Office for the Public Sector

About

Workforce Information Data Definitions

Contents

Overview

Introduction

The Commissioner for Public Sector Employment (OCPSE) collects a comprehensive range of workforce data from all public sector agencies in South Australia.

This data is used extensively for monitoring and reporting purposes and to influence workforce policy and strategy development at a sector-wide level.

In the June 2018, as part of the transition to an automated collection for agencies on CHRIS and VALEO, a review of the composition of the data fields in Workforce Information Collection (WIC) was undertaken. Accordingly the June 2018 data definitions were significantly updated and refined.

For all Agencies outside the automated collection, data submission will now be by a Microsoft Excel Spreadsheet. A template will be provided by OCPSE.

On its return a data validation will be run and any errors or omissions will be highlighted either for correction or clarification.

The purpose of these data definitions is to illustrate how each of the required fields should be recorded. Examples have been provided where possible to assist the process.

For further assistance please contact:

Workforce Business Intelligence and Systems
Office of the Commissioner for Public Sector Employment

Ground Floor, State Administration Centre, 200 Victoria Square, Adelaide SA 5000

GPO Box 1045, Adelaide SA 5001 (DX 56205)

Phone: 08 8226 2700

Email: cpsedata@sa.gov.au

Website: publicsector.sa.gov.au

Change Log

Changes to the following WIC definitions are effective as at 1 July 2020 (for the period of 1 July 2019 to 30 June 2020):

  • WIC31: Date appointed to public sector definition no longer requires that breaks in service less than three months are included. This simplifies collection and requires agencies to only record the most recent start date.
  • WIC48: “P” status is now considered a data quality issue, as the status is no longer used in WIC. Agencies manually submitting data should use “A” status for these groups of employees.

Glossary

Terms

The following terms appear throughout the WIC Data Definitions.

Term Definition
Agreement A document that sets out the wages and working conditions agreed between an employee and employer.
Annual Leave Total hours of annual leave taken by an employee in the financial year to date.
Award A legally binding order made by an industrial tribunal which prescribes the terms and conditions of employment.
Carer’s Leave Leave taken by an employee to provide care or support to a member of the employee’s family or household.
Casual Those employees who are paid at an hourly rate and may receive a special loading, usually in lieu of leave entitlements. Usually covered under the terms and conditions of a relevant award or agreement.
Data Management Refers to the data importance for the validation and/or information on organisational purposes.
Analysis/Reporting Outlines the various forms of analysis and reporting requirements that the information serves to achieve.
Date The point of time at which a transaction or event has taken place. Dates must be entered in the format: DDMMCCYY Where CCYY = year, MM = month, DD = day
Decimal A decimal number is a number that contains a fraction (x.s). ‘x’ is an integer and ‘s’ indicates the number of digits in the fractional part of the number. Acceptable examples of data format Decimal (2.2) would be 37.50 and 75.00.
Disability Any restriction or lack of ability (resulting from an impairment) to perform an activity (see field 27 for Commonwealth definition).
Employee appointment type The employee’s appointment type, usually expressed as permanent or non-permanent (which includes fixed-term contracts, and casuals employees).
Employee status The type of work arrangement of an employee, e.g., active (not on extended leave), on long service leave, on extended paid leave, on extended unpaid leave, or separated.
Equivalent annual base wage or salary The annual wage or salary an employee would be paid if that employee were full-time. E.g. a part-time employee earning $15,000 per annum working 15 hours per week would have an equivalent annual base wage or salary of $37,500.
Field size The number of characters the data can fill up in each record or employee’s row.
Financial year to date (FYTD) Commences the day after last pay day prior to June 30. E.g. if pay day is June 24, then FYTD commences June 25 and ends the last pay day in current collection quarter.
Fixed-term contracts Those employees who are employed for a finite period of time usually under the terms and conditions of a relevant award or agreement.
Full-time equivalent (FTE) A ratio measuring the amount of time an individual works. See page 6 for the method of calculation.
Full-time employee Those employees who normally work the hours defined as full-time in their award or agreement.
Future date A date after the last pay day in the current census period.
Headcount A count of people who were employed at the time of the snapshot.
Leave entitlement The amount of long service leave and/or annual leave owing to an employee if that employee were to resign on the date the data was collected.
Long service leave taken Total hours of long service leave taken by an employee in the financial year to date.
Numeric A data format where each character is any of the numbers from 0-9.
Overtime Time worked in excess of award, standard or agreed hours of work for which payment is received.
PS Act Refers to the Public Sector Act 2009.
Part-time employee Those employees who normally work less than the agreed or award hours for a full-time employee.
Permanent employee A person employed for an indefinite period of time usually under the terms and conditions of a relevant award or agreement.
Retention leave A skills and experience leave entitlement provided to eligible long term employees who have completed 15 years of effective service.
Sick leave A period of leave (paid or unpaid) provided to an employee in circumstances if they are unable to perform their duties due to non-work related illness or injury.

Acronyms

Acronym Definition
ABS Australian Bureau of Statistics
ANZSCO ABS – Australian & New Zealand Standard Classification of Occupations
AQF Australian Qualifications Framework
ASCED Australian Standard Classification of Education
ASCL ABS – Australian Standard Classification of Languages
DQS Data Quality Scorecard
EEO Equal Employment Opportunity
FTE Full Time Equivalent
FWA Flexible Working Arrangements
FYTD Financial Year to Date
LSL Long Service Leave
NEC Not Elsewhere Classified
NFD Not Further Defined
OCPSE Office of the Commissioner for the Public Sector Employment
PS Public Sector (Act 2009)
SACC ABS – Standard Australian Classification of Countries
TRPV Total Remuneration Package Value

About the WIC Definitions

This section applies only to agencies who are not covered by the Automated Workforce Information Collection (AWIC) and are therefore required to manually collate and submit a manual WIC.

Privacy and confidentiality

As the Workforce Information Collection (WIC) collects information on all employees of the South Australian Public Sector, there is an undertaking to protect anonymity and confidentiality as guided by the Information Privacy Principles, DPC Circular 12.

To ensure the anonymity of employees, names are not reported by agencies in the data file. Instead unique employee identifiers are required.

Structure

For each data element included in the Workforce Information Collection, a definition is provided in the following format:

Description: A expanded description of the field/data point being collected.

Reason for Collection: A brief description of the purpose and use of information that is being collected. In certain cases the reason has been separated into data management and analysis/reporting.

Data format: Is made up of individual data items made up of characters or integers. For example:

  • Character (x): A character is a single alphabetical letter, or a numeric digit.

Validation: Rules that govern the quality of the data provided. For example:

  • Must be a value between 0000 and 9999, or
  • must be a valid code taken from the list below.

Please note that careful attention should be paid to the range of valid values to ensure negative values occur only where allowed. Where the data is unavailable this field should remain blank unless there is a specific code or value stated for ‘default’, ‘nil’, or ‘unknown’.

Cross validation: Additional validation rules are defined where the validity of this field is determined by its relationship to another.

Error Ratings:Where the validity of a field fails to meet the data accuracy requirements, it is classified in one of three ways:

  • Critical = Without correction the most basic reporting requirements will not be met or will contain unacceptable factual inaccuracies
  • Major = Without correction, the key metrics and performance against strategic targets cannot be fully reported on or will contain significant factual accuracies
  • Minor = For completeness of reporting these fields must be correct

DQS Ranking: OCPSE provide an automated service that analyses data that has been submitted by an agency and provides back to that agency a detailed report of suspected data quality issues that is known as the Data Quality Scorecard (DQS). Agencies are expected to use the DQS to identify, understand, and remediate suspected data quality issues and resubmit data before the nominated due date of the Workforce Information Collection. The DQS ranks data fields in order of priority, aligning to the error ratings outlined above.

