OFCCP AAVI Admin Guide

OFCCP Affirmative Action Program – Verification Interface (AAP-VI)

ADMIN
GUIDE
This document serves as a high-level overview of
how to navigate the OFCCP Affirmative Action
Program – Verification Interface System as a
Program Office User.

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Table of Contents
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Administrator Account Permissions ................................................ 2

1.1

Permissions ............................................................................................................................. 3

1.2

Logging In .............................................................................................................................. 3

1.3

Adding users to the OFCCP Program Office User Group ............................................... 3

1.4

Updating existing users to the OFCCP Program Office User Group .............................. 4

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2.1

3
3.1

Dashboard ......................................................................................... 4
Overview................................................................................................................................ 4

Records Management ....................................................................... 4
Adding a Parent Record ..................................................................................................... 4

3.1.1 Modify a Parent Record ....................................................................................................... 7
3.2

Add an Establishment ........................................................................................................ 10

3.2.1 Modify an Establishment ..................................................................................................... 14

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Reports ............................................................................................ 17

4.1

Overview.............................................................................................................................. 17

4.2

Exporting/Downloading Reports ...................................................................................... 17

5

Advanced Search ............................................................................ 17

5.1

Overview.............................................................................................................................. 17

5.2

Operations on Search Results ........................................................................................... 17

5.2.1 Bulk Decertification, Close & Open .................................................................................. 18
5.2.2 Bulk Close .............................................................................................................................. 18
5.2.3 Bulk Open.............................................................................................................................. 18
5.2.4 Bulk Enable/Disable ............................................................................................................. 18

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Feeds Module .................................................................................. 18

6.1

Overview.............................................................................................................................. 18

6.2

Importing EEO1 Records .................................................................................................... 19

6.3

Modifying EEO1 Records ................................................................................................... 20

1 Administrator Account Permissions
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1.1 Permissions
An administrator can view all contractor records in the system and has the ability to
update and modify any record of interest. The administrator also has permissions
to generate and view administrative reports. This manual will cover administrator
permissions starting from the landing page.

1.2 Logging In
a. To login, please follow this link: https://aavi.dol.gov/user/login
b. If you use a DOL PIV Card, click on “Sign in with DOL Account” and the system will
sign you using Single Sign-On authentication.

c. Once authenticated, you will be taken to a Dashboard which gives you access to interact
with the different parts of the application.
Please Note: AAP-VI only allows entry to DOL Users who have been added to the associated
Active Directory Security Group.

1.3 Adding users to the OFCCP Program Office User Group
To add a user with administrator privileges to the platform, they should first be
added to the AD Security Group.
Once a user has been added to the Security Group, they will be able to log in by
following the steps detailed in section 1.2 above. Note that a Drupal account
associated with the DOL account would have to be created in the backend.
Please note: you have to contact Tier 3 Help Desk to ensure that a user has been
added to the Active Directory group.
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1.4 Updating existing users to the OFCCP Program Office User Group
To update the list of users in the Security Group which grants users access to the
AAP-VI, you have to contact Enterprise Service Desk to ensure that a user is added
to the platform.

2 Dashboard
2.1 Overview
The administrator dashboard has the following features:
1. Certify AAPs
a. This section only displays tiles that allow a user to submit an AAP
Certification for their Parent Company and Establishments.
2. Quick Links
a. This section contains links such as the Rules of Behavior so that the
user can easily find and access pertinent information.
3. Left Hand Navigation
i. Dashboard - This is the default page after login, where users can see the tile
for AAP Certification.
ii. Establishment Records - Shows all the establishments an admin has access
to.
iii. Parent Company Records - Shows the details regarding the Parent Company
iv. Reporting - Has the option to allow users to view when users acknowledge the
Rules of Behavior.

