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Gerstco Software

Affirmative Action Planning Software for
Single or Multi-Site Plans



AAPBase includes the following features within a single application

  • Guides First Time Users with the AAP Guide Wizard
  • Develops Multiple AAPs using a single database
  • Uses CENSBase 5 for Labor Force Analysis
  • Maps Company Job Titles to 2010 Census Occupation Codes
  • Performs Impact Ratio Analyses for Discrimination Testing
  • Provides Applicant Tracking to meet Compliance Requirements
  • Provides Compensation Analyses
  • Prepares a complete Affirmative Action plan


AAPBase is comprehensive Affirmative Action Planning (AAP) development software, combining all requirements and features into a single application. The system maintains historical data, and generates single, location-based, multi-site, and multi-reporting AAPs.

Resource Format Download
AAPBase Video Demo Flash (38 MB) View Now
AAP Guide Video Demo Flash (10MB) View Now
AAPBase Brochure PDF View Now
CENSBase 5 Brochure PDF View Now

Compliance Reporting

AAPBase produces all required reports and analyses for compliant affirmative action programs, including customized narratives, an accurate Workforce Analysis, Job Group Analysis, 2-Factor Availability Analysis, Incumbency to Availability Analysis, and the establishment of AAP goals.

A special set of 'Compliance Flags' reports are available to identify problem areas in compensation and activities.

Guides First Time Users with the AAP Guide Wizard

AAPBase features the AAP Guide – a wizard that walks new users through the entire AAP development process. The step-by-step process clearly prompts for required AAP information. At the end of this process, company AAPs may be printed or generated in electronic form. Watch this short video to see the AAP Guide in action:

Develops Multiple AAPs using a Single Database

With its powerful underlying database platform, AAPBase enables you to generate AAPs for a single site or multiple sites from a single database.

Uses Census 2010 Data for Labor Force Analysis

AAPBase includes CENSBase – an easy to use tool providing access to the entire Census 2010 Special EEO File - to calculate labor force analysis for minorities and women. The Census 2010 Special EEO File is the primary benchmark for comparing racial, ethnic, and gender composition of a Federal Contractor's workforce, within a specific geography and job category with the analogous external labor market. Labor force headcounts are quickly computed by CENSBase and imported to AAPBase's two-factor Analysis with no manual entry required. Watch this short video demonstration to see how quickly and easily Census 2010 headcounts are calculated using CENSBase:

Maps Job Titles

AAPBase maps current workforce job titles to appropriate EEO-1 Categories and Census 2010 Occupational Codes.

Prepares a valid Compensation Analysis

AAPBase accurately tests for pay equity using job group means, medians, job title, and Cohort Analysis methodologies. Special reports that satisfy OFCCP submission requirements are available at the job group and job title level.

Performs Impact Ratio Analyses for Discrimination Testing

The Impact Ratio Analyses compares the selection rates for hires, promotions and terminations for women and minorities to the selection rates for men and non-minorities to determine if there is any "adverse impact." Using personnel activities, AAPBase accurately tests selection practices using OFCCP's 80% Rule and other statistical measurements for glass ceiling analysis.

Provides Applicant Tracking to meet Compliance Requirements

Recording information on individuals who apply for work is beyond the scope of some Affirmative Action Planning systems. AAPBase combines applicant record keeping with other AAP information, permitting reconciliation of applicants to hires and allowing Impact Ratio Analyses to be performed.


AAPBase produces a complete Affirmative Action Plan for one or more AAP Sites. AAPs are "compliance ready" when completed and may be submitted to the Department of Labor's Office of Federal Contract Compliance Program (OFCCP). AAPBase can also generate more than 250 additional reports for both compliance and management use.

Electronic AAP (eAAP)

The Electronic AAP (eAAP), is a complete Affirmative Action Program in PDF form (Portable Document Format). An eAAP generated using the eAAP Wizard in AAPBase consists of two PDF files: Volume 1 and Volume 2. The Supporting Documents Volume, which is strictly for internal use by management, may also be generated.

