version 3 - balanceworksworks.baiworks.com/help/documentation/bwebusersguide.pdfiwd/veterans...

BALANCEaap User’s Guide i

Version 3.0

BALANCEaap User’s Guide ii

TABLE OF CONTENTS

List of Figures .................................................................................................................................... viii

About this BALANCEaap User’s Guide ......................................................................................... ix

How this User Guide is Organized ................................................................................................. ix

New! IWD/Veterans Function ......................................................................................................... x

Table 1. Quick Reference Guide to BALANCEaap ....................................................................... xi

Getting Started ...................................................................................................................................... 1

Logging In .......................................................................................................................................... 1

Getting Oriented to BALANCEaap Plan Tabs ................................................................................ 2

Recent Plans Tab ................................................................................................................................ 2

Open Plan Tab .................................................................................................................................... 2

Clients Tab (Multi-account Users) .................................................................................................. 2

Create Plan Tab .................................................................................................................................. 4

Plan Type Definitions ....................................................................................................................... 4

Delete Plan Tab .................................................................................................................................. 4

Renew Subscription Tab ................................................................................................................... 4

STEP 1: CREATE PLAN ........................................................................................................................... 5

Create Plan Tab ..................................................................................................................................... 5

Plan Type ............................................................................................................................................ 5

Plan Dates ........................................................................................................................................... 5

General Information .......................................................................................................................... 6

Multiple Plans .................................................................................................................................... 7

Availability ......................................................................................................................................... 7

Prior Year’s Plan ................................................................................................................................ 8

Individuals with Disabilities and Veterans ................................................................................. 10

EEO Schedule ................................................................................................................................... 10

Audit Status ...................................................................................................................................... 10

Home Page and Tools ........................................................................................................................ 11

Side Navigation Menu .................................................................................................................... 11

Help System ..................................................................................................................................... 12

“Guide Me” ...................................................................................................................................... 12

Table 2. Where Guide Me Help is Available ................................................................................ 12

The Companion Report Reference Guide ........................................................................................ 13

Status Bar .......................................................................................................................................... 13

Plan Activities .................................................................................................................................. 13

Plan Backups .................................................................................................................................... 14

Run in the Background ................................................................................................................... 14

Notifications ..................................................................................................................................... 14

Last Activity Panel .......................................................................................................................... 14

Save Warning ................................................................................................................................... 14

Table of Contents

BALANCEaap User’s Guide iii

STEP 2: CUSTOMIZE PLAN INFORMATION AND STRUCTURE ........................................... 15

Plan Section Checklist ....................................................................................................................... 15

Plan Information ................................................................................................................................. 16

Plan Codes (Master Plans) ................................................................................................................ 17

Add Plan Codes ............................................................................................................................... 18

Import Plan Codes ........................................................................................................................... 18

Edit a Plan Code .............................................................................................................................. 19

Delete a Plan Code .......................................................................................................................... 19

Determine Job Group Structure for Sub-plans ............................................................................ 19

Search for Plan by Plan Code ......................................................................................................... 20

Protected Classes ................................................................................................................................ 21

Select Protected Classes for Reports ............................................................................................. 21

Cascade Master Plan Protected Classes to Sub-plans ................................................................ 22

Plan Settings ........................................................................................................................................ 23

Plan Settings Tab ............................................................................................................................. 23

Adverse Impact ................................................................................................................................ 23

Monitoring ........................................................................................................................................ 25

Compensation Desk Audit ............................................................................................................. 25

Cascade Plan Settings to Sub-Plans (Master Plans) .................................................................... 26

Availability Calculation Settings Tab ........................................................................................... 27

External Availability Source .......................................................................................................... 27

Statistics Settings ............................................................................................................................. 28

Quick Weight Options .................................................................................................................... 29

Import External Availability Settings ........................................................................................... 29

Cascade Master Plan Availability Settings to Sub-Plans ........................................................... 29

Reporting Levels (Optional) ............................................................................................................. 30

Drilldowns ........................................................................................................................................ 30

Plan Groups (Master Plans) ........................................................................................................... 33

Rollups (Master Plans) .................................................................................................................... 34

STEP 3: IMPORT DATA AND CORRECT ERRORS ...................................................................... 37

Data Section Checklist ....................................................................................................................... 37

Import Data .......................................................................................................................................... 38

About Importing Reference and Data Tables .............................................................................. 38

Import Reference Tables ................................................................................................................. 40

Import Data Tables .......................................................................................................................... 45

Import Data from Text Files ........................................................................................................... 45

Import Drilldown Reference Tables (Optional) .......................................................................... 46

Import Master Plan Data ................................................................................................................ 47

Page Controls for Editing Tables ..................................................................................................... 48

Errors ..................................................................................................................................................... 51

Error Detail ....................................................................................................................................... 51

Table of Contents

BALANCEaap User’s Guide iv

Errors Summary .............................................................................................................................. 52

Error Reports .................................................................................................................................... 53

Correcting Errors in a Master Plan ............................................................................................... 53

File Consistency .................................................................................................................................. 54

Include or Exclude File Consistency Issues ................................................................................. 54

Run File Consistency Check and View Results ........................................................................... 56

Resolve Issues in Individual Employee Records ........................................................................ 57

Batch Operations for File Consistency Issues .............................................................................. 59

Table 3. BALANCEaap Batch Operations ..................................................................................... 59

Reference Tables (Review and Edit) ............................................................................................... 61

Race and Gender Code ................................................................................................................... 61

Job Group.......................................................................................................................................... 61

Grade (Sequence) ............................................................................................................................. 61

Job Code ............................................................................................................................................ 64

Applicant Disposition ..................................................................................................................... 65

Termination Code ............................................................................................................................ 65

Veteran Code .................................................................................................................................... 65

Drilldown Code ............................................................................................................................... 66

(Combine) Job Groups in a Master Plan....................................................................................... 66

Data Tables (Review and Edit)......................................................................................................... 67

Roster................................................................................................................................................. 67

Applicant .......................................................................................................................................... 69

New Hires ......................................................................................................................................... 70

Promotion and Termination Pools ................................................................................................ 70

Master Plan Data Tables ................................................................................................................. 70

Data / Advanced (Optional) .............................................................................................................. 72

Export Data....................................................................................................................................... 72

Batch Operations for Data .............................................................................................................. 73

User-Defined Personnel Actions ................................................................................................... 75

Manage User Fields ......................................................................................................................... 76

STEP 4: ESTABLISH AND VERIFY DEPARTMENT HIERARCHY ............................................ 78

Reporting Structure Section Checklist ........................................................................................... 78

Department Hierarchy (for Organizational Display only) ......................................................... 79

View the System-created Department Hierarchy ....................................................................... 79

Department Hierarchy Page Tools ................................................................................................ 79

Edit the Department Hierarchy ..................................................................................................... 80

Build Department Hierarchy by Supervisor ............................................................................... 80

Show Supervisor/Employee Demographics ................................................................................ 81

Assign Supervisors .......................................................................................................................... 81

Master Plan Department Hierarchy Settings ............................................................................... 81

Sectors (Optional) ............................................................................................................................... 82

About Sectors ................................................................................................................................... 82

Table of Contents

BALANCEaap User’s Guide v

Create a Sector.................................................................................................................................. 82

Other Sector Tools ........................................................................................................................... 83

Rollup Verification (Master Plan Only)........................................................................................ 84

Verify Rollup Hierarchy ................................................................................................................. 84

Resolve Hierarchy Conflicts........................................................................................................... 84

STEP 5: ESTABLISH AVAILABILITY SETTINGS .......................................................................... 86

Availability Section Checklist ......................................................................................................... 86

External Availability (Factor 1) ........................................................................................................ 87

About External Availability ........................................................................................................... 87

Add Recruitment Areas .................................................................................................................. 88

Assign Recruitment Areas .............................................................................................................. 92

Review and Edit Census Coding ................................................................................................... 93

Import External Availability Settings from Existing Plan ......................................................... 95

External Availability: Settings Button .......................................................................................... 95

Recruitment Area Wizard .............................................................................................................. 95

Assign Recruitment Areas ............................................................................................................ 101

Review Recruitment Areas by Drilldown (if applicable) ........................................................ 101

Master Plan Recruitment Area Settings ..................................................................................... 102

Internal Availability (Factor 2) ....................................................................................................... 104

About Internal Availability .......................................................................................................... 104

Identify Feeders ............................................................................................................................. 104

Remove Downward Movement .................................................................................................. 107

Feeder Options Button .................................................................................................................. 107

Assign Feeder Weight ................................................................................................................... 108

Cascade Master Plan Feeders to Sub-plans ............................................................................... 109

Factor Weights ................................................................................................................................... 110

About Factor Weights ................................................................................................................... 110

Assign Factor Weights .................................................................................................................. 112

Check Factor 2 ................................................................................................................................ 112

Review Availability Numbers ..................................................................................................... 113

About the Utilization Rule ........................................................................................................... 114

Change Utilization Rule Settings ................................................................................................ 114

Determine Best Utilization Rule (Report) .................................................................................. 115

Import Factor Weights and Utilization Rules............................................................................ 115

Factor Weights: Options Button .................................................................................................. 115

Master Plan Factor Weights ......................................................................................................... 116

STEP 6: SELECT PLAN/SUB-PLAN HISTORY SOURCE ............................................................ 117

History Section Checklist................................................................................................................ 117

History Source ................................................................................................................................... 118

Select History Source .................................................................................................................... 118

Select Sub-plan History Source (Master Plans) ......................................................................... 120

Table of Contents

BALANCEaap User’s Guide vi

STEP 7: DEVELOP IWD / VETERAN METRICS ........................................................................... 121

IWD/Veterans Checklist .................................................................................................................. 121

Build IWD/Veterans Metrics .......................................................................................................... 122

Determine Hiring Overview Settings ......................................................................................... 122

IWD Analysis ................................................................................................................................. 124

Protected Veterans Analysis ........................................................................................................ 125

About Related IWD/Veterans Reports ....................................................................................... 127

STEP 8: CUSTOMIZE NARRATIVES AND FINALIZE REPORTS ........................................... 128

Reports Section Checklist ............................................................................................................... 128

Report Export Settings ..................................................................................................................... 129

Determine Export Settings ........................................................................................................... 129

Export Settings for a Master Plan ................................................................................................ 129

Introduction to BALANCEaap Reports ........................................................................................ 130

Table 4. BALANCEaap Standard Reports .................................................................................. 130

Develop Narrative Settings ............................................................................................................ 133

About the Required Narratives ................................................................................................... 133

Determine Narrative Settings ...................................................................................................... 133

Narrative Tags and Values ........................................................................................................... 136

Edit Narrative Templates ............................................................................................................. 138

Table 5. Standard Narrative Sections........................................................................................... 140

Edit Published Narrative .............................................................................................................. 141

Master Plan Narrative Settings .................................................................................................... 141

Select Reports .................................................................................................................................... 142

View Reports In ............................................................................................................................. 142

Select Reports for Export .............................................................................................................. 142

Other Report Tools ........................................................................................................................ 143

Master Plan Report Settings ......................................................................................................... 143

Filter Reports (Optional) ................................................................................................................. 145

Filter Reports on Sectors and Drilldowns .................................................................................. 145

Filter on Plan Groups and Rollups (Master Plans) ................................................................... 146

Publish (to BALANCEhub) Settings ............................................................................................. 148

Publish Plan tab—Allow BALANCEhub Access ....................................................................... 148

User Settings Tab—Add Users to BALANCEhub ..................................................................... 148

Email Users Tab—Notify BALANCEhub Users ........................................................................ 149

Import BALANCEhub Users ........................................................................................................ 150

Delete BALANCEhub Users ......................................................................................................... 150

Other Options ................................................................................................................................ 150

Master Plan BALANCEhub Settings ........................................................................................... 151

EEO-1 Reports ................................................................................................................................... 152

Report Information ........................................................................................................................ 152

Table of Contents

BALANCEaap User’s Guide vii

VETS-100 Reports ............................................................................................................................. 154

Report Information ........................................................................................................................ 154

SYSTEM TOOLS (FOR ADMINISTRATORS) ............................................................................... 157

System Tools Menu Overview ....................................................................................................... 157

Auto Census Coding Rules ............................................................................................................. 158

Clauses ............................................................................................................................................ 158

EEO Categories .............................................................................................................................. 158

Recruitment Areas ............................................................................................................................ 159

Manage Recruitment Areas.......................................................................................................... 159

Aggregate Census Codes ................................................................................................................. 160

Create Aggregate Census Codes ................................................................................................. 160

Apply Weight to Codes ................................................................................................................ 160

Delete an Aggregate Code ........................................................................................................... 160

BALANCEworks User Management ............................................................................................. 161

Create User and Grant Access to BALANCEaap ...................................................................... 161

Import a BALANCEworks User ................................................................................................... 162

Edit the User ................................................................................................................................... 162

Deactivate the User ....................................................................................................................... 162

Manage Password Settings .......................................................................................................... 163

BALANCEaap User Management ................................................................................................. 164

BALANCEaap Users List .............................................................................................................. 164

Determine BALANCEaap Plan Access ....................................................................................... 165

Interactivity with BALANCEhub ................................................................................................... 167

Default BALANCEhub File Types ............................................................................................... 167

Display User Instructions ............................................................................................................. 167

BALANCEhub Email Settings for BALANCEaap ...................................................................... 168

Mail Format .................................................................................................................................... 168

From Field ...................................................................................................................................... 168

Template ......................................................................................................................................... 168

BALANCEhub Report Groups for BALANCEaap ...................................................................... 169

Add a Custom Report Group ...................................................................................................... 169

Edit an Existing Custom Report Group ..................................................................................... 169

Change Name of a Custom Report Group................................................................................. 169

Revert to Default Report Groups ................................................................................................ 169

Delete a Custom Report Group ................................................................................................... 169

Order Report Group or Reports .................................................................................................. 170

BALANCEhub Publish Groups for BALANCEaap .................................................................... 171

Select Default Publish Group ....................................................................................................... 171

Edit an Existing Publish Group ................................................................................................... 171

Change Name of Publish Group ................................................................................................. 171

Delete a Publish Group ................................................................................................................. 172

Table of Contents

BALANCEaap User’s Guide viii

Salary Access .................................................................................................................................. 172

BALANCEhub Additional Documents for BALANCEaap ....................................................... 172

Import .AAP or .AAB Files.............................................................................................................. 173

System Log ......................................................................................................................................... 174

About the System Audit Log ....................................................................................................... 174

Run System Audit Log Report .................................................................................................... 174

List of Figures

Figure 1. Universal Header Tools and Open Plan Tab ............................................................ 3

Figure 2: Match Tables Menus .................................................................................................. 43

Figure 3: Data Tables—Page Control Tools ............................................................................ 48

Figure 4: File Consistency Issues—Navigation and Tools .................................................... 56

Figure 5: Grade Reference Table Tools .................................................................................... 61

Figure 6: Factor Weights Screen—Percent View .................................................................. 111

Figure 7: Narrative Template—Text Editor Toolbar ........................................................... 138

BALANCEaap User’s Guide ix

About this BALANCEaap User’s Guide

The BALANCEaap User’s Guide is designed to assist you through the basic steps of creating an

Affirmative Action Plan (AAP) in BALANCEaap from start to finish.

What the guide covers:

Required steps for completing a Regular Annual Affirmative Action plan or Update Plan

Key points, recommendations, and time-saving tips

Page controls and other buttons that control common functions

Optional steps that provide additional management and reporting capabilities

Specific settings that apply to Master Plans and associated sub-plans*

System Tools for user management, security, and report distribtion settings

Basic steps needed to complete the EEO-1 and VETS-100A reports

*Because many tools are common to all plan types, please familiarize yourself with the

Regular Plan tools before reading about Master Plan settings.

This guide will not describe all system messages or every BALANCEaap setting, option, and

shortcut that can be used to complete a task. The manual is not intended to take the place of

thoroughly reading and understanding the governing regulations.

If you have any suggestions about the User’s Guide, please send them to:

[email protected].

How this User Guide is Organized

The software (and this User Guide) are organized in a step-by-step fashion. An overview of these

steps is provided in Table 1 below.

We have included Quick Tips for key topics that offer shortcuts and helpful hints, while figures

are provided for key screens as reference.

If you are using the electronic version of this guide, the Table of Contents is hyperlinked. In

addition, cross-references are located throughout the text are linked to related topics. Keep the

Bookmarks menu open in Acrobat to aid in navigation.

mailto:[email protected]

About This Guide

BALANCEaap User’s Guide x

New!

IWD/Veterans Function

BALANCEaap version 3.0 includes a new IWD / Veterans area,

accessible from the side navigation menu, to help you distill and

analyze data for individuals with disabilities (IWD) and Veterans.

Complete instructions are available in this User’s Guide under

Step 7: Develop IWD / Veteran metrics.

The requirements for IWD/Veterans analyses also impact the following BALANCEaap task

areas:

A. Narratives

As shown below, the Reports > Narratives page in the Reports area has been revamped to

include separate Templates for IWD and Veterans.

Note: When older plans are opened, the IWD/Veterans function is not accessible. That plan

will display Narratives with the combined Veterans/Disabled template used previously.

B. Select Reports

The Select Reports page now includes the following AAP reports:

Data Collection for Individuals with Disabilities

Data Collection for Protected Veterans

Individuals with Disabilities Utilization Goals

Veteran Benchmarks for Hiring Analysis

Where necessary, other BALANCEaap functions have also been updated to reflect the new

requirements, including Veteran and IWD updates reflected in Data table screens.

A

B

About This Guide

BALANCEaap User’s Guide xi

Table 1. Quick Reference Guide to BALANCEaap

Step Software section Sub-section

Step 1 Home

Step 2 Plan

Review and edit basic plan details.

(Master Plans) Establish Plan Codes.

(Optional) Set up Drilldowns to organize reporting with the plan.

(Optional for Master Plans) Set up Plan Groups and Rollups to organize reporting.

Plan Information

Plan Codes

Protected Classes

Plan Settings

Reporting Levels

Step 3 Data

Import and review data.

Initiate a system scan to locate errors and inconsistencies in the data.

Resolve identified data issues.

Import

Errors

File Consistency

Reference Tables

Data Tables

Advanced

Step 4 Reporting Structure

If you have chosen the Organizational Display, develop the Department Hierarchy.

(Optional) Create Sectors to organize reporting.

(Optional for Master Plans) Review Rollups that are created to organize reporting

Department Hierarchy

Sectors

Rollup Verification [Master Plan only]

Step 5 Availability

Develop external Recruitment Areas. Review and assign census codes to identify applicant pools.

Identify and weight internal sources of candidates.

Calculate total Availability.

External (Factor 1)

Internal (Factor 2)

Factor Weights

Step 6 History

Select the prior year’s plan that links to the current plan or develop an alternative History Source.

History Source

Sub Plan History Source [Sub Plan

only]

Step 7 IWD / Veterans

Review and edit benchmarks for utilization of individuals with disabilities and hiring of Veterans. Select data sources to be used in the analyses.

Hiring Overview

IWD Analysis

Protected Veterans Analysis

Step 8 Reports

Customize plan Narratives; determine report settings; and view, export, and print plans and reports.

Export Settings

Filter

Narratives

Select Reports

Publish Settings

EEO-1

VETS-100

BALANCEaap User’s Guide 1

Getting Started

Logging In

Using Internet Explorer or Mozilla Firefox, go to https://works.baiworks.com, and enter your

email address and password on the login screen.

First-time Users

Your BALANCEaap administrator will provide you with login instructions and may direct

you to use the Forgot your password? link to set up a password, as described below.

Forgot Your Password?

If you have forgotten your password (or you are a first-time visitor), click the link on the

bottom right for Forgot your password? Enter your email address, and the system will send

you an email message, containing a link to a secure BALANCEworks page. Follow the

prompts to reset your password within one hour of receiving the message.

Once you’ve logged in, click on the BALANCEaap product button: Go to AAP.

Note: BALANCEhub will be used for viewing and sharing information from the completed

plan. Other product buttons may also be available if your company has purchased additional

software.

https://works.baiworks.com/

Getting Started


Getting Oriented to BALANCEaap Plan Tabs

After clicking on the Go to AAP link, the next screen will show you a series of tabs below the

toolbar that will be used to manage your company’s plans.

Recent Plans Tab

BALANCEaap’s entry screen is the Recent Plans tab. Once you create a number of plans, the

Recent Plans will display up to five of the most recent plans.

Quick Tip: Return the Recent Plans page from any screen by selecting the Plans button

from the page header (Figure 1).

Plan Type Icons

Each plan will be labeled with an icon on the far right, indicating plan type:

—Annual Regular Plan (single)

—Annual Master Plan (contains data for all sub-plans listed below it)

—Annual sub-plan (tied to Master Plan shown above it)

—Update Regular plan (single)

—Update Master Plan

—Update Sub-plan

Definitions of the plan types are available further along in this chapter.

Open Plan Tab

Under the Open Plan tab, you will see a list of all the plans that have been created, identified by

Plan ID, Plan Name, Plan Date, and a plan type icon. BALANCEaap will maintain all of your

plans and allows you to easily access them through this screen:

Figure 1. Open Plan Tab

Clients Tab (Multi-account Users)

Should your parent company choose to have separate company accounts for different

subsidiaries, and should you have access to more than one company’s plans, under the Clients

tab, you will be able to select which company’s plan(s) you want to access.


Limit list to plans

you created

Click to open plan

Access to Recent Plans,

Create Plan, Delete Plan

Plan type / In use

Inline Help

Search

Sort

Quick access to

Recent Plans

Universal

header tools

Figure 1. Universal Header Tools and Open Plan Tab

Getting Started


Create Plan Tab

The Create Plan screen is the starting point for building your AAP(s). There are different types

of plans you can create, based on how many plans you need and how your data are

organized—as well as the reporting period for which you are creating a plan. Below is an

explanation of the different types of plans and when each should be used.

Plan Type Definitions

Annual Regular Plan

The Annual Regular Plan should be completed on an annual basis for one location. An

organization with multiple locations that operate as distinct entities—or use separate HRIS

data collection—may benefit from having separate plans for each location.

Annual Master Plan with Sub-plans

Organizations with multiple locations that share the same data collection methods and a

common data set can benefit from the time-savings and consistency offered by an Annual

Master Plan, which is organized by location into sub-plans.

Regular Update Plan

Master Update Plan with Sub-plans

An Update Plan is created at an interim point during the plan period to analyze personnel

activity and monitor progress towards any placement goals established in an Annual Plan.

An Update Plan can be created for any period of time, such as monthly, quarterly, or a semi-

annual, and you can create as many Update Plans as necessary.

Delete Plan Tab Should you choose to delete any of your plans, click on the Delete Plan tab, select the plan or

plans you wish to delete by checking off the boxes to the far left of each plan, and then click the

Delete button.

Renew Subscription Tab

Access to BALANCEaap is based on an annual subscription fee. You can renew your

subscription from within BALANCEaap by clicking the Renew Subscription tab.

First, you will see a list of your active subscription dates under the Current Subscriptions

section. Under the Renew Subscription menu, your Annual Plan date will be listed, along with

the employee count and your renewal price, which is based on the total Number of Employees

in your company. To see the plans we used to calculate this total, click on the Details link next

to the Number of Employees. Click the Submit button to process your renewal.


STEP 1: CREATE PLAN

Create Plan Tab

The plan development process begins on the Create Plan tab with answering some basic

questions about the plan. Any information or selections made here can be changed after the

plan is created, with the exception of selecting to create multiple plans versus a single plan.

Plan Type

Select Annual or Update

Select whether you are creating an Annual Plan or an interim Update Plan.

Plan Dates

Enter Plan Date

The plan date for an Annual Plan is the effective date your AAP begins. The date can be any

date you choose. You may consider a date that corresponds to your organization’s business

cycle, coincides with other HR programs, or occurs when the HR department is the least

busy.

The plan date for the Update Plan is the date you choose to evaluate the progress you have

made towards meeting your goals set in the Annual Plan. You must complete at least a six-

month update to your Annual Plan. If, for example, you have a January 1, 2013 Annual Plan,

your Update Plan date (if completed at the six-month point) will be July 1, 2013.

Step 1: Create Plan


Enter Personnel Action Date Range

The personnel action date range for an Annual Plan will be the 12-month period prior to the

Annual Plan’s effective date. For example, a January 1, 2013 plan would cover a personnel

action date range that runs from January 1 through December 31, 2012.

For an Update Plan, the personnel action date range will run from the Annual Plan date to

the date preceding the Update Plan’s effective date. For example, if an Annual Plan is

effective January 1, 2013, the six-month Update Plan would be dated July 1, 2013; and the

Update’s personnel action date range would run from January 1 through June 30, 2013.

General Information

Enter General Information

Company Name: Enter your company name as you would like it to appear on the plan’s

reports. The company name used to establish your account will be pre-populated here, but

you can change it for the specific plan you are creating.

Plan Name: The plan name should include the effective plan date, as well as whether it is an

Annual Plan or an Update Plan. For example, if you are creating a January 1, 2013, Annual

Plan your plan name will be “January 1, 2013, Annual Affirmative Action Plan.” This field

will be pre-populated, based on the date entered as the Plan Date in the menu above.

Establishment Name: For your establishment name, you may use a geographical location—

for example, “Vienna, VA.”

If you are creating a Master Plan that will be broken down into multiple sub-plans, the

Establishment Name for the Master Plan should be entered as “Master Plan” or similar text.

Later in the process, you can input the specific Establishment Name for each sub-plan (see:

Plan Codes).

