SWC Unit 5 – Upload report to COLLECT

1. About COLLECT
2. Access & login
3. Upload & submit
4. Investigate errors & add notes
5. 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 Headteacher in a school, this will not error in SAP, but COLLECT checks that each school has a Headteacher and this will generate an error.
  • Once you have uploaded and submitted the report in COLLECT you cannot correct errors for that report. There is, however, a note facility available which must be used to add additional information for each error. 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.
  • 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.

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. The DfESecure 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 toI agree to the terms of usethen
    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.

  1. Click COLLECT.

  1. The Collect Welcome page appears. Click Continue.

3. Upload & submit

  1. The Home Page appears. Click SchoolWorkforceCensus2014, 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.

  1. 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.

    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 2014 xxxx_xxxx (xxxx – 4 digit school code).
    Click Open.
  2. Once you have selected the report and it is highlighted click Upload.

  3. A progress message appears when the upload is taking place.
  1. 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.

  2. 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.

  3. When the report has been successfully uploadedThe status of your data return will show as Loaded_and_validated.
    Before you submit the return, check to see if there are any Errors or Queries - if there are, you need to send notes to the DfE after you have submitted the report.
    Click Submit Return. (either if you have errors or queries, or if you have none).
  4. Click Yesin the Submit Return Confirmation box.

  5. When the report has been successfully submitted The status of your data return will show as Submitted.

  6. 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.

4. Investigate errors & add notes

  1. Click Open Return.

Click All Errors.

  1. Make a note of the error number under Rule No. and click Details to find out which member of staff the error refers to.
  2. A Details panel appears at the side of the screen. To find out further details of the member of staff click any link under Details eg null.

  3. A screen opens displaying the name and NI number of the member of staff with errors. Investigate if necessary and check the Error and Query guide to find out what should be written on the note to the DfE.
    To return to the Blade Error report click School Workforce Member in the grey panel on the left hand side of the screen.

  4. To return to the Blade Error report Click All Errors.
  5. To add a note to send to the DfE click the Pen icon on the Blade Error report.
  6. Click Add new note.
  7. Check the Error & Query guide and add the required information to the free text field then click Create.
  8. When you have finished the note click the Back icon. Do not use the Back browser button.
  9. The Pen icon will have changed to a Notepad icon in the Notes column to show that there is a note attached.
  10. You need to repeat this process (ie steps 2-10) for every error or query.
  11. When all errors and queries have been annotated you are finished and can log off from the report. Click Log out at the top of the page and then Log Off.
  12. 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.

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
4417Q / If role is HLTA then HLTA Status is expected to be true / Staff member does have HLTA Status / Update in SAP
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
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

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