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User's Guide - Publications du gouvernement du Canada

1. 9 Starting the Application ee net aia 9 What you wil d in BEGRS s a tet e er Et EC ARTE 9 The Main Menus ira 10 Main Reels TTT 10 Changing Operation Mode mas itn eee 10 Checking Operation Mode cu MI eo pidan exo ta pe Ans ne 10 Employee Information Toolbar sien 11 Employer Identification 5 1r nn ierat una raa Xa Donna an ann eaS Ro oan aa eu TE OO goag 13 Entering Employer Information rrnnnnnvnnnnnnnnnnnnnnnnvnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnvnnennnnnnnnnns 13 Employee Information essentiel emu Eur VU Ha ARR ta DR akara siisti Bd UD LEM TEE Eua RR de 15 Entering Employee Information rnnnnnnvnnnnnnnnnnnnnnnnvnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnvnnennnnnnnnnnns 15 Adding Employees cinta la Eu duu id a 15 Before Entering Employee Records 15 Adding New Employoee ie een 16 Employee D tails SCIGOIn nes user epe ig uae pectet LEARN d o odas 17 Undo Hale aicut de a aesti Mo dte pum edes MP 18 Finding NOC CODOS ud dren bee 18 SUY et a NT dr 19 Census Metropolitan Areas CMASs nennen 20 NAICS COS int n coget ted tede M ee 21 DIVISION CodeS ae ehe 21 Region COS 22 PONOOS OV COMUACE Nr 23 PLOMOHON Ss E tese edo e LE RE Ns P Be A D EE fia e 24 Queries 2 shan 25 Employee Listar eide 25 SOP me wears nenn 26 Deleting an Employee from EECRS ss reenn 27 Changing an
2. LABOUR PROGRAM User s Guide EECRS Version 4 0 b TEM T G HA9 Bel So _ Gouvernement Canada LT 143 01 04 User s Guide EECRS Version 4 0 Additional copies of this publication can be obtained from Public Enquiries Centre Human Resources and Skills Development Canada 140 Promenade du Portage Phase IV Level 0 Gatineau Quebec K1A 0J9 Fax 819 953 7260 Internet pubs hrdc drhc gc ca Alternative Format This document is available in either large print audio cassette braille or computer diskette To obtain this publication in alternative format call 819 953 7499 Her Majesty the Queen in Right of Canada 2004 Cat No RH54 23 2004 ISBN 0 662 67899 0 Printed in Canada Table of Contents INTO UC ON e G 59 YR tes aden ardent M 1 Welcome to Version 4 0 of EECRS nee 1 What s NOW EET sunu aen a RR cacescacdsectdsecesunctenccesweictondaeeedescetecsecniteencdennctixsceaass 1 Version 4 0 EnhancementS sannnnvnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnvnnennnnnnnnnnnnnnnnnnnnnne 2 How to take advantage of the information on divisions and regions 2 Getting Hel ec anne 5 Installing BEGRS V A O ericsson nena lane A OE ERR BR GR E an Ru 7 System Requirements recevoir aia 7 Installation S oot tte dedisti ge due bot cr ditm de inn 7 Getting Started ito iaa enger E kar AR a on 9 Opening EECRS E
3. If you have not entered any employee data in EECRS v 4 0 this step is not required EECRS Version 4 0 User s Guide 2 Create the required import files in text tab delimited format A text tab delimited file contains only characters letters and numbers no formatting no formulas no graphics Tab characters separate columns of data and each row of data ends in a carriage return Refer to the chart below for specific details about the EECRS import files Required File file name required employee txt Yes term txt Yes if there are temporary or casual Workers promo txt No division txt No division codes are optional region txt No region codes are optional File description Appendix B Appendix B Appendix B Appendix B Appendix B Contents This file contains 1 row for every employee This file contains one row for every temporary or casual employee s contract term Only temporary or casual employees are included in this file If a temporary or casual employee has two contract terms there are two rows Do not create this file if your company employed no temporary or casual employees during the reporting period This file contains one row for every promotion If an employee was promoted twice there are two rows If an employee was not promoted do not put in a row for that employee Do not create this file if your company gave no promotions during the reporting period This fil
4. look at a list of employees Adding Employees Before Entering Employee Records Before you add or change the employee s record you will need the following information Employee number Employee s name Employment status permanent full time permanent part time temporary casual or other see Employee Status Codes and the definitions in Guideline 11 of the Guidelines of the Employment Equity Act Gender Hire promotion and or termination dates where applicable Salary Census Metropolitan Area CMA and or province or territory where the employee works See Census Metropolitan Area CMA Codes National Occupation Classification NOC code See Finding NOC Codes EECRS Version 4 0 User s Guide 15 e Whether the employee is an Aboriginal person a person with a disability or a member of a visible minority See the results of your Self Identification survey e North American Industrial Classification System NAICS code of the industry in which the employee works See NAICS Codes e Division and region codes IMPORTANT Have this information available BEFORE you enter any data Most fields are mandatory EECRS will not let you save a record until you have entered data into all mandatory fields Adding a New Employee 1 Click on the Employee Information icon from the Main Toolbar From the Main Menu go to Data Employee Information 2 Aresponse window comes up asking if you want to Add or Que
5. Export Internal Workforce Analysis Data Compile Internal Workforce Analysis Data 2002 01 a 20021 2231 Compile Internal Workforce Analysis Data 2002 0101 2002 12 31 LEE ADD 35 BE T Procedure to export internal workforce analysis data 1 Make sure the Windows Date format on your computer is set to Y Y Y Y MM DD See Installation Process 2 Choose Utilities Export Internal Workforce Analysis Data EECRS Version 4 0 User s Guide 43 3 Enter the required information into the Compile Internal Workforce Analysis Data dialog box 4 In the Save As screen select the drive and or directory you want to save the data to Click Save NOTE You must enter a date range This could be for one day a few days a few months a year or longer EECRS then creates text tab delimited files which you can open in a spreadsheet application to conduct your workforce analysis Once the files have been read into the spreadsheet you can manipulate your data to accommodate your analysis needs For more information on the steps to follow when conducting your workforce analysis see Guideline 5 Guidelines of the Employment Equity Act and Regulations Here is a sample text tab delimited file created by the Export Internal Workforce Analysis Data function national txt X Microsoft Excel national MEIEI BSE Dls SIRs slale ola A 81131 us sj pe 7 On Arial o gt e z ul s slol dl
6. Ontario less CMAs Prince Edward Island Qu bec less CMAs Saskatchewan less CMA Yukon Territory 65 Employee Status Codes Code Description 01 Full Time 02 Part Time 03 Temporary 04 Other 05 Casual Changes to NOC Codes NOTE In previous versions of EECRS NOC code 0000 Not Defined was accepted during the import process and in the Employee Details screen In version 4 0 this is no longer true A value of 0000 Not Defined will cause a data error during the import process therefore you must change all NOC codes 0000 with a valid 2001 NOC code 2171 Information Systems Analysts and Consultants 2172 Database Analysts and Data Administrators 2173 Software Engineers 2174 Computer Programmers and Interactive Media Developers 2175 Web Designers and Developers 2281 Computer and Network Operators and Web Technicians 2282 User Support Technicians 2283 Systems Testing Technicians New Unit Groups New Information technology group includes some occupations that were classified in former unit group 2162 Computer Systems Analysts New Information technology group at the professional skill level New Includes some occupations that were classified in former unit group 2147 Computer Engineers New Includes some occupations that were classified in former unit group 2163 Computer Programmers New Information technology group at the professional skill level New Information technology group at the te
7. Global Province Replacement essen nennen nnn nnn 50 Global NAICS Code Replacement ses 50 Global Division Code Replacement is 50 Global Region Code Replacement rrnnnnnnnvvnnnnnnnnnnnnnnvnnnnnnnennnnnnnnnnnnvnnennnnnnnnnnnnnvnnnnnnennne 50 Change Employee Number scenic k exei a ld 51 Backup Restore eicere anna Hann nn Hana anna aiea iEn i aaa 51 Backing up Your Data nn anne ke ee 51 Restoring YOUR B RE EE 52 Delete Old Promotions and Terms sssssssssssssssss esse esse esse esse esse enesenn ennenen ennenen nnn nne 52 Batch Delete Employees sas Iso EUR UE LIN RIS Ex RUE a RUE CE FCR RR ORIS OUS E EE Lua ox ea 52 Support Ta DE S ee 53 Province Table EAE TEE ETA EEN 53 CMA Table re tang tant pee die pas dread M I RP PESE MO RR tare 53 NAICS FAME aas fette MS DIDA eda ad 53 EEOG Table rS dg 53 2001 NOC TENG cinto nta eee 53 Employee SIaTus LIsE 2 eoo te Haben 53 Salary Tolle san Rutilius AAN 53 Division Table iia 54 Region Table teintes u me 54 Printing the Support Tables esse sese sees sees sese 54 Adjusting Table Column Wiaths ener 54 Hiding Table Columns sise mate ea 54 Appendix A Importing Daka rrr sese 55 Before You Import nico incaico adaa eaire ranana 55 Creating import files with Microsoft Excel eee ssseeeee eee eeseeeeeee ereenn ennenen 55 oaniple
8. m t v eeog and noc unit group L A B C D E F G h 1 feeog and noc unit group total women aboriginal peoples persons with disabilitiesivisible minorities E 2 Senior Managers 6 2 0i 0 3 10016 Senior Managers Goods Pro 6 2 0 0i 4 Middle and Other Managers 10 1 0 1 0 5 10112 Human Resources Managers 1 0 D Di 0 6 0114 Other Administrative Services 1 1 U 0 D 7 10611 Sales Marketing and Advertis 1 0 0 Di 0 8 10713 Transportation Managers 6 0 0 1 0 9 10722 Maintenance Managers 1 0 0 Di 10 Professionals 1 0 Di 0 11 2163 Computer Programmers 1 0 U o 0 Semi Professionals and Technician D 0 U 0i D Supervisors 3 2 D Di 0 A 14 11211 Supervisors General Office an 3 2 0 0i 15 Supervisors Crafts and Trades 23 1 1 0i 0 16 7216 Contractors and Supervisors t 5 0 0 oi D 17 7222 Supervisors Motor Transport 18 1 1 0 0 18 Administrative and Senior Clerical P 1 0 U Di D 19 1222 Executive Assistants 1 0 D o 0 20 Skilled Sales and Service Personne 0 0 0 0i 0 21 Skilled Crafts and Trades Workers 27 U Di 22 7265 Welders 1 0 D 0i 0 23 7321 Motor Vehicle Mechanics Tec 25 D D 0i 0 EA iT bi tk E sum 0 NUM NOTE for LEEP employers Temporary employees will be included regardless of their representation in the total workforce and regardless of the number of weeks worked 44 EECRS Version 4 0 User s Guide Generate Workforce Analysis Data The Generate Workfo
9. reporting period you must create this file refer to the EECRS Version 4 0 User s Guide The promo txt file is created to capture date information for employees who were promoted If your company gave promotions during the reporting period you must create this file Refer to the EECRS Version 4 0 User s Guide If I have created a term txt and or a promo txt file s do I still need to include those employees in the employee txt file Yes you must include those employees in the employee txt file because the information captured in the employee txt file is required for each employee EECRS was successfully installed on my PC but when I enter the password and then click OK the following login error message or one similar to it appears 1 b SQLDBCode 999 rh SQLEnText SQLSTATE IM002 Microsoft ODBC Driver Manager Data source name not found and no default driver specified EECRS Version 4 0 User s Guide In most cases this situation occurs in a Windows NT environment Windows NT has a sophisticated access system and normally end users do not have certain read write permissions to some key folders Ask your system administrator to give you full access to the C Program files Hrdc directory and all its sub directories Also inform your system administrator to add an EECRS System Data Source Name System DSN in the ODBC Data Source Administrator identical to the EECRS User Data Source Name User DSN Listed below is a det
10. Guide 69 e Salary in descending order Find your bottom and top salary for the sort specified and calculate the salary quarters instructions can be found in Guideline 11 Employment Equity Reporting Is term txt where I enter my terminations No term in this context means temporary The term txt file is where you enter your temporary and casual employee date information If there is an employee record in the employee txt file with an employee status of 03 Temporary or 05 Casual the term txt file must be created and the date information for temporary and casual employees must be entered I have successfully imported the employee txt file and would like to know how to import my promotions and or temporary information promo txt term txt EECRS imports all files at once therefore all import files must be in the same directory When the user selects the employee txt file EECRS imports the data from that file and then looks for the other text files i e term txt promo txt region txt or division txt in that same directory If any of the other files are located in the same directory EECRS will automatically import the data from them at the same time These files cannot be imported individually What do term txt and promo txt mean and why do I need these separate files The term txt file is created to capture date information for temporary and casual employees If your company employed temporary or casual employees during the
