When you are preparing to upload your data, you will require all the information below in a spreadsheet with header column names. To upload, each entry in your spreadsheet is required to be a separate row with no empty rows (below the header row). You can add multiple years in one upload if you have a column noting the year, where applicable. If not, you can manually add the year during upload however each year must be uploaded separately. You can request sample documents from your Sales or Client Success representative to help guide your spreadsheet set-up.
What you will need:
- Job Evaluation System: You can use our predefined HCI Job Evaluation Tool offered within our platform or bring your own point-table based job evaluation system. Please note, to comply with the Ontario Pay Equity legislation, the point table job evaluation tool used must be able to measure all Job Classes in your organization based on Skill, Responsibility, Effort and Working Conditions. . Please see the FAQ/Help section for more information on creating a Job Evaluation System.
- Payroll Data: Minimum recommended 3 years of data (the Pay Equity Commission can ask for more especially if your plan shows adjustments). Each year of data can either align to your business cycle or the calendar year. The information required in your Payroll Data for each year includes:
- Employee Unique Identifier (e.g. employee #)
- Employee Name (not required)
- Job Class ID: this is the key that ties all data together across all sections, if you do not have unique IDs for Job Classes, please create before uploading data.
- Job Class Title (optional, but recommended)
- Hourly Base Rate
- Base Salary
- Actual Earnings during year
- Variable Pay: Actual variable pay only. Target Variable Pay Should be entered in the Job Data section and should be the same for all employees in a job class.
- Actual Hours Worked
- Compensation (Job Class Related Data): Aligned with the Payroll data, the Job Data section allows you to input compensation grid information and target variable compensation (all fields are optional and only employee data is required if Job Data does not exist). Job Data includes:
- Job Class IDs: Required if any information below is being uploaded, the Job Class IDs should be the same as Employee Job Class IDs above.
- Job Class Title (optional)
- Highest Obtainable Job Rate for Job Class: If you organization has defined compensation grids which all employees in a Job Class have equal access, you can enter this information here. Format of the Job Rate can be either the hourly or annual rate.
- Target Variable Pay: If all employees in a Job Class have the same target variable pay (usually bonus or commission), you can enter this as an annualized number. NOTE: If you have employees in the same Job with different Target Variable Pay or Commission Structure, these employees should be entered as separate Job Classes.
- Benefits: If all employees do not have equal access to benefits, this should be represented as a dollar value here for Job Classes with additional benefits. NOTE: If employees in the same job have different access to benefits, they should be separate Job Classes.
- Other Compensation: Any other compensation that is not equally accessible to all Job Classes can be entered here.
- Job Class Hours: If you have a job(s) that does not work that same amount of hours as the standard company hours, you can enter this information here (e.g., office staff vs plant staff).
- Gender Stereotype Data: As a default, the CompenSage platform uses National Occupation Classification Codes (NOC Codes) with the gender determination based on data for Ontario from 2016 Canadian Census. If you know the associated NOC Code or Title you can use the search functionality in the Compensation Tool, otherwise we recommend using the Government of Canada website to determine NOC code. NOTE: You are not required to use the NOC codes for stereotype and can use another source. CompenSage makes no warranties to validity of any chosen NOC codes or use of external data.
- Job Information Documentation: Documentation for each Job Class that can be used or was used to evaluate the Job Classes. Generally, Job Fact Sheets, Job Questionnaires or Job Descriptions are used for evaluation. Each document can be uploaded and associated to a Job Class and stored within the Compensation Tool for secure, easy reference at a later date.
- Existing Job Evaluations: If you have existing evaluations associated to the Job Evaluation Tool Created/Uploaded in step one you can upload them directly in the Job Evaluation Section. Required information includes:
- Job Class IDs (same as used in previous steps)
- Score for each Sub-Factor Scored
- New Job Evaluations: If you haven’t already completed your job evaluations or need to complete additional evaluations, all the Job Classes created in Step 2 or 3 will be pre-populated in the Job Evaluation section. The easiest way to evaluate jobs is using the Job Evaluation Wizard.
Once Evaluations are complete, ensure you have set your Incumbent Year correctly in the Project Management section and have added Standard Project Hours. Continue on to the Banding and Pay Equity section and either create a banding scenario or choose to find an optimized Banding Scenario and perform a Pay Equity Analysis to develop your Pay Equity Plan. Once Complete, all documents, including a Pay Equity Plan can be downloaded from the Project Management Section.
More in depth information is available within the FAQ/Help section.