BalanceAAP > Data > Import

BEFORE YOU BEGIN:

• Please review information on preparing the HR data set: Understanding balanceAAP Data and Reference Tables
• To download a guide for use outside the software, go to: balanceAAP Data Requirements Guide
• Review the incoming data set to familiarize yourself with what tables are included.

KEY TOPICS

• Map Race and Gender Codes
• Import Reference Tables
• Import Data Tables

Import the HR Data Set for use in an AAP

Map Race and Gender Codes

On the first entry into Data > Import from the side navigation menu, a prompt will ask you to review the system’s Gender Codes and Race Codes. Typically, the Race Codes require mapping to the system’s defaults.

• Click [Confirm and Continue] to use the system defaults and continue with the Import.

OR

• Click [Edit Codes] then [Import] to view the Race Code table. Proceed to map the data set’s codes (found in the first column) to the system defaults (shown in the column header bar).

Cross-reference: For more information on editing a table, see: Table Controls for Editing Data.

Import Reference Tables

Reference Table Requirements

Reference Tables must be imported prior to importing Data Tables. The following tables must be included in the incoming Reference code data:

• Job Group
• Job Code
• Department
• Applicant Disposition
• Termination Code

Step 1

To begin: Select the Import Type –

• External Data
• (If installed) Import from balanceTRAK
• Import from Existing Plan – Select the Company, Establishment, and Plan from the drop-downs.

Click [Next].

For the first plan: If this is the first balanceAAP plan, Reference Tables must be imported from an external source.

Step 2

Under Reference or Data, select: Reference.

Under Tables, click and move the table(s) from the left column into the right column to include them in the Import, using the [Right arrow]. Then click [Next].

Quick Tip: If all of the displayed Reference Tables are included in the incoming data set, click Select All.

Step 3 (Excel files only^)

^If you are importing: From Existing Plan, skip to Process Data below. If you are importing from Access or Text, please see the following document for instructions: BALANCEaap User Guide.

On the Upload Files screen, select the incoming file or file(s).

On the Upload Files screen, Choose File Type:

• Microsoft Excel 97-2003 (.XSL)
• Microsoft Excel 2007 (.XSLX)
• Microsoft Access (.MDB)
• Text (.TXT)

If applicable, check the box for: Yes, the first row are column headers.

[Browse], find the file, and add the file to the Upload list. Repeat as necessary, by clicking the [Add] button. Click [Next] to continue.

Important Caution: When importing one file at a time, the following sequence must be maintained – Job Group, Grade (if used), Job Code. Other Reference Tables can be imported in any order.

Step 4

Match Tables and Fields from the Excel workbook to thethose correspondingin balanceAAP tables and columns,balanceAAP, one table at a time. BALANCEaap’s auto-matching function will attempt to match the Excel sheet and column names with system defaults.

At the top of the screen, the Current Table will be listed. Select the file, containing the current tabletable, from the File drop-down. If only one table was uploaded, it will already be selected. Also make a selection frrom the Sheet Name drop-down.

Note: If duplicate sheet names display, with one of the duplicates having "$" at the end, select the one with the "$".

Next, match the columns in the Excel file to the BALANCEaap columns, using Use the right-hand drop-downs

Note: Columns marked with an asterisk are required.

Click [Next], and repeat as necessary.

BALANCEaap

Handle Missing Fields

balanceAAP will alert you if you attempt to import a data column in a table when the required corresponding referenceReference table is missing. ForSelect example, if you try to import the Grade field in the Job Code table, but you have not imported a Grade table, BALANCEaap will notify you. If this occurs, a page will appear with options on how to handle the missing field. It may include some or allone of the following options: •Allow

• Allow the records to go into errors. – TheFor tablemore willinformation, besee: importedErrors.

• with the missing field, with the understanding that the missing field will cause all records imported in the table to be invalid, and be moved to the Errors table. •DoDo not import the invalid field.

• As mentioned above, you will only need to import a Grade, Promotion Code, Transfer Code, or Veteran Code table if your organization uses these tables. But if you include a Promotion Code table in your plan, the Promotion Code field in the Promotions table becomes required. Use this option to not import the invalid field if you have mistakenly chosen to import a field for which you have not, and will not, define the corresponding reference table. •CreateCreate the missing table from the invalid field. – This option will allow BALANCEaap to createReview the missing table by simply adding the values from the invalid field. For example, if you included promotion codes in your Promotion Table import, BALANCEaap will create the Promotion Code table from the promotion codes being imported. If you select this option, be sure to review thesystem-created table created for accuracy. •Go back. Select this option to return to the beginning of the import process. From here you can correct mistakes in your table and field selections.

• Go back. – Return to Match Tables.

Process Data

When the tables have been mapped, and you are ready to import, you will be given three options on the Process Data screen, the final step. •Overwrite - This option will delete all records (if any) in the tables you are importing and replace them with the records being imported. Use this option when importing a table for the first time, or if you are completely replacing a table. •Overwrite Matching Records – This option will overwrite any record in your table in which the primary key data matches a record being imported. The primary key of any table is the field that must be unique for that table. For example, the Job Code table’s primary key is the Job Code field. The Roster table’s primary key is the Employee Number. Use this option if you have a partial list of records that need to be imported into an existing table, but those records may already be in the table. •Append – This option will add the imported records to the records already in the table. Use this option if you have records that need to be imported into an existing table, and you are sure those records don’t already exist in the table.

Import Drilldown Reference Tables

If you have created Drilldown Report Levels on the Plan -> Reporting Levels screen and want to use these Drilldown levels when running your reports, you will need to import the Reference table of codes that relates to your drilldown level. Once a Drilldown Report Level is created, when selecting the Reference tables to import, you will see the Drilldown table name listed under the Tables Available. You can select your Drilldown Reference table and then follow the same steps for importing a Reference table.

If you have zip code information related to your Drilldown field and wish to use this information to build your recruitment areas you should include the zip code for each Drilldown code you are importing.

When you create a Drilldown Report Level the Drilldown field then becomes a required field for all Data tables. So you must make sure you include this Drilldown field on all your Data tables prior to importing them.

For example, if you create Branch Location as a Drilldown Report Level on the Reporting Levels screen, then on the Import screen under Reference tables to import, Branch Location will be listed as a Reference table. You would then select to import this table, and you must have a file that contains the list of codes for all your branch locations. The Branch Location code now becomes a required field on all your Data tables. So if you were to now import your Roster, on the Match Tables step of the Import process, under the balanceAAP fields, you will see Branch Location listed with an asterisk, indicating that this field is now required.

Import Data Tables

Once the reference tables are imported, you are ready to import your data tables. Return to the first screen of the import process and select to import Data Tables, and repeat the above steps. Data tables can be imported in any order.

Quick Tip: The Data Import process may take some time to run after [Import] is clicked; select [Run in Background] to continue working in other areas of the software. A notification panel at the top of the page will provide a message when the process is complete.