HRMOIR Data Definitions version 1.5 - Public Sector Commission

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HUMAN RESOURCE MINIMUM OBLIGATORY INFORMATION REQUIREMENTS (HRMOIR)2012/13 Financial YearWestern Australian Government Number (WAGN)The WAGN is an eight digit number which will be allocated to all government employees. This numberwill remain with the employee for their entire government career, regardless of changes inemployment or periods of non‐employment with the government. The WAGN was issued to allemployees in entities that had rolled in to the Office of Shared Services.With the decommissioning of the Office of Shared Services, however, PSC is taking this opportunity tofind alternate methods to improve the implementation of WAGN concept to the whole WA publicsector. Employees with WAGNs will be expected to retain them. Further work will be dependent onthe outcome of the decommissioning of Shared Services.FTE CeilingIn accordance with the Premier’s Economic Statement in February 2009 and the Cabinet decision of27 July 2009, an FTE ceiling has been imposed on public sector entities. PSC is assisting theDepartment of Treasury with the monitoring and reporting of this process.Director General/Chief Executive Officer signoffIn 2009, the Public Sector Commissioner wrote to the Directors General/Chief Executive Officers of anumber of larger entities requesting that they should personally sign‐off HRMOIR workforce data thatis submitted into WACA “to ensure the highest level of consistency and accuracy”. This process isgradually being extended to other entities. Whether sign‐off is formally requested or not, it is stronglyrecommended that the DG/CEO be informed of HRMOIR data each quarter using the Entity SummaryReport.The sign off should be the final stage of the quarterly process. When entities have submitted the datainto WACA, PSC will examine it as usual with the PSC quality assurance checklist. After discussing anyissues and making necessary changes, PSC shall ask the data submitter to obtain DG/CEO’s sign off andthen to send PSC an email confirming that the ‘sign off’ on the HRMOIR data has occurred. HRMOIRdata for that quarter will then be accepted.Summary ReportsPSC has included reports in WACA that entities can generate once HRMOIR data has been submitted(the submission does not have to be finalised). Currently, there are two reports – the Entity SummaryReport and the Equity Index Report.The Entity Summary Report compares the entity’s current quarter and previous quarter, and the WApublic sector’s end of financial year data within a number of categories such as gender, age, salaryranges, employee work locations, and occupation.The Equity Index Report calculates the Equity Index and Representation for women, employees fromculturally diverse background, people with disabilities, and Indigenous Australians.The reports can be emailed to managers and any other interested officers. PSC is always on thelookout to add to the list of reports. If you have any suggestions for future reports, please contact theState Administrator.8
HUMAN RESOURCE MINIMUM OBLIGATORY INFORMATION REQUIREMENTS (HRMOIR)2012/13 Financial YearData Quality Improvement ProgramQuality workforce information is essential to address current and future workforce planning issues. Inorder to ensure that HRMOIR data is a reliable source of workforce information, in October 2010, thePublic Sector Commissioner endorsed a 3‐year Data Quality Improvement Program. The Program willassess, develop and implement improvements for all data items currently reported by all entities. Aseries of meetings were held with key entities to identify data quality issues, solutions and targets.After much discussion and consultation, a number of changes are being implemented to improve theaccuracy and reliability of the data:1. Modify WACA to accept .csv format file.2. All separated employees are to be reported throughout the financial year.3. Introduce a new field to identify the Pay Period (Field 2.8) for which the data was extractedfor.4. Introduce a new field to collect Western Australian Government Number (WAGN) (Field 3.1)to identify movements within the sector and improve consistency in the information provided.5. Introduce a new field to collect Job Number (Field 3.3) to improve accurate headcount data.6. Expand Job Title (Field 4.2) field to 40 characters.7. Expand ANZSCO (Field 4.1) to 6 digits allow entities to provide more details about the position.8. Amend the requirements in Period of Contract (Field 4.8) to collect Contract End Date foremployees on contracts.9. Replace Overtime in Hours Paid (Fortnight Period) (Field 4.15) with Contracted Hours to collectaccurate full‐time/part‐time data.Other initiatives are being considered to help entities improve their EEO response rate, ANZSCOcoding accuracy. Please contact the State Administrator (Workforce Data) for more information andupdates about the Data Quality Improvement Program.Training SessionsPSC runs HRMOIR training sessions on a regular basis. The session will primarily involve computerbasedtraining and will provide participants with an opportunity to develop an increased proficiency inusing WACA, including:• importing and exporting data;• making amendments to an entity’s data file;• checking for data quality issues; and• generating preset reports.If you would like to attend or find out more about the training sessions, please contact the StateAdministrator (Workforce Data).Other HRMOIR/WACA and Associated Publications and Links• HRMOIR Public Sector Commissioner’s Circular 2009/09 (Workforce Data Reporting)• Workforce Analysis and Collection Application (WACA) User Guide• Maximising Data Quality• Workforce Demographics (Quarterly Reports and the WAPS Workforce Profile)For all HRMOIR related enquiries, please contact the State Administrator (Workforce Data) atstateadministrator@psc.wa.gov.au.9
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