Annual Report (Statewide Hiring Practices for the Fiscal Year)

Fiscal 2023 Annual Report Correction Instructions for CAPPS Central Agencies

Who Should Read

CAPPS Central agencies.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in your agency’s preliminary Annual Report, enter the corrections online using the actual effective date(s) of change(s) to CAPPS.

You must complete all corrections for the report period by 4:30 p.m. on Tuesday, Oct. 3, 2023, to ensure transactions are sent to SPRS by the deadline.

Correction Instructions

EEO-4 job categories are established for each agency-specific functional job code on the Extended Attributes page of the job code table in CAPPS. CAPPS is configured to include all of the applicable selections for EEO and must be established by the agency for all agency-specific functional job codes.

If your agency tracks contingent workers (CWRs), an EEO job category of N — No EEO Reporting — must be designated. CAPPS does not send information about CWRs to SPRS.

The Position Data component identifies the functional job code assigned to each position. The Personal Data component displays information about the employee such as sex, ethnic group and race. The Job Data component shows all assignment records for each employee displayed by effective date along with the applicable position details. If data corrections are needed in CAPPS, correct the data according to the following guidelines:

If the error is …	Then …
The employee’s EEO-4 job category	If the employee was assigned to the wrong functional job code, update the position in Position Data using correct history. Once complete, confirm the associated Job Data and update the applicable effective dated row(s) using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position. – or – Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position. If the employee was assigned to the wrong position number in Job Data, identify the correct position number and update the applicable effective dated row(s) in Job Data using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job. – or – Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.
The employee’s race	Correct the `ETHNIC GROUP` field in Personal Data using correct history. Go to the Workforce Administration Dashboard, then select Personal Data (under the Ethnic Group grid on the Regional tab). – or – Select the Navigator icon, then Menu, then Workforce Administration, then Personal Information, then Modify a Person (under the Ethnic Group grid on the Regional tab).
The employee type (RF, RP, TF, TP) and/or assigned work hours	Correct the `REG/TEMP` and/or the `FULL/PART TIME` fields on the applicable effective dated position assigned to the employee using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Job Information section). – or – Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Job Information section). Correct the `STANDARD HOURS` field using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Salary Plan Information section). – or – Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Salary Plan Information section). Correct the FTE field using correct history. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Education and Government section). – or – Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Education and Government section). Once the position is corrected, enter a corresponding Job Data Action (= DTA) and Reason (= 038) on the Job Data row using correct history and Position Override, and confirm the new compensation rate on the compensation tab. Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job. – or – Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.

Legend of Codes

EEO-4 Job Categories
Job Code as Reported	Job Description Report
A	Officials/Administrators
C	Administrative Support
E	Elected Officials
M	Service/Maintenance
O	Elected Officials’ Staff
P	Professionals
Q	Paraprofessionals
R	Protective Services
S	Skilled Craft
T	Technicians

EEO Race Codes
Race Code	Description
I	American Indian or Alaskan Native
A	Asian
B	Black
H	Hispanic
P	Native Hawaiian or Other Pacific Islander
W	White
M	Two or More Races

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

Employee type must be regular full time or regular part time.
Categories include total number of employees, African Americans, Hispanic Americans, total females and total number of others.
The EEO job category code reflected in the new hire section is determined by the latest EEO value reported on the date of hire.
An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
Reason codes 010, 012 and LEG (legislative transfers) are used to determine the new hire status.
A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
Any regular full-time or part-time employee who transfers to or is merged within another state agency due to legislation will be counted in the new hire figures and in the workforce figures of the new agency.
Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

Note: Employees in job class codes BD25, CP25, JD25 and PD25 are excluded from the report unless an employee changed during the report period from a job class and EEO job category code that would normally appear on the report.