SWF Unit 3 – Run and correct test report
1.
2.
3.
4.
5.
6.
Run TEST report
Check errors
Change record
Create record
Error guide and Data quality error logs
Run to check error free
1. Run TEST report
1. Access SWF annual census report
Folder
Tile
SWF
Icon
Sub-tile
SWF annual census
Icon
Used for
Access to run the
report in TEST and
LIVE
1. Get variant
In the Report RPUSWFG1 screen, click the GET Variant black button to retrieve your school's unique
variant.
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2. The Find Variant dialogue box appears.
Variant: Enter your school 4 digit number
Created by: Delete any data in this field if it appears
Click the Clock icon.
3. You are returned to the Report RPUSWFG1 screen with your variant selected.
2. Check the date in the Census Date panel.
Either: If the Return year shows 2014 and the Return Date shows 06.11.14 you do not need to
change anything, just click the Save as Variant black button.
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3. Or: If the date in the Return Date field does not show 06.11.14 delete the year in the Return Year
field and enter 2014 then click the Save as Variant black button.
4. The Variant Attributes screen opens. Click the Save black button again.
The Overwrite variant dialogue box appears. Click Yes.
You will be returned the Report RPUSWFG1 screen. An information message appears in the bottom
left corner of the screen telling you that your variant has been saved successfully.
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5. In the Processing Steps panel make sure the radio button is in the Generation option and check
your school number is in both Establishment fields.
6. In the Data Modules panel make sure that there is a tick next to each of the Data Modules (ignore
the greyed out options) and a tick in the Mandatory Staff Details box.
7. In the Processing Options panel make sure there is a tick next to the Test Mode.
8. Click the Execute black button at the top of the screen to run the report.
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2. Check errors
1. Check the Employee processed Number in the Statistics panel. Do not be concerned if this number
does not match the number of staff in your school. If, however, you have 0 next to Employee
processed you must re-check your variant and run the report again Run TEST report.
Always click the Error log icon, even if you have 0 next to Employees with errors as the Error log
also shows Warnings which are not recorded on the Statistics screen but need to be corrected.
2. The Error log always has two warning messages which appear at the top of the list. Always ignore
these two messages.
3. You must correct and clear any other warning messages
or error messages
.
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4. To correct a warning or error message first make a note of the number in the Message Text field and
the Personnel number in the Pers.No field.
5. Open a new IBC session (click a new Tab then select IBC portal) then navigate to the SWF census
data entry tile to access the personnel record of each member of staff with an error record.
Folder
Tile
Schools
SWF
Icon
Sub-tile
Icon
SWF census data entry
Used for
Correcting errors in
the SWF report
6. Enter the personnel number you have noted down in the Personnel No. field
and click Enter on your keyboard to bring through the employee's details.
Tip: You can use the short cut keys 'Ctrl and C' to copy the personnel number from the Error log
and 'Ctrl and V' to paste it into the Personnel No. field rather than noting it down and entering it
manually.
7. See general guidance on how to Change record and how to Create record and check the error guide
or warning guide for specific examples.
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3. Change record
1. To change a record you must be in SWF census data entry tile with the correct employee selected.
If this is not the case see Step 5.
2. In SWF census data entry in the Employee Data tab, scroll down until you find the name of the
record you want to change. The three School Workforce Census or SWF records are nearly at the
bottom of the list.
3. Make sure the All radio button is selected in the Period panel and click the grey square next to the
record you want to change.
4. Click the Overview black button at the top of the screen.
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5. In the List screen click the top record in the list then click the Change black button at the top of the
screen.
Tip: If the record at the top of the list seems correct, look at past records in the list.
6. Follow the specific instructions in the Error guide and Data quality error logs to find out how to change
the record.
7. When you have changed the record click the Save black button at the top of the screen.
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4. Create record
1. To create a record you must be in SWF census data entry tile with the correct employee selected. If
this is not the case see Step 5.
2. In SWF census data entry tile in the Employee Data tab, scroll down until you find the name of the
record you want to create. The three School Workforce Census or SWF records are nearly at the
bottom of the list.
