Public Service Commission - Workforce Profile Collection (Draft)

The unique identifier is to be maintained from one collection period to the next.
Assists in the validation and auditing of submitted data.

The age structure of the NSW Public Sector is monitored to determine the impact of the ageing population and workforce. The information is used for workforce planning and Workforce Profile Reports.

Gender provides a measure of changing gender participation in the NSW public sector. Also, a key workforce diversity indicator. Information is used extensively in workforce planning and Workforce Profile Reports

The postcode of the employee’s actual work location (or depot for field staff), not Post Box location. This item relates to the location of the employee’s position that was current at the census date.
Used to profile the location of the NSW Public Sector workforce, e.g., metropolitan versus regional; analysis of service provision and workforce mobility profiling, as well as providing a basis for a range of other geographic analysis.

The postcode of the employee’s actual home location, not Post Box location. This item relates to the location of the employee’s residence that was current at the census date.
Used to profile the location of the NSW Public Sector workforce, e.g., metropolitan versus regional; workforce mobility profiling, as well as providing a basis for a range of other geographic analysis such as distance travelled to work.

Used to track mobility through the government sector at the individual level, enabling analysis over time.
Must be the GEN code that has been assigned to the employee by the PSC beginning with ‘G’ or ‘X’.

The suburb of the employee’s actual work location (or depot for field staff), not Post Box location. This item relates to the location of the employee’s position that was current at the census date.
This item will be used for geospatial mapping of the NSW Public Sector workforce. Using suburb/locality provides more accurate detail than postcode only, as a postcode can cover multiple suburbs and cross multiple statistical divisions which means weighted headcount figures must be used to avoid duplicating employee numbers.

The suburb of the employee’s actual home location, not Post Box location. This item relates to the location of the employee’s residence that was current at the census date.
This item is used for geospatial mapping of the NSW Public Sector workforce. And together with Work Location Suburb (1g), will be used to analyse employees’ travel patterns to/from home and work location. 

Used for statutory Workforce Diversity report.

Disability includes long-term physical, mental health, intellectual, neurological, or sensory differences which, in interaction with various attitudinal and environmental barriers, may hinder full and effective participation in society on an equal basis with others. For any employee identifying as having a disability, indicate whether some aspect of the work situation requires adjustment in order to accommodate their needs.
Adjustment can involve changes to any aspect of employment including:

• the tasks of the job
• the workplace or work area
• the behaviour of others at work
• the equipment used
• working hours

A person who identifies as belonging to a designated Workforce Diversity group consisting of people who are members of a minority group in Australian society by virtue of their racial, ethnic, or ethno-religious background.
NOTE: For the purposes of Workforce Diversity data collection, Aboriginal Persons and Torres Strait Islanders are recognised as a separate group and should be reported under Item 2a.

NOTE: For the purposes of Workforce Diversity data collection, a person who first spoke both English and another language is to be coded as ‘2’ (=Other Language).

Will be used to analyse the educational diversity of the NSW public sector workforce. Education qualifications at these broad levels are used in order to be able to compare NSW with ABS data and other state jurisdictions. These levels are also used in the People Matter surveys (PMES) and data from this item will be used as a cross reference with PMES data.

Will be used to better analyse the diversity of the NSW public sector workforce.

Provides a legislative profile for NSW Public Sector. Employing Legislation identifies which service the employee belongs to, i.e., public service, teaching service, police force, health service, transport service, other crown services, state owned corporations, external to the government sector.

Where changes in employment legislation have occurred during the reference period, please use the most up to date version.

Reason for collection 
Data Management: Can be used to support and validate the ANZSCO Occupational Codes (Item 3m).
Analysis / Reporting: Provides a profile for NSW Public Sector and can be used as an indicator to gauge the effects of industrial change. Used by NSW Industrial Relations during award negotiations.

Codification: A full list of codes can be found in the ‘Reference list’ document on the following webpage:
http://www.psc.nsw.gov.au/reports---data/workforce-profile/data-collection/workforce-profile-collection

For NSW awards, the same as the code allocated by the NSW Industrial Registry. These codes are also used for enterprise agreements. However, remove ‘/’ from the code. For example, EA03/11 becomes EA0311.

Federal enterprise agreements use the same codes provided by the Federal Industrial Relations Registry. Code preceded by the letter’s ‘AG’. For example, AG818106.

For determinations, the number of the Determination and the year in which it was set down are used. The Determination is abbreviated for coding purposes, (eg. Determination No. 56 of 1983 becomes D5683).

Award code 385 should not be used, as it represents a broad agreement that varies salaries across numerous awards. Using 385 will result in an error code when submitting a return.