  • Priority 1 = Critical issues that must be identified and resolved by agencies before the nominated due date of the Workforce Information Collection. Agencies are expected to direct their focus on this category first.
  • Priority 2 = Major issues that should all be addressed before the nominated due date of the Workforce Information Collection. Agencies should direct their focus on this category once they are satisfied that all Priority 1 issues have been addressed.
  • Priority 3 = Minor issues that may nevertheless impact the accuracy of an agencies Workforce Information Collection. Whilst it is expected that agencies maintain ongoing maintenance of their source data to eliminate as many data quality issues as possible, Priority 3 issues are considered the least critical.

General manual collection parameters

For Organisations who extract a WIC Report dataset from their payroll system it will now need to be in an Excel format. With Organisations who manually construct their dataset it will need to be on the excel spreadsheet file that will be provided.

All fields must have an entry in them, with the exception of:

  • Fields 4 to 15: Organisation Code and Description which for smaller Organisations may not exist.
  • Fields 51 to 52: Separation Date and Reason which would not apply to an active employee
  • Fields 53 to 67: Some categories of leave may not apply to all employees
  • Field 74: Second line of Address field may not be applicable to a number of Organisations

Blank characters should be filled with spaces only.

A ‘report’ date will be provided for each reporting period, e.g. 30 June. The most appropriate date for use as the reporting parameter is likely to be just prior to this date, on the last completed pay period prior to the ‘report’ date. The validation on the ‘Report Date’ field will reflect the necessary flexibility in this area.

Given the need to have unique identifiers for employees, where Human Resource Management System records are employee based, rather than position based, persons with multiple positions in an agency should be recorded as having the position that occupies the majority of their time. Where there is an equal split between multiple positions, the first record should be chosen. However, where there is a more appropriate solution available which fits reporting requirements (e.g. a combined response) this should be used.

Persons excluded from the collection

  • members of part-time boards and committees (with no other employment in the agency)
  • persons working on a fee for service contract and not on a time basis
  • persons employed on a temporary hourly basis from external employment agencies.
  • persons working under the ‘Work for the Dole’ scheme.
  • Volunteers

The WIC submission file makes provision for the collection of data on current employees, employees who have separated within the 12 months prior to the ‘report’ date, employees on leave without pay, and casual unpaid employees. Persons counted as active employees for the purposes of the Workforce Information Collection are those paid in the last pay period of the quarter and those on paid leave. The term ‘active or paid employee’ includes:

  • persons on leave paid in advance
  • persons on release time scholarships
  • students (including National Indigenous Cadetship Program (NICP) participants) who are undertaking paid work placements as at June 30
  • persons on public service study awards
  • persons on cadetships
  • persons on leave with pay
  • persons receiving workers compensation payments
  • persons paid from funds administered by the organisation
  • statutory appointees
  • constitutional appointees
  • casual employees
  • vocational students
  • Education Act, TAFE Act, Children’s Services Act and School Services Officers Award contract and relief teachers
  • ministerial employees
  • persons who are appointed on a term or contract basis
  • supernumerary persons employed under special recruitment/training schemes
  • persons employed and paid under special schemes.

Note: Active or paid does not include employees who separated in the last pay period and should be listed as separated.

Where different funding and placement situations exist, the following rules apply to agencies when considering whether an employee should be included in their figures.

Where an employee is:

  • being paid by Agency A, i.e. on the payroll, but are working in Agency B. Agency B reimburses Agency A for the salary costs. Agency B should count this person.
  • being paid by Agency A but are working in Agency B. Agency B reimburses Agency A on a fee for service basis. This person should be counted by Agency A.
  • being paid by Agency A but are working in Agency B and no reimbursement is occurring. This person should be counted by Agency A.

Full-Time Equivalent (FTE)

The full-time equivalent is used to express a part-time employee as a proportion of an employee in an equivalent full-time position. The proportion is expressed as a decimal fraction of one. To calculate the full-time equivalent, divide the number of hours worked per week for each employee by the normal full-time hours per week of his or her position. Do not include overtime hours when calculating the full-time equivalent of an employee.

For example:

  • For a position in which 37.5 hours per week is normal full-time:
  • an employee working 30.0 hrs/week in that position would be 0.8 FTE 30.0 divided by 37.5 = 0.8
  • an employee working 37.5 hrs/week in that position would be 1.0 FTE 37.5 divided by 37.5 = 1.0.

Please Note: An employee cannot be expressed as more than one full-time equivalent (1.0).

Part-Time Employees

Part-time employees are persons who are engaged for less than the normal full-time hours per week. The normal full-time workload can vary from 37.5 to 38.0 to 40.0 hours per week depending on the occupation and conditions of employment, and the FTE figure must be calculated accordingly.

Appointment Type

  • Ongoing: The employment is on an ongoing basis and does not have an end date i.e. it is considered to be ‘permanent’. This includes full time and part time employment.
  • Term: The employment is on a fixed term basis and has a clear end date. That is the date at which that particular employment contract ends is clearly stated. The appointment can be on either a short term or long term basis.

Any contract appointment overrides the previous appointment type an employee had. For example, an ongoing employee who is subsequently appointed on a contract basis is deemed to be contract, not ongoing.

Please Note: This appointment type does not include casuals. This includes full time and part time employment.

  • Short term Contract: The employment contract is for a period up to and including one year.

Persons who have been appointed on a number of short-term contracts should be recorded as contract short term regardless of the length of time or whether they have been with a single employer or in a single position.

For example, an employee appointed on a one year contract basis who is subsequently granted an extension or appointed on another one year contract basis is deemed to be contract short-term not contract long-term or ongoing.

  • Long term Contract: The employment contract is for a period that extends beyond one year, and is usually for a period of one to five years.

Chief Executive Officers must be recorded as contract long-term employees.

Persons who have been appointed on a number of long-term contracts should be recorded as contract long-term regardless of the length of time or whether they have been with a single employer or in a single position. For example, an employee appointed on a three year contract basis who is subsequently granted an extension or appointed on another three year contract basis is deemed to be contract long-term not ongoing.

One to five year contracts are generally used:

  • for positions required for the carrying out of a project of limited duration not exceeding five years
  • for positions where special conditions need to be offered to attract or retain the services of a suitable person (i.e. attraction/retention)
  • for externally funded positions
  • for positions where public sector employees have been incorporated into the public service by a proclamation of the Governor.

Additionally:

  • Tenured Contracts are those employees entitled to some other appointment in the public service, without the requirement for a selection process in the event that they are not reappointed to the position at the end of the term of a contract, or their employment contract is terminated with notice.
  • Untenured Contracts are those employees who have no entitlement to another position within the public service at the end of the term of a contract, or where their employment contract is terminated with notice.
  • ‘Other’ Appointment Types: PS Act, Weekly Paid and other casuals, Education Act relief teachers, Children’s Services Act relief Pre-School Teachers and Relief Early Childhood Workers and any other employees not appointed on an ongoing, short-term or long-term contract.

This includes casual employees under the PS Act.

Executives

For the Chief Executive and each executive within the agency the following details should be provided:

  • whether employed on a contract or under other arrangements
  • any right to be appointed to a further position in the public sector at the end of a limited term appointment (i.e. fall back provisions).

An executive is someone who:

  1. Receives a total salary equivalent to $121,224 per annum or more
  2. OR receives a Total Remuneration Package Value (TRPV) type contract equivalent to $151,645 per annum or more. A total remuneration package includes monetary benefits such as salary and allowances, plus employer superannuation contributions and other non-monetary benefits such as a vehicle.
  3. AND Have professional or managerial ‘executive’ responsibilities. (And therefore not receiving a salary or TRPV in the range described above based only on additional allowances paid for specialist skills or for the purposes of attraction and retention).

