Human Resource Capability - Survey Instructions, Checklist and FAQs
The Human Resource Capability (HRC) survey provides information about the Public Service workforce. The survey provides information on staff numbers, salary and employment benefits, recruitment and retention rates, diversity and leave. Part of the survey is used to monitor the number of positions within the cap on core government administration.
This information below is provided to assist respondents with completing the HRC survey.
- The HRC survey “Dataload” form will be sent to agencies in mid June. Data is to be submitted online via Treasury’s CFISnet system from early July. Final due date is 21 July 2017.
The survey form called Dataload has two parts:
- Employee Data
Employee data covers all current employees at the survey date (30 June 2017) plus all employees who have left the organisation during the previous 12 months. The employee data contains 22 variables.
- Organisation Data
Organisation data collects organisational level HR information. The FTE numbers, vacancies, and staff forecasts from this worksheet are used to report on staff numbers within the cap on core government administration.
Capping Data Commentary
As part of the HRC survey and capping of core government administration policy, we report on reasons for any significant changes in staffing levels. If the number of employees in your organisation has changed significantly during the survey period (or is forecast to change) you will need to provide further details.
Please email the completed Capping Data Commentary form to: firstname.lastname@example.org.
Data Definitions and Codes
A set of data definitions and codes are provided. This will help you fill in the employee data, and the organisation data. You need to use these definitions and codes when completing the survey.
Help with completing the survey
We are happy to provide training for anyone who has not completed the survey before or would like a refresher. If you need assistance with completing the survey please contact the HRC team prior to the due date.
HRC Team Contact Details
(04) 495 6631
(04) 495 6723
(04) 495 6757
Josh Masson (Capping)
(04) 495 6738
CFISnet Contact Details
(04) 917 6198 (Mon-Fri 9am-5pm)
Employee Data – Check List
- The file contains no duplicate record IDs.
- For staff leaving and returning during the year, their second record ID can be appended with an ‘a’.
- Gender is provided for all employees.
- Gender is provided as a single letter.
- Ethnicity has been provided with up to 3 codes per employee using valid codes from the Statistics NZ standard ethnicity classification, and ethnicities have been provided in the form of a 5-digit code.
- If an employee has disclosed only one ethnicity, record the 5-digit code in Ethnicity 1 and leave Ethnicity 2 and Ethnicity 3 blank.
- An ethnicity code is used only once per employee. (No duplication.)
- Date of Birth is provided in valid date format dd/mm/yyyy.
- Date of Birth has not been set to 1/1/1900.
- All information for those employees who have finished employment (or on Parental Leave, LWOP or Seconded Out) relates to the last position held.
- All records have a valid occupation code from the ANZSCO classification.
- The unknown occupation codes ‘997000’, ‘999000’, and‘999999’ have not been used.
- Job title is provided for all records (do not put in the business unit).
- Acronyms are not included in the business unit variables.
- Status has been provided for all employees using the HRC codes.
- The number of current FTE employees (status 1) plus FTE employees seconded out (status 3) matches the FTE figure provided in the organisation data.
- If FTE salary is not available for Seconded in staff (status 2) then don't include them in the dataset.
- All employees with status 6 (terminated) must have a valid end date and a termination reason.
- Employees terminating while on LWOP, Parental Leave or Seconded Out should be included as status 6.
- Employees with Last Day of Duty at 30 June should be included as status 6 (Terminated).
- Salary for part-time employees is provided on a full-time equivalent basis.
- Hourly rates are converted to estimates of annual salaries.
- FTE is greater than 0.01 and less and or equal to 1.
- Contract Term: Permanent employees are coded as ‘2’ and fixed term employees are coded as ‘1’.
- All records have a valid start date.
- Start date has not been set to Date of Birth or 1/1/1900.
- Employees where termination reason is 30 (end of fixed term contract) are recorded as fixed term employees, i.e. have a contract term of 1.
- Management tier is provided for Tier 2 and 3 managers.
- Tier 2 & 3 roles do not include professional, specialist, or support staff who report to the Chief Executive or Tier 2 Manager unless they have a management function as a significant part of their role.
- Do not include your chief executive in your employee data if they are employed by the States Services Commission.
- A Region code is provided for all employees.
- If an employee works in different regions enter the code for the region they spend the majority of their time.
