Corporate Staff Compliance

About this report

Information

Data Source: SAP, MyPL

Updated: Daily

Designed for

The Corporate Staff Compliance report is designed for executives and managers to keep track of compliance factors, including training, for all of their staff.

Note: for a full list of definitions used in this report, please refer to 'data fields' section. For other commonly asked questions please refer to the FAQ section at the end of this page.

Benefits

How can I use this report?

This report allows users to see the number of days remaining until expiry on all mandatory training for corporate staff.

Ensuring mandatory training is completed is part of induction procedures.

What should I look for?

All corporate staff in users reporting line are included in the report.

There are two types of mandatory training courses for corporate employees:

  • Mandatory for all employees
  • Mandatory for a specific role

See mandatory training for more information about mandatory training courses in this report, and how to access that training.

The Staff Compliance report displays mandatory training for all staff alphabetically by type and training for specific roles follows.

Data is sourced from MyPL daily.


Overview Screenshot of the report Overview Screenshot of the report
Image: Overview of Staff Compliance

Data fields

Definitions of terms used in the table

Staff can use this table to support the interpretation of data displayed in the table below.

Report Column Explanation

Employee ID

Standard DoE Employee ID (or serial number)

Employee email

Standard DoE Employee email

Name

This field shows staff members’ preferred name, which may be different to their email.


Position name

Current position, (including any higher duties or secondment to another area).

Employee classification

The current employee classification is shown, reflecting any current higher duties assignment.

This data is relevant as some courses are mandatory for leadership roles.

Position start date

The start date for the current position and reflective of any higher duties assignment.

Position end date

The end date for the current classification for the current position and reflective of any higher duties assignment.

Permanent positions are set to a date far in the future.

Days until end date

If there are less than 28 calendar days remaining in the current position, data will display in red.

Note that this may indicate: the end of higher duties, a temporary contract or a casual nomination period.

Teaching Approval

Must be Y for all teaching staff.

If a teaching staff member has been with the department for many decades their approval to teach may currently be showing as ‘expired’. Work is underway to digitise these records and will flow into this report soon.

WWCC days until expiry

This field displays the number of days remaining until the WWCC expires. If there are less than 28 calendar days remaining, the data will display in red. An ‘Expired’ status is also displayed in red. Both the principal and the staff member receive reminder emails.

Mandatory training for corporate staff

Courses that have not yet been completed or those that need to be renewed are highlighted as 'Not Certified'.

Courses close to expiry are also highlighted, indicating further action may be required. If there are less than 28 calendar days remaining until course expiry, the data will be highlighted.

One-off courses with no expiry are either Certified, Not Certified or N/A depending on when the course was included as mandatory induction training.

Each course is listed below, with additional information if applicable.

Report Column Additional information


Aboriginal Cultural Education days until expiry n/a

Anti-Racism Policy days until expiry

n/a

Child Protection Awareness Training (CPAT)

CPAT is a one-off course for all employees

Child Protection Update days until expiry

An annual Child Protection Update must be completed by all employees before the end of February each year or as soon as possible after commencing in their roles.

Code of Conduct days until expiry

n/a

Cyber Security NSW Essentials days until expiry

n/a

Data Breach preparedness days until expiry

n/a

Fraud and Corruption Control days until expiry

n/a

WHS Induction for Employees

This is a one-off course for all employees.

Mandatory training for specific roles

These courses are mandatory for specific roles. Where possible, the Staff Compliance report maps the role to course completions.

Courses that have not yet been completed or those that need to be renewed are highlighted as 'Not Certified'.

Courses close to expiry are also highlighted, indicating further action may be required.

Each course is listed below, with additional information if applicable.

Course name Description


Managing Data Breaches days until expiry

In addition to Reporting Data Breaches, this course is mandatory for data owners, which is determined by the relevant business unit. Managers are responsible for ensuring staff with this responsibility complete the training as this report cannot determine these roles.

If a staff member has not completed the certification, ‘Not Certified’ is displayed.

Declaration of Private Interests

This course is required to be completed by all Public Service Senior Executives (PSSE) including those acting as senior executives for more than 28 days, contractors in PSSE roles, and nominated non-executives.

