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This document provides guidance on conducting a workforce analysis to identify gaps in representation and evaluate progress towards diversity. It outlines the purpose of workforce analysis, how to collect internal representation and external availability data, and tips for using templates and guidelines. Sample templates are provided to analyze representation of women, Indigenous peoples, visible minorities, and persons with disabilities.
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- 1. Workforce Analysis Virtual Workshop
- 2. Workforce Analysis Purpose of the Workforce Analysis – To identify gaps in representation – To evaluate progress towards full representation Where to get the data – Internal representation – External availability 2 of 20
- 3. Workforce Analysis Tools Tools available for employers: – Workforce Analysis in the Workplace Equity Information Management System (WEIMS) – Workforce Analysis Template 3 of 20
- 4. Workforce Analysis Template • Template: Women or Aboriginal or Visible Minorities Note: The above link can only be accessed from the Powerpoint Slideshow 4 of 20
- 5. Workforce Analysis Template • Template: Person with Disabilities Note: The above link can only be accessed from the Powerpoint Slideshow 5 of 20
- 6. Representation Data Who is counted in the Workforce Analysis: – Permanent Full-time Employees – Permanent Part-time Employees – Temporary Employees 6 of 20
- 7. Survey To get the internal representation data, you need to do a Workforce Survey 7 of 20
- 8. Survey How to do a Workforce Survey: – Use questions in the Regulations – Require return of questionnaires – Mention completion is voluntary – Provide questionnaires at hiring – Send a yearly reminder – Provide a self-addressed-stamped envelope for return – Provide survey on-line (an option) 8 of 20
- 9. Sample Communication To All Employees, (Employer’s Name) is committed to achieving employment equity. Our goal is to eliminate barriers in the workplace that may prevent the full participation of all current and potential employees, especially those in the four designated groups (women, Aboriginal peoples, persons with disabilities and members of visible minorities). In following the principles of employment equity we are taking advantage of the diversity in Canada and being reflective of today’s society. However, application of this employment equity program will not change our fundamental principle of hiring and promoting based on qualifications and ability. This commitment can be fully supported only when all employees count themselves in, whether they are members of a designated group or not. Everyone benefits from fair and equitable treatment, this is why everyone is included in the survey process and why everyone is asked to participate. The completion of the attached form is voluntary. After its completion, please return it in the self-addressed envelope to Human Resources. The information collected will be treated as confidential and will only be used for employment equity purposes. Thank you for your support and cooperation. If you have any questions or comments, please do not hesitate to contact (Name and title of contact person) at (telephone number) or by e-mail at (e-mail address). 9 of 20
- 10. Workforce Survey Sample Questionnaire Aboriginal Peoples 1. For the purposes of employment equity, “aboriginal peoples” means persons who are Indian, Inuit or Métis. Based on this definition, are you an aboriginal person? Yes______ No______ Persons With Disabilities 2. For the purposes of employment equity, “persons with disabilities” means persons who have a long-term or recurring physical, mental, sensory, psychiatric or learning impairment and who: (a) consider themselves to be disadvantaged in employment by reason of that impairment, or (b) believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reason of that impairment, and includes persons whose functional limitations owing to their impairment have been accommodated in their current job or workplace. Based on this definition, are you a person with a disability? Yes_____ No______ Members of Visible Minorities 3. For the purposes of employment equity, “members of visible minorities” means persons, other than aboriginal peoples, who are non-Caucasian in race or non-white in colour. Based on this definition, are you a member of a visible minority? Yes______ No______ 10 of 20
- 11. Workforce Analysis Template • Sample Case for Women Note: The above link can only be accessed from the Powerpoint Slideshow 11 of 20
- 12. Workforce Analysis Template • Sample Case for Persons with Disabilities Note: The above link can only be accessed from the Powerpoint Slideshow 12 of 20
- 13. Availability Data Supplied by Labour Program, from Statistics Canada’s data; and organized according to EEOGs and NOC Unit Groups Source for data on Women, Aboriginal Peoples and Visible Minorities is the Census of Canada Source for data on Persons with Disabilities is the Post-censal survey (e.g., 2006 Participation and Activity Limitation Survey) 13 of 20
- 14. Tips In general, for Women, Aboriginal Peoples and Visible Minorities: – Use Table 4 availability at EEOG level – Use Table 5 availability at NOC level For Persons with Disabilities: – Use Table 4 availability at EEOG level 14 of 20
