Gaining Access to HR Data

Role of the BCPSA

The BCPSA acts as the Data Custodian for Human Resource (HR) data, as defined under the Public Service Act and the BCPSA’s Operational Records Classification Schedule. The BCPSA provides ministries / organizations with access to HR data to assist with operational needs and workforce planning. The role of data stewardship is a shared responsibility between ministries / organizations and the BCPSA.

Role of the BCPSA’s Data and Insights Office

The Data and Insights Office (DIO) is responsible for business intelligence, including integrating BCPSA data sets, and providing meaningful visualizations and analyses, as well as creating automated data feeds. Data are extracted from multiple systems (e.g., PeopleSoft, Corporate Accounting, Learning) and are made accessible to approved users through self-service reports and dashboards.

The DIO prepares and updates data products (e.g., reports, dashboards) and reviews and answers ad hoc data requests received via MyHR. The DIO is responsible for granting access to data and data products based on a user’s documented and approved need, which is captured in the Data Access Agreement (DAA) submitted to DIO.

DAAs are signed off by the user and their supervisor and generally require approval by an Executive Director or equivalent. This level of sign off required is because reports and dashboards have business owners with final authority for reviewing and approving access to their data; other signatories also have responsibility for the appropriate use of data by staff. For example, access to an organization’s financial reports requires Chief Financial Officer sign off; access to ministry HR reports requires Ministry HR Executive Director sign off. Once access is authorized via the DAA, the DIO access team is able to process the request.

Out of Scope

• Direct access to PeopleSoft has a distinct approval process and is not managed by the DIO. PeopleSoft access instructions are available here.

There are data products developed and maintained by program areas at the BCPSA for which the DIO is not responsible for content nor access:

• The Safety Incident Reporting Portal (SIRP) maintains two dashboards (Ministry Specific Workplace Injuries and Illnesses; Direct Reports Active Case Management). For questions about these dashboards, contact your ministry safety lead or contact the BCPSA’s Workplace Health and Safety Team by submitting a MyHR request using the category Myself (or) My Team/Organization > Workplace Safety > Other Issues and Inquiries.

Data Users: An Overview

Prior to being granted access to data/data products, users must:

• have the authority to request and receive HR data under the Freedom of Information and Protection of Privacy Act (FOIPPA).

• complete a Data Access Agreement (DAA).

An employee’s authority or right of access to HR data is indicated by their :

• position title and

• assigned accountabilities consistent with their role with the ministry / organization.

Access is based on a user’s need to know. A user should only have access to the data required to perform assigned work duties, and this access should only be granted for the appropriate business unit(s) and/or organizations. Access may be time limited or on-going.

All users must adhere to applicable legislation and policies and follow the reporting protocol outlined in the Data Access Agreement.

Instructions for gaining access - High Level Summary

1. Identify what data products your role requires. Your supervisor can help identify your position’s data access needs.

2. Complete the Data Access Agreement.

3. Submit the Data Access Agreement to the Data and Insights Office via a MyHR Service Request.

   • Go to MyHR > Submit a Service Request

   • Subject: Analytics Access

   • Select: I am submitting this request on behalf of: Myself (or my team if supervisor is submitting request)

   • Select HR Software Systems Support > HR/Workforce Analytics Access

   • Attach the completed Data Access Agreement

For detailed instructions on DAA completion, see the Data Access Agreement Completion Tips.

HR Analytics vs Workforce Analytics

Most Data and Insights Office data products are grouped into two main types: HR Analytics (reports) and Workforce Analytics (dashboards). Authorized users are able to access these products on demand. Additionally, some reports are delivered by subscription; some are provided on an ad-hoc basis upon receipt of a MyHR Service request. In all cases, the person requesting the data must be authorized to receive the data under FOIPPA.

HR Analytics (reports)

The BCPSA produces, manages and update HR Analytics reports which are hosted on the HR Analytics SharePoint. Users may view and/or download Excel-based reports. Reports are grouped into sections based on BCPSA program area alignment (e.g., Benefits; Classification) or user commonality (e.g., Strategic HR).

Workforce Analytics (dashboards)

The BCPSA produces, manages and updates a series of analytics dashboards which are hosted on the Workforce Analytics site. These dashboards enable approved users to explore and interact with data covering various topics (e.g., employee movement; course completion).

Data Product Menu in Confluence (in development)

The Data Product Menu is a listing of the DIO’s data products, including HR Analytics reports and Workforce Analytics dashboards. Each data product has an associated page where you can review what data the product contains, who the intended users are, and from whom you need approval for access. The search box in Confluence is another helpful feature to locate a report or variable. Interested in reports which contain information about FTEs? Type FTE into the search bar.

The HR Analytics report menu is available here.