BalanceAAP > Data > Data Tables (and Tools)

KEY TOPICS

• Review Data prior to Import
• Review and Edit Data in balanceAAP

Working with HR Data in balanceAAP

Review Data prior to Import

Although BALANCEaap will run error and consistency checks on plan data, best plan results are obtained when HRIS (Human Resources Information System) data are validated prior to upload into the application.

For information on what plan data are needed and how tables should be formatted, see: Understanding balanceAAPData Requirements.

Note: Once changes are made to data stored in balanceAAP, AAP and HRIS data will no longer match. For instructions on exporting the data after plan completion, see: Export Data.

Review and Edit Data in balanceAAP

Once the data Import is complete, the next step is to verify the completeness of the Data Tables and make edits as necessary.

Quick Tool Tip: For more information on page-related functions, such as how to edit, save, and search for records, click the Page Controls button above.

Quick Search Tip: Enter a term in the Search field. Then hit ENTER on the keyboard to perform the Search. Use the ESCAPE (ESC) key to clear the Search results.

Roster Table

Because the Roster Data table forms the backbone of the AAP, this table should be thoroughly reviewed. Some fields may require editing if the information is not contained in your HRIS and/or not imported from the Roster file.

The following fields should be reviewed:

Veteran Code – The Veteran Code field is required by the system if you have imported the Veteran Code Reference table. Veteran codes are also necessary for creating the VETS-100A report with BALANCEaap. A blank entry should indicate that someone is not a Veteran.

Disability Status — Check that a column is present and entries indicating Individuals with Disabilities (IWDs) are up to date. Disability status for an employee may change over time.

Reports In – This box should be checked if the employee works at another plan’s location, but reports to the current plan’s location.

Reports Out – This box should be checked if the employee works at the location for the current plan, but reports to a different plan.

Annotation Only – This box should be checked if the employee works at another location with less than 50 employees and is being rolled into the current plan.

Work Location and Report Location – A text description (e.g., “Chicago, IL”) should appear here for any employee whose work and report locations are different. This information will appear on reports and is helpful when looking for those who Report In and Report Out.

Work and Home Zip Codes – To build Recruitment Areas for calculating External Availability using zip code information from the Roster, make sure each employee record contains this information.

Drilldowns – If Drilldowns are included in Reporting Levels, the Drilldown field for each Drilldown table must be included in the Roster and all other Data Tables; incomplete Data Tables will be placed in Errors.

Use Annotation Helper

The annotation helper icon Annotation Helper can be used when the Work Location field is populated on the Roster to complete the Reports In and Annotation Only fields for all applicable employees.

Click on the annotation helper icon [Annotation Helper] button. An edit window will appear, displaying unique Work Locations. Using the provided drop-downs, indicate whether each location should be marked as Annotation Only, Reports In, or None. Click the [Apply] button and all Roster records that have a Work Location identified will be updated.

Assign Supervisors for the Organizational Display

The Organizational Display is one of the two options for creating the organizational profile, a required AAP element. For the Organizational Display, the Roster must include:

• A check mark for each supervisor the Supervisor column.
• An entry in the Supervisor Employee ID column that indicates the supervisor for each reporting employee.

Update the Supervisor field in one of the following ways: 1.Click the [Edit] button for an individual record to activate the row. Click the check box, located in the Supervisor column. 2.Click on the [Assign Supervisor] button. From the Assign Supervisors menu, choose one of the following: ◦By EEO Code. The system will update all employees that are assigned to the EEO-1 category, marking them as supervisors. ◦By Supervisor Employee #. If the employee ID of the supervisor for each employee is included in the employee’s record, the system will determine the supervisor.

Click [Assign]. This action will overwrite current Supervisor assignments.

Applicant Table

Because applicants may choose not to self identify, the Applicant table may contain a blank race, gender, Veteran, or disability status entry (if these entries are accurate). The applicant will be included and counted in the reports for which data are present and excluded from reports where the entry is missing.

Applicant Zip Code

If you want to build Recruitment Areas for calculating External Availability using Applicant Zip codes, each applicant record must contain this information.

Reconcile Hired Applicants and New Hires

Reconcile the New Hires and Applicant tables to ensure the most accurate data. For example, you can compare the number of applicants hired to the number of New Hires.

Use Swap Hires Button

The Applicant table’s function to swap hires icon [Swap Hires] ensures every record in the New Hires table has a corresponding applicant record with the “hired” Disposition code.

Note: Because of the potential loss of data, be sure to understand this process fully before running it. When this function is executed:

• All records in the Applicant table for which the Disposition code is designated as “hired” are deleted.*
• A record is inserted into the Applicants table for every record in the New Hires table—the Disposition code is assigned to the code designated as ”hired.”

Incorrectly coded “hired” records will also be deleted.

New Hires

To ensure that the system counts Veterans and Individuals with Disabilities correctly, check that proper data entries are present for Disability Status (true/false) and Veteran Code. A blank entry should indicate that the employee did not self-identify as belonging to one of these groups.

(Optional) Promotion and Termination Pools

To run the Adverse Impact for Promotion Pools report (and accompanying Detail), Promotion ID must be populated on the Promotion Data Table and the Promotion Pool Data Table must be populated. For competitive promotions where the pool of employees is easily defined, the Promotion ID acts like an internal requisition number. The Promotion ID is populated for the employee selected for promotion in the Promotion Data Table. The Promotion Pool Data Table houses the corresponding employees that were considered for promotion, and to relate the records, the Promotion ID must be populated for each record. This functionality is generally not used for career progression promotions.

The Adverse Impact for Involuntary Termination Pools report (and Detail) requires Termination ID and the Termination Pool Data Table to be populated. For each termination where a pool is available, the Termination ID must be populated in the Termination Data Table. The employees considered for termination should be included in the Termination Pool Data Table with the corresponding Termination ID. This report is most often used when the pool of employees for termination is clear, such as with reduction in force events. This functionality is generally not used for voluntary terminations.

This functionality is in place for users who have this information readily available and may be requested when a plan is under audit.

For information on reporting, see: Additional Information—ReportInformation—balanceAAP Report Reference Guide.Guide . To build the Pool Data tables, refer to: Additional Information—File Structure Details.