Reason for collection - Analysis / Reporting: Provides a profile for NSW Public Sector. Used for restructuring/planning /forecasting/costing. Used by NSW Industrial Relations during award negotiations.

This response should not used for state awards or agreements relating to single conditions of employment. Agency or occupation specific award or agreements that cover some conditions (and could be seen as supplementary to the award nominated here) can be entered in item 3c.

Codification: A full list of codes can be found in the ‘Reference list’ document on the following webpage:
http://www.psc.nsw.gov.au/reports---data/workforce-profile/data-collection/workforce-profile-collection

For NSW awards, the same as the code allocated by the NSW Industrial Registry. These codes are also used for enterprise agreements. However, remove ‘/’ from the code. For example, EA03/11 becomes EA0311.

Federal enterprise agreements use the same codes provided by the Federal Industrial Relations Registry. Code preceded by the letter’s ‘AG’. For example, AG818106.

For determinations, the number of the Determination and the year in which it was set down are used. The Determination is abbreviated for coding purposes, (eg. Determination No. 56 of 1983 becomes D5683).

Award code 385 should not be used, as it represents a broad agreement that varies salaries across numerous awards. Using 385 will result in an error code when submitting a return.

Reason for collection - Analysis/Reporting: Provides a profile for NSW Public Sector. Used for restructuring/planning

Typically, this would be agency or occupation specific but may include special determinations and/or memorandums of understanding. This Award or Agreement is supplementary to the Award or Agreement nominated at item 3b.

Codification: A full list of codes can be found in the ‘Reference list’ document on the following webpage:
http://www.psc.nsw.gov.au/reports---data/workforce-profile/data-collection/workforce-profile-collection

-8888 = Not Applicable (employees with no relevant agency or occupation specific award).

Current at census date (i.e., last known usual hours worked). Most employees are contracted to work either 35 or 38 hours per week.

Reason for collection - Analysis / Reporting: Used to determine full-time/part-time employment arrangements.

NOTE: Please make a pro-rata adjustment to generate weekly hours for employees working on a nine-day fortnight or other non-weekly basis.

The total actual number of paid hours that were actually worked by an employee during the reference period. This includes purchased leave. Unpaid leave, overtime, workers paid by a third party and additional hours worked under flex time are excluded from this item.

Reason for collection
Data Management: This item is required to calculate the average FTE and absence rates.
Analysis/Reporting: The calculation of FTE is a standard employment measure. It is a standardised way of describing the size of the workforce and allows comparisons between various groups to be more accurately interpreted.

Codification:
Total paid hours
-8888 = Not Applicable (employees who are paid a retainer or allowance rather than a salary).

This is the actual number of hours of overtime worked, not their pay equivalent, such as time and a half, double time etc. Exclude overtime taken as time off in lieu.
NOTE: If casual employees are eligible to work overtime, please code according to standard instructions (i.e., number of overtime hours worked or ‘0’.

Reason for collection - Analysis / Reporting: Indicator of additional employee workload. Link with employee related expenses.
Validation:
Must be a valid code, or a value between 0 and 2080.

NOTE: This refers to the employee’s status as an employee of the agency regardless of the specific position they occupy or the legislation under which they were employed. See 3.11 in Definitions for advice on employees acting in executive roles under category 18 and 19.

Reason for collection - Analysis / Reporting: Employment Category provides an indication of the flexibility and structure of the NSW Public Sector. This information is essential for workforce management and planning. Comparative profiles of the workforce appointment type can be developed using information from other State and Commonwealth Governments.

This item relates to the employment status for an employee in the position that was current as at the census date. The census date is the last pay day of the collection period. 
NOTE: For agencies that do not have the ability to determine if the employee was working on the last pay day, then status during the last pay fortnight of the reference period should be used.

Reason for collection - Data Management: Used to determine the ‘census date population’, i.e., a snapshot of the NSW Public Sector workforce on the census date and to validate other data items in the collection.

Validation:
Consistency check with Item 6c and Item 6d –

• if ‘1’ is entered in item 3h then there should be no separation date in item 6d and the correct movement code in item 6c.
• if ‘2’ is entered in Item 3h, the relevant date of separation must be entered in Item 6d and the correct movement code in item 6c.

The total actual number of paid hours that were worked by an employee for the last fortnightly pay period in a reference period. This item includes paid leave and purchased leave.

Reason for collection - Data Management: Used to calculate the Census fulltime equivalent (FTE) per employee. FTE is a standardised way to describing the size of the workforce and allows comparisons between various groups to be more accurately interpreted. FTE is more generally used for budgeting purposes rather than headcount.

