Template Overview
The Workforce Data import template is a CSV file that includes all of the data for a company’s workforce. This template will populate the majority of the necessary data in The Complete AAP 12™.
The workforce data or workforce ‘snapshot’ should include all active employees on the AAP Start Date. The data is usually exported from a company’s Human Resources Information System (HRIS) and/or Payroll system.
Template Functionality
When imported, the Workforce Data template performs the following functions:
- Updates Existing:
- Employees
- Locations
- Departments
- Jobs
- Job Groups
- And Inserts New:
- Employees
- Locations
- Departments
- Jobs
- Job Groups
Template Layout
All fields/columns in this template must exist in the CSV file in the order that they appear below and each record/row of the CSV file defines a single employee. A quick way to build this template is to use the Create/View Template Button within the Import window.
Download the Workforce Data Import Template
| Field / Column | Value Required? | Description | Example | Excel Column |
|---|---|---|---|---|
| Location Code | Yes | A code assigned to the location and/or AAP in which the employee works. Note: If this field is empty, a unique code will be created automatically, but only if Location Name is not empty. | SACR | A |
| Location Name | Yes | A name that describes the location and/or AAP in which the employee works. Note: If this field is empty, the Location Code will be copied to this column. | Sacramento | B |
| Employee ID | Yes | A unique identification code for an employee. Note: If this field is empty, a unique code will be created automatically. | B123456 | C |
| Employee Name | Yes | The employee name can be in any format. Although not required, it is recommended that an employee name is included. | Smith, John | D |
| Race | Yes | The race of the employee. Common codes are: W : White B : Black H : Hispanic A : Asian I : American Indian/Alaskan Native P : Native Hawaiian or Other Pacific Islander T : Two or More Race Blank or Empty : Unknown Race During the import, it will ask you to map or define a code if it doesn’t recognize it. |
B | E |
| Gender | Yes | The gender of the employee. Common codes are: M : Male F : Female Blank or Empty : Unknown Gender During the import, it will ask you to map or define a code if it doesn’t recognize it. |
M | F |
| Department Code | Yes | A unique code for the employee’s department. Note: If this field is empty, a unique code will be created automatically if there is a value in Department Name. | FIN | G |
| Department Name | Yes | The name of the employee’s department or unit of supervision. Note: If this field is empty, the Department Code will be copied to this column. | Finance | H |
| Job Code | Yes | A unique code for the employee’s job. Note: If this field is empty, a unique code will be created automatically if there is a value in Job Title. | ACCT | I |
| Job Title | Yes | The title/name of the employee’s job. Note: If this field is empty, the Job Code will be copied to this column. | Accountant | J |
| EEO Code | Yes | The EEO-1 (Private), EEO-4 (Public) or EEO-6 (Educational-IPEDS) code for the employee’s job. | 2 | K |
| Census Code 1 | No | The 2006-2010 American Community Survey (ACS) code that best describes this job. Census codes may be selected after import from the Jobs window. | 0800 | L |
| Census Code 2 | No | The 2006-2010 American Community Survey (ACS) code that describes this job. Census codes may be selected after import from the Jobs window. | 5120 | M |
| Census Code 3 | No | The 2006-2010 American Community Survey (ACS) code that describes this job. Census codes may be selected after import from the Jobs window. | 1800 | N |
| Job Group Code | Yes | A unique code for the employee’s job group. Use EEO code if Job Group Code not available. Note: If this field is empty, a unique code will be created automatically if there is a value in Job Group Name. | 2 | O |
| Job Group Name | Yes | A name that represents groups of jobs that have similar wages, responsibilities and opportunities for advancement. Note: If this field is empty, the Job Group Code will be copied to this column. | Professionals | P |
| Hire Date | Yes | The employee’s original hire date. Rehire dates may be provided in one of the User Defined Fields. | 06/14/2019 | Q |
| Date of Birth | No | The employee’s date of birth. | 10/04/1972 | R |
| Salary Code | No | If your company uses salary/wage codes, salary/wage bands, salary/wage grades or salary/wage ranges, provide a salary code. | B | S |
| Base Salary | Yes | The annual, hourly, weekly, bi-weekly, semi-monthly, or monthly pay of the employee, not including bonuses, overtime or other additional income. | 52940.00 | T |
| Salary Basis | Yes | The frequency of pay for an employee. Common codes are: A : Annual H : Hourly W : Weekly B : Bi-Weekly S : Semi-Monthly M : Monthly During the import, it will ask you to map or define a code if it doesn’t recognize it. |
A | U |
| Hours Worked Per Week | Yes | The standard number of hours each employee is required to work per week. | 40 | V |
| Part Time? | Yes | Does this employee work part time? Common codes are: Y : Yes N : No During the import, it will ask you to map or define a code if it doesn’t recognize it. |
N | W |
| Total Salary | No | Total pay should include base pay plus bonuses, overtime and any other additional income earned in the 12 months prior to your current AAP year. | 58100.34 | X |
| Confidential Salary? | No | If a salary is confidential, it will not appear on reports. Common codes are: Y : Yes N : No During the import, it will ask you to map or define a code if it doesn’t recognize it. |
N | Y |
| Supervisor’s ID | Yes | The employee ID of this employee’s supervisor. This ID should match an employee ID in the workforce data that you provide. | K85412 | Z |
| Manual Annotation | No | You may enter your own annotation here. Imported annotations take priority over those created automatically by the software. | Works at Denver | AA |
| Pay Analysis Group | No | Pay Analysis Group | Example | AB |
| Veteran? | Yes | Is the individual a protected veteran? Common codes are: Y : Yes N : No During the import, it will ask you to map or define a code if it doesn’t recognize it. |
Yes | AC |
| Disabled? | Yes | Is this a person with a disability? Common codes are: Y : Yes N : No During the import, it will ask you to map or define a code if it doesn’t recognize it. |
No | AD |
| Force Into Location | No | Specify the location in which the employee will be counted. This field should rarely be used unless you want full control over exactly where an employee should be included. Employees are counted in the location that includes their manager’s location if this field is left blank. | DENV | AE |
| User Defined Field 1 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | 02/14/2019 | AF |
| User Defined Field 2 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | 13.58 | AG |
| User Defined Field 3 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Trained | AH |
| User Defined Field 4 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AI |
| User Defined Field 5 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AJ |
| User Defined Field 6 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AK |
| User Defined Field 7 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AL |
| User Defined Field 8 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AM |
| User Defined Field 9 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AN |
| User Defined Field 10 | No | This can be a date, a number or a short text string. This value can be used in the Salary Regression Analysis, but is not required. | Any Value | AO |
| Exclude Employee? | No | Should this individual be excluded from all affirmative action plans? A blank value will indicate No for this field. Common codes are: Y : Yes N : No During the import, it will ask you to map or define a code if it doesn’t recognize it. |
N | AP |
| Commissions | No | A sum of money paid to an employee upon completion of a task, usually selling a certain amount of goods or services. | 960.00 | AQ |
| Overtime | No | Payment for any hours worked over 40 in a work week. | 424.12 | AR |
| Bonuses | No | A payment made in addition to the employee’s regular earnings. | 1500.00 | AS |
| Merit Increases | No | A raise in pay based on a set of criteria set by the employer. | 550.00 | AT |
| Locality Pay | No | A difference in pay for the cost of living in a geographic area. | 3000.00 | AU |
| Incentives | No | Compensation awarded for results instead of time worked. | 1200.00 | AV |
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