BalanceAAP > Data > Import


  • Learn about the technical framework: Understanding BalanceAAP> Data Import Requirements.
  • Go to: BalanceAAP Data Requirements Guide, and download the document for use outside of the software. Helpful hints to get the most out of HR data in preparing a plan are included.
  • Your organization's HR data set will be comprised of applicant, employee, and personnel action data. Review the file contents to familiarize yourself with what tables are included.


  • Map Race and Gender Codes
  • Import Reference Tables
    • About Importing Drilldown Reference Tables (Optional)
  • Import Data Tables
    • Data Alerts

Import the HR Data Set for use in an Affirmative Action Plan

After an AAP has been created in the system, the next step is to bring in the HR data set you have extracted from your organization's database for use in performing workforce analyses.

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 codes (found in the first column) to the system defaults (shown in the column header bar).

Import Reference Tables

So balanceAAP can read the incoming data, Reference Tables must be imported prior to importing Data Tables. The following Reference Tables must be included:

  • Job Group
  • Job Code
  • Department
  • Applicant Disposition
  • Termination Code

Step 1

To begin — Select the Import Type, and proceed as described below:

  • External Data — Proceed to Step 1 below. (Required if this is the first balanceAAP plan.)
  • Import from Existing Plan — Select the Company, Establishment, and Plan from the drop-downs. Then skip to Process Data, the final step below.

 BalanceTRAK users, bringing in applicant/hire data, may select: Import from balanceTRAK.

Click [Next].

Step 2

Under Reference or Data, select: Reference.

Under Tables, click and move the table(s) from the left column to the right column, which will 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 and Access users)

Text file users: If you are importing from Text, please see the BalanceAAP User Guide at: Import Data from Text Files.

On the Upload Files screen, 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: It is recommended to include all Reference and Data tables, by sheet in a single workbook. If one Reference-code file is imported 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 the balanceAAP defaults, one table at a time.

To begin, use the Match Tables Options menu to select whether to:

  • Only show tables where the required fields could not be matched ...
  • OR

  • Show all tables ...

Click [Next]: BalanceAAP's auto-matching function will then attempt to match the Excel naming conventions 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 from the Sheet Name drop-down.

Note: If duplicate sheet names display, with one of the duplicates having "$" at the end, select the one with the "$".

Then 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 — The system 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. — After the Import is complete, access Data Tables > Reference Tables, and review the new table for accuracy.

  • Go back. — Return to Match Tables.

Process Data

Select one of the following:

  • Overwrite (Replace existing) — Use this option when importing a table for the first time.^
  • Overwrite Matching Records (Replace records if "key" field matches)^
  • Examples: The Job Code table’s key is the Job Code field. The Roster table’s primary key is the Employee Number.

  • Append (Add to existing)

^ Cross-reference: For a diagram, depicting the data hierarchy and impacts of overwriting existing data, please see: AAP Table Relations Hierarchy.

About Importing Optional Drilldown Reference Tables (Optional)

If you have created a Drilldown (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 repeat the Import steps, described above. If uploaded separately, each Data table 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 software task areas. A notification panel at the top of the page will provide a message when the process is complete.

Data Alerts

BalanceAAP will warn you on Import about key issues that preclude continuing, such as invalid entries for year.