What is an Applicant Flow Log? – Whiteboard [VIDEO]

If your growing organization is accepting federal contracts or subcontracts for the first time and you are unsure about compliance regulations that may now be applicable to your business, then this Whiteboard Chat is for you. In this video, Jeff Hallam, explains the purpose of an applicant flow log report, and comments on which organizations must prepare one in order to be compliant with Affirmative Action regulations enforced by the Office of Federal Contract Compliance Programs (OFCCP).

Video Transcript:

Hi today we’re going to talk about what is an applicant flow log. An applicant flow log is a report that’s generated annually, and it’s used by organizations that are required, from an Affirmative Action perspective, to make sure that they are not discriminating against candidates for any illegal reasons. And all of this is subject under the umbrella of Affirmative Action, which applies typically to organizations, either directly through contracts, or indirectly through subcontracts, of certain amounts that are doing business with the federal government. And when you look at what we’re going to talk about today, you’ll notice right away there’s quite an alphabet soup of acronyms that are going to be used when you talk about Affirmative Action.

But we’re trying to simplify this a little bit and understand this isn’t meant to be a full explanation on Affirmative Action, but at least a way to help you make sure that you understand whether your organization might be perhaps subject to this, and if so, what are some key things that you need to be made aware of.

So, some of the players when you talk about an applicant flow log and Affirmative Action…all of this is administered and governed under the auspices of the OFCCP, otherwise known as the Office of Federal Contract Compliance Programs. And this is an offshoot of the Department of Labor, so as you would expect, all of this falls ultimately under the Department of Labor as to whether organizations are being compliant. There are a couple of recent updates that have been passed along with Affirmative Action just as of the last year or so that expanded the pools of applicants through which discrimination has to be tested.

One of those, the Vietnam Era Veterans Readjustment Assistance Act, or VEVRAA, applies to people who have been in the service, making sure that organizations aren’t discriminating against them. Likewise, Section 503 of the Rehabilitation Act applies to organizations, or individuals rather, who may have certain types of disabilities. And again, making sure that those folks aren’t being discriminated against. So when you look at an applicant flow log, understanding some of these basics in simplest terms, these items in this box here are what an applicant flow log is designed to track during the course of a year. So they’re very specific requirements that from an Affirmative Action perspective must be met to make sure that, again that discrimination isn’t taking place.

So what an applicant flow log will track per job are these items here…so the name of each candidate, the date that they applied, their race, their gender, veteran status, disability status and then disposition. And there could be a couple of other things here and there that your administrator may request, but these are typically the core things that have to be there for any applicant flow log report. And when you talk about disposition sometimes that can be a little confusing to people. What disposition really looks at is what did we do with a candidate? And there are, again, some key components to that. So when we say what did we do with them, meaning what ultimately did we decide to do from a hiring perspective. Did we hire them? If not, why not? When did we make that determination? And then who was it within the organization who made that determination?

So there have to be very specific things that are tracked along the way so that when it comes time to provide this applicant flow log report for your Affirmative Action purposes, all of these given data elements are there. So, as to tracking these elements, there are a couple of core ways that most organizations may do this. So if you work with job boards, or you accept email resumes, then typically you are going to have to find a mechanism usually in the form of an online document, or something that you’re going to have to email candidates, that allows them to voluntarily provide this information because it does have to be requested of each candidate. They have the option as to whether they want to disclose any of this information, but you have to have a record of the fact that you made it available to them.

Likewise, the other option, where more organizations seem to be headed is, if they are using an applicant tracking tool that will automate much of this, that can simplify things dramatically. Now, as candidates apply or indicate interest in the job, that information is offered to them right up front, it can be escrowed and held separately from the rest of the application, so that when it does come time to produce this applicant flow log information at the end of the year, that information is already there, readily available, and can be reported on at a moment’s notice.

So, again, that is just a very quick update on what an applicant flow log is. If you do have questions about whether your organization is subject to Affirmative Action reporting, or whether you have to worry about an applicant flow log yourself, typically we would suggest that you check with a qualified labor and employment law attorney, so that they can review your particular business practices.

