Supv Other Comp 92598 Peter Pearse W M True ACCT 1 ACCT 01/23/11 $26.45 40 Columbia CMD 21045 21045 74325 FT 03645 Janet Price B F SECY MKTG 10/06/12 $16.08 25 DC ARL 20002 22201 70292 PT 09685 Kathy Amick AI F True ENG RD 11/24/13 $36.54 40 Baltimore CMD 21045 21202 10472 FT : ZIP information is useful for creating recruitment areas, which are used for calculating External Availability. Supervisor is useful for creating a department hierarchy for an organizational profile. Other Compensation: Item 19 of the OFCCP Scheduling Letter requires contractors to submit employee level compensation data including other compensation or adjustments such as bonuses, incentives, commissions, merit increases, locality pay, or overtime. You have the option of including this information in your Roster, or you may wait to provide this information to your Berkshire consultant upon receipt of an OFCCP Scheduling Letter. When submitting Other Compensation data, please include a separate field for each type of compensation. indicating full-time, part-time, temporary, or other work status is useful when preparing employee level compensation data in response to an OFCCP Scheduling Letter. 2017 Berkshire Associates Inc. 6
New Hires Race Gender Veteran (Yes or True) Disability (Yes or True) Job Hire Requisition Number Applicant 41859 Brian Smith W M ACCT 2 05/04/16 CMD ACCT CMD1642 A87546 41877 Sandy Henson B F True SECY 09/24/16 CMD MKTG CMD1681 A96748 41892 Anna Garcia H F True ENG 11/08/16 NYC RD NYC1610 A72951 Promotions Race Gender Old Job New Job Promotion Old New 54620 Curt Hopkins B M ACCT 1 ACCT 2 01/04/16 ARL ACCT ACCT Step Promotion Type or Reason 02396 Wendy Florio H F COORD ACMGR 05/18/16 CMD MKTG SALES Competitive 14756 Sarah Metcalf W F ENG SRENG 11/08/16 NYC RD RD Step Transfers Race Gender Old Job New Job Transfer Old New 02396 Wendy Florio H F COORD ACMGR 05/18/16 CMD MKTG SALES Lateral Transfer Type or Reason 12456 Peter Bell A M ENG ENG 07/01/16 CMD RD MFG Inbound 78556 James Atkins W M APSPEC BILLSPEC 08/24/16 NYC ACCT ACCT Reclassification Terminations Race Gender Job Termination Termination 42532 Steven Hess W M HRREP CAU 03/01/16 CMD HR 03556 Nancy Brooks B F SECY RET 07/01/16 ARL ACCT 05645 Sean Rodgers A M ENG RES 09/05/16 ARL MFG OPTIONAL FIELD 2017 Berkshire Associates Inc. 7
Applicants The definition of an applicant is an individual who 1.) Was considered for a particular position, 2.) Met the basic qualifications for that position, and 3.) Did not withdraw from the selection process prior to an offer being made. Pull candidate data for all requisitions that were closed during the 12 months preceding the plan date, regardless of when the candidates applied for the position. If you do not track hiring activity by requisition number, pull candidate data for all jobs that were filled during the prior plan year. Include in your data all candidates that applied to each requisition that was closed/position that was filled, regardless of whether they meet the definition of an applicant. Berkshire will use the provided disposition codes to determine which candidates meet the definition of an applicant and be included in any analyses of your personnel activity. Race Gender Veteran (Yes or True) Disability (Yes or True) Job Hire (if hired) Disposition Applicant Application Requisition Number Brian Smith W M ACCT 2 05/04/16 1 CMD A87546 04/02/16 CMD1642 Referral Source Tanya Lee A F SECY 3 CMD A05897 11/16/16 CMD1691 UMBC 21784 Career Fair Home Zip (if hired) 21045 41859 Samantha Archer B F True ENG 06/14/16 1 NYC A14859 04/29/16 NYC1641 Referral 10016 41894 Rachel Hill F True ENG 2 ARL A56846 11/18/16 ARL1691 Indeed 22032 Include race and gender for those applicants who have voluntarily self-identified. If an applicant declined to fill out a selfidentification form, race and/or gender could be left blank or unknown. 2017 Berkshire Associates Inc. 8