NOTE: Please make a pro-rata adjustment to generate weekly hours for employees working on a nine-day fortnight or other non-weekly basis.

The number of paid hours the employee would work each week (under the relevant Award or Agreement) as a full-time employee in that type of position or occupation. If the employee does not work under an award or agreement, enter the hours they would normally work each week under an award.

Reason for collection
Data Management: Item is used to calculate the full time equivalent (FTE) per employee.
Analysis/Reporting: The calculation of FTE is a standard employment measure. It is a standardised way of describing the size of the workforce and allows comparisons between various groups to be more accurately interpreted.

Validation:
Must be a value between 30 and 40 and must not be missing or withdrawn. For full-time employees, the data for this item should be the same as Usual Hours Worked (item 3d).
 

The number of days covered by the reference period.
NOTE: Approximately every 12 years there will be an additional fortnightly pay period which may take the number of days up to 392. Adjustments to validations and reporting will be made when this occurs.

Reason for collection - Data Management: Item is used to calculate full time equivalent (FTE).

Validation
Must be a value equal to 357, 364, 365, 366, 371 or 378.

This item relates to the position code for the position that was current at the census date.
This data item must be obtained using the Position Coding Automated Tool (PCAT) found at the following link: PCAT

Reason for collection
Data Management: Can be used as a cross reference for Award (Item 3a), ANZSCO (Item 3m) and Treasury Special Code (Item 3n)
Analysis/Reporting: Together with ANZSCO, this item will provide valuable information for workforce and strategic planning, at both agency and whole of sector level. As the data is collected, as at census date, the item should not be reported as an average. Used to determine frontline/non-frontline positions. Frontline positions can be identified using the criteria that the type of duty is service delivery (first digit is 1) and the position customer is external (third digit is 1). Further clarification can be found in the Definitions section at the front of this document.

Validation
Must be a valid code.

• If position customer = 2 or position customer = 3; a service function must be identified.
• If primary service function = 91 and secondary service function = 92; position customer must = 1.

Cross validation of occupational codes with Item 3m.

Occupation is classified according to the Australian and New Zealand Standard Classification of Occupations (ANZSCO ABS Cat No 1220.0)

Reason for collection
Data Management: Can be used as a cross reference for Award (Item 3a) and Treasury Special Code (Item 3n)
Analysis/Reporting: Used to monitor changes in the occupational profile of the NSW Public Sector. Provides valuable information for workforce planning. As the code is an Australian standard, ANZSCO enables comparative profiling with other sectors in the labour market as well as other states and Commonwealth Governments.

The majority of agencies do not have assigned Treasury Codes.

Reason for collection - Analysis / Reporting: To report on specific groups of employees when required.

Codification
Designated agencies with a valid code which has been agreed to with NSW Treasury
-8888 = Not Applicable – For agencies where Treasury code does not apply

Reason for collection
Data Management: Used with item 1 Agency Code, the Division ID allows authenticated users to make submissions.
Analysis/Reporting: Used with item 1 Agency code, the Division Id is fundamental to the scale at which analysis and reporting is conducted and is the key for government entity hierarchies.

Codification
Division ID is generally, the agency code used prior to agency amalgamation in July 2009.
Division ID applies to all Departments, Agencies, Other bodies and submitting entities. If there are no Divisions or reporting entities defined for the submission, Division ID will match Agency Code item 1.

For positions, Position ID identifies the position substantively occupied by an employee at census. For Public Service employees it relates to the substantive band/classification of work in which the person is employed. For separated employees, last known position substantively occupied.
More information relating to the GSE Act can be found at: Government Sector Employment Act 2013

Reason for collection
Data Management: Used for Data Quality activities.
Analysis/Reporting: It is a business key for matching to external data sets. e.g., e-Recruitment and Senior Executive Service database

For positions, Position ID identifies the position currently occupied by an employee at census, or for separated employees, last known position substantively occupied.
More information relating to the GSE Act can be found at: Government Sector Employment Act 2013

Reason for collection
Data Management: Used for Data Quality activities.
Analysis/Reporting: It is a business key for matching to external data sets. e.g., e-Recruitment and Senior Executive Service database.

This is required for Executive roles under the GSE Act or aligned executive service ONLY, i.e., 3g Employment Category = 18 and 19.

Reason for collection - Analysis / Reporting: This data will be used to monitor the number of Executives in the Public Sector and will enable analysis of distribution of roles within bands.

This is required for employees whose salary rates are determined under those awards which are adjusted under the Crown Employees (Public Sector – Salaries) Award ONLY.

Reason for collection - Analysis / Reporting: This data is used to monitor the number of employees under various Award Classifications.

