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BalanceAAP > Data > Data Tables (and Tools)

KEY TOPICS

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

      • Fields to Review

      Assign Supervisors for the Organizational Display

    • Applicant Table

      • Applicant Zip Code

      Reconcile Hired Applicants and New Hires

      Use the Applicants to Hires Button

    • New Hires Table
    • (Optional) Drilldowns
    • (Optional) Promotional and Termination Pools
  • Master Plan Data Table Considerations

JUMP TO: Reference Tables

Working with HR Data in balanceAAP

Review Data prior to Import

Although BALANCEaap will run error validation and a Data > File Consistency check on plan data, best plan results are obtained when HRIS (Human Resources Information System) data are validated prior to upload into the application.

Cross-references: For information on what plan data are needed and how tables should be formatted, see: Understanding BALANCEaap Data Import Requirements.

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 > Data Tables and make edits as necessary.

Quick Reminder: For more information on tools for searching and editing tables, see: Table Controls for Editing Data.

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.

Fields to Review

  • Veteran Code/Status — 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 report in balanceAAP. A blank entry should indicate that someone is not a Veteran.

Note: As of 2015, the VETS-4212 report will request only protected Veteran status. In the interim period, the system will count status from any provided Veteran codes.

  • 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.

  • Annotation Only — This box should be checked if the employee works at another location with less than 50 employees that is being rolled into the current plan. When the Work Location field is populated for applicable employees, click [Annotation Helper] (in the table header) to globally match the location to: Annotation Only.

  • Work Location — A text description (e.g., “Chicago, IL”) placed here is helpful for organizing the internal workforce. Work Location is necessary for using the Annotation Helper (described below).

  • Work and Home Zip Codes — To build Recruitment Areas for calculating External Availability, using Roster Zip codes, make sure each employee record contains this information.

  • Compensation Data — Include data for OFCCP submission, including columns and data entries for: Wage Rate, Typical Hours in Work Week, Other Compensation, and Status.

Click the [Apply] button, and the Roster will be updated, accordingly.

Assign Supervisors for the Organizational Display

The Organizational Display, one of two options for developing an Organizational Profile, outlines supervisor and employee demographics by Department Hierarchy. For the report to display properly, 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:

  • Click the [Edit] button for an individual record to activate the row. Click the check box, located in the Supervisor column.

  • 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 cells for Race Code, Gender Code, IWD status, and/or Veteran status. Because the applicant will be included and counted in Reports for which data are present and excluded where the entry is missing, check the accuracy of any blank cells.

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.

Example: You can compare the number of applicants hired to the number of New Hires.

Use the Applicants to Hires Button

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

Important Caution: 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.”

Note: Incorrectly coded “hired” records will also be deleted.

New Hires Table

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 or Status (true/false). A blank entry should indicate that the employee did not self-identify as belonging to one of these groups.

(Optional) Drilldowns

If Reporting Levels > Drilldowns have been created, the Drilldown field must be included in all Data Tables; incomplete entries will be placed in Errors.

(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.

Cross-references: To build the Pool Data tables, refer to:

File Structure Details

BALANCEaap Data Requirements Guide

Master Plan Considerations

For those preparing a set of plans, using the Master- and sub-plan framework, please note the following considerations.

Plan Codes

Each applicant or employee must have a Plan Code entry, linking him or her to a sub plan. The entries must match those included in the Plan Code Reference table.

Roster Table: Employee Reporting Assignments

The following entries are necessary to organize the employee reporting structure across the sub plans.

Work and Report Location Fields — A text description (e.g., “Chicago, IL”) should appear for any employee whose work and report locations are different so their they can be included in statistics for the proper sub plan. Next, determine the type of reporting:

  • Annotation Only — This box should be checked if the employee works at another location with less than 50 employees, reporting into the sub plan.
  • Reports In — This box should be checked if the employee works off-site at another sub-plan location, but reports into the sub plan.
  • Reports Out — This box should be checked if the employee works at the sub-plan location, but reports to a manager in a different sub plan.

Quick Tip: Access Reports > ANNOTATED EMPLOYEE LIST BY JOB GROUP to see how employees you marked have been categorized.

Use Annotation Helper

The [Annotation Helper] is available in the Master Plan's Roster table header to assign the above parameters globally by location.

Assign Reports in a Master Plan

To automate the processing assigning “Reports to” Locations, click the [Assign Reports] icon, available in the Roster table header.

  1. In the upper part of the menu, select one of the following Update Options:
    2. All Report to Plan Codes will be updated.
    Report to Plan Codes will be updated if the Supervisor has a Plan Code.
    Only blank Report to Plan Codes will be updated. (Default)

  2. Use the provided check box to: Assign Location. (The default selection is checked, which will: Assign Report Location when assigning Report to Plan Code.)

  3. Select the EEO Groups to assign. (Default selections for EEO Job Groups are: 1.1 and 1.2)

  4. Click the [Assign] button.

(Optional) Rollups

If Reporting Levels > Rollups are in place for a Master Plan and its sub-plans, each Data table will include the designated field. The Rollup fields are not required, but records lacking a Rollup entry will not be included in the corresponding reporting.