- 15. Tips In general, for Women, Aboriginal Peoples and Visible Minorities: – Use availability at EEOG level for the following EEOGs: 1, 2, 5, 7, 10-14 (explain exceptions) – Use availability at NOC level for the following EEOGs: 3, 4, 6, 8, 9 (explain exceptions) 15 of 20
- 16. Tips In general, for Women, Aboriginal Peoples and Visible Minorities: – Use the largest geographical area from which you would reasonably recruit; usually EEOGs • 1-3 would be National; • 4, 6, 8, 9 Provinces/Territories; and • 5, 7, 10-14 Census Metropolitan Areas (explain variance from this model) 16 of 20
- 17. Tips In general, for Persons with Disabilities: – Use availability at EEOG and National levels (explain exceptions) Remember that these are general guidelines, and that exceptions are acceptable, as long as they are supported 17 of 20
- 18. Workforce Analysis Template • Sample case for Women, Aboriginal and Visible Minorities Note: The above link can only be accessed from the Powerpoint Slideshow 18 of 20
- 19. Workforce Analysis Template • Sample Case for Persons with Disabilities Note: The above link can only be accessed from the Powerpoint Slideshow 19 of 20
- 20. Thank you! For more information, please see other sections of our Web site 20 of 20
Editor's Notes
- This workshop will explain the purpose of Workforce Analysis, where to get the data, how to use the data and how to present the results of the analysis. It is part of a broader package available in support of federally regulated and Federal Contractors Program employers conducting activities in compliance with the Employment Equity Act. It is designed to be used by Employment Equity practitioners with some experience. It was developed by the Policy, Reporting and Data Development (PRDD) section, of the Labour Standards and Workplace Equity Division (LSWED), of Labour Operations Directorate, of the Labour Program, of the department of Human Resources and Skills Development Canada (HRSDC) of the Government of Canada. The Canadian Human Rights Commission (CHRC)’s Employment Equity Compliance Branch, responsible for auditing employers under federal jurisdiction, has reviewed the material and provided input. Labour Program also has collateral material available. We ask that users communicate with them, before delivering the workshop, so that the most recent support material can be provided.
- The purpose of the Workforce Analysis (WFA) is to identify gaps in representation. The WFA includes two sets of data: internal and external. The internal (or “representation”) data come from the workforce Self-identification Survey. The external (or “availability”) data come from the Census of Canada, or post-census surveys. The method of using the data essentially comes down to: compare one set against the other set! The data are organized according to Employment Equity Occupational Groups (EEOGs) and their sub-groups, National Occupational Classification (NOC) unit groups, as defined in the Employment Equity Regulations . In essence, once data are gathered, the analysis consists of comparing the internal representation data against the external availability data. This identification of gaps must be summarized at the EEOGs level. The Act requires employers to make comparisons based on those occupational qualifications, eligibility and geographic recruitment areas from which an employer can reasonably be expected to recruit its employees. The employer must look at each EEOG to determine the appropriate comparator. Labour Program provides availability data in the occupational and geographic detail that employers need to conduct the analysis.
- To facilitate the preparation and the presentation of the WFA, Labour Program has developed the following tools: The Generate Workforce Analysis Data function has been added to the Workplace Equity Information Management System (WEIMS) and is accessible in both the Legislated Employment Equity Program (LEEP) mode and the Federal Contractors Program (FCP) mode. This feature produces “Detailed” tables, one for each of the four designated groups (women, Aboriginal peoples, members of visible minorities and persons with disabilities), and “Summary” table. For more information on WEIMS, please visit the Labour Programs’ Web site at www.labour.gc.ca . The Workforce Analysis Template is available for employers who are not using WEIMS or who prefer to enter information manually into software compatible with Microsoft Excel.
- The Workforce Analysis Template is a user-friendly Microsoft Excel Workbook consisting of five spreadsheets. The template which can be downloaded from Labour Program’s Web site includes formulae to calculate gaps between the internal representation and the external availability. Employers can copy it, and adjust it to their workforces to analyze the status of all four designated groups. The table on this slide displays the WFA Template used to analyze the data on women, Aboriginal peoples or visible minorities. The next slide shows the template used for persons with disabilities.
- The table on this slide displays the WFA Template used to analyze the data on persons with disabilities. We will be explaining the use of the WFA Template later during the presentation.