Volume 1, contains program narratives required for the following Federal Affirmative Action Programs: Executive Order 11246, as amended, The Rehabilitation Act of 1973, and The Vietnam Era Veterans Readjustment Assistance Act of 1974.

Volume 2, includes all reports and analyses required under the Executive Order 11246 Program for Minorities and Females.

The Supporting Documents Volume includes detailed analysis results that are not included in the AAP but provide additional detail to explain and support the AAP results.

After the eAAP is generated, it may be stored electronically, distributed to appropriate staff, or printed.

Sample Affirmative Action Plan

More details about report features:

AAP Narratives (Boilerplate)

AAP Narratives are provided as Microsoft Word documents and can be easily customized and formatted using Microsoft Word. All company-specific customizations then appear in every eAAP produced in AAPBase.

Workforce Analysis (WFA) Reports

Workforce Analysis reports may be generated for all supervisory units in an organization by department, major organization, or Line of Business. Reports can be generated for a single site, region, or other geographic area, or the entire enterprise can be rolled-up into one report. Manager and employee names may optionally be shown.

If reorganizations occur or compensation schedules change, AAPBase can store these changes as history in the system.

Job Group Analysis (JGA) Reports

Job Group Analyses are central to the Affirmative Action Plan. The reports display employment information by job title, race, and ethnic group, for males and females. Information is arrayed from lowest to highest pay within the job group.

A Job Group gathers Job Titles with similar job content, wage rates and promotional opportunities. The Affirmative Action Program may contain any number of job groups, as determined by the company.

Job Group information can be imported with other workforce information, or job groups can be manually entered in AAPBase. Job titles can be easily moved between job groups if necessary using an 'assigner' feature in AAPBase.

Two-Factor Availability Analysis

AAPBase uses external labor market demographics from the Census 2010 Special EEO File to estimate the percentage of qualified minorities and women available for employment in a given job group and geographic area. Four internal and four external factor tabs are available to fine tune each Job Group's availability data.

Incumbency to Availability Analysis

The Incumbency to Availability Analysis, previously known as "Utilization", compares the current representation of minorities and women to their estimated availability in the labor force.

AAPBase offers the following methods to determine under-utilization for minorities or women:

The 'one person' rule
The Compliance rule will indicate a goal when the representation of females or minorities is at least one whole person less than the Job Group's availability.
80% of availability
The 80% rule will indicate a goal when the representation of females or minorities in a Job Group is less than 80% of the Job Group's availability with at least one whole person difference.
Two Standard Deviation
The Two Standard Deviation rule indicates a goal when the representation of females or minorities in a Job Group differs from the Job Group's availability by 2.0 or more standard deviations.
The Management rule
The Management rule will indicate a goal when the representation of females or minorities in a Job Group is less than the Job Group's availability by any amount. This is the most stringent rule and results in the greatest number of goals being reported. This is also referred to as the "any difference" rule.
Flex Reporting
The Flex report will automatically analyze Job Groups having fewer than 30 employees using the 80% rule and Job Groups having 30 or more employees using the Two Standard Deviation rule.

AAP Goals

Affirmative Action Goals are established when the representation of minorities or women is below their representation in the relevant labor force area. Goals in AAPBase are expressed as percentages for minorities and women. Goals may also be generated by individual minority groups as needed.

Summary and Detail Personnel Activity Reports

AAPBase's activity reports list Applications, Hires, Promotions and Terminations. Activity report information can be used for internal auditing purposes, for any time period. These robust AAP Summary reports synthesize many AAP pages into one-page reports, which can easily be read by management on a quarterly, semi-annual or annual basis.

Compensation Analysis

AAPBase analyzes salary information for compliance reporting and initial non-discrimination testing. Analyses include: Mean and Median analysis, OFCCP 'Tipping Point' analysis, Pay Discrepancy analysis, and response to Paragraph 11, of OFCCP's Scheduling Letter.

Impact Ratio Analysis (IRA)

Impact Ratio Analyses compare the selection rates of hires, promotions and terminations for women and minorities to the selection rates for men and non-minorities respectively. Several comparison options are available to determine if there is any "adverse impact" in hiring, promotion, or termination practices. AAPBase identified adverse impact by Job Group or Job Title using standard OFCCP methods.

