Data Access Agreement Completion Tips
- Claire Miller
This page provides information on how to complete the Data Access Agreement.
February 2025: The Data Access Agreement is now available via e-form: https://forms.office.com/r/rrWxGWDKWZ
Terms of the Data Access Agreement
This is what you as a user are agreeing to:
I, the undersigned, require access to the BC Public Service Agency’s workforce data. As a condition of my access, I agree to the following terms:
I will not share raw data with unauthorized users. You may share results of analyses such as reports produced provided the results do not identify individual employees, subject to this Agreement. All use and dissemination regardless of level of access is subject to applicable legislation and privacy policy and guidelines.
I will only use the data to carry out the duties of my employment as per section 32(a) of FOIPPA (Freedom of Information and Protection of Privacy Act).
To protect the privacy of individuals, very small population numbers must be suppressed (masked) to prevent the identification of individuals. This includes individual datasets or reports which could be combined to reveal personal information. Consult your Ministry Privacy Officer if unsure.
I acknowledge access to the data is not equivalent to a right to report out on the data. I will seek guidance from my supervisor and/or the applicable program area responsible to ensure correct understanding and interpretation prior to use.
If I intend to publish or disseminate a report, table, PowerPoint, analysis or data product, I will indicate the source of the data, the date on which the data were accessed, will include data notes to aid understanding, if applicable, and will attach contact information (e.g. name and title; work unit and organization).
If I create products (e.g., with Power BI) using data to which I have been granted access, I acknowledge I am responsible for ensuring appropriate security permissions and access controls are in place and that anyone to whom I grant access is aware of the terms of use, consistent with this Agreement and applicable legislation and privacy and policy guidelines.
If I intend to publish a report using data pertaining to a ministry or organization outside of my client ministry(ies), I will provide the draft report or section of the report to the source ministry(ies) responsible, with a description of how the data have been used. The ministry HR Executive Director (or delegate) will have 14 calendar days to review and comment on the report before it is released. Published reports using HR data pertaining to another ministry must indicate the source of the data, the date on which the data were obtained, how the data were used, and the organization responsible for the report.
I will store data securely as per s.30 of FOIPPA and the BC Government’s Information Security and Appropriate Use Policies.
If I change positions or if I no longer require access, I will submit a MyHR request to advise of this change in my status as per BC Government off-boarding procedures.
10. All access requests may be subject to review and approval, at the discretion of the BCPSA’s Chief Data Officer (CDO).
Completion tips
Field in DAA
| What it means |
|---|---|
Name of User | your first and last name |
Work Email Address | work email address |
Position Title | your current position title |
Organization | your organization |
Branch | your branch, if applicable |
Division | your division, if applicable |
Date | date you sign the agreement |
Access Required | Do you need access any HR Analytics reports? If so, select HR Analytics. Dashboards? If so, select Workforce Analytics. There are other options like subscriptions, LR Practitioners' website, PDP administrator access and ERAP Portal access. |
Indicate specific organization/business unit(s) or government-wide access | List the organization(s) / business unit(s) to which you need access. Some users may only need access to certain division(s) / branch(es). Those should be listed here. Levels of Access:
|
Provide sufficient detail about the dashboards, reports, report groupings or data required. | Provide the dashboard titles and the reports by name. If you need access to all reports in a quick link / grouping, write the quick link name here. See the HR Analytics and Workforce Analytics menus if you are not sure or ask your supervisor. |
Provide clear rationale for access | Note why you need the data. |
Note duration of access | Access to data products can be temporary or on-going and can vary by product. |
Access End Date | If you need short-term access, provide the end date for your access. If access is on-going, no date is required |
Access Approvals
Approvals - Name of User’s Supervisor, Date and Signature | E-signatures are fine. Your supervisor signs as they are responsible for data access for your position and oversee appropriate use of data. |
User’s Executive Director | Your Executive Director (or equivalent role) must sign the agreement. It is also acceptable for their approval to come via email, a copy of which must be submitted with your MyHR Service Request. A user may have to secure additional approvals if they request access to a data product under the jurisdiction of a program area. Some BCPSA positions have role-based access control in place, in which case only the user and supervisor signatures are required as access is pre-determined and pre-approved. Note: If the user requesting access is an Executive Director, no ADM approval signature is required. Your access request is overseen by the Chief Data Officer, BCPSA. |
HR Analytics Access Authority Matrix
Refer to the matrix to see the approval levels required for the access you request.
An important note about HR Analytics Security
Users may be granted access to report groupings (such as “Strategic HR”) and/or individual reports within one or more report groupings, based on the need to know. User report access may be segmented to provide data at the organization or Pay-List level(s).
The organization access selected applies to all the reports to which a user may be granted access. It is not possible at this time to have one organization view for one report and a different organization view for another report.
Notes
all data access is subject to review and approval by the BCPSA’s Chief Data Officer
if you change roles, you must notify the BCPSA via a MyHR Service request. Your data access is specific to your position and cannot be ported over to a new role.
The Data and Insights Office, BCPSA, runs weekly reviews to check for role changes in the event we have not been notified. If an employee has changed roles, the BCPSA turns off access until a new DAA is submitted.
Data and Insights Office team members are here to help. Have questions about data products, data access or our Confluence wiki? Send us a MyHR Service request. From MyHR, click HR Software Systems Support > HR/Workforce Analytics Access.