REACH > System Tools / Menus for Administrators

Settings Using System Tools > Reach / Settings, the administrator may rename the REACH > Activities / Locations column header to reflect organizational units that make sense to his or her BALANCEhub audiences. Enter a custom Location Name, and click the Save button. Below the column has been renamed “Store”. This custom name will also replace the Location Code column header on the Locations list in BALANCEaap > Plan Codes. The button used to Assign Locations will also include the custom name, which for above example would be: Assign Store Codes. Evaluation Criteria The criteria used in performing Evaluations of REACH Activities are stored under System Tools > Evaluation Criteria. While this list will already contain the suggested regulatory language for use in evaluating Good Faith Efforts, the Administrator may add, edit, or delete an entry. BALANCEhub User’s Guide 46 Administrator Tools Add Criteria Click the Add button to display a blank record at the bottom of the Evaluation Criteria list. Enter a Title. Then enter a question in the Description field. Click the Save icon. Edit Criteria Click the Edit icon to activate a current listing. Edit the Title or Description. Click the Save icon. If the criteria is in use, a Notice will display: Click OK. Editing a Title or a Description will not affect the Evaluation score where an Evaluation as been performed. Activity Types Activity Type, which is used to categorize REACH Activities, is selected by the user when an activity is added to the Activities list. The administrator can manage the Activity Types that are available for selection, based on terminology or categories used in the Human Resources Information System (HRIS) or within the employer’s organization (e.g., Internal Outreach Effort, Job Fair Participant). Tools for developing and working with this list follow. BALANCEhub User’s Guide 47 Administrator Tools Add an Activity Type Click the Add button, which is located in the upper toolbar. Provide entries for Activity Type and Description. Note: Both Activity Type and Description will display for the user. Display Active/Inactive Activity Types If Activity Type has been associated with any record on the Activities list, that type will be displayed as Active. To display the Active column, check the box next to the tagline: Show Inactive Activity Types. A Red check mark will indicate the Activity Type is Active. Job Families The administrator may develop a list of Job Families, using the employer’s terminology, so they are available to the user; tools for working with this list are described below. The user will assign Job Families to REACH Activities, when they are created. Add a Job Family Click on the Add button to display a blank record line at the bottom of the Job Families list. Provide entries for Job Family and Description. Then, click Save. Because both entries will display for users, entries should be as brief as possible. BALANCEhub User’s Guide 48 Administrator Tools Import Job Families If job categories are available from the HRIS or other external source, they may be imported, most typically by using an Excel spreadsheet. Columns of data should represent: Job Family and Description. Display Active/Inactive Job Families When added, a Job Family is checked as Active. To display the Active column for the Job Families list, check the box next to the tagline: Show Inactive Activity Types. A Red check mark will indicate the Job Family is Active. To deactivate a Job Family so that it cannot be selected in the future, check the Edit icon, and uncheck the box under: Active. Save the update. If the Job Family has been selected for an Activity, the selection will remain in place. To make the Job Family Active again, enter the record, and check the box under: Active. Delete a Job Family If a Job Family is not in use for an Activity, it may be deleted. Click the Delete button for the Job Family; then click the OK button to confirm the deletion. Location Codes Because REACH Activities are tracked by particular establishments or company locations, the administrator can manage a list of Location Codes (e.g., Store 53, TX 1). Location Codes will be used to tie GFE locations to the Affirmative Action plan structure in BALANCEaap. BALANCEhub User’s Guide 49 Administrator Tools If your organization uses a Master Plan, in which sub-plans directly represent all locations, Plan Codes will suffice for Location Codes (see: Import Location Codes, below). Quick Reminder: Any changes made here to REACH > System Tools / Location Codes will be reflected in the BALANCEaap > REACH Assignment / Location Code list. Add a Location Code Click the Add button to add an empty line item to the bottom of the Location Codes list. Enter Location Code and Description. Click the Save button. Import Location Codes  From External File If Location Codes are available from the HRIS or other external source, they may be imported, most typically from an Excel spreadsheet. Columns of data should represent: Location Code and Description. Initiate the process by clicking the Import button. Then choose File Type; Upload the file; and click Next. Follow the displayed prompts to select the data location, Preview the data, and proceed to choosing Import Options. Finally, click the Import Locations button.  From a BALANCEaap Plan If Location Codes will be the same as Plan Codes in a Master Plan, click the Import button; then select Company, Establishment, and Plan. Click Next, and follow the remaining prompts. Display Inactive/Active Location Codes To display the Active column for the Location Codes list, check the box next to the tagline: Show Inactive Activity Types. A Red check mark will indicate the Job Family is Active. Delete a Location Code Check the box to the left of a Location Code, then choose the Delete button from the upper toolbar. BALANCEhub User’s Guide 50 Administrator Tools Plan Dates The evaluation periods for REACH Activities are based on the Plan Dates stored here in System Tools. By managing Plan Dates, the administrator can ensure the Evaluations / Evaluation Information menu is populated with the proper dates, so that users may select the one that applies. Add a Plan Date Select the Add Plan Date button from the upper toolbar. An empty record line will be added at the bottom of the Plan Dates list. Enter a two-digit month, a two-digit day, and a four-digit year. Then click Save. An added date is checked as Active by default. Activate/Deactivate a Plan Date Navigate to the Active column: Any Active Plan Dates will be checked. If the check box is empty, check the box to activate the Plan Date. To deactivate a Plan Date so that it cannot be selected for new Activities, uncheck the box. The deactivated entry will remain on the Plan Dates list. Plan Date is In Use Once a REACH user selects a Plan Date, while performing an evaluation of any REACH Activities, the Plan Date will be check here as: In Use.