Affirmative Action Planning

Yes, we develop affirmative action plans (AAPs) for our clients. They provide us their employment transaction data; we reconcile the data to create compliant AAPs. Our team is staffed by consultants who have extensive affirmative action experience. Each AAP we develop has all the reports needed if an audit is called by the US Department of Labor. The reports include: The Executive 11246 AAP narrative for women and minorities; the narrative for veterans and disabled; the job group analysis; the workforce analysis; the internal feeder pool analysis; the external census availability analysis; the utilization analysis; placement goals for the current year; prior year progress analysis; impact ratio analyses for personnel activities (hire, promotion and termination), an Executive Summary Report highlighting risk areas.

AAPMaker is an affirmative action planning software that was developed by our in-house consultants who have many years of experience developing AAPs and interfacing with the US Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP).

AAPMaker follows a step-by-step approach, so you do not need previous AAP experience -- just follow the steps. It delivers a fully compliant AAP that is ready for submission should a compliance audit be called. The analyses and narratives include: The Executive 11246 narrative for women and minorities; the narrative for veterans and disabled; the job group analysis; the workforce analysis; the internal feeder pool analysis; the external census availability analysis; the utilization analysis; placement goals for the current year; prior year progress analysis; impact ratio analyses for personnel activities (hire, promotion and termination).

You can download a free Demo of the AAPMaker software from our website (place a link of free Demo). Upon installation of the AAPMaker Demo, a registration window will open. Click on the “Trial” button to bypass that window. You can use the Demo to develop an actual Affirmative Action Program. You can later purchase the user license that will allow you to print the AAP analyses and access the legal narratives. The license can be purchased online or by calling us at (770) 943 3922, Monday through Friday, 8:00AM to 5:00PM, EST or emailing us at Consultants@EEO-MadeSimple.com. We will provide you with a registration code that converts the AAPMaker from a trial to a fully functional copy.

If we develop your AAP and an audit is called, our consultants will work closely with your audit team to prepare and present the desk audit submission materials to meet the OFCCP’s thirty-day deadline, and answer follow up questions asked by the Agency.

We also help the client develop strategies in preparation for the on-site visit by the OFCCP. These strategies are developed specifically for the client. They are based on the results of the analyses in the client’s AAP.

At the request of the client, we can come onsite visit to conduct a pre-audit or to interface with the OFCCP during the onsite phase of the audit.

The Client must provide EMSC with the following information:

An Excel list showing the demographics of active employees on the first day of the start of the twelve-month period that the client has chosen as its AAP year.

An Excel list showing individuals who applied for jobs with the organization during the previous twelve-month period.

Excel lists showing employees who were hired, promoted, or terminated during the previous twelve-month period.

A completed AAP Personnel Activity Questionnaire (provided by EMSC) so that EMSC can determine the relevant census areas and internal feeder pool data to use in the development of the affirmative action plan.

Yes, EMSC can develop an affirmative action plan for clients who did not track applicant data for the previous year. The AAP will contain all the required analyses, except for the adverse impact analysis for hiring. It will contain: Executive 11246 AAP narrative for women and minorities; the narrative for veterans and disabled; the job group analysis; the workforce analysis or organizational profile; the internal feeder pool analysis; the external census availability analysis; the utilization analysis; placement goals for the current year; impact ratio analyses for personnel activities (promotion and termination).

Because the tracking of applicant data is a federal requirement, clients must begin that process immediately so that all the required data will be available when it’s time to update the AAP the following year. We’ll provide you a sample EEO data collection sheet that you’ll use to invite your applicants to volunteer the EEO data.

Imagine that each department in your company represents a vertical slice of your workforce, then, a job group will be a horizontal slice. Job groups combine jobs across department lines into what can be loosely described as homogenous groups. Jobs in a job group require ‘similar’ skills, perform ‘similar’ responsibilities, and pay ‘similar’ wages. The government’s EEO-1 categories (e.g., Officials and Mangers, Professionals, Technicians, etc.), can be used as job groups in small organizations. In large organizations, job groups can be subsets of EEO-1 categories, like Managers of Engineering, Managers of Accounting and Finance, Professionals in Accounting and Finance, IT Professionals, Machine Operators, etc.

Yes, EMSC will develop job groups for any client that does not already have its AAP job groups in place.

Following are the ten EEO-1 categories as defined by the Federal government.

1.1-Executive/Senior Level Officials and Managers: Individuals who plan, direct and formulate policies, set strategy and provide the overall direction of enterprises/organizations for the development and delivery of products or services, within the parameters approved by boards of directors or other governing bodies. Residing in the highest levels of organizations, these executives plan, direct or coordinate activities with the support of subordinate executives and staff managers. They include, in larger organizations, those individuals within two reporting levels of the CEO, whose responsibilities require frequent interaction with the CEO.

