HRMOIR Data Definitions version 1.5 - Public Sector Commission

HUMAN RESOURCE MINIMUM OBLIGATORY INFORMATION REQUIREMENTS (HRMOIR)2012/13 Financial YearFile FormatThe data is to be submitted in the specified fixed length text file (.txt) format or comma separatedvalue (.csv) format. Please contact the State Administrator if you require further details about theformats.EntityThis edition of the Data Definitions User Guide has replaced the description “agency” with “entity”.The Public Sector Management Act 1994 (PSMA) states that, for the purposes of the Act, “agency”means a department or an SES organisation. The PSC collects HRMOIR data from a variety of entities,some of which are “agencies” according to the PSMA 1994 and some of which are not.Inclusions and exclusions from the HRMOIR surveyBoard MembersBoard Members who are not on the entity’s payroll or are paid a sitting fee only are to be excluded. IfBoard Members are on the payroll, they should have:• Flag “E” in Field 10.1; and• Employee Appointment Type “B” in Field 4.5.TraineesTrainees engaged via any Traineeship program, Award or Agreement are excluded from the PublicSector Commission’s published quarterly FTE report and will not form part of the Department ofTreasury’s FTE ceiling . A trainee is considered as a person who meets each of the following guidelines:• is appointed by an employing authority in the WA public sector;• will have entered into, and be appointed under, an approved training contract via a RegisteredTraining Provider;• will be undertaking a nationally recognised qualification; and• is considered as different from cadets, graduates and apprentices, all which are not exemptfrom FTE reporting.To ensure that Trainees are excluded from FTE but included for Equal Employment Opportunityreporting purposes, Trainees should have:• Flag “E” in Field 10.1; and• Employee Appointment Type “E” in Field 4.5.Seconded in employeesSeconded in employees are to be included, regardless of whether they are paid by the home or hostentity. For details on how to code these employees, see seconded employees on Page 8.ContractorsContractors paid by invoice are to be excluded. This does not refer to employees on fixed termcontracts.Employees on workers’ compensationEmployees on workers’ compensation are to be included. Where workers’ compensation paymentsare made through the payroll, Employee Status (Field 4.6) should be “P”. Where workers’compensation payments are not made through the payroll, Employee Status (Field 4.6) should be “U”.5