OFCCP Update—New Data Requests for Federal Contractors Presented by Leigh M. Nason ogletreedeakins.com

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Overview OFCCP’s Audit Scheduling Letter: Why It Matters Now The Letter Itemized Listing Requests Executive Order (Items 1-6) Section 503 (Items 7-10) Section 4212 (VEVRAA) (Items 11-14) Employment Activity Summaries (Item 18) Compensation Data (Item 19) Support Data (Items 15-17, 20-22) What Happens Next? Best Practices and Tips

OFCCP Enforcement

The Scheduling Letter Will notify you of the establishment being audited—ensure the materials submitted match this Requests AAPs—ensure they are current Notifies you that vets reporting requirements will be verified (VETS 100/100A – now 4212 – Reports) OFCCP prefers electronic submissions, if possible, and you can the desk audit submission Confidentiality OFCCP considers information submitted to be sensitive and confidential; you should, too Information you submit could be subject to disclosure under the Freedom of Information Act (FOIA) Mark every document you send as “confidential” and end every letter/ with a confidentiality statement

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. The Itemized Listing: 22 Items

Executive Order (Items 1-6) Scheduling letter requests the complete Minorities/Females AAP Itemized listing specifically requests: –Organizational profile (workforce analysis or organizational display) –Job groups –Statement of percentage of minority and female incumbents –Determination of minority and female availability –Comparison of incumbency to availability –Placement goals This mirrors the previous itemized listing

Section 503 (Items 7-10) Scheduling letter requests the complete Individuals with Disabilities (IWDs) AAP Itemized listing specifically requests –Evaluation of effectiveness of outreach and recruitment efforts for IWDs  THIS IS NOT A NEW REQUIREMENT – has been in regulations for years –New as of March 24, 2014:  Documentation of actions taken to comply with audit and reporting system requirements under 503 regulations  Documentation of computations or comparisons  Utilization analysis for IWDs

Section 4212 (VEVRAA) (Items 11-14) Scheduling letter requests the complete Veterans’ AAP –Are you subject to this requirement? Itemized listing specifically requests –Evaluation of outreach and recruitment efforts for qualified protected veterans  THIS IS NOT A NEW REQUIREMENT – has been in regulations for years –New as of March 24, 2014:  Documentation of actions to comply with auditing and reporting system requirements  Documentation of computations or comparisons  Documentation of hiring benchmark adopted

Support Data (Items 15-17) EEO-1 forms for the last three years –Make sure you send the audited establishment’s EEO-1s –OFCCP will use these to do a trend analysis Collective bargaining agreement(s) and related policies Goals for minorities/females for the preceding year (and perhaps progress toward goals for current year) –Need to include job group incumbents at start of AAP year –Need to include goals, if any, which were established –Factor in the number of hires and promotions for minorities and women and assess whether goals have been attained –If goal not attained, explain

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Support Data (Item 18)—Employment Activity Summaries

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Support Data (Item 18)—Employment Activity Summaries Spend time on this to ensure accuracy and consistency! Applicants and hires Make sure you’re comparing oranges to oranges, not oranges to kiwis If you submit applicants for 12 months and hires for the same 12 months, you will have a disconnect Consider pulling all applicants for 12 months and figuring out their status OR Consider pulling all hires for 12 months and gathering the applicants for those jobs Internals and externals, or just externals? OFCCP is asking for “applicants,” not all “job seekers”—brush up on the Internet Applicant Rule OFCCP says you “should” present this data by job group, but do you hire by job group? Or by requisition? Must include ethnicity and “unknown” race and gender Don’t be afraid to refine this—but need accurate disposition codes

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Support Data (Item 18)—Employment Activity Summaries Spend time on this to ensure accuracy and consistency! Promotions Can present by job group or job title and gender/race/ethnicity May be helpful to include promotion “from” and promotion “to” job group Need to provide OFCCP with a definition of “promotion” and ensure that the data you submit fits within this definition For example, don’t include “transfers” with “promotions” Note that OFCCP may inquire about “competitive” (bid) vs. “noncompetitive” (career ladder, anointed) moves Terminations Can present by job group or job title and gender/race/ethnicity Note that OFCCP may inquire about “voluntary” vs. “involuntary” terminations What is “death”? What is “retirement”? What is “no call no show”?

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Support Data (Item 19)—Compensation

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Support Data (Item 19)—Compensation Substantial changes have been made to the content and format for reporting compensation data Previously, had to report only aggregate compensation data Must now submit individualized compensation Compensation is defined broadly (includes bonuses, incentives, commissions, merit increases, overtime) Contractors instructed to report full-time, part-time, contract, temporary employees Who do you include in your AAP? Consider aligning with EEO-1 reporting Must provide requested data electronically, if you maintain it that way Contractors are invited to submit policies regarding compensation Contractors invited to explain factors that determine compensation

Support Data (Items 20-22) Copies of reasonable accommodation policies Documentation of accommodation requests received and their resolution –We have duty to make “reasonable accommodations” unless “undue hardship” exists Information on your most recent assessment of personnel processes Information on your most recent assessment of physical and mental qualifications THESE ARE NOT NEW REQUIREMENTS as of March 24, 2014!

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. What Happens Next? OFCCP will evaluate desk audit submission in conjunction with the Standard Compliance Evaluation Report (SCER) (available at OFCCP’s website) May request additional data in the form of a supplemental data request Could schedule onsite to further investigation indicators of discrimination in hiring, promotions, terminations, or compensation Can close compliance review with notice of compliance, conciliation agreement, or recommendation for enforcement

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Wrap Up—Focus Areas Underutilization Goals, not quotas Goal attainment (or progress) Outreach and Recruiting Audit 3 rd party vendors Assess what’s working and what’s not Selections analysis Affirmative action focus: getting QUALIFIED diverse candidates into the workforce Audit focus: discrimination Tests, disposition codes, recordkeeping—OFCCP will review

Atlanta / Austin / Berlin / Birmingham / Boston / Charleston / Charlotte / Chicago / Cleveland / Columbia / Dallas / Denver / Detroit Metro Greenville / Houston / Indianapolis / Jackson / Kansas City / Las Vegas / London / Los Angeles / Memphis / Mexico City / Miami Minneapolis / Morristown / Nashville / New Orleans / New York City / Orange County / Philadelphia / Phoenix / Pittsburgh / Portland / Raleigh Richmond / San Antonio / San Diego / San Francisco / St. Louis / St. Thomas / Stamford / Tampa / Torrance / Tucson / Washington, D.C. Wrap Up—Focus Areas Promotions and Terminations Analyses Competitive vs. noncompetitive Voluntary vs. involuntary New regulations for disabled/vets in 2014 and 2015 ODNSS Implementation Guide

OFCCP Update—New Data Requests for Federal Contractors Presented by Leigh M. Nason ogletreedeakins.com