- Internal representation data gathered from the Self-identification Survey should include all employees (permanent full-time, permanent part-time and temporary) in the employer’s workforce. According to the Employment Equity Regulations, employers count all employees except those that worked on a temporary or casual basis for less than 12 weeks in a calendar year. The following are definitions of the employees to be included in the internal representation data counts: Permanent full-time employees are employed for an indeterminate period to regularly work the standard number of hours fixed by the employer. Permanent part-time employees are employed for an indeterminate period to regularly work fewer than the standard number of hours fixed by the employer. Temporary employees are employed on a temporary basis for any number of hours within a fixed period or periods totaling 12 weeks or more during a calendar year. Students attending full-time secondary or post-secondary educational institutions being employed during a school break are not counted.
- In order to gather the internal representation data for the workforce analysis, employers must survey their workforces. The survey package includes the survey or self-identification questionnaire as well as all attendant communications.
- The Workforce Surveys or Self-identification Surveys must: be provided to all employees; include questions with definitions of the designated groups as specified in the Employment Equity Regulations ; indicate that persons may self-identify in more than one designated group; inform employees that self-identification is voluntary; indicate that the information collected is confidential; include an employee identifier in order to facilitate tracking of employees; and inform employees that, if requested, the questionnaire will be made available in alternate formats. Some employers have integrated the workforce survey onto an electronic platform, accessible to all staff. If this is used, it is essential that employees be able to view the entire definitions of the designated groups before they answer the questions. Whether the survey process is paper-bound or electronic, or both, it must be secure, and ensure the confidentiality of responses.
- The survey must be accompanied by communication that explains the reason for the survey, the use to which the data will be put, and includes instructions for filling it out as well as for returning it, and indicates that responses are voluntary. (The return of the survey whether completed or not can be compulsory.) This is a sample of a letter that accompanies the self-identification questionnaire. Often, attendant communications include statements of support from employee representatives as well as statements of encouragement from senior management. These types of statements help improve response rates.
- A sample questionnaire is provided in the Regulations (Schedule IV). The survey must contain the definitions of designated group members set out in the Act, or a description that is consistent with those definitions. Some employers augment the standard survey with detailed sub-questions listing various ethnic ancestries or types of disabilities. If additional questions are asked, these must clearly be separated from those that are required by law. Employees need to be informed that the sub-group information is optional. As a good practice, a question may be added to the survey asking for the permission of employees to be identified for human resources management purposes such as participation in employment equity committees, assisting with reviewing employment equity material, etc.
- Once the internal representation data have been collected on all employees and are organized by EEOG and NOC, employers can start entering information in the WFA Template. For each EEOG, employers must decide on whether data will be analyzed or entered by EEOG or NOC, and which geographical level will be used. Note : EEOG level analyses are usually used for occupational groups with generic skill requirements (these groups include: senior managers, middle and other managers, supervisors, administrative and senior clerical personnel, clerical personnel, intermediate sales and service personnel, semi-skilled manual workers, other sales and service personnel and other manual workers). The 4-digit NOC unit group analyses are usually recommended for professionals, semi-professionals and technicians, supervisors crafts and trades, skilled sales and service personnel and skilled crafts and trades workers, since occupations found in these EEOGs are made up of highly specialized jobs. In the WFA Template, an employer enters in the second column (B) the size of its workforce (all employees combined) by regions and EEOGs or NOC unit groups. Once the data are entered in the third column, (C) (internal representation or number of designated group members from the self-identification survey), calculations in column (D) (% internal representation) will be done automatically. Should extra rows or lines have to be added to an EEOG, ensure that the sub-total formulae reflects these changes. The sub-total formulae may have to be adjusted to include the extra lines that have been added.
- It is recommended that for persons with disabilities, employers use data at the EEOG and the national levels. We will be expanding on this issue later in the presentation. In the persons with disabilities table from the WFA Template, the employer enters in the second column (B) the data for its total workforce by occupational group at the national level. Once the data are entered in the third column, (C) (internal representation or number of persons with disabilities from the self-identification survey), column (D) (% internal representation) calculations will be done automatically.
- The availability data can be downloaded from the Labour Program’s Web site under Employment Equity Tools, Resources and Publications. The 2006 Employment Equity Data Report contains: 2006 Employment Equity Data Report Manual which includes data highlights based on the 2006 Census and the 2006 Participation and Activity Limitation Survey (PALS) for all designated groups (women, Aboriginal peoples, persons with disabilities and members of visible minorities). The data highlights are based on general population workforce and education information. Tables for the Canadian population Tables for the Canadian Citizens which include only those Census respondents who are Canadian citizens. This set of data is used by employers for those positions for which Canadian citizenship is a bona fide occupational requirement , where accommodation of non-citizens would pose an undue hardship. The Public Service Employment Act (or PSEA ) includes a provision for preferring to employ Canadian citizens. Federal departments and some, though not all, Separate Employers are governed by this legislation. Like federal departments however, even those that are governed by the PSEA may choose to not exercise this preference, except in limited circumstances. The data are available in Portable Document Format (PDF) and/or Microsoft Excel (xls). Usually, the PDF platform is useful for quick reference, while the Excel platform is more useful for manipulating data.