Step 1: Create Plan


Multiple Plans

Will you be creating multiple sub-plans from a Master Plan data set?

Select Yes, if you have multiple establishments, and the data for all establishments can be

downloaded into a single Master Plan data set. This Master Plan will then be broken down

into multiple sub-plans later in the process.

Select No, if you are creating a single plan from your data set for one location.

Availability

Will you be using zip code information in your roster to determine Recruitment Areas for

your Job Groups?

Later in the process of developing your AAP(s), you will define geographic Recruitment

Areas for each job group. One option is to use zip code information from your current

employee roster. If you want to use zip code information to build the Recruitment Areas,

select Yes here.

If you select No here, you will have other options for defining Recruitment Areas, using

External Availability tools.

Step 1: Create Plan


Do you want to use 2000 census data or EEO 2006-2010 ACS Tabulation data for external

availability?

BALANCEaap includes both data sources for calculating External Availability. You can

select from the Create Plan screen which census data source you would like to use. You will

have the option to change this selection under Plan Settings or External Availability.

Important Note: 2010 census codes are required for plans dated January 1, 2014 and

later.

If HRIS data contains 2000 census codes, select the 2000 census data source. After importing

data, you can switch the census data source to 2010, and BALANCEaap will provide tools to

aid you in translating the codes. For more information, see Plan Settings and Import Data.

Prior Year’s Plan

Do you have a prior year plan in BALANCEaap or BALANCEaap?

Indicate whether you have an Annual Plan from the prior year. The prior year’s plan is used as

the starting point, or History Source, to evaluate progress on placement goals set previously.

Option 1

I do not have a prior year plan in BALANCEaap or BALANCEaap Web.

If you do not have a prior year plan that was created in BALANCEaap client server or

desktop or BALANCEaap Web, select Option 1. Later in the process, you can select an

alternate method for entering the History Source.

Step 1: Create Plan


Option 2

I want to use a prior year plan from BALANCEaap Web.

If you have a prior year plan created in BALANCEaap Web, check Option 2, and select

the plan from the Company, Establishment, and Plan drop-downs. Then select the

elements to import from the prior plan:

Reference Tables

Availability Settings

Narratives (and Tags, Templates, Settings)

Note for Update Plans: An Update Plan must be associated with the correct Annual Plan

on this screen. Using a calendar-year example, the prior year plan for an Update Plan,

dated July 1, 2013, would be the Annual Plan, dated January 1, 2013. Update plans will

display only the option to import: Reference Tables.

Option 3

I want to import a prior year plan from a BALANCEaap file.

If you have a prior year plan that was created in BALANCEaap’s client server or

desktop versions and available as a file, select Option 3. Once you finish the Create Plan

screen and hit the Create button, you will be prompted to locate the BALANCEaap file.

Please refer to instructions for: System Tools > BALANCEaap Import.

Step 1: Create Plan


Individuals with Disabilities and Veterans

Most users will want to retain the default selection to include analysis on individuals with

disabilities and protected Veterans, a setting required as of the 2015 plan year.

EEO Schedule

Select EEO Schedule from the following options, based on your organization type:

1 - Private

4 - Governmental

5 - Educational (Elementary & Secondary Education)

6 - Educational (Postsecondary Education)

IPEDS [Integrated Postsecondary Education Data System]

Audit Status

To use audit status as a filter option for the BALANCEhub report distribution display, check the

box for: Is this plan under audit?

Once you have completed making selections on the Create Plan screen, click the Create button

at the bottom of the page.

Step 1: Create Plan


Home Page and Tools

After clicking the Create button, you will be brought to the plan’s Home page, which provides

access to plan development steps. The side navigation menu displays the steps, or task areas, in

the order of suggested completion. Additional access to the steps is provided through task area

titles, located in the body of the page.

Side Navigation Menu

(Please review Table 1: Quick Reference Guide for a description of each step.)

When a menu title is selected from the side navigation menu, a sub-menu will appear, listing the

tasks within that step. For example, when you click on Data, the following sub-menus will

appear:

Each task area’s home page will look similar to the Home page screenshot above, but titles in

the body of the page will reflect the tasks within the step.

Step 1: Create Plan


Help System

In addition to this User’s Guide, you can click on the Help button in the page header

(shown above) to obtain the following types of inline assistance:

Documentation Provides a full text of information for the screen you are working in.

On Screen Help Provides a quick explanation of certain fields, menus, and buttons found on each screen.

Video Tutorial Provides a short video demonstration of particular tasks within the particular section you

are working in.

“Guide Me”

For the BALANCEaap sections shown in the table below, a Guide Me button is

available on the section’s Home page that will initiate step-by-step support to complete the

activity. Simply click the button, and follow along.

A check mark in the Guide Me icon will indicate the section was completed.

Those who are familiar with BALANCEaap may choose to skip the Guide Me wizards and

complete each task through the standard interface.

Table 2. Where Guide Me Help is Available

Data Errors

File Consistency

Reference Tables

Reporting Structure Department Hierarchy

Availability External Availability

Internal Availability

Factor Weights

Reports Narratives

Step 1: Create Plan


The Companion Report Reference Guide

BALANCEaap offers an extensive range of reports for output—from required reports for an

AAP to audit plan reports and supporting reports that show calculations.

For information and sample reports, click on: Help > Documentation. Then from the

Help side navigation menu, select Additional Information > Report Reference Guide.

Status Bar

A status bar at the bottom of the page will indicate the plan you are currently working in, your

plan permissions, and a button on the right to Close Plan.

Plan Activities

At the bottom of the Home page is a section called Plan Activities. Under Plan Activities, there

are three function buttons.

Use the Recalculate function to refresh all calculations and reports in your plan. This function

can be useful if you are questioning the results of a report or data on a page. Also, some

program errors can be caused by a plan that is not fully calculated. Recalculating a plan can

often resolve these errors.

The Validate button activates a scan of system data to report on data and reference table errors.

Please note that validation will occur automatically when you are working in the plan.

The View Plan Log button activates display of the Plan Audit Log. This report lists

activities associated with the plan. You have the option to filter by dates and/or by user.

Step 1: Create Plan


Plan Backups

Clicking the Add Backup button will save your plan in its current state. You can then revert to

this fall-back point at any time, if necessary. For Master Plans with sub-plans, this function is

only available in the Master Plan. You can have up to two backups per plan. To delete a backup

to make room for another, click the Remove Backup button.

To revert the current plan to the back-up point, click the Restore Backup button. Please

note that any changes made since the backup was created will be lost.

Run in the Background

Because certain functions and calculations may take some time to complete, the system will

display a progress bar will appear for those processes. Where feasible, the system will allow

you to choose Run in the Background. The system will display a notification message when the

calculations are complete.

Notifications

Accessible from the page header, the Notifications list houses information on recent plan

calculations and applicable processes that were Run in the Background. A Check mark to

the right of an activity indicates that the activity is complete.

Last Activity Panel

A description of the last activity performed is displayed at the top of the Home page.

Save Warning

A Save button is available on at the bottom of most BALANCEaap pages. If you attempt to leave

a page where changes were made without saving them, the system provides an alert, requesting

whether you want to stay (and save any changes) or continue on to another BALANCEaap page.


STEP 2: CUSTOMIZE PLAN INFORMATION AND STRUCTURE

Plan Section Checklist

From the side navigation menu on the right, click Plan to access the following activities:

Plan Information

Validate plan date and personnel action date range

Validate General Information

Confirm EEO Schedule

Plan Codes—For Master Plans Only

Create a record for each sub-plan of this Master Plan

Select whether each plan will use your corporate Job Groups or the EEO job group

structure

Protected Classes

Select the reporting groups to be included in reports

Plan Settings

Verify the settings that will be used in various reports

Verify the census data source to be used to calculate External Availability

Reporting Levels—Not Required for the AAP

Create up to five new Drilldowns for reports or enable three existing Drilldowns

Create up to five Rollups for reports from a Master Plan

Step 2: Customize Plan Information


Validate plan date and personnel action date range

Validate General Information

Confirm EEO Schedule

Plan Information

Listed on the Plan Information screen is the information entered on the Create Plan screen.

Should you need to change any of the information, you can make your edits to this screen.



Create a record for each sub-plan of this Master Plan

Select whether each plan will use your corporate Job Groups or the EEO job group structure

Plan Codes (Master Plans)

Plan Codes are unique identifiers for sub-plans within a Master Plan. Each data record must be

assigned a Plan Code so that BALANCEaap can tie the record to the proper sub-plan. After a

Master Plan is added to the system, a Plan Codes sub-menu displays on the side navigation

menu.

This chapter describes how you can Add or Import the Plan Codes, using buttons in the upper

toolbar, and define the Company, Establishment, and other information for each code.

Instructions are also provided to Delete or Edit an existing Plan Code.

The Plan Code list must be established before importing data into the Master Plan. Here is what

a sample Plan Code list looks like:

Notes: The Corp entry in the Job Group column is the default Job Group structure and can be

changed as described below. Entries in the Roster column are determined once plan data are

imported.



Add Plan Codes

By clicking the Add button, you can enter information for each plan code. The following fields,

marked with an asterisk, are required:

Plan Code—Enter a simple, unique identifier for the sub-plan.

Company—Enter your company name as it should appear on plan reports—this field

will default as the company name for the Master Plan, and you can change the company

name for a sub-plan, if applicable.

Establishment—For Establishment name, you may use a geographical location—for

example, “Vienna, VA”.

Entering City, State, County, and Zip information is useful when determining the Recruitment

Area for each sub-plan later in the plan process.

Check the box for Functional Plan if that applies for any plans that are not location-based, per

an agreement with OFCCP.

Click Save at the bottom of the page to save the information. Add additional sub-plans to the

Plan Code list, as necessary.

Import Plan Codes

Using the Import button, you can bring in Plan Code information from another source.

Import from External File

To import Plan Codes from an external file, select External file.

Note: The Plan Code table may be imported from the same file that contains other Master

Plan Data and Reference tables.

From the File Type menu, choose the version of Microsoft Excel, Microsoft Access, or Text. If

your file does not contain column headers (most will), uncheck the First Row Headers box.

Click Browse and locate the file. Highlight it in the Browse window and click Open, and the

file is added to the Upload file list.

From the Plan Code menu, select the Excel sheet that contains the Plan Code table. Under

Match Fields, select the columns in the Excel sheet that correspond to the columns in

BALANCEaap. Review the Preview of Data at the bottom of the page. Click Next.

Click Next, followed by Import Plan Codes, to complete the operation. The codes imported

will be added to the Plan Code list.



Import from an Existing BALANCEaap Plan

If you have a Master Plan already stored in BALANCEaap, you can import its Plan Codes.

Select Existing Plan, then select the Company, Establishment, and Plan from the drop-

downs, and click Next.

Click Import Data to complete the process. The codes imported will be added to the Plan

Codes list.

Edit a Plan Code

Click the Edit icon for a sub-plan.

Quick Tip: After importing a Plan Code list that includes codes for functional plans,

edit one or more Plan Codes to identify those plans.

Delete a 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, you can access use data tools in Errors to update the affected records.

Data for the Plan Code are to be deleted. You can access Errors to delete the data.

Determine Job Group Structure for Sub-plans

For a Master Plan, the Job Group structure currently set for each sub-plan is identified on the

Plan Codes list in the Job Group column: Corp indicates corporate structure, the default setting;

EEO indicates EEO structure.

The Corp job group structure is warranted when your organization has Job Groups staffed at

multiple levels within each EEO category (e.g., executives in Job Groups 1A, 1B, and 1C). If

some of these levels at the sub-plan level will have too few records for meaningful analysis,

they can be combined later, using the sub-plan’s Job Code table.



For smaller locations with too few employees within the EEO categories to warrant dividing

them into levels, the EEO structure is advised.

On the Plan Codes list, a sub-plan can be set to EEO by clicking the link in the Job Group

column entry for that sub-plan. Doing so will bring up a window where you can select the

desired structure. Click Save to apply the change.

Search for Plan by Plan Code

The Search field performs searches on the Plan Code column. Enter text, click Search, and

BALANCEaap will display only those plans whose Plan Codes match the Search criteria. Click

Clear to display all Plan Codes.



Select the reporting groups to be included in reports

Protected Classes

Select Protected Classes for Reports

Check off the groups to be analyzed and included in plan reports. As required for the AAP,

BALANCEaap will have Total Minorities and Females selected by default. Check off other race

categories as needed for additional analyses, and click the Save button.

Total Minorities consist of every race in the plan’s Race Code table that has been designated as

Black, Asian, Pacific Islander, Hispanic, American Indian, or Other Minority.



Cascade Master Plan Protected Classes to Sub-plans

Check the box for: Yes. Apply changes to my sub plans. Then click Save.



Verify the settings that will be used in various reports

Verify the census data source to be used to calculate External Availability

Plan Settings

Plan Settings Tab

The Plan Settings screen displays two tabs:

Plan Settings (Adverse Impact, Monitoring, and Desk Audit Analysis calculations)

Availability Calculation Settings (Census data source, Statistics Settings, and quick

factor weighting options)

The first tab is described first, while the second tab is described later in this chapter.

Adverse Impact

On the Plan Settings tab, you can change the statistical settings and thresholds used to calculate

Adverse Impact. Because BALANCEaap uses the most current OFCCP statistical settings and



thresholds available at the time of software development, changes should only be made after

careful consideration or discussion with a consultant or attorney.

Quick Tip: Restore the recommended settings by clicking the Reset to Default button.

Statistical Analyses Thresholds

Minorities and women are considered “protected” classes. Therefore, statistical analyses are

used to determine the significance of Adverse Impact on them. The preferred statistical

method is to calculate the “Standard Deviation.” For smaller groups, however, the “Fisher’s

Exact Test” is more accurate. By default, Job Groups containing less than 30 records will use

the Fisher’s Exact Test.

Adverse Impact compares the selection rate of one group to the selection rate of another. By

default, minorities (as a whole or by individual race) are compared to whites, and women

are compared to men. After protected employees are compared with their non-protected

counterparts, the class with the better outcome is considered “favored.”

Standard Deviation calculations of 2.00 or greater, or Fisher’s Exact Test results of .025 or

lower, are typically considered statistically significant. These values should not be changed

unless advised by a statistician or attorney.

The Approaching Threshold and Threshold are set for Standard Deviation and Fisher’s

Exact to provide warnings when Adverse Impact for a group is nearing or meets the

significance point, respectively. The Adverse Impact reports will indicate these results.

To make changes to the Adverse Impact settings, enter the desired value into a field.

Favored Group Threshold

By default, a check box indicates the system is relying on the following parameter:

For favored group calculations threshold, make sure a protected class has 2% representation

before considering them as the favored group.

Click Save, the button at the bottom of the page, if changes are made.



Monitoring

In a prior year’s plan, goals may have been set to address areas of Adverse Impact. This will

require personnel action data in the current plan to be analyzed for progress towards goal

attainment.

Use the Monitoring menu to select what data will be used in the analysis. By default, the New

Hire and Promotion Data tables are preselected. You may check the box to include Transfer

data (or exclude other data by deselecting the appropriate box). These settings will determine

how calculations will be presented on the Goal Attainment report.

Click Save at the bottom.

Compensation Desk Audit

The Desk Audit report replicates the preliminary compensation analyses that OFCCP has used

to determine if further investigation is warranted. You may review the report’s settings and

make changes to how this report compares the salaries of protected and non-protected

employees in each job group.

Include Groups Marked as No Comparator

Groups in which there are no comparators to a class (i.e., the group contains only minorities

or only non-minorities) are typically excluded from the calculations. To include these Job

Groups, navigate to the question: Would you like to include Groups marked as No

Comparator? Then check the box for: Yes, include groups marked as no comparator.

Acceptable Difference Thresholds

By default, the Percentage of acceptable difference is 2.00%. This means if the average

salaries for the protected and non-protected classes in a job group differ by 2% or more, the

class with the higher average is considered “favored” in that job group.



Include Summary

To include totals in the Desk Audit reports, navigate to the question: Would you like to

include the summary in the Desk Audit reports? Then check the box for: Yes, include

summary.

Click Save at the bottom to save your changes.

The OFCCP Flags Job Groups when

The settings here reflect OFCCP guidance at the time of software development, and in the

default view for most users, they are not editable. It is recommended that these settings not

be changed.

1. Number of protected employees is more than 30.

2. Percentage of protected employees is more than 10.00%.

3. Ratio of protected vs. non-protected [equals or exceeds] 3.00.

Cascade Plan Settings to Sub-Plans (Master Plans)

All settings changed here can be cascaded down to the sub-plans by selecting Yes and checking

off the sub-plans, then clicking Save.



Availability Calculation Settings Tab

The second Plan Settings tab is Availability Calculation Settings, containing three menus that

are described on the following pages:

External Availability Source—Review and change the census data source.

Statistics Settings—View and edit the standard settings for calculating Availability.

Quick Weight Options—Calculate the percentage of external hires versus internal

entrants to Job Groups.

External Availability Source

The External Availability Source menu will be preset to the one of the following two sources, as

selected on the Create Plan screen:

2000 Census Data and Occupation Codes

EEO 2006-2010 ACS Tabulation Data and 2010 Occupation Codes (required for plans

dated January 1, 2014 and later)

If you change the census data source, two related menus will appear, as shown below:

For more information about the census data source, see the chapter on External Availability.



Choose Options to fill in missing Occupation Codes

When switching from 2000 to 2010 census codes, indicate how the system should translate

the codes. Once the system performs the translation, you can edit the assigned census codes,

using External Availability > Census Coding tools.

Quick Tip: This function is useful when creating a new plan that will rely on 2010 census

occupation codes from a previous plan that relied on earlier codes.

There are two options:

Crosswalk—The source of the Crosswalk is from the U.S. Census Bureau at:

http://www.census.gov/people/eeotabulation/documentation/. If you choose the

Crosswalk option, you can review this list to see how your 2000 census codes will be

matched.

Auto Census Coding—The sytem will replace the census codes on the stored Job Code

table with census codes from the selected census data source, using key words in the job

title and the EEO category.

Choose Options to Translate Recruitment Areas

Because there are some differences in how the geographic regions were defined in the 2000

and 2006-2010 census data sources, select one of two options:

Translate Recruitment Areas for each of the selected region types.

Do not translate the Recruitment Areas.

If you select the first option, check off each 2000 region type that you want translated – US

Summary, State, MSA, and County Set. If you choose the second option, the Recruitment

Area for all Job Groups will be defaulted to the United States. You can return to the External

Availability screen and create and select new Recruitment Areas for each job group.

Statistics Settings

As mentioned previously, BALANCEaap relies on Standard Deviation for statistical

calculations involving Job Groups with adequate numbers records. By default, Job Groups

containing less than 30 records will use the Exact Binomial test.

http://www.census.gov/people/eeotabulation/documentation/



The Approaching Significance Threshold and Significance Threshold are set for Standard

Deviation and Exact Binomial to provide warnings when underutilization for a group is

nearing or meets the significance point, respectively. The Incumbency vs. Availability report

will indicate these results.

These values should not be changed unless advised by a statistician or attorney. To make

changes to any of these values, enter the desired value into the field, and click Save at the

bottom of the page.

Quick Weight Options

By default, BALANCEaap uses new hire and promotion data to calculate the percentage of

external hires versus internal entrants to Job Groups. To include transfers in this calculation,

check the box for: Use both promotions and transfers when calculating new entrants into Job

Groups.

Import External Availability Settings

Click the Import button at the bottom of the page to display the Import Settings menu. Here,

select the plan to use by Company, Establishment, and Plan names. Initiate the process by

clicking Import.

Cascade Master Plan Availability Settings to Sub-Plans

All settings changed here can be cascaded down to the sub-plans by selecting Yes, checking off

the sub-plans, and clicking Save.

If you have imported External Availability settings, you can also use the Import Settings menu

to determine whether to cascade those settings to sub-plans.



Create up to five new Drilldown levels for your reports, or enable three existing Drilldowns

Create up to five Rollup levels for your reports from a Master Plan

Reporting Levels (Optional)

Using Reporting Levels, you can customize AAP reporting to match your organization’s

structure by creating:

Drilldowns to represent smaller units within a plan, based on existing (standard) or

new (custom) fields

(Master Plan only) Rollups to assemble and display information above the sub-plan

level

(Master Plan only) Plan Groups to organize plans into sets by establishment/Plan Code

Drilldowns

About Creating Drilldowns from Existing Fields

The system supplies the following Drilldowns that derive from standard AAP data fields:

Department (System provided, and cannot be edited)

Job Group

Grade*

Job Title

Once a Drilldown is created from an existing field, it cannot be deleted for that plan.



*A field for Grade will be available if included in plan data. To create a Grade Drilldown,

make sure a Grade Reference table is imported and a Grade field is included in the data.

Below is a list of two Drilldowns, based on Department and Grade:

About Creating Drilldowns from New Fields

Up to five custom Drilldowns can be identified by name and associated with a Reference

table and data Field. Some examples of Drilldowns include: store number, branch location,

manager, and discipline.

The sample list below for a Master Plan displays two Drilldowns that represent Functional

Unit and Product Group:

The custom Drilldown name corresponds to the Reference table name. Likewise, the Field

name corresponds to a column header on the Reference and Data tables.

For example, if you create a “Branch Location” Drilldown, Branch Location will be added to

the Reference Tables > Select Table menu. If “Branch Number” is the specified Drilldown

field, Branch Number becomes a column header in the Branch Location Reference table and

all Data tables.



Quick Tip: Add the custom Drilldown to the system prior to importing Reference or

Data tables.

If a custom Drilldown is added after data has been imported, BALANCEaap will scan the

system’s user fields and attempt to match the Drilldown name to an existing field.

For instructions regarding creating user fields, refer to: Data >Advanced Options.

In addition to specific instructions for Importing Drilldown Reference Tables, see the full

instructions for Step3: Import Data and Correct Errors.

Add a Drilldown

1. Click the Add button under the Drilldown tab, and the Create Drilldown window

will appear.

2. Enter the Drilldown name to indicate the area of focus (e.g., Functional Unit,

Department Manager).

3. Choose the Field:

a. Choose Create New Field., and enter a name for the field.

Note: The Drilldown and Field names may be the same.

OR



b. Choose Use an Existing Field, and from the provided drop-down menu, select

Job Group, Grade, or Job Title.

4. (Optional) Check the box next to the tagline: The drilldown will have sectors. Then

enter a Sector Name, which will then appear in the Sector Name menu on the

Sectors page. (For more information, see the Sectors chapter. If Sectors are to be

limited to the default Department Drilldown, they may be created there later.)

5. Click Save.

When you are ready to Select Reports at plan completion, you can filter the reports by

Drilldown. For more information on viewing reports by the Drilldowns, see the User

Manual section on Reports/Filter.

Other Drilldown Tools

To edit the Drilldown name, click the Edit icon next to the Drilldown Name. To delete a

custom Drilldown, click the Delete icon and confirm deletion. The default setting for an

added Drilldown is Active, but the system allows you to deselect this box to deactivate a

Drilldown.

If Drilldowns have been previously created in another plan, they can be imported.

1. Select the Import button from the upper toolbar.

2. Select the Import Source by Company, Establishment, and Plan names. Click Next.

3. Click Create Drilldowns.

Note: All Drilldowns previously stored in the current plan will be overwritten.

4. A Results screen will indicate the number of records imported and those dropped.

5. Select Go to Plan Home to continue working, or click Go to Drilldowns to view the

Drilldown list.

Plan Groups (Master Plans)

On entry to the Plan Groups tab, a list of sub-plans will appear for inclusion in Plan Groups to

aid in organizing reports via BALANCEhub. Use the provided radio buttons to check whether

to sort the list by establishment (default) or plan code.



Add a Plan Group

Enter a Plan Group Name in the provided field, and check off each sub-plan to include in

the group. Then click the Save button. A Plan Group list will displays in the left-hand

column. To create additional Plan Groups, click the Add button and proceed to naming and

identifying the group.

Other Plan Group Tools

As shown above, the lower toolbar also includes buttons to Import and Delete plan groups.

For those with a large number of plans or existing Plan Groups available in another

BALANCEaap plan, you may import Plan Groups. Click the Import button, select the Source

(External File* or BALANCEaap plan), and follow provided prompts. Choose whether to

Overwrite (replace) or Append (add to) current groups, and click Import Plan Groups.

*An External File must have columns with data entries for Plan Code and Group Name.

To remove a group from the Plan Group list, select it from the left-hand column, and click

the Delete button.

Rollups (Master Plans)

For a Master Plan and its associated sub-plans, Rollups allow the user to capture employee data

from several sub-plans to provide views by region, division, or country, for some examples.

Using the Reporting Levels / Rollups tab, you can create and name up to five Rollups, place

them in hierarchical order, and run reports to view each level as it is rolled up to the highest

level.



About Creating Rollups and Importing Data

The Rollup Name entered here must correspond to a column header name (e.g., Region) on all

Data tables stored in the system. Therefore, it is recommended that you create or plan the

Rollup prior to importing data. Make sure that the appropriate Reference table and data are

included and properly formatted.

Once a Rollup is created here and the Import process is initiated, the Rollup name will display

for selection on the Match Fields menu. However, because Rollup fields are not required, the

application will not send records to Errors or validate the data or codes listed in the Rollup

fields.

When a Rollup is created and the imported data includes appropriate Rollup information,

BALANCEaap will pull those records for the Rollup report, grouping them by the unique data

entries.

Add a Rollup

1. To add a Rollup in a Master Plan, go to the Plan menu and select Reporting Levels.

From the Reporting Levels screen, select the Rollups tab and click the Add button.