Cyber Security NSW Essentials Plus days until expiry

In addition to the Cyber Security NSW Essentials module, this course is mandatory for specific staff with privileged access to systems, including IT system administrators.

Managers are responsible for ensuring staff with this responsibility complete the training, as this report is unable to determine these roles.

If a staff member has not completed the certification, ‘Not Certified’ is displayed.

Managing Data Breaches days until expiry

In addition to Reporting Data Breaches, this course is mandatory for data owners, which is determined by the relevant business unit. Managers are responsible for ensuring staff with this responsibility complete the training as this report cannot determine these roles.

If a staff member has not completed the certification, ‘Not Certified’ is displayed.

Cyber Security NSW Essentials Premium

In addition to the Cyber Security NSW Essentials module, all PSSE staff are required to complete this training.

Declaration of Private Interests This course is required to be completed by all Public Service Senior Executives (PSSE) including those acting as senior executives for more than 28 days, contractors in PSSE roles, and nominated non-executives.

Public Interest Disclosure Guidelines

All PSSE staff are required to read the guidelines and complete the assessment.

Further personnel information


Report Column Explanation

DoE Start Date

The DoE start date is used when determining compliance for those courses that became mandatory at a specific time, and were not required to be completed retrospectively.

Assignment number

Standard DoE Assignment number

Position ID

Standard DoE Position ID

Using the report

Select the results you want

The slicers at the top of the report allow you to select your functional area, position type, a particular staff member or management unit.

The selection slicers The selection slicers
Image: The selection slicers

Hold control (Windows) or command (Mac) to make multiple selections.

Use the eraser icon to clear any selections and view all available options in that slicer.

Clear selections with the eraser icon Clear selections with the eraser icon
Image: Clear selections with the eraser icon

View the table

Your selections will automatically be applied to the table

The table displays selected staff along with position information, training identifier and days remaining on relevant training certification.

Example of the staff compliance table Example of the staff compliance table
Image: Example of the staff compliance table

Information can be sorted by the value in any column that displays a black arrow when hovering on the column heading. Click or select the column heading to sort the table by that column, click or select again to reverse the order.

Sorting columns Sorting columns
Image: Sorting columns

Export data

You can download the results in this report for further analysis using the ‘More Options’ tab on the top right of some charts. Click on the three dots, or ellipsis, to bring up the menu, then select ‘Export data’.

Reset to default

If you wish to remove selections you have made and return to the initial view of the report, select ‘Reset to default’.

Reset to default Reset to default
Image: Reset to default

FAQs

Question Answer

How do I know which training is mandatory?

See Mandatory training

How current is the data?

MyPL data is updated every business day. Scout data should be available the following business day.

How are the columns ordered?

· Personnel information

· Mandatory training for all employees, followed by role specific training

How do I focus on a specific staff member?

Select the staff member. Scroll across the data. Unselect by clicking on the staff member again or on Staff Compliance on left menu.

Why are some staff listed twice?

If you sort by staff name, you’ll see that some staff may be employed under different contract e.g. casual / temporary/and permanent.

Which members of my staff have mandatory training that has expired, or was potentially never commenced?

Sort report for a mandatory training course by clicking on the column header. E.g. sort Code of Conduct in ascending order. You’ll easily see staff who have not completed the training, whose training has expired or soon to expire.

Training courses have different expiry periods, and Scout will report based on the expiry date. Some courses don’t expire as they only need to be done once.

How often should I check this report?

Set a reminder to check in on this report regularly.

Should I download this data as a spreadsheet?

Sorting, searching and filtering are all available using Scout. As with most Scout reports, you can use the download to spreadsheet feature. Consider if a download provides you with additional functionality. Audit will want to look at current compliance data, not a saved spreadsheet.

I have staff relieving in leadership positions. What am I looking for?

Some courses are for mandatory for leaders (e.g. Cyber Security NSW Essentials Premium). This report will show you staff who are currently certified.

Do I have to collect completion certificates?

No, the only records you need to access are for training that is not on this report currently.

I’ve seen completion certificates for my new staff, but they are not showing in the report. What’s happening?

Some new employees undertake training in MyPL using a non-DoE email.

If so, ask the employee to raise a ticket in MyPL asking ated from Schools page to Corporate version.

Need Further Help?

Return to top of page Back to top