Workplace Equity Information Management System (WEIMS)

Workplace Equity Information Management System (WEIMS)

1 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO Workplace Equity Information Management System (WEIMS) Creating and Importing Files for the Federal Contractors Program 2 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO Table of contents 1. 2. 3. 4. 5. 6. Preparing employee data Creating an employee.txt file Creating a promo.txt file Before importing your data into WEIMS Save file in .txt format Import employee.txt file into WEIMS for a First Compliance Assessment 7. Import .txt files into WEIMS for a Second Compliance Assessment 3 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 1. Preparing employee data If you are undergoing a First Compliance Assessment, you will need to create the following .txt file to import your employee data into WEIMS: employee.txt If you are undergoing a Second Compliance Assessment, you will need to create the following .txt files to import your employee data into WEIMS: employee.txt promo.txt 4 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file Ensure file contains one record or row for every employee. If your organization has 200 employees, you must have 200 records or rows. Only permanent full-time and permanent-part time employees must be included in this file. Sample Employee # 111 222 333 444 555 666

CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities

N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 NOTE: Working with spreadsheets (for example, Excel) makes it easier to manipulate data. However, WEIMS will only allow you to import Text Tab Delimited (.txt) files. Spreadsheets can easily be saved as .txt files. This process will be explained later. 5 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015

1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Must be unique (no duplicates). N Y N N

N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 6 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01

Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 2: Census Metropolitan Area (CMA) Code Must be exactly 2 digits. Ensure zeros are included (if applicable). Must correspond to the values in the Province and CMA codes under the WEIMS Help page. 7 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO

2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0

0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 3: Province Code Must be exactly 2 digits. CMA and Province codes must correspond to one another. Must correspond to the values in the Province and CMA codes under the WEIMS Help page. 8 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province

10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N

N N Y N N N N Column 4: National Occupational Classification (NOC) Code Must be exactly 4 digits. Must be a valid 4-digit NOC code. Use NOC 2011 version codes available at: http:// www5.hrsdc.gc.ca/NOC/English/NOC/2011/Welcome.aspx. Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 9 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179

5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date

2016-05-16 Column 5: North American Industry Classification System (NAICS) Code Must be exactly 4 digits. Must be a valid 4-digit NAICS code. Use NAICS 2007 codes available at: http:// www.statcan.gc.ca/eng/subjects/standard/naics/2007/list. 10 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F

M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 6: Employee Status Code Must be exactly 2 digits. Must correspond to the values in the Employee Status codes under the WEIMS Help page. 11 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666

CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N

N N Y N N Y N N N N N N Y N N N N Column 7: Comments Column is required, but data is optional. Column is necessary for WEIMS to read data correctly. Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 12 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111

1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N Column 8: Gender Must be exactly 1 letter. Must be M (male) or F (female). If you leave the cell blank, it will cause an error. N Y N N N

N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 13 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01

Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 9: Salary FCP contractors are not required to report on salary. 0 must be included in each cell with no decimals, no dollar signs and no commas. If you leave the cell blank, it will cause an error. 14 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued)

Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0

Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 10: Aboriginal Peoples Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. 15 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10

11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N

N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16 Column 11: Members of Visible Minorities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. 16 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179

5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Termination Date 2016-05-16

Column 12: Persons with Disabilities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. 17 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA 06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M

M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Column 13: Hire Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). Termination Date 2016-05-16 18 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 2. Creating an employee.txt file (continued) Employee # 111 222 333 444 555 666 CMA

06 04 03 02 07 06 Province 10 11 12 18 15 10 NOC 0112 0015 1111 1222 0213 0111 NAICS 5179 5179 5179 5179 5179 5179 Status 01 01 02 02 01 01 Comments Mat. Leave Sex M F M M F F Salary 0 0 0 0 0 0 Aboriginal Visible Peoples Minorities Persons with Disabilities N N