11. National Occupational Classification NOC as well as information on Employee Status and Salary Ranges without leaving EECRS You can view the tables on the screen or you can print them for future reference You can also manipulate the tables to view and or print only the information you are interested in See Printing the Support Tables Province Table To view the Province table From the Main Menu go to Utilities View Support Tables and select Province Table CMA Table To view the CMA table From the Main Menu go to Utilities View Support Tables and select CMA Table NAICS Table To view the NAICS table From the Main Menu go to Utilities View Support Tables and select NAICS Table EEOG Table To view the EEOG table From the Main Menu go to Utilities View Support Tables and select Occupational Group Table 2001 NOC Table To view the 2001 NOC table From the Main Menu go to Utilities View Support Tables and select NOC Table Employee Status List To view the Employee Status list From the Main Menu go to Utilities View Support Tables and select Employee Status Table Salary Table To view the Salary table From the Main Menu go to Utilities View Support Tables and select Salary Table EECRS Version 4 0 User s Guide 53 Division Table To view the Division table From the Main Menu go to Data and select Division Region Table To view the Region table From the Main Menu go to Data and select
12. S Y gt Y S ee iT S PES SSS Uu FPES BED AS z uuo EECRS Version 4 0 User s Guide Hm Z Z TZ Gender Last name Shand Tremblay Smith Brown Taylor Wang Given name Harold Michelle Maxwell Jim Jane Ping Salary 34000 44000 40000 40000 40000 42500 ZZ lt ZZZ Aboriginal ZZZZ lt Z Visible minority ZZZZZK Disabled ZZ lt ZZZ Aboriginal ZZZZXZ Visible minority ZZZZZ lt Disabled Hire date 1998 01 01 1998 01 01 1998 11 02 Hire date 1998 01 01 1998 01 01 1998 11 02 Termination date 1998 12 31 S S E w as 1998 12 31 D I S S E L S 3 amp a COMM WEST MKTG EAST MKTG CTRL ACTG CTRL LEGL WEST LEGL EAST 59 term txt d Vv s SE E 3 y SiS 333 1 1998 02 15 1998 12 31 1998 05 31 444 1998 03 01 1998 06 07 555 1 1998 01 01 1998 01 15 555 2 1998 02 20 1998 02 25 promo txt 3 S PEE Me As AD 222 1 1998 04 15 111 1 1998 05 01 division txt D S Z 3 S a8 Qe COMM Communications Communications MKTG Marketing Marketing ACTG Accounting Comptabilit LEGL Legal Service juridique region txt D S SS ROS Z S 25 S AS WEST West Ouest EAST East Est CTRL Central Centre 60 EECRS Version 4 0 User s Guide Appendix B Import File Specifications employee txt Field Column name number Employee 1 number CMA 2 code
13. System Requirements an IBM or compatible computer running Windows 95 or later a 486 or later model processor a minimum of 16 megabytes of RAM 32 megabytes is preferable at least 50 megabytes of free hard disk space your computer s internal clock set to the Y Y Y Y MM DD format Installation Process Step 1 Set the Date Format in Windows IMPORTANT You must set the computer s internal clock format to Y Y Y Y MM DD before UR ou dq 6 you export your data Press the Start button to activate the Windows taskbar Choose Settings Control Panel Double click Regional Settings Click the Date tab In the Short Date Style field enter the date format YY Y Y MM DD If you do not see this format in the drop down list key it in the space provided Click OK WARNING If you are upgrading from EECRS v 2 0 2 1 3 0 or 3 1 to EECRS v 4 0 export your data before installing EECRS v 4 0 Step 2 Export Your Data 1 Be ape D Set the Windows Date Format on your computer to Y Y Y Y MM DD Open EECRS v 2 0 2 1 3 0 or 3 1 From the Main Menu select Utilities Export Employee Data Select the drive where you want to save your data We suggest you save to a floppy disk EECRS Version 4 0 User s Guide 5 6 Type in the file name employee txt Click Save Step 3 Install EECRS v 4 0 1 8 9 lt Ne iD Close all other applications Insert the CD into the CD drive Press the Start button to
14. employees who received promotions and that meet the criteria you select in the query box 1 From the Main Menu select Listings then select Promotions The Query dialog box is displayed 2 Enter the criterion that describes the employees you wish to view 34 EECRS Version 4 0 User s Guide 3 Click OK The report is displayed 4 If you want to print the report select File then select Print or click on the Print icon Printing Problems If you have a printer memory problem or other problems relating to the print job it may be because the EECRS default resolution setting is too high To change this 1 Click on the Print icon on the toolbar or select File Print 2 In the Print dialog box click on Printer 3 In the Printer Setup dialog box click on Setup 4 Click on the Graphics tab 5 From the Resolution list select the lowest setting 75 dpi 6 Setthe Dithering radio button to Fine 7 Chck OK EECRS Version 4 0 User s Guide 35 Utilities Importing and Exporting Data How EECRS Works With Other Databases If you already have extensive employee records stored in a previous version of EECRS or your in house HR system you can save a lot of time and effort by importing this data into EECRS instead of re entering these records manually Similarly you can export data from EECRS to other data management applications For more information see Import Employee Data and Export Employee Data Imp
15. files data does not fit the field specifications for the file the file name is wrong the file has an invalid format a column is missing etc A fatal error causes the Import process to fail display an error message and stop immediately EECRS rejects all of the import files None of the import data from any file is imported into EECRS and none of the existing EECRS data is lost or changed 40 EECRS Version 4 0 User s Guide A fatal error message looks like this Invalid record in input file C My Documents employee txt at record 5 after employee number 4 EEC 0070E To correct a fatal error you must take note of the error message then go back and correct the import files In the example above you would correct the fifth record in the employee txt file which is also the record right after the employee number 4 record IMPORTANT EECRS stops at the first fatal error It does not show you all the errors in the files just the first one You can save time by checking your files carefully for other possible errors as you correct the first error Data Errors Data errors occur when there is incorrect data in one or more records For example there may be incorrect NOC codes NAICS codes Employee Status codes or CMA codes in one or more records The import process lists all valid records in the top half of the Import Status dialogue box and any records with data errors in the bottom half of the dialogue box This i
16. heading Perform Analysis By Select the parameters for analysis for each EEOG by clicking on either Employment Equity Occupational Group or Detailed NOC Unit Group The selections you see on the screen are the default selections You may override any of the default selections by clicking on another choice For example for Senior Managers the default for analysis is by Employment Equity Occupational Group If for any reason you would like to perform the analysis by Detailed NOC Unit Group you may select that NOTE Each Employment Equity Occupational Group has a default Perform Analysis By selection You may change the default value but you should be prepared to provide an explanation 7 Click OK The Generate Workforce Analysis Data Geographical Location of Recruitment Women Aboriginal People Members of Visible Minorities screen is the second screen to appear x Generate Workforce Analysis Data Perform Analysis By Internal Location Recruitment Location Employment Equity Occupational Group National National gt Each of the Employment Equity Occupational Groups present in your internal workforce will appear as a separate tab across the top of the window Click the first tab and select the Recruitment Area and the Recruitment Location from the pull down menu NOTE The Recruitment Area is the geographical area from which you would normally be expected to draw employees taking into c
17. import files sn devise denne en 59 Appendix B Import file specifications iii 61 employe DT este RER 61 HP EMEN 62 PLOMO XL ose tates tite o edet eoi Ed aeta Cheat e dev iade e RE RE 63 GB PH 63 FO QUOI c BT 63 Appendix C LIStOf COURS nre deinen penu enean erre rentes tant rate iront ae aqna tenta Y Raus 65 Census Metropolitan Area CMA Codes VV 65 Province Codes cer ai P OR EG RE eH REP A XR FR RE PTS EE VR ORE C 65 Employee Status CITES aa 66 Ghanges o NOG Codes teins ends Ae Riel Garde eee ee 66 Appendix D Frequently Asked Questions siennes 69 Introduction Welcome to Version 4 0 of EECRS Welcome to v 4 0 of the Employment Equity Computerized Reporting System EECRS This software is intended for use by employers falling under the Legislated Employment Equity Program LEEP and the Federal Contractors Program FCP EECRS provides a fast and easy way for the user to capture and compile employee data and then generate the Employment Equity Forms EECRS has the ability to run in two modes the LEEP mode and the FCP mode The user selects the mode in which to work and all subsequent functionalities reflect the particular mode selected For example if the user selects the LEEP mode the compile function will perform the calculations based on the Regulations accompanying the Employment Equity Act in the FCP mode the compile function performs calculations based on the require
18. requirements the report can also be submitted via the Internet at the following address ee eme a hrdc drhc gc ca Procedure to copy Forms 1 to 6 1 From the Main Menu select Utilities Copy Forms 1 6 A message appears reminding you to include your narrative report with the statistical portion Forms 1 6 of your report 2 Click OK 3 In the Save As dialog box select the drive and folder you want to save your data to 4 Name your file forms txt You cannot name your file anything other than this 5 Click OK This function is not available in FCP mode as FCP employers do not submit Forms 1 6 EECRS Version 4 0 User s Guide 49 Global Province Replacement If you are transferring all employees from one province or CMA to another province or CMA use the Global Province Replacement function Procedure to change provinces for groups of employees 1 From the Main Menu select Utilities Global Province Replacement Choose the province or CMA from which you want to move employees Select the province or CMA you will be moving them to Click OK FF 9 8 Global NAICS Code Replacement If you are transferring all employees from one NAICS code to another NAICS code use the Global NAICS Code Replacement function Procedure to change NAICS codes for groups of employees 1 From the Main Menu select Utilities Global NAICS Replacement Choose the NAICS code from which you want to move employees Select the NAICS code yo
19. Employee s Record eese nnne nennen nnn 27 Reporting Your Data sis me A a di ear E a ERR 29 Meeting the Reporting Requirements of the Employment Equity Act 29 Compiling Saving and Printing Data ses 29 Viewing Forms Before Printing sss ereer 33 Printing TOTIS trente etes dotes 33 Reporting Casual Employees as Temporary and Vice Versa 33 Printing the Peak Dale report nenne 34 Printing the Employees listing 34 Printing the Periods of Contract listing ce 34 Printing the Promotions listing ss sss esse exec 34 FTG PIODIBITS y tosasct men notet si en iret ecc ee Itl FAR 35 Utilities ann 37 Importing and Exporting Data sss esse esse esse esse sese sese sese senenn ennenen nenen 37 How EECRS Works With Other Databases 37 Import Employee Data 1 1 uice eene ictu oce cce ane ere ecu Ee aeeiiaii aakalain 37 Transferring data from EECRS v 2 0 2 1 3 0 or 3 1 37 Importing From Your HR SUSTO irte Sedan iride ibi nt eats 38 Fatal Errol S A 40 Data Ertors esee tse ie e ke e e a EG ER a a E A NX VR EROR re 41 Export Employee D ata 1 2 111 neinna enaena ones nn done os i tte Ene eese uero eris 42 Export Internal Workforce Analysis Data 42 Generate Workforce Analysis Data ss 45 Copy Forms 1 to bra nado ed Pe Ck ce Cance cun Cus coer Seen Gre nants Gu Ks Fairs da ru ni tr 49
20. K EECRS will delete all promotions and terms that have occurred before the year you specify NOTE TO EMPLOYERS Although the Employment Equity Regulations require you to retain employee records for at least two years we strongly recommend to print out and retain promotion records for a period of 3 5 years Batch Delete Employees Use Batch Delete Employees when you want to delete groups of employee records by Province CMA Employee Status and the year in which they were terminated You can also delete all your employee records In FCP mode you can also delete groups of employee records by Division and Region Procedure to batch delete employee records 1 From the Main Menu select Utilities Batch Delete Employees In the Query dialog box type in the criteria you want to delete by Click OK EECRS will ask if you are sure you want to delete these employee records Click Yes EECRS will delete all the employee records you specify NOTE TO EMPLOYERS Although the Employment Equity Regulations require you to retain employee records for at least two years we strongly recommend to print out and retain termination records for a period of 3 5 years Ps UN 52 EECRS Version 4 0 User s Guide Support Tables You can use the support tables to look up codes for the Provinces the Census Metropolitan Areas CMAs the North American Industrial Classification System NAICS the Employment Equity Occupational Groups EEOGs and the 2001
