SpeedEEO - Your Affirmative Action Plan on the Web

An Affirmative Action Plan (AAP) indicates a company's plan to ensure equal employment opportunities for minorities, women, veterans, and individuals with disabilities. An AAP must be developed by all companies consisting of 50 or more employees and:

having a government contract or subcontract of $50,000 or more; or
having Government bills of lading which in an 12-month period total or can reasonably be expected to total $50,000 or more; or
serving as a depository of Government funds in any amount; or
serving as a financial institution which is an issuing or paying agent for U.S. savings bonds and savings notes in any amount.

The AAP monitors the companies workforce to ensure that equal employment opportunities exist for women and minorities within the company based upon the availability within the relevant labor pool.

The AAP consists of two elements: a narrative and analytical reports with support documents. The narrative must describe the programs, policies, and practices related to the Affirmative Action program of the company. The required analytical reports evaluate the company's workforce based upon the relevant labor pool in the company's recruiting areas. The analytical reports and narrative of each AAP must be updated annually.

By using SpeedEEO you can create and purchase all of the required analytical reports for your AAP. You can also purchase a Narrative template that can be used to describe the Affirmative Action program of the company.

What data is required to create an Affirmative Action Plan using SpeedEEO?

In order to create an Affirmative Action Plan using SpeedEEO, you must gather the following information about your company:

List of work locations and their zip codes (zip codes are optional, but quite helpful)
List of salary grades (SpeedEEO provides default salary grades)
List of departments or organizational units.
List of job groups (SpeedEEO provides help with creating job groups)
List of job titles and their salary grade, work location, and EEO-1 category (SpeedEEO can help you determine the appropriate EEO-1 category)
List of the number of employees for each job title within each department and location. The employee counts must be broken out as Female and Male for Black, Hispanic, Asian, Native Hawaiian - Pacific Islander, American Indian-Alaskan Native, and Two or More (not Hispanic) race categories.

How do I load the SpeedEEO software on my computer?

Unlike traditional computer software, SpeedEEO is a program that runs entirely in your Web browser. This totally eliminates the need to load additional software on your computer. The only software requirement for using SpeedEEO is the use of Microsoft Internet Explorer or FireFox.

Since SpeedEEO does not require additional software, once you create a SpeedEEO member account you can use SpeedEEO on any computer that has access to the Internet. SpeedEEO stores all of your data on our secure servers giving you the freedom to work from any location.

Can I try SpeedEEO for free?

Yes. you can create a SpeedEEO account and enter all of your data to create the Affirmative Action Plan reports for FREE. You only pay if you are completely satisfied and wish to print your compliant Affirmative Action Plan reports. If you are not satisfied, you can end the process and leave the SpeedEEO site at anytime, no strings attached.

What is the Narrative?

The narrative is a text document that describes the Affirmative Action Program in effect at your company. The narrative must accurately describe all Affirmative Action programs, policies, and practices which are actually underway within your organization. The narrative must be included with the required analytical reports and support documents to create your OFCCP compliant Affirmative Action Plan.

When you create your analytical reports using SpeedEEO, you can also purchase a copy of our Narrative template document that you can use to create a narrative document for your Affirmative Action Plan.

You can purchase the Narrative template for a one-time fee of only $50 when you purchase an AAP report package. Once you have created a narrative document, it should be updated annually at the same time you update the analytical reports in SpeedEEO.

What does it cost to create an Affirmative Action Plan with SpeedEEO?

An Affirmative Action Plan actually consists of two elements: the analytical reports and a narrative. SpeedEEO helps you produce your OFCCP compliant Affirmative Action Plan by producing the required analytical reports for your company. If you do not already have a Narrative document, you can also purchase a copy of our narrative template with your analytical reports.

SpeedEEO provides the reports required to create and maintain your AAP throughout the plan year. The AAP Annual Analytical Reports are produced each year for your company. Once those reports are produced, you are required to monitor your Applicant and Personnel Movement throughout the year and produce the Adverse Impact Analysis and Monitoring reports to analyze this activity. The Monitoring/Adverse Impact Analysis reports should be produced at least every six months.