OR

  1. Occupies a position having a work value of 670 points or more (using the Mercer Cullen Egan Dell assessment tool).

OR

  1. Is appointed pursuant to either Part 6 (Division 3) or Part 7 (Division 2) of the PS Act.

OR

  1. Is employed under the PS Act in the classification types EL, EX, MLS or SAES.

The definition of an executive described above includes PS Act appointments, other statutory and constitutional appointments, managers, Chief Executive Officers, professional specialists, medical officers, nurses and legal services officers employed at the executive level across the Administrative Units and Other Public Sector Organisations.

Executive remuneration is calculated according to Total Remuneration Package Value (TRPV), which identifies both salary (taxable income) and non-monetary benefits, which include the governments’ employer superannuation liability and motor vehicle. The sum of the monetary and non-monetary components is referred to as the Total Remuneration Package Value (Salary level should be considered at value prior to any salary sacrifice).

Valid Data Ranges

There are definitions governing the specific format of and acceptable values that must be entered into each field of the WIC.

With the exception of data ranges specified by the Australian Bureau of Statistics, OCPSE maintain the catalogue of valid ranges for each WIC field. Where possible, acceptable values are described under the ‘Validation’ section of each entry within the WIC Data Definitions. In some cases the values are provided as a ‘look up table’ (LUT) which is available via the WIC Data Definitions – Data Tables document.

Data Definitions

 

Organisation’s Gazetted Name

Description: The Organisation’s name as per the notice in the South Australian Government Gazette. Not a trading name.

Reason for Collection: Used to identify an agency.

Data Format: Characters (maximum 100) – Alpha/Numeric

Validation: Must be as per the SA Government Gazette.The current list as at publication date is given please contact OCPSE if your Organisation is not listed.

Error Rating: Critical

DQS Ranking: Priority 1

Valid organisation names are as follow:

  • Adelaide Cemeteries Authority
  • Adelaide Festival Centre Trust
  • Adelaide Festival Corporation
  • Adelaide Venue Management Corporation
  • Art Gallery of South Australia
  • Attorney-General’s Department
  • Auditor-General’s Department
  • Carclew Youth Arts Centre Incorporated
  • Carrick Hill Trust
  • Central Adelaide Local Health Network Incorporated
  • Country Health SA Local Health Network Incorporated
  • Courts Administration Authority
  • CTP Regulator
  • Dairy Australia
  • Defence SA
  • Department for Child Protection
  • Department for Correctional Services
  • Department for Education
  • Department for Energy and Mining
  • Department for Environment and Water
  • Department for Health and Ageing
  • Department for Health and Wellbeing
  • Department for Human Services
  • Department for Industry and Skills
  • Department for Trade, Tourism and Investment
  • Department of Planning, Transport and Infrastructure
  • Department of Primary Industries and Regions
  • Department of the Premier and Cabinet
  • Department of Treasury and Finance
  • Education and Early Childhood Services Registration and Standards Board
  • Electoral Commission of South Australia
  • Electorate Services
  • Environment Protection Authority
  • Essential Services Commission of South Australia
  • Government House
  • History Trust of South Australia
  • HomeStart Finance
  • Independent Commissioner Against Corruption
  • Infrastructure SA
  • Jam Factory Contemporary Craft and Design Incorporated
  • Legal Profession Conduct Commission
  • Legal Services Commission
  • Legislature (Including Members)
  • Libraries Board of South Australia
  • Lifetime Support Authority of South Australia
  • Lotteries Commission of South Australia
  • Motor Accident Commission
  • Northern Adelaide Local Health Network Incorporated
  • Office for Recreation, Sport and Racing
  • Office of Green Industries SA
  • Office of the Commissioner for Public Sector Employment
  • Office of the Industry Advocate
  • Office of the South Australian Productivity Commission
  • Public Trustee
  • Return To Work Corporation of South Australia
  • SA Ambulance Service
  • SA Housing Authority
  • SACE Board of South Australia
  • South Australia Police
  • South Australian Country Arts Trust
  • South Australian Country Fire Service
  • South Australian Film Corporation
  • South Australian Fire and Emergency Services Commission
  • South Australian Forestry Corporation
  • South Australian Mental Health Commission
  • South Australian Metropolitan Fire Service
  • South Australian Museum
  • South Australian Small Business Commissioner
  • South Australian State Emergency Services
  • South Australian Tourism Commission
  • South Australian Water Corporation
  • Southern Adelaide Local Health Network
  • State Opera of South Australia
  • State Theatre Company of South Australia
  • Study Adelaide
  • Superannuation Funds Management Corporation Of South Australia
  • TAFE SA
  • Teachers Registration Board of South Australia
  • TechInSA
  • Urban Renewal Authority
  • Veterinary Surgeons Board
  • Vinehealth Australia
  • West Beach Trust
  • Womens and Childrens Health Network Incorporated

 

WIC01 – Organisation Level 1 Code

Description: Level 1 organisation code.

Reason for Collection: Used to identify an agency (by code).

Data Format: Characters (maximum 4) – Alpha/Numeric

Validation: Must be a valid code from the table

Error Rating: Critical

DQS Ranking: Priority 1

Comment: The table is too large for inclusion in the Workforce Information Data Definitions. Please contact OCPSE with any queries.

 

WIC02 – Organisation Level 1 Description

Description: Level 1 organisation description.

Reason for Collection: Used to identify an agency (by full descriptive name).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC03 – Organisational Level 2 Code

Description: Level 2 organisation code.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 6) – Alpha/Numeric

Validation: No validation rule, except for length

Error Rating: Major

DQS Ranking: Priority 2

Comment:May not be used in some smaller organisations

 

WIC04 – Organisation Level 2 Description

Description: Level 2 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Major

DQS Ranking: Priority 2

Comment: May not be used in some smaller organisations

 

WIC05 – Organisational Level 3 Code

Description: Level 3 organisation code.

Reason for Collection: Used to identify different business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Major

DQS Ranking: Priority 2

Comment: May not be used on some smaller organisations.

 

WIC06 – Organisation Level 3 Description

Description: Level 3 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Major

DQS Ranking: Priority 2

Comment: May not be used in some smaller organisations

 

WIC07 – Organisational Level 4 Code

Description: Level 4 organisation code.

Reason for Collection: Used to identify different business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations.

 

WIC08 – Organisation Level 4 Description

Description: Level 4 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC09 – Organisational Level 5 Code

Description: Level 5 organisation code.

Reason for Collection: Used to identify different business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 6) – Alpha/Numeric

Validation: No validation rule, except for length

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC10 – Organisation Level 5 Description

Description: Level 5 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC11 – Organisational Level 6 Code

Description: Level 6 organisation code.

Reason for Collection: Used to identify different business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 6) – Alpha/Numeric

Validation: No validation rule, except for length

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC12 -Organisation Level 6 Description

Description: Level 6 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC13 – Organisational Level 7 Code

Description: Level 7 organisation code.

Reason for Collection: Used to identify different business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 10) – Alpha/Numeric

Validation: No validation rule, except for length

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC14 – Organisational Level 7 Description

Description: Level 7 organisation description.

Reason for Collection: Used to identify specific business units in the agency hierarchy (leave blank if not used).

Data Format: Characters (maximum 50) – Alpha/Numeric

Validation: No validation rule, except for length.

Error Rating: Minor

DQS Ranking: Priority 3

Comment: May not be used in some smaller organisations

 

WIC15 – Report Date

Description: The date at which the report is generated. Generally this is the last day of the last pay period in June for the Annual Collection

Reason for Collection: Used to identify dataset’s time reference.

Data Format: Characters (8) – Date DDMMCCYY

Validation: Cannot be blank. Must be a valid date format, cannot be a future date or less than 1 year from the today’s date.

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC16 – Quarter Of Fiscal Year

Description: The quarter in which the report refers.

Reason for Collection: Used to identify dataset’s time reference.

Data Format: Character (1) – Numeric

Validation: Cannot be blank. Must be between 1 – 4

Cross Validation: Report Date and Quarter must relate

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC17 – Employee Unique Identifier

Description: A specially created identifier for the purpose of the HRD collection, which can be mapped back to the agency employee number by the agency only. Its purpose is for error correction.

