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General Information About EOAA Reports

The workforce and goal reports, EOAA Reports, are available on the web, reflecting individuals with active University appointments during October of each year. The web reports, created from a subset of data from PeopleSoft and data warehouse, are updated weekly and archived in April and October. The reports are found under EOAA Reports at: www.umreports.umn.edu.

The reports menu provides workforce and goal reports by employee group: civil service and bargaining unit (CS), academic professional and administrative staff (P/A), and faculty. Other links in the menu provide information about the racial/ethnic categories, disability status, veteran’s military status, citizenship status, and information about the data sources for female and minority availability and record keeping and reporting obligations.

The reports are to be used when making staffing decisions and documenting “good-faith” efforts to recruit and hire women, people of color, disabled individuals, and veterans, pursuant to the University of Minnesota’s Affirmative Action Plan at, http://www.eoaffact.umn.edu/resources/aap.html.

What is in the Reports?

• Number to Goal: The goal reports identify positions with fewer female or minority employees than their availability in the local or national workforce.
  
  
• Availability: The percentage (Pct.) of qualified individuals is compiled based on federal guidelines, using census data and degrees-awarded data. The number (No.) column identifies the number of female or minority employees that would be required to reach availability in the appropriate job group (groups of related job titles).
  
  
• Workforce: The employee counts provide summaries by total employees,  total male and female, White, Black, Asian, American Indian, Hispanic, Unknown, and Nonresident Alien (Dept. of Education IPEDS reporting categories).
  
  
• Citizenship Status: Employees with citizenship status codes of (1) native/citizen, (2) naturalized, and (3) alien permanent are reported as White, Black, Asian, American Indian, Hispanic, or Unknown. All other employees are reported as nonresident alien.
  
  
• Racial/Ethnic Category: For more information, refer to "Description of Employee Racial/Ethnic Category, Citizen Status, Disability Status, and Veteran Status" in the EOAA Reports menu.
  
  
• Workforce and goals are identified at the level of department, college, administrative unit, or campus, depending on the report and the employee group: Civil Service/Bargaining Unit (CS/BU), Academic Professional and Administrative (P/A), and Faculty.
  
  
• Note: Detailed reports for subspecialties from the Availability Data for Faculty by Department (FCE012) are available from your unit EOAA Liaison or the University EOAA Office.
  
  
• Private Data identifies individual employees by Employee Identification Number, name, job code/description, department code/description, gender, ethnic group, citizen, military and disabled status, as recorded on PeopleSoft. Access is limited to employees who have authorized access to private DWEO HR data. To obtain access please complete the OIT Access Request Form at http://www1.umn.edu/datasec/security/Requestingaccess.html.

Using the Reports in Staffing, Recruiting, and Hiring

The following procedures address recordkeeping and consultation procedures for faculty and P/A staffing. For CS/BU and other staffing procedures, refer to Employment Resources, Hiring Information Procedures for Supervisors, at the website below.

• Please share this information with individuals who are responsible for staffing decisions including hiring, promotions, and terminations.
  
  
• Remember, search guidelines require that you consult your EOAA Liaison and your local or central human resources staff in staffing decisions, at both the beginning and at the hiring decision point. Consultation when a pool of applicants has been developed, before interviews, is highly recommended. Please see “Affirmative Action in Search Committee Processes” at http://www.eoaffact.umn.edu/services/employment/affirmativeactioninsearch.html. Individual units may have additional review and approval requirements.
  
  
• The EOAA reports are to be shared with each search committee and the appointing authority to (1) develop an effective search plan (2) determine if there is a female or minority goal for the position being filled, and (3) determine the adequacy of the applicant pool composition in reflecting female and minority availability.
  
  
• There are no goals for disabled individuals and veterans but we are required to document “good-faith” efforts to recruit and hire them.
  
  
• Document each search on the OHR online employment system
  at http://www1.umn.edu/ohr/toolkit/hiring/ (requisition, position description, recruitment strategies, goals, search committee, and applicant status) and keep search committee records including “good-faith” efforts to recruit and hire protected class individuals.
  
  
• Ensure that applicant pool data is collected at http://www1.umn.edu/ohr/employment/index.html for reviewing and evaluating the University’s “good-faith” efforts in considering women, people of color (American Indian, Asian, Black, and Hispanic), disabled individuals, Vietnam Era veterans, and Other Protected veterans during all phases of the search and selection process. Is there any disparate impact on the basis of race or gender?
  
  
• Close out your searches with OHR even if no one is actually hired and enter complete and accurate applicant status data for each applicant during each step of the selection process.  Keep search committee records for seven (7) years and contact the Office of the General Counsel (OGC) before final disposition of records.

