Required Fields - Workforce Import

The snapshot of your workforce is a point-in-time list of all active full and part time employees as of the beginning date of your Affirmative Action Plan (AAP). The definitions below describe the content of each field in the Workforce Import Template. Copy relevant fields from your workforce download and paste them into the Workforce Import Template in the order shown. Provide as many of the fields as you can for each employee in your workforce snapshot, using the color-coding below to determine which fields are crucial.

Header fields in red are required not only for a compliant Affirmative Action Plan, but are also required for the software to function properly.

Header fields in blue are not required for you to import, but you may import them if you wish. The Complete AAP will create these for you if you do not already have them.

Header fields in green are not required for you to import, but you may import them if you wish. In addition to Base Salary and Salary Basis, these fields are helpful in analyzing compensation data.

Header fields in black are not required for you to import, but you may import them if you wish. These fields can be easily populated after import with the help of The Complete AAP's Census Code Wizard.

Column : Header A : Plan Code

Pro users must provide an alpha or numeric code (10 character limit) that informs the software into which AAP each employee should be placed, keeping in mind the regulations, herein paraphrased, that govern placement of employees into AAPs:

1) All companywide employees must be in an AAP.

2) Prepare a separate AAP for each establishment that has 50+ employees.

3) Employees at establishments of fewer than 50 employees must be:

a) included in their establishment's own AAP;

b) rolled into the AAP that supports their establishment's personnel function; or

c) rolled into the AAP that covers their managers work locations.

Other users must import a separate workforce file into the software for each AAP, but are not required to include plan codes. Though blank, the Plan Code column must remain.

B : Employee ID

Provide a unique alpha or numeric employee identification code (10 character limit) for each employee. Review the codes to ensure that there are no duplicates.

C : Employee Name

Provide a name for each employee who works/worked on U.S. soil (including Puerto Rico) as of the snapshot date in the following format: Smith, John A.

D : Race/ Ethnicity

Provide one of the following race/ethnicity titles for each employee: White, Black or African American, Hispanic or Latino, Asian, American Indian or Alaska Native, Native Hawaiian or Other Pacific Islander, Two or More Races. Title variations of the seven races/ethnicities are acceptable. If an employee has not disclosed his or her race, determine his or her race visually.

E : Gender

Provide one of the following designations for each employee: male, female.

F : Location Code

Location codes and names are used to annotate employee work locations. Provide a location code (10 character limit) for each employee and ensure that each code identifies only one location name. If your import file does not contain location codes, but does contain location names, the software creates location codes.

G : Location Name

Location codes and names are used to annotate employee work locations. Provide a location name in the format of city and state (or identifying FAAP name) for each employee as you wish it to appear in your annotations. Provide the city and state of isolated employees who work at remote offices or at home. Provide only one location name per code and provide the location names in a consistent format throughout (e.g. if you have DENVER CO and Denver, Colorado location designations representing the same location, choose one format and assign it consistently to all employees at that location.) If you wish to distinguish sites within the same city (e.g. Denver, CO Building A and Denver, CO Building B), add identifying text of your liking and code the sites differently.

H : Department Code

Provide a department code (10 character limit) for each department name. Each department code should have only one department name. If you do not provide department codes, but do provide department names, the software creates the department codes.

redI : Department Name Provide the name of each employee's department or unit of supervision. Provide only one department name per department code and provide the names in a consistent format throughout (e.g. if you have Accounting and Acctg departments representing the same department, choose one or the other format and assign it consistently to all employees.)

J : Job Code

Provide a job code (10 character limit) for each job name. Each job code should have only one job name. If you do not provide job codes, but include job titles, the software creates them.

K : Job Name

Provide a job name (i.e. title) for each employee. Provide only one job name per job code and provide the job names in a consistent format throughout (e.g. if you have Accountant and Acct job titles representing the same position, choose one format and assign it consistently to all employees.) If you have more than one set of job titles to choose from in your HRIS, provide the more descriptive set of titles to develop more tailored placement goals.

L : EEO Code

Provide an EEO-1 (Private), an EEO-4 (Public) or an EEO-6 (Educational-IPEDS) code for each job. Each unique job code/title should be assigned only one EEO code. In other words, all instances of Accountant should be assigned the same EEO code.

M : Census Code 1

If you wish to select and import your census codes, provide from one to three census codes for each job using this field for the first and using columns N and O for the second and third census codes. Again, each job should be assigned the same census code(s), for example every instance of the job Accountant should have the same census code (usually 80 Accountants & Auditors in this specific example).

