A Reference table serves as the key or legend, by topic, for codes appearing in the Data Tables. Although both types of tables share the same format and controls, some additional tools (and considerations) are specific to Reference Tables.

Review and Edit Reference Tables

Quick Tool Tip: To edit a data record, click on the [Edit] button to activate a row on the Reference table. For tables with check boxes, click on the appropriate match; for tables with data entries, edit the record. Then click the [Save] icon.

Race and Gender

The system will assist you with Race and Gender Codes during Data > Import. If the data set uses codes different than the system defaults for Race or Gender, edit the code.

Plan Code (Master Plan)

For a Master plan, the Plan Code table is required; and plan code is a required field. When a ZIP code is provided for each plan code, the system can employ them to build recruitment areas for the required External Availability analysis. Within the software’s reporting portal, the ZIP code is also used to display plan locations on the Dashboard map object

Job Group

As the basic unit of analysis for Affirmative Action planning, a job group comprises a set of jobs within the same EEO category that have a similar level, opportunity, or content.

Cross-references:

EEO Job Classifications for Private Organizations

EEO Job Classifications for Government and Educational Institutions

Grade

If salary grades are established within your organization, they should be included, as well as the salary midpoint. Grades, and Job Codes within Grades, must be sorted by Salary Midpoint — in ascending order ( lowest paid to highest paid) — for display on the Workforce Analysis report. Grade and Job Code Sequencing will also determine the order in which the jobs appear in the Job Group Analysis report.

Job Code

Job codes identify the job titles within the organization. A job code must be unique for each job title and belong to only one job group (and one salary grade, if applicable). Ensure each Job Code is assigned to the proper Job Group and that census codes are properly indicated.

Census Coding Tools

If the Census Code data were not imported in the data set, the Auto Census Coding feature will assign census codes for you, based on Job Title and EEO Code, when you exit Reference Tables.

HELP Cross-reference: See External Availability > Census Coding for additional tools are provided to assist you with census codes.

Copy Census Codes — Choose [Copy Census Codes] from the table header, and select the source plan by Company, Establishment, and Plan. Then choose either:

• Overwrite (update all)
• Append (update blank entries)

Click [Copy].

Department

Department codes are integral to organizing employees, particularly if you have chosen the ORGANIZATIONAL DISPLAY report as the plan's Organizational Profile. This report on supervisor and employee demographics will rely on your organization's Department Hierarchy. If the Reports To column is populated, balanceAAP can build the Department Hierarchy for you.

Applicant Disposition

Ensure disposition codes are properly designated as follows:

• Hired — Indicates the applicant was hired, and this applicant should appear in the New Hires and Applicants Data tables.
• Offer Extended —Indicates 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 — Indicates the applicant was already employed with the company, applied for another position, and was given that position.
• Exclude — Indicates applicants who can be excluded from adverse impact analysis because they do not meet the definition of an Internet Applicant, do not meet the minimum requirements, withdrew from by statement or non-response, or did not apply for a specific position.

Termination Code

Ensure each termination code is properly marked or not marked as: Voluntary. Note that for AAP purposes, death is voluntary.

Promotion and Transfer

If included, promotion type (e.g., Competitive, Natural Progression) may be helpful during an OFCCP audit. In addition, transfer type may be tracked (e.g., Facility [change], Lateral).

Veteran

If included, review the Veteran Code table to ensure a match to each of the system’s defaults is checked off.

Drilldown Code

If you created Reporting Levels, representing Drilldowns within the plan, the Drilldown Reference table must list all of the valid codes for the corresponding field. (The Drilldown name will appear at the bottom of the Reference table drop-down for selection.)

Example: A “Branch” Drilldown would include all branch numbers used to identify those locations.

Optionally, this table contains fields for a Drilldown description.

Example: An optional Zip Code field, associated with a Department, can assist in defining External Availability > Recruitment Areas, by means of the Recruitment Area Wizard.