Reason for Collection: The employee unique identifier will assist in the validation and auditing of submitted data at census points.

Data Format: Character (maximum 20) – Alpha/Numeric.

Validation: Cannot be blank. An ID that incorporates the employee’s payroll number must be unique within each agency.

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC18 – Date Of Birth

Description: The employee’s date of birth.

Reason for Collection: The age structure of the SA Public Sector workforce is being closely monitored by a number of public sector agencies to determine the impact of the ageing population and workforce. The date of birth allows changes to the age profile to be monitored and projections to be created. This information is being used extensively in public sector reporting and workforce planning.

Data Format: Characters (8) – Date DDMMCCYY

Validation:: Cannot be blank. If year of birth is
less than 15 years or more than 85 years from report date.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC19 – Gender

Description: The employee’s gender.

Reason for Collection: Collecting information about gender provides a measure of changing gender participation in the labour force. It is frequently tabulated with age, employee status, equivalent annual base wage and salary, and it is used as an Equal Employment Opportunity (EEO) indicator. This information is used extensively in public sector reporting and workforce planning.

Data Format: Character (1) – Alpha

Validation: Cannot be blank or unknown. Must be
declared as either, M = Male, F = Female, X = Indeterminate/Intersex/Unspecified

Error Rating: Major

DQS Ranking: Priority 2

 

WIC20 – Aboriginal And/Or Torres Strait Islander

Description: Field use to indicate an Aboriginal and/or Torres Strait Islander person, and is defined as a person who:

  • is of Australian Aboriginal and/or Torres Strait Islander descent
  • identifies as an Aboriginal and/or Torres Strait Islander
  • is accepted as such by the community in which they live or has lived.

Reason for Collection: This field is part of the ‘Managing Diversity” approach which encourages organisations to recognise the benefits of a diverse workforce, and of having a workforce which is representative of the wider community in terms of a range of age, gender, cultural, and linguistic areas. The collection of these figures allows comparison of the agency, the workforce, and the community in terms of Aboriginal and/or Torres Strait Islander representation.

Data Format:

  • Character (1) – Alpha
  • Must contain one of the following codes:
    • A = Aboriginal
    • B = Torres Strait Islander
    • C = Aboriginal and Torres Strait Islander
    • D = Australian Indigenous, not further defined
    • E = Not Aboriginal or Torres Strait Islander
    • F = Unknown

Validation: Cannot be blank.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC21 – Country Of Birth

Description: Employee’s country of birth.
Reason for Collection: Data on people of culturally diverse backgrounds.

Data Format: Characters (4) – Numeric

Validation: Cannot be blank. Must be a valid code as per ABS publication 1269.0 Standard Australian Classification of Countries, 2016 – Table 1.3 at the four digit level.

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC22 – Main Language Spoken At Home (MLSH)

Description: Primary Language used in the employee’s home.
Reason for Collection: Provides a diversity profile in line with the recommendations of the Ministerial Council and Standing Committee of Immigration and Multicultural Affairs.

Data Format: Characters (4) – Numeric

Validation:

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC23 – Suburb Of Employee’s Home Address

Description: The suburb for the employee’s home address.

Reason for Collection: This field will be used to measure the geographical mobility of the public sector workforce, and also for geographical workforce planning.

Data Format:
Characters (50) – Alpha/Numeric.

Validation:

  • Cannot be blank.
  • Must be a valid suburb should not contain any abbreviations or shortening and be exactly as listed in the Australia Post: Postcode database.
  • If an Employee employment status is Active then home address is most likely to be in SA

Cross Validation: Must correctly match home postcode (Field 25) as per Australian Post: Postcode database.

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC24 – Postcode Of Employee’s Home Address

Description: The Australia Post postcode for the employee’s home address.

Reason for Collection: This field will be used to measure the geographical mobility of the public sector workforce, and also for geographical workforce planning.

Data Format: Characters (4) – Numeric

Validation:

  • Cannot be blank.
  • Must be a valid code as per the Australia Post: Postcode Database.
  • If an Employee employment status is Active then home address is most likely to be in SASupplementary Code –
  • 9998 = Overseas

Cross Validation: Must correctly match home suburb (Field 24) as per Australian Post: Postcode database.

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC25 – Disability – Workplace Adaptation

Description: People with an ongoing disability who have an employment restriction due to their disability and:

  • are restricted in the type of work they could do, or need modified hours of work (either a restriction in hours they can work, different time schedules, or flexible hours of attending)
  • require an employer to provide adaptive equipment, a modified work environment, or make other special work related arrangements
  • need to be given ongoing assistance or supervision to carry out their duties safely.

Reason for Collection: Data on people with disabilities will be used as an EEO indicator. It will also be used for comparative profiles with other ongoing agencies both in South Australia and in other State governments, with other organisations, comparing wages and salaries, occupation distribution, etc.

Data Format:

Character (1) – Alpha

  • Y = Ongoing disability with associated employment restriction
  • N = No ongoing disability with no associated employment restriction
  • U = Unknown

Validation: Cannot be blank or contain unknown code.

Cross Validation: If Y is entered here, then Y must be entered for ‘Disability Code – Commonwealth Definition’ (Field26)

Error Rating: Major

DQS Ranking: Priority 2

Disability (Commonwealth)

This group contains the definitions for data fields that collectively make up the Disability – Commonwealth Definition portion of the Workforce Information Collection.

 

WIC26 – Disability – Commonwealth Definition

Description: In addition to Field 25, a Commonwealth definition has been established in order to gain a more accurate measure of the number of people with one or more ongoing disabilities and types of disability existing in the employee population. It is understood that this will become available by agencies conducting a census of existing employees and consequent updating of HRM system records. System changes should be made to integrate this information, with the aim to continuously improve data in this field.

Disability is defined under Section 4 of the Commonwealth Disability Discrimination Act 1992 as:

  • a) total or partial loss of the person’s bodily or mental functions; or
  • b) total or partial loss of a part of the body; or
  • c) the presence in the body of organisms causing disease or illness; such as HIV, Cancer etc. or
  • d) the presence in the body of organisms capable of causing disease or illness; or
  • e) the malfunction, malformation or disfigurement of a part of the person’s body; or
  • f) a disorder or malfunction that results in the person learning differently from a person without the disorder or malfunction; or
  • g) a disorder, illness or disease that affects a person’s thought processes, perceptions of reality, emotions or judgement or that results in disturbed behaviour.

Reason for Collection: Data on people with disabilities will be used as an EEO indicator. It will also be used for comparative profiles with other agencies both in South Australia and in other state governments, with other organisations, such as in comparing wages, salaries, and occupation distribution.

Data Format: Character (1) – Alpha.

Validation: Must be a valid code from the following list.

  • Y = Has any ongoing disability included in definition
  • N = No ongoing disability according to the definition
  • U = Unknown

Cross Validation:

  • Must = Y if Field 25 (Disability requiring Workplace Adaptation) = Y
  • Must = Y if Field 27, 28, 29 or 30 = Y

Error Rating: Major

DQS Ranking: Priority 2

 

WIC27 – Disability – Physical

Data Format: Character (1) – Alpha.

Validation:

Must be a valid code as follows:

  • Y = A declared physical disability on an ongoing basis
  • N = No current physical disability
  • U = Unknown

Cross Validation: If Y entered here, then Y must be entered for ‘Disability Code – Commonwealth Definition’ (Field 26)

Error Rating: Major

DQS Ranking: Priority 2

 

WIC28 – Disability – Intellectual

Data Format: Character (1) – Alpha.

