Transcript AAP Resource Group Specializing in Affirmation Action Preparation Presented by: Adrian Bond President 3249 Winderly Pine Cove Memphis, TN 38125 Presented to: Evergreen Packaging April 4, 2007

AAP Resource Group
Specializing in Affirmation Action Preparation
Presented by:
Adrian Bond
President
3249 Winderly Pine Cove
Memphis, TN 38125
Presented to:
Evergreen Packaging
April 4, 2007
Services
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AAP Preparation
Compliance Review Assistance
Consultations
Pre-audit Review
Adverse Impact Analysis
Applicant Flow Logs
Salary Equity Analysis
EO Surveys
EEO-1 Reports
VETS-100 Report
On-site Audit Support
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AAP Preparation
We prepare all the requirements for a "full" Affirmative Action Plan, including:
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Workforce Analysis
Job Group Analysis
Availability Analysis
Utilization Analysis
Full Census Data Support Documentation
Goal Setting Worksheet
Goal Achievement Worksheet
All Logs (applicant flow, hires,
promotions, terminations)
Adverse Impact Analyses (hires,
promotions, terminations)
Identification of Problems Areas
Good Faith Effort Narrative Summaries
Religion and National Origin
Establishment of Responsibility
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Internal Audit and Reporting Systems
Development and Execution of Action
Oriented Programs
Placement Goals
Lines of Progression
Annual Training
Analysis of Staffing Jobs
Entire Census Statistics for Each Facility
Population and Employment Statistics
Salary Code Listing
Pregnancy Related Disability Policy
Family and Medical Leave Policy
Affirmative Action Efforts/Sexual
Harassment
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Compliance Review Assistance
 In the event a government compliance review is initiated for your
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facility or location, we provide:
Assistance in preparing responses to the desk audit
Audit AAP prior to submission to the OFCCP
Assist in responding to the itemized listing prior to the compliance
review
Availability for telephone assistance during the on-site part of the
review
Available for on-site assistance during the on-site portion of the
review and will provide professional and experienced advice
Assist in any reporting requirements resulting from a compliance
review (federal, state or local)
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Consultations
 We are available for on-going consulting to recommend
corrective measures and procedures where our audits
identify problem areas. Our fee includes unlimited
telephone consulting support as well as unlimited off-site
compliance evaluation (audit) support. Tracking these
recommendations and the actions taken can provide
appropriate documentation on subsequent Affirmative
Action Plans.
 We can provide annual training seminars, either
teleconference or live sessions to ensure that your staff
stays knowledgeable and compliant on all current issues
pertaining to the OFCCP and newly issued regulations.
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Pre-audit Review
 Are you satisfied with completing your own
affirmative action plan, but don't feel
comfortable reviewing your plan for errors
or "red flags" to the government? We can
take your completed plan and provide a
detailed review of all areas to identify any
potential problem areas. Let us take the
worry away.
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Adverse Impact Analysis
 Do you understand the importance of conducting
an adverse impact analysis? We can provide
you with the peace of mind in knowing whether
or not you have adverse impact in any specific
job group or within any specific transaction
type. This is a target area for the OFCCP during
their initial review. We can ensure you have all
the necessary information needed to deliver
your AAP with confidence.
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Applicant Flow Logs
 Preparation and formatting of the applicant
flow log can be a real hassle. Our
seasoned professionals can take your
applicant and promotion data and prepare
government compliant applicant flow log
reports in the appropriate format. Let us
ease the burden of your AAP preparation.
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Internet Applicant Definition
Four-Prong Rule:
 Individual submits an expression of interest in
employment through the Internet or related electronic
technologies
 Employer/Contractor considers the individual for
employment in a particular position
 Individual’s expression of interest indicates that the
individual possesses the basic qualifications for the
position
 Individual at no point in the employer’s selection
process, prior to receiving an offer of employment from
the employer, removes him or herself from further
consideration or otherwise indicates that he or she is no
longer interested in the position
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Salary Equity Analysis
 The OFCCP is looking for systemic
discrimination, particularly in your
compensation practices. Our experts can
provide a complete analysis of your
compensation by grouping to ensure you
are comfortable with your plan before
submission. Our analysis will identify and
suggest recommended changes
necessary to ensure your compensation is
consistent and non-discriminatory.
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EEO-1/VETS-100 Reports
 EEO-1 Reports
 Each year every government contractor must submit their EEO-1
data in a standard format. Preparation of the EEO-1 report is
sometimes a cumbersome task. Our consultants can take your
employee information and provide you with the appropriate
reporting for your annual submission. We are here to help you
with your compliance needs.
 VETS-100 Reports
 Just like the EEO-1, the VETS-100 and VETS-100A, must also
be submitted to the OFCCP on an annual basis. Let us take on
your reporting needs and provide your report in an efficient and
accurate manner.
