Publish AAP Documents

Publish AAP Documents

Get to Know the Publish Window

Click the Publish icon to open the Publish window.

The Publish window displays the recommended documents in the left pane, and the available AAPs in the right pane. Click Left Pane and Right Pane below for a description of each pane, and click Publish Type to view a listing of different formats to which you can publish.

Left Pane

• Documents & Sections tabs:
  • The items listed in the Documents tab are templates assembled in a recommended format by Yocom & McKee, Inc. To produce a complete affirmative action program, follow the Publish Documents instructions below. If you see documents highlighted yellow (as shown in image above), these are documents created by you or a predecessor, and may not reflect the format recommended by Yocom & McKee, Inc.
  • The items listed in the Sections tab are the components or potential components of the items listed in the Documents tabs. You may publish individual sections from the Sections tab by following the Publish Individual Reports or Sections directions under Publish Documents below.
• Gears : click on each document’s gear to view the sections it comprises.
• Select all: if checked, all documents will automatically be selected to publish, and if unchecked, only those selected by you will be published.
• New: if you wish to edit or create new documents or sections, follow the instructions in the Customize Documents & Sections piece below. Report results cannot be customized in the program, but there are various options users can select to appear on them. Results on reports published to an editable format must not be edited.
  

Right Pane

• AAPs tab: the AAPs available to publish are listed here; at the bottom of this area, you see two options:
  • Select All: if checked, all Documents or Sections for all AAPs or Locations shown will be selected for publishing, but can be individually un-checked.
  • Only show AAPs: by default only those locations that have been deemed to have an AAP will be displayed if this option is checked. If you wish to publish AAPs for individual locations, you may do so, but know that locations and individuals that are rolled up or forced into other locations will not change. In other words, you may end up with blank reports. To override this, visit the Locations window to uncheck the Roll Up option and to remove any locations forced into others. You must also visit the Employees window to remove any Force Into. If you really want reports that sever all ties*, you must also remove all supervisors so that employees reporting to off-site managers are not included in a different location’s reports. When you’re satisfied with the de-selections, return to the Publish screen, un-check the Only Show AAPs option, and select the locations for which you wish to publish documents or sections.
    
    *Doing this will yield non-compliant AAP reports.
    
    
• Publish Type: use the Publish Type pull-down menu to select the format to which you wish to publish your AAPs:
  • Preview to Screen: opens a preview of selected documents/sections.
  • Print to Printer: prints to your default printer.
  • Adobe Acrobat (.pdf): publishes to an electronic pdf format.
  • Comma Delimited (.csv): publishes to a .csv file that opens in Microsoft Excel by default.
  • Excel 97-2003 (.xls): publishes to a spreadsheet file that opens in Microsoft Excel.
  • Excel Worksheet (.xlsx): publishes to a spreadsheet file that opens in Microsoft Excel.
  • PowerPoint Presentation (.pptx): publishes to a PowerPoint presentation.
  • Rich Text Format (.rtf): publishes to a rich text format that opens in Microsoft Word.
  • Web Archive (.mhtml): publishes to an html format that opens in Internet Explorer, Microsoft Edge, or a preferred browser.
  • Word Document (.docx): publishes to a word processing file that opens in Microsoft Word.
    

Publish Documents

TCAAP takes the guesswork out of combining required narrative segments with required reports by providing five pre-assembled templates that meet regulatory requirements, and one optional Compensation Analysis template. Use the instructions below to publish the five templates.

Publish Required Document Templates

1. Click the Publish icon to open the Publish window.
   
   
2. Unless your company uses its own custom settings, select Tools and Reset All Options to Recommended Settings. (Click Yes to confirm, and OK when it finishes resetting.) If your company uses its own custom settings, select Reset All Options to Your Default Settings.
   
   
3. Unless your company uses its own custom text, select Tools and Reset All Text to Default Language. (Click Yes to confirm, and OK when it finishes resetting.) If your company uses its own custom text, select Reset All Options to Your Default Language.
   
   
   
4. Make sure all desired documents and AAPs are selected.
   
   
5. Select the document format from the Publish Type drop down menu.
   
   
6. Click Publish.
   
   
   
7. If you choose to publish to electronic format, you can find your electronic files in the small folder icon to the right of each company listed in the Publish window, or in the bottom-right corner of The Complete AAP.
   

*Documents must be re-published each time changes are made to the current company’s data in The Complete AAP.

