Explaining file upload and data quality checks
When an excel file is uploaded it passes through two separate checks:
- File verification and formatting - this check ensures you are using the correct file and have not altered the formatting of rows and columns.
- Data quality - this check assesses that the data provided on the excel sheets is within expected ranges, and that all mandatory data has been provided.
The Workplace Profile and Workforce Management Statistics excel templates are uploaded within their respective sections of the Portal.
- The file verification check is instant - if the file is rejected this status will appear in the upload table, you will also receive an email advising you of the file rejection.
- The data quality check can take up to 1 hour in peak periods - if any issues are found this status will appear in the upload table, you will also receive an email advising you of issues being found and will contain a link to take you to your issue page to review.
Types of data quality issues
There are three 'issue types' for data anomalies.
- ERRORS - These are due to us identifying data errors within your uploaded file. You must correct any errors before addressing any 'warnings' or 'notifications'.
Please review the instructions provided in the Portal, amend the data in your template accordingly, and re-upload the file.
- WARNINGS - These indicate that the data provided is unusual or unexpected. This means that you must check your data. If your data is correct, you must provide a reason. If you select a custom reason, please ensure it is clear and detailed. If a response is insufficient or unclear, we may request further clarification. We will outline any additional requirements via email. Providing thorough explanations helps avoid delays and supports timely progression of your submission.
If your data is incorrect, please amend the data in your template, and re-upload the file.
- NOTIFICATIONS. These indicate that the data provided is unusual or unexpected. This means that you must confirm your data is intentional.
If correct, you may proceed. If incorrect, please amend the data in your template, and re-upload the file.
Note: If you confirm a notification or provide a reason for a warning, please refresh the page to update the issue list status
Review instructions to resolve each error from your submission
Review instructions to resolve each warning from your submission
Review instructions to resolve each notification from your submission
Tips to resolve issues
Address 'errors' first, then ‘warnings’ and 'notifications'
The Portal requires you to address all anomalies with the issue type, 'error' before you can click 'select' to address 'notifications' and 'warnings'. This means, you need to use the instructions provided in the second section of this guide to resolve your data errors first and re-upload your file.
- When all errors are resolved then the 'select' pencil button will become active (yellow), for you to provide reasons for your 'warnings' or confirm your 'notifications'.
Find the data rows
All anomalies will refer to a specific row(s) and columns within the Workplace Profile or Workforce Management Statistics where the issue occurs.
- To identify where in your file the issue is please use the row references in the issue list in the Portal.
Use the filter
We strongly recommend using the column filtering function in Excel to locate your data anomalies.
- For example, if you receive a warning that the number of graduates recorded in your Workplace Profile is unusually high, you can filter the Graduate/Apprentice column to only display employees recorded as graduates (and not those recorded as apprentices or blank). This will help you review your data more efficiently, especially if you are reporting a large number of employees.
Re-upload and lodge
Remember, once you have amended your files you will need to re-upload them to the WGEA Portal. If no further issues are identified, you will see the status of your submission change from ‘issues found’ to ‘no issues’. You will then need to generate your reports and complete the consents and declarations to lodge your report to finalise your submission.
- If you confirm a notification or provide a reason for a warning, please refresh the page to update the issue list status(es).
Order by lowest base salary
Before submitting, check the lowest base salary in your file and ensure it is above $36,238 or that you have a valid justification.
- Go to the Base salary column (column K for Unit Level and Column U For STP). Order the column by highlighting all the values from row 2 and using the 'Sort and Filter' tool in the 'Editing' section of Excel. Sort 'Smallest to Largest'. If any Base salaries are below $36,238 they will trigger a warning and your file will not be immediately accepted. Any base salaries for juniors below $17,000 will not be accepted. Check that you have annualised correctly.