Match Applicants and New Hires

RETURN TO: Data Tables (and Tools)

KEY TOPICS

  • Export a Workbook to Review Data
    • Import Corrected Apps to Hires Workbook
  • Perform Batch Processing to Reconcile Data
    • Use Swap Hires to Automatically Update the Applicant table
    • Clean up Requisitions Based on Requisition Number
    • Update Applicant Information
    • Clean up Duplicate Applicants
  • Reviewing Master Plan Data / Apps to Hires Batch Processing

Reconcile Applicant and New Hire Data

Both the Applicant and New Hire Data tables will contain information, describing who was hired at your organization and what positions were filled during the plan's analysis period. Therefore, the two tables should be reviewed for accuracy. If inconsistencies or extraneous Applicant data are found, the data may be reconciled in balanceAAP.

Quick Tip: As an indicator of potential inconsistencies, compare the number of applicants hired to the number of new hires.

Access Helpful Tools — Make sure you have navigated to: Data > Data Tables:

  1. Select Applicant (table) from the upper drop-down.
  2. Click the [Apps to Hires] button in the Applicant table header.

Read the remainder of the article below to help you decide which method(s) will work best for the issues that are presented.

Export a Workbook to Review Data

Scroll to the bottom of the Rules menu:

  1. Select whether to: Include Excel formatting. (A selection of Yes will create a spreadsheet with shaded data rows.)
  2. Click the button: [Export Apps to Hires Workbook].
  3. The system will generate an Excel file, showing issues by category for your review (e.g., Partial Matches, Hired Applicants without New Hire).

For information on importing a corrected workbook, continue with: Import Corrected Apps to Hires Workbook, below.

Import Corrected Apps to Hires Workbook

Once a workbook has been exported (as described above) and corrected, it can be re-imported into the system, by clicking the [Import Apps to Hires Workbook] button:

  1. Select a Hired Disposition code from the provided drop-down.
  2. [Choose File] from your computer.
  3. Click the [Upload] button.

Perform Batch Processing to Reconcile Data

At the bottom of the page, the Batch Processing toolbar includes the following buttons, which initiate operations to "clean up" data, depending on the issue(s) to be resolved:

Use Swap Hires to Automatically Update the Applicant table

  1. Carefully review the Applicant table for "Hired" entries in the Applicant Disposition column, as these entries will be replaced with appropriate data from the New Hire table.
  2. Click the [Swap Hires] button in the Batch Processing toolbar. (Disability and Veteran status will also be transferred.)

Clean up Requisitions Based on Requisition Number

Select [Clean up Requisitions] from the Batch Processing toolbar. Then two options are presented:

  • Delete Applicants, if Requisition lacks an Applicant Disposition Code of ...

    • If selected, check off one or more of the following, as applicable:

    • Hired
    • Declined
    • Internal Successful

OR

  • Update Requisition Job Codes to match the Job Code of the New Hire(s), if one Job Code was used in both.

Click the [Clean up Requisitions] button again to initiate the process.

Update Applicant Information

Click the third toolbar button from the left, [Update Applicant Info], to globally update blank and/or mismatched entries in the Applicant table with corresponding New Hire entries.

  1. From the provided menu, select a field (e.g., Job Code, Req[uisition] #)
  2. Choose whether to update Blank, Mismatched, or both types of values.
  3. Choose [Update] to apply.

You can also [Preview] the updates in table format before applying them.

Clean up Duplicate Applicants

For tools that will help you isolate potential duplicates in Applicant data, press the [Clean Up Duplicate Applicants] button. These results, if any, will help you compare similar records and remove any extraneous ones.

Before you perform this operation: Using the left-side menu, determine which Fields the system should consider when ascertaining a set of like Applicant records.

A total of nine Fields — Applicant Number, First Name, Last Name, Race, Gender, Job Code, Disposition Code, Requisition Number, and Employee Number — are scanned by default, but Fields can be included or excluded at your discretion.

Fewer results are likely when several Applicant Fields are included; conversely, a large number of matches may result when All Fields are included.

The steps to run the Duplicates check and display data results are as follows:

  1. In the left column, select Applicant fields for the system's use in finding potential duplicates.
  2. Scroll down in the left column, and run the [Find Duplicates] scan.
  3. As applicable, view the results in the right-hand grid; each set of records will be delineated through color shading.
  4. (Optional) [Export (Results) to Excel] for further research.

To remove one or more duplicates, work on the results grid:

  • For each set of similar records, determine the duplicate, if any, and select the corresponding check box.

    • Caution: Keep in mind that the same Applicant may have applied to multiple Job Codes or job Requisitions during the AAP analysis period.

    AND

  • Navigate above the results, and press the [Remove All Duplicates in Grid] button.