N : Census Code 2

Although only one census code per job is sufficient, you may provide up to three per job, using this field for the second.

O : Census Code 3

Although only one census code per job is sufficient, you may provide up to three per job, using this field for the third.

P : Job Group Code

Provide a job group code (10 character limit) for each job group name. Each job group code should have only one job group name. If you do not provide job group codes, but do provide job group names, the software creates job group codes.

Q : Job Group Name

Job groups represent groups of jobs that have similar wages, responsibilities and opportunities for advancement. Provide a job group name for each job (rather than for each employee). Each job must be assigned only one job group (e.g. all instances of the title Accountant should be assigned the same job group). Provide only one job group name per job group code and provide the job group names in a consistent format throughout (e.g. if you have Clerical and Clerical/Admin job group titles representing the same job group, choose one of the two and assign it consistently to all jobs.) EEO categories can be used as Job Groups if your company has fewer than 150 companywide employees (i.e. all sites). If your company has 150 or more companywide employees, you should review the jobs by EEO category and determine if you should split them into groups that share similar wages, responsibilities and opportunities for advancement. For example, a 2-Professional group can be split into 2A-Engineers and 2B-Administrative Professionals. If splitting the group is not feasible or if splitting the groups would result in statistically invalid groups of fewer than ten employees, at the very least provide jog group names that do not exactly match EEO code titles.

R : Hire Date

Provide each employee's original hire date. (Rehire dates may be provided in the Date 1 field.)

S : Salary Code

If your company uses salary/wage codes, salary/wage bands, salary/wage grades or salary/wage ranges, provide one of up to ten characters for each employee. If your company does not have established salary grades, ranges or codes, provide nothing in this column.

T : Base Salary

Provide the annual pay of each employee, not including bonuses, overtime or other additional income. If you cannot provide annual base pay, provide the base hourly, weekly, bi-weekly, semi-monthly, or monthly monetary compensation, none of which should include bonuses, overtime or other additional income.

U : Salary Basis

If the amount shown in the Base Salary column is an annual rate, indicate an "A" in this column. If it is hourly, indicate "H." If it is weekly, indicate "W." If it is bi-weekly, indicate "B." If it is semi-monthly, indicate "S." If it is monthly, indicate "M."

V : Hours Worked per Week

Please include in this field the standard number of hours each employee is required to work per week.

W : Part-Time?

Indicate whether each employee works full time or part time. Do not provide the number of weekly work hours in this column. Provide a status of "PT" or "FT" for each employee based on your company's definitions.

X : Total Salary

Provide each employee's prior year earnings. Total pay should include base pay plus bonuses, overtime and any other additional income earned in the 12 months prior to your current AAP year.

Y : Supervisor's ID

Provide the employee ID of each employee's supervisor, ensuring that the supervisor ID matches an employee ID in the workforce data that you provide. If you do not provide all Supervisor ID's, the software will not accurately assign managers to departments, which means that your Organizational Display and annotated reports may not be in compliance.

Z : Annotation - Optional if Supervisors' IDs are provided

If you want to create your own annotations, you may do so in the annotation field of your import file. Otherwise, the software assigns annotations by comparing each employee's location or plan code against his or her manager's location or plan code. All annotations you provide in this field take priority over any created by the software. For more information about annotations, please see the glossary and the Edit Employees section of Chapter 5.

AA : SSEG Code

Similarly Situated Employee Groupings represent groups of employees whose jobs are similarly situated. SSEGs are optional and provide an alternate method of analyzing the compensation of employees performing the same or substantially similar work.

AB : Date 1

Provide a date that your company deems a significant factor that affects pay. Examples include: date of last increase, rehire date, date in current job, etc.

AC : Date 2

Provide another date that your company deems a significant factor that affects pay. Examples include: date of last increase, rehire date, date in current job, etc.

AD : Number 1

Provide a numeric factor that your company deems significant in determining pay. Examples include: years of experience, tenure, years of education, education level, etc.

AE : Number 2

Provide a second, different numeric factor that your company deems significant in determining pay. Examples include: years of experience, tenure, years of education, education level, etc.

AF : Number 3

Provide a third, different numeric factor that your company deems significant in determining pay. Examples include: years of experience, tenure, years of education, education level, etc.

Also see:

Similarly Situated Employee Groupings or SSEGs

Import Wizard

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