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SWC Unit 5 – Upload report to COLLECT
1. About COLLECT2. Access & login3. Upload & submit4. Investigate errors & add notes5. Error and query guide
1. About COLLECT
Once you have run and saved your SWC report in SAP you must upload the report to the DfE via its
COLLECT facility.
COLLECT provides different checking of the SWC data to SAP, and this may result in errors in Collect
when there were none in SAP. Eg, where there is a vacant Head teacher in a school, this will not error
in SAP, but COLLECT checks that each school has a Head teacher and this will generate an error.
Once you have uploaded and submitted the report in COLLECT you can correct errors using the DfE
guidance. The Data Quality and Collection Team have provided the information in the Error and
query guide. The wording given in this guide must be used to compile any additional notes to be
submitted to the DfE. School may be required to re-run and re-upload the report if the errors cannot be
fixed in COLLECT.
If the error requires additional information such as a teacher number, end date of contract etc make
sure you also go into the personnel record and update the record as soon as possible.
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2. Access & login
1. Open up a new web browser session and type hwi.hants.gov.uk into your web browser then log on to
HWI.
2. Click the SWC Collect Live Portal icon on the HWI Log In pad.
3. If the page opens and the page indicates a message of “The page cannot be displayed”, complete the following steps, otherwise skip to step 4.
A. When the COLLECT live portal window opens, highlight and copy the URL.
B. Go back to the HWI logon page and open the IBC Portal link.
C. Open an additional tab when in the Portal
D. Paste the URL link in the address bar and press enter.
E. This should open the DfE Secure Access/ COLLECT live Portal link.
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4. The DfE Secure Access page appears. Maximize the screen.
Enter your Secure Access Username and Password (please remember that the password is case sensitive). Click to enter a tick next to I agree to the terms of use then
Click Sign In.
The DQC team do not have access to these usernames and passwords. If you use the Forgotten username or password option the DfE will email the Secure Access contact with a new password but
this may take up to 5 working days. This should only be used as the final option for forgotten
passwords, please check with colleagues as they may have the new Secure Access password.
5. Click COLLECT.
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6. The Collect Welcome page appears. Click Continue.
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3. Upload & submit
1. The Home Page appears. Click SchoolWorkforceCensus20XX (current year), wait for it to become
bold, then click Select Data Collection.
2. The Source Page appears. Click Upload Return from file...
3. The Upload File page appears. Click Browse to search for your .xml file.
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4. The Choose file dialogue box appears.
Make sure the Look in: field shows U: at then end of the file name.
If it does not, click the drop down arrow icon and navigate to select the U: drive.
(Select current year)
Click to select your SWC report
The name of the report will have automatically changed so it now has a repeated 4 digit school code
ie: SWC Autumn 20XX xxxx_xxxx (XX – current year, xxxx – 4 digit school code).
Click Open.
5. Once you have selected the report and it is highlighted click Upload.
6. A progress message appears when the upload is taking place.
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7. When the upload is complete a success message appears. This indicates that the return has been
successfully uploaded and is now placed in the validation queue. Click OK.
8. During periods of heavy demand, there may be a delay before the return is validated. If this is the case
The status of your data return will show as Waiting_for_validation.
9. When the report has been successfully uploaded The status of your data return will show as
Loaded_and_validated.
10. Review the any Errors or Queries. All errors need resolving and all queries need a notepad entry to
explain them. Historically you could add a note against each query but now you can only add a
summary note at return level. To review Error or Queries, click on the All Errors button at the top of
the screen.
This will show you a list of all queries and errors. You can see the error number, message and also click on ‘details’ to see what data is not passing validation. You can click on the underlined data
values to the left of the screen to be taken to that field in the return.
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For example:
4417Q
If role is HLTA then HLTA Status is expected to be true
This is because HLTA status is set to false although the staff member is a Higher Level Teaching
Assistant. A simple resolution in both SAP and COLLECT. Ideally the school needs to change this is in
SAP and in their COLLECT return.
Queries need a ‘notepad entry in COLLECT– that adheres to the suggested text provide by the DfE
(unless they can be resolved like 4417Q)
The DQC Team are available to answer questions regarding the return in COLLECT.
01962 845432 or 847795
11.ALL Errors should be correct before proceeding to Step 12. Queries should either be amended to
correct the issue or a note may be provided to clarify. See the #4 later in this document for further details on clearing Error and query guide. The note MUST be as per the DfE’s listing for
Notepad entries.
12. Click Submit Return. (either if you have errors or queries, or if you have none).
13. Click Yes in the Submit Return Confirmation box.
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14. When the report has been successfully submitted The status of your data return will show as
Submitted.
15. Either: If your report is error and query free the process is now complete and you can Log off. Click
Log out at the top of the page and then Log Off.
Or: If you have Errors or Queries you must see Investigate errors & add notes.