Validation:

Must be a valid code from the following list:

  • Y = A declared intellectual disability on an ongoing basis
  • N = No current intellectual disability
  • U = Unknown

Cross Validation: If Y entered here, then Y must be entered for ‘Disability Code – Commonwealth Definition’ (Field26)

Error Rating: Major

DQS Ranking: Priority 2

 

WIC29 – Disability – Sensory (Eg Hearing Or Sight Impairment)

Data Format: Character (1) – Alpha.

Validation:

Must be a valid code from the following list:

  • Y = A declared sensory disability on an ongoing basis
  • N = No current sensory disability
  • U = Unknown

Cross Validation: If Y entered here, then Y must be entered for ‘Disability Code – Commonwealth Definition’ (Field26)

Error Rating: Major

DQS Ranking: Priority 2

 

WIC30 – Disability – Psychological/Psychiatric

Data Format: Character (1) – Alpha.

Validation:

Must be a valid code from the following list

  • Y = A declared psychological/psychiatric disability on an ongoing basis
  • N = No current psychological/psychiatric disability
  • U = Unknown

Cross Validation: If Y entered here, then Y must be entered for ‘Disability Code – Commonwealth Definition’ (Field26)

Error Rating: Major

DQS Ranking: Priority 2

 

WIC31 – Date Appointed To Public Sector

Description: The date at which employees commenced employment in the SA Government workforce. The most recent start date must be reported.

Reason for Collection:

  • Data Management: The date of commencement in the SA Government provides information that can be used to validate the movement type indicator as well as date of birth.
  • Analysis/reporting: The date of commencement can be used to calculate the length of service in the SA Government. This may provide information related to the stability of the workforce and continuity of employment within the sector and contribute to workforce planning research and determine the continuity of employment.

Data Format: Characters (8) – Date DDMMCCYY

Validation: Cannot be blank. Must be a valid date format.

Cross Validation:

  • Cannot be after date appointed to agency or position
  • Cannot be a future date or
  • Cannot be less than 1 year from the today’s date

Error Rating: Major

DQS Ranking: Priority 2

 

WIC32 – Date Appointed To Agency

Description: The date at which the employee commenced employment within the agency.

Reason for Collection:

  • Data Management: The date of commencement in the agency provides information that can be used to validate the movement type indicator as well as date of birth.
  • Analysis/Reporting: The date of commencement can be used to calculate the length of service in the agency. This may provide information related to the stability of the workforce and the continuity of employment within agencies and contribute to workforce planning research.

Data Format: Characters (8) – Date DDMMCCYY

Validation:

  • Cannot be blank.
  • Must be a valid date format.

Cross Validation

  • Cannot be before date appointed to Public Sector or positionCannot be a future date or
  • Cannot be less than 15 years from date of birth

Error Rating: Major

DQS Ranking: Priority 2

 

WIC33 – Date Assigned To Current Position

Description: Date of appointment to the current position.

Reason for Collection: Indicator of staff transition and mobility within an agency. Used in conjunction with other fields such as ‘ANZSCO Code’ and ‘Classification’. It can be used in workforce planning identifying problem areas for staff retention or areas of fast-tracking.

Data Format: Characters (8) – Date DDMMCCYY

Validation:

  • Cannot be blank.
  • Must be a valid date format.

Cross Validation:

  • Cannot be before date appointed to Public Sector or AgencyCannot be a future date
  • Cannot be less than 15 years from date of birth

Error Rating: Major

DQS Ranking: Priority 2

 

WIC34 – Appointment Type Of Current Position

Description: This field is the employment ‘contract’ length of an employee’s current position.

Reason for Collection: Provides information on the employment trends within the public service, in terms of ongoing, temporary contract and casual employment. Definitions of the different categories are available under the ‘More Detailed Information’ section at the front of this document.

Data Format:
Characters (2) – Alpha.

  • OP = Ongoing
  • CL = Long Term Contract
  • CS = Short Term Contract
  • OT = Other
  • CA= Casual

Validation: Must be a valid code.

Cross Validation:

The status in Field 35 must relate to Field 36 Status of Employee’s Substantive Position and when :

  • Field 35 = OP, then Field 36 should be = OP
  • Field 35 = CL, then Field 36 should not = OP or CL.
  • Field 35 = CA, then Field 36 should be = CA
  • Field 35 = OT, then Field 36 should be = OT

Error Rating: Major

DQS Ranking: Priority 2

 

WIC35 – Appointment Type Of Substantive Position

Description: The status of the employee’s substantive position.

Reason for Collection: Indicator of the ongoing employment level within the public sector that allows more accurate projections for policy costing.

Data Format: Character (2) – Alpha.

Validation:

Must be a valid code as follows:

  • OP =Ongoing
  • CL = Long Term Contract
  • CS = Short Term Contract
  • OT = Other
  • CA = Casual

Cross Validation:

The status in Field 36 must relate to Field 35 Status of Employee’s Substantive Position and when:

  • Field 36 = OP, then Field 35 should be = OP
  • Field 36 = CL, then Field 35 should be = OP or CL
  • Field 36 = CA, then Field 35 should be = CA
  • Field 36 = OT, then Field 35 should be = OT

Error Rating: Major

DQS Ranking: Priority 2

 

WIC36 – Sector Prior To Appointment To Current Position

Description: This field describes the employee’s sector immediately prior to appointment to the current position.

Reason for Collection: Indicator of recruitment source of each employee, which will highlight mobility within the public service as well as the intake of employees directly from educational institutions.

Data Format: Character (1) – Numeric

Validation:

Must be a valid code as per the following:

  • 1 = Within Agency
  • 2 = Other SA Public Sector Organisation
  • 3 = Other State/Commonwealth Public Sector Organisation
  • 4 = Private Sector
  • 5 = Secondary Student
  • 6 = University
  • 7 = TAFE
  • 8 = Other Training Organisation
  • 9 = Other
  • Not Stated

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC37 – Recruitment Program

Description: Indicator of whether the employee is currently engaged through an employment program of the types listed below.

Reason for Collection: Indicator of the employment of persons through certain types of training opportunities.

Data Format: Character (1) – Numeric

Validation:

Must be a valid code as follows:

  • 1 = Graduate (SA Government Graduate Register)
  • 2 = Trainee (SA Youth Traineeships)
  • 3 = Apprentice
  • 4 = Cadet
  • 5 = Aboriginal Employment Strategy
  • 6 = Disability Employment Strategy
  • 7 = Other Employee (not recruited through specific program)
  • 8 = Graduate (Other Graduate Programs)
  • 9 = Trainee (Other Trainee Strategies)

Cross Validation: Field 34 Date Assigned to Current Position is greater than twelve months from Field 16 Report Date and Field 38 Recruitment Program is not equal to 3 or 7

Error Rating: Major

DQS Ranking: Priority 2

 

WIC38 – Australian And New Zealand Standard Classification Of Occupations (ANZSCO)

Description: This relates to the employee’s occupation classified according to the Australian and New Zealand Standard Classification of Occupations (ANZSCO)

Reason for Collection: Enables detailed analysis of public sector occupations (aligned to a national standard) for workforce profiling and to facilitate industry and interjurisdictional comparisons. ANZSCO has historically been collected to 4 digit detail. From June 2018, data is intended to be captured with 6 digit detail. Four digits will be accepted in the short term, but the long term intent is to capture a greater level of occupational detail.

Agencies should identify occupation detail to 6 digits where possible.

Data Format:

Validation:

Error Rating: Major

DQS Ranking: Priority 2

 

WIC39 – Legislation Under Which The Employee Is Employed

Description: A reference to the current employing Act.

Reason for Collection: Used to provide a legislative profile of the public sector. Used as an indicator of conditions of employment and to gauge the effects of industrial change on a particular group.

Data Format: Characters (maximum 4) – Alpha

Validation:

  • Must not be blank
  • Must be a valid code as per the MLUT1 table provided in WIC Data Definitions – Data Tables document
  • If you believe a code has been omitted from the data table, please contact OCPSE

Error Rating: Major

DQS Ranking: Priority 2

 

WIC40 – Award Code

Description: A code that uniquely identifies a registered Industrial Award.