Publish Individual Reports or Sections

1. Click the Publish icon to open the Publish window.
   
   
   
2. Unless your company uses its own custom settings, select Tools and Reset All Options to Recommended Settings. (Click Yes to confirm, and OK when it finishes resetting.) If your company uses its own custom settings, select Reset All Options to Your Default Settings.
   
   
3. Unless your company uses its own custom text, select Tools and Reset All Text to Default Language. (Click Yes to confirm, and OK when it finishes resetting.) If your company uses its own custom text, select Reset All Options to Your Default Language.
   
   
   
4. Make sure all desired Sections and AAPs are selected.
   
   
5. Select the document format from the Publish Type drop down menu.
   
   
6. Click Publish.
   
   
   
7. If you choose to publish to electronic format, you can find your electronic files in the small folder icon to the right of each company listed in the Publish window, or in the bottom-right corner of TCAAP.

Customize Documents & Sections

TCAAP allows you to create custom sections and documents within the program that you can use over and over for various companies and AAPs, but users should be aware that updates to TCAAP’s default text prompted by OFCCP regulation or guideline changes do not automatically carry over to your customized text. If you do choose to create your own narrative sections based on TCAAP’s default documents, be sure to keep tabs on TCAAP Release Notes to be apprised of changes to text. Any custom documents containing TCAAP’s default reports with options intact will be automatically updated. Users should also be aware that your documents must be re-published any time you make changes to the data contained in the Company from which you are publishing.

Customize Documents

1. Click the Publish icon.
   
   
2. If you are creating a new document, click Tools and, one at a time, the Reset All Options to Recommended Settings, and the Reset All Text to Recommended Language. If you are wishing to edit a customized document, consider whether selecting the Reset All Options to Your Default Settings and Reset All Text to Your Default Language makes sense; doing this will ensure that you have captured your last-saved default settings and language before you edit your custom document.
   
   
3. If you wish to customize an existing document, click on the document to select it (the program ignores check boxes in this instance; you must click on a single document to select it). If you wish to create a new document, proceed to the next step.
   
   
   
4. Click on the New button.
   
   
5. Select Make a copy of the currently selected document. to customize the selected document, or Create a blank document to start a document from scratch.
   
   
   
6. Click OK.
   
   
7. In the window that pops up, rename or create the Document Title and Document Filename Stub to distinguish the document from others. Include notes describing the changes.
   • Example of the window that pops-up if you choose to copy a document is shown at left below.
   • Example the window that pops-up if you choose to create a new document is shown at right below.
     
     
     
8. Click OK. The new document is now highlighted in the Document Title list.
   
   
   
9. Select your new document.
   
   
10. Click on the gear to the right of the document title to pull up an edit window.
    
    
11. Move sections to and from the Available Sections and Current Layout windows to build your document.
    
    
12. Use the arrow at the bottom of the Current Layout list to move the new section into the appropriate position.
    
    Add/Remove Items from Copied Document
    
    
    Assemble a New Document
    
    
    
13. Click *Save.” When you publish the new document, the sections you assembled appear as you placed them.
    

Manually Customize Documents Outside of Complete AAP

!*Do not edit calculations made by the program. Editing any part of published reports is done at user’s own risk and could result in a noncompliant AAP.

The instructions here are limited to editing in Microsoft Word. Limitations imposed by Microsoft Word require that The Complete AAP output content into tables. Because these tables in Word will not automatically wrap onto new pages but will instead expand a cell vertically within a single page when new text is added, parts of a page may seem to disappear. There are a few ways to deal with this, including resizing the text so that it all fits on a single page, but to maintain continuity, we advise cutting or copying the text, and pasting into an area that does not contain a table.

1. Use the Steps to Customize Documents instructions above to copy and insert a Blank Page into a pre-existing document template.
   
   
2. Publish your customized document to Microsoft Word.
   
   
   
3. Find the document by clicking the folder icon beside the location.
   
   
   
4. Open the document.
   
   
5. Make sure your view in Word is set to Print Layout.
   
   
   
6. Find the This Page Intentionally Left Blank page and click the text to make the table guide visible.
   
   
   
7. Click the table guide to highlight the entire table.
   
   
   
8. Click Delete Table on the menu popup. This creates a blank page without a table.
   
   
   
9. Highlight the text that you want to paste into the blank page you just created; you may need to copy text a page at a time.
   
   
   Make certain that you do not copy the entire table, but only the text you wish to paste. You know you’ve copied the entire table when the highlighted area becomes square. Try again.
   
