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Electronic WF Reporting Manual - Professional Services - January 11, 2017Metropolitan St. Louis Sewer District Electronic Workforce Reporting Manual Professional Services Contracts Revision Date: January 11, 2017 2 TABLE OF CONTENTS Logging into MSD Diversity Reporting ..................................................................................................................3 Review of the “Workforce Report Management” Page ...........................................................................................4 Submitting a Quarterly Workforce Report ..............................................................................................................6 Printing the Quarterly Workforce Report ................................................................................................................9 Additional Notes ....................................................................................................................................................10 3 Logging into MSD Diversity Reporting (Workforce) for the First Time Your Username and Password will be supplied to you by MSD Diversity. If you do not have a Username and Password, or to request an additional Username and Password, please contact Katlynn Woodruff at kwoodruff@stlmsd.com.  Go to www.msddiversityreporting.com.  Enter your E-mail ID and Password, and then click the “Login” button.  You will then be directed to the Dashboard for your company. The Dashboard will provide a “quick view” of your workforce contract information. MSD will update the Dashboard view to best fit consultant needs.  Please note the Change Password tab above. Please click this tab to update your user password. To request additional User IDs, please contact Katlynn Woodruff at kwoodruff@stlmsd.com. 4 Review of the “Workforce Report Management” Page On the Workforce Report Management page, the user is able to search, edit, and submit Quarterly Workforce Utilization Reports. An overview of this page is as follows.  From the Dashboard, hover the mouse over the Workforce Utilization tab and click the Professional Services link. This link will lead to the Workforce Utilization Report Management page.  If any workforce reports have been submitted by your company, those reports will be listed on this page. You may sort those reports using the column headings – Vendor No., Contract No., Quarter, or Year.  The action icons, circled in black (above) are as follows: o Paperclip: By clicking this icon, the user may view the Good Faith Effort documentation attached to the workforce report as supporting documentation. o Printer: By clicking this icon, the user is able to print the Quarterly Workforce Utilization report for that contract and reporting period. o Trashcan: The user may click on the trashcan icon to delete a “draft workforce” report. o Magnifying Glass: Once a workforce report has been submitted, the report may no longer be changed or deleted, but the workforce report may be viewed by clicking the magnifying glass icon. o Pencil: Workforce Reports may be saved as a draft where the user may return to the report to make any changes before submitting the report. Draft Workforce Reports may be identified by the pencil icon. Clicking the pencil icon will allow the user to re-enter the workforce report form to make changes and then submit the completed report. 5  The buttons, circled in black (below), are as follows:  Refresh: Clicking this button will refresh the Workforce Reports to their pre-configured sorting method.  Download: Clicking the download button will allow the user to export the specified workforce report information into an Excel Spreadsheet.  Search: Clicking this button will allow the user to search for Workforce Reports based on desired criteria.  Add+: Clicking this button will lead the user to the Quarterly Workforce Reporting form where the user may enter Workforce Reports. 6 Submitting a Quarterly Workforce Report All Professional Services contracts awarded for $500,000.00 or above fall under Workforce Reporting requirements. The Prime Consultant is required to submit a Quarterly Workforce Report for the actual current workforce make-up of the local office registered with the District. In the rare occasion that there is no locale office, then the workforce goals will be measured by the number of employees working on MSD’s project.  From the Dashboard, hover the mouse over the Workforce Utilization tab and click the Professional Services link. This link will lead to the Workforce Utilization Report Management page.  Click the Add+ button. This will lead the user to the Quarterly Workforce Utilization Form.  In the form header, select the Contract Number, Prime Consultant Vendor, Fiscal Year, and Quarter from the drop down lists. Please ensure that the correct date range is selected under the Quarter dropdown list.  Click the Check For Duplication button to ensure that a workforce report for this contract, vendor, and reporting period has not already been submitted. 7  Once the system has verified that this report is not a duplicate, the form will expand so that the user may enter the employees that makeup the workforce for the selected period.  Copy Last Record: If the local office workforce has not changed since the previous period, the user my click the Copy Last Record button. The report will automatically populate with the same employee information as the previous quarter’s report. The user may then submit the report after attaching any necessary Good Faith Effort documentation or adding any necessary comments.  Final Checkbox: If this is the final Workforce Report for this contract, please ensure that the Final checkbox is marked for the Prime Consultants Workforce Report. The Final checkbox will not display when a sub-consultant is selected. o **Once the Final checkbox has been clicked and the report has been submitted, no further reports can be submitted for the project; therefore, please ensure that the last report submitted for a project is the Prime Consultant report so that this checkbox may be selected.**  GFE (Good Faith Effort) Checkbox: If the user is attaching Good Faith Effort documentation to a workforce report, the GFE checkbox must be checked.  Good Faith Effort Documentation Upload: By clicking the Choose File button to the right of the GFE Attachment label, the user may upload any necessary Good Faith Effort documentation. Please remember to check the GFE checkbox as well. o **Only one document can be attached to each Quarterly Workforce Report. Please ensure that any GFE Documentation is scanned together and combined under one document.**  Enter the number of employees by Job Category, Ethnicity, and Gender. As you enter data, the % Minority and % Women for that Job Category will automatically calculate on the right side of the form. 8  Once all data has been entered, scroll to the bottom of the form.  All employees entered are totaled at the bottom of the form and the Minority and Women workforce participation percentages are calculated for the reporting period.  The user may enter any necessary comments in the Comments text box.  To save the form as a “draft,” click the Add/Update button. Please remember to submit and lock all draft reports by the 10th day following the end of each quarter for the previous quarter’s reporting.  To submit and lock the form, click the Submit button. Once a form has been submitted, the user may not change or delete the form. If the user needs to alter a submitted form, please contact the MSD Diversity Department.  Once the Quarterly Workforce Utilization Report has been submitted, please print a copy of the Quarterly Report for your records. Instructions for printing this report may be found on the next page. 9 Printing Quarterly Workforce Utilization Reports Users may print Quarterly Workforce Utilization Reports.  After submitting a Quarterly Workforce Utilization Report, the user will be directed to the Manage Workforce Utilization – Professional Services module.  First, locate the desired Quarterly Workforce Utilization Report. The user may use the arrow buttons to sort through the list of reports or utilize the Search button.  Click the Print Button, which is circled in black above. The report will display in a pop-up window with the option to print. 10 Additional Notes  The web address for MSD Diversity Reporting System (MWBE USA) is www.msddiversityreporting.com.  This reporting system can be accessed from any computer that has internet connection.  This manual will be updated as necessary, and the new version will be posted directly to MSD Diversity’s web page. Please submit enhancement requests to Katlynn Woodruff at kwoodruff@stlmsd.com.  Please attach Good Faith Effort documentation to workforce reports, as needed. Remember to click the GFE checkbox when uploading Good Faith Effort documentation.  A Quarterly Workforce Utilization Report must be submitted by the 10th day following the end of the previous quarter. If a workforce report is missing from the previous quarter, the user cannot submit workforce reports for the current quarter. Failure to complete the quarterly reporting may lead to delay in payment from the District.  Under MSD’s current Minority and Workforce Utilization Program policy, Prime Consultants are required to submit a Quarterly Workforce Utilization Report to report the make-up of the Prime Consultant’s local office. In the rare occasion that there is no local office, then workforce goals will be measured by the numbers of employees working on MSD’s project. The current policy does not require submission of sub-consultant workforce reports.  MSD will audit workforce report submissions. Users will also begin receiving e-mail reminders for late reporting.  Please direct all questions to Katlynn Woodruff via email (kwoodruff@stlmsd.com) or via telephone (314-768-6216).