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: 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. Can also be used to support and validate the ANZSCO Occupational Codes (Item 3m).

Awards that define an employee's conditions of employment are entered in 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

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: Provides a profile for NSW Public Sector and can be 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: 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.

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: 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:
This item is required to calculate the average FTE and absence rates. The calculation of FTE 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).

The number of hours of paid overtime worked by the employee during the reference period. 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.

Reason for collection:
Indicator of additional employee workload. Link with employee related expenses.

Codification:
Number paid overtime hours worked.
0 = Hours for employees who are eligible for paid overtime but did not work any in the relevant period.
-8888 = Not Applicable (the employee’s conditions of employment do not provide for paid overtime, e.g., members of the executive service, casual employees)

NOTE: If casual employees are eligible to work overtime, please code according to standard instructions (i.e., number of overtime hours worked or ‘0’.

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:
This item provides an indication of the flexibility and structure of the NSW Public Sector and information 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:
This item is used to determine the ‘census date population’, a snapshot of the NSW Public Sector workforce on the census date, and to validate other data items in the collection.

Validation:
Must be no missing or withdrawn values.
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:
Used to calculate the Census fulltime equivalent (FTE) per employee. 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:
Used to calculate the FTE per employee. 

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).
 

Reason for collection: used to calculate full time equivalent (FTE).

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

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

Data Management: Can be used as a cross reference for Award (Item 3a), ANZSCO (Item 3m) and Treasury Special Code (Item 3n).

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). 

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

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.
Value "-8888" = Not Applicable – For agencies where Treasury code does not apply

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, recorded as a logical combination of alphanumeric characters that identify an entity.

This is required for Executive roles under the GSE Act or aligned executive service only, recorded as a combination of alphanumeric characters that identify an entity.

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.

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.

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

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, 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.

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.

Redundancy lump sum payment received as a component of a termination payment, paid during the reference period. Excluded from this number are pay outs for recreation or extended leave.

Codification

0 = Employee whose employment conditions provide for lump sum payments for redundancy but who did not received a redundancy payment during the reference period.

-7777 = Missing

-8888 = Not Applicable (Employee's conditions of employment do not provide for redundancy payments).

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'.

Data format

Numeric (nnnnnnn.nn)

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

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: 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.

• 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.

Actual leave hours taken; not how many hours paid, recorded as a valid time measured as hours, minutes and seconds using a 24 hour clock.

Actual leave hours taken; not how many hours paid, recorded as a valid time measured as hours, minutes and seconds using a 24 hour clock.

* Actual leave hours taken; not how many hours paid of a human being, recorded as a valid time measured as hours, minutes and seconds using a 24 hour clock.

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 of a human being, recorded as a sequence of alphanumeric and/or special characters.

Level 1 organisation code.

Level 2 organisation code.

Level 3 organisation code.