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On-site Audit Support
 When a compliance review escalates into a full-blown
audit, the next step is an on-site audit from the
OFCCP. When that time comes, our experts can visit
you on-site to help prepare for the audit and provide
leadership and guidance during the audit itself. Our staff
of experts will provide valuable insights to help ensure
success during the audit process. We can help you
when the questions arise and satisfy the necessary
requirements of the auditor. We become an extension of
your company in representing you during the tough,
uncomfortable process. We want to be your partner to
ensure a successful audit process.
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Client Input
 Provide the AAP Resource Group with yearly
updates on:
 Applicant flow data
 Profile data on all hires
 Documentation on all promotions including other
candidates
 List of departmental and facility transfers
 Data on all terminations
 Report on training undertaken
 Employment outreach activities
 Community involvement activities
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Client Input
 We request that all material be sent via e-mail
to our secure e-mail address in Microsoft Excel
file format. We will send you the spreadsheet
each year for your employees to load pertinent
employee and candidate information in regards
to established reporting requirements for the
OFCCP. With each spreadsheet that we send,
we will include an explanation guide to assist
your employees in the data submission process.
There they will find all abbreviations and codes
in a clear and intuitive manner.
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Termination Log
LN
FN
MI
SEX
RACE
JOBTITLE
JGC
DOT
REASON
Smith
Jane
A
F
W
Admin Asst
50
1/1/2008
No Show
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Applicant Log
LN
Smith
FN
Jane
SEX
F
RACE
W
JOBTITLE
Admin Asst
JGC
50
DOH
1/11/2006
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DOA
HSOURCE
DISP
1/2/2006
Career
Fair
Hired
INTERNET
APP
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Promotion Log
LN
FN
MI
SEX
RACE
HENRY
JONES
A
M
W
JOBTITLE(OLD)
HANDLER
JGC(OLD)
8
PTYPE1
(P or C*)
P
DOP1
6/5/2004
PJOB1(NEW)
SHOP KEEPER
*C = Candidate
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EMPLOYEE DATA: 10/01/00 - 09/30/01
LN
FN
MI
SEX
RACE
SMITH
JOHN
A
M
W
SMITH
MARY
B
F
B
JOB
TITLE
JGC
FLSA
DEPT
SALARY
FACILITY
MGR.
1
E
ADMIN
100,100
EXEC.
ASST.
5
H
ADMIN
HOURLY
15.00
Note: Use salary column for exempt and non-exempt wages and hourly wages for hourly employees.
If Salaried employee leave hourly column blank, and if Hourly employee leave salary column blank.
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DOH
DHEAD
2/06/99
FACILITY
MGR.
3/05/02
FACILITY
MGR.
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Explanation Guide
Here are the formats for the Employees, Applicants, Promotion,
Termination Data. We would prefer the data be in excel format. Either
attached the files to an Internet e-mail and send to
[email protected] or mail a diskette with the files to:
Allie Bond or Adrian Bond
3249 Winderly Pine CV
Memphis TN 38125
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Employees Data
Data formats for:
 Employees:
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Last Name
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First Name
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Middle Initial
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Sex Code:
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Race Code:
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A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native Hawaiian, T=Two or
more races
Job Title
JGC/EEO Code:
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F=Female, M=Male
1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7-Operatives, 8=Laborers,
9=Service workers
FLSA:
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H=Hourly, E=Exempt, N=Non-exempt
Department
Salary and/or Hourly Rate
Date of Hire
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Applicants Data
Applicants (Should include all hires):
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Last Name
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First Name
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Middle Initial
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Sex Code:
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Race Code:
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A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native Hawaiian, T=Two or
more races
Job Title
JGC/EEO:
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F=Female, M=Male
1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives, 8=Laborers,
9=Custodial
Dept
Date of Hire (if Hired)
Date of Applicant
Hire Source:
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Advertisement, Job Service, Walk-in, Referral, etc.
Disposition:
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Hired, Not Selected, Declined offer, etc.
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Promotion & Transfers Data
Promotions & Transfers (This should also include any candidate not selected):
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Last Name
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First Name
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Middle Initial
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Sex Code:
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Race Code:
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F=Female, M=Male
A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native Hawaiian, T=Two or
more races
Old Job title
Old JGC/EEO
Old Department
P Type Code:
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P=Promotion, T=Transfer, C=Candidate for promotion
Date of Promotion/Transfer/Candidate
New Job title
New JGC/ EEO code
New Department
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Terminations Data
Terminations:
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Last Name
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First Name
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Middle Initial
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Sex Code:
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 F=Female, M=Male
Race Code:
 A=Asian, B=Black, H=Hispanic, I=Native American, W=White, N= Native
Hawaiian, T=Two or more races
Job Title
JGC/EEO Code:
 1=Mgt, 2=Prof, 3=Tech, 4=Sales, 5=Clerical, 6=Craft Workers, 7=Operatives,
8=Laborers, 9=Custodial
Department
Date of Terminations
Termination Reason
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Technical and
Security Related Issues
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All data submission is sent to a secure e-mail address.
