How to gather the relevant data for a Workplace Gender Equality Agency (WGEA) report

FYI: As requirements and reporting processes may change, always refer to the WGEA website for a list of the required fields or information required, as well as the process to follow, to ensure your report's compliance.

If this type of report is relevant to your company, this article will guide you on how to gather the relevant data for the report.

Before you begin 

  • Ensure that you have added the Workplace Gender Equality Agency (WGEA) Reporting Fields. To learn more, see How to set up custom fields and categories that may be relevant for WGEA reporting.
  • For general guidance about reports, see how to create, view and manage a report.
  • Ensure that all reporting requirements are determined per the latest directives and are according to your organization’s needs as the following list and report categories may not include all the required questions or categories for your reporting purposes. 

How to create a report for Workplace Profile: Unit Level File

  1. From the left menu, select Analytics > Reports.
  2. Click + Add new > Report > Use a template.
  3. Search for and click Point in Time then click Generate.
  4. Under Date, specify the snapshot date. 
  5. Using the column picker, remove the existing fields in the template. 
  6. Search for and add the following fields:
    • Email
    • Display Name
    • Employee ID
    • Employment contract
    • Employment type
    • Date of birth
    • Site Zip/Post/Postal code
    • Base salary
    • Gender
    • Employing ABN (if added)
    • Occupational Category (if added)
    • Manager Category (if added)
    • Level to CEO (if added)
    • Graduate/ Apprentice (if added)
    • Industry Class (if added)
  7. Click Apply
  8. Under View by, select each Site in Australia. 
  9. Click Apply.  
  10. Click the settings icon and rename columns to align with the WGEA reporting columns, if relevant.  
    Example

    Original

    Rename

    Employee ID

    EmployeeID

    Employment Contract

    Employment Status

    Birth date

    Year of Birth

    Zip/Post/Postal code

    Postcode

  11. Click Apply.
  12. Click Save as
  13. Under Name, enter “WGEA - Workplace Profile: Unit level file.”
  14. Save to Company Reports>Pay & gender folder.
  15. Click Save.
    To export the data, click on the download report icon and select XLSX format.

You will now be able to use this information to fill out the Workplace Profile: Unit Level File. 

Note: Some data will need to be exported from other sources or data manipulation will be required to get it into the required format, e.g., Date of Birth > Year of Birth.

How to create a report for Workplace Profile: Payroll-aligned file

  1. From the left menu, select Analytics > Reports.
  2. Click + Add new > Report > Use a template
  3. Search for and click Point in Time then click Generate.
  4. Under Date, specify the snapshot date. 
  5. Using the column picker, remove the existing fields in the template using the x to the right of each field. 
  6. Search for and add the following fields:
    • Email
    • Display Name
    • Employee ID
    • Employment contract
    • Employment type
    • Date of birth
    • Site Zip/Post/Postal code
    • Base salary
    • Gender
    • Start date
    • Weekly hours
    • Employing ABN (if added)
    • Occupational Category (if added)
    • Manager Category (if added)
    • Level to CEO (if added)
    • Graduate/ Apprentice (if added)
    • Industry Class (if added)
  7. Click Apply
  8. Under View by, select each Site in Australia.
  9. Click the settings icon and rename columns to align with the WGEA reporting columns.  
    Example

    Original

    Rename

    Employee ID

    EmployeeID

    Employment Contract

    Employment Status

    Birth date

    Year of Birth

    Zip/Post/Postal code

    Postcode

    Weekly hours

    Ordinary Hours

    Start Date

    Employee Start Date

  10. Click Apply.
  11. Click Save as.
  12. Under Name, enter “WGEA - Workplace Profile: Payroll Aligned.” 
  13. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

You will be able to fill out the Workplace Profile: Payroll aligned file. 

Some data will need to be exported from other sources data manipulation will be required to get it into the required format, e.g., Fringe Benefits, Date of Birth > Year of Birth.

How to create a report for Workforce Management Statistics

For this report, ask yourself the following 7 questions. Each question is its own step in the overall process. Be sure to follow the instructions. 

Note: In each question's process, some data manipulation is needed to get it into the required table format. 

Tip: Create a pivot table.

Question 1: How many Employees were promoted?

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a template
  3. Search for and click Work history, then click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Email
    • First Name
    • Last Name
    • Display name
    • Effective Date
    • Change type
    • Employment contract
    • Employment type
    • Manager Category
    • Gender
  5. Click Apply.
  6. Under View by, select each Site in Australia.
  7. Click Apply.  
  8. Click Advanced
  9. Under Custom filters add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Change TypeEquals - Promotion

      Note: Do not have any other filter on other than Lifecycle status or Status to capture all records.

  10. Click Apply.

  11. Click Save as

  12. Enter the name “WGEA - Promotions.” 

  13. Save to Company Reports > Pay & gender folder.

To export the data, click on the download report icon and select XLSX format.