   
   
10. Paste the highlighted text into your blank page and edit at will.
    
    
11. Delete the original table from where you copied the text.
    

Customize Sections

The Sections tab lists all publishable sections in alphabetical order. Some sections consist of only text, and others consist of reports that have calculations made by the program.

1. Click the Publish icon.
   
   
2. Click Tools and, one at a time, each of the desired Reset options (Recommended options are, well, recommended).
   
   
3. In the Documents tab, click on the gear beside the document containing the text you wish to edit.
   
   
   
4. Note the name of the section under the Current Layout that you wish to edit, and then click Cancel to close the window.
   
   
   
5. Click the Sections tab.
   
   
6. Scroll down or search to locate the section you noted in step 4, and then click on the gear to the right of the section.
   
   
   
7. Click into the area to the right of Content to enable access to the section content, and then click the browse button to activate the Content Editor.
   
   
   
8. The Content Editor functions as a word processor wherein you can delete, replace, format, or write new text (see note on bracketed text below). For advanced instructions on editing text, visit the Advanced Custom Content Creation in The Complete AAP Software Manual. Make your changes and then click Save.
   

*Bracketed text directs the program to pull data from specific tables in the company, and these can be swapped out with hard coded text or other bracketed text. It is recommended that text (e.g. replace “Denver, CO” with “Sample Company”) be edited from their source table. A list of available bracketed text and their sources follows the image below.

Highlight and Replace Bracketed Text

List of Bracketed Text

Bracketed Text	Editable?	Source
Location Code	Yes	See Locations Table in Review Workforce Data
Location Name	Yes	See Locations Table in Review Workforce Data
Address Line 1	Yes	See Locations Table in Review Workforce Data
Address Line 2	Yes	See Locations Table in Review Workforce Data
City	Yes	See Locations Table in Review Workforce Data
State	Yes	See Locations Table in Review Workforce Data
Zipcode	Yes	See Locations Table in Review Workforce Data
Plan Date (Beginning)	Yes	See Company Information in Review Remaining Data
Plan Date (End)	Yes	See Company Information in Review Remaining Data
Activity Date (Beginning)	No	Dependent on Plan Dates in Company Information or Publishing Options (further down in this chapter) for Disparity Analyses
Activity Date (End)	No	Dependent on Plan Dates in Company Information or Publishing Options (further down in this chapter) for Disparity Analyses
Company Name	Yes	See Company Information in Review Remaining Data
Company Identifier	Yes	See Company Information in Review Remaining Data
Directory Stub	No	Auto-Generated by Program
Current Date	Yes	Your Systems Settings
Current Year	Yes	Your Systems Settings
EEO Coordinator Name	Yes	See Locations Table in Review Workforce Data
EEO Coord. Email	Yes	See Locations Table in Review Workforce Data
EEO Coord. Company	Yes	See Locations Table in Review Workforce Data
EEO Coord. Address Line 1	Yes	See Locations Table in Review Workforce Data
EEO Coord. City	Yes	See Locations Table in Review Workforce Data
EEO Coord. State	Yes	See Locations Table in Review Workforce Data
EEO Coord. Zipcode	Yes	See Locations Table in Review Workforce Data
Executive Officer Name	Yes	See Locations Table in Review Workforce Data
Executive Officer Title	Yes	See Locations Table in Review Workforce Data
EIN	Yes	See Locations Table in Review Workforce Data
EEO-1 #	Yes	See Locations Table in Review Workforce Data
Parent Company	Yes	See Locations Table in Review Workforce Data
Parent Company EIN	Yes	See Locations Table in Review Workforce Data
Parent Company EEO-1 #	Yes	See Locations Table in Review Workforce Data
Employee Count	Yes	Dependent on Location Code in Employees Table
Included Employee Count	Yes	Dependent on Included in AAP in Employees Table
Application Name	No	Auto-Generated by Program
Application Version	No	Auto-Generated by Program

9. Click on the Tools button and choose Save as a New Section.
   
   
   
10. Add to the Section Title and Filename Stub to distinguish the new section from others, and type notes that help you remember specific edits made. Click OK.
    
    
    
11. The new section is highlighted and available to insert into a document or to be published as a separate document.
    

*Any updates made to The Complete AAP after your section is created will not carry over into your custom section even if you select the Tools -> Reset… options to update. To incorporate new programming changes into your custom sections, review the Release Notes and edit your custom sections accordingly.

