Sector Reporting Portal

User guide

Enquiries:

Sector Performance ReportingPublic Sector CommissionDumas House, 2 Havelock Street, WEST PERTH WA 6005Locked Bag 3002, WEST PERTH WA 6872Telephone: (08) 6552 8500 Fax: (08) 6552 8710Email: stateadministrator@psc.wa.gov.auWebsite: www.publicsector.wa.gov.au

© State of Western Australia 2017

There is no objection to this publication being copied in whole or part, provided there is due acknowledgement of any material quoted or reproduced.

Published by the Public Sector Commission, January 2017.

This publication is available on the Public Sector Commission website at www.publicsector.wa.gov.au

Disclaimer

The Western Australian Government is committed to quality service to its customers and makes every attempt to ensure accuracy, currency and reliability of the information contained in this publication. However, changes in circumstances over time may impact on the veracity of this information.

Accessibility

Copies of this publication are available in alternative formats upon request.

Contents

Introduction..........................................................................................................4

Who is this guide for?................................................................................................. 4

Overview of the Sector Reporting Portal...................................................................4

Using the Sector Reporting Portal to upload HRMOIR submissions..............6

Access to Sector Reporting Portal............................................................................6

Start Page to SRP..................................................................................................... 6

Welcome page.......................................................................................................... 7

How to submit data for the first time each quarter...................................................8

Data Management – View, Review, Amendment and Finalisation of Data...............8

Summary Page....................................................................................................... 12

Viewing previous quarters’ data..............................................................................14

Comments tab......................................................................................................... 15

Review Data tab...................................................................................................... 16

ANZSCO Compare tab...........................................................................................17

Appointment Type O tab.........................................................................................18

Contract End Date tab.............................................................................................19

Contracted Hours Compare tab..............................................................................20

Data Retention Compare tab..................................................................................21

EEO Compare tab................................................................................................... 22

Management Tier Compare tab..............................................................................23

Separation Ordinary Time Compare tab.................................................................24

Trainee & Board Compare tab................................................................................25

Weekly Standard Award Hours Compare tab.........................................................26

Finalising the submission.........................................................................................27

Introduction

Who is this guide for?This guide is intended for agency staff responsible for submitting Human Resources Minimum Obligatory Information Requirements (HRMOIR) data on a quarterly basis. The guide aims to provide easy-to-follow instructions on how to access the Sector Reporting Portal, how to upload, review, and amend HRMOIR submissions in the Portal.

Overview of the Sector Reporting PortalSince 2008, the HRMOIR data collection has been undertaken through the Workforce Analysis and Collection Application (WACA) system. At the beginning of 2015, the provider of the WACA platform announced that after the contract end date in late 2015 they would no longer provide support services for the WACA system. After considering all available options, the Commission decided to move towards a highly customisable application called Sector Reporting Portal. This application provides universal cloud access via internet from anywhere, anytime, in the world.

The main differences between WACA and Sector Reporting Portal are as follows:

WACA Sector Reporting Portal

PSC assesses submission via a QA Tool built in Microsoft Excel and emails agency with follow-up queries and to clarify issues.

Agency will address issues raised online within own timeframes and parameters, and without having PSC to get involved.

QA process is time consuming for PSC staff due to the number of agencies to be assessed, variety of issues encountered that are individual to agencies.

Agency does not need to wait for PSC feedback on issues and their resolution, as issues will be raised and can be dealt with by agencies immediately before finalising submission.

WACA only highlights warning errors and fatal errors, WACA does not prevent agencies to submit submission with errors at point of entry.

System moves straight to resolution of error messages before submission is finalised by agency.

Agency and PSC share responsibility for Agency solely responsible for accuracy of

accuracy of data. data.

The new collection method will be available for agencies to use from the collection of the second quarter of the Financial Year 2016/2017 (December 2016 Quarter).

The advantages of the Sector Reporting Portal include:

The transition of HRMOIR from WACA to the Sector Reporting Portal will enable agencies to resolve issues relating to accuracy and quality of their data submission more efficiently.

There will be less manual interventions or waiting times for responses and queries by PSC. This will decrease time spent on tasks as well as elapsed time for submission.

The new system will integrate the data collection process with the existing dynamic case management system (Resolve Enterprise) at PSC, leading to accurate, consistent and highly comparable data availability.

