Achievement Report Instructions · Web view2017/12/21 · Federal Contractors Program Achievement Report Instructions The Achievement Report is designed to assist organizations covered

Federal Contractors Program

Achievement Report Instructions

The Achievement Report is designed to assist organizations covered by the Federal Contractors Program track their progress toward achieving full representation of the four designated groups: women, Aboriginal peoples, persons with disabilities and members of visible minorities. It captures and summarizes the information that is submitted for compliance assessments in order to facilitate comparison of data over time, For example, the Achievement Report gathers the data that was submitted by your organization for the first/previous compliance assessment and compares it to the data being submitted for the subsequent/current compliance assessment to determine whether reasonable progress was made towards decreasing areas of under-representation.

The instructions for completing the Achievement Report are divided into the following two sections depending on the type of compliance assessment that your organization will be undergoing:1) Section 1 – First Compliance Assessment2) Section 2 – Subsequent Compliance Assessment

A first compliance assessment occurs one year after the award of an initial federal government goods and/or services contract, a standing offer agreement and/or a supply arrangement valued at $1 million or more (including applicable taxes).

A second compliance assessment occurs four years after the award of the initial contract, agreement and/or arrangement, and subsequent assessments occur every three years thereafter.

The Achievement Report is a Microsoft Excel workbook consisting of the following eight worksheets:1) Workforce Analysis2) Flow Data Analysis3) Goals4) Results for Women5) Results for Aboriginal Peoples6) Results for Persons with Disabilities7) Results for Members of Visible Minorities8) Efforts

Information is entered in the blue coloured fields only.

In addition to these instructions, comments are included in the worksheets to assist you in completing the Achievement Report. Cells with comments have red triangles in the upper-right corners. If you rest the pointer over a cell that has a red triangle, the comment appears.

Annex A lists definitions of terms used throughout this document.

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If you are undergoing a subsequent compliance assessment, please skip the next section and go to Section 2 – Subsequent Compliance Assessment.

Section 1 – First Compliance Assessment

Before starting to complete the Achievement Report, you will need to gather the following information:1) Results of your organization’s Workforce Analysis - Summary Report generated in the

Workplace Equity Information Management System (WEIMS) that will be submitted for the first compliance assessment.

2) The projected annual growth rate (new positions being created) for all employees by the 14 Employment Equity Occupational Groups (EEOG) where under-representation of the designated groups was identified in the workforce analysis (i.e., where negative gap numbers were highlighted in red in the WEIMS-generated Workforce Analysis – Summary Report).

3) The projected annual turnover rate (replacement of terminated employees) for all employees by the 14 EEOG where under-representation of the designated groups was identified in the workforce analysis (i.e., where negative gap numbers were highlighted in red in the WEIMS-generated Workforce Analysis – Summary Report).

Part 1: Workforce Analysis

In the Workforce Analysis worksheet, you will be data entering the results from your organization’s Workforce Analysis – Summary Reports that will be submitted for the first compliance assessment.

You will be data entering the results into the left-hand side of the Workforce Analysis worksheet in the following sequence: women, Aboriginal peoples, members of visible minorities then persons with disabilities.

The following are the instructions for completing the Workforce Analysis worksheet.

Data from First Workforce Analysis1) In cell A3 (column A row 3), enter your organization’s legal name.2) In cell A4 (column A row 4), enter today’s date or the date that you completed the Achievement

Report.3) Start data entering the results from the Workforce Analysis – Summary Report on Women.

Under the Date from First/Previous Workforce Analysis, year (YYYY), select cell C11 (column C row 11). This will activate the drop-down arrow . Click the drop-down arrow and select the year used for the first compliance assessment’s workforce analysis.

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4) Select cell D11 (column D row 11) to activate the drop-down arrow for the month (MM). Click the drop-down arrow and select the month used for the first compliance assessment’s workforce analysis.

5) Select cell E11 (column E row 11) to activate the drop-down arrow for the day (DD). Click the drop-down arrow and select the day used for the first compliance assessment’s workforce analysis.

Table 1: Women6) Under column C, enter the number of all employees for each EEOG from the workforce analysis

All Employees #.7) Under column D, enter the number of women employees by EEOG from the workforce analysis

Representation #.8) Under column E, enter the percentage Canadian labour market availability of women by EEOG

from the workforce analysis Availability %.9) Under the Source, select cell C35 (column C row 35) to activate the drop-down arrow. Click the

drop-down arrow and select the source of the availability data that was used for the first compliance assessment’s workforce analysis.

Table 2: Aboriginal Peoples10) Under column D, enter the number of Aboriginal employees by EEOG from the workforce

analysis Representation #.11) Under column E, enter the percentage Canadian labour market availability of Aboriginal

peoples by EEOG from the workforce analysis Availability %.

Table 3: Members of Visible Minorities12) Under column D, enter the number of members of visible minority employees by EEOG from the

workforce analysis Representation #.13) Under column E, enter the percentage Canadian labour market availability of members of

visible minorities by EEOG from the workforce analysis Availability %.

Table 4: Persons with Disabilities14) Under column D, enter the number of employees with disabilities by EEOG from the workforce

analysis Representation #.15) Under column E, enter the percentage Canadian labour market availability of persons with

disabilities by EEOG from the workforce analysis Availability %.16) Under the Source, select cell C130 (column C row 130) to activate the drop-down arrow. Click

the drop-down arrow and select the source of the availability data that was used for the first compliance assessment’s workforce analysis.

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Part 2: Flow Data Analysis

For a first compliance assessment, please skip this worksheet and go to Part 3: Goals worksheet by selecting the Goals tab at the bottom of the Excel workbook.