2. Using the Create Rollups window, enter the Rollup name. Then click Save.

3. A separate field will be added for each Rollup Level you create.

Create a Rollup Hierarchy

When multiple Rollups are created, you can place them in hierarchical order to view data by

multiple levels in that hierarchical order.

For example, if Rollups have been created for State (subordinate unit) and Region (parent

unit), reports can be run that display the Region as a whole or present each State as part of

its Region. Reports can also be run for other breakdowns, such as a single State.

1. From the Rollups screen, after adding each Rollup, place them in hierarchical order

from highest to lowest, using the Top/Up/Down/Bottom arrows next to each Rollup.

Note: The highest Rollup Level should appear at the top of the list and each successive

lower grouping below that.

2. Once the order is correct, click Save.



Other Rollup Tools

To edit the Rollup name, click the Edit icon next to the Rollup Name. To delete a Rollup,

click the Delete icon and confirm deletion. The default setting for an added Drilldown is

Active, but the system allows you to deselect this box to deactivate a Drilldown.

If Rollups have been previously created in another Master Plan, they can be imported.

1. Select the Import button.

2. Select the Import Source by Company, Establishment, and Plan names. Click Next.

3. Click Create Rollups.

Note: All Rollups previously stored in the current plan will be overwritten.

4. A Results screen will indicate the number of records imported and those dropped.

5. Select Go to Plan Home to continue working, or click Go to Rollups to view the

Rollups list.


STEP 3: IMPORT DATA AND CORRECT ERRORS

Data Section Checklist

From the side navigation menu, by clicking on Data you will be brought to the home page for the

Data section. From the Data screen, you can access the following activities:

Import

Import Reference tables from an Excel or other

external file or from an existing plan.

Import Data tables from an Excel or other

external file

Errors Update records that have invalid or missing

required fields

File Consistency Review file consistency issues that indicate

records may be missing or incorrect

Edit, delete, or add records to resolve these issues

Reference Tables Review the Reference Tables for completeness, and make necessary edits or changes.

Sequence the grades and job codes

Data Tables

Review each data table for completeness and accuracy

For the Roster table, make necessary edits or changes such as:

o Updating the Reports In, Reports Out fields, or Report to Plan field

o Updating the Annotation Only employees

o Updating the work location and the plan location

Assign supervisors on the Roster for the Organizational Display report

Compare Applicants hired to New Hires table

Advanced—Not Required for the AAP

Use advanced features to further modify plan data

o Export Data

o Batch Operations

o User Defined Personnel Actions

o User Fields

Step 3: Import Data


Import Reference tables from an Excel or other external file or from an existing plan

Import Data tables from an Excel or other external file

Import Data

About Importing Reference and Data Tables

The data set required for import into BALANCEaap will be comprised of two types of tables,

Reference and Data tables. Both types of tables are typically available from the Human

Resources Information Systems (HRIS), and the data set is best imported into BALANCEaap

from one Excel file.

Because the Reference tables “catalog” the data codes, they must be imported prior to bringing

in the Data tables. Both types of tables will be imported in a similar fashion.

Required and Optional Reference Code Tables for System Operation*

Required Optional

Job Group Grade (Workforce Analysis report, salary analyses)

Job Code Promotion Code

Department Transfer Code

Applicant Disposition Veteran Code ( VETS-100A reporting)

Termination Code Special Drilldown variable

*Important Notes: While you may import a Race Reference table for race and ethnicity codes

used in the Data tables, the system offers a matching menu for these codes. BALANCEaap also

offers a menu to confirm gender codes that exist in the Data tables.

Disability status does not require a Reference table for the AAP, as this status is reflected in

yes/no fields on the Data tables. However, while yes/no fields for protected Veteran status are

Step 3: Import Data


included on the Applicant table, Veteran codes are included on the New Hires Data table and

the Roster. (See also: Veteran Code Reference table and Data Tables.)

Required and Optional Data Tables for System Operation

Required Optional

(Employee) Roster Promotion Pool

Applicants Termination Pool

New Hires

Promotions

Transfers

Terminations

Inline HELP for Preparing Import Files

Before you begin importing, please review the following inline Help pages, under

Additional Information:

Reference and Data Tables

File Structure Details

To obtain Berkshire’s Data Requirements Guide and Excel Data Requirements Workbook outside

of BALANCEaap, contact Berkshire’s Product Support Team.

Auto-Matching by BALANCEaap

If the Excel sheets and columns are named similarly to the table and column names used by

BALANCEaap, the system will attempt to automatically match them on import. Preparing

your data using the provided instructions and templates will ensure that auto-matching

works most efficiently.

Review Job Code Table and Census Data Source

Before importing:

1. Review the Job Code table to determine whether the census occupation code field is

populated with 2000 census codes or 2010 census codes. (Plans created on or after

January 1, 2014 must use the newer data source.)

2. Check that the census data source used to populate the Job Code table matches the

one chosen as the External Availability Source when the plan was created.

If the 2010 census data source is selected for a Job Code table containing 2000 census

codes, the census code fields will be left blank on import. However, when you click on

External Availability screen, the system will assign 2010 census codes for you.

Step 3: Import Data


Import Reference Tables

1. Select the Reference Table Import Type

Select the Import Type, either External Data, Import from BALANCEtrak (if installed),

or Import from Existing Plan.

If this is your organization’s first plan in BALANCEaap, Reference tables are typically

imported from an External Data file (e.g., Excel). If you have created a plan on-line in

BALANCEaap before, and the Reference tables will be the same (or mostly the same),

you can choose Import from Existing Plan.

2. Select Tables from External Data

a. The Reference or Data menu displays. Confirm or click the button for Reference

Tables.

Step 3: Import Data


b. On the Tables menu, choose which tables to import.

Select table(s) by clicking and dragging the table(s) from the left field into the right

field. You can also click Select All to move all tables to the right, and click Unselect

All to move all tables to the left.

Click Next.

Quick Reminder: Some Reference table may not be included in the data set you are

importing because they are optional.

3. Upload Files

On the Upload Files screen, select the file(s) from which you will be importing data. You

can import all Reference tables from one file if you have an Excel workbook, with sheets

representing each table.

If the Reference tables are saved as separate files, they can be imported one at a time.

However, pay attention to the sequence of file imports because certain Reference tables

refer to information in others. The Job Group table must precede the Grade table and the

Job Code table. The rest of the Reference tables can be imported in any order.

Step 3: Import Data


On the Upload Files screen, under Choose File Type, select the type of file you are

importing. If your file does not contain column headers (most will), uncheck the First

Row Headers box. The following instructions are based on importing from Excel.

The process to import from an Access database is very similar. Instructions on importing

from a text file are covered at the end of these instructions.

After selecting the file type, click Browse, and locate the file. Highlight it in the Browse

window, and click Open; the file will be added to the Upload file list.

Click Add another file to include additional files in the same manner. After selecting

the proper file(s), click Next, which will initiate the file upload process.

The uploaded files will remain available for future selection. To delete a file from the

Upload list, click the Delete symbol adjacent to the file name.

4. Match Tables

On the Match Tables Options screen, select whether to view only those tables that the

system could not match or view all tables and fields.

Quick Reminder: Prepare your data, using the provided inline Help

documentation and templates under Additional Information, to ensure that

auto-matching functions most efficiently.

Step 3: Import Data


Quick Tip: If you are unsure whether tables and fields have been named

appropriately, or if you wish to review how the tables and fields will be matched,

check the box for “Show all tables …” and follow these remaining steps.

On the Match Tables screen, you can review how the Excel tables and fields have been

matched (or mapped or cross-walked), to the corresponding tables and columns in

BALANCEaap.

Figure 2: Match Tables Menus

This “matching” will be reviewed (and edited, if necessary) one table at a time.

In the menu header, the Current Table will be listed (e.g., Job Group). Select the file that

contains the current table from the File drop-down box. This box will be defaulted to the

first file added to Currently Uploaded Files list on the previous screen. If you uploaded

only one table, it will already be selected.

Table name

Source file and sheet

Matching by field

Step 3: Import Data


Then review the Sheet Name drop-down. BALANCEaap’s an auto-matching function

may recognize your sheet name (or the next sheet in order) and select it automatically.

Note: If you see “Sheet 1, Sheet 2, and Sheet 3,” these sheets were not named in the Excel

file. If you see duplicate sheet names, with one of the duplicates having a “$” at the end

of the name, select the one with the “$”.

Use the drop-down boxes to select each of Your Fields (from the right-hand column) to

match each of the BALANCEaap Fields (appearing on the left). Fields marked with an

asterisk are required. If any of Your Fields have been recognized by BALANCEaap, the

selections will already be made.

Click Next.

The system will proceed through all identified Reference tables. (If only table is being

imported from a single file, you will be taken directly to the Process Data step.) Repeat

the steps to match the file, sheet, and columns for each table.

5. Process Data

Once the tables are mapped, you have three options on the Process Data screen, the final

step.

Overwrite—This option will delete all records (if any) in the tables you are

importing and replace them with the records being imported. Use this option

when importing a table for the first time or if you are completely replacing a

table.

Note: The system requests confirmation before performing the overwrite process.

Overwrite Matching Records—This option will overwrite any record in the table

in which the primary key data matches a record being imported. The primary

key of any table is the field that must be unique for that table. For example, the

Job Code table’s primary key is the Job Code field. The Roster table’s primary

key is the Employee Number. Use this option if you have a partial list of records

that need to be imported into an existing table, but those records may already be

in the table.

Note: As the import occurs, the progress bar indicates what files are being

overwritten.

Append—This option will add the imported records to the records already in the

table. Use this option if you have records that need to be imported into an

existing table, and you are sure those records don’t already exist in the table.

Step 3: Import Data


Import Reference Tables from Existing Plan

If you are importing the Reference tables from an existing plan, select the appropriate plan,

by Company, Establishment, and Plan names from the existing drop-down menus. Click

Next, and you will be brought to the Process Data screen, where you can select the specific

Reference tables you want to import.

Import Data Tables

Once the Reference tables have been imported, return to Step 2 of the Import process (described

above). From the Select Tables screen, choose to import Data Tables. Data tables can be

imported in any order.

Quick Tip: For large files, the Import process may take some time to complete. The system

will display a progress bar, allowing the user to choose Run in Background and receive a

notification message when the import is complete. The user may continue working in other

areas of the software.

BALANCEaap will alert you if you attempt to import a data column in a table when the

corresponding Reference table is missing (e.g., a Grade field exists on the Job Code table, but no

Grade Reference table was imported).

If this occurs, a page will appear with options on how to handle the missing field. It may

include some or all of the following options:

Allow the records to go into errors. The table will be imported with the missing field,

but the affected records will be moved to Errors.

Do not import the invalid field. Use this option if you have mistakenly chosen to

import a field for which you will not define the corresponding Reference table.

Create the missing table from the invalid field. BALANCEaap will create the missing

Reference table from values in the invalid field. If you select this option, be sure to

review the created table for accuracy.

Conversely, even if an imported Reference table is optional, the system will require the

associated Data table field to be present (e.g., importing a Promotion Code table makes the

Promotion Code field required on the Promotions Data table).

Import Data from Text Files

Import from a text file is similar to the import process described above, with the exceptions

listed below.

Your text files can be tab, comma, or semi-colon delimited. After choosing to import from text,

choose the Delimiter from the drop-down box.

Step 3: Import Data


Your text file should have a line of text for each record of the table. The first line should be the

column headers for the data. If you do not have a first row that lists the headers, uncheck the

First Row Headers option.

In order to import multiple tables at one time, you will need to select the text files one by one in

the Upload Files step.

When mapping your tables and fields, the different text files you selected to upload will appear

in the File drop-down list. You will map one table at a time, with the current table being

mapped listed at the top of the page. Select the file that matches the table being mapped from

the File drop-down. Then, select the field that matches the BALANCEaap field in each of the

field drop-down lists. If you included a header row in your data, the header row information

will appear in these drop-downs. If no header row was included, the information in first record

in the file will appear.

Repeat for each table, and complete the import.

Import Drilldown Reference Tables (Optional)

If you have created Drilldowns (Plan > Reporting Levels) for use in plan reports, you must

import a corresponding Reference table, containing the Drilldown’s codes. The Drilldown table

name will be listed under Tables Available. You can select the Drilldown Reference table and

follow the steps above for importing a Reference table.

Quick Reminder: Although Drilldowns help organize reporting for internal use, they are not

required for the AAP.

If you have zip code information related to your Drilldown field and wish to use this

information to build Recruitment Areas, you should include the zip code for each Drilldown

code you are importing.

When you create a Drilldown, the Drilldown field then becomes a required field for all Data

tables. So make sure this Drilldown field is included on all Data tables prior to import.

For example, if you create Branch Location as a Drilldown, under Reference tables to import,

Branch Location will be listed. You would import this table, and you must have a file that

contains the list of codes to designate each Branch Location. The Branch Location code now

becomes a required field on all Data tables. When importing your Roster, on the Match Tables

step under the BALANCEaap fields, you will see Branch Location listed with an asterisk,

indicating this field is now required.

Step 3: Import Data


Import Master Plan Data

Import Plan Code Fields

The Import process for a Master Plan with sub-plans follows the same basics steps used for

importing data into a regular plan. However, the Plan Code field is required for each Data table.

If you wish to use zip codes to build Recruitment Areas, the zip code for each sub-plan should

be included in the Plan Code file. If you wish to add the plan zip codes later, the records can be

edited on the Plan Codes screen.

For employees who work at one plan location and report to another, the Plan Code field on the

Roster must indicate the work location, and the Reports To Plan field must indicate the

reporting location. The employees will be placed on the appropriate sub-plan Rosters for

inclusion in the Reports To Plan reports, accordingly.

Import Rollup Fields

If you have created Rollups on the Plan/Reporting Levels screen for use in Rollup reports, you

must import a Rollup field in each of the applicable Data tables.

For example, if you create a District Rollup, District becomes an optional field for all Data

tables. During Import of the Roster, District will display as a field to be matched (Import Step 4,

above). Any Roster records imported with a District value would be included in Rollup reports

run against the Roster, such as the Job Group Analysis or Roster Checklist.

Step 3: Import Data


Page Controls for Editing Tables

Before you review the plan’s Reference, Data, and Errors tables, it is helpful to read the

following descriptions of BALANCEaap tools that are available for editing tables.

Figure 3: Data Tables—Page Control Tools

Edit a Record

Click the Edit button next to the record you want to edit. The fields for the record will

become available for editing in the appropriate format, either alphanumeric entry, drop-

down selection, or check box.

Make the desired changes to each field, and click the

Green checkmark to save the record.

To leave the record without making changes, click the

Cancel icon. You will be returned to the table view. Fields marked with an asterisk are

required. For more information, see: Data Tables (Review and Edit).

Add a Record

Click the Add New button. An edit window will appear. Enter the information into each

field, and and click the Green checkmark to save the record. You will be returned to the

table view. Fields marked with an asterisk are required.

Delete a Record

Click the Delete button next to the record to be deleted. A confirmation box will appear.

Click OK to complete the deletion, or select Cancel to go back to the table view without

deleting the record.

Add new record / Customize view

Edit / Delete

Apply Search / Clear Search

Sort

Select

table

Step 3: Import Data


Customize the Fields Viewed

You can choose which fields will display in each table by creating a Custom View. This

feature allows you to see the fields you need to view the most.

Choose Custom View from the table header (Figure 3) to open an edit window,

displaying all available fields. Check the fields you wish to display, and click Save. You can

check all or uncheck all fields by clicking Select All or Unselect All. Clicking Reset will

restore and save the default selections for that table.

Navigate Pages

Tables may contain more records than BALANCEaap can easily display on one screen. In

these cases, the records will be sorted by pages.

The number of records displayed per page can be selected from the Records per page drop-

down list. Please note the more records displayed per page, the longer it will take the page

to load.

You can move through the pages sequentially by clicking the arrow buttons, or jump to a

specific page by clicking the page number. Clicking the double arrow buttons will skip to

the first or last page.

Sort Records

The order in which the records appear can be changed by sorting on any column. Click the

Up-down arrow in column header (Figure 3), and the records will sort in ascending

order by that column. Click the header again, and the records will sort in descending order.

An arrow will appear in the column header to indicate sorting is being done by that column,

and the arrow’s direction will indicate if the sort is ascending or descending.

Search for Records

If sorting and navigating through the pages does not allow you to find a desired record

easily, you can locate the record or limit the display of records by performing a search

(Figure 3). Enter text to search by in the Filter field, and click Search. Try to be as specific

as possible. Any record that matches the search criteria in any field will be displayed.

To clear the filter and display all records again, click Clear, or use the ESCAPE (ESC)

key.

https://works.baiworks.com/help/documentation/data/Reference/PageControls.aspx#top




Step 3: Import Data


Delete Unused (for Reference Tables only)

This function will delete records from Reference tables that are not used in any Data table.

Eliminating these records will make it easier for you to find the records you are looking for

when browsing the Reference tables, shorten the load times and calculation times, and

improve the overall performance of the system.

The drawback to deleting unused records is those Reference codes will not be available to

import from this plan into future plans.

Click Delete Unused, and the process will occur automatically. This function is available for

most Reference tables.

Performing Delete Unused in a Master Plan

This function will only apply to the current Master Plan, and will not delete unused codes in

the individual sub-plans.

Step 3: Import Data


Update records that have invalid or missing required fields

Errors

On import, BALANCEaap will move invalid or incomplete records to Errors, a holding section

where affected records can be reviewed and addressed by table name.

Important Note: Because records contained in Errors will not be included in calculations or

reports, the errors must be addressed before proceeding. These errors could cause your plan

to be invalid.

Error Detail

The landing page for Errors is the Detail tab, which will show a list of all the records in Errors

for the Roster, by default. A Table drop-down is available in the menu header for making a

different table selection. All records will be displayed unless another option is chosen from the

adjacent Error Type drop-down.

A red highlight indicates an invalid data entry. For example, if the highlighted Job Code field in

the Roster reads ‘ADM100’, the entry is not present on the Job Code Reference table. The

solution to this error is to enter a different Job Code for the record, add ‘ADM100’ to the Job

Code table, or delete the record.

If the highlighted field is blank, the cell is missing a required entry (e.g., Job Code on a Roster

record). To correct the error, click on the Edit button for the employee, and enter a valid

entry.

Once the record is updated and no highlighted fields remain, the record will be removed from

Errors and added to the corresponding Data table.

Step 3: Import Data


Errors Summary

A missing Reference code (e.g., Job Code, disposition code) may often be the cause of an error in

multiple records. For example, if your company recently added an applicant disposition code of

‘NR’ for ‘Not Willing to Relocate,’ but this code is not included in the Applicant Disposition

Code table, all data records with the entry “NR” will be moved to Errors.

The Summary view will display a list of codes that are causing errors across records, sorted by

the Error Type. By using the Summary, these error types can be reviewed and corrected as a

group.

Resolve Code Errors from the Summary View

From the Summary view, you have three options for resolving code errors:

Add this missing code to the relevant table. Use this option if the code is correct,

but is missing from the corresponding reference table. An edit window will appear,

prompting you to enter the relevant information for the new code. Then click Save.

Replace this code with an existing code. Use this option when the code was entered

incorrectly due to a mistake, typo, or an old record of the code. All records with this

invalid code will be updated with the new code. For example, if some records have

‘ADM110’ instead of the correct ‘ADM100’ code, this option will update all instances

of ‘ADM110’ with ‘ADM100.’

Remove all records using this code. This option will rarely be appropriate. Use it in

cases where all records with the invalid code should not be in the plan at all.

After making your selection, click Submit.

Step 3: Import Data


Error Reports

When data errors require research to determine how they should be fixed, the Errors > Reports

tab can be used to export, print, or view the Errors Summary report.

Click the Reports tab to view menus for choosing Report Type, Error Table, and Report

Options.

Summary or Detail. Similar to the summary or detail view, you can choose run a

summary report of the codes causing errors or a detailed report.

All Tables or Selected Table. View the errors for one table by selecting the table from

the provided drop-down. Select All Tables to view all errors, grouped by table.

HTML or PDF. Choose to view the reports in HTML (Web browser) or PDF (Adobe)

format.

View Report or Export Report. The View Report option will open a new browser

window and display the report in that window. If you choose Export Report, select a file

format from the drop-down. The file will be saved as a file in that format.

When the selections are complete, select the Run Report button.

Correcting Errors in a Master Plan

When all Errors are resolved in the Master Plan, the sub-plans will also be free of errors. If you

are resolving Errors while in a sub-plan, those corrections will carry up to the Master Plan.

Reference codes or data records added or deleted from the Master Plan will be added or deleted

in all corresponding sub-plans.

Step 3: Import Data


Review File Consistency issues that indicate records may be missing or incorrect

Edit, delete, or add records to resolve these issues

File Consistency

BALANCEaap will scan the plan’s Data tables to check for File Consistency across each

employee’s set of records. Any discrepancies will be displayed for your review. To ensure

accurate reporting, File Consistency tools allow you to:

Fine-tune File Consistency check settings

Address any flagged issues in a manner appropriate for your organization.

For example, the system will flag a variance between a worker’s new hire and Roster record if

the variance is not explained by promotion or transfer. If a missing personal action record is

causing the issue, this data can be entered to resolve the issue.

Quick Tip: For personnel actions to be included in the File Consistency check, make sure

dates are included on all personnel action Data tables.

Include or Exclude File Consistency Issues

When you first enter File Consistency, the Edit Settings tab will display. Here, you can view a

menu of issues, and determine what issues the system will flag.

Step 3: Import Data


Click on the next to Options to pull up the list of issues to check for.

The File Consistency check can be set to show:

Personnel Action [PA] Not in Date Range—A record falls outside the plan’s personnel

action data range.

Employee Still In Roster—An employee has a termination record, but remains on the

Roster.

Employee Not In Roster or Terminations— An employee is involved in a personnel

action, but lacks a corresponding Roster or termination record.

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. On the rare

occasion that an employee is involved in more than one promotion and/or transfer

during the plan year, the system will flag a mismatch in the progression of Job Codes.

Employee was Terminated—An employee is listed on the Roster following a

termination, and was not rehired during the plan year.

Hire Date is After Plan Date—A Roster record has a hire date that occurs after the plan

date.

Missing New Hire Record—A Roster record has a hire date within the personnel action

date range, but no new hire record exists for that employee.

Old Job Matches New Job—Turned off by default, this option flags a two-job personnel

action if the starting job is the same as the ending job. This type of record may be correct

when it reflects a department change.

Old Job Matches New Job and Old Department Matches New Department—Also

turned off by default, this option will flag a two-job action if the job and the department

remain the same across both records. This type of record may be correct when it reflects

a salary change.

Employee was Already Hired—Turned off by default, this option will flag an employee

with more than one new hire record, when it is not explained by an intervening

termination record.

Step 3: Import Data


(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 File Consistency Check and View Results

Once the desired File Consistency Options have been established, click the Check File

Consistency button. If issues are present, they will be displayed on the Issues tab, as shown in

Figure 4 below. An alert in the toolbar will display the total number of employees with issues.

Navigation Methods

A. Resolve each record in the order the system presents.

B. Click Previous Employee or Next Employee.

C. Click the View Employees tab, and choose an employee (by alphabetical order).

A

C

B

Add record to

resolve issue

Total Issues Alert

Edit fields or

delete record

Remove employee from calculations

Figure 4: File Consistency Issues—Navigation and Tools

Step 3: Import Data


Resolve Issues in Individual Employee Records

Below a banner indicating the 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 (Figure 4

above). After you type a few characters in a field, the system will provide suggested entries.

Quick Tip: If you click the View Employees tab, the Issues records will be sorted by

employee so that you can open a particular record by name:

Solutions to Common File Consistency Issues

The following are examples of file consistency issues, with potential solutions identified by

bullets:

PA Not In Date Range—The date for an employee’s personnel action occurred outside the

personnel action date range the plan covers. To correct this issue, check the personnel action

date. If the action did occur outside the plan date range, delete the personnel action.

Still In Roster—The employee appears both on the Terminations table and the active

Roster, and no re-hire record accounts for the occurrences.

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

Employee Not In Roster or Terminations—An employee is engaged in a personnel action,

but is not active on the Roster or listed in the Terminations table.

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

Step 3: Import Data


Old Job Does Not Match Last New Job— A job change for an employee (e.g., transfer,

promotion) does not correlate between the Roster and the applicable personnel action table.

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—Two termination records exist for an employee without a new-

hire record in between.

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—Two new-hire records exist for an employee without a

termination record in between to account for the second hire.

Add Termination—Add a Termination record to show rehired employee

Delete Record—Delete one of the New Hire records

Hire Date after Plan Date—The Roster record contains a new hire date for an employee that

occurs after the 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—The hire date for an employee on the Roster falls within the

personnel action date range, but the employee is not on the New Hires table.

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

Change Record Type to Resolve an Issue

The Record Type, or personnel action, may be updated by selecting a different option from

the provided drop-down menu to resolve an issue.

Ignore a Record

From the employee record detail on the Issues tab, choose the Ignore button from the tab

header (Figure 4).

Note: Use this solution with caution, as the record will not be included in Batch Ops

(described next) or plan calculations.

Step 3: Import Data


Quick Tip: Once all Issues are resolved, records for ignored employees can be displayed,

so you can resolve issues and include them in plan calculations. Return to the File

Consistency home page. Then click the radio button to Include Ignored Employees and

rerun the File Consistency check.

Batch Operations for File Consistency Issues

Batch operations (Batch Ops) can be used to make corrections for File Consistency issues that

occur across multiple records.

