Part of workforce Minimum Dataset collection vehicle guidance IT system user guidance
Appendix 1 valid data Items
Valid Data Items
| Name | Format | Description |
|---|---|---|
| ABSENCE_CATEGORY | varchar 255 | A high-level classification of absence |
| ABSENCE_REASON | varchar 255 | The reason given for the episode of sickness absence |
| ABSENCE_TYPE | varchar 255 | A further high-level classification of absence |
| APPRAISAL_DATE | date | The actual date that a review of an employee’s performance in their role takes place and the date on which their development plan is agreed |
| AVG_WEEKLY_HOURS_WORKED | decimal 15,5 | Only applicable for GPs and their practice staff |
| CONTRACTED_FTE | decimal 15,5 | The Full Time Equivalent (FTE) for an Assignment, to 5 decimal places |
| CONTRACTED_HOURS | decimal 15,5 | The number of hours an employee is contracted to work for an organisation in an Assignment or appointment, to 5 decimal places |
| CONTRACTED_SESSION | decimal 15,5 | The number of sessions an employee is contracted to work for an organisation in an Assignment or appointment |
| DATE_OF_BIRTH | date | The date on which the employee was born |
| DESTINATION_ON_LEAVING | varchar 255 | The item identifies the destination of an employee at the termination of his/her employment |
| EMPLOYEE_NUMBER | varchar 255 | A unique identifier for an employee on an organisation’s HR and/or payroll system. This unique identifier is required from all data providers for record linkage within their element of wMDS |
| EMPLOYING_ORG_CODE | varchar 255 | The code which identifies the NHS organisation acting as an employer |
| END_DATE_ABSENCE | date | The date of the last calendar day of a particular period of absence |
| END_DATE_CONTRACT | date | The date on which the employee’s fixed term or temporary contract is due to expire |
| END_DATE_LAST_WORKING_DAY | date | The date on which an employee left a particular assignment/appointment/post/position |
| END_DATE_ORG | date | The legal termination date of an individual’s employment with an employing authority. It is the date that appears on the P45 |
| END_DATE_REGISTRATION | date | The expiry date of an employee’s professional registration |
| END_DATE_WORK_PERMIT | date | The expiry date of a work permit |
| ETHNIC_ORIGIN | varchar 255 | The ethnic category to which an employee belongs, as determined by the individual employee |
| FORENAME | varchar 255 |
The first forename of the employee. For Medical and Dental staff only |
| GENDER | varchar 255 | The gender of the employee |
| GRADE_CODE | varchar 255 | unique identifier of payscale |
| GRADE_DESCRIPTION | varchar 255 | The narrative associated with a payscale code |
| GRADE_INCREMENT | varchar 255 | A point on a particular payscale |
| GRADE_TYPE | varchar 255 | An indicator to show whether the payscale is associated with a national or local negotiating body |
| HOME_POSTCODE | varchar 255 | The post code applicable to an employee’s address as recorded by the employee |
| JOB_ROLE | varchar 255 | A generic description of the job role associated with a position |
| NATIONALITY | varchar 255 | The nationality of the employee as declared by the individual on appointment or as advised by the individual in the course of employment (should they change their nationality). |
| NEXT_APPRAISAL_DATE | date | The expiry or end date of an employee’s job plan. |
| NI_NUMBER | varchar 255 | The National Insurance number for an employee. This unique number is issued to each employee by the Department for Work and Pensions and is retained for life. |
| OCCUPATION_CODE | varchar 255 | The standard NHS Occupation Code for a position (3 characters). This is a national coding system. |
| PDP_REVIEW_DATE | date | The date on which an employee’s Personal Development Plan review is due. |
| POST_NUMBER | varchar 255 | A unique number identifying a particular position within an organisation |
| REASON_FOR_LEAVING | varchar 255 | The reason why an individual’s employment with an employing authority has been terminated |
| REGISTRATION_BODY | varchar 255 | The name of a professional body that administers the registration of a health care professional or other professional |
| REGISTRATION_NUMBER | varchar 255 | The unique identification number given by the Professional Registration Body to the person who has been registered |
| REGISTRATION_STATUS | varchar 255 | The status of the professional registration, indicating whether it is valid or expired |
| REGISTRATION_TYPE | varchar 255 | The type of registration held with the Professional Registration Body |
| ROLE_CENSUS_NATURE_OF_CONTRACT | number (integer) | The nature of the employee’s contract (as required for the workforce census). This should be 1 – Full Time; 2 – Part Time |
| ROLE_HOSTED | varchar 255 | Provides information on the hosting arrangements of staff members by one organisation on behalf of another |
| ROLE_NUMBER | varchar 255 | An assignment is created when a person is linked to an Organisation, either as an applicant or as an employee. |
| ROLE_STATUS | varchar 255 | The status of an appointment or assignment |
| ROLE_TYPE_OF_APPOINTMENT | varchar 255 | This indicates whether an employee has a full time or part time contract |
| ROLE_TYPE_OF_CONTRACT | varchar 255 | The type of employment contract applicable to an employee’s assignment |
| SITE_CODE | varchar 255 | The code for a physical site in an employing organisation |
| SITE_NAME | varchar 255 | The name for a physical site in an employing organisation |
| SOURCE_OF_RECRUITMENT | varchar 255 | This item identifies the Source of Recruitment of an employee immediately prior to joining an employing organisation |
| STAFF_GROUP | varchar 255 | A grouping of related job roles |
| STANDARD_HOURS | decimal 15,5 | The standard hours for a whole-time appointment for the Grade, to 5 decimal places |
| START_DATE_ABSENCE | date | The date of the first calendar day of a particular period of absence |
| START_DATE_NHS | date | The date on which continuous NHS Service began, with no break greater than 12 months |
| START_DATE_ORG | date | The date of commencement of continuous employment with the employing organisation |
| SUB_SPECIALTY | varchar 255 | A registered sub-specialty which may be held by some Doctors in addition to their main clinical speciality |
| SURNAME | varchar 255 |
The employee’s surname. For Medical and Dental staff only |
| TERTIARY_AREA_OF_WORK | varchar 255 | This is the area, function or speciality where the work activity takes place |
| TRAINING_NUMBER | varchar 255 | An alphanumeric training number issued by the Postgraduate Dean to a trainee when a doctor in training has taken up or formally accepted a training programme as a Specialist Registrar |
| VACANCY_DAYS_UNFILLED | number (integer) | The calculation of the length of time an organisation has been recruiting to a vacancy using the formula: Vacancy End Date – Vacancy Start Date |
| VACANCY_END_DATE | date | The date at which an organisation stops actively recruiting to a particular vacancy |
| VACANCY_FTE | decimal 15,5 | The size of a vacancy measured in Full Time Equivalent (FTE), to 5 decimal places |
| VACANCY_START_DATE | date | The date at which an organisation starts actively recruiting to a particular vacancy. |
| VACANCY_STATUS | varchar 255 | The status of a vacancy |
| WORKPLACE_ORG_CODE | varchar 255 | The code which identifies the organisation in which an individual works as opposed to the organisation which holds their contract of employment. |
Last edited: 3 March 2023 5:06 pm