Part 3: Goals

Under the Federal Contractors Program, contractors must establish reasonable short-term and long-term numerical goals for the hiring and promotion of designated group members to close any gaps in representation in each EEOG where under-representation was identified in the workforce analysis.

The short-term goals cover a period of one to three years. The long-term goals are to be achieved over a period of three or more years.

In order to assist you in establishing your goals, you have been provided with tables that you can use to test your short-term goals prior to establishing them. The Short-term Goals tables in the Goals worksheet will allow you to estimate the projected representation of the designated groups in three years based on projected annual hires (growth or creation of new positions) and turnover (replacement of terminated employees).

The majority of the information in the Short-term Goals tables will be already prepopulated with data from your workforce analysis that you had already data entered in the previous step. You will need to only enter information in the blue coloured fields and mainly focus on establishing goals for those EEOGs where gaps in representation were identified in the workforce analysis.

Note: If the representation of women in an EEOG is already at 50% or more, you are not required to

establish a goal to increase their representation for that EEOG.

You will start by testing the short-term goals in the First/Previous Short-term Goals tables then establishing both the short-term and long-term goals in the Goals worksheet in the following sequence: women, Aboriginal peoples, persons with disabilities then members of visible minorities.

The following are the instructions for completing the Goals worksheet. You will only need to complete Tables 1 to 8 in this worksheet for a first compliance assessment.

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First Short-term GoalsTable 1: WomenIf the results of your organization’s workforce analysis showed negative gaps in women’s representation in certain EEOGs, then you will need to establish numerical short-term goals to increase representation or decrease these gaps.

Notes: All negative gap numbers are highlighted in red in the WEIMS-generated Workforce Analysis

reports and are gaps that should be addressed in this step. Cell C21 (column C row 21) automatically displays the date used to conduct the workforce

analysis from the Workforce Analysis worksheet. Under column C, the total number of all employees by EEOG will automatically be displayed from

your workforce analysis results. Please disregard the information under column D as it requires knowing the number of

employees prior to conducting the workforce analysis for this compliance assessment. This column calculates the average annual growth rate (new positions being created) for all employees by EEOG based on past and present number of employees, assuming a steady rate of growth.

1) Under column E, enter the projected annual growth rate (new positions being created) for all employees in each EEOG. For example, enter 5, if your organization expects to create new positions or increase the number of employees in the EEOG at a 5.0% annual rate.

Notes: Column F automatically displays the projected number of new positions that will be created as a

result of growth during the next three years. Please disregard the information under column G as it requires knowing the number of

employees that were employed and terminated prior to conducting the workforce analysis for this compliance assessment. This column calculates the annual turnover rate (replacement of terminated employees) for all employees by EEOG given past and present number of employees.

2) Under column H, enter the projected annual turnover rate (replacement of terminated employees) for all employees in each EEOG. For example, enter 3, if due to terminations, employees in the EEOG are expected to be replaced at a 3.0% annual rate.

Notes: Key consideration – Zero growth rate and zero turnover/replacements means no gap

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closure. Please consider these numbers carefully. Column I automatically displays the projected number of new positions that will be created as a

result of turnover (replacement of terminated employees) during the next three years. Column J automatically displays the total number of anticipated hires over the next three years

for each EEOG as a result of both forecasted growth (creation of new positions) and turnover (replacement of terminated employees).

Cell K21 (column K row 21) automatically displays the date used to conduct the workforce analysis from the Workforce Analysis worksheet.

Under column K, the current total number of women by EEOG will automatically be displayed from your workforce analysis results.

Column L automatically sets the projected annual turnover rate of women to be equivalent to that of all employees as indicated under column H.

Column M automatically displays the estimated number of women who will leave the workforce during the next three years.

Column N automatically displays the estimated number of women that will be required to be hired to close the representation gap over the three year period.

Cell O21 (column O row 21) automatically sets the starting year for the establishment of the short-term goals which is equivalent to the year used for the first compliance assessment’s workforce analysis.

Cell P21 (column P row 21) automatically sets the end year for the establishment of the short-term goals which is equivalent to three years after the first compliance assessment’s workforce analysis.

Column O automatically displays the number of women to be hired based on the forecasted number of hires over the next three years.

3) Use column P to test and establish your short-term goals. Enter in this column the percentage short-term hiring goal for women by EEOG over the next three years. In general, goals should be set at least equal to the current availability estimates (column Q) based on the workforce analysis results.

Notes: Column Q automatically displays the current percentage availability of women by EEOG from the

workforce analysis results. Column R automatically displays the current gap between the internal representation and the

external availability in the number of women by EEOG based on the workforce analysis results. Column S automatically displays the projected gap in three years between the internal

representation and the external availability of women by EEOG taking into account growth and turnover.

Column T automatically displays the current percentage representation of women by EEOG from your workforce analysis results.

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Column U automatically displays the projected percentage representation of women by EEOG in three years based on the projected growth and turnover, if the hiring goal is achieved for the first compliance assessment.

First Short-term and Long-term GoalsTable 2: Women

Notes: Column C automatically copies the number of women to be hired and promoted by EEOG based

on the forecasted number of hires over the next three years (i.e., the short-term hiring and promotion goal) from column O in Table 1: Women.

Column D automatically copies the percentage share of women to be hired and promoted by EEOG over the next three years (i.e., the short-term hiring and promotion goal) from column P in Table 1: Women.

1) Under column E, enter the number of women to be hired and promoted in three years or more (i.e., the long-term hiring and promotion goal) by EEOG and under column F, enter the percentage share of women to be hired and promoted in the long-term. This is where you can enter goals that your organization may not expect to close in the short term.

