In order to carry out an equal pay review you will need to collate and analyse a range of data about your employees, about their jobs, and about what they are paid.
The checklists below indicate the data required. They include some explanatory notes about why the information is needed and how it might be used. Some of the data will enable you to identify ‘equal work’ (step 2 of model): some whether there is ‘equal pay’ for different groups (step 3): and some to investigate patterns of pay and causes of any observed disparities (step 4).
We recommend you set up your data collection exercise to cover all the data outlined below that applies in your organisation.
Most organisations with computerised payroll and personnel/human resource systems will hold the necessary data on one or other of their systems. The range of data may not have been brought together before. So, early in your proposed equal pay review you may need to show the checklists to your colleagues in payroll and human resource systems for them to identify which system holds the data and how it can be brought together. This is generally done using Excel spreadsheets. Some employers also carry out much of the analysis in Excel; others may import the data into specialist software, such as Equal Pay Reviewer for analysis.
You may find that your organisation simply does not hold some items of information on its computerised systems. Do as much as you can without it. If it proves crucial at some stage in your analysis, explore whether there are other ways of collecting the data (or consider doing a sample spot check e.g. from manual records).
Once your data has been brought together, Step 3 gives you advice on the statistical analyses required.
For advice on the data protection considerations when carrying out an equal pay review see Equal pay in practice - conducting an equal pay audit in accordance with Data Protection Act principles.
This is a standard list, so will need some modification to suit your pay structure and terminology. Not all fields may apply - or you may have additional pay elements not listed.
Salary ranges and JE points ranges for the various grades/groups covered are also required.
Download Data required checklist.
*Note: The model recommends monitoring basic pay and total earnings by gender, ethnicity, disability and working pattern for equal work on a regular basis. The Commission’s Equal pay in practice guidance notes provide advice on issues such as starting pay, bonus pay and performance pay. These explain how discrimination in pay can arise and what you can do to tackle it.
How much of the data listed above you need to collect will depend upon your payment system e.g. whether you provide performance pay or not, rather than on the size of your organisation. In practice smaller organisations may have simpler payment systems which will reduce the range of data to be collected.