SpeedEEO users can purchase the All-Inclusive AAP Package which includes the Annual AAP Report Package and the unlimited Monitoring/Adverse Impact Report Package for $749 per plan year. That price includes all software updates and support, unlimited access to the 2000/2010 Census Data for all geographic areas and occupational titles, and comprehensive documents to support all calculations including availabilities and analysis. All-inclusive AAP Package plans also have free use of SpeedEEO's Personnel Activity Tracking Service for tracking applicants and internal personnel movements.

If you do not already have a narrative for your Affirmative Action Plan, you can also purchase a copy of our Narrative template document with your AAP package for only $50.

What is the difference between the All-Inclusive AAP and the Basic AAP Packages?

All Government Contractors should purchase the All-Inclusive AAP Package. The All-Inclusive AAP Package is designed for companies that are required to annually create and maintain an Affirmative Action plan. This package includes all of the analytical reports that are required annually, along with the Monitoring/Adverse Impact Analysis reporting that should be done throughout the plan year to monitor all Applicants, Hires, Promotions, Terminations, and Transfers within your company. With the All-Inclusive AAP package, you can produce the Monitoring/Adverse Impact Analysis reports as frequently as you would like during the plan year. The reports included in the All-Inclusive AAP package provide everything needed for an OFCCP compliant AAP.

The Basic AAP Package only provides the annual AAP analytical reports. It does not include any of the Monitoring/Adverse Impact Analysis reports. This package is designed for companies that are not required to create and maintain an Affirmative Action Plan annually. For example, companies who are bidding on government contracts that require them to produce an AAP, but otherwise do not meet the OFCCP requirements for having an Affirmative Action Plan.

If you purchased a Basic AAP Package, contact Speediware Corporation to upgrade your package to a All-Inclusive AAP package so that you can use the Personnel Tracking features to create the required Monitoring/Adverse Impact Analysis reports.

Why does it cost to update my plan each year?

SpeedEEO offers a service that is unique to the industry. When you use SpeedEEO you are not paying for the use of the software, but for the creation of the analytical reports and support documents required to produce your plan. As part of our unique pricing structure, we are able to offer unlimited customer support both online using our chat feature and by telephone to guide you through the process of creating your Affirmative Action plan.

Another unique feature of SpeedEEO is the fact that we maintain a copy of each plan you create. When it comes time to create the next year's plan, you simply use the "Carry Over" feature in SpeedEEO to copy over the data from the previous year. This simplifies the creation of the new plan by copying over all employee data and settings from the previous plan year and adjusting for the hires, promotions, and terminations entered. After reviewing the data for the new plan, simply purchase it and SpeedEEO will produce the updated reports for the new plan year.

Will my credit card be secure?

Yes. We use state-of-the-art encryption technology to ensure that all of your private information remains private. We don't even see your credit card information; it is encrypted and processed electronically.

For your convenience, SpeedEEO accepts Mastercard, Visa, and American Express. You aren't required to pay for service until you print your reports, so you can try SpeedEEO risk free!

How often does a company need to produce an Affirmative Action Plan?

All companies must produce an Affirmative Action Plan annually if they consist or 50 or more employees and:

have a government contract or subcontract of $50,000 or more; or
have Government bills of lading which in an 12-month period total or can reasonably be expected to total $50,000 or more; or
serve as a depository of Government funds in any amount; or
serve as a financial institution which is an issuing or paying agent for U.S. savings bonds and savings notes in any amount.

The Affirmative Action Plan must contain all of the required analytical reports and support documents along with a Narrative document describing the programs, policies, and practices related to the current Affirmative Action Program. After producing the annual analytical reports, all companies are required to continue monitoring the applicant activity and personnel movement within their company and produce the required Monitoring/Adverse Impact Analysis reports during the plan year.

SpeedEEO provides an easy method for producing ALL of the required Affirmative Action analytical reports and support documents for the plan for only $749 per year. If this is your first plan, you can also purchase a Narrative template with your AAP Package for only $50.

Does my company need to create multiple Affirmative Action Plans?

It is the responsibility of each company to determine the number of Affirmative Action Plans needed. If your company has one single location, only one plan is necessary.

If your company has multiple locations, you need to determine the number of employees in each location. The OFCCP requires that a separate Affirmative Action Plan be created for each location with 50 or more employees. Locations with less that 50 employees can be included a plan for a larger location.