After reviewing the preceding User Manual section on common issues and assessing the records

on the Issues screen, click the Batch Ops tab for access to a list of operations. The table below

lists the available batch operations:

Table 3. BALANCEaap Batch Operations

File Consistency

Issue Category Available Batch Operation

Missing New Hire Record Insert a new hire for employees with a roster hire date within the personnel action date range who do not have a corresponding new hire.

Last Job Does Not Match New Job

Insert a new hire for employees who have termination as the most recent personnel action and are in the roster with a hire date that occurs after the termination date.

Insert a promotion for employees whose job code in the roster does not match the last job code in personnel actions.

Insert a transfer for employees whose department code in the roster does not match the last department code in personnel actions.

Not In Roster or Terminations

Delete employees with only a new hire record.

Delete employees with only a promotion record.

Delete employees with only a transfer record.

Still in Roster Delete roster records where a termination is the most recent personnel activity.

Not In Roster or Terminations Delete personnel action records that cause a "Not in Roster or Terminations" issue.

Personnel Action Plan Code Does Not Match Roster Plan Code

Update plan codes in personnel action records for an employee to match the roster plan code.

Step 3: Import Data


Note: Batch operations will not affect ignored employees.

Click the Run Batch Ops button to perform the selected operation. A message will appear,

listing the number of rows to be affected. Click OK to initiate the batch operation. (Click Cancel

to return to the Batch Ops tab without performing the operation.)

Step 3: Import Data


Review the Reference tables for completeness and make necessary edits or changes

Sequence the grades and job codes

Reference Tables (Review and Edit)

Using the Reference Tables screen, you can verify the accuracy and completeness of the

Reference tables and make edits as necessary.

Quick Tip: Click the Edit button to enter a record and update the check box or

alphanumeric entry. Then click the Green check mark to save the update.

Race and Gender Code

If the race and/or gender codes are different than BALANCEaap defaults, make sure the

appropriate default code is assigned to each of the data set’s codes. Every Race Code column

must have a match.

Job Group

Ensure each Job Group is assigned to the proper EEO category.

Grade (Sequence)

If applicable, review the Grade Reference table (Figure 5) for Salary Midpoint. You may enter

the midpoints or use the Populate Salary Midpoint tool, which is described below. The

Salary Midpoint will help you sequence grades (and jobs within grades) in descending order for

the Workforce Analysis report, one of two options for submitting an Organizational Profile.

The grade sequence will also determine how the Job Group Analysis report is organized.

Figure 5: Grade Reference Table Tools

Edit or enter Salary Midpoint

Sequence grades

for report display

Insert salary midpoints

automatically & sequence

Step 3: Import Data


Default Sequencing

The first time you enter the Sequencing screen (or Reports), the system will

automatically sequence the Grade Sequencing list by Salary Midpoint. In addition, Job

Codes within the grade will be sorted by EEO Category and Average Salary.

Populate Salary Midpoint and Sequence

Click the Populate Salary Midpoint button in the Grade Reference table header to

populate salary midpoints, based on plan data, and initiate automatic Sequencing, based on

the results. To view or edit the sequence results, click the Sequencing button, and follow

the instructions below.

If you would like to enter a Salary Midpoint, Edit the record.

If Grades are not Available

If the data set does not contain Grade entries, the system will sort Job Codes/Titles by the

average salary of Roster employees holding the position. Click the Order Jobs Without

Grades button, located in the table header, to access a screen with additional sorting tools

that are similar to those described below.

Quick Tip: For those who are Sequencing jobs by grade, some jobs may appear on the

Jobs with No Grades list due to a blank grade entry on the Job Code Reference table.

Return to that table to correct the omission.

Adjust the Grade Sequence

Choose the Grade table from the Select Reference Table drop-down. Then, select the

Sequencing button from the table header to display the Grade Sequencing list in

Sequence (number) order:

Use one of the following methods to adjust the displayed sort.

Grade—For alphabetical or numeric entries on the Grade list, click the Grade column

header to set the order in ascending sequence. To set the order in descending sequence,

click Grade again.

Step 3: Import Data


Move Up/Down Arrows—Click a Grade Sequencing list record to display

arrows on the right side of the record line. The outside arrows will move the record to

the top or bottom of the list, respectively. The two inside arrows will move the record

one spot up or down in the list, respectively.

Once the grades are in the proper sequence, click the Save button at the bottom of the page.

Note: If changes are made to existing entries in the Grade or Job Code Reference tables after

automatic Sequencing has been run, the system will be triggered to recalculate the sort. Any

adjustments made to the Grade Sequencing list order since the last automatic Sequencing

will be lost.

Resequence Grades for a New Grade or Job Code

If additions are made to the Grade or Job Code tables at a later time, a message will display

above the table (and on the Reports home page) prompting you to Resequence the grades:

Click the Resequence link, which opens the Sequencing tools. The addition(s) will be placed

at the bottom of the list and can be repositioned, as necessary.

Adjust the Sequence of Job Codes within Grades

For the Workforce Analysis report, the job codes must also be sequenced within each grade.

The Order Jobs by EEO/Salary button, located in the upper toolbar, will automatically

order all jobs within all grades.

To sort a particular grade, click the Order Jobs link adjacent to a Grade Sequencing record

to display the Job Codes associated with a grade:

Use one of the following options to sort them from highest paid to lowest paid.

EEO Code—Click the EEO Code header to sort the jobs by EEO Code. You may need to

make additional adjustments, using the arrow method.

Step 3: Import Data


Move Up/Down Arrows—Select an appropriate arrow to move the Job Code

record to another position.

When the order is satisfactory, click Save and then Back.

Master Plan Grade Sequencing

For those working with a Master Plan, Sequencing is only available in the Master Plan,

and the sequence settings will carry down to the sub-plans.

Within the Master Plan, you may choose to cascade the Salary Midpoint results to the

sub-plans from that menu. The Salary Midpoint function can also be run in each sub-

plan.

Job Code

Ensure each job code is assigned to the proper job group and that census codes are properly

applied.

Copy Census Codes

This function will read the census codes assigned to job codes in another plan, and copy

those assignments to the job codes in the current plan. Use this function if census codes

were assigned in a previous plan, and you want your current plan to match.

Choose the Copy Census Codes button from the table header, and select the source

plan by Company, Establishment, and Plan. Then choose either Overwrite, which will

update the census code for every job code, or Append, which will only update the census

code for job codes where the census code is not yet assigned. Click Copy.

Note: Using the Append option is only useful if the function is performed prior to Auto

Census Coding (described below).

About Auto Census Coding

Before determining Availability and completing other plan elements, each Job Code must

be assigned a census occupation code. When you leave the Data screens, BALANCEaap’s

Auto Census Coding will assign census codes for any missing job codes, based on job title

and EEO category. The assigned codes can be edited on the Job Code table or by using

Availability tools.

Quick Tip: If you have updated the census code data source from 2000 to 2010, check

how the census codes may have changed.

Copy Census Codes in a Master Plan

You can choose to apply this function to selected sub-plans.

https://works.baiworks.com/help/documentation/data/Reference/PlanUsers.aspx#top

Step 3: Import Data


Auto Census Coding in a Master Plans

This function will assign the codes for the Master Plan and all the sub-plans.

Applicant Disposition

Ensure your disposition codes are properly designated as Hired, Offer Extended, Internal

Successful, or Exclude, using the descriptions below:

Hired—An external applicant who is hired should appear on the New Hires and Applicants

Data tables.

Offer Extended—The applicant was offered the position, but turned it down. When

calculating Adverse Impact, applicants who are marked as Offer Extended will be counted

as successful applicants.

Internal Successful—The applicant was already employed with the company, applied for

another position, and was given that position. These employees should not be listed on the

New Hires data table.

Exclude—The applicant does not meet the “Definition of an Internet Applicant,” such as

those who fail to meet the minimum requirements, withdrew from consideration, or did not

apply for a specific position. Although these applicants will be excluded from Adverse

Impact and other analyses, they will remain in the BALANCEaap database.

Termination Code

Ensure each termination code is properly marked or not marked as Voluntary. Note for AAP

purposes, death is voluntary.

Veteran Code

If your organization completes the VETS-100A report with BALANCEaap, this table will already

be part of your organization’s data set. However, the Veteran Code Reference table definitions

have changed to accommodate AAP requirements, so review this table to make sure that the

codes are checked off to correspond to codes provided by the system.

Step 3: Import Data


Drilldown Code

Any new Drilldown created on the Reporting Levels screen must have a corresponding

Drilldown Reference table, listing all codes for the Drilldown field.

(Combine) Job Groups in a Master Plan

If a Corporate* is selected as the job group structure for a Master Plan, Job Groups in a sub-plan

may be combined where necessary to ensure the number of records is sufficient enough for

meaningful analysis. (*Refer to Master Plan settings on the Plan Codes screen.)

To combine Job Groups, open the applicable sub-plan. Go to Data / Reference Tables and select

the Job Group table. Click on the Combine Job Groups button, which is located in the

table header toolbar.

The current Corporate Job Group table will display. Using the drop-downs provided under the

Job Group header, select a new group wherever necessary, or leave the displayed group

unchanged. Click Save.

Important note: When Job Groups are combined at the sub-plan level, any sub-plan

Availability settings associated with the job group will be lost. Return to Availability to rebuild

these settings.



Step 3: Import Data


Review each data table for completeness and accuracy

Make edits to tables, as necessary

Data Tables (Review and Edit)

The Data tables contain the employee records that are essential to completing analyses for an

Affirmative Action plan. To ensure accurate reporting, you must verify the completeness of

these tables and make edits as necessary before proceeding to the next steps.

Each table is described below; for more information on how to edit tables, please read: Page

Controls for Editing Tables.

Quick Tip: Click the Edit button to enter a record; then click Green check mark to

save the update.

Roster

The Roster Data table forms the cornerstone of your organization’s AAP. Although

BALANCEaap will run error and File Consistency checks on imported data, you can save time

by ensuring the information contained in the Roster table is complete and accurate prior to

import.

Typically after the Import is complete, some fields may require review:

Veteran Code—The Veteran Code field is required by the system if you have imported a

Veteran Code Reference table. Veteran codes are also necessary for creating the VETS-100A

report with BALANCEaap. A blank entry should indicate that someone is not a Veteran.

Disability Status—Check that a column is present and entries indicating Individuals with

Disabilities are up to date. Disability status for an employee may change over time.

Step 3: Import Data


Reports In*—Check this box if the employee works at another plan’s location, but reports to

the current plan’s location.

Reports Out*—Check this box if the employee works at the location for the current plan,

but reports to a different plan.

*For Master Plans, refer to separate instructions for Annotated Employees.

Annotation Only—Check the Annotation box if the employee works at another location

with less than 50 employees and reports to the current plan.

Work Location and Report Location—A text description (e.g. Chicago, IL) should appear in

these fields for any employee whose work and report locations are different. This

information will appear on reports and is helpful when looking for those who Report In and

Report Out of the plan.

Work Zip Code and Home Zip Code—If you want to build Recruitment Areas for

calculating External Availability using zip codes, you must make sure each employee record

contains this information and that the information is correct.

Drilldowns—If you choose to include Drilldowns in Reporting Levels, the Drilldown field

for each Drilldown table will be included in the Roster and all other Data tables as a system-

required field. Each Data table must include each Drilldown field; otherwise, the incomplete

Data table will be placed in Errors.

Annotation Helper—When the Work Location field is populated, click on the

Annotation Helper button to update the Reports In and Annotation Only fields. An edit

window will appear, displaying a list of unique Work Locations. Indicate whether each

location should be marked as Annotation Only, Reports In, or None by selecting an option

from the drop-down. Click the Apply button, and all Roster records that have an identified

Work Location will be updated.

Supervisor and Supervisor Employee Number—If you choose the Organizational Display

one of two options for presenting an Organizational Profile, the Roster must include a check

mark for each supervisor the Supervisor column and an entry in the Supervisor Employee

ID column to indicate the supervisor for each reporting employee.

You can include or update the Supervisor information in one of the following ways.

1. Click the Edit button for an individual record to activate the row, and click the

check box located in the Supervisor column.

2. Choose Assign Supervisor from the table header. From the Assign

Supervisors menu, select:

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Step 3: Import Data


By EEO Code—The system will update all employees that are assigned to a

job code in the EEO-1 category, marking them as supervisors.

By Supervisor Emp(loyee) #—If the employee ID of the supervisor for each

employee is included in employee records, the system will determine

supervisors for you.

Click Assign.

Note: This action will overwrite current Supervisor assignments.

Applicant

The Applicant table stores information necessary for reporting on the hiring and utilization of

females, minorities, Veterans, and Individuals with Disabilities.

Review Applicants’ Self-Identify Data

Because many applicants choose to not self identify race, gender, Veteran status, or

disability, the system does not require these fields to have entries. If records are missing this

information, the field must be left blank. The applicant will be included in reports for which

an entry is present and excluded from reports where the entry is blank.

Applicant Zip Code

If you want to build Recruitment Areas for calculating External Availability using Applicant

zip codes, each applicant record must contain this information.

Reconcile Hired Applicants and New Hires

It is advised you reconcile the Applicant and New Hires tables to ensure the most accurate

data. For example, you can compare the number of applicants with a disposition code of

“Hired” to the number of New Hires, which can help determine whether further review of

the tables is warranted.

Step 3: Import Data


Swap Hires on the Applicant Data Table

The automated function ensures that every record in the New Hires table has a

corresponding applicant record with the “hired” disposition code. Because of the potential

loss of data, be sure to understand this process fully before executing this function. When

this function is executed:

1. All records in the Applicant table for which the disposition code is designated as

“hired” are deleted.*

2. A record is inserted into the Applicants table for every record in the New Hires

table—the disposition code is assigned to the code designated as ”hired.”

*If any records in the Applicants table are incorrectly coded as ”hired,” these records will

also be deleted.

The Swap Hires function will also ensure that true/false entries for Veteran Status are

populated to correlate with entries on the New Hires table.

New Hires

Disability Status (true/false) and Veteran Code entries are required on the New Hires table for

the next AAP developed after March 24, 2014. To ensure that the system counts members of

these groups correctly, check that the proper data entries are present. Veteran Codes are also

necessary for completing the VETS-100A report.

Promotion and Termination Pools

In addition to Promotion and Termination Data tables, the user may import Data tables

reflecting assigned promotion and termination pools. A column for Promotion or Termination

Pool ID must be included to tie the data together, accordingly.

Master Plan Data Tables

Plan Code Entries in Data Tables

To identify which sub-plan a record belongs to, data entries for plan code are required for every

Data table. These codes should correspond to the Plan Code list (Plan Codes section).

Annotated Employees

Annotated Employees should be marked similarly to those in a regular plan, but instead of a

Reports In and Reports Out column in the Master Plan, you will only need to include the Plan

Code and Reports To Plan Code. The sub-plans will then automatically designate these

employees as Reports In or Reports Out in their respective rosters.


Step 3: Import Data


Rollup Fields

If you include Rollups as Reporting Levels for a Master Plan and the corresponding sub-plans,

each Data table will include the designated field. The Rollup fields are not required, but any

record that does contain a Rollup entry will not be included in the Rollup reporting.

Annotation Helper

When the Work Location and Plan Code fields are populated in the Roster, click on the

Annotation Helper button to update the Reports In and Annotation Only fields automatically.

An edit window will appear, displaying a list of Work Location and Plan Code combinations.

For each unique combination, indicate whether it should be marked as Annotation Only,

Reports In, or None by selecting the appropriate option from the drop-down.

Click the Apply button, and all records in the Roster that have a Work Location identified will

be updated with the option selected here. These changes will cascade to the sub-plans.

Step 3: Import Data


Use advanced features to further modify plan data

Data / Advanced (Optional)

Export Data

In the Export Data section, you can export the data from one or more BALANCEaap table into

an Excel or text file.

From the Export Options menu, select a file type from the drop-down.

Note: You can export plan data into Excel 2007, Excel 97-2003, or as a text file.

Step 3: Import Data


To limit Reference table fields to those in use, check the box for: Only include used codes (for

Department Codes, Grade, Job Group and Job Code tables).

To select specific fields within a table for export, locate the table name on the Export Tables

menu. Click the Custom View icon for the table. Deselect any fields to be excluded from the

export. Once a customized view is set, the Custom View icon will display for the table. Click

that item to edit the customized view.

Select the tables to export, and click the Export Data button. If you selected multiple tables, the

tables will export as individual sheets in an Excel file, or as multiple text files, depending on the

file type selected.

Batch Operations for Data

Batch Operations, available under Data / Advanced, will allow you to update, delete, or export

data in a global manner. The options below allow you to tailor the batch operation.

Step 1—Plans

Select to use data from another plan, by selecting Yes. Select No if you want to use data

from the current plan.

If you choose to use data from another plan, select the Company, Establishment, and Plan

from the drop-down menus.

Click Next.

Step 2—Tables

If you selected to use data from the current plan, select the table(s) you want to include.

If you chose to use data from an additional plan, the tables from the current plan will be

displayed first, followed by the tables from the additional plan. You must select a table from

the Current Plan and Additional Plan.

Click Next once you have made your selections.

Step 3—Connections

Create a connection between the previously selected tables. You will need to make a valid

connection for the data to match correctly.

In the Add Connection menu, choose Table and Field. If you have chosen to use data from

another plan, choose Current Plan or Additional Plan to view the corresponding tables.

Click Add Connection once you have completed making selections.

The Connection will display in the Current Connections list. To delete a Connection from

the list, click the check box for the corresponding connection, and click Delete Connection.

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https://works.baiworks.com/help/documentation/data/Advanced/UPA/PlanUsers.aspx#top

Step 3: Import Data


Step 4—Filters

Narrow down the data to be included in the operation, based on specific criteria.

In the Add Filter menu, select the table and field you want to use when creating the filter. If

you are using data from another plan, choose Current Plan or Additional Plan to view

corresponding tables and fields.

Using the center column drop-down, choose an operator:

Equal To

Not Equal To

Less Than

Less Than or Equal To

Greater Than

Greater Than or Equal To

Contains *

Does Not Contain*

*For these two operators, the system can filter on an underscore, a percent symbol, or square

brackets to make batch corrections for those symbols.

Using the right-hand column, choose:

Literal value—A word, phrase, number, or other data found in the selected Table

and Field

Tables—Select a table and field from the Current Plan of the Additional Plan

Click Add Filter after making selections.

Created Filters will display in the Current Filters section. Indicate how the conditions in the

filter should be used, either:

All of the following conditions must be true.

Only one of the following conditions must be true.

Click Next.

Step 5—Results

The Results will display in table format for your review. If you had selected to use data from

an additional plan, the fields will be color coded to differentiate the tables and their

corresponding fields. To change the Results, click Previous to revisit previous steps and

change the report’s criteria.

If the Results are correct, choose an action:

Export the results to a file

Step 3: Import Data


Delete data from this plan

Update data in this plan

Click Next.

Step 6—Operations

Execute the action chosen at the end of Step 5.

If you selected to export the results to a file, select a file type. If you selected to delete data

from this plan, based on the results, select the table from which the records should be

deleted. If you chose to update data in this plan, based on the results, choose the Table and

Field to update.

Then select to update the data using one of the following:

A Literal Value—A word, phrase, number, or other data found

Update from another field—Choose a table and field from the current plan or

additional plan

Manipulate Current value—Change the case of the value, or trim spaces from the

beginning or end of the value.

Click Next to perform the batch operation.

User-Defined Personnel Actions

Manage User Defined Personnel Actions (UPAs) is accessed from the Data > Advanced

sub-menu. Here, you can activate or add other personnel actions to standard actions already in

the plan, so that additional Adverse Impact analyses can be run.

Below are some examples for User Defined Personnel Actions:

Competitive Promotions

Demotion

Step 3: Import Data


Employees Trained

Acquired New Hires

Reinstated Employees

Create the User Defined Personnel Action

Click the Add button to display the Add Personnel Action menu; then enter a Personnel

Action Name (e.g., Demotion), the Number of Positions Involved (1 or 2), and whether the

personnel action is Positive or Negative.

This Data table will appear in the Table menu for selection during Import, listed by the

Personnel Action Name you entered. Once imported, the table will appear in menus where

Data tables can be selected, and the information will be available for inclusion in Adverse

Impact reporting.

Activate or Deactivate the User-Defined Personnel Action

By default, user-defined personnel actions are inactive. Click on the No entry in the In Use

column to make an item active; conversely, click on the Yes entry to deactivate an item.

Delete the User-Defined Personnel Action

To delete the user-defined personnel action from the system, Select the item, and click

Delete. The item will be deleted for your entire organization, not just for the current plan.

To remove it for the current plan only, deactivate it as described above.

Note: If you delete an action that is in use by any plan, the accompanying data will be lost.

Master Plan Settings

All user defined personnel actions created in the Master Plan will be included in the sub-

plans. All changes made in the Master Plan will cascade down to each of the sub-plans.

Manage User Fields

By using Manage User Fields, you can add to five “custom” columns, or user fields, to your

organization’s Data tables, and accommodate special data needs.

Create the User Field

From the drop-down at the top of the page, select the BALANCEaap table to which the field

will be added, and click the Add button.

Step 3: Import Data


Enter a name for the field, and click Save. This field name will appear on the Match Tables

menu during Import, and the column will be added to the selected Data table.

Delete the User Field

Warning—Deleting an existing user field will remove any data in the field in all plans. To

delete a field, select it from the list, and click Delete.

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STEP 4: ESTABLISH AND VERIFY DEPARTMENT HIERARCHY

Reporting Structure Section Checklist

Note: Either the Organizational Display or the Workforce Analysis report may be used in an

AAP to meet the Organizational Profile requirement. If your organization chooses the

Organizational Display, you must complete the Department Hierarchy.

From the side navigation menu, by clicking on Reporting Structure, you will be brought to the

home page for the Reporting Structure section. From the Reporting Structure screen, you can

access the following activities:

Department Hierarchy

Build a Department Hierarchy, based on how departments report to each other

Verify the demographics of departmental personnel and supervisors

Not Required for the AAP:

Sectors Create predefined groups of departments or other units on which reports can be run

Rollup Verification—For Master Plans Only

View the Rollup Hierarchy and verify its accuracy

Step 4: Establish Department Hierarchy


Build a Department Hierarchy, based on how departments report to each other

Verify the demographics of departmental personnel and supervisors

Department Hierarchy (for Organizational Display only)

If you have selected the Organizational Display as the Organizational Profile for the plan,

BALANCEaap offers a flexible set of tools for building the necessary Department Hierarchy.

As described in this chapter, these tools will allow you to:

Review and edit the Department Hierarchy created by BALANCEaap (if department

data are available in the data set)

Build Department Hierarchy by Supervisor (if department data are not available, but

supervisor data are available on the Roster)

Assign supervisors (if not previously assigned on the Roster)

Show Employee Statistics

View the System-created Department Hierarchy

If you imported data into the Reports To column of the Department Code table, BALANCEaap

will automatically create the Department Hierarchy. The hierarchy will appear in tree form on

this page. Reporting departments will appear indented below their parent department.

Department Hierarchy Page Tools

Expand or Collapse Department Hierarchy Tree

Click the Expand button next to a department to display the reporting departments.

You can expand the entire tree by clicking Expand All. To hide a department’s details, click

the Collapse button next to an expanded department, or click Collapse All.



Search by Department or Employee

Using the Search drop-down in the header, enter part or all of the Department Code/name

or an employee name in the Search field, and click Search. For all results, the department

will appear highlighted in yellow. If multiple employee results are found by the system, all

relevant departments will be highlighted.

Edit the Department Hierarchy

To assign a department to report to another, click the name of the department. A new edit

window will open with three options.

None—Select this option if the department does not report to any other department.

Department Code—Select this option, and type either the name or the code of the

department to which the selected department should report. When you see the parent

department appear below the text box, click to select it.

Other—If the department reports to another location, choose this option. Enter the

establishment name or location in the Reports to box.

Build Department Hierarchy by Supervisor

The Build Department Hierarchy by Supervisor link will be available when the employee

numbers for supervisors are supplied in the Roster table. BALANCEaap will attempt to

determine your organization’s reporting structure by supervisor. In the event employees in a

department report to supervisors in different parent departments, BALANCEaap offers the

following rules that may placed in order of your preference:

Use the department of the supervisor with the highest EEO category

Use the department of the supervisor with the highest salary

Use the department that is most common among the supervisors

Drag each rule above or below one another to place them in the desired sequential order.

BALANCEaap will proceed to the next rule when the current rule does not produce a single

department to assign as the parent department. When a single parent department cannot be

determined, the parent department will be left blank, and the Assign button adjacent to a

highlighted department may be used to make the entry (described below).



Show Supervisor/Employee Demographics

From the tree header, check the box for: Show Employee Statistics. For each department, counts

and demographics for employees (and supervisors, if supervisors are identified in the Roster)

will display. If you chose the Organizational Display to represent your Organizational Profile,

the supervisor information is required.

An example of the department demographics display is as follows:

Total 10 (5WM / 5BF) Supervisors 2 (1WM / 1BF).

Typical acronyms are as follows:

BF = Black Female

BM = Black Male

WF = White Female

WM = White Male

If your organization’s supervisor information is not displayed, follow the instructions that

follow.

Assign Supervisors

From the Department Hierarchy tree, click on a department to access the Assign button. After

clicking the Assign button, click the View Roster button to see the list of employees in that

department.

Quick Tip: Use the Search field to locate a particular supervisor’s name.