2) You may use the fields under the comments column to enter additional information regarding setting your goals for the first compliance assessment.

Tables 3 and 4: Aboriginal PeoplesRepeat the steps above that were used for Tables 1 and 2 on setting the first short-term and long-term goals for women using the appropriate tables.

Notes: The projected annual growth rate under column E and projected annual turnover rate under

column H are the overall rates for all employees by EEOG. Therefore, please ensure that you use the same rates for each EEOG when completing the tables for each of the designated groups. For example:

If your organization experienced gaps for women and Aboriginal peoples in EEOG 01 Senior Managers positions, you will need to set short-term goals for these two designated groups in this EEOG.

In cell E23 (column E row 23), you estimated that the projected annual growth rate for all employees in EEOG 01 is 2.0%. Therefore, the projected annual growth rate for women in Table 1, cell E23 (column E row 23), and for Aboriginal peoples in Table 3, cell E77 (column E row 77), should both be 2.0%.

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Similarly, if there are gaps for persons with disabilities and members of visible minorities in EEOG 03 Professionals positions, and your estimated projected annual turnover rate for all employees in this EEOG is 3.0%, then you would use 3.0% in cell H132 (column H row 132) in Table 5: Persons with Disabilities and cell H186 (column H row 186) in Table 7: Members of Visible Minorities.

Tables 5 and 6: Persons with DisabilitiesRepeat the steps above that were used for Tables 1 and 2 on setting the first short-term and long-term goals for women using the appropriate tables.

Tables 7 and 8: Members of Visible MinoritiesRepeat the steps above that were used for Tables 1 and 2 on setting the first short-term and long-term goals for women using the appropriate tables.

Once you have completed data entering your organization’s goals for the first compliance assessment (Tables 1 to 8) in the Goals worksheet, you can review and verify your finished results for each of the four designated groups by selecting any one of the four results tabs at the bottom of the Excel workbook. If you need to make any changes to the previously completed worksheets, you may do so by selecting the appropriate worksheet through the bottom tabs.

Parts 4 to 7: Results for the Four Designated Groups

The four Results worksheets gather all of the information that was completed in the preceding worksheets to provide a summary of the submitted results for each of the four designated groups by EEOG.

The Workforce Analysis section provides the Employment Equity (EE) Result or the Utilization Rate which compares the internal representation of the designated group to their external availability in the Canadian labour market. Where the EE Result is below 80%, it is recommended to address the gap in the representation through goal setting.

Comments1) Under the Comments section of each of Parts 4 to 7 worksheets, you may provide additional

comments.

Thank you for completing the Achievement Report. Please keep a copy of this report for your records. When you will be notified of the subsequent compliance assessment, which would take place four years after the award of the initial contract, you will be required to update this Achievement Report to facilitate future assessments of your results. In the meantime, it is recommended that you keep track of your employees’ hiring, promotion and termination records to assist your organization in maintaining information on its employees and estimating growth and turnover rates in the event that you will need to establish future goals.

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Section 2 – Subsequent Compliance Assessment

Before starting to complete the Achievement Report, you will need to gather the following information:1) Results of your organization’s Workforce Analysis - Summary Report generated in the

Workplace Equity Information Management System (WEIMS) that was submitted for the previous compliance assessment and the one being submitted for the current compliance assessment.

2) The number of employees and designated groups hired, promoted and terminated (flow data) over the years between the previous and current compliance assessments at the national level. This data can be obtained from Forms 4, 5 and 6 generated for your organization in WEIMS or from your own records.

3) The short-term and long-term numerical goals that were established by your organization for the first/previous compliance assessment.

4) The projected annual growth rate (new positions being created) for all employees by the 14 Employment Equity Occupational Groups (EEOG) where under-representation of the designated groups was identified in the current workforce analysis (i.e., where negative gap numbers were highlighted in red in the current WEIMS-generated Workforce Analysis – Summary Report).

5) The projected annual turnover rate (replacement of terminated employees) for all employees by the 14 EEOG where under-representation of the designated groups was identified in the current workforce analysis (i.e., where negative gap numbers were highlighted in red in the current WEIMS-generated Workforce Analysis – Summary Report).

Part 1: Workforce Analysis

In the Workforce Analysis worksheet, you will be data entering the results from your organization’s Workforce Analysis – Summary Reports from the previous and the current compliance assessments.

You will start by data entering the results from the previous workforce analysis into the Workforce Analysis worksheet in the following sequence: women, Aboriginal peoples, members of visible minorities then persons with disabilities. Afterwards, you will enter the information in the same sequence from the current workforce analysis.

The following are the instructions for completing the Workforce Analysis worksheet.

Data from First/Previous Workforce Analysis1) In cell A3 (column A row 3), enter your organization’s legal name.2) In cell A4 (column A row 4), enter today’s date or the date that you completed the Achievement

Report.

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3) Start data entering the results from the previous Workforce Analysis – Summary Report on Women. Under the Data from First/Previous Workforce Analysis, year (YYYY), select cell C11 (column C row 11). This will activate the drop-down arrow . Click the drop-down arrow and select the year used for the previous compliance assessment’s workforce analysis.

4) Select cell D11 (column D row 11) to activate the drop-down arrow for the month (MM). Click the drop-down arrow and select the month used for the previous compliance assessment’s workforce analysis.

5) Select cell E11 (column E row 11) to activate the drop-down arrow for the day (DD). Click the drop-down arrow and select the day used for the previous compliance assessment’s workforce analysis.