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4. Investigate errors & add notes
If a notepad entry is not returned the local authority will have to contact you for further information. Please note from November 2015 it will only be possible to complete ‘return level’ notes. Return level notes are not overwritten if a resubmission is made.
1. To view all errors and queries on the return click on the ‘All Errors’ button. This will show you a list of all queries and errors. You can see the error number, message and also click on ‘details’ to see what data is not passing validation
2. You can click on the underlined data values to the right of the screen to be taken to that field in the return
3. To add a return level note double click on the pen icon in the return level notes section.
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4. Click add new note and type your note and the error number in the box provided – Do this for all queries/errors you need to provide extra information for
5. Click create.
6. The note will be saved and a record row will be created showing who created the note and when.
7. Return to the previous screen by clicking on ‘back’. Do not use the Back browser button.
8. The Pen icon will have changed to a Notepad icon in the Notes column to show that there is a note
attached. You are able to record notes in both Edit and View modes.
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9. Within the return level notes page is the preserved notes. If you need to upload the return at any time the notes already added will appear in this box.
10. When all errors and queries have been annotated and the return has been submitted you are finished
and can log off from the report. Click Log out at the top of the page and then Log Off.
11. Tip: When you have logged off remember that you must amend any personnel records in the
personnel record which caused an error in the COLLECT report.
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5. Error and query guide
See the table below for the most common errors.
If you find any other errors please contact: the Data Quality and Collection Team directly.
Error or Query number
Error or Query text What to do
4085Q Please note that this return contains no
contract records. Please ensure that this is
correct and that contract data is being supplied
to the Department by another source
If this queries appears when uploading
SAP to COLLECT, there is no
information with your SWC file and you
will need to rerun the file
4095Q Please note that this return contains no
absence records. Please ensure that this is
correct and that absence data is being supplied
to the Department by another source.
If this queries appears when uploading
SAP to COLLECT, there are no teacher
absence with your SWC file and youl will
need to rerun the file.
Error or Query number
Error or Query text What to add in note Additional information
4100Q Please check: Qualified Teacher with
Teacher Number missing
School is awaiting
teacher number as
staff member is new
to school
OR
The Teacher Number
is XXXXXXX
Update in SAP
4195Q Two other members of staff also have
a date of birth of 1 January, please
check that this is correct
Confirmed as correct
OR
Correct date of birth
Update date of birth with
SAP if incorrect.
4377Q Contract/Service Agreement end date
should be on or prior to Census
Reference Date for this type of
contract or agreement
Contract end date has
been agreed.
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4417Q If role is HLTA then HLTA Status is
expected to be true
Staff member does
have HLTA Status
Update in SAP
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.
Correct item in COLLECT
and SAP. Further
guidance contact: Data
Quality and Collection
Team
4545Q Staff member appears to be paid less
than the minimum wage for
apprentices
Confirmed as correct If staff member is paid
more than the minimum
wage ensure that SAP is
updated with the correct
information
4565Q Staff member appears to be paid more
than the maximum of the local
government pay scale, please check
Staff member is paid
more than the
maximum of the local
government pay scale
If this is incorrect ensure
that SAP is updated with
the correct information
4765Q FTE hours normally expected to be at
least 24 and no greater than 40
Greater the 40 FTE
hours staff member
has multiple job roles
within school
Less than 24 FTE
hours this is correct
4935Q Last Day of absence is missing for a
non-maternity absence – please check
absence is ongoing
Absence ongoing or
The end date of the
absence is XX/XX/XX
If the absence is not
ongoing ensure the SAP is
also updated within the
correct information
4945Q Please check: Last Day of absence is
not expected to be after
<ReferenceDate>, except in cases of
maternity or paternity leave.
Return data has been
agreed
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4995Q Total working days lost is greater than
total number of working days in the
academic year.
The employee may be (or have been)
on maternity leave or long term
sickness.
Employee on (or has
been on) maternity
leave or long term
sickness.
If query appears several
times for same employee,
enter one note only.
6520Q Please Check: The same person has a
total Full Time Equivalent ratio greater
than 1.2 and less than or equal to 1.5
Staff member has
multiple job roles
within school
6540Q At least one staff record in this
school’s return should show a role of
Head Teacher
(1) Federated school -
(please list the
schools in the
federation)
(2)Executive head
shared with (list
schools)
Add details to the notes of
the headteacher name
plus the schools within the
federated
Or if it is correct that
school does not have a
headteacher at the time of
the census, please add a
note explaining this
4376 Contract/Service Agreement must be
at least 27 days before reference date
for this type of contract or agreement
Confirm the end date
of the Fixed Term
contract or confirm the
contract is temporary
This error is for non
permanent contract
7100 Some Occasional Teacher Count
details are missing or invalid
NO occasional
teacher in school on
census day
Or
There were (number)
occasional teacher
within school on
census day
Manual Headcount
information that is not
include within the SWC
report
All other errors should be cleared prior to submission (Step 12)
http://documents.hants.gov.uk/education/swf-unit1-backgroundinfo.docx
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