PCAT (Position Coding Automated Tool)

Position Details

Enter the following details for the position being coded

Position Salary

How to use PCAT

Answer all the questions on each screen and then click Next>
 

Position Details Screen

This descriptive information is collected to:

  • identify the position in the output report
  • allow monitoring of the system by the Public Service Commission
  • validate various components of the code

Service Functions

Please select the service functions for this position which represent SIGNIFICANT functions of the position. If none are significant, please select NEXT at the bottom of the page. You will only be able to select a MAXIMUM of 5 service functions.

Service Functions
Position Descriptions

Accommodation and Properties Management

Choose this statement where the position undertakes the following types of functions:

  • Accommodation leases
  • Acquisition
  • Disposal
  • Refurbishment
  • Security

Administrative Services

Many positions perform some clerical functions as part of their role.  Only use this code where these tasks are the main function of a position.  If the functions are undertaken as senior executive support, choose the ‘Senior Executive Liaison and Support’ category:

  • Document reproduction/printing
  • Hospitality/catering
  • Mail/courier services
  • Procurement
  • Purchasing
  • Stores
  • Switchboard
  • Telephone services.

Audit

Choose this statement for all audit or program review functions.  It does not  matter whether the audit is internal or external, financial or management.

Building and Grounds Maintenance

Choose this statement where the position is involved in any activity relating to building and grounds maintenance.  It does not matter what the nature of the buildings or grounds are.  The types of functions would include:

  • Gardening
  • Building repairs
  • Cleaning
  • Tradespeople working on maintenance activities (eg plumbers, electricians, etc)

Building/Construction

Choose this statement where the position undertakes functions relating to the building and construction of any structure.  This would include buildings, roads, bridges, dams, etc:

  • Building
  • Construction
  • Construction contract management
  • Refurbishment.

Change Management (staffing)

Choose this statement where the position undertakes any change management activities that relate to staff only.  If the change management does not relate to staff, you may either select the appropriate area (eg corporate and statutory accountability) or, where appropriate, no function.  The types of activities that would be included here are:

  • Change management (staffing)
  • Organisational development
  • Workforce planning.

Clerical Services

Many positions perform some clerical functions as part of their role.  Only use this code where these tasks are the main function of a position.  If the functions are undertaken as senior executive support, choose the ‘Senior Executive Liaison and Support’ category:

  • Correspondence management
  • Document formatting
  • Keyboard services
  • Organising meetings
  • Reception
  • Travel arrangements
  • Typing.

Corporate and statutory accountability

Choose this statement where the position undertakes functions that are high level strategic corporate governance, for example:

  • Corporate governance (systems/strategies)
  • Statutory and corporate accountability.

Corruption Prevention (relating to staff only)

Choose this statement where the position performs functions that relate to corruption prevention concerning staff.  Do not select this category if the corruption prevention relates to customers, suppliers, etc.

Data Entry

Choose this statement where the position undertakes any function relating to data entry.  It does not matter what the nature of the data is:

  • Data entry
  • Keyboard services.

Employment Screening

Choose this statement where the position carries out employment screening:

  • For staff
  • For other agencies.

Finance

Choose this statement where the position undertakes the following types of functions:

  • Accounts payable and receivable
  • External financial reporting
  • Finance systems administration
  • Financial accounting and reporting
  • Management accounting
  • Payroll
  • Reporting to Treasury
  • System accounting.

Fleet Management

Choose this statement where the position performs any functions relating to fleet management.  It does not matter whether the fleet is for the agency itself or for other agencies.  It does not matter whether the fleet is departmental cars or a fleet providing services to the public (eg buses, trains, ferries).  You would include here tradespeople involved in maintenance (eg mechanics, auto electricians, etc).

  • Acquisition
  • Disposal
  • Driving
  • Fleet operations
  • Leasing
  • Maintenance.

Government Information Public Access (GIPA)

Choose this statement where the position undertakes any functions relating to Freedom of Information.

Human Resources

Choose this statement where the position involves the following types of functions:

  • Employee relations
  • Establishments
  • HR systems administration
  • Industrial relations
  • Job and process reengineering
  • Occupational health and safety
  • Payroll
  • Personnel
  • Recruitment
  • Social justice
  • Staff development and performance management
  • Workforce planning & organisation development.

ICT Asset Management

Choose this statement where the position undertakes the following types of functions relating to IT asset management:

  • Acquisition
  • Disposal
  • Leasing
  • Maintenance.

Information Technology and Communications (ICT)

Choose this statement where the position undertakes any functions relating to information technology or communications.