Table 1: Women6) Under column C, enter the number of all employees for each Employment Equity Occupational

Group (EEOG) from the previous workforce analysis All Employees #.7) Under column D, enter the number of women employees by EEOG from the previous workforce

analysis Representation #.8) Under column E, enter the percentage Canadian labour market availability of women by EEOG

from the previous workforce analysis Availability %.9) Under the Source, select cell C35 (column C row 35) to activate the drop-down arrow. Click the

drop-down arrow and select the source of the availability data that was used for the previous compliance assessment’s workforce analysis.

Table 2: Aboriginal Peoples10) Under column D, enter the number of Aboriginal employees by EEOG from the previous

workforce analysis Representation #.11) Under column E, enter the percentage Canadian labour market availability of Aboriginal

peoples by EEOG from the previous workforce analysis Availability %.

Table 3: Members of Visible Minorities12) Under column D, enter the number of members of visible minority employees by EEOG from the

previous workforce analysis Representation #.13) Under column E, enter the percentage Canadian labour market availability of members of

visible minorities by EEOG from the previous workforce analysis Availability %.

Table 4: Persons with Disabilities14) Under column D, enter the number of employees with disabilities by EEOG from the previous

workforce analysis Representation #.15) Under column E, enter the percentage Canadian labour market availability of persons with

disabilities by EEOG from the previous workforce analysis Availability %.16) Under the Source, select cell C130 (column C row 130) to activate the drop-down arrow. Click

the drop-down arrow and select the source of the availability data that was used for the previous compliance assessment’s workforce analysis.

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Data from Subsequent/Current Workforce Analysis1) Start data entering the results from the current Workforce Analysis – Summary Report on

Women. Under the Date from Subsequent/Current Workforce Analysis, select cell G11 (column G row 11) to activate the drop-down arrow for the year (YYYY). Click the drop-down arrow and select the year used for the current compliance assessment’s workforce analysis.

2) Select cell H11 (column H row 11) to activate the drop-down arrow for the month (MM). Click the drop-down arrow and select the month used for the current compliance assessment’s workforce analysis.

3) Select cell I11 (column I row 11) to activate the drop-down arrow for the day (DD). Click the drop-down arrow and select the day used for the current compliance assessment’s workforce analysis.

Table 5: Women4) Under column G, enter the number of all employees for each EEOG from the current workforce

analysis All Employees #.5) Under column H, enter the number of women employees by EEOG from the current workforce

analysis Representation #.6) Under column I, enter the percentage Canadian labour market availability of women by EEOG

from the current workforce analysis Availability %.7) Under the Source, select cell G35 (column G row 35) to activate the drop-down arrow. Click the

drop-down arrow and select the source of the availability data that was used for the current compliance assessment’s workforce analysis.

Table 6: Aboriginal Peoples8) Under column H, enter the number of Aboriginal employees by EEOG from the current

workforce analysis Representation #.9) Under column I, enter the percentage Canadian labour market availability of Aboriginal peoples

by EEOG from the current workforce analysis Availability %.

Table 7: Members of Visible Minorities10) Under column H, enter the number of members of visible minority employees by EEOG from the

current workforce analysis Representation #.11) Under column I, enter the percentage Canadian labour market availability of members of visible

minorities by EEOG from the current workforce analysis Availability %.

Table 8: Persons with Disabilities12) Under column H, enter the number of employees with disabilities by EEOG from the current

workforce analysis Representation #.13) Under column I, enter the percentage Canadian labour market availability of persons with

disabilities by EEOG from the current workforce analysis Availability %.14) Under the Source, select cell G130 (column G row 130) to activate the drop-down arrow. Click

the drop-down arrow and select the source of the availability data that was used for the current compliance assessment’s workforce analysis.

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Part 2: Flow Data Analysis

In the Flow Data Analysis worksheet, you will be data entering the results from your organization’s ‘PDF’ versions of Form 4 (Permanent Full-time and Part-time Employees Hired), Form 5 (Permanent Full-time and Part-time Employees Promoted) and Form 6 (Permanent Full-time and Part-time Employees Terminated) at the national level for the period between the previous and current compliance assessments.

You will start by data entering the results for permanent full-time employees then permanent part-time employees for hires, promotions then terminations into the Flow Data Analysis worksheet in the following sequence: women, Aboriginal peoples, persons with disabilities then members of visible minorities.

The following are the instructions for completing the Flow Data Analysis worksheet.

Data from Form 4 – Employees Hired1) Under the Start Date of Flow Data, year (YYYY), select cell D8 (column D row 8). This will

activate the drop-down arrow. Click the drop-down arrow and select the starting year used for the flow data. It is recommended to use the same year as the one used for the previous compliance assessment’s workforce analysis.

2) Select cell E8 (column E row 8) to activate the drop-down arrow for the month (MM). Click the drop-down arrow and select the starting month used for the flow data. It is recommended to use the same month as the one used for the previous compliance assessment’s workforce analysis.

3) Select cell F8 (column F row 8) to activate the drop-down arrow for the day (DD). Click the drop-down arrow and select the starting day used for the flow data. It is recommended to use the same day as the one used for the previous compliance assessment’s workforce analysis.

4) Under the End Date of Flow Data, year (YYYY), select cell H8 (column H row 8). This will activate the drop-down arrow. Click the drop-down arrow and select the end year used for the flow data. It is recommended to use the same year as the one used for the current compliance assessment’s workforce analysis.

5) Select cell I8 (column I row 8) to activate the drop-down arrow for the month (MM). Click the drop-down arrow and select the end month used for the flow data. It is recommended to use the same month as the one used for the current compliance assessment’s workforce analysis.

