Guidance

for users, publishers and sysadmins

Organogram data - Staff Roles and Salaries - publishing by central government

NB On 3rd October 2016 there was a transition to a new system

The Prime Minister committed central government and agencies to publish organograms of all staff positions from October 2010. The data includes the hierarchy of senior staff, including names, grades, job titles & salaries and numbers of junior staff that report to them.

Prime Minister’s letter: Letter to government departments on opening up data, May 2010

Which bodies are required to do this?

The guidance applies to all bodies within central government as classified by the Office for National Statistics. This includes:

The ONS classifications can be found the “index” tab: Public Sector Classification Guide, September 2015 (Excel)

There are a limited number of exceptions to the requirement to publish:

Staff who work for intelligence agencies should not be reported in the organogram.

NB Local authorities publish their senior staff data in a different format - see the LGA guidance: http://schemas.opendata.esd.org.uk/OrganisationStructure

Timing

The data is collected twice a year - snapshots of the roles on 31st March and 30th September, to be published on data.gov.uk by 6th June and 6th December respectively.

Published data

Organograms are published as:

About the data

Senior roles

SCS pay band 2 (or equivalent) and above - name of the person, pay (in £5k pay bands), grade, unit, contact phone/email, job title, role reported to, full time equivalent (FTE), salary cost of reports, professional/occupational group.

SCS pay band 1 (or equivalent) - same as for SCS 2, but without the name or pay (which is included in the cost of team reports).

Junior roles

Below SCS 1 (or equivalent) - unit, senior role reported to, grade, payscale range, generic job title, number of posts in FTE, professional/occupational group.

Schemas

data.gov.uk provide schemas for the senior and junior CSV files. These describe the fields in greater detail and allows for some automated validation of the files.

Organogram schemas by data.gov.uk

Publication process

The Cabinet Office provides departments with an Excel template file, which is completed with the data and is then submitted into the data.gov.uk Organogram Tool. This system performs validation, ensures salaries are rounded to the nearest 5k and converts the data into RDF format. The RDF is put into the organogram triple store (for SPARQL queries) and served in the Linked Data API.

Publishing organisations should contact the data.gov.uk team to obtain the Excel template and details of the upload into the data.gov.uk Organogram Tool.

In the near future, the CSV data will be provided for download in dataset records in data.gov.uk automatically. So far, several organizations have provided their own copies of the organogram data in CSV format on data.gov.uk and gov.uk manually.

Publication FAQ

Q: Where is the detailed guidance for completing the spreadsheet?

Publishers can download the guidance about preparing the data here:

Organograms and Senior Salaries - preparing the data

If you are not already logged into data.gov.uk it will prompt you to log in first. If your user account does not have ‘editor’ or ‘admin’ permission, then you will need to obtain that first – see Becoming and editor or admin.

Q: Where can I get the spreadsheet template?

Publishers can download the latest spreadsheet template from data.gov.uk:

Blank_Organogram_Template_latest.xls

If you are not already logged into data.gov.uk it will prompt you to log in first. If your user account does not have ‘editor’ or ‘admin’ permission, then you will need to obtain that first – see Becoming and editor or admin.

Q: Can I publish data for past periods?

Yes, you can now with the new system. All the past periods are shown on the Organogram Publication page.

Q: Can a published organogram be replaced or removed?

Yes, you can more easily with the new system. On the Organogram Publication page, find the row with the date you want to delete, and next to it click ‘Delete’.

Q: How do I transfer my data onto a fresh spreadsheet template?

A number of upload problems can be solved by transferring the data from your existing spreadsheet file to a fresh organogram template file. This is quick to do if you use these instructions:

Publication problems and solutions

“Validation error(s) during load”

If you upload your Excel file and get this error then it means that there is a problem with one or more data rows in the spreadsheet, as identified by the spreadsheet’s own validation.

The spreadsheet should identify the row with the problem using the red colour, and if you’ve avoided using normal paste, the problem cells will also be red.

However, the upload error message should give the clearest indication of both the nature of the problem and where it is, naming the specific sheet and either row or cell.

While working in the spreadsheet, please refer to the validation indicator, which helps you identify when these problems have been solved:

spreadsheet validity indicator - workbook

First look at the last indicator ‘WORKBOOK VALID?’ - green means the file is all ok, or red means there is a problem.

If there is a problem then consult the other two indicators above. Red colours indicate whether the problem is in this sheet (“(final data)-junior staff”) or the Senior sheet (“(final data)-senior staff”).

For each sheet which has the problem, check the end of each row, where the column is titled “Valid?”. Search for the row with the red colour and fix the problem in that row.

spreadsheet validity indicator - row

More recent versions of the spreadsheet help you further by highlighting red the cell with the problem. A couple of versions of the spreadsheet have an extra column called “Invalid cell (Excel 2011+)” which tells you the column with the problem, although it didn’t give accurate information. Also if you have this column in the ‘(final data) junior-staff’ sheet then it will be problematic - if this is the case, please see information below about an “older spreadsheet template” before continuing.

Once all problems are resolved and the ‘WORKBOOK VALID?’ indicator has gone green and you still get an error when you try to upload it, then contact us, supplying the file in question.

Older spreadsheet template”

Older spreadsheet templates (e.g. from 2010) can cause problems because they have a different structure.

Follow these steps to find and solve the fault:

spreadsheet validity indicator - workbook

If you still get the error on upload, you could try getting a fresh template and copy and paste the data across to it.

No sheet named <’(reference) units’>

Follow these steps to find and solve the fault:

Organogram has not appeared publicly

Here is a check-list for when you’ve uploaded organogram data and don’t see it appear at http://data.gov.uk/organogram/.