Reason for Collection:

  • Data Management: The employee award and agreement information can be used to support and validate ANZSCO data.
  • Analysis/reporting: Award information provides a profile of SA state government. It is also used for cost modelling/forecasting.

Data Format: Characters (2) – Numeric

Validation:

  • Must not be blank
  • Must be a valid code as per the MLUT2 table provided in WIC Data Definitions – Data Tables document
  • If you believe a code has been omitted from the data table, please contact OCPSE

Error Rating: Major

DQS Ranking: Priority 2

 

WIC41 – Enterprise Bargaining Agreement Code

Description: A code that uniquely identifies the current Enterprise Bargaining Agreement.

Reason for Collection: As per Award Code (Field 40).

Data Format: Characters (maximum 5) – Alpha

Validation:

  • Must not be blank
  • Must be a valid code as per the MLUT3 table provided in WIC Data Definitions – Data Tables document
  • If you believe a code has been omitted from the data table, please contact OCPSE

Error Rating: Major

DQS Ranking: Priority 2

 

WIC42 – Award Standard Full Time Hours Per Week

Description: The number of hours a full time employee (i.e. FTE 1.0) would work in accordance with the appropriate award. This refers to award, standard or agreed hours worked during the week prior to the census.

Included Excluded
Standard weekly hours Overtime hours
Standard weekly hours for employees on leave (paid and unpaid) Hours on stand-by or reporting time except when these are part of the standard hours

Reason for Collection:

  • Data Management: The standard weekly hours of work are used to calculate the equivalent FTE value. The data can also be used as a cross reference with employee’s ‘Employment Status’ (Field 48).
  • Analysis/reporting: The calculation of FTE is a standard employment measure. It allows comparisons between various groups to be more accurately interpreted.

Data Format:

  • Characters (4) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 37 hours 30 minutes = 37.50

Validation:

  • >=0 and \<=45

Error Rating: Major

DQS Ranking: Priority 2

 

WIC43 – Classification Code

Description: A code that identifies the employee’s classification.

Reason for Collection: Provides a hierarchal profile of the public service as well as an indication of the changes in classification over time, e.g. classification creep. Also provides an indicator of mobility and seniority by classification groups. This information is useful for workforce planning and salary costing over time.

Data Format: Characters (16).

Validation:

  • Must not be blank. Must be a valid alpha-numeric code as per the Classification look-up table.
  • Note: Due to the number of classifications that exist in the South Australia Public Sector, a table defining all valid classification codes cannot be included in these definitions. Please contact OCPSE if you require further assistance.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC44 – Classification And Increment Code

Description: A code that identifies the employee’s classification and increment.

Reason for Collection: Provides a hierarchal profile of the public service as well as an indication of the changes in classification over time, e.g. classification creep. Also provides an indicator of mobility and seniority by classification groups. This information is useful for workforce planning and salary costing over time.

Data Format: Characters (16).

Validation:

  • Must not be blank.Must be a valid alpha-numeric code as per the Classification look-up table.
  • Note: Due to the number of classifications that exist in the South Australia Public Sector, a table defining all valid classification codes cannot be included in these definitions. Please contact OCPSE if you require further assistance.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC45 – Salary Or Annual Base Wage

Description: Is the equivalent annual base wage or salary that the employee receives for the job they are doing at the report date. If the employee is part-time, the salary recorded is what the employee would receive if they were on a full-time basis.

Include Exclude
Equivalent annual rate of pay as specified in the award, enterprise or workplace agreement Penalty payments, shift and other remunerative allowances
Salary incremental step Overtime pay
Ordinary time earnings Loading in lieu of leave entitlements/public holidays for casual employees
Base wage or salary for employees on unpaid leave employer superannuation contribution
For employees not on an annual salary, calculate the equivalent annual payment as per the data format section higher duties allowance for ordinary time hours

Reason for Collection:

  • Data Management: The equivalent annual base wage or salary provides a partial interpretation of employee classification based upon employee salary.
  • Analysis/reporting: The equivalent annual base wage or salary allows individual data to be aggregated into salary groups. This information provides an insight into the pay structure of the workforce.

Data Format:

  • Characters (6) – Numeric.
  • The annual equivalent is calculated by the following conversion factors:
    • for known annual base salary, record the dollar value
    • for a weekly base wage, weekly base wage x 313 ÷ 6
    • for an hourly base rate, hourly base rate multiplied by the number of hours worked in a 12 month period.

Validation: Must not be blank. Must have a value between 1 and 999999

Error Rating: Major

DQS Ranking: Priority 2

 

WIC46 – Executives – Total Remuneration Package Value (TRPV)

Description: Executive remuneration is calculated according to a Total Remuneration Package Value (TRPV), which identifies both salary (taxable income) and non-monetary benefits, which includes motor vehicle and the governments’ employer superannuation contribution. The sum of the monetary and non-monetary components is referred to as the Total Remuneration Package Value.

Where TRPV is not applicable in this format, the salary component as recorded in the Human Resource Management System (HRMS) should be recorded in Salary (Field 45). Should you consider TRPV not to be applicable for certain Executives according to policy, please contact OCPSE for advice as to the value to enter here. In exceptional circumstances, it may be appropriate to enter total salary here in addition to Field 45 (ie for selected approved DECD classifications).

Please note that if the employee is part-time, the TRPV recorded is what the employee would receive if they were contracted on a full-time basis.

Calculation of Total Remuneration Package Value (per annum):

Type Instruction
Monetary benefits component (per annum) Salary and allowances contribution (information on what to include and exclude in below table) $—
Non-monetary benefits component (per annum) Motor Vehicle $—
Non-monetary benefits component (per annum) Employer Superannuation contribution (based on % of ‘salary’ for superannuation) $—
TRPV (per annum) Sum of all above to get this value $—
Included Excluded
equivalent annual rate of pay as specified in the award, enterprise or workplace agreement penalty payments, shift and other remunerative allowances
salary incremental step overtime pay
ordinary time earnings loading in lieu of leave entitlements/public holidays for casual employees
base wage or salary for employees on unpaid leave higher duties allowance for ordinary time hours.
for employees not on an annual salary, calculate the equivalent annual payment as per the data format section.

Reason for Collection: The TRPV allows individual data to be aggregated into groups. This information provides an insight into the structure of the workforce and the cost of employment.

Data Format:

  • Characters (6) – Numeric.
  • The annual equivalent is calculated by the following conversion factors:
    • for known annual base salary; record the dollar value for a weekly base wage; weekly base wage x 313/6
    • for an hourly base rate; hourly base rate x number of hours in 12 month period. For example, 1950 for 37.5 hour week, 1976 for 38 hour week, 2080 for 40 hour week.

Validation:

  • Must be a value between 0 and 999999.
  • Note: For employees that are not executives, a value of 0 must be recorded.

Cross Validation:

  • If classification indicates Executive status, TRPV must be >0.
  • If classification does not indicate Executive status, TRPV should be 0.
  • TRPV cannot be less than salary. TRPV cannot be less than the figure in the Executive definition ($151,645). Salary cannot be less than defined figure ($121,224).

Error Rating: Major

DQS Ranking: Priority 2

 

WIC47 – Full Time Equivalent (FTE)

Description: This is an employee’s working hours, excluding overtime, as a proportion of the full-time award standard hours. The full-time equivalent is used to express a part-time employee as a proportion of an employee in an equivalent full-time position multiplied by 100.

Reason for Collection: Calculates if an employee is full-time or part-time.

Data Format: Characters (maximum 3) – Numeric.

Validation:

  • > =0 and \<=1
  • The proportion is expressed as a decimal fraction of one.
  • To calculate the full-time equivalent, divide the number of hours worked per week (see guide below) for each employee by the award standard hours per week of his or her position. Do not include overtime hours when calculating the full-time equivalent of an employee.