Job Area Acceptance Range Analysis (JAAR)

AAPBase produces the Job Area Acceptance Range Analysis (JAAR) using standard, approved OFCCP statistical methods. JAAR results are displayed as a horizontal bar chart for each Department. A detailed explanation of the calculation of the JAAR percentages may be generated as supporting documentation for the JAAR analysis.

Annotation Reports

As required under recent regulations, AAPBase will 'annotate' the affirmative action program for multi-site contractors. Employees must be analyzed in the AAP of the establishment where their supervisor works. When this establishment differs from the one where the employee works, the employee is listed in the Annotation Report.

Compliance Flags Reporting

The 'Compliance Flags' report will identify AAP problem areas. The information alerts the EEO Professional and Legal Counsel to areas where further investigation may be necessary. Sub-reports contained in the 'Compliance Flags' reports include: Adverse Impact Summary for all personnel activities (Hires, Promotions, Terminations), Pay Discrepancies, Recurring Goals, Goal Progress, and Applicant to Hire Ratio.

System Requirements

Robust Software Platform

AAPBase is built on the robust Microsoft Visual Foxpro platform making this software highly flexible and scalable to accommodate companies ranging form small, single AAP sites to large, multi-site, multi-state firms. The relational database saves time and provides accurate data storage and retrieval. Changes to data are immediately recognized and relayed to every applicable record. For example, if a job title is added, deleted, or modified, this action will affect every relevant record in the database, and, if the headcount changes, every report displaying workforce numbers will reflect these changes. AAPBase also provides historical tracking of workforce and employee activities for affirmative action reporting. With a single database, AAP's for a single or multiple site program may be quickly produced.

Window-based Environment

AAPBase is a Windows-based, menu-driven program. The software follows familiar Windows procedures and protocols. The menu tabs are designed to follow the AAP Development Process:

  • Create Database
  • Import Data
  • Setup
  • Change employee and applicant data
  • Generate 2-Factor Availability
  • Input IRA Feeders
  • Run reports (individual or complete AAP)
Single or Multi-User Access
AAPBase allows multiple users to access the same database at the same time. Simultaneous updates to the same data is prevented to protect a company's confidentiality and data integrity.
Installation Options
AAPBase can be installed on a Server, Local Area Network (LAN) or Wide Area Network (WAN).
Standard File Formats
Setting up your data for import is easy using MS Excel. Download this file for more details about file format requirements. AAP Data Requirements
Error Checking
Ensuring that all data necessary for AAP development is complete and mapped correctly is a critical step in the process. After import, AAPBase compares the data entered to a required data list. If elements are missing, the user is alerted. Also, if there is any question about the mapping of data to the correct field, it is presented in a list along with remedy options.
Online Help
The online Help system is available through a drop down menu or by pressing F1 at any time on any form. The Help dialog box contains the Help topic listing, with narratives and explanations for each topic. Detailed screen shots help to clearly explain every system function and option.
Large System Capacity
Each AAPBase database can support an organization of 1.4 million employees while retaining a five-year running history of all activities. This will increase to 2.3 million if a more typical three-year running history is kept. The number of sites, departments, job titles, etc. is virtually unlimited.
Industry Standard System Security
AAPBase's security system enforces the use of users, roles and privilege levels to control access to sensitive company data. The AAPBase administrator controls the creation of new user accounts and assigning each user specific access rights.
AAPBase System Requirements
AAPBase and CENSBase may be installed on an IBM-compatible computer that meets the following requirements:
Operating System:
Windows 2000, Windows Server 2003 or Windows XP operating systems
Pentium 1GHz or faster
Memory (RAM):
512MB or more
Hard Disk Space:
AAPBase application -- 100 MB
AAPBase database -- 4MB + 3MB per 1000 employees
CENSBase -- 800 MB
1024x768 resolution, 16K or more colors
Standard Windows compatible keyboard
Standard Windows compatible mouse
CD-ROM drive
Windows compatible laser or ink jet printer