Establishing Short-Term And

Labour Program

F e d e r a l C o n t r a c t o r s P r o g r a m

E s t a b l i s h i n g S h o r t - t e r m a n d L o n g - t e r m N u m e r i c a l G o a l s

G o a l S e t t i n g T o o l s

Under the Federal Contractors Program, contractors must establish reasonable short-term and long- term numerical goals for the hiring and promotion of designated group members to increase and close any gaps in their representation in each Employment Equity Occupational Group (EEOG) where under-representation was identified in the workforce analysis.

Short-term numerical goals cover a period of one to three years. Long-term goals are to be achieved in a period of three years or more and close gaps in the representation of designated group members that are not expected to be closed in the short term.

To assist your organization in establishing its goals, you may use the following two Goal Setting Tools: 1) Short-term Goal Setting Tool 2) Summary of Goals

1) Short-term Goal Setting Tool

The Short-term Goal Setting Tool allows you to anticipate the representation of the designated groups in your workforce by projecting annual hires and terminations over a three-year period through the following steps: 1) Calculate the number of anticipated hires over the next three years, taking growth (creation of new positions) and turnover (replacement of terminated employees) into account; and 2) Calculate the projected representation of the designated groups in the three-year span, if the hiring goals were to be achieved.

This tool is a Microsoft Excel file titled “FP-Tab-WEDShortTermGoalSettingToolEN- 20150908.xlsx”. It consists of four separate worksheets to set goals for each designated group.

The tool is designed to help you establish goals for one designated group at a time.

Information is entered in the blue and yellow fields only. All information to be entered in the blue cells will be based on the workforce analysis results and in the yellow cells will originate from sources other than the workforce analysis. Comments are included in the tool to assist you. Cells with comments have red triangles in the upper-right corners. If you rest the pointer over a cell that has a red triangle, the comment appears.

Before starting to work on this tool, you will need your organization’s most recent workforce analysis results.

Based on your workforce analysis results and where you’ll need to establish goals, you only complete the information for those EEOGs where gaps in representation were identified.

The following are the instructions to use the tool:

First Step In the worksheet on Women: 1) In Cell A2 (Column A, Row 2) enter your organization’s name. 2) In Cell A3 (Column A, Row 3) enter today’s date. 3) In Cell B15 (Column B, Row 15), enter the date used to conduct the workforce analysis. 4) In Cell L15 (Column L, Row 15), enter the three year period for which the goals will be established. For example, if you conducted your workforce analysis as of 2014/12/31 and you are establishing goals for 2015 to 2017, enter 2015-2017.

5) In Column B, for each EEOG where there was a gap identified for this designated group from the workforce analysis, enter the total number of all employees from the workforce analysis.

6) In Column C, enter the forecasted annual growth rate (new positions being created) for all employees. For example, enter 5, if the organization expects to create new positions or increase the number of employees in the EEOG at a 5.0% annual rate.

7) In Column E, enter the projected annual turnover rate (replacement of terminated employees) for all employees. For example, enter 3, if the organization expects to replace terminated employees in the EEOG at a 3.0% annual rate.

8) In Column H, enter the number of this designated group in the EEOG from the workforce analysis.

9) In Column N, enter the percentage availability of this designated group in the EEOG from the workforce analysis.

10) In Column O, enter the current gap between the internal representation and the external availability in the number of this designated group in the EEOG from the workforce analysis. Enter gaps as negative numbers. For example, if gap is -4, enter -4.

Goal Setting Tools September 2015 Workplace Equity Division | Federal Programs Directorate 2 11) In Column M, enter the percentage hiring goal for this designated group over the next three years. In general, goals should be set at least equal to the current availability estimates (Column N) based on the workforce analysis results. You can use this column to test and establish the short-term goals.

Note: Column D automatically calculates the number of new positions created as a result of growth during the next three years = B x C x 3.

Column F automatically calculates the number of new positions as a result of turnover (replacement of terminated employees) during the next three years = B x E x 3.

Column G automatically calculates the total number of anticipated hires over the next three years as a result of both forecasted growth (creation of new positions) and turnover (replacement of terminated employees) = D + F.

Column I automatically sets the designated group’s turnover rates (replacement of terminated employees) to be equivalent to column E.

Column J automatically calculates the estimated number of designated group members who will leave the workforce during the next three years = H x I x 3.

Column K automatically calculates the estimated number of designated group members that will be required to be hired to close the representation gap over the three year period = (D x N) - O + J.

Column L automatically calculates the number of designated group members to be hired based on the forecasted number of hires over the three-year period = G x M.

Column P automatically calculates the projected gap in three years between the internal representation and the external availability of the designated group in the EEOG = (H – J + L) – ((B + D) x N).

Column Q automatically calculates the current percentage representation of the designated group in the EEOG = H ÷ B.

Column R automatically calculates the projected percentage representation of the designated group in three years based on the projected growth and turnover, if the hiring goal is achieved = (H - J + L) ÷ (B + D).

Second Step

The information is now complete for one of the designated groups (women). Repeat the First Step for each designated group using the appropriate worksheet.

Goal Setting Tools September 2015 Workplace Equity Division | Federal Programs Directorate 3 2) Summary of Goals

The Summary of Goals tables allow you to summarize your short- and long-term goals. This tool is a Microsoft Word file titled “FP-Tab-WEDFCPSummaryGoalsEN-20140909.docx”. It consists of four tables, one for each designated group.

Information is entered in the blue and yellow fields. All information to be entered in the blue fields will be based on the workforce analysis results and in the yellow fields will be based on the goals being established by your organization.

Based on your workforce analysis results and where you’ll need to establish goals, you only complete the information for those EEOGs where gaps in representation were identified.

The following are the instructions to use the tool:

First Step

At the top of the Summary of Goals document and where indicated, enter your organization’s name and today’s date.

Second Step In the table on Women, for each EEOG where there was a gap identified for this designated group in the workforce analysis: 1) Enter the EEOG #, the EEOG description and the present gap. For example, enter 01, Senior Managers and -2, where based on the workforce analysis, there was a gap of two women in senior management positions. 2) Under the goals, enter the short-term goals in numbers or percentages. You may enter the results you obtained from using the Short-term Goal Setting Tool. 3) Enter your long-term goals in numbers or percentages. This is where you may enter goals that your organization may not expect to close in the short term. 4) You may use the field under the comments column to enter additional information. 5) Extra rows may be deleted or additional rows may be added depending on your organization’s workforce analysis results.

Third Step

The information is now complete for one of the designated groups (women). Repeat the Second Step for each designated group using the appropriate table.

Goal Setting Tools September 2015 Workplace Equity Division | Federal Programs Directorate 4