submission & approval process user guide
TRANSCRIPT
SUBMISSION & APPROVAL PROCESS USER GUIDE Workforce Profile Collection
June 2021
2 NSW Public Service Commission Submission & approval process user guide
Contents
1. Introduction _____________________________ 3
1.1. Public Service Commission __________________________________ 3
1.2. Purpose of the user guide ___________________________________ 3
1.3. What if I Need Help ________________________________________ 3
2. Prepare data _____________________________ 4
2.1. Format csv file ____________________________________________ 4
3. Submitting data file _______________________ 5
3.1. Upload data to the Workforce Information Warehouse _____________ 5
3.2. Search for uploaded data ____________________________________ 8
3.3. Validation Results ________________________________________ 11
3.4. Correcting Errors _________________________________________ 14
3.5. Complete uploading finalised data ____________________________ 16
3.6. Confirm Submission _______________________________________ 17
4. Approving Data __________________________ 20
4.1. Log on via ‘Please Approve’ email ____________________________ 20
4.2. Access and review the Workforce Profile Approval report __________ 21
4.3. Approve or Reject the report ________________________________ 22
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NSW Public Service Commission Submission & approval process user guide
1. Introduction
1.1. Public Service Commission
The Public Service Commission was established on 1 November 2011.
The broad goals of the Commission are to:
• Develop the capability of the workforce through policies and frameworks in areas of
recruitment, retention and culture
• Set and promulgate public service standards for merit and ethics
• Understand and shape the parameters of the public service workforce of the future
• Provide authoritative evidence, data and tools concerning the sector to assist agency
decision making
1.2. Purpose of the user guide
The purpose of this user guide is to assist submitters and approvers on how to submit their
data though our Workforce Information and also review the report in SSRS. This data is
required for our annual workforce profile collection.
The Workforce Profile is a data collection on the characteristics of NSW public sector
employment. It includes demographic information such as age, gender, diversity group
membership and work location, as well as employment information such as hours worked,
leave patterns, remuneration and mobility within the sector.
1.3. What if I Need Help
Contact details are:
Website: http://www.psc.nsw.gov.au
Email: [email protected]
Phone: +612 9272 6123
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NSW Public Service Commission Submission & approval process user guide
2. Prepare data
The required method of submission to WIW is to load a CSV (comma-separated values) file.
Your data needs to be prepared into the correct CSV file format before it can be submitted to
WIW.
The specification for the CSV file is simply the data specifications document as published.
A CSV template exists within the submission system as an example of the format that should
be used for you data.
To obtain the example CSV template, download the file from the link below:
http://www.psc.nsw.gov.au/reports---data/workforce-profile/data-collection/workforce-profile-
collection
Example of data in .CSV format as below:
2.1. Format csv file
Format your Workforce Information data as per the example CSV template and save the file
to a directory of your choice.
Important note: The CSV file must have one header row; otherwise, a row of data will be lost when uploading.
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3. Submitting data file
3.1. Upload data to the Workforce Information Warehouse
Access the Workforce Information Warehouse submission system
Log in to Workforce Information Warehouse via Okta hub portal, using the following link
https://psc-nsw.okta.com/login/login.htm
On the Home screen, look under the ‘Work’ area for the following icon:
Click this icon to access the C3 submission system.
If you do not have access to the submission system in Okta hub or are having any login issues, please contact the Workforce Information team at
Once you have prepared your CSV file, proceed with the following steps to upload the data.
(Please refer to the “Prepare Data” section on how to prepare a CSV file of your data, if you
haven’t already prepared your file.)
Click Upload from the menu bar.
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NSW Public Service Commission Submission & approval process user guide
The ‘Begin New File Upload’ screen will display.
• For the Data set, select relevant workforce profile year (e.g. WFP FY 2018).
Please note that Education, Fire & Rescue, Health and Transport have their own
data sets and should be used for submitting their files.
• In the Type field, select Replace existing data.
• To upload the file, click Choose File. (Then navigate to your csv file that you wish
to upload, select it, and click Open).
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• After you have uploaded your file, select the Qualifier Submission Period for the
current year (e.g. FY2018: WFP FY 2018 collection).
• For the Qualifier 1 Agency Code, select the agency for which you are submitting
the file.
• For the Qualifier 3o Division ID, select all the divisions for which you are
submitting the file.
To select more than one qualifier, press the Ctrl button on your keyboard. The
agencies you select for this qualifier should only contain the specific agencies you
are uploading on your file.
• Click Begin at the bottom of the page.
• You will see the below message confirming that the file has been submitted for
validation and press Ok.
NSW Public Service Commission Submission & approval process user guide
Next the Upload screen displays, and the system will prepare your file for
validation.
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Once the file is prepared for validation, you can see the percentage progress of
your validation as below
NSW Public Service Commission Submission & approval process user guide
The validation process may take some time if it is queued behind others. You
will receive an email confirmation once the validation process has finished.
The validation process may take some time if it is queued behind others. You will
receive an email confirmation once the validation process has finished.
3.2. Search for uploaded data
Please Note: If you logged out of C3 Integrity during the validation process, you could
return to your upload by searching your upload activity history. Please follow the
steps below to retrieve your upload (if required).
• Click Upload activity from the menu bar.
• Click Dataset from the dropdown list, if required and select the relevant year (e.g.
WFP FY 2018)
• Select your relevant Qualifier: 3o Division ID and Qualifier: 1 Agency Code
• Click Search
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NSW Public Service Commission Submission & approval process user guide
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NSW Public Service Commission Submission & approval process user guide
• The Search Results page displays, and you can now click on the Show hyperlink
to retrieve your most recent upload.