!Updates made to programming may be spurred by regulation changes, so it is crucial to keep apprised of changes; customized sections not containing updates that reflect regulatory changes cannot be supported by Yocom & McKee, Inc.

Publishing Options

General publishing options can be accessed by clicking the Tools button in the main Publish window. The options in the general Publish window are set for all narratives and reports globally within the open Company.

The Publish window has two tabs: Documents and Sections. Settings for Documents are covered earlier in this chapter under Customize Documents. Individual section options can be accessed in the Sections tab by clicking the gear icon beside each section.

Every option window has a larger cell at the bottom of the window that displays a description of an option as you click on it.

The Sections tab lists both narrative pages and reports. Narrative pages can be edited with the Content Editor, instructions for which are covered earlier in this chapter under Customize Sections. Excepting Content options, available options can be changed by clicking into cells to manually type or use a drop down, or by clicking on a checkbox.

• Text: Click into a setting’s cell and type over existing alphanumeric text; retain any existing coding prompts (e.g. < i > or < / i >) to ensure that text appears on the published report.
• Pull Down: Click on a setting and use the pull-down menu to select a desired option.
• Checkbox: Click on a checkbox to toggle it on or off.
  
  
  

You may save your section settings to be the default for all Companies. Keep in mind that Yocom & McKee cannot defend or support in an OFCCP audit any reports or narratives whose options have been changed.

If default options are changed in the program, the program automatically highlights the option and the section in green.

You may reset individual sections’ defaults to your own or recommended settings.

You may reset all options’ defaults in the general Publish window.

Proceed to Understand & Implement AAP

Frequently Asked Questions

Why is the Compensation Analysis not selected by default to publish with other documents?

Due to Directive (DIR) 2022-01 and an Executive Order recently signed by President Biden, the Compensation Analysis is no longer checked by default because it is subject to being requested by OFCCP during audits. Should users choose to publish the Compensation Analysis, it is encouraged to ask your company attorney to request that the analysis be performed for confidential internal legal advice purposes.

I want to create my own templates and have them show up in the Documents tab. How do I do that?

Revisit Customize Documents & Sections above.

I want to create or edit the components (sections) of a template? How do I do that?

Re-visit Customize Documents & Sections above. Follow the instructions on creating your own sections, or editing existing sections, and then follow the instructions on creating your own documents to incorporate your customized sections into a template.

How may I delete the templates/sections that I don’t use?

Default templates and sections that are installed with the program cannot be deleted. Custom documents and sections created by users can be deleted by right-clicking on them and selecting “Delete.”

I want to change what is displayed on my reports. How do I do that?

Users can access publishing options for each report by clicking on the gear icon beside it in the Sections tab of the Publish window.

For instructions on changing text in sections, visit Customize Sections earlier in this chapter.

Why are my documents and/or sections highlighted green/yellow?

• When you click on the Publish icon, if Documents or Sections appear in green, either their default options have been changed, or there has been an update to the software. You must click individually on both the Reset options in the Publish screen’s Tools menu to update these sections.
• Documents or sections highlighted in yellow (as shown at bottom left) denote items created by you or a predecessor.
  
  

Why would I want to customize my documents?

Your company’s officials may have a preferred format that differs from the pre-loaded templates and sections; you may use the program’s document customization tool to create templates that follow your company’s preferred format.

Is there anything I should *not change in documents that I copy to customize?

The software does not limit what you can customize, but cited sections of the narratives do contain the minimum required by regulations, so it is generally safest to add to, but not delete text. With input from your company’s general counsel, you may want to customize areas that use noncommittal statements that begin with “may.”

What does this option in this section mean?

Every option window has a larger cell at the bottom of the window that displays a description of an option as you click on it.

How do I keep location codes from showing up in my employee annotations?

Click Utilities in the main menu at the top of your screen, and select Options. In the window that pops up, click on Annotations under Publishing, and then uncheck Use Location Code in Annotation beneath Calculation. Close the Options window.

What is a “Directory Stub?”

What do I do with my AAP after I finalize it?

After you share the results of your finalized AAP with managers (see Understand & Implement Your Affirmative Action Plan), all you need to do is file it in a secure location. If you receive a scheduling letter, you will want to review it thoroughly, but otherwise the OFCCP will not lay eyes on it. There is evidence that the OFCCP may sometime in the near future require certification of completion, and possibly submission of contractors’ AAPs, but as of this writing, it is not yet required.