affirmative action 101 - amazon s3 · • secrets for improving your aap results • adverse impact...
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Affirmative Action 101 Presented by: Nicolas Paul Kairos Services, Inc.
Agenda
• Covering the Basics • Secrets for Improving your AAP Results • Adverse Impact – Shortfall – Back Pay • Applicant Flow & Dispositions • OFCCP Audit Hot Topic – Websites Compliance • Veteran and Disability Data Collection & Analysis
Coverage
Who must prepare written AAPs?
• Criteria for AAP – 50 or more employees – A contract of $50,000 or more – Government bills of lading reasonably expected to total
$50,000 or more – A depository of Government funds
Consequences of Non-Compliance
• Back pay or other financial remedies • Negative Press • Company wide debarment
‘Data as of’ and AAP Plan Year Dates
What The Dates Mean
• AAP Year – The 12 month period during which the AAP is valid – Example: An AAP year can be from January 1 to December
31, 2016 (calendar year of 2016) • Data Dates for AAP
– The workforce snapshot date (“as of” date) – The personnel actions used for the preparation of this AAP
would be for the prior 12 months (calendar year of 2015)
What are my options for organizing my AAP?
The Basics
• Options in organizing your AAPs – Standalone – Roll to AAP with Manager – Roll to AAP where HR function is that supports group
• Considerations in the final decisions – Accountability – Narrowing risk
The Reports
Basic AAP Required Reports
Workforce Analysis
Job Group Analysis
Availability Analysis
Incumbency vs. Availability Placement
Goals
Prior Year Placement
Goals
Job Groups and the Job Group Analysis
Creating Job Groups
• Job Group Creation – Job Content – Opportunity/Progression – Salary
Job Group Analysis
• The basic unit of analysis • Foundation for the rest of your AAP
– Goals – Adverse Impact
• Hiring • Promotions • Terminations
Availability and the Availability Analysis
Availability Analysis
What is “External” Availability?
What is “Internal” Availability?
What is “Weighting”?
Final Availability and Underutilization
Final Availability
• What is “Final Availability”? – The representation of females and minorities you should
have given your external and internal practices of hiring, promoting and transferring people into a particular job group.
Underutilization
What is “Underutilization”? • Having materially fewer minorities or women in a particular
job group than would be reasonably expected given availability.
Comparison of Incumbency to Availability
I’m underutilized. Now what?
Placement Goals
• Current Year Placement Goals • Goals = Availability • Placements
– Hires – Promotions
Prior Year Goals
Prior Year Placement Goals Report
33.3%
•Minority Goal for Administrative Support
•Total hires into this job group = 7 (0 are Minorities)
•Total promotions into this job group = 6 (1 is Minority)
?
•How many total placements were there into this job group? (Hint: Placements = Hires + Promotions)
•How many of these were Minority placements?
? •What was the Minority placement rate?
•Was the goal accomplished?
Improving Your AAP Results
• Re-create Job Groupings • Re-visit Census Mapping • External vs. Internal Availability Weights • Recruitment Areas • Feeder Pools
How do I show my good side?
Improving Your AAP Results
• Re-create Job Groupings • Re-visit Census Mapping • External vs. Internal Availability Weights • Recruitment Areas • Feeder Pools
Today’s most important lesson…
Impact Ratio Analysis
Adverse Impact Shortfall Back
Pay
Adverse Impact
• What is Adverse Impact? – A substantially different rate of selection in hiring, promotions or
termination – Comparison of favored group vs disfavored group
Standard Deviation
• What is a Standard Deviation? – Standard deviation is a numerical value used to indicate how widely
individuals in a group vary. If individual observations vary greatly from the group mean, the standard deviation is big; and vice versa.
What Are The Odds?
Standard Deviation Chance Hand of Cards (approx)
1.0 SD 3.2 in 10 1 Pair
2.0 SD 5 in 100 2 Pair
3.0 SD 3 in 1,000 Straight
4.0 SD 6 in 100,000 4 of a kind
5.0 SD 6 in 10 million Royal Flush
6.0 SD 2 in 1 billion Something is amiss!!
TECHNOLOGY INC. Dallas, Texas
IMPACT RATIO ANALYSIS 1/11/15 - 12/31/15
NEW HIRES
LABORERS & HELPERS (8) Category Hired Applicants Selection Impact Factor Adverse Std.
Rate Ratio Impact Dev. Non-Minority 52 900 5.8% 238.3% FAVORED NO Minority 16 660 2.4% 42.0% YES 3.20 Black 0 244 0.0% 0.0% YES 3.84 Hispanic 12 188 6.4% 110.5% NO Asian 4 116 3.4% 59.7% YES Native Amer. 0 8 0.0% 0.0% YES* TOM 0 24 0.0% 0.0% YES* Male 62 1272 4.9% 234.0% FAVORED NO Female 6 288 2.1% 42.7% YES 2.09
Shortfall Defined and Calculated
• “Shortfall”: the number of positions a company falls short of selecting.
• How is it calculated?
Shortfall Calculation
Laborers Job Group
660 x 4.4% = 29
29 – 16 = 13
Back Pay
• What is Back Pay? – It is not a Fine or a Penalty – It is the Value of a Position
• How is Back Pay Calculated? – Start with Shortfall x average annual salary
Back Pay Calculation
Laborers Job Group
$8 x 2080 = $16,640
$16,640 x 13 = $216,320
Big Numbers are Bad Numbers
Job Group: Managers & Supervisors (1)
Category Hired Applicants Selection Impact Factor Adverse Std.