- Usually: Census Tables 4 and 5 are used for women, Aboriginal peoples and visible minorities. These tables are available for various geographic locations (Canada, provinces, territories and Census Metropolitan Areas [ CMAs ] ). Table 4 from the PALS at the national and provincial level is used for persons with disabilities.
- To determine from which cells to copy the availability data, these principles are important: The Act requires that gaps be identified at the EEOG level, and not by NOC Unit Group. Therefore, in the absence of reason to acquire data at the NOC level, EEOG level data should be used. However, in order to get the best EEOG data to identify gaps at that level, it is sometimes necessary to get NOC data and balance them, according to the specialization of the jobs in question, their geographical distribution and frequency of occurrence. For example, some EEOGs are primarily made up of jobs requiring generic skills, where employees move from one job to another within the EEOG, and where a lot of training occurs on the job. In these cases, using NOC Unit Group data is too restrictive and the EEOG level data should be used. Other EEOGs are made up of highly specialized jobs, sometimes requiring licenses or statutorily recognized credentials, where availability data differ more significantly. In the latter case, using data that refer to those specific NOCs found in the employer’s workforce would reflect the occupational qualifications and eligibility requirements more precisely.
- To determine from which cells to copy the availability data, these principles are important: The data need to reflect the geographical areas where the employer would “reasonably be expected” to recruit from, and not just those areas where current employees or where current jobs are geographically located. Too often, current recruiting sources only reflect the effects of current barriers. Ignore the issue of “significance” at this stage. Identify all gaps, regardless of their size. Each will require a short term goal. Gaps serve to focus the Employment Systems Review (ESR). Accordingly, the Workforce Analysis should identify those gaps which are significant enough to require attention in the ESR, because they are due to barriers, and not just random.
- Labour Program is responsible for providing availability data for the four designated groups. For persons with disabilities, availability data are found in Table 4, at the national and provincial levels. Some cells in Table 4, however, are either marked with an asterisk “*” or a dash “- -”. In the case of data marked with an asterisk, Statistics Canada provides the data, but indicates that they should be used with caution. Labour provides the data and endorses Statistics Canada’s position. In the case of data marked with “- -”, Statistics Canada has suppressed the data because they were unreliable. The CHRC, as the enforcement agency for federally regulated organizations, asks employers to use data at the EEOG, and Canada (national) level when calculating availability estimates for persons with disabilities. This is because data for all occupational groups at the national level are reliable. In cases where an employer believes its particular circumstances warrant the use of provincial data may use availability data found in Table 4. Where data are suppressed, national availability estimates must be used instead. This general rule is also applied in FCP compliance reviews.
- In the WFA Template, for women, Aboriginal peoples and visible minorities, an employer enters in the fifth column (E) the percentage availability from the Labour Program’s Web site. In selecting these estimates, the employer should take into account the relevant recruitment geographic area from which employees may reasonably be expected to be drawn. Reminder : Availability at the EEOG level is usually used for occupational groups with generic skill requirements (these groups include: senior managers, middle and other managers, supervisors, administrative and senior clerical personnel, clerical personnel, intermediate sales and service personnel, semi-skilled manual workers, other sales and service personnel and other manual workers). The 4-digit NOC unit group availability is usually recommended for professionals, semi-professionals and technicians, supervisors crafts and trades, skilled sales and service personnel and skilled crafts and trades workers, since occupations found in these EEOGs are made up of highly specialized jobs. Once the data are entered in the fifth column, (E) (% availability or external representation from the Census data), all other calculations will be done automatically. Formulae in the sixth column (F) will automatically calculate the expected numbers of designated group members, while formulae in the seventh column (G) will automatically calculate the gaps between the internal and the external representation. If lines were added in some EEOGs, ensure that the sub-total formulae reflects these changes. The sub-total formulae may have to be adjusted to include the extra lines that have been added.
- Similarly, in the WFA Template for persons with disabilities, employers enter in the fifth column (E) the percentage availability from the Labour Program’s Web site. The national level for each EEOG is recommended. Once the data are entered in column E, all other calculations will be done automatically.