6) Select cell J8 (column J row 8) to activate the drop-down arrow for the day (DD). Click the drop-down arrow and select the end day used for the flow data. It is recommended to use the same day as the one used for the previous compliance assessment’s workforce analysis.

Table 1: Women7) Start data entering the results from Form 4 A – Federal Contractors Program: Employees

Hired, Full-Time / National. Under column C of the Flow Data Analysis worksheet, enter the number of all permanent full-time employees hired by EEOG from Form 4 A, All Employees, Total Column (Col.) 1.

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8) Under column D, enter the number of all permanent full-time women employees hired by EEOG from Form 4 A, All Employees, Women Col. 3.

Table 2: Aboriginal Peoples9) Under column D, enter the number of all permanent full-time Aboriginal employees hired by

EEOG from Form 4 A, Aboriginal Peoples, Total Col. 4.

Table 3: Persons with Disabilities10) Under column D, enter the number of all permanent full-time employees with disabilities hired

by EEOG from Form 4 A, Persons with Disabilities, Total Col. 7.

Table 4: Members of Visible Minorities11) Under column D, enter the number of all permanent full-time members of visible minority

employees hired by EEOG from Form 4 A, Members of Visible Minorities, Total Col. 10.

Table 1: Women12) Start data entering the results from Form 4 B – Federal Contractors Program: Employees

Hired, Part-Time / National. Under column E of the Flow Data Analysis worksheet, enter the number of all permanent part-time employees hired by EEOG from Form 4 B, All Employees, Total Col. 1.

13) Under column F, enter the number of all permanent part-time women employees hired by EEOG from Form 4 B, All Employees, Women Col. 3.

Table 2: Aboriginal Peoples14) Under column F, enter the number of all permanent part-time Aboriginal employees hired by

EEOG from Form 4 B, Aboriginal Peoples, Total Col. 4.

Table 3: Persons with Disabilities15) Under column F, enter the number of all permanent part-time employees with disabilities hired

by EEOG from Form 4 B, Persons with Disabilities, Total Col. 7.

Table 4: Members of Visible Minorities16) Under column F, enter the number of all permanent part-time members of visible minority

employees hired by EEOG from Form 4 B, Members of Visible Minorities, Total Col. 10.

Data from Form 5 – Employees PromotedTable 5: Women1) Start data entering the results from Form 5 A – Federal Contractors Program: Employees

Promoted, Full-Time / National. Under column H of the Flow Data Analysis worksheet, enter the number of all permanent full-time employees promoted by EEOG from Form 5 A, All Employees, Total Col. 1.

2) Under column I, enter the number of all permanent full-time women employees promoted by EEOG from Form 5 A, All Employees, Women Col. 3.

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Table 6: Aboriginal Peoples3) Under column I, enter the number of all permanent full-time Aboriginal employees promoted by

EEOG from Form 5 A, Aboriginal Peoples, Total Col. 4.

Table 7: Persons with Disabilities4) Under column I, enter the number of all permanent full-time employees with disabilities

promoted by EEOG from Form 5 A, Persons with Disabilities, Total Col. 7.

Table 8: Members of Visible Minorities5) Under column I, enter the number of all permanent full-time members of visible minority

employees promoted by EEOG from Form 5 A, Members of Visible Minorities, Total Col. 10.


Promoted, Part-Time / National. Under column J of the Flow Data Analysis worksheet, enter the number of all permanent part-time employees promoted by EEOG from Form 5 B, All Employees, Total Col. 1.

7) Under column K, enter the number of all permanent part-time women employees promoted by EEOG from Form 5 B, All Employees, Women Col. 3.

Table 6: Aboriginal Peoples8) Under column K, enter the number of all permanent part-time Aboriginal employees promoted

by EEOG from Form 5 B, Aboriginal Peoples, Total Col. 4.

Table 7: Persons with Disabilities9) Under column K, enter the number of all permanent part-time employees with disabilities

promoted by EEOG from Form 5 B, Persons with Disabilities, Total Col. 7.

Table 8: Members of Visible Minorities10) Under column K, enter the number of all permanent part-time members of visible minority

employees promoted by EEOG from Form 5 B, Members of Visible Minorities, Total Col. 10.

Data from Form 6 – Employees TerminatedTable 9: Women1) Start data entering the results from Form 6 A – Federal Contractors Program: Employees

Terminated, Full-Time / National. Under column M of the Flow Data Analysis worksheet, enter the number of all permanent full-time employees terminated by EEOG from Form 6 A, All Employees, Total Col. 1.

2) Under column N, enter the number of all permanent full-time women employees terminated by EEOG from Form 6 A, All Employees, Women Col. 3.

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Table 10: Aboriginal Peoples3) Under column N, enter the number of all permanent full-time Aboriginal employees terminated

by EEOG from Form 6 A, Aboriginal Peoples, Total Col. 4.

Table 11: Persons with Disabilities4) Under column N, enter the number of all permanent full-time employees with disabilities

terminated by EEOG from Form 6 A, Persons with Disabilities, Total Col. 7.

Table 12: Members of Visible Minorities5) Under column N, enter the number of all permanent full-time members of visible minority

employees terminated by EEOG from Form 6 A, Members of Visible Minorities, Total Col. 10.


Promoted, Part-Time / National. Under column O of the Flow Data Analysis worksheet, enter the number of all permanent part-time employees terminated by EEOG from Form 6 B, All Employees, Total Col. 1.

7) Under column P, enter the number of all permanent part-time women employees terminated by EEOG from Form 6 B, All Employees, Women Col. 3.