3 Records Management
3.1 Adding a Parent Record
To add a Parent Record, click the Parent Company Records link on the left navigation
menu which will navigate you to https://aavi.dol.gov/manage/parents Program Office
Dashboard: Parent Companies page and click on the “Add New Parent Company” button.
(See figure 1)

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Figure 1 Adding a Parent Company Record

This page allows you to add a New Parent Company to the AAVI system. (See figure 2)
Figure 2 Form to Add Parent Company Record

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•

Complete all required fields on the “Create Parent Company” form:
o Legal Business Name
o Name (EEOC)
o Company ID (auto-generated)
o DUNS Number
o NAICS Code
o EIN Number
o Corporate URL (not a required field)
o Physical Address
o If the Physical and mailing address are the same, click the checkbox next to
“The Physical and mailing address are the same”. If not, complete the
mailing address fields.
• Click “Save”
Once you click “Save” the new parent company is created and displayed. (See figure 3)

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Figure 3 Sample of New Parent Company Record

3.1.1 Modify a Parent Record
This page allows you to modify Parent Company records already entered into the AAVI
system.
To modify a Parent Company:
1. Click on the “Parent Company Records” link on the left navigation menu bar. (See
figure 4)
2. On the Program Office Dashboard: Parent Companies page, scroll down and click
on the Parent Company name you wish to modify (displayed under the Legal
Business Name column) on the table. (See figure 4)

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Figure 4 Modifying Parent Company

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3. Click the “Edit Company” button.
Figure 5 Edit Parent Company Button

4. Make any modifications to the Parent Company record from the form, as needed.
(see figure 6)

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Figure 6 Sample of Parent Company Record edit form

5. Make a note of the modifications you are making in the “Revision Information”
section of the form.
6. Click “Save”.
Figure 7 Sample of Parent Company Record edit form continue

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7. After clicking save, a message will be displayed informing you that the parent
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company has been updated. The updated parent record will be displayed below
the message.
Figure 8 Sample of Modified Parent Company Record

3.2 Add an Establishment
This page allows to you add additional Establishments to a Parent Company.
To add additional establishments:
1. Click the “Parent Company Record” link on the left navigation menu bar
2. On the Program Office Dashboard: Parent Companies page, scroll down and click
on the Parent Company name you wish to add an establishment (displayed under
the Legal Business Name column) on the table, see figure 9.

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Figure 9 Sample of Table on Program Office dashboard: Parent Companies page

3. Click the “Add New Establishment” button (see figure 10).
Figure 10 Add New Establishment button

4. Complete the required fields on the “Create Contractor Establishment” form:
a. Company Name & Headquarter/Company Number field should be greyed
out, locked from editing and displaying the Parent Company Name/HDQ
Number that you want to add an establishment to.
b. Establishment Name
c. DUNS Number
d. NAICS Code
e. EIN Number
f. Employee Headcount
(See figure 11)

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Figure 11 Sample of form to add an Establishment to a Parent Company

g. Facility Status (Open/Closed)
h. Physical Address
i. If the Physical and mailing address are the same, click the checkbox next to
“The Physical and mailing address are the same”. If not, complete the
mailing address fields.
j. Click “Save”
(See figure 12)

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Figure 12 Sample of form to add an Establishment to a Parent Company contiuned

k. Once you click save, that establishment record will be displayed on the
screen.
Figure 13 New saved establishment record

The Establishment record will also be saved under the Additional Establishment table of
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the Parent Company record it is associated with. (Select the Parent Company Record link,
then select the parent company you added the establishment record to see this view.) See
figure 14
Figure 14 View of an Establishment record saved to an Parent Company

3.2.1 Modify an Establishment
This feature allows you to modify an Establishment record.
To modify an establishment for a particular Parent Company:
1. Click the “Establishment Records” link on the left navigation menu bar
2. Locate the Establishment you wish to modify on the Program Office:
Establishment table and click the “Edit” link. (see figure 15)
Figure 15 Sample of Establishment record -How to modify