21. Province 3 NOC 4 code NAICS 5 code Employee 6 status code Comment 7 Gender 8 Last name 9 Given 10 name Salary 11 Aborigina 12 1 Visible 13 minority Disabled 14 Hire date 15 Termina 16 tion date Division 17 code Region 18 code Field type character number number number number number character letter letter letter number letter letter letter character character character character EECRS Version 4 0 User s Guide Number of characters maximum 9 maximum 50 1 maximum 20 maximum 15 maximum 8 10 10 About this field must be unique no duplicate numbers from valid list from valid list from valid list from valid list from valid list M male or F female Letters only Letters only Whole numbers only no dollar signs Y yes or N no Y yes or N no Y yes or N no YYYY MM DD include forward slashes YYYY MM DD include forward slashes Required field Yes For LEEP employers this field is required if the employee works in one of the 8 designated CMAs Yes Minimum salary is 1 zero is not an acceptable salary Yes if employee is full or part time or other Leave blank if employee is temporary or casual No only fill out if employee is full or part time or other AND has been terminated No No 61 How to Use the Field Specifications The field names run across the top of y
22. Region Printing the Support Tables Procedure to print a support table 1 When you are viewing a support table click on the Print icon or select File Print 2 When the Print dialog box comes up click OK NOTE Before printing the NOC or NAICS tables we recommend that you test print a single page before you print the entire table This way you can see whether the tables need to be printed in portrait mode or landscape mode By adjusting column widths you can reduce the number of printed pages Adjusting Table Column Widths Adjusting table column widths is similar to adjusting column widths in a spreadsheet Procedure to adjust column widths 1 Position the mouse arrow on a column border The mouse arrow changes into a left right arrow 2 Hold the left mouse button down and drag the column border to where you want 3 Release the mouse button Hiding Table Columns You can hide support table columns during viewing and printing Procedure to hide columns in a table 1 Position the pointer on the column s right hand border 2 Click once on the border and hold the mouse button down A left right arrow will appear 3 Holding the mouse button down drag the column border to the left as far as the next column s right hand border 4 Release the mouse button 5 To make the column reappear drag the visible column s right hand border back to the right 54 EECRS Version 4 0 User s Guide Appendix A Importi
23. User s Guide 23 When you type Casual or Temporary into the Employee Status field in the General tab you will notice that the Hire Date and End Date fields become inactive This means you must enter each contract s Start Date and End Date for Casual and Temporary employees Procedure to enter Period of Contract information 1 From the General tab click on the Periods of Contract tab You will also get to this tab by entering all required information in the General tab then pressing Ctrl A or Ctrl S 2 Enter the Start Date End Date and if applicable the Termination Date Remember that the End Date and Termination Date must be equal to or later than the Start Date Make sure you enter the Termination Date only if the employee was terminated before the End Date If you are entering a subsequent period of contract click on the Add icon Ea 3 When you are done press Ctrl S or Ctrl A to save and add a new employee in the General tab Or when you are done in this tab click on the General tab to continue adding employee records See also Employee Details screen and Promotions Promotions The Promotions tab of the Employee Details screen looks like this Y Employee Details p000 00 00 When an employee is promoted you can record the promotion in the Promotions tab in the Employee Details screen Procedure to enter promotion information 1 From the General tab click on the Promotions tab A message box wi
24. activate the Windows taskbar and choose Run Type d EECRS4 0_SIPREME4 0 Setup Click OK Select the language you want to use and click OK The install program guides you to fill out employer information such as your name organization etc As you enter information in each screen click Next to move to the next screen When the installation is complete the message displayed will read Setup has finished copying files to your computer Select Yes to reboot your machine now or select No to reboot later Click Finish The installation process creates a folder named C Program Files HRDCWEECRS on your C drive EECRS Version 4 0 User s Guide Getting Started Opening EECRS Throughout the manual and the on line help we assume you are already familiar with the Microsoft Windows environment If not consult your Microsoft Windows documentation Starting the Application Now that you have EECRS installed on your hard disk you are ready to use it Procedure to start EECRS 1 Double click on the EECRS shortcut icon on your desktop OR Click the Start button on the Windows toolbar at the bottom of your screen go to Programs and select EECRS 2 Enter the password EECRS in upper or lower case 3 Select the language you want to use 4 Select the program you want to use LEEP or FCP 5 Click OK What you will do in EECRS The primary purpose of EECRS is to help you prepare an accurate employment equity repo
25. additional CMAs Listed here are the 13 additional geographic locations as they appear in the EECRS Alta less CMAs B C less CMAs Man less CMA N B less CMA N S less CMA N W T Nfld less CMA Nvt Ont less CMAs P E I Que less CMAs Sask less CMA Y T 20 EECRS Version 4 0 User s Guide NOTE Employment Equity Regulations do not require you to record employee data by CMA outside the eight designated CMAs listed at the beginning of this section However the Workforce Analysis module is designed to calculate the total workforce for each of the four designated groups at the CMA level in some instances In order to enable you to produce the most complete workforce analysis possible you should enter all employees into one of the 40 CMAs For a complete list of the 40 CMAs see Census Metropolitan Area CMA Codes All 40 CMAs are available in FCP mode Forms 2 6 are only generated for the first 27 For a complete list of all CMAs see Census Metropolitan Area CMA Codes NOTE For each of the CMAs EECRS will automatically choose the corresponding province with the exception of Ottawa Hull where you must choose Ontario or Quebec NAICS Codes NOTE Version 3 1 of EECRS used the Standard Industrial Codes SIC to identify industrial sectors In version 4 0 industrial sectors are identified using North American Industrial Classification System NAICS codes When entering information on their employees the employe
26. ailed How to for Windows 2000 environment a Click on Start b Highlight Settings c Click on Control Panel d Double click on the Administrative Tools icon If you are in a Windows 95 environment skip this step and proceed to step e Control Panel Oil x File Edit View Favorites Tools Help Back Search Gy Folders History gt Address E Control Panel Go S 3B Accessibilty Add Remove Add Remove fm Options Hardware Programs 0 A Y Date Time Display Find Fast Folder Options Configures administrative se Fy Administrative Tools MAGI x File Edit View Favorites Tools Help EI Back gt Q Search Ly Folders History ke Address 3 Administrative Tools e Go dh Component Computer Services Management 2 H Local Security Performance Security Services Adds removes and configu 1 52 KB g My Computer L EECRS Version 4 0 User s Guide 71 72 f Double click on the EECRS User Data Source Name 10DBC Data Source Administrator 2 x User DSN System DSN File DSN Drivers Tracing Connection Pooling About User Data Sources Nac om AAA Ne EECRS Adaptive Server Anywhere 7 0 Remove Configure zi An ODBC User data source stores information about how to connect to 4 the indicated data provider 4 User data source is only visible to you and c
27. an only be used on the current machine Cancel Apply Help g Make a note of the information displayed on the EECRS SQL Anywhere ODBC Configuration window the Password is EECRS SQL Anywhere ODBC Configuration Data Source Name AE Description EECRS datasource Cancel if r Connection Information Database Name Database Startup Database File C PROGRA 1 HRDC EECRS SQ Browse Local O Network Custom Options r Additional Connection Options Select Translator Name lt No Translator Ese T Microsoft Applications Keys in SQL Statistics T Prevent Driver not Capable errors T Delay AutoCommit until statement close EECRS Version 4 0 User s Guide h Click Cancel to return to the ODBC Data Source Administrator window click on the System DSN tab and click on the Add button 10DBC Data Source Administrator UserDSN System DSN Fie DSN Drivers Tracing Connection Pooling About System Data Sources EEES PEOR Add Remove Configure the indicated data provider A System data source is visible to all users An ODBC System data source stores information about how to connect to on this machine including NT services Cancel Apply Help i From the Create New Data Source window select the Adaptive Server Anywhere 7 0 driver and then click on the Finish button Create New Data Source x Select a drive
28. ants in Amusement Recreation and Sport 7265 Welders and Related Machine Operators 9515 Welding Brazing and Soldering Machine Operators EECRS Version 4 0 User s Guide Deleted Occupations now included in minor group 217 Modified Now includes occupations from former unit group 3412 Deleted Occupations now included in unit group 3223 Modified Now includes occupations from former unit group 6631 Modified Now includes occupations from former unit group 6473 Modified Amusement attraction operators formerly part of this group now included in group 6671 Deleted Occupations now included in unit group 2414 Deleted Occupations now included in unit group 3414 Modified Now includes occupations from former unit group 6642 Deleted Occupations now included in unit group 6641 Modified Amusement attraction operators formerly from unit group 6643 now included in here Modified Now included includes occupations from former unit group 9515 Deleted Occupations now included in unit group 7265 67 Appendix D Frequently Asked Questions 1 What is the password The password is EECRS not case sensitive 2 If an employee has not answered Yes or No to a self identifying question what should I enter in the designated group fields options are Y for yes and N for no Enter N for no because the software only counts the Y s 3 Is there a way in the Employee Information screen to capture whether an employe
29. atus geography occupation and salary They also provide information on employees movements throughout the year hires promotions and terminations These forms will be produced if you are using LEEP mode The employment equity report produced by EECRS can be submitted to HRSD on diskette or via the Internet at the following address ee eme Whrdc drhc gc ca When you report this information to HRSD no employee names accompany the report The report you submit contains ONLY the total number of employees in each category Electronic or hard copy employment equity reports do not contain names or any other personal information about your employees FCP Employers Employers who bid on large federal government contracts sign a certificate in which they commit to implement an employment equity program When FCP employers are undergoing a compliance review audit they are required to provide the review officer data on their workforce They can generate the data by using the Compile option in the FCP mode and specifying an appropriate time frame Compiling Saving and Printing Data Preparing your report in EECRS is a two stage process first EECRS compiles all the data you have entered for the reporting year and second you save this information to a diskette Before you print the forms in EECRS you have to ask it to aggregate the data you have entered Compiling may take some time depending on how many employees are in EECRS EECRS Versi
30. blank rows Remove any row labels 4 Run the EECRS import process a Backup the data already in EECRS before you start the import process Make sure the Windows Date format on your computer is set to Y Y Y Y MM DD See Installation Process b From the EECRS Main Menu select Utilities c Select Import d Click OK to continue e Select Text Tab Delimited File from the Import Options dialog box f Click Update or Overwrite WARNING If you choose Update the data from the import file is added to your existing data Employee records that appear in both the import file and the existing data are replaced with the data from the import file Employee records that appear only in the import file are added to the existing data If you choose Overwrite the data from the import file replaces all of your existing data Your existing data including any Division and Region information you may have entered in the Division and Region tables is deleted and the new data is imported g Locate and select your employee txt import file from the Select Text File window h Click Open i When the Import Status screen appears click Save Changes EECRS will import all of the files you have created unless it finds some errors in the data EECRS issues two kinds of import errors data errors and fatal errors See Data Errors and Fatal Errors Fatal Errors A fatal error occurs when there is a serious problem with one of the import