• Click resume under Status
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NSW Public Service Commission Submission & approval process user guide
3.3. Validation Results
In your validation results you will receive one of 3 possible outcomes. Look at the
following 3 outcomes below, and follow the instructions to proceed to the next step:
• EXAMPLE 1: If you have any CRITICAL ERRORS in the validation results box
proceed to next step of correcting errors.
Please note you will not be able to proceed further in the process without resolving
the critical errors.
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• EXAMPLE 2: If you have any ERRORS in the validation results box proceed to
next step of correcting errors.
Please note if you proceed further in the process without resolving the errors then
these error records will be discarded.
NSW Public Service Commission Submission & approval process user guide
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• EXAMPLE 3: If all records in your file are valid (the number of invalid records
displayed in the validation results box will be displayed as 0), then proceed to
step Complete uploading finalised data. Please note: if you have any warnings
also displayed in your results, it is recommended that you review the warnings
and if they are valid records then proceed to the next step.
NSW Public Service Commission Submission & approval process user guide
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3.4. Correcting Errors
NSW Public Service Commission Submission & approval process user guide
• To view your errors, there are two options:
o The errors can either be viewed directly from C3 by clicking Critical
Summary or Error Summary under Download Issues on the left-hand
side of the screen. This will open up a CSV file where you can see what
rows the errors relate to and will state what type of error it relates to on the
last column.
o Alternately, your PSC buddy can aggregate the errors using PSC’s QA
tool, which will make the errors easier to see and correct.
• Click Abandon to cancel the upload.
• Correct the errors in the original file and resave. (It is recommended to always
make changes to the ORIGINAL file and upload it again.)
• To upload the corrected file, click Upload from the menu bar. The ‘Begin New File
Upload’ screen will display.
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NSW Public Service Commission Submission & approval process user guide
For the Data set, select relevant workforce profile year (e.g. WFP FY 2018).
Please note that Education, Fire & Rescue, Health and Transport have their
own data sets and should be used for submitting their files.
• In the Type field, select Replace existing data.
• To upload the file, click Choose File. (Then navigate to your updated csv file
that you wish to upload, select it and click Open).
• After you have uploaded your file, select the Qualifier Submission Period for
the current year (e.g. FY2018: WFP FY 2018 collection).
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• For the Qualifier 1 Agency Code, select the agency for which you are
submitting the file.
• For the Qualifier 3o Division ID, select all the divisions for which you are
submitting the file.
To select more than one qualifier, press the Ctrl button on your keyboard. The
agencies you select for this qualifier should only contain the specific agencies you
are uploading on your file.
• Click Begin at the bottom of the page.
• The validation process may take some time if it is queued behind others. You
will receive an email confirmation once the validation process has finished.
• If there are no data errors in your submitted data now, you will see your
validation results displayed confirming the number of invalid records at 0.
You can now proceed to next step.
• If there are any critical errors or errors displayed in the validation results,
repeat Step 2.4 – Correcting Errors.
NSW Public Service Commission Submission & approval process user guide
3.5. Complete uploading finalised data
• You will see two options to Abandon OR Replace all. Click Replace All.
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NSW Public Service Commission Submission & approval process user guide
The Upload page will now display indicating which rows were uploaded, and you will
be sent a Confirm Submission email.
3.6. Confirm Submission
You would have received an automated Confirm Submission email as per
below. Click on the hyperlink in the email.
• Submitter reports are produced using SSRS. If you experience any
difficulties accessing the reports on Chrome or Safari, please try the latest
versions of Internet Explorer or Firefox.
• Log into Workforce Data reporting via Okta hub as outlined previously and in
the ‘Work’ area, click the following icon for Workforce Data Reporting:
• The Workforce Profile Submitter Report window will display.
• From the Submission Period dropdown list select the relevant year in the
Submission Period and Reporting Entity and click View Report.
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• Tab through each page on the report.
Review your report and click Confirm Submission at the end of the report.
A confirmation that your data has been submitted for approval will display on the
screen, and as instructed in the confirmation you can now close the browser to finish.
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NSW Public Service Commission Submission & approval process user guide
• The Approver will be notified by email of your submission and will go through
the process to approve the report.
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4. Approving Data
4.1. Log on via ‘Please Approve’ email
As an approver you will receive an automated Please Approve email as below,
advising you of the request for approval.
______________________________________________________________
______________________________________________________________
• Log in to Workforce Information Warehouse via Okta hub portal, using the link
from the email.
• On the Home screen, look under the ‘Work’ area for the following icon:
• Click this icon to access the Workforce Data Reporting system.
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If you do not have access to the reporting system in Okta hub or are having login issues, please contact the Workforce Information team at
4.2. Access and review the Workforce Profile Approval report
Once you have logged in, the Workforce Profile Approver Report window should
display.
• From the Submission Period dropdown list select the relevant year in the
Submission Period and Reporting Entity and click View Report.
• Tab through each page on the report.
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NSW Public Service Commission Submission & approval process user guide
4.3. Approve or Reject the report
• TO APPROVE: If you are satisfied with the contents of the report, click
Approve button at the end of the report.
• A confirmation that the data has been approved will display on the screen,
and as instructed in the confirmation you can now close the browser to finish.
• The submitter will be notified by email of your approval.
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NSW Public Service Commission Submission & approval process user guide
• TO REJECT: If you are NOT satisfied with the contents of the report, click
Reject button at the end of the report.
• A confirmation that the data has been rejected will display on the screen.
• The submitter will be notified by email of your rejection.
• The Submitter will now have a chance to correct the data in the original file
and resubmit. You will have to go through the approval process again once the
submitter has re-submitted.
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SUBMISSION & APPROVAL PROCESS USER GUIDE
Level 4, 255 George Street
Sydney NSW 2000
+61 2 9272 [email protected] psc.nsw.gov.au
NSW Public Service Commission Submission & approval process user guide