3. The following fields are displayed on the Establishment record you are editing:
a. Company Name & Headquarter/Company Number (This field is greyed out
and locked from editing)
b. Establishment/Unit Number (This field is greyed out and locked from
editing)
c. Establishment Name
d. DUNS Number
e. NAICS Code (This field is greyed out and locked from editing)
f. EIN Number
g. Employee Headcount
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h. Facility Status
i. Physical address
(See figure 16)
Figure 16 Establishment Record - Edit form view

j. Mailing address
k. Establishment Point of Contact (POC)
(See figure 17)

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Figure 17 Establishment record Edit form view continued

4. To view the modifications before saving the changes click the “Preview” button.
5. Click the back button to return the previous screen.
6. Click the “Save” button.
(See fgure 18)
Figure 18 Establishment Record – Edit form view continued

7. After clicking “Save” a message will be displayed that the Contractor
Establishment has been updated. The modified establishment record will be
displayed on the table. (See figure 19)

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Figure 19 Sample of Modified Establishment record saved

4 Reports
4.1 Overview
The Reporting section is accessible to Program Office users only. This page will
provide you access to the canned reports that display data pulled from AAP-VI
database.
It is accessed by logging in to the system and clicking on the “Reporting” link on
the left navigation menu.

4.2 Exporting/Downloading Reports
1. Once you’re logged in, click on “Reporting” from the Left Navigation menu.
2. Select a canned report of choice, for example, the “Rules of Behavior” report.
3. If applicable to the report you select, apply filtering criteria and hit search for
the results to be displayed on the page.
4. Click on the “Download” button to download the CSV file.
5. The file will be downloaded and viewable from your hard drive.

5 Advanced Search
5.1 Overview
The Advanced Search section is accessible to the Program Office Users only. This
allows users to search for records which match specific values in specific fields. For
example: Search for all records whose “EIN” equals “123456789”.
It is accessed by logging in to the system and clicking on the “Establishment
Records” link on the left navigation menu.

5.2 Operations on Search Results
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There are multiple operations that a user can perform on the search results
data. Here are some of them below:
5.2.1 Bulk Decertification, Close & Open
Decertification: On the search results, the user can select all or specific
records of interest by using the check box next to all records and clicking
“Bulk Decertification”. This action will result in all records selected which
were previously certified becoming “Not Certified”.

5.2.2 Bulk Close
Close: On the search results, the user can select all or specific records of
interest by using the check box next to all records and clicking “Bulk Close”.
This action will result in all records selected to be closed. When a facility has
been closed it will no longer be certifiable.

5.2.3 Bulk Open
Open: On the search results, the user can select all or specific records of
interest by using the check box next to all records and clicking “Open”. This
action will result in the status of all records selected which were previously
“closed” updating to “open” and becoming “certifiable”.

5.2.4 Bulk Enable/Disable
Disable: On the search results, the user can select all or specific records of
interest by using the check box next to all records and clicking “Disable” or
“Enable”. This action will result in all records selected which were previously
“Disabled” or “Enabled” to change to “Enabled” or “Disabled”.

6 Feeds Module
6.1 Overview
All users with access can input EEO1 data into the system so that when a user authorizes
their company during first time login, they can pull the data from EEO1. Additionally, if an
admin needs its EEO1 data changes before a company does authorization, they can
change it with Drupal.
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6.2 Importing EEO1 Records
1. On the Drupal Dashboard, hover over the “Content” tab

2. Click on “Feeds”

3. Click on “+Add feeds”

4. Click on “EEO1 Import Feed”

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5. Name the Import by filling out the Title
6. Under File, choose the file you wish to import from your local system (Ensure
that the data follows the template)
7. Check the “No Headers” checkbox
8. Click Save and import

6.3 Modifying EEO1 Records
1. On the Drupal Dashboard, click on “Content”

2. Search for the EEO1 Record using the Title, enter the Company Name in the
Title search bar

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3. Under the Content type dropdown, select “EEO1 data”

4. Click “Filter”

5. Find the Company you would like to make changes too, under Operation
click “Edit”

6. Scroll down until you see the field you would like to change, make the
change
7. Click the “Save” button

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Appendix B: Definitions
Affirmative Action Plan