31. calendar year LEEP mode or for specified To and From dates FCP mode Closes EECRS Exit Ld Changing Operation Mode You can switch between LEEP mode and FCP mode while you are using EECRS v 4 0 in three steps 1 Close all active EECRS windows 2 From the Main Menu select File 3 Select Operation mode Checking Operation Mode You can always see what Operation mode you are using by looking at the lower right hand corner of the screen 10 EECRS Version 4 0 User s Guide Employee Information Toolbar You access the Employee Information Toolbar by clicking on Employee Information from the Main Toolbar or by selecting Data Employee Information Here is a list of the icons on the Employee Information Toolbar together with descriptions of what they do Query s Lets you search for certain employees or groups of employees See Queries Close m Closes the Employee Information window Save E Saves the current record Undo all changes x Undoes all work since the previous save See Undo Changes Print amp Prints the active window Add Be Adds a new employee promotion or period of contract See Adding a New Employee Delete ES Deletes the selected employee record See Deleting an Employee from EECRS Find d Finds an individual employee s record List s Moves you from the Details screen to the list Details Moves you from the list to the selected employee s Details sc
32. chnical skill level that includes occupations classified in former unit group 1421 Computer Operators New Information technology group at the technical skill level New Information technology group at the technical skill level Modified or Deleted Unit Groups 0721 Facility Operation and Maintenance Managers 0722 Maintenance Managers 1411 General Office Clerks 1412 Typists and Word Processing Operators 1421 Computer Operators 2162 Computer Systems Analysts Modified Now includes occupations from former unit group 0722 Deleted Occupations now included in unit group 0721 Modified Now includes occupations from former unit group 1412 Deleted Occupations now included in unit group 1411 Deleted Occupations now included in new information technology unit group 2281 Deleted Occupations now included in new minor group 217 for information technology occupations at the professional level EECRS Version 4 0 User s Guide 66 2163 Computer Programmers 3223 Dental Technologists Technicians and Laboratory Bench Workers 3412 Dental Laboratory Bench Workers 3414 Other Assisting Occupations in Support of Health Services 4214 Early Childhood Educators and Assistants 6443 Casino Operators 6473 Early Childhood Educator Assistants 6631 Elemental Medical and Hospital Assistants 6641 Food Counter Attendants Kitchen Helpers and Related Occupations 6642 Kitchen and Food Service Helpers 6671 Operators and Attend
33. d txt For EECRS import you must save the worksheet in the text tab delimited format Microsoft Excel workbooks are normally saved in their native format as xls files 1 2 6 From the File menu select Save As In the Save In field select the folder of your choice All of your EECRS import files must be saved in the same directory folder In the File name field type in the name of the file See Appendix B Import file specifications for the list of required file names EECRS will only recognize the required file names From the Save as Type drop down list select Text Tab delimited txt Click OK A warning box will remind you that this file format Text Tab delimited does not support workbooks with multiple sheets You have created only a single sheet so this is not a problem Click OK The new file is created Step 7 Close the worksheet You must close the MS Excel file you just created EECRS will not let you import an active file 1 2 From the Main Menu select File then select Close A warning box will ask you if you want to save it as a MS Excel spreadsheet You want to close the file in its existing Text Tab delimited format without saving changes Click No The worksheet is closed Step 8 Create term txt Repeat steps 1 to 7 to create term txt Do not create term txt if your company had no temporary or casual workers EECRS Version 4 0 User s Guide 57 Step 9 Create promo
34. data annually from a Human Resources system For these employers using the import when in the FCP mode will be similar to using the original import in EECRS v 3 1 However the FCP mode has the capability of importing division and region information Therefore if your HR system captures division and region information you could modify your download program to include this information when creating the import file EMPLOYEE TXT Please keep in mind that when you view your employee data in the LEEP mode the division and region information will not appear on the Employee Details screen To view these data you must switch to the FCP mode 2 EECRS Version 4 0 User s Guide LEEP employers using EECRS to keep data on their employees For those employers who enter employee data manually there are two options 1 Enter all employee information in the LEEP mode and then switch to the FCP mode to complete the information regarding divisions and regions 2 The second option is to enter all employee information in the FCP mode but note that there is no salary type Actual in the FCP mode If you need to record actual salaries for any of your employees you will have to switch to the LEEP mode To avoid errors and discrepancies in your annual employment equity report we recommend the first option i e that LEEP employers enter their employee information using the LEEP mode and then switch to the FCP mode to add additional information about each
35. e has submitted his self identifying questionnaire As described in the EECRS Version 4 0 User s Guide the Division and Region tables were provided to use as a tool for identifying and sorting your employee information In this case a table could be used to keep track of your self identifying questionnaires For instance if you were not using the Region table for anything you could customize the table to include entries such as Region code English description SUB Questionnaire Submitted NSUB Questionnaire Not Submitted INC Questionnaire Incomplete When entering employee information you would select one of these codes You could then sort your employee information by Region code to view the list of employees who have submitted their questionnaire and those who did not N B This feature is only available in the FCP mode 4 My numbers are showing incorrect calculations in the salary quarters on Form 2 Am I doing something wrong or is there a problem with the software What might appear to be a calculation error in this case could actually be a misunderstanding of how the salary quarters and the counts are calculated You have to analyse your employee data using EECRS to understand how the software calculates the numbers You could start by sorting your data by the following refer to the EECRS Version 4 0 User s Guide e Employee Status in ascending order e Occupational Group and Title in ascending order EECRS Version 4 0 User s
36. e contains one row for every division in your company Do not create this file if your company is not using division codes If you have included division codes in column 17 of the employee txt import file and you do not include the division txt file the division table will be populated automatically by the system You will have to input the descriptions after the import This file contains one row for every region in your company Do not create this file if your company is not using region codes If you have included region codes in column 18 of the employee txt import file this file will be created for you during the import process You will have to input the descriptions after the import 3 Analyze and correct your import files using the following rules e All import files must be named according to EECRS specifications in the chart above You may use upper or lower case Remember to include the txt extension e All import files must be in the same directory or folder You may choose any folder but the files must all be together e All columns must exist and be in the order described in EECRS specifications see Appendix B Import file specifications e Some columns may be empty or null but the columns must exist Remove any column labels EECRS Version 4 0 User s Guide 39 EXCEPTION Column 17 division and column 18 region are optional in the employee txt file e All rows must contain data e Do not include
37. e not produced If you select a specific region then national provincial and CMA reports are produced only for employees in the selected region You can select which reports to print For example if National is checked off in the Report By column then only the National reports will be produced A common request would be to produce a report for all Semi professionals and Technicians in Ontario To produce this report you would a Select Ontario from the Province drop down list in the Compile Criteria column b Select Professionals from the EEOG drop down list in the Compile Criteria column c Check the Province check box in the Report By column d Ensure that all the other check boxes in the Report By column are unchecked Advice to employers When producing reports using the Export Internal Workforce Analysis Data function for the workforce analysis we recommend using two different sets of compile dates For the stock or snapshot data we recommend using the date of one day for example December 31 For the flow data the hires promotions and terminations we recommend using the period of time from the last compliance review audit to the present present means to the date for which you wish to compile your data for this review The difference is this In the FCP mode if you enter a start date of April 1 1996 and an end date of March 31 2000 you would get all the hires promotions and terminations over this period Bu
38. ees matching your query criteria If EECRS cannot find matching records it brings you back to the Query screen Try again using different information Employee List Procedure to look at your entire list of employees 1 2 Click on Employee Information from the Main Toolbar When the response window comes up asking you if you want to Add or Query Delete choose Query Delete When the Query screen comes up leave all fields blank and click OK The list of all your employees will appear If you have a lot of employees in EECRS bringing up the list may take some time EECRS Version 4 0 User s Guide 25 You can look at the details of an individual employee by double clicking on the employee s record from the list This will bring you to the Employee Details screen To go back to the list click on the List icon EECRS will display your recently entered records If you have already done a query EECRS will display your recently entered records plus your previously queried records Sorting Procedure to sort by one category I Goto the employee list See Queries 2 Click on the column heading you want to sort by EECRS sorts the list in ascending order 3 To change the sorting order from ascending to descending or vice versa click the column heading again For example clicking on the Last Name column heading sorts the list alphabetically by last name in ascending order A Z Click on the Last Name colu
39. employee For further information consult the FCP mode features described in detail throughout this manual Separate Employers The Generate Workforce Analysis Data module in EECRS v 4 0 can also be used by separate employers for whom the external availability data benchmark includes landed immigrants i e Canadian citizens and landed immigrants For further information please consult the FCP mode features described in detail in this module EECRS Version 4 0 User s Guide 3 Getting Help If you experience difficulties installing or working with the EECRS v 4 0 you can get more information from SOURCE DETAILS Printed Manual The manual contains full instructions for using EECRS v 4 0 Online Help Help is always available from the Main Menu Web Site http www hrdc drhe gc ca Help Line 819 953 7510 Monday to Friday 9 00 am to 5 00 pm local Ottawa time Labour Systems Postal Mail Workplace Equity LEEP Labour Standards and Workplace Equity 165 Hotel de Ville Phase II 10th Floor Gatineau Quebec K1A 0J2 Telephone 819 953 7513 LEEP Postal Mail Workplace Equity Operations FCP Labour Standards and Workplace Equity 165 Hotel de Ville Phase II 10th Floor Gatineau Quebec KIA 0J2 Telephone 819 953 7526 FCP EECRS Version 4 0 User s Guide Installing EECRS v 4 0 Installing EECRS is similar to installing any other Windows 95 based application The installation package contains one CD
40. equired to include a valid NAICS code for each employee e A safety feature to encourage backup after the compile process Version 4 0 Enhancements EECRS v 4 0 will allow you to take advantage of some additional enhancements features which will be available in both LEEP and FCP modes These features will be helpful when you conduct your workforce analysis A feature called Generate Workforce Analysis Data will allow you to complete and print workforce analysis data in order to determine the degree of under representation of persons in the four designated groups women Aboriginal peoples persons with disabilities and members of visible minorities in each occupational group For further information please see the workforce analysis guidelines or the virtual workforce analysis workshop on our Web site Also the LEEP employers can take advantage of some additional features available in the FCP mode such as e create reports for the different divisions in the organization e create reports for customized regions other than the provinces or the Census Metropolitan Areas e create reports for periods that are different from the reporting period under LEEP e g quarterly reports e print forms for an area where an employer has less than 100 employees and e print forms by occupational group and by NOC 4 digit unit groups How to take advantage of the information on divisions and regions LEEP employers importing their employee
