documents.hants.gov.uk€¦ · web viewauthor ctpsms created date 06/08/2016 10:20:00 last modified...

SWF Unit 3 – Run and correct test report

1. Run TEST report2. Check errors3. Change record4. Create record5. Error guide and Data quality error logs6. Run to check error free

1. Run TEST report

Folder Tile Icon Sub-tile Icon Used for

SWF SWF annual census Access to run the report in TEST and LIVE

1. Access SWF annual census report

2. Get variant

In the Report RPUSWFG1 screen, click the GET Variant black button to retrieve your school's

unique variant.

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3. The Find Variant dialogue box appears.

Variant: Enter your school 4 digit number

Created by: Delete any data in this field if it appears

Click the Clock icon.

4. You are returned to the Report RPUSWFG1 screen with your variant selected.

5. Check the date in the Census Date panel.

Either: In the Census Date panel, if the date in the Return Date field does not show 03.11.2016

delete the year in the Return Year field and click the Save as Variant black button.

Or: In the Census Date panel, if the Return year shows 2016 and the Return Date shows

03.11.2016 you do not need to change anything, just click the Save as Variant black button.

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6. The Variant Attributes screen opens. Click the Save black button again.

The Overwrite variant dialogue box appears. Click Yes.

You will be returned the Report RPUSWFG1 screen. An information message appears in the bottom

left corner of the screen telling you that your variant has been saved successfully.

7. In the Processing Steps panel make sure the radio button is in the Generation option and check

your school number is in both Establishment fields.

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8. In the Data Modules panel make sure that there is a tick next to each of the Data Modules (ignore

the greyed out options) and a tick in the Mandatory Staff Details box.

9. In the Processing Options panel make sure there is a tick next to the Test Mode.

10. Click the Execute black button at the top of the screen to run the report.

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2. Check errors

1. Check the Employee processed Number in the Statistics panel. Do not be concerned if this number

does not match the number of staff in your school. If, however, you have 0 next to Employee processed you must re-check your variant and run the report again Run TEST report.

Always click the Error log icon, even if you have 0 next to Employees with errors as the Error log

also shows Warnings which are not recorded on the Statistics screen but need to be corrected.

2. The Error log always has two warning messages which appear at the top of the list. Always ignore

these two messages.

3. You must correct and clear any other warning messages or error messages .

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4. To correct a warning or error message first make a note of the number in the Message Text field and

the Personnel number in the Pers.No field.

Folder Tile Icon Sub-tile Icon Used for

Schools SWF SWF census data entry Correcting errors in the SWF report

5. Open a new IBC session (click a new Tab then select IBC portal) then navigate to the SWF census

data entry tile to access the personnel record of each member of staff with an error record.

6. Enter the personnel number you have noted down in the Personnel No. field

and click Enter on your keyboard to bring through the employee's details.

Tip: You can use the short cut keys 'Ctrl and C' to copy the personnel number from the Error log

and 'Ctrl and V' to paste it into the Personnel No. field rather than noting it down and entering it

manually.

7. See general guidance on how to Change record and how to Create record and check the error guide

or warning guide for specific examples.

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3. Change record

1. To change a record you must be in SWF census data entry tile with the correct employee selected.

If this is not the case see Step 5.

2. In SWF census data entry in the Employee Data tab, scroll down until you find the name of the

record you want to change. The three School Workforce Census or SWF records are nearly at the

bottom of the list.

3. Make sure the All radio button is selected in the Period panel and click the grey square next to the

record you want to change.

4. Click the Overview black button at the top of the screen.

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5. In the List screen click the top record in the list then click the Change black button at the top of the

screen.

Tip: If the record at the top of the list seems correct, look at past records in the list.

6. Follow the specific instructions in the Error guide and Data quality error logs to find out how to change

the record.

7. When you have changed the record click the Save black button at the top of the screen.

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4. Create record

1. To create a record you must be in SWF census data entry tile with the correct employee selected. If

this is not the case see Step 5.

2. In SWF census data entry tile in the Employee Data tab, scroll down until you find the name of the

record you want to create. The three School Workforce Census or SWF records are nearly at the

bottom of the list.

Tip: You can see that there is currently no record because there is no green tick.

3. Leave the radio button in the Period field in the Period panel and click the grey square next to the

record you want to create.

4. Click the Create black button at the top of the screen..

5. Follow the specific instructions in the Error guide and Data quality error logs to find out how to

populate the new record.

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6. When you have changed the record click the Save black button at the top of the screen.

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5. Error guide and Data quality error logs

See the Error guide below for the most common errors and how to correct them.

A Data quality error log has also been added to assist with errors which have been identified by Data Quality checks.

Errors in both logs listed numerically. Any errors which do not have numbers associated with them are listed at the beginning of the logs.