Check the Supervisor box for each supervisor, and click Save Supervisor before returning to the

hierarchy tree.

Master Plan Department Hierarchy Settings

The Department Hierarchy settings are controlled by the Master Plan and cannot be changed in

a sub-plan. All changes made in the Master Plan will apply in the sub-plans.



Create predefined groups of departments or other unit on which reports can be run

Sectors (Optional)

About Sectors

When running reports for a Sector, only employees within that Sector will be included in the

calculations. This function can be used to create another level of reporting structure for a

Drilldown.

For example, the system’s default Department Drilldown can be organized by function, such as

Sales, IT, Engineering, and Manufacturing. Or a Grade Drilldown can be further organized into

a hierarchy of pay grades (as shown in the screenshot below).

Create a Sector

Important Note: If a Sector was not defined as part of a Drilldown, the Sector units created

here will be limited to the Department field.

Start by clicking the Add New button, and entering the Sector title in the pop-up window. Then

click Save. Choose the Sector from the Sector drop-down that will appear at the top of the page,

and a list of the available organizational units will display. To add organizational units to the

Sector, check the box next to each unit to be included. A green highlight will indicate the

addition.

To remove an included unit from the Sector, deselect its check box. A red highlight will indicate

the deletion.



Other Sector Tools

As shown above, the upper toolbar also includes buttons to Copy, Change Name, Delete,

Import, and View Report. These tools are described next.

Copy Sector

To create a Sector that is similar to an existing Sector, start by clicking Copy. This will create

a copy. The new Sector will appear in the Select Sector drop-down list. You can then select

the new sector and add or remove departments as necessary.

Change Name

To rename a Sector, select it from the Select Sector drop-down, and click Change Name.

Enter the new Sector name, and click Save.

Delete Sector

Select the Sector from the drop-down, and click Delete. A confirmation window will

appear. To complete the deletion, click Yes.

Import Sectors (from another Plan)

To import Sectors from another plan, click Import; and select the Company, Establishment,

and Plan from the drop-downs.

Choosing Append will add the imported Sectors to those already created in the current

plan. Choosing Overwrite will replace the current plan’s Sectors with those being imported.

Click Import to perform the operation.

View Report

To view or save a Sector Worksheet, listing the Sectors by Department Code/Name and

Parent Department, click the View Report button.

To run reports based on these created Sectors, see Reports / Filter.

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View the Rollup Hierarchy and verify its accuracy

Rollup Verification (Master Plan Only)

Verify Rollup Hierarchy

If you have created any Rollups for a Master Plan, the Rollup Verification / Hierarchy screen

displays the Rollup Hierarchy, listing the values for each Rollup in the hierarchical order set on

the Plan > Reporting Levels screen.*

If there are any conflicts identified when BALANCEaap builds the Rollup Hierarchy, such as

Rollup values that report up to multiple units at the parent level, you can correct them.

For example, if you created two Rollups—Jurisdiction (subordinate level) and Region (parent),

and you have Puerto Rico reporting to both East and Island regions, this will be identified as a

conflict. Any subordinate rollup should only have one parent rollup value.

Because all data records must be assigned some Rollup value, any data records that are missing

parent values will also be identified on the “Blank Parent Conflicts” list.

*If you want to change the order of the Rollups, return to the Reporting Levels / Rollups

screen.

Resolve Hierarchy Conflicts

To view and resolve Hierarchy issues, click on the Conflicts tab. Then click the Resolve This

Conflict link. You have two starting points for correcting an issue:

1. For a subordinate Rollup displaying a parent conflict, select a new parent value.



The Fill in missing values option is checked by default. To leave a blank parent value

(where found) as it is, uncheck this option.

Using the Puerto Rico example above, the system will prompt you to select either East or

Island as the correct Rollup value for records having a Jurisdiction of Puerto Rico. In

addition, the selected Region can also be applied to any Puerto Rico records missing a

parent value altogether.

2. Assign and fill in a blank parent value, using the Blank Parent Conflict list.

The system will attempt to find an appropriate parent rollup value for all like records.

If multiple parent values are present or no other like records with a parent value are

found, the system will indicate the issue cannot be resolved. Proceed to correct the issue,

based on the system prompts.

Note: When hierarchy conflicts are not resolved, any records in Data tables will be included in

the reports where possible. A record with a blank parent may not show up on the correct Rollup

report.

Click Save. All records for the subordinate rollup will be updated, accordingly.


STEP 5: ESTABLISH AVAILABILITY SETTINGS

Availability Section Checklist

Note: The Availability tab will not be shown in Update plans.

From the side navigation menu, click on Availability to access the task area home page,

displaying the following activities:

External (Factor 1)

Review and/or update the census data source

Select a default Reasonable Recruitment Area (RRA)

Create and assign the Reasonable Recruitment Areas to Job Groups

Validate or assign census codes to job codes

Internal (Factor 2)

Assign the feeder jobs for each Job Group

Factor Weights Assign weights to Internal and External Availability factors

Review Availability numbers

Alert: At least one staffed job group must exist before entering the Availability section. Make

sure the Reference tables and the Roster Data table are populated, and data are free of errors.

Step 5: Establish Availability


Review and/or update the census data source

Select a default Reasonable Recruitment Area (RRA)

Create and assign the Reasonable Recruitment Areas to Job Groups

Validate or assign census codes to job codes

External Availability (Factor 1)

About External Availability

External Availability is a calculation that establishes how many qualified minorities and

women are available in a Reasonable Recruitment Area (RRA) to staff your organization’s

particular jobs. This calculation is made up of two main components, which are described in

this chapter:

Define a Reasonable Recruitment Area for each job group (or by plan).

Match a census occupation code to each job code/title to establish the number of persons

“having the requisite skills” in the Reasonable Recruitment Area.

To aid in making these determinations, BALANCEaap is loaded with U.S. Census Bureau

demographic data, organized by a variety of geographic regions and coded by occupation.

For plans dated January 1, 2014 and later, the census data source is the EEO 2006-2010 ACS

Tabulation Data set.

Quick Tip: The census data source for a plan is initially set under Create Plan. To review the

initial selection, click the Settings Button on the External Availability page.

Using 2006-2010 Census Regions to Create Recruitment Areas

The census data provides definitions for the types of geographic regions that can be used to

create standard or custom RRAs. These regions are:

Place—Cities and municipalities

County or County Set

Counties with fewer than 50,000 residents will be combined with other counties into

a county set.

CBSA—Core Based Statistical Area*

These areas are generally major cities combined with nearby towns, suburbs, and

counties. They include micro- and metropolitan areas, with thresholds of 10,000 and

50,000 residents, respectively.

State

The District of Columbia and Puerto Rice are included in the list of states.

US Summary.



*Plans prepared in BALANCEaap prior to 2014 may have relied on the 2000 Census data

source, using Metropolitan Statistical Areas (MSAs) instead of CBSAs.

Using Other Options for Creating Recruitment Areas

If you selected the Create Plan > Availability option to use zip codes or you have imported

Drilldowns, see additional instructions regarding the Recruitment Area Wizard. As

described further along in this chapter, other data types can also be used to create

specialized Recruitment Areas.

About Census Occupation Coding

Each Job Title/Code must be assigned to a census occupation code in order for the census

data to be compiled appropriately for the defined Recruitment Areas. Census codes can be

imported or copied from another plan as part of the Job Code Reference table. If no census

codes are available, the system’s Auto Census Coding feature will assign them on your exit

from the Data screens. Further along in this chapter, the User Manual describes how to

review and edit these assignments.

Add Recruitment Areas

The first step is to add Recruitment Areas to the system and define their parameters. (Once the

RRAs are added, they can be assigned By Job Group or By Plan.) To create an RRA, choose the

Add a Recruitment Area button from the header toolbar.

From the Reasonable Recruitment Areas menu, click the radio button for:

Standard Reasonable Recruitment Area from the standard regions defined (2010

census, including counties, states, and CBSAs).

Custom Reasonable Recruitment Area combining 2 or more standard regions and

assigning custom weights.



Note: More Reasonable Recruitment Area options and Show Advanced Options are

described in more detail later in this chapter.

Select a Standard Recruitment Area

Select the first option, and click Next. Using the Regions menu, select the Region Type from

the drop-down. If the State drop-down displays, select a state.

Highlight the desired region on the Regions list, and click Next. The selected region will

display on the Name menu. Review and rename it if desired, and click Finish. The standard

RRA will become available for assignment in any of your organization’s plans.

Note: A County with low population may be included in a county set. A message will

display, indicating the name of the county set. You may rename the area, as necessary.

Create a Custom Recruitment Area

Select the second option, and click Next. Then select the Region type from the drop-down. If

applicable, select the State.

The Unselected Regions box will be populated with the available regions. After highlighting

desired selection, and use the Right arrow to move it to the Selected Regions field.



Multiple regions can be selected by holding down the CTRL key on your keyboard. As

shown below, multiple region types can also be combined, by making additional selections

from the Region Type and State drop-downs.

To remove a region from the Selected Regions box, highlight it, and click the

Left arrow. Click Next to proceed.

From the provided menus, Name the RRA, and Weight each of the area’s regions.

Retain the even weighting displayed as the default, or edit each Weight field as desired.

(A warning will display if the sum is over or under 100 percent.)

For example, Richland County and Fargo, North Dakota could be combined into a

custom RRA. After weighting each region, based on its role in supplying qualified

candidates for your workforce, the resulting RRA could be named: “Richland County

60% Fargo 40%”.

After you have assigned the weights, click Finish. The area will be made available for

selection in any of your organization’s plans.



Advanced Options for 2006-2010 Census Data

Additional filter options can be accessed from the Reasonable Recruitment Areas menu.

After clicking Show Advanced Options, select the data type:

Residence—Compiles data based on where people live (includes both employed and

unemployed)

Worksite—Compiles data based on where people work (includes employed people)

Second, choose whether to include the Total US Population or US Citizens Only. If the jobs

in the job group require US citizenship, then select the second option. The default selections

are Residence data for the Total US Population.

Note: If Show Advanced Options are not displayed, check the setting for census data

source.



More Reasonable Recruitment Area Data Sources

After clicking More Reasonable Recruitment Area options, choose from the following

options, click Next, and proceed through the guided menus:

Age

Earnings

Educational Attainment (5 levels)

Educational Attainment (6 levels)

Industry

Other (NORC Ph.D. data is available here.)

While these menus vary, they will display options to select one or more groups and

geographic regions for inclusion, name the RRA, and weight the included regions.

Assign Recruitment Areas

On the External Availability screen, two tabs will allow you to assign Recruitment Areas By

Plan or By Job Group.



By Plan

Under the By Plan tab, the default Recruitment Area will be set to the “United States”. You

can change the default Recruitment Area assigned once you have added the necessary

Recruitment Areas. To change the default Recruitment Area, select an RRA from the Plan

Default Recruitment Area drop-down, and click Save.

Master Plans—A default Recruitment Area can be assigned for each individual sub-

plan.

By Job Group

On the By Job Group tab, each job group will have “Use Default Recruitment Area” as the

assigned RRA. Select a different area for a job group by clicking that entry and choosing

another from the drop-down. (See the prior instructions for: Add Recruitment Areas.)

If the Job Group says < Use Default Recruitment Area > the plan will be using the Default

Recruitment Area assigned on the By Plan tab.

Review and Edit Census Coding

You can change the assigned census codes either on the Job Code table or here in External

Availability. Click the Census Coding tab at the top of the screen. The job codes and the census

codes applied to them will be displayed by job group.

From the Job Group drop-down menu, choose a group to view. Under View By, select how to

organize the Census Coding list, by Census Code or Job Title. If you have chosen Census Code,



additional options to Show Data become available, either By Individuals or By Weighted

Statistics.*

*See Factor Weights to review the instructions for creating weighted statistics.

Click the Demographics button next to the code to expand the listing and show

corresponding demographic availability data for females and minorities. Click the Edit button

next to the job to change the census code assigned. You will be taken to a new page with three

options to help you find the correct code.

Select from List—A list of potential census codes is provided, based on the job title. To

see a list of all census codes, click Show All at the bottom of the list. Click the census

code to assign it to the job.

Search by Job Title/Census Title—BALANCEaap will keyword search the list of job

titles and census code titles used in the census. Type a search term into the Job

Title/Census Title field, and click Search. A list of census codes that match the criteria

will appear. Click the appropriate census code to assign it to the job.

Select by Census Group—Select a category from the Census Code Group drop-down.

The census codes appropriate for that group will appear. Click the census code to assign

it to the job.

When you view codes by Job Title, you can also edit the census code for a job code by clicking

directly on the census code. This will bring up a window with the drop-down for all census

codes.



Quick Tip: To output a PDF report on the current assignments, navigate to Select Reports,

and choose the Census Code Assignments report under Availability. The Job Codes/Titles

across Job Groups will be displayed by Census Occupation Code.

Import External Availability Settings from Existing Plan

Navigate to the Recruitment Areas tab, and choose the Import button from the upper toolbar.

The Recruitment Areas for each Job Group and the census codes for each Job Code will be

imported. If any code in the current plan does not exist in the source plan, its settings will

remain unaffected in the current plan.

Choose the Company, Establishment, and Plan from the drop-downs.

Important Note: Transitioning to the 2006-2010 Census Data Source

Most current plans will rely on 2006-2010 census data for census occupation codes. If the

source plan uses older census data, you will be asked whether you want Recruitment Areas

to be translated. You can choose to have the system translate areas for each selected region

type; or you can choose not to translate Recruitment Areas and import only census codes.

External Availability: Settings Button

The Settings button leads to Create Plan >Availability Calculations Settings page, which

allows you to review the External Availability Source for census data.

Recruitment Area Wizard

BALANCEaap will automatically display the Recruitment Area Wizard when a Drilldown has

been defined or zip code information has been included in an applicable Reference or Data

table.

Quick Tip: To launch the Recruitment Area Wizard at any time, click the Recruitment Area

Wizard button, found in the upper toolbar on the Recruitment Areas screen.

If you include plan zip codes, Drilldown zip codes, or home or work zip code information in the

Roster, the Recruitment Area Wizard will guide you through the process of building

Recruitment Areas (by Job Group), based on this information. Follow each step, and select the



appropriate responses to provided questions. The system will calculate the Recruitment Areas

for each plan, Drilldown, or job group.

You can define wizard settings to determine how Recruitment Areas will be created. The

wizard consists of three main tasks: Settings, Rules, and Assign Areas.

Recruitment Area Wizard—Settings

The Settings portion of the wizard will prompt you with a series of questions regarding how

you want Recruitment Areas to be determined. The order, type, and number of questions

you will be prompted to answer will vary, based upon each response given to the previous

question.

Below, some of the possible questions are addressed:

1. How do you want to assign the Recruitment Areas for this plan?

The answer to this question determines at which level BALANCEaap will assign the

Recruitment Areas.

For a basic plan, two options will appear—one to create a Recruitment Area for the

entire plan, or a second option to create them by Job Group.

For those who have created Drilldowns, two additional options will be displayed,

either to separate the Recruitment Areas by drilldown or use a hybrid approach that

separates them by Job Group, while considering the Drilldown.

Note: When selecting an option involving Drilldowns, you will be prompted to

select the Drilldown name. (See Recruitment Areas by Drilldown for information on

reviewing and editing these assigned areas).



2. Do you want to use zip code when calculating External Availability in your plan?

If yes, then select whether to use plan zip codes, the Roster work zip code, the Roster

home zip code, or the applicant zip code. If you select plan zip code, the Recruitment

Areas will be determined using the zip codes entered for each sub-plan on the Plan

Codes screen.

For accurate results, you must include the zip code data for each employee on the

Roster. (A message below the option indicates the percentage of records that are

missing.)

If you select to use a Drilldown, the system will use the Drilldown zip code instead

of home and work zip code. The Drilldown zip code must be included on the

Drilldown Reference table. See the Reference Tables instructions for more

information on editing Drilldowns.

3. How would you like the system to round the region weights when creating Recruitment

Areas?

When a Recruitment Area is created, the system can calculate the percentage

representation for each region to the thousandths place. Select one of the four listed

rounding options: two decimal places (default), the nearest whole number, nearest

multiple of 5, or nearest multiple of 10.

Notes: The rounding options are listed in order from the most precise to the least

precise. Weights must add up to 100%.

4. Would you like the system to use a minimum representation threshold when building

Recruitment Areas?

The minimum representation threshold refers to minimum percentage of employees

in a particular zip code you want to show representation for when creating the

Recruitment Area. For example, if you set the minimum representation threshold at

5 percent, any zip codes that include less than 5 percent of the employee population

for that job group will be excluded from determining the Recruitment Area.

If you want to use a minimum representation threshold, click Yes, and type in the

threshold percentage in the numerical field. The default is set to Yes, with a 5-

percent threshold.

5. Would you like to include the United States census area when building Recruitment Areas?

When building Recruitment Areas by Census Area Types, you may also include both

regions and the entire United States as part of the calculation. Select Yes to include

the United States.



For more information on weighting the United States as a recruiting region for each

Job Group, see this section below: United States Assignment Rules.

6. Would you like the system to include employees marked as Annotation Only when building

Recruitment Areas?

If you have employees on the Roster that are marked Annotation Only, you can

choose whether you want their zip code information to be used when building the

Recruitment Area. The employees marked as Annotation Only are employees who

are in a location that does not have a separate plan since it has less than 50

employees. These employees are rolled into another plan and marked as Annotation

Only. See the instructions regarding the Roster table, including those on the

Annotation Only setting.

7. Would you like the system to include employees marked as Reporting In when building

Recruitment Areas?

If you have employees on the Roster who work in one location, but report into

another location, you can choose whether you want to include their zip code

information in the plan they report into when building the Recruitment Area.

If you have selected the EEO 2006-2010 ACS Tabulation data as the census data source,

the following two questions will appear:

8. Do you want to include the entire US population or US citizens only?

9. Do you want to use data based on where individuals live (residence data) or work (worksite

data)?

Once you have completed the wizard, the Recruitment Area – Assign Areas window

will appear. There are two sections on this screen: Assignment Settings and

Assignment Rules.



Recruitment Area Wizard—Assignment Settings

The Assignment Settings summary reflects the options you selected, using the Recruitment

Area Wizard. If necessary, choose the Edit Settings link and work through the wizard

again.

Recruitment Area Wizard—Assignment Rules

The Assignment Rules menu will display the default or current hierarchy that governs how

BALANCEaap will build Recruitment Areas from zip code data, using Census Area Types.



For example, CBSA may be the primary choice, with County as the secondary option. If so,

BALANCEaap will group zip codes by CBSA—and then for zip codes that fall outside

CBSAs—the system will group them by County. Then the system will combine and weight

each CBSA and County, accordingly.

If editing is necessary, click on the Edit Rules link to open the Area Assignment Order Rules

menu:

Select (or deselect) one or more checkboxes. To change the order, click on the Census Area

Type name and hold down the mouse while dragging the region to another location in the

hierarchy.

Check (or deselect) the box for: Once and employee’s zip code matches an Area Type above,

do not search for subsequent Census Area Types.

Using the Overwrite menu, choose one of the following options:

Assign recruitment areas not already assigned.

Assign areas where they have changed or have not been assigned.

Overwrite all recruitment areas

Click Next.

Quick Reminder: To review these settings and rules from the External Availability page,

click the Recruitment Area Wizard button.



United States Settings (if applicable)

If you choose to include the United States (Question #5 previously) in building Recruitment

Areas, assign weight reflecting the impact of United States on recruiting for each Job Group.

Assign Recruitment Areas

Once Assignment Settings and Assignment Rules (shown above) are complete, a summary of

each will display on the External Availability screen. After confirming the settings, click the

Assign Areas button. Once the system has finished running this calculation, you will be

brought back to the Recruitment Areas tab.

Quick Tip: To update the Recruitment Areas using new settings, click the Assign Areas

button again.

Review Recruitment Areas by Drilldown (if applicable)

If you used the Recruitment Area Wizard and chose to calculate External Availability by

Drilldown, the Recruitment Areas screen will include two additional tabs:

By [Drilldown name]

By Job Group/By [Drilldown name]

These tabs can be used to review or edit Recruitment Areas at two levels of detail. On the By

[Drilldown name] tab, a list of Drilldown values displays. On the By Job Group/ By

[Drilldown name] tab, the Filter drop-down can be used to display Job Groups by each unique

Drilldown value.

To edit an assigned area, choose the appropriate link from the Recruitment Area column to

display a drop-down of other areas. Make a different selection, and click the adjacent Save link.



Master Plan Recruitment Area Settings

Import Recruitment Areas from an existing Master Plan

Cascade Master Plan Recruitment Area Settings to Sub-plans

Master Plan Recruitment Area settings can be cascaded into the sub-plans, by using the Sub

plans menu, and selecting: Yes, cascade to my sub plans.

After clicking Import for a Master Plan, you can choose one of the following:

Do not assign recruitment areas at the time.

Cascade recruitment areas to sub plans.

Click Import again.

Assign Default Recruitment Areas to Sub-plans

On the External Availability > Sub Plan Default Recruitment Area menu, the default RRA

for each sub-plan will initially be set to the Master Plan default.

The default RRA for each sub-plan can be changed by clicking on the Use Master Plan

Default Recruitment area link.

Quick Tip: If you do not see the area listed in the provided drop-down, add it by

clicking on the Add a Recruitment Area button.

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Cascade Master Plan Recruitment Area Settings to Sub-plans

Master Plan Recruitment Area settings can be cascaded into the sub-plans, by using the Sub

plans menu, and selecting: Yes, cascade to my sub plans.

Making Changes to Recruitment Areas in Sub-plans

The changes made on the Recruitment Areas > By Job Group tab will be applied to all sub-

plans. You may open the sub-plan and make the changes to External Availability in that

plan.

The Recruitment Area Wizard and Sub-plans (if applicable)

If you use the Recruitment Area Wizard in a Master Plan, those settings will control sub-

plan settings. They cannot be changed in the sub-plan.



Assign the feeder jobs for each Job Group

Internal Availability (Factor 2)

About Internal Availability

The Internal Availability calculation seeks to establish a percentage ratio, representing the

presence of qualified women and minorities among incumbents whose jobs result in (or best

suit them for) advancement into other positions at your company. This task area will require

you to:

Identify “feeder jobs” for each Job Title/Code or Job Group.

Weight the relative importance of each identified feeder job in providing qualified

incumbents for each Job Group.

Both of these tasks are described next.

Quick Tip: Some Job Groups, most often entry-level groups, will not have feeders.

Identify Feeders

As explained below, there are three methods for identifying feeders, using buttons on the upper

toolbar.

Note: At least one employee on the Roster must be assigned to the Job Title/Code before the

position can be designated as a feeder.

Add Feeders

On the Internal Availability screen, select a target Job Group from the drop-down at the top

of the page so that it governs the display. Then to add a feeder, click the Add button.

A menu will appear, labeled with the Current Job Group name. Select a source Feeder Job

Group from the provided drop-down; the group’s Feeder Job Codes will display. Check off

one or more of those codes.



Click the Add button, located in the lower toolbar, and the selections will be added to the

Feeders list for the Current Job Group.

Quick Tip: For organizations with only a few job titles, consider using entire Job Groups

as feeders. Click the Feeder Options button, and change the Assign Feeders option to

Job Group. (This function is described below.)

The Feeders list is organized by Job Code, Job Title, and Job Group. The Total (number of

employees) holding each job will also appear to assist in assigning feeder job weights.

Read Feeders from Promotions and/or Transfers

If the data set reflects sufficient promotions into a Job Group, BALANCEaap can read

feeders from the Promotions Data table and optionally, BALANCEaap can also use the

Transfer Data table.



Click the Read button, and select the appropriate options:

Read Feeders from: Promotions and/or Transfers

Apply to Current Job Group or All Job Groups

Append to Feeders (add to current feeders) or Overwrite Feeders (replace all existing

feeders)

Once you have selected the options, click Apply.

Cascade Feeders to Sub-plans (Master Plans)—A Sub Plans menu will display if you are

working in a Master Plan.

To apply feeders to sub-plans, check off: Yes, cascade to my sub plans. If you choose that

option, also determine whether to use activity for the individual sub-plan or copy Master

Plan feeders to each sub-plan, where the feeder job is staffed.

Quick Tip: If you have assigned feeders, based on promotions or transfers, make sure

inappropriate feeders have not been assigned.

Import Feeders

If you have feeders in an external file or your organization has completed a plan on-line in

BALANCEaap, you can import those feeders. Click Import; choose From an Existing Plan or

From an External File.

If you selected the From an Existing Plan, choose the Company, Establishment, and Plan

from the drop-down lists, and click Import Feeders.

If you selected the From an External File, choose a file type from the drop-down, either

Excel, Access, or Text.

Note: If your file is in Excel or Text format, indicate whether the first row in the file

contains column headers. Also, if you chose Text format, select the appropriate field

delimiter from the drop-down.

Click Browse to select the file, and click Next.

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Select a file and the appropriate file options (e.g., spreadsheet, table name). You will then be

prompted to match fields. A preview of the data to be imported will be displayed. Click

Next when completed. Click Import to complete the process.

Remove Downward Movement

Choose the Remove Downward Movement button from the lower toolbar to remove any source

feeders that are in a higher job group than the target job group. A pop-up window will appear

with the options to apply this function to the current job group or all Job Groups. Select the

desired option, and click Apply.

Feeder Options Button

Select the Feeder Options button from the upper toolbar to display two menus: Assign Feeders

menu (next) and Feeder Options (below).