SpeedEEO offers package pricing for companies creating multiple plans. Contact Sales at Speediware Corporation at (972)304-4544 for more information on package pricing.

How do I collect the Affirmative Action Plan reports created with SpeedEEO?

When you use SpeedEEO to create your Affirmative Action Plan, you receive the purchased plan reports as files that you can save to your computer and print them as needed. Once you purchase your Affirmative Action Plan, the report files are generated immediately. The reports can be saved as PDF files or as Excel spreadsheets. The Affirmative Action plan report files you purchase remain available in your SpeedEEO account, so you can log into your member account and access them as needed.

Can I make changes to an Affirmative Action Plan I purchased in SpeedEEO?

After you have purchased your Affirmative Action Plan for a specific year, you can only make minimal changes to the data used to create the plan. SpeedEEO allows you to only make modifications to the Census areas and Feeder Job groups of a purchased plan.

Please make sure the data is correctly defined for your locations, job groups, and job titles, and department counts before purchasing your plan.

If you find an error in your plan you purchased, contact the Customer Support department at Speediware Corporation at (972)304-4544.

Do I have to type all of my company's data into SpeedEEO?

No. SpeedEEO allows you to import your employee data directly into SpeedEEO when you create a new plan using the Create Plan Set option. Employee data can be imported from an Excel spreadsheet or CSV text file.

Can I copy data from a previous year's plan?

Yes. SpeedEEO provides a "Carry Over" feature that is available when you create a new plan. When you use the "Carry Over" feature, you select the plan you want to copy, SpeedEEO copies all of the data in that plan into the new plan and then adjusts the employee counts based upon the Personnel Movement data specified for the previous plan. The employee counts in the new plan are updated by adding in the hires, subtracting out the terminations and adjusting based upon the promotions and transfers from the previous plan.

How can SpeedEEO offer such quality AAP solution at a fraction of the cost of other vendors?

SpeedEEO requires much less overhead than most AAP vendors because there isn't the need to install software, train clients, and manipulate client data. SpeedEEO is designed with the intelligence built in to guide the client through the process. This reduces the burden on the client and reduces our cost structure for everyone resulting in savings for our clients.

How do I get the employees to Self-Identify?

All employees and applicants should be given the opportunity to self-identify race and gender. The self-identity data collected cannot be used to discriminate against any employee or applicant. The information is used solely for the purposes of the company's Affirmative Action plan to identify women and minorities in the workplace.

Employees and applicants should also be asked to identify their Veteran and Disabled status. Applicants should be given the opportunity to identify their Veteran and Disabled status at the time they apply for a job within the company to comply with the Section 503 and VEVRAA regulations.

If employees choose not to self-identify race and gender, it is the responsibly of the person responsible for the company's Affirmative Action Plan, or someone working in Human Resources, to conduct a visual inspection so that the information can be included in the company's Affirmative Action Plan. Visual inspections should also be done, when possible, for applicants who appear in person and choose not to self-identify race and gender.

In the case of applicants, the self-identity information should never be shown to the hiring manager. The Invitation to Self-Identify should be included as a tear-off portion of the application form. The Invitation to Self-Identify form should be given directly to the person responsible for the company's Affirmative Action Plan.

Speediware Corporation has a sample Invitation to Self-identify form available for our customers to use when asking applicants and employes to self-identify. If you need a copy, contact the Customer Support department at Speediware Corporation at (972) 304-4544.

How do I track the applicant data?

SpeedEEO provides the Personnel Tracking Service as a free feature available with All-inclusive AAP Packages. Using the Manage Applicants option of the Personnel Tracking Service, you can track all applicant data. This data is saved on SpeedEEO servers along with your completed plan.

It is important to track all applicant data so that you can produce the required monitoring reports for your Affirmative Action Plan. Under the new Internet Applicant rule, an individual is considered a valid applicant if they meet the following criteria:

The individual submits an expression of interest in employment;
The contractor considers the individual for employment in a particular position;
The individual's expression of interest indicates the individual possesses the basic qualifications for the position; and
The individual at no point in the contractor's selection process prior to receiving an offer of employment from the contractor, removes himself or herself from further consideration or otherwise indicates that he or she is no long interested in the position.