Error guide

Number Error Solution

N/A No entry in table T5GPBSS_PSCfor key 08 20/H1/SPOTMTH/

Guidance on link on Portal Help for correction during Maintenance stage

N/A No entry intableT5GPBSS_PSCfor key 08 01/H1/SPOTHRLY/

Guidance on link on Portal Help for correction during Maintenance stage

4228 The post field on the SWF Contract Details record does not match the position of the member of staff.

In the header of PA30 check the position of the member of staff.

Check the Position Naming Convention document to find out which Post corresponds to the position.

On the SWF Contract Details record, click the drop down arrow next to the Post field and select the Post which corresponds to the position on the Position Naming Convention document.

(PTO for screenshot)

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http://learnit.hants.gov.uk/position-naming-convention.xls


42404238

The HLTA Status does not match what is expected for the member of staff on the SWF Staff Details record.

On the SWF Staff Details record, click the drop down arrow next to the HLTA Status field and select either Yes or No depending on the member of staff.

4380 If the contract type is Fixed Term the To field must show the contract end date not 31.12.9999. on the SWF Contract Details record.

On the SWF Contract Details record, change the To field to the date of the end of the fixed term contract.

4385

Reason 1

If the employee is a Leaver they must have a destination recorded on the SWF Contract Details record.

On the SWF Contract Details record click the drop down arrow next to the Destination field and select the correct destination depending on the circumstances of the member of staff.

(PTO for screenshot)

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4385

Reason 2

If the employee has had any changes in contract, there needs to be a destination of Not Applicable - Change of Contract recorded on all previous records on the SWF Contract Details screen.

Make sure that you have clicked All on the Period panel and clicked the overview icon as this error occurs on previous records.

Make sure you select the record prior to the current record and change the Destination field on this record You may need to repeat this process on all other previous records which do not have anything entered in the Destination field. Ie there should be a Destination entered on all records except the current one.

On the SWF Contract Details record click the drop down arrow next to the Destination field and select Not Applicable - Change of Contract.

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4410 The Post field is not populated on the SWF Contract Details record.

If you are unsure which post to select check the position of the member of staff in the header of PA30.

Check the Position Naming Convention document to find out which Post corresponds to the position.

On the SWF Contract Details record, click the drop down arrow to select the correct Post field.

4470 The QT Status must be Yes on the SWF Staff Details record.

On the SWF Staff Details record, click the drop down arrow next to the QT Status field and select Yes.

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http://learnit.hants.gov.uk/position-naming-convention.xls


4990 An absence record has been entered incorrectly on a non working day on the Absences record.

NB This error occurs on the Absences record on the Time Data tab.

On the Absences record change the Start Date and End Date of the absence so that it falls on a working day.

6245 The two Subject Code fields on the SWF Qualifications record both have the same Subject Code.

Sometimes a teacher may have a degree with two subjects. In this case, make sure the second Subject Code is different to the first eg:Subject Code: SportSubject Code: Science

If the teacher has studied a degree with only one subject the second field needs to be changed to the blank option.

Either: if the teacher has studied a degree with two separate subject codes click the drop down arrow next to the second Subject Code field and select the correct second subject code.

Or: if the teacher has studied a degree with only one subject code click the drop down arrow next to the second Subject Code field scroll down right to the bottom and select the blank option.

Click the Validate and Save icons.

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Click Continue.

(PTO)

Click the Back icon.

Click Yes.

IT3215A

Either: There is an end date on the SWF Staff Details record but it should be 31.12.9999.

Change the To date to 31.12.9999.

IT3215B

Or: There is no SWF Staff Details record. Create a new SWF Staff Details record.

Leave the Start date as the default and make sure the To date shows 31.12.9999.Click the drop down arrow next to the QT Status field and select either Yes or No depending on the member of staff.

Click the drop down arrow next to the HLTA Status field and

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select either Yes or No depending on the member of staff.

(PTO)

.

Click the drop down arrow next to Status Route and select only if the member of staff is following one of the following routes:(PTO for screenshot)

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Data quality error log

Message number What to do/infotype & field name

No entry in table T5GPBSS_PSC for key 08 01/H1/MAIN/01

No entry in table T5GPBSS_PSC for key 08 01/H1/UPPER/01

Ignore these messages.

Wagetype group SWF4/5 is not customised in table T5D27 (see IMG)'

Ignore these messages.

Assignment to feature 08SW3 did not take place

Check cost centre.

Staff Details Mandatory : IT3215 record does not exists on 201xmmdd

Create the SWF Staff Details screen for employees in SWF.

OR

If the employee is not included in SWF, check that the SWF Contract Details was not completed in error and delete infotype.

4095Q The return contains no absence records. Please ensure that this is correct.

4100Q, 4105Q Correct/enter QTS number on the Personal Data screen (Professional number).

4110 Check the Family name does not contain two or more consecutive spaces.

4120 Check the First name does not contain two or more consecutive spaces.

4160Q NI number is missing.

4195Q Two other members of staff also have a date of birth of 1 January, please check that this is correct. Enter note on Query in COLLECT ‘This is correct.’