Example: For a position in which 37.5 hours per week is the award standard hours:

An employee working 30.0 hrs/week in that position would be 0.8 FTE.
– 30.0 ÷ 37.5 = 0.8

An employee working 37.5 hrs/week in that position would be 1.0 FTE.
– 37.5 ÷37.5 = 1.0

Where an employee takes any leave without pay, their normal contract hours should be used in lieu of hours worked.

Where an employee starts or finishes part way through a pay cycle, their normal contract hours should be used in lieu of hours worked.

Where an employee legitimately works a variation to their normal contract hours, their actual hours worked should be used.

Where an employee separated prior to the last pay cycle (within report parameters), the hours worked in their last pay cycle on the above logic should apply.

Note: An employee cannot be expressed as more than one full-time equivalent (1.0)

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC48 – Employment Status

Description: Employment Status is an indicator that is used to describe an employee’s employment situation. Only the status of the employee at the reporting date must be recorded.

Reason for Collection:

  • Data Management: Used to provide information to group employees into the following categories: Active, Extended Paid Leave, Extended Unpaid Leave, Short Term, Unpaid Leave, Separated and Casuals who did not work in the last pay period.
  • Analysis/reporting: Employee movement information is central to any analysis of employee mobility in the SA State Government workforce as detailed in the Workforce Information Report. This report generally reports on the Active and Paid employees using this status.
  • For example, turnover, retirements, resignation, commencements, transfers, secondments, etc. Any form of workforce planning at the micro or macro level requires employee movement information. It is also the initial critical factor in determining whether the record is to be included in current workforce information or in separation analysis. The status is ‘as at’ the reporting date and ‘extended leave’ is greater than eight weeks (at least 56 calendar days leave prior to the ‘Report Date’ (Field 15).

Data Format: Character (1) – Alpha.

Validation:

Must be a valid code as follows:

  • A = Active employees, including short term and extended paid leave (<56 days)
  • U = Employees on extended unpaid leave (>56 days)
  • L = Employees who are on short term unpaid leave (<56 days)
  • S = Separated employees (separated during the financial year to date)
  • C = Casuals who did not work in the last pay period and are not ‘P’ or ‘S’
  • Z = Employees not paid in the reporting agency and on assignment/secondment to another SA Public Sector agency

Cross Validation:

  • Must = S (separated) if separation date or separation reason is entered, unless it is a future dated separation
  • Must not = C (unpaid casual) if Field 34 does not equal ‘CA’ (casual)

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC49 – Overtime In Hours

Description: The number of approved overtime hours for which the employee has been paid financial year to date.

Reason for Collection: An indicator of workload/performance in agencies and the gross overtime liability in FTE terms. It also gives information important to restructure consideration and future planning issues.

Data Format:

  • Characters (maximum 5) – Numeric. Should be hours and decimals, not hours and minutes,
  • For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if there are no overtime hours then show 0 Must be a value between
  • 0 and 2080 (ie: 52 weeks x 40 hours per week)

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC50 – Separation Date

Description: Date of most recent separation of employee from the agency.

Reason for Collection: Enables analysis of critical separation times and service length calculation.

Data Format: Characters (8) – Date DDMMCCYY

Validation:

  • Cannot be blank.
  • Must be in a valid date formatCan be a future date if
  • Field 49 Employment Status = A

Cross Validation: If there is a Separation Reason Field 52 then there must be a Separated given

Error Rating: Critical

DQS Ranking: Priority 1

 

WIC51 – Separation Reason

Description: The category of separation for those employees who have left their position during the financial year to date.

Note: Do not record the following as separations: temporary secondments/assignments to other public sector agencies, and short term or long term leave of any kind.

Reason for Collection: This item is key for workforce planning and analysis purposes and informs high level decision making. For this reason the ‘unknown’ code ‘RN’ will no longer be accepted. It is of highest priority to nominate the employees destination, e.g. transfer (HP), outside agency (TS), or non-public sector (NP).

Data Format: Characters (2) – Alpha

Validation:

Cross Validation:

  • If (Field 49) Employment status = A (Active) and a future separation date given.
  • Must not be left blank if ‘Separation Date’ (Field 50) is entered or Employment Status’ (Field 48) = S.
  • If an Executive has been identified as receiving a TVSP as their separation reason. Executives are not eligible for TVSP’s.
  • If an Executive received an Untenured Executive Termination Payment, use separation reason: EX = contract expired.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC52 – Paid Sick Leave Hours Taken Financial Year To Date

Description: A paid absence resulting from an employee being too ill to work, and where the illness or injury is due to a cause which does not entitle the employee to worker’s compensation.

Reason for Collection: indicator of the general health of the public sector. Used for deriving average employee availability, and allows trend analysis at agency level over time, especially in conjunction with ‘climate’ surveys.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie: 52 weeks x 40 hours per week).

Error Rating: Major

DQS Ranking: Priority 2

 

WIC53 – Unpaid Sick Leave Hours Taken Financial Year To Date Multiplied By 100

Description: An unpaid absence resulting from an employee being too ill to work, and where the illness or injury is due to a cause which does not entitle the employee to worker’s compensation.

Reason for Collection: indicator of the general health of the public sector. Used for deriving average employee availability, and allows trend analysis at agency level over time, especially in conjunction with ‘climate’ surveys.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie: 52 weeks x 40 hours per week).

Error Rating: Major

DQS Ranking: Priority 2

 

WIC54 – Sick Leave Hours Balance

Description: Total number of sick leave hours held by an employee as at the report date

Reason for Collection: Sick leave management and utility trend establishment

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation: Cannot be left blank, if no leave balance then show 0

Error Rating: Minor

DQS Ranking Priority 3

 

WIC55 – Paid Family Carers Leave Financial Year To Date

Description: Number of paid hours absent on account of family leave, financial year to date. Where an employee has responsibilities in relation to a member of the employee’s family who need the employee’s care and support due to personal injury or for the purpose of caring for a family member who is sick or who requires care due to an unexpected emergency and requires the employee’s care and support.

Reason for Collection: Used for monitoring the utility of family carer’s leave across the public service, and to aid in identifying the need for management strategies, aimed at minimising productivity loss.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Major

DQS Ranking: Priority 2

 

WIC56 – Unpaid Family Carers Leave Financial Year To Date

Description: Number of unpaid hours absent on account of family leave, financial year to date. Where an employee has responsibilities in relation to a member of the employee’s family who need the employee’s care and support due to personal injury or for the purpose of caring for a family member who is sick or who requires care due to an unexpected emergency and requires the employee’s care and support.

Reason for Collection: Used for monitoring the utility of family carer’s leave across the public service, and to aid in identifying the need for management strategies, aimed at minimising productivity loss.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Major

DQS Ranking: Priority 2

 

WIC57 – Recreation Leave Hours Taken Financial Year To Date

Description: Recreation Leave hours taken by the employee in the financial year date.

Reason for Collection: Recreation leave management and utility trend establishment.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC58 – Recreation Leave Hours Balance

Description: Total number of recreation leave hours held by an employee as at the report date

Reason for Collection: Recreation leave management and utility trend establishment

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation: Cannot be left blank, if there is no leave balance then show 0

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC59 – LSL Hours Taken During Financial Year To Date

Description: Long service leave hours taken by the employee financial year date.

Reason for Collection: Long service leave management and utility trend establishment.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC60 – LSL Entitlement In Days At Reporting Date

Description: Employees long service leave entitlement (including LSL Accruals in the first 7 years), in calendar days, as at the ‘Report Date’ (Field 15) multiplied by 100.

Reason for Collection: Long service leave management and utility trend establishment.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation: Cannot be left blank, if there is no leave balance then show 0

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC61 – Retention Leave Hours Taken Financial Year To Date

Description: Retention leave hours taken by the employee in the financial year date.