This transition will provide a foundation for future online self-service styled Business Intelligence platforms leading to customisable dashboard reports and data analysis.

Using the Sector Reporting Portal to upload HRMOIR submissions

Access to Sector Reporting Portal

Start Page to SRP

This is where to log in, the login details have been provided to agencies via email. Should you require a new password, please email the State Administrator via tateadministrator@psc.wa.gov.au.

Welcome pageThe welcome page will show relevant information to the quarter’s submission, agency contact details, and information on the previous submission files.

Agency Details

Please check that the agency contact details are up to date. If they need to be updated, please send the correct details to stateadministrator@psc.wa.gov.au.

Logout

To logout from the Portal, please click on

How to submit data for the first time each quarter

Data Management – View, Review, Amendment and Finalisation of DataStep 1 – Click on Data Management

This will open the Summary Page.

Step 2 – Click on Select Quarter to select the quarter of the submission that you wish to view or upload:

Step 3 – Click the Magnifiying Glass icon.

Step 4 – Select the submission file from your computer for upload. The following window appears where you can select the submission file:

Step 5 – Click Select file to upload to choose the submission, then click Open to log your choice in.

Note: Only .csv files can be uploaded. A macro file to change .txt files into .csv will be available by contacting stateadministrator@psc.wa.gov.au.

While the submission is being uploaded, the following window will appear:

You may encounter the following error message while data is being uploaded or validated:

If this error message appears, please check for the following:

- The file name does not contain a comma (,) or asterix (*)

- The job number only contain integer numbers and no letters

If you still encounter this message, please contact the State Administrator via stateadministrator@psc.wa.gov.au.

Once the data has been successfully uploaded, a new window will appear, showing the number of imported records:

Step 6 – Click OK to proceed with the validation of the submission.

The validation will also compare the current submission with the previous submission. While the validation is in progress, the following messages will appear:

Note: The loading and validation of data may take a few minutes. If either of the messages remain for more than five minutes, please contact stateadministrator@psc.wa.gov.au.

Once the data has been successfully uploaded and validated, tabs that require your attention will appear (see below for detailed explanations).

Reviewing the data

Summary PageThis page shows key information about the submitted data.

Submission Status The status will change from “Pending Validation” to “Finalised” when you click Finalise.

Run Validation buttonSaves changes made in tabs to the submission and applies the validation rules to filter through to other tabs where required. Please note that you will need to click on this button after you have made changes to each tab to ensure that the changes are carried through.

Re-Submit buttonUsed when re-uploading a data file to the current quarter, for example when changes are made in the .csv file and not on the Portal.

Finalise buttonOnce you have reviewed all the tabs and are satisfied with the data, click on the Finalise button to lock the submission in. No further changes can be made and no more files can be uploaded for the selected quarter. If changes are required, email stateadministrator@psc.wa.gov.au to unlock the submission.

Details and Status

Provides a summary of the current submission. The calculations will only update after pressing the Run Validation button.

Yellow explanatory text

This appears on each tab to briefly explain what is required and what actions need to be taken. This is similar to the emails from the previous quality assurance process.

Code Lookup Validation

Shows the number of errors where incorrect or invalid codes have been used.

Action required: Review data and amend data. If data is correct, provide explanation in the comment section in the relevant tab for PSC and future reference.

Validation Ranges – Warnings

Shows the number of entries where the values are at the extreme end of the ranges.

Action required: Go to the Review Data tab and correct the data if it is incorrect. If the data is correct, you may choose to provide an explanation in the comment box for PSC and future reference.

Validation Ranges – Errors

Shows the number of entries where the values are outside stipulated ranges (previously known as fatal errors).

Action required: Go to the Review Data tab and correct the data. If the data is correct, you may choose to provide an explanation in the comment box for PSC and future reference.

Items to be reviewed

Shows the number of records that require your attention. This is the same as what was previously relayed back to agencies via email to address or to confirm its validity. Only the tabs with records that need to be reviewed will appear above the yellow explanatory text box.

Action required: Go to each tab, review and amend data as required. If the data is correct, you may choose to provide an explanation in their respective comment box for PSC and future reference.

Please refer to the current for detailed definitions, relevant codes and value ranges.

Viewing previous quarters’ dataIf you wish to view previous submissions, choose the relevant quarter from the Select quarter drop down menu.

Click through the tabs for the relevant fields. Data from previous submission can be accessed but cannot be changed.

