< back

BalanceAAP > Data > Reference Tables

KEY TOPICS:

JUMP TO: Data Tables

Review and Edit Reference Code Tables

Imported and then accessed through the Data module, References Tables are part of balanceAAP's database. The Human Resource (HRIS) employee data set, used to prepare an Affirmative Action plan, is comprised of both Reference Tables and Data Tables.

What is a Reference table?

A Reference table serves as the key or legend, by topic, for codes appearing in the Data Tables. Although both types of tables share the same format and controls, some additional tools (and considerations) are specific to Reference Tables.


Tools and Considerations for Reference Tables

Quick Tool Tip: To edit a data 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

The system will assist you with Race and Gender Codes during Data > Import. If the data set uses codes different than the system defaults for Race or Gender, edit the code.

Job Group

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

Cross-references:

EEO Job Classifications for Private Organizations

EEO Job Classifications for Government and Educational Institutions

Grade

Grades and Job Codes within Grades must be sorted by Salary Midpoint — in ascending order ( lowest paid to highest paid) — 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] of grades, as described next.

Default (Automatic) Grade Sequencing

The first time you enter [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 [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] from the table header. The Grade Sequencing list will appear, along with tools for adjusting the list’s current order.

Quick Reminder: 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.

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

Use one of the following methods to ensure that the records are in order from highest to lowest Salary Midpoint.

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.

MoveDrag Up/Downand ArrowsDrop – Click a Grade Sequencing list record to display arrow arrowsand onthen thedrag rightand side of the record line. Use the outside arrows to movedrop the record to the topcorrect or bottom of the list, respectively. Use the two inside arrows to move the record one spot up or downposition in the list,sequencing respectively. list.

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.

Drag Moveand Up/DownDrop Arrows —– Click a Job Code Sequencing record to highlightdisplay arrow it.and Usethen thedrag arrowsand on the right side of the record line to movedrop the record to the topcorrect orposition bottom ofin the list,sequencing one spot up, or one spot down.

list.

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 and that census codes are properly indicated.

Census Coding Tools

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

HELP Cross-reference: See External Availability > Census Coding for additional tools are provided to assist you with census codes.

Copy Census Codes — Choose [Copy Census Codes] from the table header, and select the source plan by Company, Establishment, and Plan. Then choose either:

  • Overwrite (update all)

    • OR

  • Append (update blank entries)

Click [Copy].

Department

Department codes are integral to organizing employees, particularly if you have chosen the ORGANIZATIONAL DISPLAY report as the plan's Organizational Profile. This report on supervisor and employee demographics will rely on your organization's Department Hierarchy. If the Reports To column is populated, balanceAAP can build the Department Hierarchy for you.

Applicant Disposition

Ensure disposition codes are properly designated as follows:

  • Hired — Indicates the applicant was hired, and this applicant should appear in the New Hires and Applicants Data tables.

  • 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

If included, review the Veteran Code table to ensure a match to each of the system’s defaults is checked off.

Promotion and Transfer

If included, promotion type (e.g., Competitive, Natural Progression) may be helpful during an OFCCP audit. In addition, transfer type may be tracked (e.g., Facility [change], Lateral).

Drilldown Code

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

Example: A “Branch” Drilldown would include all branch numbers used to identify those locations.

Optionally, this table contains fields for a Drilldown description.

Example: An optional Zip Code field, associated with a Department, can assist in defining External Availability > Recruitment Areas, by means of the Recruitment Area Wizard.