Reason for Collection: Retention leave management and utility trend establishment.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie: 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC62 – Retention Leave Hours Balance

Description: Total number of retention leave hours held by an employee as at the report date.

Reason for Collection: Retention leave management and utility trend establishment.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation: Cannot be left blank, if there is no leave balance then show 0

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC63 – Paid Parental And Maternity Leave Hours Financial Year To Date

Description: The number of hours absent due to paid parental or maternity leave taken during the financial year to date.

Reason for Collection: Used to measure the rate of usage of this leave type – additionally used in the calculation of employee availability, as well as responsibility external to work functions.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 800 (ie 20 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC64 – Unpaid Parental And Maternity Leave Hours Financial Year To Date

Description: The number of hours absent due to unpaid parental and maternity leave taken financial year to date.

Reason for Collection: Used to measure the rate of usage of this leave type – additionally used in the calculation of employee availability, as well as responsibility external to work functions.

Data Format:
– Characters (maximum 6) – Numeric.
– Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC65 – Paid Miscellaneous Special Leave Financial Year To Date

Description: Total number of hours absent due to miscellaneous unscheduled absence (i.e. unscheduled absence not covered above) financial year to date.

Miscellaneous special leave is outlined in Commissioners Determination 3.1 It includes leave for unscheduled absences other than for the following reasons: sick leave, family carers leave, industrial disputes, workers compensation, paid maternity leave, unpaid parental leave, leave without pay, adoption leave, recreation leave, jury duty, and long service leave.

Reason for Collection: Allows analysis of take-up rate and monitoring of the various types of special leave.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC66 – Unpaid Miscellaneous Special Leave Financial Year To Date

Description: Total number of hours absent due to miscellaneous unscheduled absence (i.e. unscheduled absence not covered above) financial year to date.

Miscellaneous special leave is outlined in Commissioners Determination 3.1. It includes leave for unscheduled absences other than for the following reasons: sick leave, family carers leave, industrial disputes, worker’s compensation, paid maternity leave, unpaid parental leave, leave without pay, adoption leave, recreation leave, jury duty, and long service leave.

Reason for Collection: Allows analysis of take-up rate and liability monitoring of the various types of special leave.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC67 – Workers Compensation Hours Financial Year To Date

Description: The number of hours absent resulting from personal injury or disease sustained out of, or in the course of employment (i.e. work related) and which forms part of an approved workers’ compensation claim financial year to date.

Reason for Collection: Indicator of WH&S performance across the public sector, used for measuring productivity losses and problem areas.

Data Format:

  • Characters (maximum 6) – Numeric.
  • Should be hours and decimals, not hours and minutes. For example, 7 hours 30 minutes = 7.50

Validation:

  • Cannot be left blank, if no leave taken then show 0
  • Must be a value between 0 and 2080 (ie 52 weeks x 40 hours per week).

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC68 – Flexible Work Arrangements Code

Description: An indication of which, if any, flexible working arrangements the employee is utilising.

Reason for Collection: Collection of statistics relating to the utilisation of flexible work arrangements is critical for ongoing evaluation of existing arrangements. See_Commissioner for Public Sector Employment Determination and Guideline: Flexible Workplaces_ for further information.

Data Format: Characters (2) – Numeric.

Validation: Must be a valid code as per the MLUT5 table provided in WIC Data Definitions – Data Tables document

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC69 – ASCED Classification Of Current Highest Qualification

Description: This is the field of study held by the employee and is represented by a four digit code taken from the Australian Standard Classification of Education (ASCED). This code is dependent on the Australian Qualifications Framework (AQF) code (Field 71). Where more than one qualification exists at the same level, the most recent qualification should be reported.

Reason for Collection: The collection of educational information will help identify educational skill gaps and plan current and future Human Resources development. From this training and development can be used for targeting education strategies and to identify significant areas across the education spectrum.

Data Format: Characters (2) – Numeric.

Validation:

  • Must be a valid code as per the MLUT6 table provided in WIC Data Definitions – Data Tables document
  • If you believe a code has been omitted from the data table, please contact OCPSE

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC70 – AQF Level Of Current Highest Qualification

Description: The Australian Qualifications Framework 2011 (AQF) level of the employee’s highest qualification. This should relate to the course of study referred to in the previous field (ASCED, Field 69).

Reason for Collection: Indicator of the education skills base within the public sector. The AQF is an alternative nationally recognised education indicator. Further information on the most recent AQF release can be obtained from the Australian Qualifications Framework Advisory Board website http://www.aqf.edu.au.

Data Format: Characters (2) – Numeric.

Validation: Must be a valid code as per the MLUT7 table provided in WIC Data Definitions – Data Tables document.

Cross Validation: If ASCED code (Field 69) is = 0003 Not Stated, then AQF =99 Not Stated

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC71 – Last Date Of Documented Individual Performance Management Review

Description: This is the date the employee last had an individual documented performance review, and may also include the review or creation of a documented Individual Performance Development Plan.

Reason for Collection: This review is established to measure performance and provide employees with ongoing feedback about their performance and progress towards their work objectives.

Data Format:
Characters (8) – Date DDMMCCYY

Validation:
Cannot be blank. Must be a valid date format, cannot be a future date.

Cross Validation:
Cannot be before ‘Date Appointed to Agency’ (Field 32) or ‘Date Appointed to Public Sector’ (Field 31)

Error Rating: Minor

DQS Ranking: Priority 3

 

WIC72 – Address 1 Of The Employee’s Work Location

Description: The number and street of the employee’s primary work location and not the employee’s home address. It should be the address of the actual worksite, not a Post Office Box or the pay or head office location. Building levels should not be included.

Reason for Collection: Used in spatial analysis of service provision, workforce mobility profiling, as well as providing a basis for a range of other geographic analyses.

Data Format: Characters (30) – Alpha/Numeric.

Validation:

  • Cannot be blank.
  • Should contain a free text response.

Error Rating: Major

DQS Ranking: Priority 2

 

WIC73 – Address 2 Of The Employee’s Work Location

Description: Additional address field for multi level addresses and when Address 1 field is longer than 30 characters. This is also only for the employee’s primary work location and not their home address.

Reason for Collection: Used in spatial analysis of service provision, workforce mobility profiling, as well as providing a basis for a range of other geographic analyses.

Data Format: Characters (26) – Alpha/Numeric.

Validation: Can be blank.If used it should contain a free text response.

 

WIC74 – Suburb Of The Employee’s Work Location

Description: The suburb of the employee’s primary work location and not the employee’s home address. It should be the address of the actual worksite, not a Post Office Box or the pay or head office location.

Reason for Collection: Used in spatial analysis of service provision, workforce mobility profiling, as well as providing a basis for a range of other geographic analyses.

Data Format: Characters (50) – Alpha.

Validation: Must be a valid suburb, should not contain any abbreviations or shortening and be exactly as listed in the Australia Post database.
This field cannot be blank.

Cross Validation: The suburb and postcode given in (Field 76) must correctly match with the suburb and postcode as per Australia Post Postcode database

Error Rating: Major

DQS Ranking: Priority 2

 

WIC75 – Postcode Of The Employee’s Work Location

Description: Four-digit postcode from Australia Post, Postcode list. The postcode is for the employee’s primary **work location and not the employee’s home address. It should be the address of the actual worksite, not the pay or head office location.

Reason for Collection: Used in workforce mobility profiling, as well as providing a basis for a range of other geographic analyses.

Data Format: Characters (4) – Numeric.

Validation:

  • Cannot be blank.
  • Must be a valid postcode as per the Australia Post database.
  • If it is an overseas posting for an employee then the postcode should be replaced by a supplementary code 9998 = Overseas.

Cross Validation: The postcode and suburb given in (Field 75) must correctly match with the suburb and postcode as per Australia Post Postcode database

Error Rating: Major

DQS Ranking: Priority 2

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