Assign Feeders (by Job Group)

BALANCEaap is set by default to assign feeders by Job Code. But for some organizations,

feeders to a job group will always consist of every job in another Job Group. To simplify

assigning feeders in this case, check the box for Job Group.

When applied, you will see a list of Job Groups on the Add Feeders page.



Allow Feeders to be Selected from Other Plans—Master Plans only

If your company has multiple locations, and jobs from one location are considered feeders

for another location, select this option. When you Add feeders to the target Job Group,

additional drop-downs for Company, Establishment, and Plan will appear on the Add

Feeder page. These drop-down selections will default to the current plan.

To assign a feeder from a different plan, select the Company, Establishment, and Plan.

When you select the source Job Group, the staffed jobs in the selected plan will appear.

Allow Weights to be Assigned to Feeders

By default, all feeder jobs for a Job Group are weighted equally, which can be an accurate

way to perform the Internal Availability calculation. However, if a source job is more likely

to advance employees into the target group, you can check the box for: Allow weights to be

assigned by feeder. The feeders will now be listed with a Weight field for each one (as

shown in the screenshot above).

Allow Feeders to Feed their Own Job Group

By default, BALANCEaap does not allow jobs to feed their own job group. If you wish to

allow such feeders, select this option (as shown above).

Assign Feeder Weight

After the Feeder Options are set to allow weighting, the feeders will still display the default

entries of uniform weights.

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The Weight fields may be adjusted—for example, to reflect the numbers of employees

advancing from each position—by entering the desired numerical values. The weights must

add up to 100 percent; the Total Weight is indicated on the lower right.

Clicking Distribute Weights will distribute the weight evenly across all displayed feeders.

After adjusting weights and ensuring the total equals 100, click Save Weights.

Cascade Master Plan Feeders to Sub-plans

Feeders and feeder weights can be carried down to the sub-plans by selecting, where prompted:

Yes, cascade to my sub-plans.



Assign weights to Internal and External Availability factors

Review Availability numbers

Factor Weights

About Factor Weights

As described in the previous chapters, Factor 1 represents the External Availability of potential

hires, while Factor 2 represents the Internal Availability of candidates who are qualified for

promotion (and transfer). For accurate Availability results, these two sources for candidates

must be assigned relative importance by applying Factor Weights.

Although BALANCAaap tools will help you in determining appropriate weights, consider your

organization’s past hiring and promotion practices. For example, entry-level employees may

come principally from external hiring, while senior-level personnel may come largely from the

internal ranks. For organizations with a large sales force, sales personnel may come in some

proportion from lateral transfers.

This chapter will describe how to weight the two factors and view the resulting statistics, which

will alert you to any underemployment of minorities and women by Job Group.

When you first access the Factor Weights screen (Figure 6 on the next page), the settings for all

Job Groups default to 100-percent External and zero-percent Internal. However, this ratio must

be changed to reflect your organization’s specific hiring and promotion practices.

Quick Tip: BALANCEaap will calculate the percentages for you from current plan data,

with the option to include transfer data (Apply Quick Weights, next page).

To view the source new hire and promotion data, run the New Hire Summary and the

Promotion Summary by Old Job (refer to: Select Reports).



Figure 6: Factor Weights Screen—Percent View

Factor Weights step by step:

A. Begin with Raw Statistics

B. Apply weights to Raw Statistics:

1. Enter weights for Factors 1 and 2 to equal 100

OR

2. Apply Quick Weights from new hire and promotion data

The system will calculate the following results:

C. Weighted Statistics (A X B = C for each factor)

D. Availability (Weighted Factor 1 + Factor 2 = D for each protected class)

E. Employment of minorities and females

F. Shortfall in numbers of persons, if E < D.

For more information, refer to: Review Availability Numbers.

A C

Red highlight indicates underutilization

Toolbar

Choose a job group

Choose

a view

B2

Factor 1

Factor 2

D

F

E

B1



Assign Factor Weights

From the Factor Weights page, select a Job Group, using the upper drop-down.

Then enter the percentage of expected hires for this group in the top-most Weight field for

External (Figure 6, B1). Press Tab on your keyboard, and the Weight for Internal will be

adjusted for a total of 100 percent. Click the Save button at the bottom of the page; then repeat

for all Job Groups.

Apply Quick Weights

BALANCEaap will calculate the percentage of hires versus promotions from personnel

action data and recommend Quick Weights. This Quick Weights percentage is displayed in

the upper right portion of the toolbar (Figure 5, B2). If the current plan year data reflects a

typical pattern for your organization’s promotions, click the adjacent Apply Weight button.

A pop-up window will appear. Choose to apply the weights to the current job group or to

all Job Groups. After making this selection, click Apply.

The Quick Weights percentage will be assigned as the Internal weight, and the External

weight will be adjusted for a total of 100-percent. In the example below, these entries are

12.2-percent and 87.8-percent, respectively:

Check Factor 2

The next step is to ensure that Internal, or Factor 2, weights have been applied properly in

relation to feeder assignments:

Job groups without feeders should have a Factor 2 weight of zero.

Job groups with feeders should indicate some Factor 2 weight.



Click the Check Factor 2 button, and BALANCEaap will indicate whether any groups fail this

check.

Affected groups will appear in a pop-up window. Follow the prompts to address the errors.

Once all the errors are resolved, the screen will indicate that no groups have failed the Factor 2

check.

Review Availability Numbers

Once weights are assigned, the Factor Weights screen provides valuable information regarding

the availability of external and internal personnel for jobs at your company and your

organization’s employment of minorities and females (Figure 5).

Show People

Click Show People to view all Factor Weights values as numbers of persons rather than

percentages.

Raw Statistics

The Raw Statistics section of the page displays the External and Internal Availability

calculations before weighting.

Quick Tip: To see the full calculation of the raw external statistics, run the Requisite

Skills Calculations report. For full calculation of the raw internal statistics, run the

Feeder Job Calculations report. (Refer to: Select Reports.)

Weighted Statistics

The Weighted Statistics section displays the adjusted External and Internal Availability

calculations after weighting. The Weighted Statistics are derived from multiplying each of

the Raw Statistics by the assigned Weight values.

Availability

Availability is the final result, after the weighted Factor 1 and Factor 2 values are added.

Employment

The Employment value, calculated using the Roster, is the percentage of current employees

in the job group who are minorities and females, respectively. This value, also known as

Incumbency, is compared with Availability to determine if minorities and women are

employed in numbers that would be expected.



If this column is highlighted in red, Availability exceeds Incumbency by an amount greater

than the Utilization Rule setting allows (described below), and the disparity is statistically

significant (described next).

Stat Value (Statistical Significance)

BALANCEaap uses a statistical analysis to determine if Availability of minorities or women

exceeds Incumbency by a statistically significant amount, meaning the differences are not

likely due to chance. If this value is highlighted with a red screen, the results are statistically

significant.

Shortfall

When minorities or women are underutilized in a job group, Shortfall indicates the

deficiency in whole numbers of persons.

Quick Tip: To review related information, navigate between the Factor Weights page and its

related Feeders menu on Internal (Factor 2). The system will maintain the Job Group as

selected from the header drop-down menu.

About the Utilization Rule

The Utilization Rule determines how the system will flag and set placement goals for Job

Groups. The options for Utilization Rule are shown in the following table.

Utilization Rule: A placement goal is declared when employment is:

Any Difference < availability, regardless of the size of the difference

Whole Person < availability by at least one whole person

Eighty Percent < 80% of availability

Eighty Percent/

Whole Person < 80% of the availability by one whole person or more

Significant Difference < availability by a statistically significant amount

Change Utilization Rule Settings

The chosen Utilization Rule can be changed from the Factor Weights page by clicking the

Change Utilization Rule button at the bottom of the page:

https://works.baiworks.com/help/documentation/info/UtilizationRule/UtilizationRule.aspx



You can change the rule for all Job Groups by selecting a new Default Rule for This Plan.

Change the rule for only the current Job Group by selecting a new rule under Rule for This Job

Group.

Determine Best Utilization Rule (Report)

Click the Best Utilization Rule button to open the Best Utilization Rule Report screen. This

report performs the Incumbency vs. Availability analysis, using each Utilization Rule to

determine which rule will produce the least amount of placement goals.

For a single regular plan, the system selects Current Plan.

For Master Plans Only—Two additional options become active so that the report can be run

by All Plans or Each Plan Separately.

Select the checkboxes for the rules you would like to be considered for the analysis. Click and

drag the listed rules into the preferred order you would like the analysis results to be

considered and displayed. Choose to view the report in HTML or PDF format, or if you would

like to export the report to Excel, Word, or PDF.

Click Run Report.

Import Factor Weights and Utilization Rules

After selecting a Job Group on the Factor Weights page, click the Import button to use settings

from another plan. Choose to import Weights and/or Utilization Rules, and then select either:

For This Group or All Job Groups. Select the Company, Establishment, and Plan from the drop-

downs; then click Import Data.

Import Factor Weights and Utilization Rules into a Master Plan

When importing weights from another Master Plan, upon clicking Import, you will be given

two options for cascading the changes from the import:

Apply Corresponding Sub-plan Settings—If plan codes match, the source sub plan

settings will be imported into each current sub-plan.

Note: If a corresponding source sub-plan does not exist, the settings will be cascaded

from the Master Plan.

Apply Master Plan Settings—The source Master Plan settings will be applied to the

current sub-plans.

If the plan you are importing from is not a Master Plan, the sub-plans settings will be set to

match the Master Plan.

Factor Weights: Options Button

Choose the Options button from the upper toolbar to set statistical settings.



Statistics Settings

Note: These settings should not be changed unless advised by a statistician or

attorney.

Standard Deviation is BALANCEaap’s principal statistical method. However, by default,

Job Groups containing less than 30 records will use the Exact Binomial test. Standard

Deviation calculations of 2.0 or greater, or Exact Binomial test results of .05 or lower, are

typically considered statistically significant.

An “approaching significance” threshold is also set for reporting to provide a warning when

Adverse Impact for a group is near the significance point.

Include Transfers in Quick Weights

By default, BALANCEaap uses only new hire and promotion data in the plan to calculate

Quick Weights (described above). To include transfer data in this calculation, select this

option.

Though it is advised to use the same rule for each group, you can change the rule for only the

current group. To always use the plan’s default rule, select “USE DEFAULT” from the Rule for

This Job Group drop-down list. To select a specific rule for this group only, select the desired

rule from the drop-down list.

Click Save.

Master Plan Factor Weights

Cascade Factor Weights to Sub-plans

Factor Weight settings can be carried down to the sub-plans by selecting: Yes. Apply changes to

my sub plans.

Assign Factor Weights by EEO Job Group

If EEO was selected under Plan Code > Job Group structure, the Factor Weights screen will

display the EEO Job Group Weights tab. Here, you can assign Factor Weights to EEO Job

Groups so they are consistent across sub-plans.

For each Job Group, the displayed weights for Factor 1 and Factor 2 may be edited. The last

column will display the Quick Weights (the ratio of promotions to hires currently represented

in the Master Plan for the displayed EEO category). This percentage can be used to help

determine the weight that should be used for Factor 2.

Click Save to submit the changes. All weights in the sub-plans will be overwritten with the

changes made.


STEP 6: SELECT PLAN/SUB-PLAN HISTORY SOURCE

History Section Checklist

From the side navigation menu, click on History. From the History screen, you can access the

following activities:

History Source Identify the type of History Source for retrieving (or entering) last year’s goals,

Availability calculations, incumbent numbers, and Veteran data

If a BALANCEaap plan is chosen as the History Source, identify the plan

If Manual Entry is chosen as the History Source, enter the information

(Master plans) Select sub-plan History Source

Step 6: Select History Source


Identify the type of History Source.

If a BALANCEaap plan is chosen as the History Source, identify the plan

If Manual Entry is chosen as the History Source, enter the information

History Source

Because the current AAP reviews progress towards goals set in the previous year plan and

relies on historical data for supporting analyses, the previous plan serves as the History Source.

Select History Source

One the History Settings tab, there are three options for History Source type, depending on

whether you created the previous plan in BALANCEaap, you created the plan using another

application, or you do not have a previous year plan. As shown below, the three options to

populate history information are:

Manual Input

Start Point Analysis

Import from Existing Plan

On the Create Plan screen, you were asked if you had a prior year’s plan. If so, on the History

Settings tab, you will be asked to confirm this plan as the History Source. You can also select a

different prior year’s plan from the provided drop-down, Manual Input, or Start Point Analysis.

If you did not select a prior year’s AAP at plan creation, the History Settings screen will ask if

you would like to create a Start Point Analysis. If Yes is selected, the source on the History

Settings menu will be defaulted to Start Point Analysis. If No is selected, the History Source

screen will be defaulted to Manual Input. You can change these options on the History Settings

tab. Click Apply to save the setting.



Manual Input

To input employment numbers, Availability percentages, and placement goals into

provided fields by alphanumeric entry, select Manual Input. You may want to do this if you

have the actual numbers from last year’s plan, not prepared in BALANCEaap.

On the History Information menu, select a Job Group from the drop-down, and enter

Employee Information for each Report Group. If the Report Group indicates a goal due to

underutilization, check the Goal box.

Once you have entered all the numbers for the Job Group, you must click Save before

switching to another job group. Repeat this step for each Job Group in your plan.

Start Point Analysis

If you are completing your organization’s first plan in BALANCEaap, Start Point Analysis

can establish the history data. BALANCEaap will start with the current Roster, and reverse

the hires, promotions, terminations, and other personnel actions to calculate how many

people were in your Job Groups last year. It will then calculate Availability and goals,

based on the Recruitment Areas, census codes, feeders, and Factor Weights in your current

plan.


If last year’s plan was completed in BALANCEaap, choose that plan as the History Source

to ensure goal attainment and Adverse Impact calculations use the appropriate data. To set

a previous plan as the History Source, select this option, then select Company,

Establishment, and Plan from the drop-downs. Click Save.

Quick Tip: View the History Source Roster Checklist, which is available from Select

Reports > Employment.



Select Sub-plan History Source (Master Plans)

Click Sub-plan History Source from the History home page or the side navigation menu for

Master Plan options. Here, you can choose the History Source and apply it to selected sub-

plans.

If selecting Import from Existing Plan as a History Source, select the Company, Establishment,

and Plan from the drop-down lists. Only Master Plans will appear as source options.

You can select to have sub-plans match the history counterpart by either Plan Code or

Establishment. By default, if a sub-plan does not have a match, based on the selection, its

history will be set as Manual Input. If you want such plans to use a Start Point analysis, check

this option.

Check off the sub-plans you wish to apply these settings to, and click Save.

Note: If Manual Input is assigned to any sub-plans, set the history numbers within those

sub-plans. Failure to do so will result in no goals being identified for the previous year, and

Adverse Impact calculations to be invalid.


STEP 7: DEVELOP IWD / VETERAN METRICS

IWD/Veterans Checklist

From the side navigation menu, click on IWD/Veterans to access the following activities:

Hiring Overview

Determine data source(s) for Job Information

Review and edit Job Information

(Master Plans) Review and edit Job Information by Sub Plan

IWD Analysis

Use a simple Utilization Benchmark

(Optional) Edit the Utilization Benchmark by Job Group

(Optional for Master Plans) Edit the Utilization Benchmark by Sub Plan


Use a Simple Hiring Benchmark

(Optional) Edit the Simple Hiring Benchmark by Job Group

(Optional for Master Plans) Edit the Hiring Benchmark by Sub Plan

(Optional) Create the Five Factor Calculated Analysis

Step 7: Build IWD/Veterans Metrics


Build IWD/Veterans Metrics

The IWD/Veterans calculations will compare the number of Individuals with Disabilities

(IWDs) and protected Veterans in your organization’s workforce with compliance benchmarks

for utilization and hiring, respectively. While Veteran status is tracked at hiring, disability

status will be tracked regularly across your organization’s workforce over time.

Note: Because the system provides flexibility in IWD/Veterans settings so that reporting

displays are useful to your organization, please review the regulations for specific

requirements that may apply to your organization. The IWD/Veterans function is not

available in Update Plans or sub-plans.

Determine Hiring Overview Settings

Navigate to IWD/Veterans > Hiring Overview, and scroll down to the Calculations Options

menu. Choose the data the system will use in determining the IWD/Veterans statistics:

Applicant (Disposition) Data—The default fields are Hired and Internal successful data

(default), with Declined offer also available for selection.

Personnel Actions—Limit the source for data collection to New Hire data (default) or

include Promotion and/or Transfer data.

Then click the Calculate Jobs Filled button, available at the bottom of the page.



Quick Reminder: Populate the field for Requisition ID on the Applicants Data table so the

system can determine the Hiring Overview Statistics.

The # of Jobs Opened and the # of Jobs Filled will be populated on the Job Information menu,

which is located at the top of the page. Alternatively, these statistics may be entered directly in

the provided fields (or edited). Click Save.

Edit Job Information by Job Group

Check the box to: Edit by Job Group. A drop-down containing the available Job Groups will

appear. Select the Job Group, update the numbers of jobs opened and jobs filled, and click

Save for each line item. The drop-down will display any updated Job Groups in bold face.

Import Hiring Overview Settings from another Plan

If IWD/Veterans settings are available in an external file or from existing plan, click the

Import Hiring Overview Settings button, which is available at the bottom of the page.

Identify the external file or existing plan, and follow the provided steps to bring in the

settings.



Edit Master Plan Job Information

Check the box to: Edit by Sub Plan. A drop-down containing the available sub-plans will

appear. Select the sub-plan, update the numbers, and click Save for each line item. The

drop-down will display any updated sub-plans in bold face.

IWD Analysis

About the IWD Analysis

The benchmark displayed on the IWD Analysis page will appear on AAP reports. The

benchmark will be displayed with statistics on the presence of IWDs in your organization’s

workforce so that efforts to employ Individuals with Disabilities can be evaluated.

Use a Simple Utilization Benchmark

On entry to IDW Analysis, the IWD Utilization Benchmark displays (in percent).

Note: BALANCEaap’s default will be set to OFCCP’s current utilization benchmark.

(Optional) To update the default entry, enter a new number and click Save.

Use Advanced Options to Edit the Utilization Benchmark

Click Show Advanced Options, and check the box for: Edit Benchmark by Job Group.

Choose a Job Group, one by one. Retain or edit each provided entry, as necessary, and click

Save. The drop-down will display any updated Job Groups in bold face.

Edit Master Plan Benchmark by Sub Plan

Check the box for: Edit Benchmark by Sub Plan. Select a Sub Plan from the drop-down, edit

the entry, and click Save. The drop-down will display any updated sub-plans in bold face.




About the Protected Veterans Analysis function

As part of the AAP, a hiring benchmark will be compared with hiring statistics to ascertain

your organization’s success in hiring protected Veterans. This chapter describes the

following tabs that will be used to establish the hiring benchmark:

Settings—Use the Simple Benchmark, and (optional) edit the benchmark settings.

Benchmark—(Optional) As an alternative to the Simple Benchmark, create the Five

Factor Calculated Benchmark for local conditions.

Note: BALANCEaap’s default Simple Benchmark will be set to the current OFCCP hiring

benchmark.

Use a Simple Benchmark

On entry to Settings, a field displays the Simple Benchmark for protected Veterans (in

percent).

(Optional) To update the default entry, enter a new number, and click Save.

Edit the Simple Benchmark by Job Group—After selecting Use Simple Benchmark, click

Show Advanced Options. Check the box for: Edit Benchmark by Job Group.

Use the provided drop-down to select a Job Group, one at a time. Update each benchmark

percent, as necessary, and click Save. The drop-down will display any updated Job Groups

in bold face.

Initiate a Five Factor Calculated Benchmark

Important Cautions: It is recommended that the Five Factor Calculated Benchmark only be

used after careful consideration by regulatory and statistical experts. In addition, changing

the benchmark type will cause any previous Veteran Analysis data entries for the Simple

Benchmark to be lost.

After clicking Show Advanced Options, select Five Factor Calculated Benchmark. Answer

one or both of the following questions:

Calculate the veteran applicant ratio (factor 3a) from the previous year plan?

Calculate the veteran hire ratio (factor 3b) from the previous year plan?

Note: Check the boxes to have the system populate both Factor 3 fields. For information

on choosing a previous year plan as the History Source, see the previous chapter.



If Veteran data are not available in a previous year plan, you can enter the information

later.

Enter and Weight the Five Factor Benchmark

The Benchmark tab will display a menu for entering values for each element of the Five

Factor Calculated Benchmark, which are (at the time of User Manual publication):

1. Average percentage of Veterans in the civilian labor force for the state(s) where the

contractor is located for the prior three years, as calculated by the Bureau of Labor

Statistics (BLS) and published by OFCCP.

2. Number of Veterans over the previous four quarters in the state where the contractor

is located who were participants in the Employment State Delivery Service (ESDS),

as tabulated by the Veterans’ Employment and Training Service (VETS) and

published by OFCCP.

3. (a) Veteran applicant ratio reported in the contractor’s prior year plan and

(b) Veteran hire ratio reported in the contractor’s prior year plan.

4. The contractor’s recent assessments of the effectiveness of its outreach and

recruitment efforts.

5. Other factors, including but not limited to the nature of the job or its location, which

would affect the availability of qualified protected Veterans for hire (as identified by

the contractor).



BALANCEaap may pre-populate fields where Government data are available. If you elected

to populate Factor 3 on the Settings tab, those results will display.

Using the middle column, enter or edit the Value in percent, as necessary. Using the right-

hand column, enter the Rationale for the entered statistic.

Click the Save button to run the calculation.

About Related IWD/Veterans Reports

The following IWD/Veterans reports, available from the Select Reports menu, will provide

counts by plan or job group*:

Data Collection for Individuals with Disabilities

Data Collection for Protected Veterans

The following reports will present the results of the analyses by plan or job group*:

Individuals with Disabilities Utilization Guide

Veteran Benchmarks for Hiring Analysis

*Because the requirements vary by report and workforce size, please review the governing

regulations to see how you should organize your organization’s reports.

Supporting Adverse Impact Summary and Detail reports are also available.

About Related Narratives

Tools for building Narratives include specific Tags & Values and narrative Section menus

for IWDs and Veterans.


STEP 8: CUSTOMIZE NARRATIVES AND FINALIZE REPORTS

Reports Section Checklist

Using the side navigation menu, click on Reports to display

the section home page and access the following activities:

Report Export Settings Set format preferences for exported reports

Develop Narrative Settings Select whether to include or exclude reports from the

Narratives

Customize tags for insertion into Narratives

Select Department Hierarchy or Workforce Analysis

as the Organizational Profile

Include header and footer text

Import narrative settings from another plan

Edit customizable tags for insertion into Narratives

Select Reports Choose view and file settings for reports

Print or export the completed AAP

Not Required for the AAP:

Filter Set plan filters to run reports for Sectors, Drilldowns, Rollups, or sub-plans

Publish Settings

Publish the plan by allowing BALANCEhub access

Add users to BALANCEhub

Select the list of reports each user has access to

EEO-1 Create the annual EEO-1 Report(s) for submission to the Equal Employment

Opportunity Commission (EEOC)

VETS-100

Create the annual VETS-100A Report(s) for submission to the Veterans’ Employment

and Training Service (VETS) office

Step 8: Customize Narratives and Reports


Set report format preferences for exported reports

Report Export Settings

Determine Export Settings

Visit Reports > Export Settings to select options for how Reports are exported. Once you have

determined the options below, you can move on to Select Reports.

Single or Multiple Files

To combine all plan reports into a single output file select: A Single File.

If you would like access to the reports as distinct files, select: Separate Files.

File Types

Reports can be exported into PDF, Word, Excel, or Rich Text formats. Select the desired file

format type from the drop-downs. The reports are designed to look best in PDF format,

which requires Adobe Reader to view. Word, Excel, and Rich Text formats are not as stylish,

but allow for easy editing if necessary.

Once you have selected the number of export files you want to create and the file format

type, click Save.

Export Settings for a Master Plan

The Export Settings are not carried down automatically to the sub-plans. However, by using a

Filter, reports for all sub-plans can be run from the Master Plan, and they will use the settings

selected in the Master Plan.

If you choose to open sub-plans and run reports from there, you will need to determine Export

Settings within the sub-plan.



Introduction to BALANCEaap Reports

The table (on the next few pages) lists reports that can be generated from BALANCEaap,

including the Narratives and supporting reports. Reports with an asterisk (*) are part of the

Affirmative Action plan, while other optional reports assist you with plan preparation or offer

supplemental analyses.

Please see the BALANCEaap Reports Reference Guide for descriptions and sample output for the

most commonly used reports (available via inline Help or from Berkshire Product Support).

Table 4. BALANCEaap Standard Reports

Communication

Plan Summary

Narratives

Disabled and Veteran Narrative* Minorities and Women Narrative*

Employment

Job Group Analysis* Annotated Employee List*

Job Group Analysis by EEO Code Roster Checklist

Job Group Analysis Summary* History Source Summary by Job Group

Workforce

Workforce Analysis* (or) Annotated Employee List by Department*

Organizational Display* (plus) Department Analysis

Supervisor By Department* Department Checklist




Availability

Availability Factor Computation Form* Feeder Job Calculations

Incumbency vs. Estimated Availability* Shortfall

Placement Goals* Availability Worksheet

Recruitment Area Worksheet Census Code Assignments

Requisite Skills Calculations Current Year Promotion Calculations

Department Analysis Recruitment Area Composition

Department Checklist

IWD / Veteran

Data Collection for Individuals With Disabilities Individuals with Disabilities Utilization Goals

Data Collection for Protected Veterans Veteran Benchmarks for Hiring Analysis

Personnel Actions

Applicant Summary* Applicant Checklist

New Hire Summary* New Hire Checklist.

