Go to top of page

Revising Staff Full-time and Fractional Full-time (FT) data

The Full‑time and Fractional Full‑time submission allows you to revise full‑time and fractional full‑time data you have previously reported in this submission.

Revisions can be submitted to the department at any time after the original record(s) have been successfully submitted to HEIMS. It is best practice to revise your data shortly after an error has been identified so as not to disadvantage your organisation.

If you can't find what you need to revise your data, contact us.

Revising FT data

How to revise Full‑time and Fractional Full‑time data

The following section provides information about how you revise data you have previously reported on the Full‑time and Fractional Full‑time (FT) file. Depending on the type of elements there are some rules around how you revise your data.

There are two main components to revising your data:

  • the key elements that identify the record to be revised
  • the variation reason code (E446) that tells HEIMS how to modify an existing record.

Key elements are the primary values that uniquely identify a record. HEIMS uses these to locate an existing record in the database. To revise your data you will need to enter the same information for the key elements that was reported on the original record.

Key elements for a record on the Full‑time and Fractional Full‑time (FT) file are:

  • Person identification code (E401)
  • Current duties classification type, level and increment code (E408)
  • Appointment Term Code (E505)
  • Current duties term code (E507)
  • Organisational unit code (E510)
  • Work sector code (E511)
  • Reporting Year and Period Code (E415)
  • Variation reason code (E446)

1. How to delete a record

You can delete a record using the following process:

  1. Create a Full‑time and Fractional Full‑time submission in HEPCAT
  2. Add the record you need to delete to the Full‑time and Fractional Full‑time (FT) file. Check that the key elements for the record are the same as originally reported
  3. Report "4" (Deletion due to administrative error) for the variation reason code (E446)
  4. Validate the file in HEPCAT and submit the data to the department
  5. Check your revised data in your HEIMS Online reports

2. How to revise elements: 408, 506, 315, 314, 513, 348, 346, 316, 501, 502

You can revise a record using the following process:

  1. Create a Full‑time and Fractional Full‑time submission in HEPCAT
  2. Add the record with the new value you want to revise to the Full‑time and Fractional Full‑time (FT) file. Check that the key elements for the record are the same as originally reported
  3. Report "2" (Revised record due to administrative error) for the variation reason code (E446)
  4. Validate in HEPCAT and submit the data to the department
  5. Check your revised values in your HEIMS Online reports

3. How to revise elements: 401, 412, 505, 507, 510, 511, 415

If you need to change one of the above key element elements you will need to delete the record that includes the error and then report the correct data as a new record. This can be done in the same Full‑time and Fractional Full‑time submission.

  1. Create a Full‑time and Fractional Full‑time submission in HEPCAT
  2. Add the record you need to delete to the Full‑time and Fractional Full‑time (FT) file. Check that the key elements for the record are the same as originally reported
  3. Report "4" (Delete record) for the variation reason code (E446)
  4. Add the correct record with the new value for the element/s you want to revise in to the Full‑time and Fractional Full‑time (FT) file
  5. Report "5" (New record reported for the first time) for variation reason code (E446)
  6. Validate in HEPCAT and submit the data to the department
  7. Check your revised values in your HEIMS Online reports

Return to top

Scope and structure guides

The Full‑time and Fractional Full‑time submission includes data from one file - the Full‑time and Fractional Full‑time file.

The guides to the scope, structure and data elements for each file are available by selecting the buttons below.

Related Resources

Training

Training is offered throughout the year and you may register on our Training page and via our eNews. Our training page hosts training videos and webinar presentations on key topics which may be viewed at any time. We also offer webinar or face to face training tailored for your team or your organisation.

Toolkits

The Revising your data toolkit provides detailed information about the different processes to revise your data.

The Reporting with HEPCAT toolkit provides you with information about how to submit data with HEPCAT.