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Plan Codes (Master Plan only)

KEY TOPICS:

  • Add Plan Codes
  • Import Plan Codes
  • Determine Job Group Structure
  • Use other Plan Code List Tools

Identify Sub plans by using Plan Codes

If you chose to create Multiple Plans, under Create Plan:

  • The Plan Codes screen will automatically display.
  • A menu item for Plan > Plan Codes will display in the side navigation menu for access.

About Plan Codes

If your organization prepares multiple plans, they may be organized as a set, comprised of an overall Master Plan and including sub plans for location (and/or function). A Plan Code serves as the identifier for each sub plan (and, as applicable, each Functional Plan). The Plan Code list, which can be developed by adding or importing Plan Codes, must be established before importing data into the Master Plan.

Add Plan Codes

Choose the [Add] button from the upper toolbar. When Plan Code information is complete, click [Save] at the bottom of the page. Repeat the process to add further sub plans to the Plan Code list, as necessary.

Enter Required Information

From the Add Plan Code menu, enter the following information:

  • Plan Code — Enter a simple, unique identifier for each sub plan.
  • Company — Retain the default entry from the Master Plan, or enter a different name to appear on reports.
  • Establishment — Enter the establishment name (e.g., "Vienna, VA").

Enter other Location Information

Enter optional information, which will also assist in determining Recruitment Areas:

  • City
  • State
  • County
  • Reasonable Recruitment Area — If provided, entry must match a census statistical area so that plans can be tied to these areas.
  • Zip — Plan Zip codes may be used to build Recruitment Areas. Zip codes are also necessary to display the Map view of AAP locations on the BALANCEhub DASH.

^To turn on this setting, see: Create Plan.

Cross-reference: For more information on the end use of these fields, see: External Availability and Recruitment Area Wizard.

If the sub plan is not location-based (per OFCCP agreement), check the box for: Functional Plan. If checked, the BALANCEhub DASH View will display a corresponding Metrics object.

Import Plan Codes

Use the [Import] button to bring in a list of Plan Codes and corresponding information.

Select the import type:

  • External File (and follow the instructions below)
    • OR
  • Existing balanceAAP Plan (and choose Company, Establishment, and Plan from the drop-downs)

Then click [Next].

Import from External File

The external file must include columns and entries for Plan Code, Company, and Establishment (as described above under Add Plan Codes). This information may be included in a comprehensive data set that includes both AAP data and location identifiers.

Begin by choosing the file type:

  • Microsoft Excel (.XLX, .XLSX)
  • Microsoft Access (.MDB)
  • Text (.TXT)

If the incoming file does not contain column headers, uncheck the box for: First Row Headers.

Click [Browse], locate and highlight the file, and click [Open] to add the file to the Upload file list. Click [Next].

Excel users — From the Plan Code menu, select the Excel sheet that contains the Plan Code table. Then, under Match Fields, select the columns in the Excel sheet that correspond to the balanceAAP columns.BALANCEaap columns. Review the Preview of Data at the bottom of the page. Click [Next].

Click [Import Plan Codes] to complete the process. The codes will be added to Plan Code list.

Determine Job Group Structure by Plan or Sub plan

Once a Plan Code list is created, the Job Group column will be populated with the default Job Group structure: Corp. The Corp structure suits an organization (or location) whose staffing numbers warrant breaking up EEO categories by level (e.g., 1A, 1A, 1C).

The alternate option is: EEO. This structure suits an organization or location with a limited number of employees.

Change the structure by clicking the Job Group column entry for a particular sub-plan.sub plan. From the pop-up menu, select the desired structure. Click [Save] to apply the change.

The Job Group structure will come into the process later:

Use other Plan List Tools

Search for a Plan Code

To reduce the Plan Code display, enter text in the Search field, and click Search.

Click [Clear] to return display to the full Plan Code list.

Edit a Plan Code

Click the [Edit] icon adjacent to a Plan Code.

Quick Tip: If you have imported a Plan Code list that includes codes for Functional plans, edit one or more Plan Codes to identify those plans.

Delete Plan Code

To delete a Plan Code, check the box next to the plan to be deleted, and click the [Delete] button.

Important Caution: Because data records with the assigned Plan Code will be moved from the Data Tables to Errors, delete a Plan Code only if:

  • No data are currently assigned to the Plan Code.
  • Data will be moved to a new or existing Plan Code. Once the target sub plan is identified, access Data > Errors to update the affected records.
  • Data for the Plan Code are to be deleted. You can also access Data > Errors to delete the data.