Tip: You can see that there is currently no record because there is no green tick.
3. Leave the radio button in the Period field in the Period panel and click the grey square next to the
record you want to create.
4. Click the Create black button at the top of the screen..
5. Follow the specific instructions in the Error guide and Data quality error logs to find out how to
populate the new record.
6. When you have changed the record click the Save black button at the top of the screen.
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5. Error guide and Data quality error logs

See the Error guide below for the most common errors and how to correct them.

A Data quality error log has also been added to assist with errors which have been identified by
Data Quality checks.

Errors in both logs listed numerically. Any errors which do not have numbers associated with them
are listed at the beginning of the logs.
Error guide
Number
Error
Solution
N/A
No entry in
table T5GPBSS_PSC
for key 08 20/H1/
SPOTMTH/
Guidance on link on SAP Learn.IT error log
N/A
No entry in
table
T5GPBSS_PSC
for key 08 01/H1/
SPOTHRLY/
Guidance on link on SAP Learn.IT error log
4228
The post field on the SWF
In the header of PA30 check the position of the member of staff.
Contract Details record does not
match the position of the member
of staff.
Check the Position Naming Convention document to find out
which Post corresponds to the position.
On the SWF Contract Details record, click the drop down
arrow next to the Post field and select the Post which
corresponds to the position on the Position Naming Convention
document.
(PTO for screenshot)
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Number
Error
4240
4238
The HLTA Status does not
On the SWF Staff Details record, click the drop down arrow
next to the HLTA Status field and select either Yes or No
match what is expected for the
member of staff on the SWF Staff depending on the member of staff.
Details record.
4380
If the contract type is Fixed Term On the SWF Contract Details record, change the To field to
the To field must show the
the date of the end of the fixed term contract.
contract end date not 31.12.9999.
on the SWF Contract Details
record.
4385
On the SWF Contract Details record click the drop down arrow
If the employee is a Leaver they
must have a destination recorded next to the Destination field and select the correct destination
on the SWF Contract Details
depending on the circumstances of the member of staff.
record.
(PTO for screenshot)
Reason
1
Solution
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Number
Error
Solution
4385
If the employee has had any
changes in contract, there needs
to be a destination of Not
Applicable - Change of
Contract recorded on all
previous records on the SWF
Contract Details screen.
Make sure that you have clicked All on the Period panel and
clicked the overview icon as this error occurs on previous
records.
Reason
2
Make sure you select the record prior to the current record and
change the Destination field on this record You may need to
repeat this process on all other previous records which do not
have anything entered in the Destination field. Ie there should
be a Destination entered on all records except the current one.
On the SWF Contract Details record click the drop down arrow
next to the Destination field and select Not Applicable Change of Contract.
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Number
Error
Solution
4410
The Post field is not populated on If you are unsure which post to select check the position of the
the SWF Contract Details
member of staff in the header of PA30.
record.
Check the Position Naming Convention document to find out
which Post corresponds to the position.
On the SWF Contract Details record, click the drop down
arrow to select the correct Post field.
4470
The QT Status must be Yes on
the SWF Staff Details record.
On the SWF Staff Details record, click the drop down arrow
next to the QT Status field and select Yes.
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Number
Error
Solution
4990
An absence record has been
entered incorrectly on a non
working day on the Absences
record.
NB This error occurs on the Absences record on the Time
Data tab.
On the Absences record change the Start Date and End Date
of the absence so that it falls on a working day.
6245
The two Subject Code fields on
the SWF Qualifications record
both have the same Subject
Code.
Either: if the teacher has studied a degree with two separate
subject codes click the drop down arrow next to the second
Subject Code field and select the correct second subject code.
Or: if the teacher has studied a degree with only one subject
Sometimes a teacher may have a code click the drop down arrow next to the second Subject
Code field scroll down right to the bottom and select the blank
degree with two subjects. In this
option.
case, make sure the second
Subject Code is different to the
first eg:
Subject Code: Sport
Subject Code: Science
If the teacher has studied a
degree with only one subject the
second field needs to be changed
to the blank option.
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Number
Error
Solution
Click the Validate and Save icons.