  • Business systems and consultancy
  • Communications
  • Corporate systems support
  • Database administration
  • Desktop support
  • Help desk
  • IT client support services
  • IT contract & relationship management
  • IT training
  • Networks
  • PABX hardware and software
  • Systems development.

Legal Services

Choose this statement where the position provides any legal services or undertakes functions relating to legislation.  It does not matter who the customer of the position is.

  • Legal advice
  • Legislation
  • Review of legal documentation eg contracts.

Library

Choose this statement where the position performs any functions providing library services.  It does not matter who the users of the library are.

  • Collection management
  • Information access and reference services
  • Professional advice for information management
  • Training on retrieval techniques.

Marketing/Public Relations/Corporate Communications/Media Liaison

Choose this statement where the position undertakes the following types of functions:

  • Internal corporate communications
  • External corporate communications
  • Marketing
  • Media liaison
  • Public relations.

Ministerial Liaison and Support

Choose this statement where the position performs functions to support Ministers.  This can include secretarial support, Ministerial correspondence, liaison or project-related activities.

  • Ministerial correspondence
  • Ministerial liaison
  • Ministerial support.

Occupational Health and Safety

Choose this statement where the position undertakes the following types of functions:

  • Occupational health and safety management
  • Rehabilitation
  • Workers compensation claim management

Planning (Corporate or Strategic ONLY)

Be careful to choose this statement only where the position undertakes planning functions that relate to agency level corporate or strategic planning.  Do not include team or branch planning.

  • Agency level business planning
  • Corporate and business planning.

Procurement

Choose this statement where the position has any procurement functions.  It does not matter what the nature of the goods procured are.  If the goods procured are assets of the organisation, choose the appropriate asset code (eg accommodation or properties management, fleet management, IT asset management, etc).

  • Procurement for external projects
  • Procurement of core assets
  • Procurement of non-core assets.

Quality/Standards/Benchmarks

Choose this statement where the position undertakes the following types of functions:

  • Benchmarks
  • Quality assurance
  • Standards.

Receptionist

Choose this statement where the position provides receptionist services.  Do not include ‘front-desk’ customer service positions unless they also provide a significant proportion of receptionist duties.

Records Administration and Management

Choose this statement where the position involves the following types of functions:

  • Records administration
  • Records management development
  • Records systems administration.

Reporting (annual, corporate, to central agencies, performance monitoring ONLY)

Make sure you choose this statement only where the position undertakes reporting at a central level.  Do not include functions where the reporting is internal (eg a branch manager reporting internally on the activities of the branch).

  • Central reporting
  • Corporate annual reporting
  • Performance monitoring and reporting.

Rostering & Staff Scheduling

Choose this statement where the position involves any form of rostering or staff scheduling.  It does not matter about the nature of the positions which are being rostered.  Include:

  • Forecasting work volumes & generating staff requirements
  • Leave planning
  • Rostering
  • Staff schedules.

Security

Choose this statement where the position undertakes any security related functions.  It does not matter what type of security is provided.  Include:

  • Staff security
  • Building security
  • Collection security.

Senior Executive Liaison and Support

Be careful to choose this statement only where the functions are directly provided for the most Senior Executives of the agency.  Senior Executives encompass the highest structural levels of the organisation, but this does not mean all positions occupied by individuals graded as SES or equivalent.

  • Diary management
  • Keyboard services
  • Organising meetings
  • Travel arrangements.

Staff Services

Choose this statement where the position provides miscellaneous services directly to staff of the agency.  This could include:

  • Child care for staff
  • Staff canteens
  • Staff travel passes
  • Tipstaves
  • Uniforms for staff
  • Other services for staff.

Stores

Choose this statement where the position has functions relating to stores.  It does not matter what the nature of the stores are.

  • Ordering stores
  • Storage
  • Warehousing.

Training – ICT Training

Choose this statement where the position undertakes training in IT related areas.

Training – Professional Development or Occupation-Specific

Choose this statement where the position performs training in occupation-specific or professional development areas only.

  • Occupation-specific inservice training (eg Police Academy)
  • Professional development.

Training – Staff Development

Choose this statement where the position undertakes functions related to general training.  Do not choose this statement where the training is IT related or occupation-specific.  The types of activities could include:

  • Preparation of training materials
  • Staff development
  • Training and development (general).

Transport (eg buses, trains, etc)

Choose this statement where the position has any functions concerning the provision of transport.  It does not matter what the nature of the transport is.  This could involve aeroplanes, buses, cars, ferries, trains, trams, etc.  The types of activities include:

  • Driving
  • Conductors
  • Deck hands
  • Railway assistants.