41. ersion 4 0 User s Guide 13 14 The certificate number and the employer s legal name are mandatory in FCP mode Procedure to enter employer information 1 Click on the Employer Identification button on the Main Toolbar 2 Type information into the appropriate fields When you are finished in one field press Tab to get to the next one To move back to a previous field press Shift Tab 3 When you finish with the screen press Ctrl S or click on the Save button to save your work 4 Close the screen to return to the Main Menu DATA ENTRY TIP When entering phone numbers and postal codes just type in the characters without capital letters spacing or hyphens EECRS automatically formats these fields EECRS Version 4 0 User s Guide Employee Information Entering Employee Information The first thing you should do with EECRS v 4 0 is import the data from any previous versions of EECRS or your HR system See Import Employee Data Unlike employer information which you enter only once and update occasionally you will enter information about many employees and will be updating them more often as work situations change throughout the year In the Employee Information screen you can do the following add an employee s record delete an employee s record view an employee s record change the data in an employee s record to reflect a promotion the end of a period of contract a termination or a change in employment status
42. es 2 Choose Copy Forms 1 6 3 Selectthe a drive to save your data 30 EECRS Version 4 0 User s Guide 4 Make sure the filename FORMS TXT is in the file name field 5 Click Save To compile your data 1 Goto the Main Menu and select Data Forms Compile Employee Data 2 Enter required information into the Compile Employee Data dialog box This is the FCP mode dialog box Compile Employee Data NOTE You must enter a date range This could be for a few days a few months a year or longer This is the FCP mode customized dialog box k l Compile Criteria EECRS Version 4 0 User s Guide 31 Use the drop down menus to select your customized compile criteria Your employee information in the reports is then limited by these criteria For example if you want to see reports containing only employees in Manitoba select Manitoba from the Province menu If you want to limit your reports to only employees in Vancouver with NOC 1122 then select Vancouver from the CMA menu and 1122 from the NOC menu If you want all the Systems employees in the East region then select the appropriate criteria from the division and region drop down boxes When you use criteria to limit the compiled reports be aware that some of the reports may not be produced For example if you select a specific province then the national reports are not produced If you select a CMA then the national reports and the provincial reports ar
43. his is for your convenience while editing you will delete this row before you save the file Move the columns into the required order if they are not already ordered correctly For example in the employee txt file the employee number must be in the first column the CMA code in the second and so on If a column is missing insert an empty column If there is an extra column delete it Special note for the employee txt file columns 17 and 18 of the employee file are NOT required Those columns are imported only if they contain data Delete all empty rows Empty rows are not allowed in the import files EECRS Version 4 0 User s Guide Confirm that rows and columns contain required data Check the file descriptions in Appendix B Import file specifications to see if the column information is required For example the last name column can be blank because it is not required The employee number column is required so every row in that column must have an entry Confirm that rows and columns contain valid data For example dates must be entered as Y Y Y Y MM DD Example 2003 11 30 Some fields must contain Y yes or N no Do not use T true Be sure that the employee number is correct in every file Finally remove the row of column headings or labels if you have inserted them see no 1 in this step EECRS will treat a row of headings as data and will reject the whole file Step 6 Save the worksheet as Text Tab delimite
44. ion is made Printing the Peak Date report If you are in LEEP mode the Peak Date report is available to you after you have compiled your data The Peak Date report displays the day in the reporting year with the greatest number of employees working 1 From the Main Menu select Data then select Forms 2 Select Display Peak Dates The Peak Date report is displayed on screen 3 Ifyou want to print the report select File then select Print or click on the Print icon Printing the Employees listing This report displays all employee records that meet the criteria you select in the query box 1 From the Main Menu select Listings then select Employees The Query dialog box is displayed 2 Enter the criterion that describes the employee records you wish to view 3 Click OK The report is displayed 4 If you want to print the report select File then select Print or click on the Print icon Printing the Periods of Contract listing This report displays all employees on contract and their periods of contract that meet the criteria you select in the query box 1 From the Main Menu select Listings then select Periods of Contract The Query dialog box is displayed 2 Enter the criterion that describes the employees you wish to view 3 Click OK The report is displayed 4 If you want to print the report select File then select Print or click on the Print icon Printing the Promotions listing This report displays all
45. ion process for Persons with Disabilities Once a check mark appears beside each EEOG click Next gt to produce the Summary Selection Table Persons with Disabilities On the Summary Selection Table Persons with Disabilities screen you have the option to print or save the four Detailed tables b Summary table c Summary Selection Table Women Aboriginal Peoples and Members of Visible Minorities d Summary Selection Table Persons with Disabilities To generate and save the documents itemized in step 15 click Save gt The following Save As dialog box will appear The seven files will be saved in HTML format and the names of the files will be saved as follows e d wfa detail abo htm e d wfa detail vis min htm e d wfa detail pwd htm e d wfa detail women htm EECRS Version 4 0 User s Guide e d wfa summary table htm e d summary selection table htm e d summary selection table pwd htm In the Save in field select the drive and or directory you want to save the documents to 17 Click Save 18 To generate and print the documents itemized in step 15 click Print A series of progress windows will appear followed by the Process Completed window KS EECRS 4 0 B Process Completed Close 19 Click Close Copy Forms 1 to 6 Use this function to copy the forms generated in your most recent compile to your hard disk or to a diskette The diskette can then be submitted to meet your reporting
46. ivision codes are any combination of up to 4 letters or numbers You may enter an unlimited number of division codes Division code descriptions are up to 50 characters and can be entered in English and or French Procedure to set up and print the division code table 1 Confirm that you are in FCP mode See Checking Operation Mode 2 From the Main Menu select Data then select Division The Division dialog box appears 3 Toenter a new division code select Table then select Insert or use Ctrl I or use the Add icon E4 and input new information into the highlighted row To delete a division highlight the division then select Table select Delete or use Ctrl D or use the Delete icon BE The division is deleted To print the division code table select File then select Print or click on the Print icon 4 When you are done with your changes select File then select Close Region Codes Region codes are available in FCP mode only EECRS v 4 0 provides an empty region code table that can be customized to describe the organization of your company You can define codes for company regions then use these codes to identify an employee s location in the company You may define an unlimited number of region codes although an employee can have only one region code This feature is optional and is provided as a tool for your own analysis of your company Region codes are not required 22 EECRS Version 4 0 User s Guide Exam
47. ld then add descriptions to the two tables Division codes and region codes are not used in LEEP mode however if you input codes into columns 17 and 18 of the employee txt file those codes are imported and the division and region tables are created You must go into FCP mode to add the descriptions term txt Field name Column Field Number of About this field Required number type characters field Employee number 1 character maximum 9 Employee number must exist inthe Yes employee txt file Term number 2 number maximum 4 Chronologically one number at a Yes time Start date 3 character 10 YYYY MM DD include forward Yes slashes End date 4 character 10 YYYY MM DD include forward Yes slashes Termination date 5 character 10 YYYY MM DD include forward No slashes 62 EECRS Version 4 0 User s Guide promo txt Field name Column number Employee number 1 Promotion number 2 Promotion date 3 division txt FCP mode Field name Column number Division code 1 Description 2 English Description French 3 region txt FCP mode Field name Column number Region code 1 Description 2 English Description French 3 EECRS Version 4 0 User s Guide Field type character number character Field type character character character Field type character character character Number of About this field characters maximum 9 Employee number must exist in the employee txt file maxim
48. ll appear reminding you that the NOC code of the employee may be affected by this promotion Click OK 24 EECRS Version 4 0 User s Guide 2 Enter the date of the promotion If you are entering a subsequent promotion click on the Add icon 87 on the Main Toolbar Remember that the Promotion Date must be later than the Hire Date and earlier than the Termination Date When you are finished press Ctrl S or Ctrl A to save and go to the General tab to add a new employee See Employee Details screen and Periods of Contract Queries The Query function is a powerful tool that helps you find individual employees or groups of employees Procedure to query employee records 1 Click on the Employee Information icon from the Main Toolbar A response window appears asking if you want to Add or Query Delete Choose Query Delete OR If you are already in the Employee Details screen click on the Query icon In the Query screen enter the information you want to search You may query by any category except Comment Hire Date and Salary To see all employees leave all categories blank A new feature in EECRS v 4 0 allows you to search for NOC codes by entering a description of the occupational group This feature is only available under the Employee Information menu item For more information refer to Finding NOC Codes Click OK EECRS will display either an individual employee s record or a list of employ
49. ments of the Federal Contractors Program We developed EECRS v 4 0 for five main reasons and they are 1 A new Workforce Analysis module based on the 2001 Employment Equity Data Report EEDR was incorporated to assist the LEEP and the FCP employers in conducting their Workforce Analysis 2 The 1980 Standard Industrial Classification SIC codes have been replaced with the 1997 North American Industrial Classification System NAICS codes 3 The 1991 National Occupational Classification NOC codes have been replaced with the 2001 NOC codes 4 Statistics Canada has added two new official Census Metropolitan Areas CMAs 5 A few added enhancements based on the requests from users were included What s New e Addition of a workforce analysis feature called Generate Workforce Analysis Data See Generate Workforce Analysis Data e The replacement of Standard Industrial Classification codes with North American Industrial Classification System Codes see NAICS Codes and the changes from the 1991 NOC to the 2001 NOC e Incorporation of two new Census Metropolitan Areas from the 2001 Census Abbotsford British Columbia and Kingston Ontario See Census Metropolitan Areas EECRS Version 4 0 User s Guide 1 e The user will now have the ability to search for NOC codes by description in the Employee Details screen See Employee Details screen e For reporting in the future FCP employers will be r
50. mn heading again and the list is sorted in descending order Z A Procedure to sort by multiple categories You can sort your employee list by multiple categories by using the Sort command The Sort dialog box provides a much more sophisticated sorting method Multiple criteria can be sorted in ascending or descending order 1 Click on the Sort button on the far right of the Employee Information toolbar or select View Sort This brings up the Sort dialog box shown below CS Sort 2 Enter the criteria you want to sort by To add more criteria click the Add button Another blank sort item will appear 3 To sort each category in ascending order click in the Ascending box To sort in descending order leave the Ascending box blank 26 EECRS Version 4 0 User s Guide 4 5 Highlight a sort item in your list and then click the Insert button to add an empty sort criteria box before the highlighted item When you have entered all your criteria click OK Deleting an Employee from EECRS Procedure to delete an employee from EECRS 1 2 3 4 5 Bring up the Query screen See Queries Enter the information you will use to find the employee number name etc When the list comes up click on the employee s record Click on the Delete button on the Employee toolbar A message box will ask you if you are sure you want to delete this employee Click Yes To delete groups of employees from EECRS