Table 10: Aboriginal Peoples8) Under column P, enter the number of all permanent part-time Aboriginal employees terminated

by EEOG from Form 6 B, Aboriginal Peoples, Total Col. 4.

Table 11: Persons with Disabilities9) Under column P, enter the number of all permanent part-time employees with disabilities

terminated by EEOG from Form 6 B, Persons with Disabilities, Total Col. 7.

Table 12: Members of Visible Minorities10) Under column P, enter the number of all permanent part-time members of visible minority

employees terminated by EEOG from Form 6 B, Members of Visible Minorities, Total Col. 10.

Part 3: Goals

Under the Federal Contractors Program, contractors must establish reasonable short-term and long-term numerical goals for the hiring and promotion of designated group members to close any gaps in representation in each EEOG where under-representation was identified in the workforce analysis.

The short-term goals cover a period of one to three years. The long-term goals are to be achieved over a period of three or more years.

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In order to assist you in establishing your goals, you have been provided with tables that you can use to test your short-term goals prior to establishing them. The Short-term Goals tables in the Goals worksheet will allow you to estimate the projected representation of the designated groups in three years based on projected annual hires (growth or creation of new positions) and turnover (replacement of terminated employees).

The majority of the information in the Short-term Goals tables will be already prepopulated with data from your workforce analysis and flow data analysis that you had already data entered in the previous steps. You will need to only enter information in the blue coloured fields and mainly focus on establishing goals for those EEOGs where gaps in representation were identified in the workforce analysis.

Note: If the representation of women in an EEOG is already at 50% or more, you are not required to

establish a goal to increase their representation for that EEOG.

In the Goals worksheet, you will first data enter the short-term and long-term numerical goals that your organization had established for the previous compliance assessment, then test and establish the goals for the current compliance assessment in the following sequence: women, Aboriginal peoples, persons with disabilities then members of visible minorities.

The following are the instructions for completing the Goals worksheet.

Data for First/Previous GoalsTable 1: WomenWhen your organization underwent a first/previous compliance assessment, where your workforce analysis results showed negative gaps in women’s representation in certain EEOGs, you were required to establish numerical short-term goals to increase representation or decrease those gaps. If you used the Short-term Goal Setting Tool to establish your goals, then you can copy the data that was used in those worksheets and input them in this table for the first/previous goals for women.

Notes: Cell C21 (column C row 21) automatically displays the date used to conduct the first/previous

workforce analysis from the Workforce Analysis worksheet. Under column C, the total number of all employees by EEOG will automatically be displayed from

your workforce analysis results. For a second compliance assessment, please disregard the information under column D as it

requires knowing the number of employees prior to conducting the first workforce analysis. This column calculates the average annual growth rate (new positions being created) for all

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employees by EEOG based on past and present number of employees, assuming a steady rate of growth.

1) Under column E, enter the projected annual growth rate (new positions being created) for all employees in each EEOG that was used for the first/previous compliance assessment. For example, enter 5, if your organization expected to create new positions or increase the number of employees in the EEOG at a 5.0% annual rate.


result of growth during the next three years. For a second compliance assessment, please disregard the information under column G as it

requires knowing the number of employees that were employed and terminated prior to conducting the first workforce analysis. This column calculates the annual turnover rate (replacement of terminated employees) for all employees by EEOG given past and present number of employees.

2) Under column H, enter the projected annual turnover rate (replacement of terminated employees) for all employees in each EEOG that was used for the first/previous compliance assessment. For example, enter 3, if due to terminations, employees in the EEOG were expected to be replaced at a 3.0% annual rate.









Column N automatically displays the estimated number of women that will be required to be

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hired to close the representation gap over the three year period. Cell O21 (column O row 21) automatically sets the starting year for the establishment of the

short-term goals which is equivalent to the year used for the first/previous compliance assessment’s workforce analysis.

Cell P21 (column P row 21) automatically sets the end year for the establishment of the short-term goals which is equivalent to three years after the first/previous compliance assessment’s workforce analysis.


3) Column P would have been used to test and establish your short-term goals. Enter in this column the percentage short-term hiring goal for women by EEOG over the next three years. In general, goals should be set at least equal to the current availability estimates (column Q) based on the workforce analysis results.


first/previous workforce analysis results. Column R automatically displays the current gap between the internal representation and the

external availability in the number of women by EEOG based on the first/previous workforce analysis results.

Column S automatically displays the projected gap in three years between the internal representation and the external availability of women by EEOG taking into account growth and turnover.

Column T automatically displays the current percentage representation of women by EEOG from your first/previous workforce analysis results.

Column U automatically displays the projected percentage representation of women by EEOG in three years based on the projected growth and turnover, if the hiring goal is achieved for the first/previous compliance assessment.

First Short-term and Long-term GoalsTable 2: Women1) Column C automatically copies the number of women to be hired and promoted by EEOG based

on the forecasted number of hires over the next three years (i.e., the short-term hiring and promotion goals that were established for the first/previous compliance assessment) from column O in Table 1: Women. Please review this information and, if necessary, change the data to the short-term numerical goals that your organization had established for the first/previous compliance assessment.

2) Similarly, column D automatically copies the percentage share of women to be hired and promoted by EEOG over the next three years (i.e., the short-term hiring and promotion goals

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that were established for the first/previous compliance assessment) from column P in Table 1: Women. Please review this information and, if necessary, change the data to the percentage short-term hiring and promotion goals that your organization had established for the first/previous compliance assessment.

3) Under column E, enter the number of women to be hired and promoted in three years or more (i.e., the long-term hiring and promotion goals that were established for the first/previous compliance assessment) by EEOG.