OFCCP Recruitment Resources Update

If your organization is subject to Affirmative Action, you’ve likely read much lately about the new Vietnam Era Veterans’ Readjustment Assistance Act and Section 503 updates that went into effect as of March 24, 2014. If you aren’t familiar with these updates and how they affect your organization, learn more by downloading our Revised VEVRAA & Section 503 Guide: A Veteran & Disability Regulation Implementation Checklist.

Federal Contractor Hiring Resources

Notwithstanding the additional reporting requirements that come along with these updates, one of the other concerns for companies required to comply has been how best to diversity their sourcing methods to target veterans and those with disabilities.

This past week, the OFCCP (Office of Federal Contract Compliance Programs) released an updated list of groups and resources available throughout the country who offer assistance in recruiting the veteran and disabled population segments. This list is free to anyone and lists these resources by state, city and EEO job categories you might be filling. You may view and/or download a copy of this list here.

Hiring Benchmark Changes

Also this past week, the OFCCP announced a revision to the hiring benchmark for veterans. This level was initially established at 8%, but was dropped to 7.2% for those organizations using the Agency’s national average approach. The option for organizations to establish their own average remains, and either approach is applied across the total workforce for an organization, not for any specific job groups. To learn more about this change, visit

This landscape has changed measurably in the last few months, and many experts anticipate continued changes going forward. Check with your affirmative action consultant or labor/employment attorney to make sure you are compliant and meeting these required targets. We will continue to keep you and our clients informed as other changes are announced.

To learn more about OFCCP recruitment resources and how ExactHire can help automate the collection and reporting of your Affirmative Action information, please visit our resources section or contact us today.

Image credit: Megaphon by floeschie (contact)

How is Your Business Affected by the VEVRAA & Section 503 Updates?

Organizations affected by Affirmative Action mandates have known (or should have known) for years what requirements must be met in order to comply with OFCCP (Office of Federal Contract Compliance) regulations. For the most part, those rules/requirements have been fairly static for some time.

However, in the fall of 2013, two significant updates to compliance were added with VEVRAA and Section 503 of the Rehabilitation Act. With those changes, if you are required to comply with Affirmative Action guidelines, that world is changing in a major way. In fact, here are 5 questions you may be asking in order to determine what specific impact these updates may have on your organization.

What is VEVRAA?

This is an acronym for Vietnam Era Veterans’ Readjustment Assistance Act. The primary purpose of this legislation is to encourage organizations doing business with the federal government to employ veterans who fall into the categories of “Disabled Veteran,” “Recently Separated Veteran,” “Active Duty Wartime or Campaign Badge Veteran,” or “Armed Forces Service Medal Veteran.” This is done by establishing hiring benchmarks and outreach goals for a federal contractor to demonstrate documented efforts toward employing these types of veterans.

What is Section 503?

This is a portion of the Rehabilitation Act that was modified to encourage organizations doing business with the federal government to employ individuals with disabilities. Much like VEVRAA referenced above, this is done by establishing utilization goals by different job groups equal to the national percentage of individuals with disabilities in the civilian workforce.

Does it affect my organization?

If you are subject to Affirmative Action as a result of federal contractor (or subcontractor in some cases) status, the answer likely is “yes.” While you’ll want to confirm this with your affirmative action plan consultant or labor/employment attorney, the reality is that you’ll likely need to get up to speed on this very quickly.

What does it mean for my company?

In simplest terms, more record-keeping and tracking for your business. In addition to the standard affirmative action tracking that organizations have done to this point, it will now be critical to ensure that employment applications or pre-offer self-identification forms are updated to reflect these changes and that the appropriate data is gathered. In addition, the responses from job applicants for these additional information pieces will have to be tracked and provided for reporting purposes. Finally, there are additional requirements and suggestions regarding the dissemination of job openings, communicating a policy of outreach for these special classes of applicants, etc.

When does this take effect?

Organizations whose affirmative action plan periods begin on or after 3/24/14 must have these procedures in place as of that date. For organizations whose plans renewed prior to March 24, 2014, they are required to meet these new requirements with their next renewal date.