51. mployee Data from the Main Menu or go to the Main Menu and select Data Forms 2 Click on or select the form you want to print 3 When the form comes up click on the Print icon or press Ctrl P 4 When the Print dialog box appears select the desired printer 5 Click OK If you use the Customized Compile option in FCP mode your criteria are printed in the lower left hand corner of each page REMEMBER If you make any changes to your data in EECRS you will have to compile again before reporting This will ensure that your report is as up to date as possible Reporting Casual Employees as Temporary and Vice Versa Sometimes you might define an employee s status as Casual when in fact the employee is Temporary During the compile EECRS counts employees who worked twelve weeks or more as Temporary even if you have entered them as Casual EECRS converts Temporary employees to Casual if they have worked less than twelve weeks This is to meet our definition of Temporary employees and ensure accurate reporting However these conversions are for reporting purposes only the original records remain unchanged To see where EECRS has made any such conversions from the Main Menu select Data Forms Display Temp Casual Conversions EECRS will display a report showing any affected records EECRS Version 4 0 User s Guide 33 No changes are made to any employee status Employees are counted as they are specified in the data and no verificat
52. ners and Developers and the corresponding NOC code 2 75 to be added to the Employee Details screen DTI Search by Description Web Designers and Developers Salary EECRS automatically annualizes any salary other than annual or actual that you enter into the Salary field For example if an employee makes 16 an hour and works 37 5 hours a week EECRS automatically multiplies the weekly amount by 52 bringing it to an annual total of 31 200 EECRS performs similar calculations with other types of salaries e g bi weekly monthly etc It always annualizes salaries based on a 52 week working year NOTE If you are entering a Temporary or Casual employee you must enter the Actual salary If you enter an employee s bonus EECRS will automatically add the bonus to the overall salary calculation EXCEPTION Employees on extended unpaid leave for the reporting year are considered Other see Guideline 11 Employment Equity Report for definition Because EECRS requires salary information in the salary field you may enter a salary of 1 00 in order to move to the next field These employees are only counted on Form 1 and therefore their salary will not be reported on Forms 2 or 3 For more information on determining salary see Guideline 11 of the Guidelines of the Employment Equity Act The salary type Actual is not available in FCP mode EECRS Version 4 0 User s Guide 19 Census Metropolitan Areas CMAs The Census pr
53. ng Data Before You Import IMPORTANT Always make a copy of your existing data before importing another file If you are a current user of EECRS export your data as follows 1 Make sure the Windows Date format on your computer is set to Y Y Y Y MM DD See Installation Process 2 Open EECRS v 4 0 3 From the Main Menu select Utilities Export Employee Data 4 Select the drive you want to export your data to We suggest you export to a floppy disk 5 Typein the file name employee txt 6 Click Save Creating import files with Microsoft Excel If you want to import rather than manually re type data from an existing system into EECRS v 4 0 you must create text tab delimited files You can use a word processing package a database system or a spreadsheet as long as your software can create the specific file format In the following procedure we explain how to use Microsoft Excel to create the import files for EECRS Procedure to use Microsoft Excel to create import files for EECRS You will repeat this procedure three times to create three files employee txt promo txt and term txt You may optionally create region txt and division txt as well Step 1 Open an empty MS Excel worksheet 1 Start Microsoft Excel 2 Openan empty worksheet EECRS Version 4 0 User s Guide 55 Step 2 Format the worksheet as text All the cells in the worksheet must be formatted as text Why Because leading zeros must be st
54. on 4 0 User s Guide 29 WARNING In LEEP mode the compile process performs calculations based on the regulations under the Employment Equity Act In FCP mode the compile process performs calculations based on the Federal Contractors Program These calculations are different Before you compile confirm that you are in the correct operation mode See Checking Operation Mode To compile your data 1 Goto the Main Menu and select Data Forms Compile Employee Data 2 Enter required information into the Compile Employee Data dialog box This is the LEEP mode dialog box Compile Employee Data 3 Click OK 4 Once EECRS has compiled your data it asks you if you want to save it on a floppy disk We recommend that you click Yes at this point it will save you time when you submit your reports After selecting Yes a message box appears followed by a Save AS where you can select the a drive in which forms txt will be saved At this point the information will be stored on a floppy disk which you will send to us If you want to review your compiled data on paper or screen you can print or preview the compiled reports see Viewing Forms Before Printing and Printing Forms 5 A message box appears strongly advising you to backup your employee data Click OK See Backup Restore for more information If you did not save your data to disk after the compile you can do it as follows 1 From the Main Menu select Utiliti
55. onsideration the skill levels and educational requirements for the job 9 Once you have made the selections for that EEOG i e Senior Managers click on the Accept Selections button A check mark will appear in the box beside that EEOG If you have made changes to the default selections but would like to return to the preset defaults click on the Return to Default button NOTE Although default selections are provided for the Recruitment Area and the Recruitment Location you may select a different Recruitment Area or Recruitment Location However if you DO change a default you should be prepared to provide an explanation EECRS Version 4 0 User s Guide 47 48 10 11 12 13 14 15 16 Save in va gj e File name d via detail women Save as type Html Files htm m Cancel Repeat the Recruitment Area and Recruitment Location selection process for each EEOG tab Once a check mark appears beside each EEOG click Next gt to produce the Summary Selection Table Women Aboriginal Peoples and Members of Visible Minorities You may click on lt Back anytime during the process to return to the previous screen Once you have viewed the Summary Selection Table Women Aboriginal Peoples and Members of Visible Minorities click Next gt The Generate Workforce Analysis Data Geographical Location of Recruitment Persons with Disabilities screen will appear Repeat steps eight to ten to complete the select
56. ored for example NOC code 0012 and the dates must be stored in the format YYYY MM DD As well if you do not format as text the data may get chopped 1 E We c CIS Select all the cells in the worksheet Click the grey rectangle in the upper left corner of the worksheet where the row and column headings meet From the Main Menu select Format then select Cells In the Format Cells dialog box click on the Number tab From the Category list select Text Click OK Step 3 Open the external data file For example if you have a file from your Human Resources department with the data for the employee txt file open it now 1 2 3 From the Main Menu select File then select Open Using the folders and files lists highlight the file you wish to import Click Open Step 4 Use the MS Excel Import Wizard 1 2 3 On the first screen select the data type of your import file Click Next On the second screen select the data delimiters in your import file Click Next The third screen displays the options to set the data format for the columns Highlight all the columns in the data preview box then select Text from the list of Column data formats Click Finish Step 5 Analyze and correct data in the worksheet 56 The import file you create must be properly structured and the data must be inputted correctly 1 You may temporarily insert a row at the top of the worksheet and type in the column headings T
57. ort Employee Data Transferring data from EECRS v 2 0 2 1 3 0 or 3 1 To get data from EECRS v 2 0 2 1 3 0 or 3 1 to EECRS v 4 0 do the following 1 Confirm that your computer has the Windows date format set to Y Y Y Y MM DD See Installation Process 2 Open EECRS v 2 0 2 1 3 0 or 3 1 3 Select Utilities Export Employee Data WARNING Do NOT select Export Internal Workforce Analysis Data 4 nthe Save In dialog box choose the folder you want to export your data to 5 Name your file employee txt This is a required file name for EECRS v 4 0 6 Click Save Now that you have exported the EECRS v 2 0 2 1 3 0 or 3 1 employee data you have to import it into EECRS v 4 0 1 Install and start EECRS v 4 0 A message will appear reminding you to backup your data before importing Click OK 2 Select Utilities Import A message will appear reminding you to backup your data before importing Click OK 3 Select the EECRS 3 1 and click Update or Overwrite EECRS Version 4 0 User s Guide 37 WARNING If you select Overwrite all of the data currently in EECRS v 4 0 is deleted and replaced with the import file If you select Update all of the data currently in EECRS v 4 0 remains Existing records are updated and new records are added 4 In the Select Text File dialog box choose the file you just exported from EECRS v 2 0 2 1 3 0 or 3 1 Click Open Employee data being imported from previous version
58. our text tab delimited file The first field is the Employee number The next field is the CMA and so on The field specifications tell you what the data in each field should look like For example the Gender field is a letter field which you can see from Field type Under Number of characters you will see that you can only enter one character in this field And under About This Field you can see that you can only enter an M if the employee is a male or an F if the employee is a female Similarly for the Salary field you will see that it is a number field This means you cannot use letters dollar signs decimal points or other symbols EECRS will allow up to eight digits in this field i e a salary of up to 99999999 Remember that the fields are represented by columns in the actual text tab delimited file and all fields are separated by tabs Division codes and region codes are available but not required in FCP mode There are two methods of importing these codes 1 Input codes into columns 17 and 18 of the employee txt file Create both division txt and region txt with all of your codes then run the Import option to import all the files 2 Input codes into columns 17 and 18 of the employee txt file Do NOT create the division txt or the region txt then run the Import option EECRS will create the division code table and the region code table based on the codes you input into columns 17 and 18 of the employee txt file You shou
59. ovides data for 27 CMAs across Canada as defined by Statistics Canada including two new official Census Metropolitan Areas Abbotsford British Columbia and Kingston Ontario Employers covered under the Employment Equity Act are required to report on up to eight designated CMAs as stated in the Employment Equity Regulations Schedule 1 Subsection 1 1 The eight designated CMAs are Calgary Edmonton Halifax Montr al Regina Toronto Vancouver Winnipeg The eight designated CMAs are highlighted in yellow in the drop down menu of the Employee Details screen in EECRS In addition to the eight designated CMAs mentioned above 19 additional CMAs are available in EECRS The additional 19 CMAs are St John s Saint John Chicoutimi Jonqui re Qu bec Sherbrooke Trois Rivi res Kingston Ottawa Hull Oshawa Hamilton St Catharines Niagara Kitchener London Windsor Sudbury Thunder Bay Saskatoon Abbotsford Victoria EECRS will NOT print out Forms 2 to 6 for these additional 19 CMAs unless you switch to the FCP mode and ask for these forms For the purpose of generating an accurate workforce analysis EECRS v 4 0 also includes 13 additional geographic locations outside the provincial CMAs For example in Alberta the CMAs available for selection are Calgary and Edmonton In order to capture data on employees working in Jasper you would use the additional geographic location or CMA Alta less CMAs EECRS will NOT print out Forms 2 to 6 for these