4220 Enter ethnic origin.

4225 Enter disability.

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4230, 4235Q Check SWF Staff Details based on payscale (qualified or unqualified or QT under 21 years of age).

4240 HLTA Status is invalid. Check and correct.

4245 Employee must be not be under 18 on 1st January.

4310 Contract / Agreement type is missing.

4350 Start date is missing.

4355 Contract Start Date can not be in the future.

4357 Contract / Agreement Start Date more than 50 years ago.

4370 Contract End date is invalid.

4375 SWF Contract Details. Check the dates are correct. Employees with a contract of less than 28 days are not included for SWF report.

4376 Check that the start dates match the actual date of commencement with HCC and amend any dates. If the dates are correct you can ignore this error message and continue with stage 2 generation. However you must email the DQC team* after you have uploaded to COLLECT, to say the dates are correct on this record.

If the employee is on a Temporary or Fixed Term contract that have lasted less than 28 days, they will be picked up in next year’s census. Exclude the Personnel number in this year’s return.

4377Q Warning: For non-Fixed term contracts,, the end date should be on or prior to census date. Or if the end date is in the future, enter note in COLLECT indicating ‘End date agreed.’

4390Q Warning: End Date must be specified on SWF Contract Details.

4400 Contract End Date cannot be before contract Start Date.

4413 If Executive Head, role must match post.

4414 If Head Teacher, role must match post.

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4415 If Deputy Head, role must match post.

4416 If Assistant Head, role must match post.

4417Q If role is HLTA then HLTA Status must be Yes. Check info and if valid enter the following in COLLECT: (1) Checked and this is correct/Checked working at this role or (2) Checked working toward HTLA/Checked working at this role

4420 4425Q WARNING – check arrival date in school.

4430Q Date of Arrival in School must be supplied.

4440Q Date of Arrival in School can not be later than 1 month after the start of the contract.

4480, 4490, 4505 Pay Scale is invalid for the given Post. Check or Change Post/Role.

4516Q Please check: Teacher does not appear to have had a pay review since before beginning of previous academic year. Amend on SWF Contract Details.

4521Q If Post is Executive Head, HT, DHT or AHT then Pay Framework should be provided. Amend on SWF Contract details. i.e. ‘Pre-2014’ framework or ‘2014’ framework.

4522Q Please check SWF Contract Details: Teacher is being paid under ‘pre-2014’ framework even though they arrive after 31 August 2014.

4545Q Staff member appears to be paid les than minimum wage for apprentices, please check.

4565Q Staff member appears to be paid more than the maximum of the local gov pay scale, please check.

4610 – Reason 1 Origin should be provided. If the employee has transferred the origin of ‘Not Known’ should not be used.

4610 – Reason 2 Staff starting after 01.09.2009 should NOT have a post and role of SUP

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(Other support staff) and LMEN (Learning Mentor).

Amend to Post to TAS (Teaching Assistant)

4700, 4710 Role is missing.

4720 Post is inconsistent with role. Check the Position Naming Convention document.

4725 Check Post and role on Position Naming Convention document.

4745Q Member of staff is working more than 48 hours a week. Please check.

4833 Start and end dates of TLR3 payment must be provided. End date cannot be 31.12.9999.

4395Q Last Day of absence is missing for a non-maternity absence – please check absence is ongoing. Enter note in COLLECT ‘Absence ongoing’.

4936 Last Day of absence must be in the current or preceding academic year.

4945Q If employee is absent with an end date after census day, the field is left blank and the data will be included in the next census date which includes absences.

4990 Number of working days lost must be greater than zero. Check that the absence for the employee is not entered on a Saturday or Sunday. Amend in Absence (Maintain HR Data in the Portal).

4995Q Total working days lost is greater than total number of working days in the academic year. The employee may be on maternity/adoption leave. Check their record and if this is the case, leave the error, continue with the report and make a note in COLLECT.

6205 Class of degree must be provided for teachers with a degree arriving in the school from 1 August 2013.

6510Q, 6530Q Please Check: There is more than one record with the same NI Number. Indicate in note in COLLECT ‘Multiple job roles’.

6540Q At least one staff record in this school’s return should show a role of Head Teacher. Indicate in COLLECT note: (1) Federated school -

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(please list the schools in the federation). (2) Executive head shared with (list schools). (3) Non teacher headteacher or CEO support staff role

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6. Run to check error free

1. From the Report RPUSWFG1 Statistics screen click the Back black button to return to the initial

screen.

11. Make sure all the options are the same as the first time you ran the report. See Processing steps if

you are unsure.

12. Click the Execute black button at the top of the screen to run the report.

2. If you have cleared all of your errors and warnings your Statistics screen will show 0 next to

Employees with errors.

3. If you have no errors or warnings you are finished until you need to run the report in LIVE in

November.

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documents.hants.gov.uk€¦ · web viewauthor ctpsms created date 06/08/2016 10:20:00 last modified...

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