4) Under column F, enter the percentage long-term hiring and promotion goals that were established for women by EEOG for the first/previous compliance assessment.

5) You may use the fields under the comments column to enter additional information regarding setting your goals for the first/previous compliance assessment.

Tables 3 and 4: Aboriginal PeoplesRepeat the steps above that were used for Tables 1 and 2 on setting the first/previous short-term and long-term goals for women using the appropriate tables.

Tables 5 and 6: Persons with DisabilitiesRepeat the steps above that were used for Tables 1 and 2 on setting the first/previous short-term and long-term goals for women using the appropriate tables.

Tables 7 and 8: Members of Visible MinoritiesRepeat the steps above that were used for Tables 1 and 2 on setting the first/previous short-term and long-term goals for women using the appropriate tables.

Data for Subsequent/Current GoalsTable 9: WomenIf the results of your subsequent/current compliance assessment’s workforce analysis showed negative gaps in women’s representation in certain EEOGs, then you will need to establish numerical short-term goals to increase representation or decrease these gaps.

Notes: All negative gap numbers are highlighted in red in the WEIMS-generated Workforce Analysis

reports and are gaps that should be addressed in this step. Cell C236 (column C row 236) automatically displays the date used to conduct the

subsequent/current workforce analysis from the Workforce Analysis worksheet. Under column C, the total number of all employees by EEOG will automatically be displayed from

your workforce analysis results. Column D automatically displays the average annual growth rate (new positions being created)

for all employees by EEOG based on past and present number of employees, assuming a steady rate of growth.

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1) Under column E, enter the projected annual growth rate (new positions being created) for all employees in each EEOG. For example, enter 5, if your organization expects to create new positions or increase the number of employees in the EEOG at a 5.0% annual rate.


result of growth during the next three years. Column G automatically displays the annual turnover rate (replacement of terminated

employees) for all employees by EEOG given past and present number of employees.

2) Under column H, enter the projected annual turnover rate (replacement of terminated employees) for all employees in each EEOG. For example, enter 3, if due to terminations, employees in the EEOG were expected to be replaced at a 3.0% annual rate.









Column N automatically displays the estimated number of women that will be required to be hired to close the representation gap over the three year period.

Cell O236 (column O row 236) automatically sets the starting year for the establishment of the short-term goals which is equivalent to the year used for the subsequent/current compliance assessment’s workforce analysis.

Cell P236 (column P row 236) automatically sets the end year for the establishment of the short-term goals which is equivalent to three years after the subsequent/current compliance assessment’s workforce analysis.

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3) Use column P to test and establish your short-term goals. Enter in this column the percentage short-term hiring goal for women by EEOG over the next three years. In general, goals should be set at least equal to the current availability estimates (column Q) based on the workforce analysis results.


subsequent/current workforce analysis results. Column R automatically displays the current gap between the internal representation and the

external availability in the number of women by EEOG based on the subsequent/current workforce analysis results.

Column S automatically displays the projected gap in three years between the internal representation and the external availability of women by EEOG taking into account growth and turnover.

Column T automatically displays the current percentage representation of women by EEOG from your subsequent/current workforce analysis results.

Column U automatically displays the projected percentage representation of women by EEOG in three years based on the projected growth and turnover, if the hiring goal is achieved for the subsequent/current compliance assessment.

Subsequent/current Short-term and Long-term GoalsTable 10: Women

Note: Column D automatically copies the percentage share of women to be hired and promoted by

EEOG over the next three years (i.e., the short-term hiring and promotion goals that your organization is establishing for the subsequent/current compliance assessment) from column P in Table 9: Women.

1) Under column F, enter the percentage share of women to be hired and promoted in three years or more (i.e., the long-term hiring and promotion goal) by EEOG that your organization is establishing for the subsequent/current compliance assessment. This is where you can enter goals that your organization may not expect to close in the short-term.

2) You may use the fields under the comments column to enter additional information regarding setting your goals for the subsequent/current compliance assessment.

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Tables 11 and 12: Aboriginal PeoplesRepeat the steps above that were used for Tables 9 and 10 on setting the subsequent/current short-term and long-term goals for women using the appropriate tables.

Notes: The projected annual growth rate under column E and projected annual turnover rate under

column H are the overall rates for all employees by EEOG. Therefore, please ensure that you use the same rates for each EEOG when completing the tables for each of the designated groups. For example:

If your organization experienced gaps for women and Aboriginal peoples in EEOG 01 Senior Managers positions, you will need to set short-term goals for these two designated groups in this EEOG.

In cell E238 (column E row 238), you estimated that the projected annual growth rate for all employees in EEOG 01 is 2.0%. Therefore, the projected annual growth rate for women in Table 9, cell E238 (column E row 238), and for Aboriginal peoples in Table 11, cell E292 (column E row 292), should both be 2.0%.

Similarly, if there are gaps for persons with disabilities and members of visible minorities in EEOG 03 Professionals positions, and your estimated projected annual turnover rate for all employees in this EEOG is 3.0%, then you would use 3.0% in cell H347 (column H row 347) in Table 13: Persons with Disabilities and cell H400 (column H row 400) in Table 15: Members of Visible Minorities.

Tables 13 and 14: Persons with DisabilitiesRepeat the steps above that were used for Tables 9 and 10 on setting the subsequent/current short-term and long-term goals for women using the appropriate tables.

Tables 15 and 16: Members of Visible MinoritiesRepeat the steps above that were used for Tables 9 and 10 on setting the subsequent/current short-term and long-term goals for women using the appropriate tables.

