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BalanceAAP > Data > Reference Tables

Review and Edit Reference Tables

The Reference tables are the keys or legends that identify the codes used in Data table entries.

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Quick Tool Tip: To edit a record, click on the [Edit] button to activate a row on the Reference table. For tables with check boxes, click on the appropriate match; for tables with data entries, edit the record. Then click the [Save] icon.

Race and Gender Code

If the data set uses codes different than the BALANCEaap defaults for race or gender, edit the code.

Job Group

Ensure each Job Group is assigned to the proper EEO category.

Grade

Grades and Job Codes within Grades must be sorted by Salary Midpoint—in descending order—for display on the Workforce Analysis report. Grade and Job Code sequencing will also determine the order in which the jobs appear in the Job Group Analysis report.

By ensuring that each grade displays a Salary Midpoint, you can automate the Sequencing [Sequencing] of grades, as described next.

Default (Automatic) Sequencing

The first time you enter Sequencing [Sequencing] or Reports, the system will sort the Sequencing Grade list by Salary Midpoint and Job Codes within a Grade by EEO Category and Average Salary.

Quick Tip: If you would like to enter a Salary Midpoint (or edit one), make sure you are in the Reference table view.

Populate Salary Midpoint and Sequence (Optional) Click populate midpoint salary [Salary Midpoint] to have the system insert salary midpoints for you, based on plan data. This function will also trigger automatic Sequencing.

If grades are not present in the data, the system will sort Job Titles by the average salary of Roster employees in each Job Code/Title. (To fine-tune the sort, see below: Order Jobs without Grades.)

Adjust Grade Sequencing Select the Grade table from the Select Reference Table drop-down; then choose Sequencing [Sequencing] from the table header. The Grade Sequencing list will appear, along with tools for adjusting the list’s current order. Use one of the following methods to ensure that the records are in order from highest to lowest Salary Midpoint.

Quick Tip: For best operation, verify the completeness of the Grade and Job Code Reference tables prior to Sequencing. Changes made to these tables after the system performs Sequencing will trigger the system to rerun the function: Adjustments made to the Sequencing Grade list will be lost.

Grade –For alphabetical or numeric Grade Sequencing entries, click Grade to set the order in ascending sequence. To set the order in descending sequence, click Grade again.

Move Up/Down Arrows – Click a Grade Sequencing list record to display arrows on the right side of the record line. Use the outside arrows to move the record to the top or bottom of the list, respectively. Use the two inside arrows to move the record one spot up or down in the list, respectively.

Quick Tip: Display a Job Code/Title that is inadvertently missing a Grade entry by clicking the [Jobs Without Grades] button. Return to the Grade Reference table, and correct any omissions to ensure Sequencing is performed accurately.

Once the Grade Sequencing list is in the proper sequence, click [Save] at the bottom of the page.

Adjust Job Code Sequence within Grades When the Grade Sequencing list is displayed, a button becomes available in the upper toolbar to sort the list: [Order Jobs by EEO/Salary].

To edit the sort within a particular Grade, click the Order Jobs link for the record. The jobs assigned to that grade will appear. Use one of the following tools to sort the Job Code Sequencing list from highest to lowest Average Salary.

EEO Code – Click EEO Code. If additional adjustments are required, use the arrow method below.

Move Up/Down Arrows –Click a Job Code Sequencing record to highlight it. Use the arrows on the right side of the record line to move the record to the top or bottom of the list, one spot up, or one spot down.

Click [Save]

Resequencing Grades for a New Grade or Job Code Any additions made to the Grade or Job Code Reference tables after Sequencing will cause a message to display above the table (and on the Reports home page). Click the provided Resequence link, which opens the Sequencing screen. Any addition(s) will be placed at the bottom of the list and can be repositioned, as necessary.

Order Jobs Without Grades If grades are not included in the data set, click [Order Jobs without Grades] to display the Jobs with No Grades list. In a similar manner to the other Sequencing lists, the column headers and Move Up/Down arrows are available to sequence the Job Code/Title list by EEO Code and Average Salary.

Job Code Ensure each Job Code is assigned to the proper Job Group.

