Workplace Equity Information Management System (WEIMS) Creating and Importing Files for the Federal Contractors Program

Table of contents Preparing employee data Creating an employee.txt file Creating a promo.txt file Before importing your data into WEIMS Save file in .txt format Import employee.txt file into WEIMS for a First Compliance Assessment Import .txt files into WEIMS for a Second Compliance Assessment

1. Preparing employee data If you are undergoing a First Compliance Assessment, you will need to create the following .txt file to import your employee data into WEIMS: employee.txt If you are undergoing a Second Compliance Assessment, you will need to create the following .txt files to import your employee data into WEIMS: promo.txt

2. Creating an employee.txt file Ensure file contains one record or row for every employee. If your organization has 200 employees, you must have 200 records or rows. Only permanent full-time and permanent-part time employees must be included in this file. Sample NOTE: Working with spreadsheets (for example, Excel) makes it easier to manipulate data. However, WEIMS will only allow you to import Text Tab Delimited (.txt) files. Spreadsheets can easily be saved as .txt files. This process will be explained later. Employee # CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Must be unique (no duplicates).

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 2: Census Metropolitan Area (CMA) Code Must be exactly 2 digits. Ensure zeros are included (if applicable). Must correspond to the values in the Province and CMA codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 3: Province Code Must be exactly 2 digits. CMA and Province codes must correspond to one another. Must correspond to the values in the Province and CMA codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 4: National Occupational Classification (NOC) Code Must be exactly 4 digits. Must be a valid 4-digit NOC code. Use NOC 2011 version codes available at: http://www5.hrsdc.gc.ca/NOC/English/NOC/2011/Welcome.aspx.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 5: North American Industry Classification System (NAICS) Code Must be exactly 4 digits. Must be a valid 4-digit NAICS code. Use NAICS 2007 codes available at: http://www23.statcan.gc.ca/imdb/p3VD.pl?Function=getVD&TVD=44547.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 6: Employee Status Code Must be exactly 2 digits. Must correspond to the values in the Employee Status codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 7: Comments Column is required, but data is optional. Column is necessary for WEIMS to read data correctly.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 8: Gender Must be exactly 1 letter. Must be M (male) or F (female). If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 9: Salary FCP contractors are not required to report on salary. 0 must be included in each cell with no decimals, no dollar signs and no commas. If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 10: Aboriginal Peoples Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 11: Members of Visible Minorities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 12: Persons with Disabilities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 13: Hire Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 01   M N Y 1998-01-01 222 04 11 0015 F 2000-05-04 333 03 12 1111 02 2010-06-27 444 18 1222 2016-11-08 555 07 15 0213 2004-09-03 666 0111 Mat. Leave 2015-10-12 2016-05-16 Column 14: Termination Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

3. Creating a promo.txt file Do not create this file for a First Compliance Assessment. Do not create this file if your organization did not award any promotions between the First and Second Compliance Assessments. Ensure file contains one record or row for every promotion. If an employee was promoted twice, there should be two rows, etc. If an employee was not promoted, do not create a row for that employee. Sample Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01

3. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Employee number must exist in employee.txt file.

3. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 2: Promotion Number Maximum 4 digits. If an employee received two promotions, there must be two rows, etc. Promotion numbers must be entered chronologically.

3. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 3: Promotion Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

4. Before importing your data into WEIMS All columns must be included and be in the order previously specified (employee.txt and promo.txt). Column headings must be removed. All rows must contain data except under the comment column.

5. Save file in .txt format Steps to convert an Excel spreadsheet to .txt file format: Go to File or Microsoft Office button, and then click Save As. In the File name box, enter “employee” or “promo”, depending on which file you are creating. In the Save as type box, use the drop-down arrow, scroll down and select Text (Tab delimited) (*.txt) option. Click the Save button. A dialog box appears, reminding you that you want to save the file as a text file, click Yes button.

6. Import employee.txt file into WEIMS for a First Compliance Assessment Steps: From the WEIMS Main Menu page, under Employees for (Name of Your Organization), select Upload an employee record set. In the Import Employee Data page, under Add New File, next to the File to upload box, click on the Browse button. Go to where you saved your employee.txt file in your computer and select the file. The employee.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. Under Import Options, select the Period Start and Period End dates. You can use today’s date for both dates.

6. Import employee.txt file into WEIMS for a First Compliance Assessment (continued) Select Compile Forms 2, 4, 5 and 6 by Occupational Group Only. Select Include National Forms. Select Compile Forms After Data Upload. Select Update employees. Click the Import the uploaded files button, then click the OK button.

7. Import .txt files into WEIMS for a Second Compliance Assessment Steps: From the WEIMS Main Menu page, under Employees for (Name of Your Organization), select Upload an employee record set. In the Import Employee Data page, under Add New File, next to the File to upload box, click on the Browse button. Go to where you saved your employee.txt file in your computer and select the file. The employee.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button.

7. Import .txt files into WEIMS for a Second Compliance Assessment (continued) Go to where you saved your promo.txt file in your computer and select the file. The promo.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. Under Import Options, for the Period Start date, use the same date that was used to generate your workforce analysis for the First Compliance Assessment. For the Period End date, select today’s date. Select Compile Forms 2, 4, 5 and 6 by Occupational Group Only. Select Include National Forms.

7. Import .txt files into WEIMS for a Second Compliance Assessment (continued) Select Compile Forms After Data Upload. Select Update employees. Click the Import the uploaded files button, then click the OK button.

Questions? Please contact the Labour Program’s Employment Equity team by email at ee-eme@hrsdc-rhdcc.gc.ca.