Codification
Codes are available in the ‘Reference List’ document available on the following link: https://www.psc.nsw.gov.au/reports---data/workforce-profile/data-collection/workforceprofile-collection

From 2023, this item is mandatory for all public sector employees.

Reason for collection - Analysis/Reporting: Used for analysis of occupations.

Positions which provide services to other government agencies (e.g., positions in central agencies, service providers) are NOT considered frontline.

Reason for collection  - Analysis / Reporting: To identify proportion of public sector involved in providing services to the public

The role or position ID of the manager of this role.
(Optional in 2025)

The grade level of the non-executive role or position within the classification under which the employee is paid.(Optional in 2025)

The year of the non-executive role or position within the grade under which the employee is paid.
(Optional in 2025)

Codification
The grade year from the Human Resource Information System (HRIS)
-7777 = Missing
-8888 = Not Applicable (not an employee under Crown Employees (Public Sector – Salaries 2024) Award)

Base remuneration includes:

• ✓ Base salary and any salary packaged or sacrificed components.

Excludes:

• Employer's contribution to superannuation.
• Allowances of any kind, e.g., first aid, language, meal, shift.

All figures should represent an annual rate and be provided as gross, i.e., before tax, and other deductions (such as union dues) should be removed.
Note: For part-time employees provide the full-time equivalent remuneration, not the pro rata part-time rate. For employees who salary package/sacrifice, provide the value of the total remuneration package.

• Casuals should be coded -8888

Refers to the remuneration level at which the employee is contracted to work, not actual earnings during the period. It is determined by the award and increment level of a person's current assigned role or position, e.g., Clerk, grade 3, year 1. Excludes remuneration of any other kind.

Base remuneration includes:

Excludes:

• Employer's contribution to superannuation.
• Allowances of any kind, e.g., first aid, language, meal, shift.

For Senior Executives on contracts, this includes:

Excludes:

• Allowances of any kind.

NOTE: For most employees, the data for this item will be the same as for Item 4a, i.e., they currently occupy their assigned role or substantive position. This item relates to total annual remuneration for the employee’s position that was current as at the census date (or last known role or position if the employee has left the agency)

Reason for collection
Data Management: Provides a partial interpretation of employee classification based on employee salary.
Analysis/Reporting: Allows individual data to be aggregated into salary groups. This information provides an insight into the structure of the workforce and the cost of employment. An indicator of salary cost obligation across government.

This data item was separated into individual allowances from 2016. See items 4r, 4s and 4t.

The total actual gross earnings of the employee for the financial year to date. The number represents total remuneration because tax and other deductions are removed. This includes: Base salary, Payment made for any form of leave and public holidays, Leave loading, Workers’ compensation payments made through the payroll, All allowances (including higher duties allowance, except for those listed under exclusions), Market loadings (including recruitment and retention allowance), Overtime and penalty payments, Salary packaged/Sacrificed components, Performance related payments whether paid as bonus or an increase in the base salary, Social security (health insurance or pension schemes), Lump sum payments, & Any other payments made by the employer on behalf of the employee and forming part of their remuneration.

Excluded from this number are: Employer’s contribution to superannuation on behalf of the employee, Travelling compensation allowances/payments, Meal allowances, Subsistence allowances, Reimbursements for work-related expenses (including the use of a private motor vehicle for work purposes), & Commonwealth paid parental leave.

Year to date:
For continuous employees - From the first day of the reference period to current census date (the reference period commences from the first day covered by the first pay period of the current financial year).
For recently commenced employees - From the employee’s commencement date to current census date.
For separated employees - From first day of the reference period to separation date.

The total actual gross earnings of the employee for the last fortnightly pay period. The number represents total remuneration because tax and other deductions are removed. This includes base salary, payments for leave and public holidays, workers compensation, market loadings, overtime and penalty payments.

Excluded from this number are employer's contributions to superannuation, travel and meal allowances, reimbursements for work-related expenses and Commonwealth paid parental leave.

Note: Please make a pro rata adjustment to generate weekly hours for employees working on a nine-day fortnight or other non-weekly basis

Codification
Total actual earnings for the census period
0 = Employees who were employed by the agency but did not receive any remuneration for the last fortnightly pay period (e.g., on leave without pay or casual/sessional/seasonal employees who did not undertake paid work during the relevant period)
-8888 = Not Applicable (i.e., employees who separated from the agency prior to the census pay period

Excluded from this number are pay outs for recreation or extended leave.
Note: If an employee separates to another public sector agency, they may be entitled to carry forward their extended leave balance to their new agency. In this situation, show '0'.

Pay out for extended leave accrued by an employee, received as part of a termination payment received during the reference period.