Monitoring reports must be produced every six months, at a minimum, to show the applicant and employee movement within your company during the specified time frame. SpeedEEO provides the ability to use the data entered in the Personnel Activity Service to create the required monitoring reports.

If you purchased the Basic AAP Package, contact Speediware Corporation to upgrade your plan to the All-inclusive AAP package so that you can use the Personnel Tracking features and create your Monitoring/Adverse Impact Analysis reports during the plan year.

For companies looking for a complete applicant tracking system to capture all applicant activity, Speediware offers SpeediARMS (Applicant Recruiting Management System) which works directly with SpeedEEO. SpeediARMS provides each company a custom job board and a recruiting management system that can be used by Human Resources personnel and Hiring Managers to track applicant activity. For more information about SpeediARMS contact Sales at Speediware Corpoaration toll free at (866) 4-YOUR-HR or (866)496-8747.

How do I track employee transfers and terminations?

You can track all promotions, transfers, and terminations within your company using the Manage Promotions-Transfers-Terminations option of the Personnel Tracking Service in SpeedEEO. The Personnel Tracking Service is a free feature available with the purchase of the All-Inclusive AAP Package for your plan.

It is important to track all employee movement within your company and to use that data to produce Monitoring reports at least every six months to show what has occurred since you created your Affirmative Action plan. SpeedEEO allows you to create unlimited Monitoring/Adverse Impact Analysis reports during the year with the All-Inclusive AAP Package.

When do I create Monitoring Reports?

It is recommended that Monitoring reports be produced quarterly. But at a minimum, Monitoring reports must be created every six months for each plan to remain compliant. Therefore, the monitoring reports should be created six months after your plan snapshot date and again at the one year anniversary of your plan.

In SpeedEEO, you create your monitoring reports using the applicant, hire, transfer, promotion, and termination data you have entered in the Personnel Tracking Service for the corresponding plan. When you create your monitoring reports in SpeedEEO, you specify the date range that you want to use to create the reports. SpeedEEO creates the reports using only the data from the specified date range.

What is Adverse Impact?

Adverse Impact is the indication of a substantially different selection rate for members of a specific race or gender group.

When you create your monitoring report package with SpeedEEO, Adverse Impact Analysis reports are created to examine all applicants/hires, promotions/transfers, and terminations that occured within the specified time frame. The Adverse Impact Analysis report checks all of the specific data to ensure that there in no indication of inequality in respect to hiring, promotions, or terminations of specific race and gender groups.

How can I use the SpeedEEO Personnel Tracking Service?

The Personnel Tracking Service is a free feature available with purchase of the All-Inclusive AAP Package. The Personnel Tracking Service allows you to monitor all applicants to your company. It also allows you to monitor employee movement within the company including transfers, promotions, and terminations.

By using the Personnel Tracking Service in SpeedEEO, you can produce the required Monitoring reports for your company. Regulations require that you produce monitoring reports at least every six months; although is is recommended that the monitoring reporting be performed quarterly. With the All-Inclusive AAP Package, SpeedEEO allows you to create unlimited Monitoring/Adverse Impact Analysis reports throughout the plan year.

If you purchased the Basic AAP Package, contact Speediware Corporation to upgrade to the All-Inclusive AAP Package so that you can use the features available with Personnel Tracking Service to monitor all applicant and personnel movement and produce the required Monitoring/Adverse Impact Analysis reports.

What does it cost to create Monitoring Reports?

The Monitoring/Adverse Impact Analysis reports are provided as part of the All-Inclusive AAP Package. With this package, SpeedEEO creates all of the required monitoring and Adverse Impact reports.

Remember, in order to create your monitoring reports, the applicant, hire, promotion, transfer, and termination data must be entered in the Personnel Tracking Service in SpeedEEO. Companies using SpeediARMS only enter promotions, transfers, and terminations into SpeedEEO, all applicant activity is captured and transferred to SpeedEEO when generating Monitoring reports.

If you didn't purchase the All-Inclusive AAP Package for your plan, Speediware Corporation offers the ability to upgrade to that package so that you can use the Personnel Tracking Service features.