If your question isn’t answered below, please see the Position Coding Guidelines for definitions, descriptions and examples.
 

How do I answer this question?

Look carefully at the list.  Make sure you tick only those statements which represent the significant functions of the position.  Include work which is undertaken at any level and is for both internal and external customers.  Also include work undertaken by managers, or policy and project work in these areas.

A function is usually only designated as significant where it occupies at least 30% of the usual working time of a position.

Select only one statement for each function.  For example, when coding a position which undertakes financial reporting you would select finance, not finance and reporting.

For most positions you will only select one statement.  For example, for an accounts clerk, you would select only finance.

Except in situations like the one described below, you would never select functions which occupy less than 30% of the position’s time.  This means that you would rarely select more than three statements.

Where a position undertakes a wide variety of functions this rule may not apply.  For example, an office manager who has responsibility equally for HR, finance, records, fleet, procurement and asset management.  In this case you would select all these functions, even though they do not occupy 30% of time.

It does not matter what the level or grade of the position is.  A Grade 1-2 Clerk that contributes to financial reporting will be assigned the same Service Function code as a Financial Accountant with ultimate responsibility for this function.  The occupation component of the Position Code will differentiate these positions.

You will be asked a series of questions which will determine both the primary and secondary codes.  Some codes will be assigned because you select them from the lists provided, others will be allocated, based on the rules built into the system.
 

What if the position does not work in any of these areas?

For most operational positions in agencies, the answer will be ‘no’ in all these statements.  Where this is the case, just hit NEXT at the bottom of the screen.

In this case, the service function codes will be automatically assigned to 91, 92 and Team and Position Customer Codes will both be assigned to 1 (External Customer).
 

What is the definition of functions within each of these statements?

To help you select the correct statements, select the Position Descriptions link above to expand a list of definitions and examples for each of the function areas in the list.

Service Functions

You selected Finance as a service function. Please select the specific service functions for this position in line with definitions and descriptions on pages 14-19 of the Position Coding Guidelines v2020 and examples on pages 34-40 of the Position Coding Guidelines v2020.
Service Functions

Service Functions

You selected Human Resources as a service function. Please select the specific service functions for this position in line with definitions and descriptions on pages 14-19 of the Position Coding Guidelines v2020 and examples on pages 34-40 of the Position Coding Guidelines v2020.
Service Functions

Service Functions

You selected IT / Information Technology and Communications as a service function. Please select the specific service functions for this position in line with definitions and descriptions on pages 14-19 of the Position Coding Guidelines v2020 and examples on pages 34-40 of the Position Coding Guidelines v2020.
Service Functions

Service Functions

You selected Records Administration and Management as a service function. Please select the specific service functions for this position in line with definitions and descriptions on pages 14-19 of the Position Coding Guidelines v2020 and examples on pages 34-40 of the Position Coding Guidelines v2020.
Service Functions

Additional Functions

Is at least 30% of the position’s time taken up in additional functions which are not included on the previous list?

Why am I being asked this question?

You are being asked this question to determine whether the position undertakes any significant functions other than those detailed on the previous list.

For example a position may carry out some clerical activities (included in the list) but also some client service functions (not included on the list).

The coding needs to take into consideration both these aspects of the work done by the position.

Time Spent on Additional Functions

Is more than 70% of the position’s time spent on these additional functions?

Why am I being asked this question?

You are being asked this question to determine whether the code needs to take into consideration the additional functions undertaken by the position.

For functions to be included in the code, the position needs to spend at least 30% of the usual working hours performing duties of this nature.

Significant part of the position’s role

You should select only those functions that are more than 30% of the position's usual working hours. If you answer NO, you will be returned to the Main Function screen and will need to unselect a service function before you will be able to continue.

Are each of the functions you selected a significant part of the position's function?

Why am I being asked this question?

You are being asked this question to determine the Position Customer Code. The responses you have provided for each Service Function will be combined to determine the final code.

How do I answer this question?

Select the statement that most accurately represents the time spent on all the functions listed.

Percentage of usual working hours

You should select only those functions that are more than 30% of the position's usual working hours. If you answer NO, you will be returned to the Main Function screen and will need to unselect a service function before you will be able to continue.

Does each of the functions selected take up 30% or more of the position’s usual working hours?

Why am I being asked this question?

You are being asked this question to determine the Position Customer Code. The responses you have provided for each Service Function will be combined to determine the final code.

How do I answer this question?

Select the statement that most accurately represents the time spent on all the functions listed.

Primary Service Functions

You have identified that this position undertakes more than one function. Please select which is the primary function of the position:

Primary Service Selections

Many positions undertake more than one function.  The position coding caters for this and captures information about both the primary and secondary functions.