Retired as of June 2023

Codes 1 and 2 only apply to employees who were declared excess employees at any point during the reference period. If an excess employee is provided with meaningful work or is place in a position at a lower grade, they are entitled to 3 calendar month's salary maintenance at their substantive grade.
Code 3 applies to employees who are not excess employees but have received salary maintenance during the reference period under a formal arrangement.

Reason for collection - Analysis / Reporting: To assist with Workforce Planning and Budgeting.

Reason for collection - Analysis / Reporting: From this data it is possible to determine the proportion of year-to-date total gross earnings that is made up of leave loading.

For public service employees, remote areas are defined under Section 39 of the Crown Employees (Public Service Conditions of Employment) Reviewed Award 2009.
For other non-public service employees, conditions of employment awards may define different areas and monetary values of the allowance.

Reason for collection - Analysis / Reporting: To assist with Workforce Planning and budgeting.

Reason for collection - Analysis / Reporting: To assist with Workforce Planning as an indicator of levels of higher duties across the sector.

NOTE: This data item is applicable to the following executives: Part 4, Division 4 of the Government Sector Employment (GSE) Act 2013.

• NSW Health Service senior executives employed under Chapter 9, Part 3 of the Health Services Act 1997
• NSW Police Force senior executive service employed under Part 5 of the Police Act 1990
• Transport Service senior executives employed under Part 7A, Section 68F of the Transport Administration Act 1998

This is not applicable to non-executives temporarily assigned to senior executive roles.

Reason for collection - Analysis / Reporting: Provides ability to analyse TRP trends over time.

Validation: Consistency check with Item 3g for Senior Executives. Aligns with 4a and 4b.

Determination amount (TRP) for executives who occupy a role subject to a special determination of SOORT (Statutory and Other Officers Remuneration Tribunal).
NOTE: This data item is only applicable to Public Service senior executives who are listed to the current Public Service senior executive determination. As the determinations relate to a named individual, the special determination is not available to someone temporarily assigned to the role to which a special determination applies.

Reason for collection  - Analysis / Reporting: To provide ability to analyse number of Executives who occupy a role subject to a special determination of SOORT, and the cost associated.

Retired as of June 2018

Skills Shortage Allowance (non-Senior Executive employees at or above Grade 12 but not payable to Senior Officers) paid to the employee during the reference period (over and above the employee’s base wage or salary).

Reason for collection - Analysis / Reporting: To assist with Workforce Planning.

(Optional in 2025)

Codification
Superannuation amount paid
-7777 = Missing

(Optional in 2025)

The recreation leave balance in hours accrued by the employee as at the census date.

Reason for collection - Analysis / Reporting: Can be used to monitor and report on recreation leave usage and to calculate liabilities.

• Actual leave hours taken; not how many hours paid. For example: if 30 days leave are taken at half pay, the hours are still equivalent to 30 days (eg.30 x 7hrs) even though the hours paid are only equivalent to 15 days.
• Recreation leave may be taken at half pay but only when combined with parental leave.

Reason for collection - Analysis / Reporting: Can be used for deriving average employee availability. Also used to analyse trends within Agencies

The sick leave balance in hours accrued by the employee as at the census date.

Reason for collection - Analysis / Reporting: Can be used for deriving average employee availability. Also used to analyse trends within Agencies.

The number of hours of paid sick leave taken by the employee during the reference period.

Include:

• ✓ Sick leave taken as special sick leave.

Exclude:

• Sick leave taken as Carer's Leave (see Item 5f) and Family and Community Services (FACS) leave (see Item 5m).

Reason for collection - Analysis / Reporting: The data is used to provide trends in sick leave usage across the sector and within Agencies. In certain circumstances this can be an indication of morale and/or general health of specific segments of the workforce. May also be used for analysing changes in policies.

Validation
Must not be greater than item 3e.
Should be a value between 0 and 2080. Generally, not a negative value. Negative values require an explanation at sign-off.

The number of hours of unpaid sick leave taken by the employee during the reference period.

Reason for collection - Analysis / Reporting: The data is used to provide trends in sick leave usage across the sector and within Agencies.

The number of hours of paid sick leave taken as Carer's Leave by the employee during the reference period, excluding Family and Community Services (FACS) leave which is recorded at item 5m, and sick leave.

Reason for collection - Analysis / Reporting: The data is used to provide trends in sick leave usage across the sector and within Agencies. May also be used for analysing changes in policies.

Only include the leave balance which is available to be taken by the employee and/or would be paid out if the employee ceased work for the agency/public sector. Employees who have left the agency do not have accrued leave as at the census date and should be coded as -8888 (Not Applicable).