Question 2: How many employees were internally appointed?

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a Template
  3. Search for and select“Work History” and click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Employee Email
    • First Name
    • Last Name
    • Effective Date
    • Change Type
    • Employment Contract
    • Employment Type
    • Manager Category
    • Gender
  5. Once done, click Apply
  6. Under View by, select each Site in Australia.
  7. Click Advanced
  8. Under Custom filters add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Change Type - Equals - Lateral Move, Transfer

      Note: Do not have any other filter on other than "Lifecycle status” or “Status” to capture all records.

  9. Click Save as
  10. Enter the name “WGEA - Internal Appointments” and save to Company  Reports and Pay & gender folders.To export the data, click on the download report icon and select xlsx format.

Question 3 - How many employees were externally appointed?

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a Template
  3. Search for and select“Work History” and click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Employee Email
    • First Name
    • Last Name
    • Effective Date
    • Change Type
    • Employment Contract
    • Employment Type
    • Manager Category
    • Gender
  5. Click Apply
  6. Under View by, select each Site in Australia.
  7. Click Advanced
  8. Under Custom filters add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Change Type - Equals - New Employee

      Note: Do not have any other filter on other than Lifecycle status or Status to capture all records.

  9. Click Save as.

  10. Under Name, enter the name “WGEA - External Appointments.” 

  11. Save to Company Reports > Pay & gender folder.

To export the data, click on the download report icon and select XLSX format.

Question 4: How many employees voluntarily resigned?

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a template
  3. Search for and click Work History then click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Employee Email
    • First Name
    • Last Name
    • Effective Date
    • Reason Type
    • Lifecycle Status
    • Termination Date
    • Employment Contract
    • Employment Type
    • Manager Category
    • Gender
  5. Click Apply
  6. Under View by, select all sites in Australia.
  7. Under Lifecycle Status, select Terminated
  8. Click Advanced
  9. Under Custom filters add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Lifecycle status - Equals - Terminated
    • Reason Type - Equals - Voluntary
      Note: Do not have any other filter on other than Lifecycle status or Status to capture all records.
  10. Click Save as
  11. Under Name, enter “WGEA - Voluntarily Resignations.”
  12. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

Note: Some data manipulation is needed to get it into the required table format. 

If an employee is rehired, the termination date will appear as blank. However, you can identify the termination date from within the Employees lifecycle table.

Tip: Create a pivot table.

Question 5: How many employees were on primary carer's parental leave?  

Note: Applicable to paid and/or unpaid parental leave. 

How you report on parental leave depends on how it's recorded. Parental leave days can be requested and tracked using leave Flows. Periods of paid parental leave can also be recorded via the Time Off module.

Primary Parental Leave via Leave Flows

Note: Three separate reports are required. 

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a template
  3. Search for and click Lifecycle then click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Email
    • First name
    • Last name
    • Effective date
    • Leave End Date
    • Lifecycle status
    • Reason type
    • Leave reason
    • Employment contract
    • Employment type
    • Manager category
    • Gender
  5. Click Apply.
  6. Under View by, select all sites in Australia.
  7. Under Lifecycle Status, select Parental Leave.
  8. Click Advanced and under Custom filters select:
    • Effective Date - Equals - 1 April [Year]
    • Effective Date - before - 31 March [Year]
    • Leave Reason - Equals - Primary Carer
  9. Click Save as
  10. Under Name, enter “WGEA - Primary Parental Leave (Starting During Year).” 
  11. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

Repeat Steps 1-6 

  1. Click Advanced and under Custom filters select:
    • Effective Date - before - 1 April [Year]
    • Leave End Date - after - 31 March [Year]
    • Leave Reason - Equals - Primary Carer
  2. Click Save as
  3. Enter the name “WGEA - Primary Parental Leave (Current Year).” 
  4. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

Repeat Steps 1-6

  1. Click Advanced and under Custom filters select:
    • Effective Date - before - 1 April [Year]
    • Leave End Date - after - 31 March [Year]
    • Leave Reason - Equals - Primary Carer
  2. Click Save as.
  3. Enter the name “WGEA - Primary Parental Leave (Ending During Year).”
  4. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

Note: The three reports will need to be consolidated to identify all employees who have taken Primary Parental Leave. Some data manipulation is needed to get it into the required table format. 

Tip: Create a pivot table.

Primary Parental Leave via the Time Off module

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a Template
  3. Search for and click Approved Requests Summary then click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Email
    • First Name
    • Last Name
    • Policy Type
    • Start Date
    • End Date
    • Reason code
    • Employment contract
    • Employment type
    • Manager category
    • Gender
  5. Click Advanced and under Custom filters select
    • Effective Date - Equals - 1 April [Year]
    • Effective Date - before - 31 March [Year]
    • Policy Type
      Select all relevant parental leave policies (primary paid/unpaid).