Click Continue.
(PTO)
Click the Back icon.
Click Yes.
IT3215
A
Either: There is an end date on
Change the To date to 31.12.9999.
the SWF Staff Details record but
it should be 31.12.9999.
IT3215
B
Or: There is no SWF Staff
Details record. Create a new
SWF Staff Details record.
Leave the Start date as the default and make sure the To date
shows 31.12.9999.
Click the drop down arrow next to the QT Status field and
select either Yes or No depending on the member of staff.
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Number
Error
Solution
Click the drop down arrow next to the HLTA Status field and
select either Yes or No depending on the member of staff.
(PTO)
.
Click the drop down arrow next to Status Route and select only
if the member of staff is following one of the following routes:
(PTO for screenshot)
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Data quality error log
Message number
What to do/infotype & field name
No entry in table
T5GPBSS_PSC for key 08
01/H1/MAIN/01
Ignore these messages.
No entry in table
T5GPBSS_PSC for key 08
01/H1/UPPER/01
Wagetype group SWF4/5 is not Ignore these messages.
customised in table T5D27 (see
IMG)'
Assignment to feature 08SW3
did not take place
Check cost centre.
Staff Details Mandatory :
IT3215 record does not exists
on 201xmmdd
Create the SWF Staff Details screen for employees in SWF.
OR
If the employee is not included in SWF, check that the SWF Contract
Details was not completed in error and delete infotype.
4100 Q, 4105
Correct/enter QTS number.
4220
Enter ethnic origin.
4225
Enter disability.
4230, 4235Q
Check SWF Staff Details based on payscale (qualified or unqualified or
age).
4245
Employee must be not be under 18 on 1st January.
4310
Contract / Agreement type is missing.
4350
Start date is missing.
4355
Contract Start Date can not be in the future.
4357
Contract / Agreement Start Date more than 50 years ago.
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Message number
What to do/infotype & field name
4375
SWF Contract Details. Check the dates are correct. Employees with a
contract of less than 28 days are not included for SWF report.
4376
Check that the start dates match the actual date of commencement with
HCC and amend any dates. If the dates are correct you can ignore this
error message and continue with stage 2 generation.
However you must email the DQC team* after you have uploaded to
COLLECT, to say the dates are correct on this record.
4377Q
Warning: For Fixed term contract, the end date should be on or prior to
census date.
4390Q
Warning: End Date must be specified on SWF Contract Details.
4400
Contract End Date cannot be before contract Start Date.
4413
If Executive Head, role must match post.
4414
If Head Teacher, role must match post.
4415
If Deputy Head, role must match post.
4416
If Assistant Head, role must match post.
4417
If role is HLTA then HLTA Status must be Yes.
4425Q
WARNING – check arrival date in school.
4430
Date of Arrival in School must be supplied.
4440
Date of Arrival in School can not be later than 1 month after the start of
the contract.
4480, 4490, 4500, 4505
Pay Scale is invalid for the given Post. Change Post/Role.
4610
Origin should be provided. If the employee has transferred the origin of
‘Not Known’ should not be used.
4710
Role is missing.
4720
Post is inconsistent with role. Check the Position Naming Convention
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Message number
What to do/infotype & field name
document.
4725
Check Post and role on Position Naming Convention document.
4936
Last Day of absence must be in the current or preceding academic year.
4945Q
If employee is absent with an end date after census day, the field is left
blank and the data will be included in the next census date which
includes absences.
4995Q
Total working days lost is greater than total number of working days in the
academic year. The employee may be on maternity/adoption leave.
Check their record and if this is the case, leave the error, continue with
the report and make a note in COLLECT.
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6. Run to check error free
1. From the Report RPUSWFG1 Statistics screen click the Back black button to return to the initial
screen.
9. Make sure all the options are the same as the first time you ran the report. See Processing steps if
you are unsure.
10. Click the Execute black button at the top of the screen to run the report.
2. If you have cleared all of your errors and warnings your Statistics screen will show 0 next to
Employees with errors.
3. If you have no errors or warnings you are finished until you need to run the report in LIVE in
November.
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