Reason for collection - Analysis / Reporting: To monitor and report on extended leave usage and to monitor liabilities.

The number of hours* of extended leave (long service leave) taken on full pay by the employee during the reference period.
* Actual leave hours taken; not how many hours paid.
For example: if 30 days leave are taken at full pay, the hours are equivalent to 30 days (eg.30 x 7hrs).
NOTE: Where leave taken records do not distinguish between leave taken on full pay and half pay, please include the total hours against this Item and advise the PSC Analytics and Insights team.

Reason for collection - Analysis / Reporting: To monitor and report on extended leave usage.

The number of hours* of extended leave (long service leave) taken on half pay by the employee during the reference period.
* Actual leave hours taken; not how many hours paid.
For example: if 30 days leave are taken at half pay, the hours are still equivalent to 30 days (eg.30 x 7hrs) even though the hours paid are only equivalent to 15 days.
NOTE: Where leave taken records do not distinguish between leave taken on full or half pay, please include the total hours against Item 5h and advise the PSC Analytics and Insights team

Reason for collection - Analysis / Reporting: To monitor and report on extended leave usage.

The number of hours* of parental leave taken on full-pay by the employee during the reference period. Parental leave refers to maternity or paternity leave.
* Actual leave hours taken; not how many hours paid.
For example: if 30 days leave are taken at full pay, the hours are equivalent to 30 days (e.g., 30 x 7hrs).
NOTE: Where leave taken records do not distinguish between leave taken on full pay and half pay, please include the total hours against this Item and advise the PSC Analytics and Insights team.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy/award changes.

The number of hours* of parental leave taken at half-pay by the employee during the reference period. Parental leave refers to maternity or paternity leave
* Actual leave hours taken; not how many hours paid.
For example: if 30 days leave are taken at half pay, the hours are still equivalent to 30 days (eg.30 x 7hrs) even though the hours paid are only equivalent to 15 days.
NOTE: Where leave taken records do not distinguish between leave taken on full or half pay, please include the total hours against Item 5j and advise the PSC Analytics and Insights team.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy/award changes.

Parental leave refers to maternity or paternity leave.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy/award changes.

NOTE: Agencies which have an equivalent form of leave should record it under this data item and provide details of their equivalent leave type.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy/award changes.

Include:

• ✓ Unpaid Study Leave
• ✓ Purchased Leave (also see 3e and 3i)
• ✓ Other forms of unpaid leave except those specified below

Exclude:

• Unpaid Sick Leave (report under Item 5e)
• Unpaid Parental Leave (report under Item 5l)

Reason for collection - Analysis / Reporting: To monitor and report on leave usage.

The number of hours* of extended leave (long service leave) taken on double pay by the employee during the reference period.
* Actual leave hours taken; not how many hours paid.
For example: if 30 days leave are taken at double pay, the hours to be reported in this item is the number of hours equivalent to 30 days (30 x 7), even though the employee is paid for 60 days (60 x 7hrs).
NOTE: Where leave taken records do not distinguish between leave taken on double, full or half pay, please include the total hours against Item 5h and advise the PSC Analytics and Insights team.

Reason for collection - Analysis / Reporting: To monitor and report on extended leave usage.

An indicator that Commonwealth Paid Parental Leave was taken during the reference period.

Reason for collection - Analysis / Reporting: Used to monitor the usage of the Commonwealth Paid Parental Leave scheme.

NOTE: Agencies which have an equivalent form of leave should record it under this data item and provide details of their equivalent leave type.

Reason for collection - Analysis / Reporting: To assist with Workforce Planning.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy.

Validation
Must not be greater than Item 3e.
Should be a value between 0 and 160.

Leave will commence from the date the miscarriage occurs and is to be taken in one continuous block of leave at full pay. Paid special miscarriage leave must not be taken concurrently with any other form of leave available to the employee.
For details, please refer to the Miscarriage and Pre-Term Birth Leave Determination.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy changes introduced on 3rd July 2021 effective 1st July 2021.

Leave will commence from the date the pre-term birth occurs and must be taken in one continuous block of leave at full pay up to the end of 36 weeks. Paid special pre-term parental leave must not be taken concurrently with any other form of leave available to the employee. In the event of a death of a pre-term child (or children) during a period of paid special pre-term parental leave, the remaining portion of that leave ceases and paid parental leave in accordance with Determination No. 4 of 2022 will commence.

• Where an employee or the partner of an employee gives birth to a pre-term child (prior to 37 weeks), the parent with the caring responsibility is entitled to paid special pre-term parental leave from the date of birth of the child (or children from a multiple birth) up to the end of 36 weeks.
• Immediately following the period of paid special pre-term parental leave and at the commencement of 37 weeks, paid parental leave will be in accordance with Determination No. 4 of 2022.

