File Consistency

KEY TOPICS:


Scan Data Records to Flag Potential Inconsistencies

What is a File Consistency Check?

BALANCEaap runs a check for Data > File Consistency across each employee’s set of records to support the accuracy of plan results. While some inconsistencies reflect incorrect data entries or missing records, other issues may be acceptable within your organization’s data entry framework.

Quick Tip: All personnel actions in the data set must be associated with action dates (e.g., Promotion Date, Transfer Date) for these records to be included in the check. For more information, see: BALANCEaap Data Requirements Guide.

After the Check is Run

Once File Consistency tools are used to flag critical issues, the issues may be reviewed and addressed:

  • At the record level (as described below, under: Resolve Issues in Individual Employee Records)
  • Globally (as described under: Perform Batch Operations)

Fine-tune File Consistency Check Settings

Display File Consistency Check Options

On entry to File Consistency, the Edit Settings tab is active.

The first step is to open the Options menu to determine what issues should be included or excluded from the File Consistency check. Click on the [Plus sign] on the right side of the Options header bar to display a list of options for tailoring the check to your needs.

Include or Exclude File Consistency Issues

The system will provide default options, but you can deselect or check off the options that work best for your organization’s data. The options, and associated issue definitions, are:

  • Personnel Action Not in Date Range — The records falls outside of the plan date range.
  • Employee Still In Roster — The employee remains on the Roster after being terminated.
  • Employee Not In Roster or Terminations — An employee with a personnel action is not reflected on one of these two tables.
  • Old Job does not match last New Job — An employee was hired, promoted, or transferred, and the Roster fails to reflect the current or latest Job Code. The system will also flag a mismatch in the progression of Job Codes.
  • Employee was Terminated — The employee is still on the Roster, following a termination.
  • Hire Date is After Plan Date — The employee’s hire date occurs after the plan’s data evaluation period.
  • Missing New Hire Record — The employee is on the Roster with a hire date, but lacks a New Hire record.
  • Old Job Matches New Job — After a personnel action occurs, the employee’s starting job matches the end job.
  • Old Job Matches New Job and Old Department Matches New Department — The department remains the same after a personnel action occurred.
  • Employee was Already Hired — The employee has more than one New Hire record, without a Termination record between them.
  • (Master Plans) PA Plan Code does not match Roster Plan Code — The personnel action and Roster records for an employee have a Plan Code discrepancy.

Run the File Consistency Check and Display Results

Click the [File Consistency] button.

Once the system completes the File Consistency check, the Issues tab displays each employee’s record or set of records — one employee at a time — for resolution. (A tab also becomes available to run a Report on discovered issues, if desired.)

Navigate Between Issues

You may review (and resolve) the issues individually in the order the system presents. However, the following tools provider finer levels of control:

  • Click [Previous Employee] or [Next Employee].
  • Click the View Employees tab, and choose an employee (by alphabetical order).

Records requiring attention will remain on the Issues tab until resolved.

Resolve Issues in Individual Employee Records

Below a banner indicating issue type, the Issues tab displays each employee record, one at a time, so that the issue can be resolved. The records associated with an employee (e.g., Roster, Termination, New Hire) will be listed separately in columns. The column header will contain [Edit] and [Delete] buttons for each record, and appropriate fields will be editable.

Quick Tip: After you type a few characters in a field, the system will provide suggested entries.

Change Record Type to Resolve an Issue

Also available while editing a record, the Record Type, or personnel action, may be updated by selecting a different option from the provided drop-down menu.

Solutions for Common Issues

The following are some solutions for File Consistency issues:

PA Not In Date Range:

Check the personnel action date for missing or inaccurate information. If the action occurred outside the plan date range, delete the personnel action.

Still In Roster:

  • Add to the New Hire table — If the employee was re-hired
  • Remove From Roster — If the employee was terminated and not re-hired
  • Remove From Termination — If the employee was not terminated

Not In Roster or Terminations:

  • Add to Roster — If active as of the plan date
  • Add to Termination — If terminated following the personnel action and as of the plan date
  • Delete the Record — If either the roster record or the personnel action record is invalid

Last Job Does Not Match:

  • Add PA — To explain the job change from one action to the next
  • Edit Record — To change the start or end job for one or both of the actions
  • Delete Record — If one of the records is invalid

Employee was Terminated:

  • Add New Hire — Add a New Hire record to show the employee was rehired
  • Delete Record — If one of the records is invalid

Employee was Already Hired:

  • Add Termination — Add a Termination record to show employee was rehired
  • Delete Record — Delete one of the New Hire records

Hire Date after Plan Date:

  • Edit Record — Edit the hire date of the employee
  • Delete Record — Delete the Roster record if the employee was not employed on the plan date

Missing New Hire Record:

  • Add New Hire — Add a New Hire record to reflect the new hire date in the roster
  • Edit Record — Edit the hire date of the employee