Promotion Summary by Old Job* Promotion Checklist

Promotion Summary by New Job Transfer Checklist

Promotion Summary for Goal Attainment Termination Checklist

Transfer Summary by Old Job Involuntary Termination Checklist

Transfer Summary for Goal Attainment Promotion Pool Checklist

Termination Summary by Termination Code Termination Pool Checklist

Termination Summary* Involuntary Termination Pool Checklist

Involuntary Termination Summary Applicant Checklist

Promotion Pool Summary by Old Job New Hire Checklist

Promotion Pool Summary by New Job Promotion Checklist

Termination Pool Summary

Involuntary Termination Pool Summary

Monitoring

Applicant Pool Analysis Goal Attainment*

Labor Force Calculations Promotion/Hiring Comparison




Adverse Impact

Adverse Impact Detail for Applicants Adverse Impact for Termination Pool

Adverse Impact for Applicants Adverse Impact Detail for Termination Pool

Adverse Impact for Applicants by Favored Group Adverse Impact for Terminations

Adverse Impact Detail for Promotions Adverse Impact for Terminations by Favored Group

Adverse Impact for Promotions Adverse Impact Detail for Involuntary Terminations

Adverse Impact for Promotions by Favored Group Adverse Impact for Involuntary Terminations

Adverse Impact Detail for Transfers Adverse Impact for Involuntary Terminations by Favored Group

Adverse Impact for Transfers by Favored Group Adverse Impact for Involuntary Termination Pool

Adverse Impact Detail for Terminations Adverse Impact Detail for Involuntary Termination Pool

Adverse Impact Detail for Terminations Adverse Impact for IWDs

Adverse Impact for Terminations Adverse Impact for Terminations

Adverse Impact for Terminations by Favored Group Adverse Impact for Terminations by Favored Group

Adverse Impact Detail for Involuntary Terminations Adverse Impact Detail for Involuntary Terminations

Adverse Impact for Involuntary Terminations Adverse Impact Detail for IWDs

Adverse Impact for Involuntary Terminations by Favored Group

Adverse Impact for Protected Veterans

Adverse Impact for Promotion Pool Adverse Impact Detail for Protected Veterans

Adverse Impact Detail for Promotion Pool Adverse Impact for Termination Pool

Compensation*

Compensation Summary by Job Group Desk Audit Analysis for Race by Job Group

Compensation Summary by Title Desk Audit Analysis for Race by Title

Compensation Summary by Grade Desk Audit Analysis for Race by Grade

Desk Audit Analysis for Gender by Job Group Compliance Review by Job Group

Desk Audit Analysis for Gender by Title Compliance Review by Title

Desk Audit Analysis for Gender by Grade Compliance Review by Grade

*Compensation reports are typically part of an audit plan.



Select whether to include or exclude reports from the Narratives

Select whether to use the Department Hierarchy or the Workforce Analysis

Enter header and footer text

Import narrative settings from another plan

Manage supporting documents

Edit customizable tags for insertion into Narratives

Develop Narrative Settings

About the Required Narratives

The data and results from plan calculations will be merged into the Narratives to build a

complete Affirmative Action plan. To assist you with compiling the Narratives, BALANCEaap

provides boilerplate language (for Minorities/Women, Veterans, and Individuals with

Disabilities) and tools for customizing the content.

Refer to the following steps for Settings, Tags & Values, Templates, and Published Narrative

(tabs shown below) to build each narrative.

Determine Narrative Settings

Begin developing the narratives by making a few selections on the Settings tab.



Narrative Options

BALANCEaap will insert the required plan reports into the compiled plan document, based

on Narrative Options you select:

Include Reports for Minorities/Women

Include Reports for Individuals with Disabilities

Include Reports for Protected Veterans

The checked off reports will be included when the plan is exported or printed from the

Select Reports screen.

Quick Tip: Leave the box for Include Reports unchecked if you are simply reviewing the

narrative text. This will exclude the numerous pages of reports.

Choose Report Type

The selection for Organization Profile here will be based on plan elements that were

established previously. For the Organizational Display, a Departmental Hierarchy is

required; for the Workforce Analysis, the Grade Reference table must be sequenced.

Once those elements are reviewed, click Workforce Analysis or Organizational Display.

(Optional) Enter Header and Footer Text

A Header and Footer menu is available for personalizing the Narratives. Check the box to

Include Header and Footer. Then enter the text in the appropriate Add Header Text or Add

Footer Text field.

Once all settings are determined, click the Save button.

https://works.baiworks.com/help/documentation/reports/NarrativeSettings/Required.aspx#top

https://works.baiworks.com/help/documentation/reports/NarrativeSettings/Required.aspx#top



Import Narrative from another Plan

Using the Import button in the Settings tab header, import the following narrative elements

from another plan:

Narrative Settings

Tag Values

Templates

Supporting Documents

Select the items to import, and then select the Company, Establishment, and Plan from the

drop-downs. Click Import Data to execute the import.



Manage Supporting Documents

Appendices and other additional documents can be added to the system, using the Manage

Documents button.

Select the narrative to which the supporting documents should be added. Click Browse,

locate the documents, and click Upload. Repeat for any other documents.

Documents added in this way will appear as options on the Select Reports page at the end

of the Narrative menu (in the order in which the documents were uploaded). To edit their

order of appearance, click a document name and use the arrows at the right to move the

document to a different location within the menu list. Click Save to save the display order.

Click Edit to edit the name of the document for how it appears on this screen.

To preview an uploaded document, select it from the Preview drop-down, and click

Preview.

Narrative Tags and Values

On the Narratives > Tags and Values tab, you will assign the text (or image) for each tag that

will be used to personalize or augment the narrative template with elements specific to the plan

or your organization (e.g., branding, staff contacts, corporate language). Tags created in one

plan can be used in any plan in your organization.

Using Narrative Tags

A tag may be inserted into a narrative template as a placeholder for an element that will be

merged into the narrative when it is published. In addition to ensuring accuracy for

multiple insertions of the same element, this method allows the element to be updated

globally.

For example, the [[Affirmative Action Chief Policy Signer]] is a tag that serves as the

placeholder for the name of the chief policy signer. The text assigned to the tag will appear

wherever the tag is placed in the template.



About the Tag List

The list of tags appears on the left of the Tags and Value tab.

Tags with an In Use icon next to them are currently in use in one of the

Templates. Follow instructions below to populate the tag.

Tags with the Value Assigned icon indicate that information has been supplied.

Tags without an icon are currently not in use in narrative Templates.

Associate a Tag with Text

Select a tag from the list. Click the radio button on the right for: Text. Enter text in the Tag

Value field. Click Save, and the Value Assigned icon will appear for the tag. (The tag

information may be updated in the future.)

Add a Text Tag to the System

Create user-defined tags by clicking Add a New Tag. Enter Tag Name, Tag Description, and

Number of Rows for the tag; click Save.

Associate a Tag with an Image

First, Add a New Tag, or highlight an existing tag on the Tags & Values list. Click the radio

button for: Image. Then enter Image Width and Image Height (in pixels). Click Save.

Quick Tip: The image dimensions can be edited after image upload.

Edit the User-Defined Tag Description

Highlight the tag, and click Edit. Update the Tag Description, and click Save.

Delete User-Defined Tags

To remove the tag from all plans in your company, highlight it, and click Delete.



Edit Narrative Templates

By editing the boilerplate language and inserting available tags, the narrative Templates (by

Section) can be personalized so the AAP reflects your organization. The Templates not only

control the insertion of required and repeated elements in the text, they also help automate the

merging of the latest plan data and required sections to create the finished plan document.

Changes to the Templates affect only the current plan. However, Templates can be imported

from an existing plan to carry over standard elements or provide a basis for building a new

plan. (See Import Settings below for instructions.)

Display the Narrative Section for Review

The tab header offers access to the Minorities/Women, IWD, and Veterans Narratives. Select

a Section from the drop-down, and the Template Text window will display.

Figure 7: Narrative Template—Text Editor Toolbar

Source / Preview Find Replace / Select All Text Formatting Cut Copy Paste / Undo Redo

Font / Size Link Unlink Anchor Number Bullet / Indent / Block Quote Indent Code / Indent / Direction

Choose a Section

Edit the Template



Edit the Narrative Template Section

Edit the Text—Use the text editing toolbar (Figure 6 above) to change the content or

formatting.

Insert a Tag—Place your cursor at an insertion point, and click Insert Tag (button shown

above).

By default, all types of tags are displayed for selection on the Insert Tag menu. The list

may be reduced to one or two of the following options:

User Defined Narrative Tags (tags you defined)

Calculated/Generated Tags (generated by the system, e.g., employee counts)

Report Tags (plan reports typically placed within the narrative)

Select the desired tag from the provided drop-down, and click Insert.

When edits to the Template Text are complete, click Save.

Revert to Default Narrative

At any time, you can change the narrative back to BALANCEaap’s default narrative by

clicking the Revert to Default button (Figure 6).

Exclude Section from Narrative

If you would like to exclude a particular section from the narrative completely, uncheck the

Include this section in the Narrative box, which is located just beneath the Section drop-

down (Figure 7).



Table 5. Standard Narrative Sections

Minorities/Women Title Page

Preface

Introduction

Statement of Policy

Responsibility for Implementation

Organizational Profile

Job Group Analysis

External Availability Analysis

Comparison of Incumbency versus Estimated Availability

Placement Goals

Special Report

Identification of Problem Areas by Organizational Unit and Job Group

Development and Implementation of Action Oriented Programs

Internal Audit and Reporting System

List of Exhibits

IWD Title Page

Preface

Equal Employment Opportunity and Affirmative Action Policy

Definitions

Responsibility for Implementation

Request for Self-Identification

Review of Personnel Processes

Review of Physical and Mental Job Requirements

Reasonable Accommodations

Compensation

Internal Communication Procedure

Harassment

Training

Internal Dissemination of Policy

Outreach, Positive Recruitment and External Dissemination of Policy

Data Collection Analysis

Utilization Analysis

Identification of Problem Areas

Development and Execution of Affirmative Action Programs

Monitoring and Reporting Systems

List of Exhibits

Exhibit A: Invitation to Self-Identify

Exhibit B: Annual Notification to Vendors

Exhibit C: Annual Assessment of Outreach and Recruiting Efforts

Exhibit D: Reasonable Accommodation Policy and Procedure

Veterans Equal Employment Opportunity and Affirmative Action Policy

Definitions



Table 5. Standard Narrative Sections

Responsibility for Implementation Request for Self-Identification Review of Personnel Processes Review of Physical and Mental Job Requirements Reasonable Accommodations Compensation Internal Communication Procedure Harassment Training Internal Dissemination of Policy Outreach, Positive Recruitment and External Dissemination of Policy Data Collection Analysis Hiring Benchmarks Identification of Problem Areas Development and Execution of Affirmative Action Programs Monitoring and Reporting Systems List of Exhibits Exhibit A: Invitation to Self-Identify Exhibit B: Annual Notification to Vendors Exhibit C: Annual Assessment of Outreach and Recruiting Efforts

Edit Published Narrative The Published Narrative tab displays a final preview of the narrative sections.

If you want to locally edit the narrative for a current plan without making a global change to the

Templates, you may do so the Published Narrative tab. It is recommended that this action

only be taken if plan calculations are final.

Select a narrative section, click the Edit button, and confirm the action by clicking Edit again.

The Published Narrative will appear in a text editor. Make the edits, and click Save.

Important Caution: If you edit a plan narrative and then republish it due to updated

calculations, all edits made on the Published Narrative tab will be lost.

Republish the Narrative

To republish the narrative, click the Edit button. From the pop-up window, click Republish

this Section Now. This action will update the plan document for any calculations or data,

but remove any edits made to the Published Narrative since the last time it was published.

Master Plan Narrative Settings Editing in Master Plan Templates can be carried down to the sub-plans by selecting: Yes. Apply

changes to my sub plans.

Changes made in a sub-plan will not affect the Master Plan or any of the other sub-plans.



Choose view and file settings for reports

Print or export the completed AAP

Select Reports

Before proceeding, ensure that the Export Settings have been determined, as described in the

preceding User Manual chapter.

View Reports In

All plan reports and narratives can be viewed in either HTML (Web browser) or PDF (Adobe)

format. Choose the desired format from the View Reports In menu at the top of the Select

Reports screen.

To view a report, click the Report link next to the desired report title. The report will appear in a

new browser window. If you are viewing the report in PDF format, you can save or print the

report easily from this window, using the icons at the top of the page.

Select Reports for Export

A report title can be checked off individually or included in a group, using buttons at the top of

the Reports list.

Use Report Selection Buttons

These buttons will check off specific reports:

Select All—Selects all reports, including Narratives

Select None—Deselects any reports that are currently selected

Select Primary and Support—Selects the reports required for an AAP, plus the

reports showing supporting documentation and calculations (e.g., Adverse

Impact) Select Primary—Selects the required reports for an AAP that will accompany the

Minority/Female , IWD, and Veteran narratives*

Select Support Reports—Limits the selection to those reports showing supporting

documentation and calculations

* For a complete AAP, also select the Narratives.



Click Save at any point to save the list of selected reports. These reports will then be selected

by default when you revisit Select Reports.

Quick Tip: Checking off the box next to a report group header will select all reports in

that group.

Perform Export

With one or more reports are selected, click the Export button. A Save window will appear.

Choose the location to save the files.

Quick Tip: The Export may take some time to complete. A progress bar will appear,

allowing the user to choose Run in the Background, work in other areas of the software,

and receive a notification message when the export process is complete.

Other Report Tools

Report Settings

Many reports have options, including how they are grouped, fields that are included or

excluded, and other selections. Located atop the View Reports In menu, the Global Settings

button (shown above) will set options that apply to all reports.

Each group of reports has additional options that apply to their group only. Click the

Group Settings or the Calculation Settings icon in the report group header to

access these options.

Republish a Narrative

If plan data or calculations have been changed, a Republish button will display next to the

affected narrative title, so that the narrative document can be updated to reflect the new

merge information.

Note: The new merge information is placed in the most recently saved narrative, as

displayed on the Templates tab. Any narrative edits made on the Published Narrative tab

will be lost.

Custom Report Groups (BALANCEhub)

Refer to BALANCEhub Report Groups for more information on adding custom report

groups to the Select Reports menu within the BALANCEhub.

Master Plan Report Settings

Run Reports for All Sub-plans

See the instructions for how to run a Filter on the Master Plan to run reports for some or all

sub-plans simultaneously.



Cascade Report Settings

The Global and Group Settings can be applied to the sub-plans by selecting: Yes. Apply

changes to my sub-plans.

Changing settings in a sub-plan will not update settings in the Master Plan or any of the

other sub-plans.



Set filters to run reports for Sectors, Drilldowns, Rollups, or sub-plans

Filter Reports (Optional)

The Reports > Filter tab provides tools to customize the report displays, based on Sectors or

Drilldowns you have previously created. For information about creating these subsets for

analysis and reporting, see instructions about Drilldowns and Sectors, respectively.

Filter Reports on Sectors and Drilldowns

From the Filter menu at the top of the page, select the radio button for Sectors or Drilldowns.

Select a unit from the drop-down, and check off one or more unit names from the list. Below,

the default Department Drilldown is shown, with a sample list of Department names:

You may also include All or deselect any previous selections by clicking None. After making

the desired selection(s), click Save. When reports are run, a separate report for each Sector or

Drilldown will be generated.

To remove the Filter, click the radio button for: This Plan.



Filter on Plan Groups and Rollups (Master Plans)

If you are working in a Master Plan, you can use the Reports > Filter to run reports by:

This (Master) Plan, organized by all Sub-Plans

A sub-plan or selection of sub-plans

Show Master Plan Data, by Sub-plan

Choose the following:

Run reports based on data from: This Plan

Filter by a Sub-plan

From the Filter menu, click the radio button for: Sub-plans. Then check off the sub-plans you

wish to include, and click Save. When reports are run, a separate report for each sub-plan

will be generated.

Filter on Rollup

If Rollups have been created (Plan > Reporting Levels), you can set the Reports > Filter to

run reports on those Rollups. (See instructions about Rollups for more information.)



From the Filter menu, click the radio button for: Rollups. From the drop-down menu, select

a Rollup, and check off the Rollup values you wish to include. Next, under Group by, check

off any additional levels within the Rollup, and click Save.

When reports are run, a separate report for each selected Rollup will be generated—

grouping information by each additional level selected.



Publish the plan by allowing BALANCEhub access

Add users to BALANCEhub

Select the list of reports each user will have access to

Using Publish Settings, you can grant permissions to view any or all reports through

BALANCEhub, BALANCEaap’s companion report distribution system. Even employees

without permission to work in BALANCEaap can be given access to view the reports you

specify.

Publish (to BALANCEhub) Settings

Publish Plan tab—Allow BALANCEhub Access

Check off: Yes, allow BALANCEhub access: and click Save. You can turn this option on and off

at any point to activate and deactivate access.

When activated, users that have been given user IDs that only allow BALANCEhub access will

be able to log in and view the reports to which you have granted them access. When

deactivated, the user IDs will stay in the system, but those users will not be able to log in.

User Settings Tab—Add Users to BALANCEhub

To add users to BALANCEhub, click Add, and enter the requested information into the pop-up

window. The Publish Group field designates which reports the user will be able to view. At

first, the only Publish Group available will be the default All Reports. You can create custom

groups of reports from the Publish Groups page, found under the System Tools menu at the

top of the screen. From the Publish Groups screen follow these steps for creating your Publish

Groups.



Creating Publish Groups

Click Add to create a new publish group. Enter the name of the new group into the Name

field of the pop-up window, and click Add. The new group will be added to the system. No

reports will be included in the group when first created.

To add reports to the group, select the group from the Publish Group drop-down list. Select

the reports to include in the group by checking off the box next to the desired reports. Click

Save to save your changes.

The new group will appear as an option when adding new BALANCEhub users on the

Publish Settings page. If you want to restrict which reports a user has access to, create a

custom group, and assign that publish group to the user. You can change the publish group

for a user at any time by clicking the publish group link next to the user on the User Settings

page.

Once created, an account activation email can be sent to the user with the link to log in to

the system. The user will be able to select a password at that time. Users added here will

also appear in the BALANCEworks and BALANCEaap user lists. See User Management

and Profile Management for more information.

Email Users Tab—Notify BALANCEhub Users

When you are ready for BALANCEhub users to view the reports, you can send them an email

with the link and login instructions. The text of the email can be edited from Email Settings

under the System Tools menu.

Select from the following email options:

All Users—All BALANCEhub users will receive an email, even if they have already

received one.

Users that have not already received an email—Only users that have not yet received

the email will receive one.

Users that have not viewed the reports—Any user that had received an email before,

but has not yet logged on, will receive another email.

When you are ready, you click the Send Email button.



Import BALANCEhub Users

Import from External File

If you have several users that need to be added to BALANCEhub system, you can import

them from an Excel file. Create an Excel file with the email address, first name, and last

name of the users. Each user should be in a separate row within the file. You can also add

the publish group, but ensure what you enter in the file is an exact match to the name of the

publish group in BALANCEaap.

Click Import. Select External Data, and click Next. Select the file type in the drop-down list.

If your file does not contain headers (most will), uncheck the First Row Headers box.

After you have selected the file type, click Browse and find the file. Highlight it in the

Browse window and click Open, and the file is added to the import list.

Under Match Table, select the file and sheet name that contains the user list. Under Match

Fields, select the column in your Excel sheet that corresponds to the BALANCEaap fields.

The Email Address, First Name, and Last Name fields are required. Click Next.

A page will appear, indicating the users you are importing will be added to any already in

the system. Click Import Data to complete the import.


For future plans, you can import the list of BALANCEhub users from an existing plan. To do

so, choose Existing Plan from the Import BALANCEhub Users page. Select the Company,

Establishment, and Plan of the plan to import from and click Next. Then click Import Data.

Delete BALANCEhub Users

To delete a user and eliminate his or her access to the reports in this plan, check off the Select

box next to the user’s email address, and click Delete. The user will remain in the BALANCEaap

and BALANCEworks user lists, and will be able to log in and view reports for any other plan

they were granted access to.

Deleting the user from the BALANCEaap or BALANCEworks user list will automatically delete

them from each plan in the system. This can be done by your BALANCEworks Administrator

from the Manage Users page.

Other Options

See System Tools for BALANCEhub Default Settings to establish report export options and

add instructions your users will see when they log in.



See System Tools for Report Distribution Additional Documents to upload other

documents that BALANCEhub users may access.

Master Plan BALANCEhub Settings

When adding or importing users in a Master Plan, you can also designate which sub-plans the

user has access to. When manually adding a user, you can either select Master Plan to grant

them access to view the reports in the Master Plan, or select a specific sub-plan from the list.

You can only select one sub-plan at a time when adding a user manually. If a user, such as a

regional director, should have permission to view reports for multiple sub-plans, importing the

user list is the recommended method for adding the users. When importing, an additional

column in the Excel sheet should be added for Plan Code. Only a single plan code can be

assigned per record in the Excel sheet.

To grant a user access to more than one plan code, create multiple rows on your Excel sheet for

the same user. For example, a regional director responsible for three locations would have his

email address, first name, and last name appear three times on the Excel sheet—once for each

plan code.

When your users have been added, you can view the users by sub-plan from the Publish

Settings page by selecting the plan from the Plan drop-down list. Selecting All will show all

users across all sub-plans. Selecting a specific sub-plan will show only the users who have been

given access to the reports in that plan.

Changes made in the Master Plan will not automatically carry down into the sub-plans.

However, some functions will give you the option to do so.



(Not part of the AAP) Create annual EEO-1 Report(s) for submission to the EEOC

EEO-1 Reports

EEO-1 report(s) should be created using an employee roster effective anytime from July 1

through August 31 of the current survey year. If your AAP date does not fall within this period,

you will need to create a separate plan and use the employment data from the appropriate

period in order to create your EEO-1 report(s).

If you have multiple locations and want to create all your EEO-1 reports from one master data

set, you will need to first create the Master Plan and import your master data set. You must

include a Plan Code or a User Defined Field in your data set. This field will be used as the

establishment code to parse your data for each EEO-1 report you want to create.

Report Information

On the Report Information tab, you will see an Analysis Information section and an

Establishment Information section. The Analysis Information section displays fields that are

common to all establishments that are being reported in the EEO-1 report. The Establishment

Information will display information which relates back to the required fields on the EEO-1

report.

Analyses Information

These are fields that will appear on each EEO-1 report (if you have multiple reports to

print). Enter the necessary information, then click Save.

Establishment Information

If you have multiple establishments to be represented in your EEO-1 report, select the field

in the drop-down menu that is from your data tables that contains the establishment

information. By default, None will be selected.

Note: You must be in a Master Plan or Regular Plan to have fields available in the drop-

down menu.

Once you select a field, you will have the option to Add or Import Establishments. To add

Establishment information manually, select Add Establishment. A window will display,

allowing you to enter information. Click Save when you have completed entering the

necessary information.

To import Establishment information, click Import Establishments. Choose the appropriate

file type (Excel, Access, or a text) from the list. Click Browse, to choose the file you would

like to import, and click Next. Select the file and sheet name information from the drop-

down menu. In the Match Fields section, select the field names from the drop-down menus

that best match the field names listed. Some fields may be automatically matched. Fields



marked with an * are required. You can view a Preview of the data in the file you are

importing from in the Preview of Data section. Click Next once you have completed

matching your fields. Then choose whether to Overwrite or Append the data. Click Import

Data to complete the import process. The import results will be displayed when the import

process is complete.

The Establishment Code, and three additional fields will display in the table. To view

additional information fields for the establishment click on the .

Verification

The verification tab is an optional feature, which will scan your data to identify any

potential inconsistencies that might negatively impact the submission and acceptance of

your exported report file. If errors are found within your data and an acceptable solution is

available, the Fix These Records link will display to assist in the correction of the data.

Otherwise, the error detail will be listed and the correction must be made manually within

the report information.

Report

On the Report Export option, if applicable, choose to export your report as a single file or

separate files. Next, select the file type PDF, Word, Excel, or Rich Text. Finally, select the

Establishment Codes (if applicable) you wish to include in the report, select the report

settings if necessary and click Run Report.

When you are ready to run your final report for electronic submission you can export the

file. To export the file, select File Export and then click Run Report. The exported file will be

formatted according to the EEOC requirements for electronic submission. You will be

prompted to download the file. If your pop-up blocker prevents the file from automatically

being downloaded, you can also click the link at the top of the screen to download the file.



(Not part of the AAP) Create annual VETS-100A Report(s) for submission to the Veterans

Employment and Training Service (VETS) office

VETS-100 Reports

All covered federal contractors and subcontractors are required to submit annually a VETS-

100A report for all covered establishments. Note: Because some users with older Federal

contracts may fall under the prior VETS-100 report, this option may be selected where

appropriate.

This report, which is typically due at the end of September, includes information on the number

of employees and new hires by job category and hiring location who are covered Veterans. The

VETS-100A report(s) should be created using an employee roster effective between August 1

and September 30 of the current survey year, and include the new hire records from the 12

months preceding the Roster’s effective date. Termination records should also be so that

BALANCEaap can calculate the minimum or maximum number of employees staffed during

the analysis year. If your AAP plan date does not fall within this period, you can create a

separate plan and use the employment data from the appropriate period for the VETS-100A

report(s).

