Workplace profile

Reporting
 

The workplace profile is created in an Excel worksheet. The data entered reflects the categories of employees, reporting level to CEO/head of business, gender,  employment status and includes the annualised and full-time equivalent base salary and total remuneration.

Organisations can choose to prepare a unit level or aggregated workplace profile.

A brief overview of the steps to preparing a unit level workplace profile are included below.

For detailed instructions on completing this section or for preparing an aggregated workplace profile please see the instruction tab on the offline worksheet or view our in depth reference guide – both of which are available to download at the bottom of this page.

  1. Select a day between April 1st and March 31st

    • For the 2018-19 report which is due by 31 May 2019, choose a date between 1 April 2018 and 31 March 2019.

    • Some organisations use the end of the financial year.

  2. Compile a list of employees from this day

    • Do not include anyone who ceased employment before the date chosen.

    • Do not include anyone who commenced employment after the date chosen.

  3. Allocate your employees a manager or non-manager category

    • Each employee must be allocated a standardised occupational category.

    • A list of manager and non-manager categories can be downloaded at the bottom of this page.

  4. For managers only – allocate a reporting level to your CEO/head of business

    • Your CEO/head of business has a reporting level of ‘0’.

    • A manager reporting directly to your CEO has a reporting level of ‘-1’ and a manager reporting to a -1 has a reporting level of ‘-2’.

    • The reporting level for non-manager categories must be entered as “NA”.

  5. For each employee confirm the following:

    • Gender

    • Whether the employee is a graduate or apprentice

    • Employment status (Part time/Full Time,Permanent/Contract/Casual).

  6. Calculate total salary and remuneration for all employees

    • Base salary and total remuneration is not required for the CEO, casually employed managers, and managers with a reporting level of +1 who are based overseas.

    • Base salary must be converted to annualised and full time equivalent amounts.

    • Remuneration that is paid on pro-rata basis, e.g. superannuation, must be annualised and converted to a full-time equivalent amount.

    • Remuneration that is fixed, e.g. one-off bonuses and overtime, are reported as actual amounts.

    • In-depth information is available in our 2019 Reference Guide.

Data Quality

After the submission of your workplace profile, the Agency will check your data for any anomalies or data errors. If your report has anomalies and/or errors and they are not justified, you will receive an email asking you to review and resubmit your report in the Agency's portal. 

Please contact the Agency to discuss if you have any questions.

Next: completing the questionnaire

Workplace profile worksheets

These are the blank workplace profile template worksheets for both the unit level and aggregated options to be used to prepare your workplace profile data.

Salary calculator

This calculator helps organisations convert the salaries of casual, part-time, contract or part-year employees to annualised, full-time equivalent salaries for use in the workplace profile.

Manager categories

This document outlines how employers are required to classify and report on managers against standardised occupational categories.

Non-manager categories

This document sets out examples of employment roles that sit within each of the standardised occupational categories of non-managers.

Workplace profile troubleshooting

Data appears to be missing after you have uploaded your completed file

Review the workplace profile template that is saved on your computer ready for upload.

For a unit level template

Check to see whether there is a blank row as the system considers a blank row to be the end of the file and will stop uploading any data after it.

Use the following steps to fix the issue:

  • Remove the uploaded template in the system by clicking the x button to the right of the uploaded file.
  • Go to the workplace profile worksheets (the non-encrypted ones downloaded from the website not the portal).
  • Remove the blank row, then copy the data into a new template and re-upload.

For an aggregated template

Check to see whether there is a blank row in the managers table. This may have happened if you have no managers in some WGEA levels. The system considers a blank row to be the end of the file and will stop uploading any data below it.

Use the following steps to fix the issue:

  • Remove the uploaded template in the system by clicking the x button to the right of the file uploaded.
  • Go to the workplace profile template in step 1 of the workplace profile module in the portal, and navigate to the table where manager levels are selected.
  • Carefully select only the manager types and levels that exist in your organisation. For example, if you do not have senior managers, do not select any corresponding boxes from that row.
  • There must be data corresponding to each of the selected manager types and levels to the CEO in an aggregated template.  

Error in excel: “the cell or chart that you are trying to change is protected”

This message occurs when the entire excel sheet has been copied and pasted into the workplace profile template from the workplace profile worksheet. 

To resolve the issue, you'll need to check:

  • There are no hidden or deleted columns in the original file.
    For example if the original document has 10 columns (including hidden ones), you won’t be able to paste data into the workplace profile template for upload because it has 9 columns.
  • There are no cells locked in the original file. 
    Check by right clicking on the cell then selecting format cells. Uncheck locked cells in the protection tab.
  • You copy only the data range of the original spreadsheet, not including the column or row headers. 

File selection pop-up does not appear when you click on the browse link

This error will often occur when your AUSkey is being accessed from a USB. Follow the below instructions to add your USB to your computer:

  • Open "AUSkeybrowser.exe" from USB
  • Navigate to http://abr.gov.au 
  • Click on "login" next to AUSkey manager on online services section
  • Login to the AUSkey manager
  • Click on "get additional AUSkey" link on left side links
  • Click to submit and remember to store the activation code within the last step
  • Open the email received from AUSkey and click on the link to install the AUSkey
  • You will be prompted for the activation code and password, if you can’t remember your password, the system will allow you to select a new one after three attempts.

Error message: "The system is unable to read this template"

If you are attempting to upload the workplace profile worksheet you downloaded from the WGEA website, the data must be copied into the current encrypted workplace profile template.

  • Go to Step 1 in Workplace Profile Module of the report in the portal.
  • Either download a unit level template using the hyperlink at Step 1 or generate an aggregated workplace profile by checking the boxes for manager levels required, then generate the template by clicking the hyperlink.

If you are attempting to upload a template that you used last year, the system will not accept the file. You will need to download the current encrypted template by following the above steps.