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BalanceAAP > Data > Import

BEFORE YOU BEGIN:

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 selected: From Existing Plan, under Step 1, 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). Then, 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 those in 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 table, 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. Handle a Missing Reference Table – balanceAAP will alert you when an invalid field is present (i.e., it is lacking a defining Reference table).

  • Allow the records to go into errors. – For more information, see: Errors.

  • Do not import the invalid field.

  • Create the missing [Reference] table from the invalid field. – When the Import is complete, review the system-created table created for accuracy.

  • Go back. – Return to Match Tables.

Process Data

Select on of the following

  • Overwrite (Replace existing) – Use this option when importing a table for the first time.
  • Overwrite Matching Records (Replace records if key data"key" field matches) –

Examples: The Job Code table’s primary key is the Job Code field. The Roster table’s primary key is the Employee Number.

  • Append (Add to existing)

About Importing Drilldown Reference Tables

If you have created Drilldowns (Plan -> Reporting Levels), you must Import the corresponding Reference codes in a table. Once a Drilldown has been created, the Drilldown table name will be available when choosing tables to Import (Step 4 above). The system will then require this field on all Data Tables to operate properly.

If you have Zip codes as a Drilldown, include the Zip code for each Drilldown code you are importing.

Import Data Tables

Return to Step 2, and select Data Tables. Then and repeat the above steps. If uploaded separately, a Data tables may be imported in any order.

Quick Tip: The [Import] process may take some time to run; 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.