60. ple Company ABC is a large company with many regional offices Company ABC defines a region code table as follows Region code English description French description EAST East Est WEST West Ouest CTRL Central Centre HEAD Head office Si ge social Region codes are any combination of up to 4 letters or numbers You may enter an unlimited number of region codes Region code descriptions are up to 50 characters and can be entered in English and or French Procedure to set up and print the region code table 1 Confirm that you are in FCP mode See Checking Operation Mode 2 From the Main Menu select Data then select Region The Region dialog box appears 3 To enter a new region code select Table then select Insert or use Ctrl I or use the Add icon EI and input new information into the highlighted row To delete a region highlight the region then select Table select Delete or use Ctrl D or use the Delete icon The region is deleted To print the region code table select File then select Print or click on the Print icon 4 When you are done with your changes select File then select Close Periods of Contract The Periods of Contract tab of the Employee Details screen looks like this EECRS Y Employee Details pouvons Rasa 2003703723 When you enter a temporary or casual employee EECRS requires information concerning start dates end dates and termination dates EECRS Version 4 0
61. r for which you want to set up data source Adaptive Server Anywhere 7 0 vil Bact Cancel j When the SQL Anywhere ODBC Configuration window appears enter the same information displayed in the EECRS User Data Source Name then click the OK button 10 I have created the import file s using MS Excel but I am still not able to import the file s into EECRS There are a couple of things to remember when creating import file s using MS Excel a The entire spreadsheet must be in text format b The files must be saved with specific file names and must be saved as text tab delimited EECRS Version 4 0 User s Guide 73 74 11 12 13 For further information refer to Appendix A Importing Data I have made some changes to my employee information but the changes do not appear on the forms why After making changes to your employee information you must recompile your data so that EECRS will calculate the changes that have been made I ve been told that I am receiving a new computer and I want to know if I can transfer my EECRS information from my old computer to my new one Yes you can transfer your EECRS information First you will have to make a copy of your employee data We suggest that you make two copies on separate diskettes using 1 the Export Utility refer to the Importing and Exporting Data section of the EECRS Version 4 0 User s Guide 2 the Backup Utility refer to the Backup Re
62. rce Analysis Data function has been added to EECRS v 4 0 and is accessible under the Utilities menu in both the LEEP mode and the FCP mode Essentially this feature produces the Detailed tables one for each of the four designated groups women Aboriginal peoples members of visible minorities and persons with disabilities and the Summary table as prescribed in the Guideline 5 Workforce Analysis document In order to generate the Summary and Detailed tables you will be required to enter information Default selections will be provided for every entry but you will have the capability to enter a different selection If you DO change the defaults you are urged to record the reasons for selecting a different occupational group NOC level recruitment area and or recruitment location This information will help to finalize your workforce analysis report The EECRS will then use this information to 1 Calculate your internal workforce for each designated group at the 2 digit EEOG level and the 4 digit NOC level by National Provincial and CMA level All active employee data is included in the calculations for the date specified by the user 2 Obtain the external percentages from the 2001 Census of Canada data for women Aboriginal peoples and members of visible minorities and from the 2001 Participation and Activity Limitation Survey PALS for persons with disabilities The data for women Aboriginal peoples and members of visible minoritie
63. reen Sort l Allows you to sort by nearly any field and to use combinations of sort criteria See Sorting EECRS Version 4 0 User s Guide 11 Employer Identification Entering Employer Information Employer information is normally only entered once with occasional updates You will enter employer information when you set up your system You will update it when for example the name of your CEO or the name of the person responsible for employment equity changes You will enter the following information in the Employer Identification screen e Employer s number In LEEP mode this is the 6 digit number that uniquely identifies each legislated employer and appears on the Employment Equity Reports The Legislated Employment Equity Program assigns a different number to every employer In FCP mode this is the 6 digit certificate number that uniquely identifies each federal contractor and appears on the Employment Equity Reports The Federal Contractors Program assigns a different certificate number to every employer e Country e Employer s legal name e Employer s common or business name e Address of principal place of business e Mailing address e Chief Executive Officer s name and title e Name title telephone and fax numbers of the person responsible for employment equity In LEEP mode most of these fields are mandatory EECRS will not let you save an employer record unless you put data into these fields EECRS V
64. rs covered under the Employment Equity Act are required to identify the industrial sector in which each employee is working This information is necessary to allow employers who have activities in more than one industrial sector to report the number of employees in each industrial sector as required in Boxes 10 13 of Form 1 In preparation for reporting requirements of the future Federal contractors must enter a specific industrial sector in which their employees are working Division Codes Division codes are available in FCP mode only EECRS v 4 0 provides an empty division code table that can be customized to describe the organization of your company You can define codes for company divisions or departments then use these codes to identify an employee s location in the company You may define an unlimited number of division codes although an employee can have only one division code This feature 1s optional and is provided as a tool for your own analysis of your company Division codes are not required EECRS Version 4 0 User s Guide 21 Example Company ABC is a large company with many divisions Company ABC defines a division code table as follows Division code English description French description MKTG Marketing amp Advertising Marketing et publicit ACTG Accounting Comptabilit HR99 Human Resources Ressources humaines MTCE Maintenance Entretien MISI MIS SIG 1234 Warehousing amp Shipping Entreposage exp dition D
65. rt Once the report is completed EECRS will assist you in conducting your workforce analysis This involves the following five tasks l 2 3 4 3 Enter employer information Enter employee information Compile data and arrange it for reporting This function gathers the data you have entered throughout the year and automatically calculates the Employment Equity Forms 1 through 6 Print an up to date report and save it to a diskette Generate and print your Workforce Analysis Data To help you manage and report your data more easily the EECRS Utilities allows you to import and export data from other applications change employee numbers change employees province and change Census Metropolitan Area CMA codes EECRS Version 4 0 User s Guide The Main Menu The Main Menu shown below is the first thing you see after you click the OK button on the Logon window 4 EECHS x Fie Data Listings Utilities Window Help joae amp The Main Menu is your launch pad to EECRS From the Main Menu you can enter or edit employer or employee information compile data and send forms to the printer or to disk Main Toolbar Here is a list of the icons on the main toolbar together with descriptions of what they do Employer Identification e Brings up the Employer Identification screen Employee Information al Brings up the Employee Information screen Compile Employee Data e Lets you compile data for a specified
66. ry Delete an employee Choose Add then click OK 3 In the Employee Details screen type in your data pressing Tab to move to each new field To move back a field press Shift Tab 4 When you have finished adding the record press Ctrl A to save it and begin a new one To save a record without adding a new one press Ctrl S or go to File Save or click on the Save icon If you enter a temporary or casual employee you will have to enter a Start Date End Date and Termination Date if applicable in a separate screen See Periods of Contract When adding new records you can view them in list form by clicking on the List icon EECRS will then display your new records in list form To go back to the employee s record click on the Details icon To view your entire employee list see Employee List You may print three reports that list employee information see Printing the Employees Printing the Period of Contract and Printing the Promotions Employee Details screen 16 EECRS Version 4 0 User s Guide LEEP mode In LEEP mode the Employee Details screen General tab looks like this ale Female 0000 00 00 Alberta In FCP mode the Employee Details screen General tab looks like this MN EECRS 4 0 V Employee Details INN Fare pe Ferae O EU 5m ES o Pete 2175 Web Designers and Developers ER B H ER G 9 EECRS Version 4 0 User s Guide 17 NOTE In FCP mode you are able
67. s an example of an Import Status dialog box with several data errors NO Import Status EECRS Version 4 0 User s Guide 41 At this point you have two options 1 Recommended option Click the Print Log click Cancel correct all the data errors in the import files then try the import process again 2 Click Save Changes and click Cancel All valid records in the top half of the dialogue box will be imported and the records with the data errors in the bottom half of the dialogue box must be entered manually into EECRS IMPORTANT If you click Save Changes the valid records are imported If you click Cancel no records are imported Export Employee Data This feature helps you extract the information entered on your employees for use in another system When you export from EECRS the application creates five separate text tab delimited files employee txt promo txt term txt division txt and region txt Procedure to export employee data 1 Make sure the Windows Date format on your computer is set to YY Y Y MM DD See Installation Process 2 Choose Utilities Export Employee Data 3 In the Save As screen select the drive and or directory you want to save the data to 4 In the File name field type employee txt You cannot name the file anything other than this 5 Click Save EECRS then generates the five files which you can open in a spreadsheet application to conduct your workforce analysis Once the files ha
68. s is available by EEOG and NOC Unit Group at the National Provincial and CMA levels The data for persons with disabilities is available by EEOG at the National and Provincial level 3 Calculate the expected representation and gaps for each designated group 4 Generate the Summary and Detailed tables Once the tables have been generated you can save and or print them Procedure to generate workforce analysis data 1 Make sure the Windows Date format on your computer is set to Y Y Y Y MM DD See Installation Process 2 From the Main Menu select Utilities Generate Workforce Analysis Data EECRS Version 4 0 User s Guide 45 46 3 Enter the compile date into the Compile Workforce Analysis Data dialog box The current date is set as the default This is the dialog box Compile Workforce Analysis Data 2003 06 26 A ta 4 Click OK 5 The following message box will appear Click OK 6 Once EECRS has compiled your internal workforce the first screen to appear is the Generate Workforce Analysis Data Occupations Women Aboriginal People Members of Visible Minorities listing all the Employment Equity Occupational Groups EEOGs present in your internal workforce NI Generate Workforce Analysis Data EECRS Version 4 0 User s Guide The EEOGs are listed in the column on the left side of the screen and the parameters for analysis are listed in the column on the right side of the screen under the
69. s of EECRS contain Standard Industrial Classification SIC codes which must be replaced with NAICS codes The following window will appear allowing you to enter the NAICS code L PER A ang The SIC code is displayed in the first line Enter the appropriate NAICS code in the box provided and then click Update Each reference of the SIC code will automatically be replaced with the NAICS code selected Once completed the Import Status screen appears 6 Click on Save Changes NOTE 1991 National Occupational Classification NOC codes no longer in the 2001 NOC table will produce data errors during the import process See Data Errors EECRS v 4 0 uses the 2001 National Occupational Classification codes For a list of changes to this coding system please see Changes to NOC Codes Importing From Your HR System NOTE Importing data into EECRS can be difficult We strongly recommend that you read 38 Appendix A Importing Data If you have any questions contact us See Getting Help If you have many employees you may find it faster and more efficient to import data into EECRS from another system rather than manually retyping the data The process is described below l Backup your old data Make sure that the Windows Date format on your computer is set to YY Y Y MM DD See Installation Process Use the EECRS Backup option to create a backup of the data in your system See Backing up Your Data