Rate Ratio Impact? Dev.
Non-Minority 2 8 25.0% 100.0% FAVORED NO
Minority 1 4 25.0% 100.0% NO
Black 1 2 50.0% 200.0% NO
Hispanic 0 2 0.0% 0.0% YES*
Asian 0 0 0.0% N/A NO
Native Amer. 0 0 0.0% N/A NO
TOM 0 0 0.0% N/A NO
Male 2 10 20.0% 40.0% YES 0.89
Female 1 2 50.0% 250.0% FAVORED NO
Job Group: Managers & Supervisors (1)
Category Hired Applicants Selection Impact Factor Adverse Std.
Rate Ratio Impact Dev.
Non-Minority 4 16 25.0% 100.0% FAVORED NO
Minority 2 8 25.0% 100.0% NO
Black 2 4 50.0% 200.0% NO
Hispanic 0 4 0.0% 0.0% YES*
Asian 0 0 0.0% N/A NO
Native Amer. 0 0 0.0% N/A NO
TOM 0 0 0.0% N/A NO
Male 4 20 20.0% 40.0% YES 1.26
Female 2 4 50.0% 250.0% FAVORED NO
Big Numbers are Bad Numbers
Job Group: Managers & Supervisors (1)
Category Hired Applicants Selection Impact Factor Adverse Std.
Rate Ratio Impact Dev.
Non-Minority 8 32 25.0% 100.0% FAVORED NO
Minority 4 16 25.0% 100.0% NO
Black 4 8 50.0% 200.0% NO
Hispanic 0 8 0.0% 0.0% YES 1.58
Asian 0 0 0.0% N/A NO
Native Amer. 0 0 0.0% N/A NO
TOM 0 0 0.0% N/A NO
Male 8 40 20.0% 40.0% YES 1.79
Female 4 8 50.0% 250.0% FAVORED NO
Job Group: Managers & Supervisors (1)
Category Hired Applicants Selection Impact Factor Adverse Std.
Rate Ratio Impact? Dev.
Non-Minority 32 128 25.0% 100.0% FAVORED NO
Minority 16 64 25.0% 100.0% NO
Black 16 32 50.0% 200.0% NO
Hispanic 0 32 0.0% 0.0% YES 3.16
Asian 0 0 0.0% N/A NO
Native Amer. 0 0 0.0% N/A NO
TOM 0 0 0.0% N/A NO
Male 32 160 20.0% 40.0% YES 3.58
Female 16 32 50.0% 250.0% FAVORED NO
More Back Pay?
• In addition to wages, OFCCP’s calculation of back pay includes: – Benefits – Overtime – Shift differentials – Raises – Bonuses
What’s the big deal about Applicant Flow Logs?
Common Applicant Flow Issues
• No applicant flow data • High applicant to hire ratios • Low applicant to hire ratios • Lack of race/gender/veteran/IWD identification • Recruitment source data • Dispositions, Dispositions, Dispositions!!!
Website Compliance
• Updated EEO Tagline (for home and careers webpages)
• Language for Reasonable Accommodation Requests (for careers webpage)
• Language for “EEO is the Law" Poster (for careers webpage)
• E-Verify (for careers webpage)
Veterans and Individuals with Disabilities
Data Collection & Analysis
Veteran Data Collection
• Pre-Offer – “Yes” / “No” / “Refuse to Answer”
• Post-Offer – “Yes” / “No” / “Refuse to Answer” / “Yes” but refuse to answer category
• “Yes” Categories – Disabled Veteran – Recently Separated Veteran – Active Wartime or Campaign Badge Veteran – Armed Forces Service Medal Veteran
• Resurvey Not Required • HRIS / ATS Fields
Have I met my hiring benchmark?
Disability Data Collection
• Pre-Offer – “Yes” / “No” / “Refuse to Answer”
• Post-Offer – “Yes” / “No” / “Refuse to Answer”
• Resurvey Every Five Years – Reminder during the intervening five years
• HRIS / ATS Fields
SECTION 503 UTILIZATION REPORT
SECTION 503 UTILIZATION REPORT
SECTION 503 UTILIZATION REPORT
For Additional Information contact: Nicolas Paul
Director of Operations
Attendees of today’s session are eligible to receive the following forms/toolkits by request: -EEO Policy Statement -Sample Language For Letter to State Employment Agencies -Equal Opportunity Clause -Sample Language For Targeted Outreach Letter -Self Identification & Race/Ethnic Identification -Sample Vendor Notification Letter -EEO-1 Job Category Definitions -Veterans Pre-Offer Invitation To Self-Identify -Sample Language for Employment Agency Letter -Veterans Post-Offer Invitation To Self-Identify -Sample Language For Recruitment Source Letter -Disability Pre/Post-Offer Invitation To Self-Identify -Race-Gender Invitation to Self-Identify -EEO Tagline for Job Ads in Print or Online -Genetic Information Nondiscrimination Act Of 2008 -Website Compliance Checklist -VEVRAA/Section 503 Checklist -Tools for Self Assessment for Veterans and IWDs
Phone: (972) 369-0015 [email protected] www.KairosServicesInc.com