As you can imagine there is much more to this than the brief information shared here. If you’d like to learn more about these regulations and how you can prepare for them, please download our free resource:

The Revised VEVRAA & Section 503 Regulation Guide

It is a collaboration between Affirmative Action consultancy, Precision Planning, and ExactHire. It reveals more information about how to prepare for these regulations so that your organization is compliant. It is available for free in PDF format.

What Is An Applicant Flow Log Report?

What’s an applicant flow log? Many of our clients are required to comply with Affirmative Action and OFCCP (Office of Federal Contract Compliance Programs) regulations. While these regulations are wide-ranging and very comprehensive, they typically apply to organizations that have government contracts (or sometimes subcontracts). At their core, these programs help to ensure that organizations don’t discriminate in their hiring processes. Of course, there’s more to it than this, but I’m not an Affirmative Action consultant.

What You Need To Know

The primary way these regulations are measured and enforced is through analysis of applicant records. In very simple terms, employers must keep very good records to show key things such as:

  • the number of applicants per open position posted
  • whether or not those applicants volunteered their race, gender, and ethnicity
  • if they did volunteer this information, it must be listed per applicant
  • the disposition of each applicant (i.e. how far did they get in the hiring process and why they were exited from the process)

The Challenge of Applicant Flow Log Reports

While the intent of these regulations probably wasn’t to overburden employers, the reality is that they do. As you can imagine, recording applicant flow log information in a spreadsheet for each applicant…for every job–while keeping their race/gender/ethnicity information separately, as required by law–is beyond painful. Then, once this data is collected, it needs to be analyzed and reported to authorities in very specific ways–typically by an Affirmative Action consultant or Labor/Employment attorney. On top of all that, if the employer fails to adequately keep these records, they risk fines and penalties if audited, including the loss of any future government contract. This clearly isn’t an optional task.

Ease the Compliance Reporting Burden

This compliance headache is a major reason why many organizations (even those in the small and mid-sized business space) are turning to applicant tracking software. A good ATS gathers, segregates and allows for automated reporting of the information described above–an applicant flow log report.

However, before working with an applicant tracking system vendor, be sure to ask for proof that they can do this type of tracking and reporting. The best way to do this is to talk with clients who are using this component of the applicant tracking software already. They will be in a great position to help you understand how well the ATS works for these specific purposes.

For more information about ExactHire and our Affirmative Action reporting capabilities, please contact us today. 

[VIDEO] EEO and OFCCP Reporting – HireCentric ATS

Keeping up with compliance-related EEO and OFCCP reporting tasks is one of the many essential responsibilities for human resource professionals employed by federal contractors today. From assessing whether applicants’ qualifications meet minimum job requirements to including diversity posting sources in your external job board mix to generating applicant flow logs, there are many factors to coordinate for an affirmative action-minded employer.

Finding an effective applicant tracking system to help automate these tasks allows an organization to make HR paperless and reduce overhead costs. In this video, ExactHire shows how the HireCentric ATS can accommodate the reporting needs of a company’s affirmative action plan program.

Are you a federal contractor that would like to evaluate options for automating your compliance reporting efforts? Schedule a live demo with ExactHire.


HireCentric ATS makes it simple to attach minimum qualification questions to jobs, and the system automatically disqualifies any applicants who fail to meet minimum requirements. Then, quickly view the disqualified applicants for a specific job and assign them a reason for non-selection.

Invite applicants to voluntarily self-identify EEO information within your branded portal stating that you are an equal employment opportunity employer. Hiring managers won’t see EEO information as they review applicants…survey answers are kept separate so that only HR Admins can run compliance reports.

It’s simple to assign a reason for non-selection. Save as many disposition status codes as you need to explain the why and when of each applicant’s departure from the hiring process. The ATS records the date and time for each status assignment so that it can be viewed from the applicant’s record as well as on compliance reports.

Automatically maintain an applicant flow log that contains information necessary to perform an adverse impact analysis. Customize the log to include must-have affirmative action info such as EEO-1 category, Job Group, disposition code, race and gender. And, export your reports with the click of a button.

Use our built-in job posting service with tons of external job boards to save time.
And, access a record of your posting history, including diversity sources and local employment agencies.

The HireCentric applicant tracking system is a key part of your compliance toolkit, and will easily meet your EEO & OFCCP reporting requirements, while also maintaining a positive recruitment brand.