1.2-First/Mid-Level Officials and Managers: Mid-Level managers are individuals who serve as managers, other than those who serve as Executive/Senior Level Officials and Managers, including those who oversee and direct the delivery of products, services or functions at group, regional or divisional levels of organizations. These managers receive directions from Executive/Senior Level Management and typically lead major business units. They implement policies, programs and directives of executive/senior management through subordinate managers and within the parameters set by Executive/Senior Level management. First-Level managers report directly to middle managers. They serve at functional, line of business segment or branch levels and are responsible for directing and executing the day-to-day operational objectives of enterprises/organizations, conveying the directions of higher level officials and managers to subordinate personnel and, in some instances, directly supervising the activities of exempt and non-exempt personnel.

2-Professionals: Employees concerned with the theoretical or practical aspects of such fields as science, art, law and business relations where substantial post secondary educational preparation, or equivalent on-the-job training or experience is required.

3-Technicians: Employees whose jobs require a combination of basic scientific knowledge and manual skill which can be obtained through about two years of training, such as is offered in many technical institutes and junior colleges, or through equivalent on-the-job training.

4-Sales Workers: These are non-managerial employees who are engaged wholly or primarily in the direct sale of the organization’s products/services.

5-Administrative Support Workers: These are non-managerial employees performing administrative and support assistance such as typing, filing, computer operating, shipping, stocking, production and billing record-keeping. Included in this category are data processing clerks and client service representatives.

6-Craft Workers: Employees who perform manual work of relatively high skill level and have a thorough and comprehensive knowledge of the processes involved. They exercise considerable independent judgment and usually receive an extensive period of training. It excludes learners and helpers.

7-Operatives: Machine or processing equipment operators or employees who perform other factory-type duties of intermediate skill level which can be mastered in a few weeks and require only limited training. Included in this category are trainees and learners of craft positions.

8-Laborers and Helpers: Employees who perform manual labor that generally requires only brief training to perform tasks that require little or no independent judgment. Included in this category are helpers to craft and operative employees.

9-Service Workers: Employees in jobs relating to protective service, food service, and personal services. Assistants, trainers, helpers and their supervisors are also included.

Yes, we offer the Adverse Impact Analyzer tool for that purpose. Conducting an analysis on an ongoing basis can help you minimize financial risk by avoiding adverse impact. Our Adverse Impact Analyzer performs the EEOC's 4/5 Test, the Two Standard Deviation Test and Fisher's Exact Test for hiring, promotions, terminations, and reduction in force. It also performs an adverse impact analysis by age groups for EEOC-related purposes.

You can purchase a license by calling us (770) 943 3922 between 8:00 AM and 5:00 PM, Monday through Friday, Eastern Standard Time or email us at Consultants@EEO-MadeSimple.com.

Once EMSC delivers a completed AAP to a client, it offers a free one-hour tele-training in which a consultant walks the client through the entire AAP and explains the meaning of each of the analyses.

Technical support via telephone or email is offered to clients who purchase the AAPMaker license to develop their own AAPs. Those clients receive one year of free technical support beginning on the date of purchase. They can purchase an annual technical and functional support license which will allow them to call us at any time during the licensing period or thereafter to ask functional and technical questions relating to affirmative action or the AAPMaker software. Phone support can be obtained by calling (770) 943 3922 between 8:00 AM and 5:00 PM, Monday through Friday, Eastern Standard Time.

Technical questions can also be emailed to us at Consultants@eeo-madesimple.com. We also offer web-based training where we walk clients through the AAPMaker software and teach them how to develop an effective affirmative action plan. Please call our training specialist at (770) 943 3922 X112 if you are interested in purchasing one of these training sessions.

Yes, EMSC provides technical support for all its products. Technical support via telephone or email is offered to clients who purchase the AAPMaker license to develop their own AAPs. Those clients receive one year of free technical support beginning on the date of purchase. They can purchase an annual technical and functional support license which will allow them to call us at any time during the licensing period or thereafter to ask functional and technical questions relating to affirmative action or the AAPMaker software. Phone support can be obtained by calling (770) 943 3922 between 8:00 AM and 5:00 PM, Eastern Standard Time.

Yes, EMSC serves organizations ranging from Fortune 100 companies to small businesses in virtually all industry groups, including non-profits. References are available upon request.

Yes, EMSC files EEO-1 reports on behalf of its clients. All employers with 100 or more employees or federal government contractors and first-tier subcontractors with 50 or more employees and a contract amounting to $50,000 or more must file an annual EEO-1 report with the EEOC by March 31 of every year. We can file your EEO-1 for you using the EEOC’s secure online procedure.

We can also file your Vets-4212 reports as well. The VETS-4212 Report is to be completed by all nonexempt Federal contractors and subcontractors with a contract or subcontract in the amount of $100,000 or more with any department or agency of the United States for the procurement of personal property or non-personal services. This annual report must be filed no later than September 30.

Let us help you retain your federal contracts by filing these required reports on your behalf.