For details, please refer to the Miscarriage and Pre-Term Birth Leave Determination.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy changes introduced on 3rd July 2021 effective 1st July 2021.

(mandatory in 2024)
Leave is non-cumulative and can be taken in part-days, single days, or consecutive days. Paid special fertility treatment leave must not be taken concurrently with any other form of leave. Paid special fertility treatment leave is not available to a partner of a person undergoing fertility treatment.
For details, please refer to the Paid Leave in the Event of a Miscarriage, Pre-Term Birth or When Undergoing Fertility Determination.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy changes introduced on 4th October 2022 effective 1st October 2022.

(mandatory in 2024)

An additional two-week bonus paid parental leave where each parent has exhausted any paid parental leave offered by their employer. Employees who are single parents or whose partners do not have access to or are ineligible for employer paid parental leave will receive the full two weeks of bonus paid parental leave.

For details, please refer to Determination No 4 of 2022 and Premier’s Memorandum M2022- 08 Paid Parental Leave – Parent with responsibility for care associated with the birth, adoption, altruistic surrogacy or permanent out-of-home care placement of a child.

Reason for collection - Analysis / Reporting: To monitor and report on leave usage and monitor effects of policy changes introduced on 4th October 2022 effective 1st October 2022.

The date of commencement for the employee's current period of employment in the NSW public sector.
For ongoing employees, most recent entry date of any prior temporary, casual, or sessional employment should be used if known (and vice versa). For casual, sessional & seasonal employees provide earliest known date of employment in the NSW public sector.
Exclude:

• Any prior service in other public sector jurisdictions such as the Victorian Public Service, the Australian Public Service or Local Government.

NOTE: For some employees, the data for this item will be the same as for Item 6b: that is; if the employee most recently joined the NSW Public Sector on the same date, they joined the agency.

Reason for collection
Data Management: Provides information that can be used to validate the movement type indicator (Item 6c).
Analysis / Reporting: Used to calculate the length of service in the NSW Public Sector. This may provide information related to the stability of the workforce and the continuity of employment within the Sector and contribute to workforce planning research.

The date of an employee’s commencement in their current agency.
For ongoing employees, the first date of any temporary, casual, or sessional employment immediately prior to ongoing appointment with the agency should be used if known (and vice versa). For employees with multiple records the commencement date should be the same, i.e. the first date of employment. For casual, sessional, or seasonal employees, provide earliest known date of employment with the agency.
For agencies created from amalgamation, restructuring or renaming of preceding agencies, the start date of the employee with the preceding agency should be recorded, if known.

NOTE: In the case of ongoing employees who leave the agency to work elsewhere and then return to the agency at some later date, the latest commencement date should be used. For example, an ongoing employee who left your agency to take up a position elsewhere in 1995 and returned to your agency in 2000, again as an ongoing employee, should have a date of commencement in 2000.

Reason for collection
Data Management: Provides information that can be used to validate the movement type indicator (Item 6c).
Analysis / Reporting: 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.

If more than one movement has occurred during the reference period only the most recent movement must be recorded.
Cross Validation with Item 6b and Item 6d.

Reason for collection
Data Management: Used to provide information to categorise individuals into the three following categories: Continuous employees, recently commenced employees; separated employees. Used for development of retention and recruitment strategies.
Analysis / Reporting: Employee movement information is central to any analysis of employee separations in the NSW Public Sector workforce. Workforce planning at the micro and macro level requires employee movement information.

Date of the most recent separation of employee from the agency, of those employees who ceased employment during the reference period.

Reason for collection
Data Management: Provides information that can be used to validate the movement type indicator (Item 6c).
Analysis / Reporting: Enables analysis of critical separation times.

Employees are declared excess by an agency when they no longer have a substantive position.
Reason for collection - Analysis / Reporting: Enables analysis of excess employees and for workforce planning purposes.

Validation
Cross validation with Item 4l.
If Item 6e = 2 then Item 4l should be = 1 or 2.
If Item 6e = 3 then Item 4l should be = 3 or -8888.

The date the employee commenced work in their current role or position.
For roles as applicable under the GSE Act. More information relating to the GSE Act can be found at: Government Sector Employment Act (GSE) 2013.

Reason for collection - Analysis / Reporting: To assist with Workforce Planning and provide information relating to mobility within the public sector.

