SWC Unit 5 – Upload report to COLLECT

1. About COLLECT2. Access & login3. Upload & submit4. Investigate errors & add notes5. 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 Head teacher in a school, this will not error

in SAP, but COLLECT checks that each school has a Head teacher and this will generate an error.

Once you have uploaded and submitted the report in COLLECT you can correct errors using the DfE

guidance. 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. School may be required to re-run and re-upload the report if the errors cannot be

fixed in COLLECT.

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.

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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. If the page opens and the page indicates a message of “The page cannot be displayed”, complete the following steps, otherwise skip to step 4.

A. When the COLLECT live portal window opens, highlight and copy the URL.

B. Go back to the HWI logon page and open the IBC Portal link.

C. Open an additional tab when in the Portal

D. Paste the URL link in the address bar and press enter.

E. This should open the DfE Secure Access/ COLLECT live Portal link.

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4. The DfE Secure 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 to I agree to the terms of use then

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.

5. Click COLLECT.

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6. The Collect Welcome page appears. Click Continue.

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3. Upload & submit

1. The Home Page appears. Click SchoolWorkforceCensus20XX (current year), 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.

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4. 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.

(Select current year)

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 20XX xxxx_xxxx (XX – current year, xxxx – 4 digit school code).

Click Open.

5. Once you have selected the report and it is highlighted click Upload.

6. A progress message appears when the upload is taking place.

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7. 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.

8. 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.

9. When the report has been successfully uploaded The status of your data return will show as

Loaded_and_validated.

10. Review the any Errors or Queries. All errors need resolving and all queries need a notepad entry to

explain them. Historically you could add a note against each query but now you can only add a

summary note at return level. To review Error or Queries, click on the All Errors button at the top of

the screen.

This will show you a list of all queries and errors. You can see the error number, message and also click on ‘details’ to see what data is not passing validation. You can click on the underlined data

values to the left of the screen to be taken to that field in the return.

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For example:

4417Q

If role is HLTA then HLTA Status is expected to be true

This is because HLTA status is set to false although the staff member is a Higher Level Teaching

Assistant. A simple resolution in both SAP and COLLECT. Ideally the school needs to change this is in

SAP and in their COLLECT return.

Queries need a ‘notepad entry in COLLECT– that adheres to the suggested text provide by the DfE

(unless they can be resolved like 4417Q)

The DQC Team are available to answer questions regarding the return in COLLECT.

dqc.team@hants.gov.uk

01962 845432 or 847795

11.ALL Errors should be correct before proceeding to Step 12. Queries should either be amended to

correct the issue or a note may be provided to clarify. See the #4 later in this document for further details on clearing Error and query guide. The note MUST be as per the DfE’s listing for

Notepad entries.

12. Click Submit Return. (either if you have errors or queries, or if you have none).

13. Click Yes in the Submit Return Confirmation box.

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

Submitted.

15. 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.

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4. Investigate errors & add notes

If a notepad entry is not returned the local authority will have to contact you for further information. Please note from November 2015 it will only be possible to complete ‘return level’ notes. Return level notes are not overwritten if a resubmission is made.

1. To view all errors and queries on the return click on the ‘All Errors’ button. This will show you a list of all queries and errors. You can see the error number, message and also click on ‘details’ to see what data is not passing validation

2. You can click on the underlined data values to the right of the screen to be taken to that field in the return

3. To add a return level note double click on the pen icon in the return level notes section.

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4. Click add new note and type your note and the error number in the box provided – Do this for all queries/errors you need to provide extra information for

5. Click create.

6. The note will be saved and a record row will be created showing who created the note and when.

7. Return to the previous screen by clicking on ‘back’. Do not use the Back browser button.

8. The Pen icon will have changed to a Notepad icon in the Notes column to show that there is a note

attached. You are able to record notes in both Edit and View modes.

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9. Within the return level notes page is the preserved notes. If you need to upload the return at any time the notes already added will appear in this box.

10. When all errors and queries have been annotated and the return has been submitted you are finished

and can log off from the report. Click Log out at the top of the page and then Log Off.

11. 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.

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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.

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4417Q If role is HLTA then HLTA Status is

expected to be true

Staff member does

have HLTA Status

Update in SAP

4521Q If Post is Executive Head, HT, DHT or

AHT then Pay Framework should be

provided. Amend on SWF Contract

details. i.e. ‘Pre-2014’ framework or

‘2014’ framework.

Correct item in COLLECT

and SAP. Further

guidance contact: Data

Quality and Collection

Team

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

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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

All other errors should be cleared prior to submission (Step 12)

http://documents.hants.gov.uk/education/swf-unit1-backgroundinfo.docx

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