If you have multiple locations and want to create all VETS-100A reports from one master data

set, you will need to first create the Master Plan and import the master data set. You must

include a Plan Code or a User Defined Field in the data set. This field will be used as the

establishment code used to parse your data for each VETS-100A report you create.

Report Information

On the Report Information tab, you will see an Analysis Information section and an

Establishment Information section. The Analysis Information section displays fields that are

common to all establishments that are being reported in the VETS-100A report. The

Establishment Information will display information which relates back to the required fields

on the VETS-100A report.

Analyses Information

These are fields that will appear on each VETS-100A report (if you have multiple reports to

print). Enter the necessary information, then click Save.

Establishment Information

If you have multiple establishments to be represented in your VETS-100A report, select the

field in the drop-down menu that is from your data tables that contains the establishment

information. By default, None will be selected.

Note: You must be in a Master Plan or Regular Plan to have fields available in the drop-

down menu.



Once you select a field, you will have the option to Add or Import Establishments. To add

Establishment information manually, select Add Establishment. A window will display,

allowing you to enter information. Click Save when you have completed entering the

necessary information.

To import Establishment information, click Import Establishments. Choose the appropriate

file type (Excel, Access, or a text) from the list. Click Browse, to choose the file you would

like to import and click Next. Select the file and sheet name information from the drop-

down menu. In the Match Fields section, select the field names from the drop-down menus

that best match the field names listed. Some fields may be automatically matched. Fields

marked with an * are required. You can view a Preview of the data in the file you are

importing from in the Preview of Data section. Click Next once you have completed

matching your fields. Then choose whether to Overwrite or Append the data. Click Import

Data to complete the process. The import results will be displayed when the import process

is complete.

The Establishment Code, and three additional fields will display in the table. To view

additional information fields for the establishment click on the Expand icon.

Verification

The verification tab is an optional feature, which will scan your data to identify any

potential inconsistencies that might negatively impact the submission and acceptance of

your exported report file. If errors are found within your data, and an acceptable solution is

available, the Fix These Records link will display to assist in the correction of the data.

Otherwise, the error detail will be listed and the correction must be made manually within

the report information.

Report

On the Reports tab you can select different options for previewing and exporting your

reports. To preview the report, select HTML or PDF under the Report Viewing Options

section. If applicable select the Establishment Code you would like to preview. Only one

Establishment Code can be chosen at a time. Under the Report Settings section, check off

whether you want the Min/Max values calculated and which report you want to preview,

the VETS-100 or VETS-100A. Select the appropriate settings, and click Run Report.

To export your report, first select the Report Export option. If applicable, choose to export

your report as a single file or separate files. Next, select the file type—PDF, Word, Excel, or

Rich Text. Select the Establishment Codes (if applicable) you wish to include in the report,

check off whether you want the Min/Max values calculated, and which report you want to

export—VETS-100 or VETS-100A. Select the appropriate settings, and click Run Report.

The Min/Max values represent the highest and lowest number of employees staffed in the

previous 12 months. BALANCEaap calculates this number by looking at the new hires and

terminations imported with your roster.



When you are ready to run your final report for electronic submission you can export the

file. To export the file, select File Export, select your options under Report Settings, and

then click Run Report. The exported file will be formatted according to the requirements for

electronic submission. You will be prompted to download the file. If your pop-up blocker

prevents the file from automatically being downloaded, you can also click the link at the top

of the screen to download the file.


SYSTEM TOOLS (FOR ADMINISTRATORS)

System Tools Menu Overview

Under the Systems Tools menu, accessed from the BALANCEtrak toolbar, users with

appropriate Administrative permissions can perform activities that will affect all plans within

your organization. Although installations vary, this chapter covers some of the typical tools

available to your company’s Administrator in the categories of Availability, Security, Report

Distribution, and General.

The menu above displays all available tools. Your installation may differ.

System Tools


System Tools / Availability / Auto Census Coding Rules

In the Auto Census Coding Rules section, the Administrator can:

Review the established Auto Census Coding Rules Add additional auto census coding rules

Auto Census Coding Rules

From the Auto Census Coding Rules page, you can view the Auto Census Coding assignment

rules BALANCEaap will use for census data sources. You can add additional rules by clicking

the Add button on either screen.

First, make a selection from the Census Code drop-down. Next, enter a Priority for the rule,

which can range from 100-800, with 100 being the highest assignment priority. If you have more

than one rule set for a census code, the Priority will indicate which rule should be applied first.

Clauses

The clauses are used to match against the job title when the Auto Census Coding process is

running. Clauses are usually the first few letters of a job title. For example, if you are creating a

rule for a Financial Appraiser, you would enter FIN and APPRAIS.

EEO Categories

You can select the EEO category that BALANCEaap should look for when assigning job titles to

the selected census code. Select the EEO schedule that your organization follows, and then

select the relevant EEO category to be matched to the census code selection.

System Tools


System Tools / Availability / Recruitment Areas

Define the geographic areas in which your organization recruits

Recruitment Areas

Manage Recruitment Areas

Any Recruitment Areas that have been created in BALANCEaap will appear on the Recruitment

Area page available from the System Tools menu. Two tabs will display—one for the 2000

(census) Recruitment Areas and one for the 2010 (census) Recruitment Areas.

A Green checkmark will appear next to any area currently in use by a plan in your

company.

If you have a large number of Recruitment Areas, use the page controls below the list to browse

through them, or use the Search function to find a specific area by name.

Click an area, and details will appear in the middle column. You can edit the Recruitment

Area’s name by clicking Edit, typing in the new name, and clicking Save. In the far right

column, you can view the plans that currently are using the selected Recruitment Area.

Add or Delete Recruitment Areas

The geographic regions that make up the Recruitment Areas cannot be changed. However,

you can Add a Recruitment Area from this screen, using the available buttons.

You can also Delete an area or Delete all Unused areas. If the area is in use by any plan in

your organization, you will be warned and prompted to select a replacement area. Any job

group in any plan using the Recruitment Area being deleted will have the selected

Recruitment Area applied in its place. This will affect all availability, goals, and other

reports in the affected plans. Do not perform this function without being sure of its

consequences.

System Tools


System Tools / Availability / Aggregate Census Codes

An Administrator can:

Create new aggregate census codes by combining two or more current census codes

Edit or Delete Aggregate Codes

Aggregate Census Codes

Create Aggregate Census Codes

An aggregate census code, which is comprised of two or more weighted census codes, can be

created, using the Aggregate Census Codes page.

Under the tab for 2010 Aggregate Codes, you will see a list of all current aggregate census

codes. To add an aggregate code, click the Add button. An edit window will appear where you

can enter the Aggregate Code, using a combination of up to three letters and numbers, such as

“MPR.” Then type in a description that will be used to identify what the code relates to such as

“Marketing/Sales and Public Relations Manager.” Click Save when the entries are complete.

Once the code is saved, you will be prompted to select which current census codes you want to

combine for this aggregate. Make your selections by checking off the boxes for each code you

want to include, and click Save.

Apply Weight to Codes

The next step is to weight each individual code. The weight must add up to 100 percent, and

you will see the weight highlighted in red if it is under or over that amount. You can also evenly

distribute the weights among all the census codes by clicking the Distribute Weights button.

After setting the appropriate weights for each census code in the aggregate, click Save again.

Once you create the aggregate codes here, they are then added to the census code list found

under the External Availability / Census Coding tab.

To view the combination or weighting for the aggregate codes, click on the Edit icon next to

the aggregate code. An edit window will appear, allowing you to view and make changes to the

census codes included in the aggregate. Once you click Save you will then be able to view and

edit the weights assigned.

When an aggregate consists of census codes that do not add up to 100 percent, the code will be

flagged red on the Manage Aggregates screen. The aggregate will still be available wherever

census codes may be assigned, however the results will not be accurate until the aggregate code

has been corrected.

Delete an Aggregate Code

To delete an aggregate code that you created click on the Delete icon. Since you cannot

delete the standard aggregate census codes, you will only see a delete icon next to the codes you

System Tools


created. For the default codes you have edited, you will have a revert icon to restore the

aggregate to the system default .

BALANCEworks System Tools / Security / User Management


Create users in the BALANCEworks system

Grant users BALANCEaap access and/or BALANCEworks administrative rights as

appropriate

Import users in the BALANCEworks system

Edit user access

Manage password settings

BALANCEworks User Management

BALANCEaap is an application created under the BALANCEworks suite. Once a new user ID is

created for the suite, this user can be given access to BALANCEaap or other suite applications

by an authorized Administrator.

Create User and Grant Access to BALANCEaap

To begin adding users, first click on the System Tools menu and the User Management

link. From the Manage Users screen, click the Add button to begin.

1. Enter the Email Address for each user to serve as the user’s login ID.

Only one user per email address can be added to BALANCEworks.

2. Enter the user’s First Name, Last Name, and Phone Number.

3. Check off BALANCEworks Admin if the user is to be granted Administrator rights to

the BALANCEworks implementation.

An Administrator can Add, Edit, and Delete users from BALANCEworks, edit security

settings, change passwords, and grant users permission to view all plans and analyses in

the system.

4. Check off BALANCEaap if the user is to be granted access to BALANCEaap.

The user will be added to the list of BALANCEaap users and can create Affirmative

Action plans.

5. Click Save, and the user will be added.

System Tools


Note: BALANCEaap users will not have access to all plans for your company, unless such

access is granted by an Administrator. To do so, follow the instructions for User

Management to manage permissions and Plan Access.

Import a BALANCEworks User

You can add multiple BALANCEworks users to the system at once, using the Import option.

You must first create a Microsoft Excel, Microsoft Access, or text file containing the following

information for the users you would like to add—Email Address, First Name, Last Name, and

Phone Number—as well as access level for each software application you purchased. Within

your file, for the access level you need to indicate access with either True or False, or Yes or No

under the column headers BALANCEworks Admin, and either BALANCEaap or

BALANCEtrak or both (depending on the product(s) purchased). Once your file is created, you

can import these users through the Manage Users page.

At the bottom of the Manage Users page, click the Import button. The Import Users page will

appear, and you can then select the type of file from which you are importing. Click on the Add

another file link and browse for your file and select it. Then click Next. Under the Match Table

section, it will show the file you selected. If your file is an Excel workbook, you will need to

select the sheet that contains the user information. Click on the drop-down menu for Sheet and

select the appropriate sheet name. Under the Match Field section, the system will match the

fields in your file that match the fields found in BALANCEworks. For those fields that have an

asterisk * next to it, you must have that information contained in your file since these are the

required fields. To match fields that have not been automatically matched, click on the drop-

down menu and select the appropriate column or field name. Once all required fields are

matched click Next and on the following page, click the Import Data button to complete the

import.

Edit the User

The selections made when creating the user can be changed by clicking the email address of the

user. The Edit User page will appear. Update the fields as appropriate, and click Save. The

email address cannot be changed. To update the email address, deactivate the existing user, and

Add a new user with the new email address.

From the Edit User page, you can also force the user to change his or her password the next

time they log on by checking the Change Password on Next Logon box. The user will be

allowed to log in with their current password, but will be taken to the Change Password screen

to create a new password.

Deactivate the User

From the Edit User page, you can also deactivate users. Uncheck the Active box to revoke the

user’s access to BALANCEworks. Deactivating the user will not delete the user ID, making it

easier to grant the user access again when necessary.

https://works.baiworks.com/help/documentation/systemTools/ManageWorks/Required.aspx#top


System Tools


You can choose to view inactive users from the user list by checking off the Display Inactive

Users option.

Manage Password Settings

From the System Tools menu, click the Password Settings tab to display the rules for

password management and complexity requirements. Options include:

Must change password on first login—You will give the user the default password for

their first log in. Check off this option to force the user to create a new password.

Must use at least one lowercase letter—Check off this option to require passwords to

contain at least one lowercase letter.

Must use at least one uppercase letter—Check off this option to require passwords to

contain at least one uppercase letter.

Must use at least one number—Check off this option to require passwords to contain at

least one number.

Must use at least one special character—Check off this option to require passwords to

contain at least one special character, such as #, $, or @.

Minimum Length—Enter the minimum password length.

Password Expiration—Enter the number of days until the password expires. When a

password reaches the age specified, the user will be forced to change the password the

next time they log in.

Number of Stored Passwords—Select a number of passwords to be remembered by the

system. Users will not be able to update their password to any of those stored. For

example, if this setting is set at 3, a user could not change the password to any of three

he or she most recently used.

Lock Out Count—Set the number of unsuccessful login attempts that will lock out a

user. If a user fails to login successfully a number of times equal to this setting, a

BALANCEworks administrator must unlock the user. This is a security measure to help

prevent unauthorized access to the system.

Default Password—Select the password assigned to new users when they are added to

the system.

After you have made your selections, click Save to save the settings.



System Tools


System Tools / Security / BALANCEaap User Management

Section Objective


Grant or revoke a user’s access to specific AAPs

Remove a user from BALANCEaap

View User Log

BALANCEaap User Management

BALANCEaap Users List

For most installations, the Administrator will create the BALANCEaap user in BALANCEworks

and grant Permission and Plan Access there. However, the Administrator can also grant

Permission and Plan Access by clicking BALANCEaap’s System Tools icon and navigating

to the User Management page. On entry, the Users tab displays all entered users.

Permission Definitions

An assigned Permission level works with the user’s Plan Access Profile (described below) to

provide the appropriate access to software features. Permissions (also known as system

profiles) and plan profiles may vary by installation, but typical BALANCEaap permissions

are as follows:

Admin—Administrative rights to BALANCEaap.

Standard—User rights to work with or view plans.

BALANCEhub Administrator—Administrative rights to the Reports Distribution

System component only.

BALANCEhub—User rights to work with or view reports in this report distribution

system only.

Add a New User

From the Users tab, click the Add button.

1. Enter information for Email, First Name, Last Name, and Phone Number.

2. (Optional) Check off whether the user must: Change Password on Login.

3. Choose the Permission, and click Save.

Note: The user will not be added to the Users list for the BALANCEworks suite.

System Tools


The Permission can be updated at any time by clicking the user’s applied Permission on the

Users list to display the Assign Permission menu:

View User Log

From each user record on the Users list, click the User Log Report icon to run a report on

Profile changes made by any authorized Administrator. The log can be optionally filtered by

date range. The Acrobat report displays activity related to the user by Date, Action, Admin

Email, and (the updated) Profile.

Determine BALANCEaap Plan Access

Select a Plan

1. From the Manage Users screen, click the BALANCEaap / Plan Access tab.

Note: For proper system operation, it is recommended that the default selection of

By Plan be retained.

2. Select a Company, Establishment, and Plan from the drop-downs.

Select a Plan Access Profile

The Profile column will display the current access status for each user for the plan selected.

To change a user’s access, click the Profile link for that user. Although installations may

vary, the pop-up window will typically appear with these Profile options:

https://works.baiworks.com/help/documentation/systemTools/Manage/Optional.aspx#top

https://works.baiworks.com/help/documentation/systemTools/Manage/Optional.aspx#top

System Tools


Profile (No Access, Read Only, Read-Write, Reports Only)—

o No Access will revoke all access to the plan.

o Read Only allows the user to open the plan and view the data, settings, and

reports, but the user cannot make changes.

o Read-Write allows the user full access to the plan to view reports and make

changes.

o Reports Only allows the user to view the reports, but not the raw data or

settings. The user also cannot make changes.

Salary Access—To grant access to salary data in field and reports, check this box.

Grant Access—If this option is checked, the user can grant other BALANCEaap

users access to this plan.

Select your options, and click Save.

View Plan Access Log

From the Plan Access tab, view changes made to user profiles by clicking the View Plan

Access Log button. The log can be optionally filtered by date range.

Access to Master Plans and Sub-plans

Granting access to a Master Plan does not automatically grant full access to its sub-plans.

Please note in situations where Master Plan users are restricted access to open a sub-plan,

they will still have full access to all data, settings, and reports for the sub-plan from within

the Master Plan.


System Tools / Report Distribution Default Settings /

BALANCEhub Default Settings for BALANCEaap


Specify the file types available for download from BALANCEhub

Enter instructions for BALANCEhub users

Note: These settings will apply to all users and plans for your organization.

Interactivity with BALANCEhub

Default BALANCEhub File Types

Select the file types available for download from BALANCEhub. Users will be able to download

the reports into any of the selected formats. Reports are designed to look best in PDF format,

and it is the recommended selection.

When reports are exported into Word, Excel, or Rich Text, they can be easily edited. This may

be a benefit or a drawback, depending on your organization’s needs. Consider this fact when

choosing the file types.

Display User Instructions

Enter text to appear on BALANCEhub page, above the list of reports. The text will appear to all

users logging into BALANCEhub system, and can be used for whatever purpose you desire.

The text editor contains common formatting tools similar to those found in Microsoft Word or

other word processing tools.

https://works.baiworks.com/help/documentation/systemTools/RDS/DefaultSettings/PageControls.aspx#top

https://works.baiworks.com/help/documentation/systemTools/RDS/DefaultSettings/PageControls.aspx#top



System Tools / Report Distribution Email Settings /

BALANCEhub Email Settings for BALANCEaap

An Administrator will determine the contents and format of the email sent to BALANCEhub

users:

Select the format of the email (HTML or Text)

Identify the email address that will appear in the From field

Compose the subject line and body of the email

BALANCEhub Email Settings for BALANCEaap

Mail Format

Email messages can be sent in either HTML or plain text format. By selecting HTML, the link

included in the default email text will be active, allowing the user to simply click on it to open

the BALANCEaap login page. You can also add HTML tags to your email template below, if

desired.

Most email programs can read both formats, though some are set to view only in text. If you

choose text as the format, or if the recipient is viewing only in text format, links will not be

clickable, and HTML tags will not appear in their programmed form.

From Field

To help minimize the number of notification emails being caught by spam filters, all emails are

sent from the email address [email protected]. You can specify an email

address in the Send Email on Behalf of field, though that will be used to reply to the

notification email. The email will NOT appear to have been sent from this email address,

however, when the recipient clicks Reply in their email application, the reply will go to this

email address.

Template

A default email template is provided. This template includes two tags, [[User Name]] and [[Plan

Link]]. The User Name tag will insert the first and last name of the user as they appear in the

user’s account. The Plan Link tag will insert a link to the online BALANCEhub login.

Edit the text of the subject line and body of the email as you desire. If you choose to send in

HTML format, you can design the email using HTML programming to create an email with

logos, graphics, or other Web page features.

https://works.baiworks.com/help/documentation/systemTools/RDS/EmailSettings/PageControls.aspx#top

https://works.baiworks.com/help/documentation/systemTools/RDS/EmailSettings/PageControls.aspx#top

mailto:[email protected]



System Tools / Report Distribution Report Groups /

BALANCEhub Report Groups for BALANCEaap


Edit or add custom report groups to the Select Reports page.

Note: Changes made to report groups will affect all plans.

BALANCEhub Report Groups for BALANCEaap

Add a Custom Report Group

Click Add to create a new report group. Enter the name of the new group into the Name field of

the pop-up window, and click Add. The new group will be added to the system. No reports will

be included in the group when first created.

To add reports to the group, select the group from the Report Group drop-down list. Select the

reports to include in the group by checking off the box next to the desired reports. Click Save to

save your changes. The new group will appear on the Select Reports page of your plans.

Edit an Existing Custom Report Group

Important Note: For the system to operate as intended, default groups should not be edited or

deleted.

Select the custom report group from the Report Group drop-down list. Select the reports to

include in the group by checking off the box next to the desired reports. Click Save to save your

changes.

Change Name of a Custom Report Group

A custom report group’s name can be changed by clicking Edit Group Name next to drop-

down box for the Report Group. Enter the new name, and click Save.

Revert to Default Report Groups

To restore the recommended report groups and remove all custom report groups, click the

Revert to Default button.

Delete a Custom Report Group

To delete a group, select the group from the Report Group drop-down, and click Delete. Click

OK to confirm the deletion.

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Order Report Group or Reports

On the Order Report Group or Order Reports tab, you can arrange the order of your report

groups by using the controls to move the report groups up or down through the

list. Click Save to record your changes.





System Tools / Publish Groups /

BALANCEhub Publish Groups for BALANCEaap


Create Publish Groups (lists of reports) for assignment to BALANCEhub users to control

access.

BALANCEhub Publish Groups for BALANCEaap

Create Publish Group

Click Add to create a new publish group. Enter the name of the new group into the Name

field of the pop-up window, and click Add. The new group will be added to the system. No

reports will be included in the group when first created.

To add reports to the group, select the group from the Publish Group drop-down list. Select

the reports to include in the group by checking off the box next to the desired reports. Click

Save to save your changes.

The new group will appear as an option when adding new BALANCEhub users in the

Publish Settings page.

Select Default Publish Group

The default publish group is the group that will be selected by default when you are adding a

BALANCEhub user. All Reports will be the default until you change this setting. From the

Publish Group drop-down list you will see Primary Reports. The Primary Reports group

contains all the primary reports required for your AAP. You can select this group or any other

group you create as the default.

To select a different group as the default, select the group from the Publish Group drop-down

list, and check off the Default Publish Group box. Click Save to save the change.

Changing this setting will not change the Publish Group for any existing BALANCEhub user. It

will only make the group the default selection when a new BALANCEhub user is added.

Edit an Existing Publish Group

You can edit the default groups, as well as any groups you created. Select the group from the

Publish Group drop-down list. Select the reports to include in the group by checking off the

box next to the desired reports. Click Save.

Change Name of Publish Group

A publish group’s name can be changed by clicking Edit Group Name. Enter the new name,

and click Save.

https://works.baiworks.com/help/documentation/systemTools/RDS/PublishGroups/PageControls.aspx#top






Delete a Publish Group

To delete a group, select the group from the Publish Group drop-down list and click Delete.

Click OK to confirm the delete, and the group will be removed.

You cannot delete a group that is in use by a BALANCEhub user.

Salary Access

The Salary Access check box is used for granting access to salary data on the reports. If you

would like to grant salary access to a Publish Group, check off Salary Access, and click Save. If

you do not want to grant access to salary data for certain Publish Groups make sure this box is

not checked off for these groups.

System Tools / Report Distribution Additional Documents/

BALANCEhub Additional Documents for BALANCEaap


Upload files to BALANCEhub. Uploaded documents will appear on the Additional

Documents screen, accessible from Systems Tools > Report Distribution.

Documents uploaded will be viewable by all BALANCEhub users.

BALANCEhub Additional Documents for BALANCEaap

To upload a file, click Browse, and select the file to be uploaded. Click Upload, and the file will

be copied into the system. Uploaded documents will be listed on this page.

Documents will appear to BALANCEhub users in the order they appear on this screen. To

change the display order, click a document name to select it, and use the arrows on the right to

move the document up or down the list. Click Save to save the display order.

You can view the contents of any uploaded document by selecting it from the drop-down and

clicking Preview.

Click Edit to edit the name of the document. You cannot edit the content of a document once

uploaded. If the content must be edited, delete the uploaded document, edit the source

document, and upload a new copy.

Click Delete to delete the uploaded document. The original source document on your computer

or network will not be affected. Only the copy uploaded into BALANCEaap will be deleted.



System Tools / General / BALANCEaap Import

An Administrator can import .aap or .aab files for use as:

A Plan

A History Source

Import .AAP or .AAB Files

Select if you want to import your BALANCEaap files to use as a Plan or as a History Source. If

you select to import to use as a Plan, you must have enough plan credits to accommodate all the

plans you want to import. To import as a History Source, you are not required to have plan

credits because the data will be directly imported into the history for the selected plan.

Select the .aap or .aab file you want to import. If the file is password protected, you will be

prompted to enter the password. If you are importing an .aap file, you will be presented with

the plan details to verify the information. If it is not the correct plan, click Previous to import a

different plan. If you are importing an .aab file, the plans that exist in the file will be displayed.

Select a single plan or multiple plans to import. After you select the plan(s), the plan details will

be displayed for your review. Click Import when you have verified the plan you are importing.

If you chose the “For use as a Plan” option, the application will verify whether you have a

subscription credit for that plan year. The plan date of the plans being imported is used to

determine the subscription plan year. If you do not have enough credits, you will be notified

and will have the opportunity to go back to import a different plan.

If you have enough credits, you will be prompted to select a plan as a History Source for each

plan you decide to import using the Select Plan control. When both the imported plan and the

plan being imported to are Master Plans, you will be able to select how to match your sub-plans

from the following options:

Match on Establishment

Match on Plan Code

If no match can be made for a sub-plan, then no history will be imported into the plan.

If you chose the “For Use as a History Source” option, you will be prompted to select the

Company, Establishment, and Plan to add the History Source.

The final step will present you with the ability to review all the plans to be imported and verify

everything is correct. If all information is correct, click Import to complete the import process.

A results page will be displayed that includes a link. If the “For Use as a Plan” option was

chosen, a link will exist for each plan created that will go to the Home Page of that plan. If the

“For Use as a History Source” was chosen, the link will display the history data for each plan.



System Tools / General / System Log


Run a System Log report, optionally filtered by date and/or user

System Log

About the System Audit Log

The System Audit log tracks activities performed within System Tools.

Run System Audit Log Report

An Administrator can run the System Audit Log report, filtered by date and/or user.

1. (Optional) Select Start Date and End Date, using the provided Calendar tools.

2. (Optional) Check the box to Filter by User; then select a name from the drop-down.

3. Click the Run Report button.

4. The System Audit log will display in an Acrobat window for printing or saving. Click

the browser’s back button to return to the System Audit Log screen.

The System Audit Log report displays information by Date, User Name (email), Profile,

Description, and Comments (if entered).