N Y N N Y N N N N N N Y N N N N Hire Date 1998-01-01 2000-05-04 2010-06-27 2016-11-08 2004-09-03 2015-10-12 Column 14: Termination Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). Termination Date 2016-05-16 19 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 3. Creating a promo.txt file Do not create this file for a First Compliance Assessment. Do not create this file if your organization did not award any promotions between the First and Second Compliance Assessments. Ensure file contains one record or row for every promotion. If an employee was promoted twice, there should be two rows, etc. If an employee was not promoted, do not create a row for that employee. Sample Employee # Promotion # Promotion Date 111 1 2014-03-03 111 2 2016-07-25

222 1 2016-04-01 20 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 3. Creating a promo.txt file (continued) Employee # 111 111 222 Promotion # 1 2 1 Promotion Date 2014-03-03 2016-07-25 2016-04-01 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Employee number must exist in employee.txt file. 21 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 3. Creating a promo.txt file (continued) Employee # 111 111 222 Promotion # 1 2 1 Promotion Date 2014-03-03 2016-07-25 2016-04-01 Column 2: Promotion Number Maximum 4 digits. If an employee received two promotions, there must be two rows, etc. Promotion numbers must be entered chronologically. 22 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 3. Creating a promo.txt file (continued) Employee # 111 111 222 Promotion #

1 2 1 Promotion Date 2014-03-03 2016-07-25 2016-04-01 Column 3: Promotion Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). 23 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 4. Before importing your data into WEIMS All columns must be included and be in the order previously specified (employee.txt and promo.txt). Column headings must be removed. All rows must contain data except under the comment column. 24 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 5. Save file in .txt format Steps to convert an Excel spreadsheet to .txt file format: 1. Go to File or Microsoft Office button, and then click Save As. 2. In the File name box, enter employee or promo, depending on which file you are creating. 3. In the Save as type box, use the drop-down arrow, scroll down and select Text (Tab delimited) (*.txt) option. 4. Click the Save button. 5. A dialog box appears, reminding you that you want to save the file as a text file, click Yes button. 25 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 6. Import employee.txt file into WEIMS for a First Compliance Assessment Steps: 1. From the WEIMS Main Menu page, under Employees for (Name of Your Organization), select Upload an employee record set. 2. In the Import Employee Data page, under Add New File, next to the File to upload box, click on the Browse button. 3. Go to where you saved your employee.txt file in your computer and select the file. The employee.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. 4. Under Import Options, select the Period Start and Period End dates. You can use todays date for both dates. 26 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 6. Import employee.txt file into WEIMS for a First Compliance Assessment (continued) 5. Select Compile Forms 2, 4, 5 and 6 by Occupational Group Only. 6. Select Include National Forms. 7. Select Compile Forms After Data Upload. 8. Select Update employees. 9. Click the Import the uploaded files button, then click the OK

button. 27 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 7. Import .txt files into WEIMS for a Second Compliance Assessment Steps: 1. From the WEIMS Main Menu page, under Employees for (Name of Your Organization), select Upload an employee record set. 2. In the Import Employee Data page, under Add New File, next to the File to upload box, click on the Browse button. 3. Go to where you saved your employee.txt file in your computer and select the file. The employee.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. 28 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 7. Import .txt files into WEIMS for a Second Compliance Assessment (continued) 4. Go to where you saved your promo.txt file in your computer and select the file. The promo.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. 5. Under Import Options, for the Period Start date, use the same date that was used to generate your workforce analysis for the First Compliance Assessment. 6. For the Period End date, select todays date. 7. Select Compile Forms 2, 4, 5 and 6 by Occupational Group Only. 8. Select Include National Forms. 29 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO 7. Import .txt files into WEIMS for a Second Compliance Assessment (continued) 9. Select Compile Forms After Data Upload. 10. Select Update employees. 11. Click the Import the uploaded files button, then click the OK button. 30 NOW AND TOMORROW EXCELLENCE IN EVERYTHING WE DO Questions? Please contact the Labour Programs Employment Equity team by email at [email protected]

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