Contract start date of the employee’s current role on term and ongoing contracts.
Note: This data item is applicable to all contract employees in the following Employment Categories (data item 3g):

• Category 5 – Contract Non-Executive
• Category 12 – Contract – senior executives not in Public Service senior executive or Aligned Executive Service (NSW Health, NSW Police and Transport NSW)
• Category 18 – Contract – Public Service senior executives
• Category 19 – Contract – Aligned Executive Service ((NSW Health, NSW Police and Transport NSW)
• Category 20 – Transport Service Senior Manager (Transport NSW only)

Note: This data item is applicable to all contract employees in the following Employment Categories 
(data item 3g):

• Category 5 – Contract Non-Executive
• Category 12 – Contract – senior executives not in Public Service senior executive or Aligned Executive Service (NSW Health, NSW Police and Transport NSW)
• Category 18 – Contract – Public Service senior executives
• Category 19 – Contract – Aligned Executive Service ((NSW Health, NSW Police and Transport NSW)
• Category 20 – Transport Service Senior Manager (Transport NSW only)

Reason for termination of senior executive or transport service senior manager by employer. 
Note: This data item applies to the following:

• Public Service senior executives employed under Part 4, Divisions 4 of the Government Sector Employment Act 2013
• NSW Health Service senior executives employed under Part 3, Chapter 9 of the Health Services Act 1997
• NSW Police Force senior executive service employed under Part 5 of the Police Act 1990
• Transport Service senior executives employed under Part 7A, Section 68F of the Transport Administration Act 1998
• Transport Service senior managers employed under Part 7A, Section 68J of the Transport Administration Act 1998

This is not applicable to a temporary assignment to a senior executive role.

This is the compensation for termination of employment as specified in the executive’s contract of employment or the compensation for termination of employment determined by the Statutory and Other Offices Remuneration Tribunal (if applicable). This excludes the payment for accrued recreation or extended leave.
Note: This data item is applicable to the following:

• Public Service senior executives employed under Part 4, Divisions 4 of the Government Sector Employment Act 2013
• NSW Health Service senior executives employed under Part 3, Chapter 9 0f the Health Services Act 1997
• NSW Police Force senior executive service employed under Part 5 of the Police Act 1990
• Transport Service senior executives employed under Part 7A, Section 68F of the Transport Administration Act 1998
• Transport Service senior managers employed under Part 7A, Section 68J of the Transport Administration Act 1998

This is not applicable to a temporary assignment to a senior executive role.
Codification
-8888 = Not Applicable

Level 1 organisation code can be used to identify different units in an agency hierarchy i.e., sub 
agency, division, unit cost centre, or for any other agency specific use. This item is optional.

Codification
Agency allocated code
-8888 = Not provided 

Level 2 organisation code can be used to identify different units in your agency hierarchy i.e., sub 
agency, division, unit cost centre, or for any other agency specific use. This item is optional.

Codification
Agency allocated code
-8888 = Not provided 

Level 3 organisation code can be used to identify different units in your agency hierarchy i.e., sub 
agency, division, unit cost centre, or for any other agency specific use. This item is optional.

Codification
Agency allocated code
-8888 = Not provided 

Reason for Collection - Analysis / Reporting: A standardised method of describing the size of the workforce based on the total number of ordinary time paid hours worked (i.e., excluding overtime and unpaid work). FTE is a computed measure representing the number of employees in fulltime equivalent terms. It is not a count of the number of employees. Part-time and casual employees are converted to full-time equivalents.

3i = Total Hours Paid (Census Period)
3j = Standard Weekly Full Time Award/Contract Hours

Codification: Calculated full time equivalent

3e = Total Number of Hours Paid in the Reference Period
3k = Number of Days in the Reference Period
3j = Standard Weekly Full Time Award/Contract Hours

Codification: Calculated full time equivalent

It is possible that an inaccurate FTE will be calculated due to the normal reconciliation practices conducted within Agency HR systems. This may occur when an employee is paid in advance or has been overpaid. Where Item 8a is inconsistent with the FTE worked, Agencies should use this item to reflect actual FTE of the employee.

Reason for collection - Data Management: To ensure FTEs reported are accurate.

It is possible that an inaccurate FTE will be calculated due to the normal reconciliation practices conducted within Agency HR systems. This may occur when an employee is paid in advance or has been overpaid. Where Item 8b is inconsistent with the FTE worked, Agencies should use this item to reflect actual FTE of the employee.

Reason for collection - Analysis / Reporting: Refer to Item 8c.

Organisation hierarchy item that is the child entity to data item 3o Division ID.

Provides departments and agencies with the opportunity for more granular analysis of the workforce profile data in the Workforce Dashboard.

Organisation hierarchy item that is the child entity to data item 9a Sub-division ID Level 1.

Provides departments and agencies with the opportunity for more granular analysis of the workforce profile data in the Workforce Dashboard.