Employment Resources

Refer to http://www.eoaffact.umn.edu/services/employment.html for the following:

• Hiring Information for Supervisors
• Guidelines for Recruiting and Appointing Academic Personnel
• Summary of Search Process
• EOAA Employment Issues/Guidelines
• Recruiting Resources
• EOAA Policies
• Religious Holiday Calendar

Selecting the Goals by Employee Group  

The EOAA Reports are available at http://www.umreports.umn.edu.
The menu provides workforce and goal reports by employee group: civil service (and bargaining unit), academic professional and administrative staff, and faculty. Other links in the menu provide information about the racial/ethnic categories, disability status, veteran’s military status, and citizenship status, and information about the data sources for female and minority availability.

Step 1. Which reports do I use to find the female and minority goals for my department or college?

• Civil Service and Bargaining Unit Staff (CS): goals are available by college, administrative unit and campus. For goals by college or administrative unit, select FCEO54-1,Civil Service Workforce and Goals by IPEDS Job Group.

• Academic Administrative and Professional Staff (P/A): goals are available University-wide by Job Group (93XX, 96XX, and 97XX titles). Select Summary of Academic Non-Faculty Goals.

• Faculty Goals (94XX titles): goals are available by department or academic unit. Select FCEO14-1, Faculty Workforce and Goals by Department.

Step 2. How do I locate my department or college?

• For CS and faculty goals, select your campus. P/A goals are University-wide.

• Select most current October, April, or current payroll period, reflecting recent turnover of hires and terminations. You may track progress and changes over time by reviewing the reports for other years, or you may use the EOAA history cube for workforce counts from October 2000.

• Select your area category/Vice Presidential Unit and your college.

• For CS goals, goals are available at the college or administrative level by Job Group. Refer to Step 3 for selecting the correct Job Group.

• For P/A staff, select the Summary of Academic Non-Faculty Goals report by Job Group. Refer to Step 3 for selecting the correct Job Group.

• For faculty, select the department from your college list. Select one of three Job Groups based on tenure status: 2A(P) Tenured, 2B (N) Tenure Track, or 2C(T) Term (all other appointment types except P and N).

Step 3. How do I identify the correct Job Group for a CS or P/A staff job code?

• From the EOAA reports, select List of Job Classifications/Titles by IPEDS Category/Job Group.

• Each job code is assigned an IPEDS reporting numeric code (1,2,4,5,6,7, or 8) and a Job Group, an alpha letter code.

• Job codes are listed in IPEDS/Job Group order. Go to Job Code column and sort list in descending by linking on icon pointing up. Find your job code and IPEDS/Job Group listed on the left side column. For example, for job code 9710, Hormel Fellow, the Job Group is 4I.

• You may also create a Pdf file of the “List of Job Classifications…” and use the search mode by entering the job code into the top right search icon.

Step 4. What does number to goal and availability mean?

• Workforce, availability, and goals are identified by groups of positions, called job groups. A number in the female or minority “ number to goal” column indicates fewer female or minority employees than expected, based on total workforce in the job group and female or minority availability. We need to document “good-faith” efforts to recruit and hire females and people of color, and by disability and military veteran status.

• A zero in the number to goal column indicates that females and/or minority employees are not underrepresented, meaning they are represented at or greater than availability. During the AAP year, the number to goal may change with workforce turnover. Availability data does not change during the year but is reviewed annually and may change over time.

• If there are no goals, we still need to document good-faith efforts to recruit and hire females and people of color at availability.

Step 5. What if there are no goals or availability because my Job Group is not
listed?

• Most often when posting a faculty position, neither goals nor availability
  are listed for one or more job group (tenure, tenure-track or term) when
  there is no current workforce in a job group. In this case the goal is to
  recruit and hire at “availability”.
  
  
• To identify “female and minority availability”, refer to the most recent
  FCE012-1 report, faculty availability by department. This report provides a
  summary of degrees-awarded data by gender and race. Use the “female
  and total minority availability” by department tenure status.
  
  
• Goals will be displayed with faculty on the workforce. Goals are not
  displayed when you have faculty but no availability data. In this case,
  consult your Unit EOAA Liaison to update availability data at the next
  annual cycle.

Step 6. Are there goals for post-doctoral positions (95XX titles)?

• While there are no goals for undergraduate, graduate, post-doctoral positions, or professionals in training, equal opportunity is required.

• For post-doctoral positions, departments may use the same female and minority availability as for term faculty, Job Group 2A(T), to evaluate good-faith efforts to recruit and hire female and minority persons. The goal is to document “good-faith” efforts to recruit at availability.

• Post-Doctoral positions include Pharmacy Associate (9540), Post-Doctoral Associate (9546), Veterinary Medical Associate (9549), Medical Fellow (9554) and Psychology Fellow (9557).

