Provider Information Request (PIR) Staff Data Collection

Welcome! Introduction to reporting staff data to the department: 2016 PIR Collection Training and support

The HEIMSHELP website is your ultimate resource for reporting data to the department. The menu on the left contains your link to PIR resources. The tab for the Staff submission includes the: File Scope File Structure Element Specifications

Timeframes for reporting have not changed : Collection opens on 1 July 2016 Final date for staff data to be reported and certified: 31 August 2016 Reporting timeframes for 2016

1. Download PIR Template 1. Download HEPCAT 2. Establish what data you need to provide 3. Complete the Data Submission template 3. Enter your data into HEPCAT 4. Validate your data 5. Certification of data 5. Submit to HEIMS using HEPCAT How will reporting change? 6. Submit via TEQSA’s secure portal 6. Certification of data in HEIMS Online

Staff submission The full time (FT/FFT) and casual staff files have been combined into one Staff submission Element name Element number Person Identification Code401 Work Contract Code506 Current Duties Term Code507 Current Duties Classification Type, Level and Increment Code 408 Organisational Unit Code510 Work Sector Code511 Function Code412 Equivalent Full ‑ Time Salary Range - Current Duties 588 Highest Qualification501 Reporting Year/Period415 Full ‑ Time Equivalence - Reference Date 513

Reference period for full time staff Full-time, fractional full-time (FT/FFT) undertaking academic duties: The FT/FFT staff should be reported at a census date to be: – determined by the provider – between 31 March and 31 August Once chosen, the provider should report all FT/FFT employed as at this date.

Reference period for casual staff Casual staff who are undertaking academic duties in the: Calendar year: - 1 January 2015 – 31 December 2015 [Method 1] or Financial year - 1 July 2015 – 30 June 2016 [Method 2]

New work contract code A new code (6) has been added to Element Work contract code This is to identify whether you have calculated casual staff FTE using: – Calendar year [Method 1] or – Financial year [Method 2]

Reporting period year for staff data The Reporting Year and Reporting Period for all Staff records for this Collection year is: This is for – Full Time/FFT staff for 2016 and – Casual/Sessional: Calendar year 2015 [Method 1] or Financial year [Method 2]

Records to include for 2016 Your data submissions can only include records for the reference year If you have records to report that relate to earlier years please contact the HEIMS Data Collection team

Who is a FT/FFT staff member? An academic staff member, who at the reference date is: – employed by the provider – has an effective appointment and current duties at the census date; and – this appointment requires them to undertake full time or fractional full time work

Who is a casual staff member? A person who is employed by the provider on an hourly or sessional basis and has no entitlement to: – paid annual leave – paid sick leave – paid long service leave There is no continuing position available

Elements that uniquely identify a staff record 401Person Identification Code 506Work Contract Code 507Current Duties Term Code 510Organisational Unit Code 412Function Code 415Reporting Year/Period

A change to staff elements Element 423 has been renamed It is now Element Equivalent Full ‑ Time Salary Range - Current Duties

HEPCAT Pilot HEPCAT will be available for system testing and practice runs from 26 April This will provide you with a two month window to become familiar with the new processes before July

Access to HEIMS To access the pilot version of HEPCAT: – We will provide your organisation with a test account for the pilot period – Any member of staff can use this account – Once the pilot period expires in June each user will need their own logon and password

Current HEIMS users Do you currently have access to HEIMS to report Student data? Your current access to HEIMS will also enable you to report staff data from July

Training your team Webinars Customised Online videos

Questions

Reporting Staff data with HEPCAT 1. Install your application 2. Enter your data 3. Validate your data 4. Submit your data

1. Installing HEPCAT 1.Prerequisites - sets up the HEPCAT database on your computer 2.Application - sets up the current files and validations

2. Entering your data 1.Creating a submission 2.Importing data – manual entry – flat files Excel conversion

3. Validating your data The validations check that your data is consistent and accurate – HEPCAT validations – HEIMS validations – A list of Staff validations will be available on HEIMSHELP

Key validation rule Only valid reporting codes as described in the element specification can be used

4. Submitting your data Once all HEPCAT validations are passed you can submit your data to HEIMS HEIMS will advise you if any further errors are found.

Certification of PIR data What is certification? When is your data certified? How do you certify your data?

Do you need two versions of HEPCAT? If you already have HEPCAT installed on your computer for reporting student data and would also like to install the pilot (test) version of HEPCAT Contact us at:

Where to from here? Using HEIMS Online Certifying data Reporting with HEPCAT Join us for our next training session: April 27, 2016 Reporting with HEPCAT

Questions

Reporting financial data How do you report your organisation’s financial data? The HELP IT System (HITS) Support:   HITS User Guide:

Need some help? For all your student and staff data questions contact Telephone: (02)