Comments tabThe Comments tab consolidates all the comments from other tabs. Comments can be viewed, added and edited from this tab.

To add, edit or delete comments, click on the Edit button, then click into the respective comment box. Click Save after making the edits, or Cancel to discard those changes.

Comments made in this tab will flow through to the relevant tab.

Review Data tabThe Review Data tab shows all the records that have been uploaded for the respective quarter.

Errors are highlighted in red. Warnings are highlighted in orange. To edit the entries, double click on the relevant cell, amend as required, then click out of it.

Once all changes on this tab have been made, click Run Validation to re-validate the data.

ANZSCO Compare tabThis tab compares the current and previous ANZSCO codes for all records. It also lists the current and previous position title for easier comparison.

ANZSCO codes that are not six-digit or invalid show as highlighted in red as an error.

The ANZSCO Check column shows whether the ANZSCO code has remained the same, is different or is new, compared to the previous quarter. Where there has been a change to the ANZSCO code between quarters, the ANZSCO Check column will be highlighted in pink.

An easy way to see which codes are different or new is to sort this column in an ascending order (different, new, same).

Appointment Type O tabThis tab shows all records with Appointment Type ‘O’.

Please check these records and provide a brief explanation on why they are not one of the other appointment types – P (Permanent), T (Fixed Term), C (Casual), E (Trainee), S (Sessional). If they have separated or are on secondment, please provide their separation reason and date.

Employees seconded in to the agency should have:

Mode of Commencement ‘A04’ Appointment Type ‘T’ Contract End Date reflecting the last day of secondment arrangement When the seconded in employee returns to their home agency, the separation reason

should be stated as ‘S12’.Employees seconded out to another agency should have: Separation Reason ‘S04’ Separation Date reflecting the first day of the secondment arrangement Contract End Date reflecting the last day of secondment arrangement

Contract End Date tabThis tab shows records with Appointment Type ‘T’, ‘O’ and ‘E’ that are missing Contract End Dates.

Once the dates are entered and you click out of the cell, the record will automatically disappear from this tab.

Contracted Hours Compare tabThis tab shows records with Appointment Type ‘P’, ‘T’, ‘O’ and ‘E’ that are missing Contracted Hours.

Once the contracted hours are entered and you click out of the cell and run the validation, the record will automatically disappear from this tab.

Data Retention Compare tabThis tab shows changes between the current and previous quarters for fields that are expected to remain consistent between quarters. Changes are highlighted in pink.

Cells highlighted in red contain errors that fall out of the specification ranges or contain blank cells that need to be addressed.

EEO Compare tabThis tab shows changes between the current and previous quarters for equity and diversity fields that are expected to remain consistent between quarters. Changes are highlighted in pink.

Cells highlighted in red contain errors that fall out of the specification ranges or contain blank cells that need to be addressed.

Management Tier Compare tabThis tab shows all records with Management Tier values of 1, 2, or 3 in either current or previous quarter’s data. Changes between quarters are highlighted in pink.

Errors and warnings are highlighted in red and orange respectively.

Separation Ordinary Time Compare tabThis tab shows all records who are reported to have separated but still have Ordinary Time Hours.

Review and amend Ordinary Time Hours as applicable. Once changes have been made, click on Run Validation button, and the record will disappear from this tab.

Trainee & Board Compare tabThis tab lists all records with Appointment Type ‘E’ or ‘B’ and/or Flag ‘E’ in either the previous or current quarter.

The Appointment Type Check and Flag Check columns will be highlighted in pink where the respective fields have changed between quarters.

Amend the Appointment Type and Flag as applicable. Once changes have been made, click on Run Validation button to permanently save the changes in the data.

Weekly Standard Award Hours Compare tabThis tab lists all records under the Public Service and Government Officers General Agreement 2014 (PUB028) whose current Weekly Standard Award Hours are not recorded as 37.5 hrs.

Review and amend the Weekly Standard Award Hours as applicable. Once changes have been made, click on Run Validation button to permanently save the changes in the data.

Finalising the submissionWhen you are satisfied that the data has been reviewed, amended where necessary and all changes have been saved, lock the submission by clicking on the Finalise button. This will change the Submission Status from ‘Pending Validation’ to ‘Finalised’.

Once the submission is finalised, the data can no longer be amended.

If you need to make further changes to the submission, please email stateadministrator@psc.wa.gov.au.