Changes to reporting requirements. Teleconference December 2015
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1 Changes to reporting requirements Teleconference December 2015
2 Resources Click to download Indicative format: workplace profile and reporting questionnaire workplace profile worksheets 2 Teleconference December 2015
3 Structure of teleconference Overview: Agency reporting/compliance requirements update on changes to reporting submitting a report online highlight changes in the indicative format workplace profile reporting questionnaire preparing for reporting in 2016 advice and assistance from the Agency questions. 3 Teleconference December 2015
4 The Workplace Gender Equality Agency federal statutory agency charged with promoting and improving gender equality in Australian workplaces responsible for administering the Workplace Gender Equality Act 2012 part of the Department of Employment portfolio. regulator and educator/influencer promoting and improving gender equality in the workplace. 4 Teleconference December 2015
5 Who needs to report? Required to report All non-public sector employers with 100 or more employees are required to report annually. If number of employees falls below 100, must continue to report until numbers fall below 80. Not required to report Employers with fewer than 100 employees not required to report to the Agency will also be able to access advice and assistance from the Agency. 5 Teleconference December 2015
6 Timeline 1 Apr May Jun Reporting period: 1 April to 31 March Jul Aug Sep Submission period: 1 April to 31 May Oct Nov Dec Jan Feb Mar 31 Change period: 28 days after submission 6 Teleconference December 2015
7 Compliance requirements Report Signed by CEO Notification and access requirements Minimum standards 7 Teleconference December 2015
8 Reporting requirements # Gender equality indicators Reporting matters 1 gender composition of the workforce Reporting matters Workplace profile 2 gender composition of governing bodies Reporting matters Reporting matters 3 4 equal remuneration between women and men flexible working arrangements* Reporting matters Reporting matters Reporting questionnaire 5 consultation with employees about gender equality Reporting matters 6 any other matters specified by the Minister sex based harassment & discrimination. Reporting matters 8 Teleconference December 2015
9 Updated WGEA reporting resources Changes to reporting requirements Updated key reporting resources Legislative instrument changes Workplace profile excel worksheets Consolidation of some options in questionnaire Indicative format of workplace profile and reporting questionnaire Reference guide for reporting currently being updated 9 Teleconference December 2015
10 Changes to reporting Reporting questionnaire - new reporting matters Number of: appointments made during the reporting period by gender and manager/non-manager promotions awarded during the reporting period by gender, employment status and manager/non-manager resignations during the reporting period by gender, employment status and manager/non-manager employees who, during reporting period, ceased employment during, or at the end of, a period of parental leave - by gender and manager/non-manager 10 Teleconference December 2015
11 Changes to reporting Workplace profile changes data on independent contractors (i.e. those engaged on a contract for services) no longer required (information on fixed-term contract employees is still required) remuneration data no longer required for: CEO (or equivalent) managers who are more senior than the CEO and report to someone overseas, ie +1 reporting level to the CEO those managers who are employed on a casual basis only components of total remuneration paid on a pro-rata basis have to be annualised and converted to FTE amounts. 11 Teleconference December 2015
12 Submitting a report online Via the online portal on WGEA website Login with AUSkey Complete all six steps 12 Teleconference December 2015
13 Workplace profile - online Online portal Your system 1 Log into online portal 2 Download or generate Excel template Save Excel template; Extract data from your HR system 2 Reformat your data for reporting (if required) 3 5 Upload to online portal Copy into system-generated Excel template 4 6 Review, validate & submit Consider adjusting your HR systems to reflect the WGEA reporting requirements including the standardised classifications. 13 Teleconference December 2015
14 Workplace profile - online Choose a date during the reporting period (snapshot in time of representative workforce) Classify employees Identify reporting level to the CEO for managers ONLY Calculate remuneration data Choose excel table option: unit level template OR aggregated data template Headcount of all employees Annualised FTE 14 Teleconference December 2015
15 Indicative format: workplace profile and questionnaire 15 Teleconference December 2015
16 Changes to workplace profile requirements Indicative format workplace profile Page 5 table 1: summary of changes to the workplace profile Page 6 table 2: unit level data v aggregated data Page 8 table 3: unit level data template Page 9 table 4: aggregated data template for managers Page 10 table 5: aggregated data template for nonmanagers 16 Teleconference December 2015
17 Unit level v aggregated data - features Unit level data OR Aggregated data One table - simplest format Two tables (one Excel workbook) managers non-managers One row per employee Employees are de-identified Aggregated employee numbers per category (average remuneration data) System calculates aggregated data automatically once uploaded Grey columns auto-populate but can be overwritten 17 Teleconference December 2015
18 Completing the reporting questionnaire Yes/No type format Table format 18 Teleconference December 2015
19 Changes to the reporting questionnaire Indicative format reporting questionnaire page 16 - table 8: summary of new requirements page 19 - Q1.12: appointments made page 19 - Q1.13: promotions awarded page 20 - Q1.14: resignations page 30 - Q7.1: ceased employment on parental leave other changes: page 31- Q9.1: flexible working additional options page 32 - Q11.1: measures for carers additional options page 34 - Q13: domestic violence additional options. 19 Teleconference December 2015
20 Preparing for reporting 1. read the Quick guide to reporting and compliance 2. select your industry division and class (ANZSIC) 3. register for an AUSkey / obtain an administrator/standard AUSkey 4. prepare workplace profile (worksheet) check your data systems can provide the required data choose a date within reporting period categorise employees as per the standardised occupational categories confirm reporting levels to the CEO for all managers calculate remuneration data (annualised, FTE) 5. complete reporting questionnaire 6. notification and access requirements: identify stakeholders 7. CEO signature: schedule in time. 20 Teleconference December 2015
21 Questions?
22 Advice and Assistance Contact us Workplace Gender Equality Agency Tel: (02) Web:
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