Affirmative Action Plan Verification
Interface

Corporate Management
Compliance Evaluation (CMCE)
Establishment / Unit

Establishment ID
(a.k.a Unit ID)

Employer Identification Number
(EIN)
Executive Order 11246

North American Industry
Classification System (NAICS)

Office of Federal Contract
Compliance Programs

Parent
Parent ID
(a.k.a. Company ID)

Section 503 of the Rehabilitation
Act of 1973

System for Award Management
(SAM)

Vietnam Era Veterans
Readjustment Assistance Act

An Affirmative Action Plan (AAP) is a tool used by management to create equal employment
opportunities for all applicants and existing employees. Using quantitative analysis, affirmative
action plans compare the composition of a federal contractor's workforce to that of other
relevant labor pools.
Certification Portal that allows federal contractors to upload their affirmative action plans for
review by OFCCP staff, and automatically sends a confirmation of receipt to the submitter.
OFCCP staff will access the portal’s metadata to conduct analysis, determine noncompliance,
and generate reports. The portal will integrate with OFCCP’s existing Compliance Management
System (CMS) so that affirmative action plans can be used as supporting documentation for
compliance evaluations.
When a scheduling list is developed for compliance evaluations, establishments listed that are
headquarters are identified as CMCE.
A corporate branch or establishment unit that reports to a Parent company or Holding
Company. An establishment may also be a Company if they do not report to a Parent company
or Holding Company.
Establishment ID or Unit ID is a number issued by the Equal Employment Opportunity
Commission (EEOC) and is listed on your EEO-1 report in the upper left hand corner, below the
Company ID. This number represents a company or establishment that reports to a Parent
company or Holding Company. A Company ID may be used in place of an Establishment ID to
represent a Parent company or Holding Company.
A nine-digit number that IRS assigns in the following format: XX-XXXXXXX. It is used to identify
the tax accounts of employers and certain others who have no employees.
Also known as a Federal Tax Identification Number, is used to identify a business entity.
The Executive Order prohibits federal contractors and federally–assisted construction
contractors and subcontractors, who do over $10,000 in Government business in one year from
discriminating in employment decisions on the basis of race, color, religion, sex, sexual
orientation, gender identity or national origin.
A 2- through 6-digit hierarchical classification system, offering five levels of detail. Each digit in
the code is part of a series of progressively narrower categories, and the more digits in
the code signify greater classification detail. A complete and valid NAICS code contains six
digits.
OFCCP is responsible for ensuring that employers doing business with the Federal government
comply with the laws and regulations requiring non-discrimination. This mission is based on the
underlying principle that employment opportunities generated by Federal dollars should be
available to all Americans on an equitable and fair basis.
Corporate Headquarters or Holding Company or a single establishment which has no other
lower level companies or branches reporting to it.
Company ID is a number issued by the Equal Employment Opportunity Commission (EEOC) and
is listed on your EEO-1 report in the upper left hand corner. This number represents a Parent
company, Holding Company or a single establishment which has no other lower level
companies reporting to it.
Section 503 prohibits federal contractors and subcontractors from discriminating in
employment against individuals with disabilities (IWDs), and requires these employers to take
affirmative action to recruit, hire, promote, and retain these individuals. As revised, the
regulations strengthen the affirmative action provisions to aid contractors in their efforts to
recruit and hire IWDs, and improve job opportunities for individuals with disabilities. The
regulations also include changes to the non-discrimination provisions to bring them into
compliance with the American’s with Disabilities Act (ADA) Amendments Act (ADAAA) of 2008.
The System for Award Management, or SAM, is a Federal Government owned and operated free
web site that consolidates the capabilities in Central Contractor Registration (CCR)/FedReg,
Online Representations and Certifications Applications (ORCA) and the Excluded Parties List
System (EPLS). This system is used by the Federal Government in conducting the acquisition
and financial assistance (which includes grants and cooperative agreements) processes.
VEVRAA prohibits federal contractors and subcontractors from discriminating in employment
against protected veterans, and requires these employers to take affirmative action to recruit,
hire, promote, and retain these veterans.

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