If the Census Code data were not imported in the data set, the Auto Census Coding feature of BALANCEaap will assign census codes for you, based on Job Title and EEO Code, when you exit the Reference Tables.

Under External Availability, additional tools are provided to assist you with census codes.

Copy Census Codes Use this function to assign census codes from another plan to the current plan.

Choose copy census codes icon [Copy Census Codes] from the table header, and select the source plan by Company, Establishment, and Plan. Then choose either Overwrite, which will update the census code for every job code, or Append, which will only update the census code for job codes where the census code is not yet assigned. Click [Copy].

Applicant Disposition Ensure disposition codes are properly designated as Hired, Offer Extended, Internal Successful, or Exclude.

Hired – Indicates the applicant was hired, and this applicant should appear in the New Hires data table as well as the Applicants data table.

Offer Extended – Indicates the applicant was offered the position, but turned it down. When calculating adverse impact, applicants who are marked as Offer Extended will be counted as successful applicants.

Internal Successful – Indicates the applicant was already employed with the company, applied for another position, and was given that position.

Exclude –Indicates applicants who can be excluded from adverse impact analysis because they do not meet the definition of an Internet Applicant, do not meet the minimum requirements, withdrew from by statement or non-response, or did not apply for a specific position.

Termination Code Ensure each termination code is properly marked or not marked as Voluntary. Note that for AAP purposes, death is voluntary.

Veteran Review the Veteran codes in the data set to ensure a match to each of the system’s defaults is checked off.

Drilldown Code If you created Drilldowns on the Reporting Levels screen, the corresponding Drilldown Reference table must list all the valid codes for the Drilldown field. (The name of the Drilldown will appear at the bottom of the Reference table drop-down for selection.)

For example, a “Branch” Drilldown would include all branch numbers used to identify those locations.

Optionally, this table contains fields for a description of the Drilldown. In addition, an optional Zip Code field is available for use, which can assist in defining Recruitment Areas.

Sequence Grades and Job Codes

Grades are sorted to reflect the progression of pay levels within your organization. The regulations require that your jobs be sorted by grade in the Workforce Analysis report. If your organization does not use grades, your job titles in the Workforce Analysis report will be sorted by the average salary of the current employees on the roster in each job title. The grade sequencing and job code sequencing will also affect the order in which the jobs appear in the Job Group Analysis report. Although it is not required, the jobs in the Job Group Analysis report will be sorted in descending order based on your sequencing.

Note: By default, the first time you enter the sequencing screens, or enter the reports section, the sequencing will automatically be calculated for Grades by Salary Midpoint, and the Job Codes by EEO Category and Average Salary. Any changes made to the Job Group, Grade or Job Code tables after sequencing has been initially calculated will require the sequencing to be manually adjusted.

Sequencing Grades

Select the Grade table from the Select Reference Table drop-down list, then click Sequencing. Your list of grades will appear with various options on how to adjust their sequence. Use one of the following methods to sort them from highest paid at the top, to lowest paid at the bottom.

Grade – If your grades are alphabetical or numeric in ascending or descending sequence, you can use the Grade to sort them. Click Grade to set the order in ascending sequence. To set the order in descending sequence, click Grade again.

Salary Midpoint – Click Salary Midpoint to automatically set the order from highest midpoint to lowest midpoint. If your midpoints are not listed and you would like to add them, go back to the Grade reference table and edit the records there by clicking on the button.

Up and Down Arrows – You can also manually move grades up and down in the sequence. Click a grade to highlight it. Arrows will appear on the right side of the record line. The outside arrows will move the record all the way to the top or all the way to the bottom of the list. The two inside arrows will move the record one spot up or one spot down in the list. You can repeat this step for each grade, placing them in the proper order.

Once your grades are in the proper sequence, click Save at the bottom to save your changes.

Sequencing Job Codes To further ensure the proper order of the jobs on the Workforce Analysis report, you must order the job codes within each grade.

Click the Order Jobs button to sequence the jobs for the corresponding grade. The jobs assigned to that grade will appear with various options on how to adjust their sequence. Use one of the following options to sort them from highest paid at the top, to lowest paid at the bottom.

EEO Code – Click EEO Code to sort the jobs by their EEO Code. You may need to do additional adjustments to the sequence, using the arrow method below.