- All 22 variables contain data (the only fields that may contain no information are Ethnicity 2, Ethnicity 3, Date of Birth, Business Unit 2, Business Unit 3, End Date, Termination Reason and Management Profile.)
What is the Human Resource Capability survey?
The Human Resource Capability (HRC) survey is a collection of anonymous human resource data on each staff member.
The HRC survey goals are to:
- enable the SSC to provide sound advice on capability risks and trends to the Minister of State Services and public sector organisations
- report on human resource-related trends across the Public Service
- produce customised reports to allow organisations to compare human resource-related measures against the Public Service workforce
Which employees do I include in the employee file?
Include these employees
- Current employees as at 30 June - open term and fixed term (i.e. permanent and temporary but not casuals – see exclusions below)
We define an employee as:
- an individual who has (or had) an employment contract / agreement of service with the chief executive of the organisation, and
- someone to whom the usual conditions relating to being an employee apply (e.g. organisation can specify hours of work, place of work, supervision arrangements)
- All employees who left the organisation over the previous 12 months (1 July to 30 June)
- All employees on Leave Without Pay or Parental Leave
- All employees seconded to another organisation.
- All employees seconded from another organisation if you can provide their FTE Salary.
Exclude these people
- Casual employees (those employed on an "as and when required" basis, with no set hours of work and who have no ongoing expectation of employment).
- Contractors - those providing a contract for service
- Chief executives who have an employment agreement with the State Services Commissioner. Non-Public Service departments, Crown entities, SSC, Crown Law, and GCSB should include their Chief Executive in the employee file.
Which organisations are covered by the survey?
All Public Service departments must provide annual data to the HRC survey. The mandate for the survey has been established through Cabinet Minutes from 1994 to 1998. The survey is also consistent with the State Services Commission’s role under the State Sector Act.
All agencies within the cap on core government administration are required to report their FTE numbers and vacancies every six months. Following the December 2009 capping report back, Cabinet noted that the Human Resource Capability survey as at 30 June will be the primary means of monitoring staffing levels within the cap on the size of core government administration and staffing forecasts.
The six non-Public Service departments also participate in the survey. From December 2011, organisations outside the core Public Service will be encouraged to participate in the survey.
How is the information of individual employees managed?
The survey is covered by a set of protocols called Access, Security and Privacy Protocols for the Human Resource Capability Survey. The document is available on the SSC website.
I’ve never completed the survey before, where do I start?
The first step is to get the data required for the HRC survey out of your payroll/HRIS.
The processes used to get data out of a payroll/HRIS will be unique to each organisation.
The HRC team is available to assist with any questions you may have while you compile the information. Please contact us prior to the survey due date so we can assist you with the preparation of your survey return.
Do I have to use the HRC codes?
Yes. The HRC data should be provided using the HRC codes listed in the HRC file specification. Because of the range of payroll systems it is likely that some of the codes in your HRIS will differ from those in the HRC file specification. Before submitting your survey return you will need to translate your data into the HRC codes.
When is the survey due?
The survey data submission period is early July 2017. Final due date is 21 July 2017.
Where do I send my completed survey?
Please submit the information online via CFISnet for the employee and organisation data by following the instructions on the DataLoad spreadsheet.
Please email the Capping Data Commentary to: email@example.com.
We use different definitions; can we provide data using our own definitions?
No, the information needs to be provided on a standard basis to allow for reliable comparisons and benchmarking.
For many of the fields collected in the organisation information there is a wide range of definitions in use. All Public Service departments were given the opportunity to contribute to the development of the current definitions. The definitions reflect the most common practise, however, it is not possible to have a set of definitions that are consistent with every organisations internal reporting rules.
If you have concerns about the definitions, we are always interested in your suggestions for improvements. The team considers the survey content and definitions during the review of the survey following each collection.
How are communications employees counted?
Along with FTEs and vacancies, we report on the number of communication staff in the Public Service. The ANZSCO classification is used to identify communications staff in your organisation.
Refer to the ANZSCO codes below for Communications employees:
- 131112 Sales and Marketing Manager
- 131113 Advertising Manager
- 131114 Public Relations Manager
- 225112 Market Research Analyst
- 225113 Marketing Specialist
- 225311 Public Relations Professional