Once you have completed data entering your organization’s goals for both the first/previous and subsequent/current compliance assessments (Tables 1 to 16) in the Goals worksheet, you can review and verify your finished results for each of the four designated groups by selecting any one of the four results tabs at the bottom of the Excel workbook. If you need to make any changes to the previously completed worksheets, you may do so by selecting the appropriate worksheet through the bottom tabs.

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Parts 4 to 7: Results for the Four Designated Groups

The four Results worksheets gather all of the information that was completed in the preceding worksheets to provide a summary and a comparison of the previously and currently submitted results for each of the four designated groups by EEOG.

The following are highlights of the information that will be displayed in the Results worksheets: The Workforce Analysis section provides the Employment Equity (EE) Result or the Utilization

Rate which compares the internal representation of the designated group to their external availability in the Canadian labour market. Where the EE Result is below 80%, it is recommended to address the gap in the representation through goal setting.

The Flow Data Analysis section identifies trends in the hiring, promoting and terminating of designated group members in your workplace. It compares the actual and the expected number of hires, promotions and terminations to determine whether under-representation of the designated groups is the result of recruitment below external availability, promotion below internal representation and/or termination above internal representation and where more effort may be required to increase representation.

The top rows of each EEOG in the New Entrants section provide the actual total number of employees and designated group members that were hired, promoted and terminated during the past three years between the first/previous and subsequent/current compliance assessments. This same data is displayed in the bottom rows of each EEOG in the New Entrants section to assist in predicting future results for the next compliance assessment which will be conducted three years later.

The top rows of each EEOG in the Goals section display the short-term and long-term goals that have been established by your organization for the first/previous compliance assessment while the bottom rows display the goals for the subsequent/current compliance assessment. The top rows provide the Percent of Goal Met results which compare the designated group’s actual number or percentage share of new entrants data to the goals that were submitted for the first/previous compliance assessment. The bottom rows project the results for the next compliance assessment using the subsequent/current goals if the same trends in hiring, promoting and terminating continue over the next three years.

Comments1) Under the Comments section of each of Parts 4 to 7 worksheets, you may provide additional

comments.

Parts 8: Reasonable Efforts

This worksheet provides lists of efforts that your organization may have made to implement the Federal Contractors Program. Please use the checkboxes and comment sections to indicate your responses.

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Thank you for completing the Achievement Report. Please keep a copy of this report for your records. When you will be notified of the next compliance assessment, which would take place three years after your current assessment, you will be required to update this Achievement Report to facilitate future assessments of your results. In the meantime, it is recommended that you continue to keep track of your employees’ hiring, promotion and termination records to assist your organization in maintaining information on its employees and estimating growth and turnover rates in the event that you will need to establish future goals.

Feedback

The Labour Program of Employment and Social Development Canada continually strives to improve its documentation and service to Canadians. If you have any comments or suggestions on how to strengthen this document, please contact us at [email protected].

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mailto:[email protected]

Annex ADefinitions of Terms

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Term Description

AvailabilityThe percentage of designated group members in the Canadian labour market who were 15 years of age and over, employed, unemployed and actively looking for work, or on layoff and available for work.

Cell referenceThe identification of a specific cell by its intersecting column letter and row number in a Microsoft Excel file.

Data entry To manually enter (i.e., type in) information.

Designated groupsMeans women, Aboriginal peoples, persons with disabilities and members of visible minorities as defined under the Employment Equity Act.

Employment Equity Occupational Group (EEOG)

Employees are coded by the four-digit National Occupational Classification codes based on the functions of their positions which are subsequently rolled up into 14 occupational groups.

Employment Equity (EE) Result or Utilization Rate

The number of a designated group in a workplace divided by the number of their availability in the Canadian labour market expressed as a percentage.

First Compliance Assessment

Occurs one year after the award of an initial federal government goods and/or services contract, a standing offer agreement and/or a supply arrangement valued at $1 million or more (including applicable taxes).

Flow Data AnalysisIdentifies trends in the hiring, promoting and terminating of designated group members in a workplace.

GapThe difference between the internal representation and the external availability of a designated group.

Long-term numerical goalsNumerical hiring and promotion goals that cover a period of three years or more and close gaps in the representation of designated group members that are not expected to be closed in the short-term.

RepresentationThe percentage of employees in an organization that are from a designated group which is determined by dividing the number of designated group members by the total number of employees.

Short-term numerical goalsNumerical hiring and promotion goals that cover a period of one to three years to close gaps in the representation of designated group members.

Subsequent Compliance Assessment

Occurs four years after the award of the initial federal government goods and/or services contract, a standing offer agreement and/or a supply arrangement, and every three years thereafter.

Under-representationOccurs when the percentage of designated group employees in an occupational group is lower than their percentage availability in the labour market.

Workbook A Microsoft Excel file that contains one or more worksheets.Workforce Analysis A comparison of an organization’s workforce representation with

external Canadian labour market availability to identify if there are

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Term Descriptionany gaps in the representation of the designated groups.

WorksheetThe primary document that you use in Microsoft Excel to store and work with data.

Workplace Equity Information Management System (WEIMS)

A secure, cost-free, web-based reporting system available to support organizations in meeting their employment equity obligations as it relates to collecting data, conducting a workforce analysis and submitting Forms 1 to 6 and the workforce analysis results to the Labour Program of Employment and Social Development Canada.

Worksheet tabsThe labels along the lower border of the workbook window that identify each worksheet.

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Documents

Achievement Report Instructions · Web view2017/12/21 · Federal Contractors Program Achievement Report Instructions The Achievement Report is designed to assist organizations covered