70. see Batch Delete Employees Changing an Employee s Record Sometimes your employees work situations change throughout the year for example they may be promoted transferred or terminated Procedure to change an employee s record l Bow N Find the employee by using the Query function See Queries When the list comes up scroll down until you find the employee s record Double click on the employee s record In the Employee Details screen make the necessary changes You cannot change the employee number in this screen To change an employee number see Change Employee Number When you are done save your changes by pressing Ctrl S or clicking on the Save icon REMINDER If you want to save the current record and then enter a new one press Ctrl A EECRS Version 4 0 User s Guide 27 Reporting Your Data Meeting the Reporting Requirements of the Employment Equity Act LEEP Employers Each year on or before June 1 you are required to submit your employment equity report to Human Resources and Skills Development HRSD The reporting period is from January 1 to December 31 of the preceding calendar year For example on June 1 2004 you will report for the period from January 1 to December 31 2003 These reports help us measure the progress of designated group members in your workforce The employment equity report consists of six forms These forms contain information on your employees by st
71. store section of the EECRS Version 4 0 User s Guide After the copies have been made install EECRS on your new computer Once EECRS has been successfully installed on your new computer you can copy your employee data to your new computer using one of the two methods below 1 If you are using the diskette with the exported data you will have to use the Import Utility refer to the Importing and Exporting Data section of the EECRS Version 4 0 User s Guide 2 If you are using the diskette with the backup data you will have to use the Restore Utility refer to the Backup Restore section of the EECRS Version 4 0 User s Guide EECRS rejected my data because the Date format was incorrect Windows XP does not allow me to change the Date format on my computer What can I do In order to change the Date format in your Windows XP environment you will have to ask your system administrator to give you the required access rights to the Control Panel See Installation Process Also ask your system administrator to make sure that the server date settings do not overwrite the date settings on your computer EECRS Version 4 0 User s Guide
72. sts in Human Resources type in the first few digits of the code corresponding to this description in this case 1121 and EECRS brings you to that description Once a four digit NOC code is entered EECRS automatically assigns the corresponding Employment Equity Occupational Group EEOG code Option Two Search by NOC Description A new feature in EECRS v 4 0 allows you to search for NOC codes by description 1 Click on the Search by Description button in the Employee Details screen and the NOC search description window will appear 2 In the field for criterion enter a full or partial description of the occupational group you are searching for 3 Click Search to display a list of all NOC code descriptions containing the text you entered 4 Click on the desired NOC Description then click OK or double click on the desired NOC Description to add the NOC Code to the Employee Details screen EECRS automatically assigns the corresponding Employment Equity Occupational Group EEOG code 18 EECRS Version 4 0 User s Guide For example if you type in the word Web in the criterion field and click Search all NOC Descriptions containing the word Web and their corresponding NOC Codes will be displayed In this example 2 75 Web Designers and Developers and 2281 Computer and Network Operators and Web Technicians are displayed You can then click on the desired NOC Code and click OK In this example we selected Web Desig
73. t if you use this same report to do a workforce analysis you will have all of those terminated in this period listed on Form 2 Say for example you have a company of 1000 employees on April 1 1996 Over the years you have hired an additional 500 persons and have let 500 go That means you have a stable workforce number of 1000 Form 2 however will show you as having a workforce of 1500 for this same period LEEP subtracts out those terminated but FCP does not Therefore the current workforce analysis should be done using a narrow date range 3 Amessage box appears strongly advising you to backup your employee data Click OK See Backup Restore 4 If you want to review your compiled data on paper or screen you can print or preview the compiled reports See Viewing Forms Before Printing and Printing Forms 32 EECRS Version 4 0 User s Guide Viewing Forms Before Printing Procedure to view forms on screen 1 Select Compile Employee Data from the Main Menu or go to the Main Menu and select Data Forms 2 In the Forms sub menu click on the form you want to view If the form has more than one page press Page Down and Page Up to look at the different pages The page numbers appear on the bottom right hand corner If you use the Customized Compile option in FCP mode the criteria used are shown in the lower left hand corner of each page Printing Forms Procedure to print compiled data 1 Select Compile E
74. to assign an employee to a division and or a region For more information see Division Codes and Region Codes In both FCP and LEEP modes there are three tabs at the top of the Employee Details screen General Promotions and Periods of Contract These tabs represent ways to view the screen When you first add a record EECRS gives you the General view of the detail screen the screen above shows General view To view either of the other two click on their tabs For more information see Periods of Contract and Promotions Undo Changes Use the undo function to back out of a record without saving your work Click on the Undo All Changes icon If you use this icon EECRS will undo changes to the current record since the last save If you use Undo while you are entering a new record EECRS removes the new record and closes the Employee Details screen Finding NOC Codes When you are entering data in the Employee Details screen finding the right NOC code description can be time consuming especially when you have to scroll through a list containing hundreds of codes There are two options for finding a NOC code description quickly Option One Search by NOC Code 1 Begin typing in the numerical NOC code in the field for NOC code EECRS will bring you to all the codes that begin with the numbers you enter You may need to click on the NOC window to activate it For example if you want to find the NOC description Speciali
75. txt Repeat steps 1 to 7 to create promo txt Do not create promo txt if your company gave no promotions Step 10 Create division txt Repeat steps 1 to 7 to create division txt Do not create division txt if you are not using division codes Step 11 Create region txt Repeat steps 1 to 7 to create region txt Do not create region txt if you are not using region codes Step 12 Exit Microsoft Excel When you are done exit Microsoft Excel You are now ready to import files See Importing From Your HR System 58 EECRS Version 4 0 User s Guide Sample import files Here are 3 sample import files created for a fictitious LEEP employer employee txt D 3 Y S x S Y a 3 3 as Z gt 111 06 10 0112 5133 02 222 04 11 0015 5133 01 333 03 12 1111 5133 03 444 02 18 1222 5133 03 555 07 15 0213 5133 05 666 06 10 O111 5133 04 term txt 5 Y E Vv ss E mE a nj 333 1 1998 02 15 1998 12 31 444 1 1998 03 01 1998 06 07 555 1 1998 01 01 1998 01 15 555 2 1998 02 20 1998 02 25 promo txt 3 3 E NEN 5 85 8 SS SE S 222 1 1998 04 15 111 1 1998 05 01 Comment 99 Z Z E Gender Last name Shand Tremblay Smith Brown Taylor Wang 2 3 1998 05 31 Termination Given name Harold Michelle Maxwell Jim Jane Ping Salary 34000 44000 40000 40000 40000 42500 Here are 5 sample import files created for a fictitious FCP employer employee txt N sS Y I 3
76. u will be moving them to Click OK Bow m Global Division Code Replacement If you are transferring all employees from one division to another division use the Global Division Code Replacement function Procedure to change division codes for groups of employees 1 From the Main Menu select Utilities Global Division Replacement Choose the division code from which you want to move employees Select the division code you will be moving them to Click OK ee 9 Global Region Code Replacement If you are transferring all employees from one region to another region use the Global Region Code Replacement function 50 EECRS Version 4 0 User s Guide Procedure to change region codes for groups of employees l Beso From the Main Menu select Utilities Global Region Replacement Choose the region code from which you want to move employees Select the region code you will be moving them to Click OK Change Employee Number Procedure to change an employee number 1 2 3 From the Main Menu select Utilities Change Employee Number Type in the employee s current number Click OK A box with the employee s record will appear with the employee number highlighted 4 Type in the new employee number 5 Click OK Backup Restore You should backup your data any time you make changes in EECRS This protects you from losing your data in case of a hard disk crash or other equipment failures To do this
77. um 4 Chronologically one number at a time 10 YYYY MM DD include forward slashes Number of About this field characters maximum 4 must be unique no duplicate codes maximum 50 maximum 50 Number of About this field characters maximum 4 must be unique no duplicate codes maximum 50 maximum 50 Required field Required field Required field 63 Appendix C List of Codes Census Metropolitan Area CMA Codes Only codes 01 08 are designated under the Employment Equity Act Code 01 02 03 04 05 06 07 08 50 52 53 54 55 56 57 58 59 61 62 63 Description Calgary Edmonton Halifax Montr al Regina Toronto Vancouver Winnipeg St John s Saint John Chicoutimi Jonqui re Qu bec Sherbrooke Trois Rivi res Kingston NEW Ottawa Hull Oshawa Hamilton St Catharines Niagara Kitchener Province Codes Description Ontario Quebec Nova Scotia New Brunswick Manitoba British Columbia Prince Edward Island Saskatchewan Alberta Newfoundland Yukon Northwest Territories Nunavut Foreign EECRS Version 4 0 User s Guide Code 64 65 66 67 70 72 74 85 86 87 88 89 90 91 92 93 94 95 96 97 Description London Windsor Sudbury Thunder Bay Saskatoon Abbotsford NEW Victoria Alberta less CMAs British Columbia less CMAs Manitoba less CMA New Brunswick less CMA Nova Scotia less CMA North Wwest Territoryies Newfoundland less CMA Nunavut
78. use the Backup Restore option in Utilities Backing up Your Data Procedure to backup your data 1 4 3 Make sure the Windows Date format on your computer is set to YYYY MM DD See Installation Process From the Main Menu select Utilities Backup Restore Backup Select the drive you want to save your data to We suggest you backup to a floppy disk Type in a file name Click Save EECRS will save your data to a backup file If your hard disk ever crashes you will need to re install EECRS To access your backed up data you have to restore it See Restoring your data NOTE Incorporating the date in the file name will help keep track of backups i e EEMay99 txt EECRS Version 4 0 User s Guide 51 Restoring Your Data Procedure to restore your data 1 Make sure the Windows Date format on your computer is set to YY Y Y MM DD See Installation Process 2 From the Main Menu select Utilities Backup Restore Restore 3 Select the drive and file that contain your backed up data 4 Click Restore EECRS will restore your backed up data Delete Old Promotions and Terms Sometimes an employee s record will contain many old promotions and work terms that you do not need to keep Procedure to delete old promotions and terms 1 From the Main Menu select Utilities Delete Old Promotions and Terms 2 Type in a year All promotions and terms data before the year entered will be deleted 3 Click O
79. ve been read into the spreadsheet you can aggregate your data by the number of employees by province CMA employment equity occupational group EEOG NOC code employee status and gender Then you can compare your employee data to the external workforce data which is the major component of the workforce analysis For more information on the steps to follow when conducting your workforce analysis see Guideline 5 Guidelines of the Employment Equity Act and Regulations NOTE The Export Utility includes the employee s Employment Equity Occupational Group EEOG code at the end of the employee txt file The EEOG code is not a required field for the Import Utility Export Internal Workforce Analysis Data The Export Internal Workforce Analysis Data function is accessible under the Utilities menu in both the LEEP mode and the FCP mode Essentially this feature calculates the total workforce for each designated group at the 2 digit EEOG level and the 4 digit NOC level then creates text tab delimited files in a spreadsheet format A file is created for the national counts and dditional files are created for each province and CMA that exists in the employee data All of the active 42 EECRS Version 4 0 User s Guide employee data is included in the calculations for the period specified by the user These files can be read into an electronic spreadsheet such as Microsoft Excel and then manipulated to meet each individual s workforce analysis needs

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