Step 7. Are there goals on the basis of disability or military veteran status?

• The University does have equal opportunity and affirmative obligations for individuals on the basis of disability and some military veterans, but the state and federal regulations do not include numerical goals.

• We do have an obligation to provide equal opportunity and affirmative action in all phases of employment including recruiting, hiring, and retention.

Explanation of Workforce and Goal Reports (EOAA Reports)

The PeopleSoft EOAA File is created from data warehouse tables for internal and external reporting, a joint effort of representatives from Office of EOAA, Office of Human Resources (OHR), Information Management Systems (IMS), and Institutional Reporting (IRR). The reports include a subset of records from the file using the following criteria:

• The reports include non-student staff and faculty titles except temporary and casual appointments, 0001 thru 0011 titles. For a complete list of titles, refer to the “List of Job Classifications/Titles by IPEDS Category/Job Group” in the EOAA Reports menu.
  
  
• The reports include staff and faculty with active University appointments (empl_status A), including faculty and others on leave with and without pay (empl_status P and L), and short work break (empl_status = W), or who were paid on the current payroll period, "09" for the October 2006 file. Note: Work breaks were included as of 10/25/2004.
  
  
• Individuals are reported by a primary appointment. For individuals with only one appointment, a base salary or paid on current payroll, that appointment becomes their primary appointment, regardless of the number of other appointments without salary.
  
• Individuals with multiple appointments with salary are reported by a primary appointment based on base salary, that is, the title with the greater salary base is used. The appointment with salary base becomes the secondary appointment.
  
  
• There are some exceptions:

  (1) Deans and other senior administrators, 93XX titles in IPEDSS Code 1, with a faculty appointment continue to be reported as senior administrators, as long as there is salary assigned to the 93XX title. In this case, the tenured or tenure track appointment becomes the secondary job.

  (2) Tenured and tenure track Faculty with a 9360, 9361, 9362, or 9364 or other 93XX appointment, except in IPEDSS Code 1, are reported as faculty and;

  (3) For individuals with either a primary or secondary appointment of faculty, both will be reviewed to determine the appropriate tenure status for reporting.

• Individuals are reported by primary appointment and by department based on the lowest appropriate record number, which is zero (0) in most cases.
  
  
• Individuals with multiple appointments, including faculty with appointments in more than one department, where the percent time and base salary are equal, are reported based on the lowest appropriate record number and the combination of percent time and base salary related to each appointment.
  
  
• Only employees with citizenship status codes of (1) native/citizen, (2) naturalized, and (3) alien permanent are reported as White, Black, Asian, American Indian, Hispanic, or Unknown. All other employees are reported as Nonresident Alien.

Future Reporting

We are continuing to work with IMS and OHR to replace other paper reports with web-based reporting including reports on hires, promotions, and terminations.

List of Central EOAA Data Files

• PS_DWEO_PRIMARY_PERSON_DETAIL (Private)
  Archived files from October 2000 to October 2002 

• PS_DWEO_PERSON_PRIM_JOB (Private)
• PS_DWEO_PERSON_SEC_JOB (Private)

Archived files from October 2003

Other Data Warehouse Files

Hiring and applicant tracking data collected by OHR are used by EOAA for analysis and reporting. Academic, Civil Serving, and Bargaining Unit hiring and applicant tracking data include the following tables:

• PS_DWHR_JOB_REQUISITION
• PS_DWHR_JOB_REQUIS_TYP
• PS_DWPE_APPLICATN_DATA
• PS_DWPE_APPLICATN_ROUTE
• PS_DWPE_A_PERSONAL
• PS_DWPE_INTERVIEW
• PS_DWPE_OFFER
• PS_DWPE_POOL
• PS_DWPE_POOL_ALL
• PS_DWPE_POSN_APPLIEDFOR
• PS_DWPA_POSTING
• PS_DWPA_POSITION
• PS_DWPA_APPLICATION

Refer to Online HR-Job and Demographics Data Dictionary and Online HR-Training and Job Requisitions Data Dictionary at https://dw.umn.edu/index.asp.

Contact Information

For questions or comments about the web workforce and goal reports, or for additional summary or detail information please call the EOAA office at 624-9547, or contact Michael O’Day at odayx002@umn.edu, David Murphy at murph061@umn.edu, or Richard Kronstedt at krons002@umn.edu.

For problems with the EOAA reports or for access to the PeopleSoft EOAA File containing private data, contact Gary Ogren, Information Management Systems (IMS) at 626-2243 or g-ogre@umn.edu.

Use OIT Access Request Form at http://www1.umn.edu/datasec/security/Requestingaccess.html.