Affirmative Action Basics & Affirmative Action Compliance from OutSolve
Preparing Your Data for an Affirmative Action Plan: Workforce Snapshot
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Preparing Your Data for an Affirmative Action Plan: Workforce Snapshot Files presented by Carla Irwin President of Carla Irwin & Associates and Stephanie R. Thomas, Ph.D. Founder and CEO of Thomas Econometrics
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Preparing your data for an Affirmative Action Plan is an essential component of your overall compliance strategy. In this presentation, we'll focus on how to prepare your workforce snapshot. Specifically, we'll discuss the kinds of data required, and talk about how and why bad or missing workforce snapshot data can render a data set useless for analysis purposes. Simple techniques for scrubbing data will be presented, and the webinar will conclude with a summary of common data validation tools.
Transcript of Preparing Your Data for an Affirmative Action Plan: Workforce Snapshot
Preparing Your Datafor an Affirmative Action Plan:Workforce Snapshot Files
presented byCarla Irwin
President of Carla Irwin & Associates
and Stephanie R. Thomas, Ph.D.
Founder and CEO of Thomas Econometrics
About the Webinar Series
• “Getting Back To Basics”
• Upcoming schedule:– 11/9: Applicant Flow
– 11/30: Compensation
• Series 2: “OFCCP Scheduling Letter Preparedness”
Overview
• Data requirements
• Missing data and its effects
• Data scrubbing and validation
Required Data
• Employee‐level data
• Fields to be populated– Employee Name/Number;
– Race/Gender/Ethnicity;
– Job Title;
– EEO‐1 / Job Group / Census Code / FLSA Status / FT or PT Status
– Department, Location;
– Hire / rehire / termination / promotion dates;
– Salary Grade / Compensation information;
– Manager Name
Non‐AAP Suggested Data
• Expanded demographic information on other protected characteristics– Age
– Disability status*
– Veteran status*
– Marital status
– Sexual orientation
Required Documentation
• Electronically‐maintained information used in employment decisions:– Hire / rehire / promotion / termination;
– Compensation;
– FT / PT Status;
– FLSA Status (exempt / nonexempt);
– Leaves of Absence, FMLA, Accommodations, etc.
– Any other information considered when making employment decisions
Common Missing Data Points
• Employee ID
• Manager Name
• FLSA Status
• Census Code
• Salary Grade / Band
• Recent Hires
• Recent Terms
Common Data Pitfalls
• Timing Issues– Including employees terminated prior to snapshot date;
– Including employees hired after snapshot date.
• Incorrect job title, job group, location, department, pay rate, etc.
The Effect of Missing Data
• Bad Data = Bad AAP
• Inaccurate conclusions– Where are your real issues?
• Time / Expense / Resources– Internal cost
– External cost
• Audit & Litigation Issues
Data Scrubbing & Validation
• Do We Have the Right People?
• Do We Have the Right Codes?
• Are We Consistent?
• Where Are Our Data Gaps?
Data Scrubbing & Validation
It’s an interactive process
Conclusion
• The Workforce Snapshot is the “foundation data” for the Affirmative Action Plan
Carla IrwinPresident of Carla Irwin & Associates
www.carlairwininc.com
& Stephanie R. Thomas, Ph.D.
Founder and CEO of Thomas [email protected]
215.642.0072www.thomasecon.com