      Note: Do not have any other filter on, other than "Lifecycle status” or “Status” to capture all records.

  6. Click More >  Save As.  
  7. Under Name, enter “WGEA - Primary Parental Leave.” 
  8. Save to Company Reports > Pay & gender folder.

Question 6: How many employees were on secondary carer's parental leave?  

Note: Applicable to paid and/or unpaid secondary carer’s parental leave. 

How you report on the secondary carer’s parental leave from Bob will depend on how it is recorded. Parental leave can be requested and tracked using leave flows whilst for periods of paid parental leave you may wish to utilize the Time Off module.

Secondary Parental Leave via Leave Flows

Where Secondary Parental Leave (Paid/Unpaid) is being recorded via Leave Flows, the following instructions will apply.  It will require creating three separate reports.

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a template
  3. Search for and click Lifecycle then click Generate.
  4. Click the column picker icon, and adjust the report column to include:
    • Email
    • First Name
    • Last Name
    • Effective date
    • Leave end date
    • Lifecycle status
    • Reason type
    • Leave reason
    • Employment contract
    • Employment type
    • Manager category
    • Gender
  5. Click Apply.
  6. Under View by, select all sites in Australia.
  7. Under Lifecycle Status, select Parental Leave.
  8. Click Advanced
  9. Under custom filters, add the conditions:
    • Effective Date - after - 1 April [Year]
    • Effective Date - before - 31 March [Year]
    • Leave Reason - Equals - “Secondary Carer”
  10. Click Save as
  11. Enter the name “WGEA - Secondary Parental Leave (Starting During Year).”
  12. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

    Repeat Steps 1-6

  13. Click Advanced
  14. Under custom filters add the conditions:
    • Effective Date - before - 1 April [Year]
    • Leave End Date - after - 31 March [Year]
    • Leave Reason - Equals - “Secondary Carer”
  15. Click Save as
  16. Under Name, enter “WGEA - Secondary Parental Leave (Current Year).” 
  17. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

    Repeat Steps 1-6 

  18. Click Advanced
  19. Under custom filters, add the conditions:
    • Effective Date - before - 1 April [Year]
    • Leave End Date - after - 31 March [Year]
    • Leave Reason - Equals - “Secondary Carer”
  20. Click Save as.
  21. Under Name, enter “WGEA - Secondary Parental Leave (Ending During Year).”
  22. Save to Company Reports > Pay & gender folder.
    To export the data, click on the download report icon and select XLSX format.

Note: The three reports will need to be consolidated to identify all employees who have taken Secondary Parental Leave. 

Secondary Parental Leave via the Time Off module

Where Secondary Parental Leave (Paid/Unpaid) is being recorded via the Time Off module, the following instructions will apply:

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a Template 
  3. Search for and click Approved requests summary then click Generate.
  4. Using the column picker, adjust the report column to include the following fields:
    • Email
    • First name
    • Last name
    • Policy Type
    • Start date
    • End date
    • Reason code
    • Employment contract
    • Employment type
    • Manager category
    • Gender
  5. Click Advanced
  6. Under custom filters, add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Date Range - between - 1 April [Year] - 31 March [Year]
    • Policy Type
      Select all relevant parental leave policies (secondary paid/unpaid).

      Note: Remove any other filter on Lifecycle status or Status to ensure you capture all records.

  7. Click More > Save As.  

  8. Under Name, enter “WGEA - Secondary Parental Leave.”

  9. Save to Company Reports > Pay & gender folder.

Question 7: How many employees ceased employment before returning to work from parental leave?

Note: This stands regardless of when the leave started. 

  1. From the left menu, select Analytics > Reports.
  2. Click on + Add new > Report > Use a template.
  3. Search for and click Lifecycle then click Generate.
  4. Using the column picker, adjust the report column to include the following fields:
    • Email
    • First name
    • Last name
    • Effective date
    • Lifecycle status
    • Reason type
    • Leave reason
    • Estimated Return from Parental Leave
    • Termination date
    • Employment contract
    • Employment type
    • Manager category
    • Gender
  5. Click Apply
  6. Under View by, select all sites in Australia.
  7. Under Lifecycle status, select Terminated.
  8. Click Advanced. 
  9. Under custom filters, add the conditions:
    • Effective Date - after - 31 March [Year]
    • Effective Date - before - 1 April [Year +1]
    • Estimated Return from Parental Leave - after - 31 March [Year]
    • Estimated Return from Parental Leave - before - 1 April [Year +1]

      Note: Do not have any other filter on Lifecycle status or Status as you want to capture all records.

  10. Click Save as

  11. Under Name, enter “WGEA - Leavers following Parental Leave.”

  12. Save to Company Reports > Pay & gender folder.

  13. Click on the download report icon and select XLSX format and export the data. 

  14. Identify where Termination Date is before their Estimated Return Date and delete all others.