No new hardware is needed on your part for this data submission.
Data can be sent to our company 24hrs. a day, 7 days a week.
Client Data is kept on a secure server accessible via secured access by appointed
nominated personnel.
Transmitted data files to be password protected and via encrypted.
AAP Resource Group retains a state of the art secured firewall that has 24-hr
continuous monitoring and daily sweeps to ensure optimal performance and
operation.
Virus protection on all servers.
Data centers are housed in two different locations with daily backup of all client data
nightly and regularly rotated to offsite storage.
Backup data can be received within a few hours creating minimal downtime in the
event of crisis, usually within four hours.
Company maintains video conferencing capabilities to communicate with clients in a
cost effective manner for both parties.
Company retains highly trained and skilled IT and Network professionals to create,
edit and test reporting on an on-going basis.
Company has the ability to produce on-demand reporting as well as customdeveloped reporting based on clients’ needs.
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Federal Contractor
Obligations Under Executive
Order #11246
Federal Contractor Obligation
 Understand the laws & federal contractor
obligations
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Equal Opportunity Laws
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The Civil Rights Act of 1964
The Civil Rights Act of 1991
Executive Order 11246
The Age Discrimination in Employment Act of 1967
The Rehabilitation Act of 1973 and the Americans with
Disabilities Act of 1990
 The Equal Pay Act of 1963
 The Vietnam Era Veterans Readjustment Assistance Act
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Federal Contractor Obligations Under
Executive Order #11246
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EEO meetings must be conducted once annually
EEO posters must be posted at each establishment
EEO statement must appear in all advertising
Submission of EEO-1
EEO clauses must be included in each subcontract
Certification of non-segregated facilities
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Federal Contractor Obligations Under
Executive Order #11246 (cont’d)
 Support Data must be maintained.
 Applicant Flow Log
 Resumes and employment applications must be maintained
for the current plus two previous years.
 Candidate assessment forms are to be kept for the same
period as the resumes and applications.
 The Voluntary Self-Identification form, which is attached to
most companies employment application, is maintained in a
separate file after completion.
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Federal Contractor Obligations Under
Executive Order #11246 (cont’d)
 Support Data ...
 Promotions Flow Log
 A record of candidates considered for any open position must
be maintained utilizing the same record retention policy for
applicants.
 The HR professional should strive to make certain there is
diversity in candidates for all open positions.
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Federal Contractor Obligations Under
Executive Order #11246 (cont’d)
 Support Data ...
 Termination Log
 Logs of terminated employees are maintained with job title,
race, sex, hire date, termination date, and reason for leaving.
 The record retention policy for maintaining the termination
dates is the same as for hires and promotions.
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Federal Contractor Obligations Under
Executive Order #11246 (cont’d)
 Support Data ...
 I-9's
 I-9's must be completed on all employees prior to
commencing employment with the company.
 They must be maintained in a file separate from the
personnel file.
 I-9's are to be audited on a periodic basis for accuracy to
avoid possible liability as a result of incorrect information.
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Federal Contractor Obligations Under
Executive Order #11246 (cont’d)
 Hiring practices must be analyzed
 Adverse Impact analysis must be conducted
 Copies of all letters mailed to minority, female, disabled and
veterans organizations must be maintained
 Documentation of career fairs and other community involvement
related to employment must also be kept by the location
 Copies of help-wanted ads must contain the Equal Employment
Opportunity tag line (EOE M/F/D/V)
 The location is expected to maintain a sample copy of various
newspaper ads
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Vietnam ERA Veterans Readjustment
Assistance Act Obligations
 VEVRAA Affirmative Action Program must be prepared and made
available upon request for review by employees, applicants,
customers, and vendors
 VEVRAA Affirmative Action clauses must be included in
subcontracts
 All jobs (external hires) must be listed with the local employment
security commission except top management positions, college
recruiting positions and those positions expected to last three days
or less
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Vietnam ERA Veterans Readjustment
Assistance Act Obligations (cont’d)
 Letters or phone logs verifying conversation with the
local Employment Security Commission informing them
of our government contractor responsibility of having a
diverse workforce, based on availability, must be
maintained
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Obligations Under Section 503 of the
Rehabilitation Act of 1973
 Self-Identification Invitation
 Affirmative Action Clauses in Subcontracts
 Employee and applicant access to the Affirmative Action
Program must be given, and a poster indicating time and
location must be posted.
 Disability Poster Notices
 Union notification
 Review of outreach and recruitment practices.
 Review of personnel processes to ensure consideration
of job qualifications of known disabled applicants and
employees.
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Compliance Review Results
 Compliance reviews can end in either:
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Letter of Compliance
Letter of Compliance with a Violation
Conciliation Agreement
Show Cause
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Questions
 Have a note at the bottom that further
questions can be directed to
[email protected]. Or we can be reached by
phone at 901-748-1650 or 901-218-6434.
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