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 ImportWizard Employment Information Data Template. Copy relevant fields from your workforce download and paste them into the ImportWizard Employment Information Data 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) 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) 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 CensusWizard The Complete AAP's Census Wizard.

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Column|Header|Explanation A|(red) Plan Code |The software uses this the Plan Code identify which AAP to import employees into. (blue)Standard Version Users: Enter "1" into this field for every employee. (red)Pro Version Users: The unique code to identify the plan and may contain up to 10 alphanumeric characters. This code may match the Location Code. B|(blue) Employee ID|A unique alpha or numeric employee ID code for each employee and may be up to 10 alphanumeric characters. If you do not have employee IDs, the software will assign them for you. C|(red) Employee Name|Employee name may be up to 60 characters. D|(red) Race|Each employee must be identified as one of the following RaceDefinition race titles: White, Black, Hispanic, Asian, American Indian, Pacific Islander, Two or More Races. Title variations of the seven races are acceptable. E|(red) Gender|Each employee must be identified as one of the following: Male, Female. F|(blue) Location Code|A unique code to identify a location and may contain up to 10 alphanumeric characters. Location Codes are used to annotate employees' work locations. G|(red) Location Name|The name of the physical location in which an employee works. Location Names are used to annotate employees' work locations. H|(blue) Department Code|A unique code to represent each department and contains up to 10 alphanumeric characters. If you do not have Department Codes, the software will assign them for you. I|(red) Department Name|Name for each Department or unit of supervision. J|(blue) Job Code|Provide a Job Code for each Job Name. Each Job Code should have only one Job Name. (10 character limit.) K|(red) Job Name|Title of position. L|(red) EEO Code|An EEO Code is to be assigned for each job name. Employees who hold the same job name should be assigned to the same EEO Code(e.g. all occurrences of “Manager, Accounting” should be in EEO category 1.1). Provide an EEO1Categories EEO-1 (Private), an EEO4Categories EEO-4 (Public) or an EducationalIPEDSCategories Educational-IPEDS (formerly EEO-6) Code for each job. M|Census Code 1|One census code must be assigned to each job title within the company. You may import them or you may allow the CensusWizard Census Wizard to assign them after you import your workforce. More information on Census Codes may be found in the Glossary. N|Census Code 2|Although only one census code per job title is required, you may assign up to three for each job title. O|Census Code 3|Although only one census code per job title is required, you may assign up to three for each job title. P|(blue) Job Group Code|A unique code for each unique job group name and may contain up to 10 alphanumeric characters. Each Job Group Code should have only one Job Group Name. Q|(red) Job Group Name|A unique name for each job group. Job Groups represent groups of jobs that have similar wages, responsibilities and opportunities for advancement. Each unique job should be assigned only one Job Group (e.g. all instances of "Vice President" should be in the same job group). EEO categories can be used as Job Groups if none are established. R| Hire Date|The date the employee was hired. S| Salary Code|A unique alphanumeric code that can be up to 10 characters in length If your company uses salary codes, salary grade codes or salary range codes, provide one for each employee. T|(red) Base Salary|The base salary of an employee at the beginning of the plan year. Does not include overtime, bonuses or shift differential. U|(red) Salary Basis|Indicate whether base salary is: annual, biweekly, hourly, monthly, semimonthly or weekly. V| Hours Worked Per Week|The standard number of hours each employee is required to work per week. This value is used when the software annualizes salary for hourly employees. The software will use a default of 40 hours per week if this column is blank and the Salary Basis is Hourly. W|(red) Part-Time?|Indicate whether each employee works Full Time or Part Time. X| Total Salary|The total salary of the employee for the 12 month period prior to the beginning of the new plan year. includes base + bonuses, overtime and any other additional income. Y|(red) Supervisor ID|The employee ID of each employees' supervisor. If you do not use ID codes, you can leave this blank, and enter it manually once the software has assigned employee IDs. Z|(blue) Annotation|The software will determine if an employee needs an annotation by comparing each employees' plan or location code against his or her manager's plan or location code. Location codes are used to build the annotation. If you want to create your own annotations, you may do so in the annotation field of your import file. Your annotation will take precedence over any created by the software. Please see the Glossary Glossary for more information about annotations. AA| SSEG Code|SSEGs Similarly Situated Employee Groupings consist of employees that have similar job duties and responsibilities and occupy positions that require similar skills and qualifications. It is neither required nor is it necessary to create SSEGs. Compensation can be analyzed by groupings such as jobs, EEO categories or job group. AB| Date 1|A date that your company deems a significant factor that affects pay. Examples include: date of last increase, rehire date, date of last promotion, etc. AC| Date 2|Another date that your company deems a significant factor that affects pay. Examples include: date of last increase, rehire date, date of last promotion, etc. AD| Number 1|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|A 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|A numeric factor that your company deems significant in determining pay. Examples include: years of experience, tenure, years of education, education level, etc.

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