You have already identified the functions which are undertaken by the position.  These are displayed in the list on the left-hand screen.  Please select the primary service function from the list by choosing the function on which the position spends the most time.

To do this, you will need to look past the position title and think about the tasks performed by the position.

Secondary Service Functions

You have identified that this position undertakes more than two functions. Please select which is the secondary function of the position:
Secondary Service Selections

Many positions undertake more than two functions.  The position coding caters for this and captures information about both the primary and secondary functions.

You have already identified the primary service function. Please select the secondary service function from the list by choosing the function on which the position spends the next largest amount of time.

To do this, you will need to look past the position title and think about the tasks performed by the position.

For further details about the specific functions in these areas, please see the Position Coding Guidelines for definitions, descriptions and examples.

Primary Service Function

Secondary Service Function

Position Customer

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Why am I being asked this question?

You are being asked this question to determine the position customer for this specific service function.

Your response for the primary service function will determine the correct position customer component of the code.

How do I answer this question?

Look carefully at all the statements listed.

Please select the position customer from the list by choosing the function on which the position spends the most time. 

What if none of these statements reflect the position

The displayed statements reflect the potential position customer for the Primary Service Function you just selected. If none of these statements are correct you should check that the service functions you have selected are correct. Select Reset below to reselect the main service functions. 

Please see the Position Coding Guidelines for definitions, descriptions, and examples.

Type of Duties

Does the position work in one or more of the areas listed below?
  1. Policy
  2. Planning
  3. Research
  4. Analysis
  5. Audit
  6. Quality Assurance / Control
  7. Marketing / Public Relations
  8. Senior Management

Why am I being asked this question?

The majority of positions across the sector are those which deliver an established service and will receive a ‘1’ code for ‘Type of Duties’. All positions which are not coded ‘1’ are found in the areas outlined in the question.

However, some of the positions in these areas may be coded ‘1’. If you answer ‘Yes’ to this question, you will be asked an additional question to determine the correct code.

Type of Duties

After referring to the Commentary, please select a code for Type of Duties. Compare this position to the examples in the Commentary. Then select the Type of Duties code.

If your question isn’t answered below, please see the Position Coding Guidelines for definitions, descriptions and examples.

Service Delivery Roles

Code 1 applies to those roles that are not involved in shaping directions but whose processes or tasks deliver a service. This includes both direct services to external customers (e.g., teacher, nurse) or services to internal customers (e.g., payroll processing, administrative support).

Most roles throughout the sector will receive a ‘Type of Duties’ code of 1.

Policy, planning, research, analysis, audit, or quality roles which are the core business of the agency but are not involved in ‘shaping’ directions for the agency or the sector are included (e.g., a research scientist providing research services for clients).

Process or task-oriented roles which contribute to strategic or developmental functions (e.g., data entry operators, laboratory assistants) are also included.

Only use this code if more than 70% of usual working hours are spent in service delivery tasks.

Shaping Roles

Roles which “shape” the delivery of services for the agency, other public sector agencies or the sector

Code 2 applies to roles which shape the service delivery, approach, directions or policies of the organisation, other public sector agencies or the public sector as a whole. This relates to both operational and corporate functions. The key elements are that:

• The role has functions of a strategic, planning or developmental nature, and

• the purpose of these functions is to shape the direction of one or more agencies or the sector

Roles which are coded 2 usually involve policy development, planning, research, analysis, audit, quality or marketing functions. Examples include policy officers, research officers, strategic planners, management auditors and publicity officers.

Where the core business of the agency involves the shaping of the service delivery, directions or policies of other agencies, or the sector, (e.g., in central agencies), roles with these functions are coded 2.

Only use this code if more than 70% of usual working hours are spent in shaping tasks.

Both Service Delivery and Shaping Roles

Some roles provide services which are a mix of both types of functions.

Only use this code if at least 30% of the usual working hours are spent in service delivery tasks, and at the same time at least 30% of the usual working hours are spent in shaping tasks.

Previously Coded Team Customer

You only need to determine a new Team Customer Code when a team is first established.
Have positions for other roles on this team already been coded?

The ‘Team Customer’ code is different from all other components of the Position Code because it relates to the function of the team in which the position sits, rather than the individual position itself.

All positions in a team will have the same ‘Team Customer’ code regardless of the nature of the position.

What is a Team?

Due to the variety in agency sizes, structures and range of services provided, it is difficult to provide a prescriptive methodology for defining ‘teams’ across the sector.  While teams are typically characterised by a common goal or purpose this can mean different things under different structures.

For Position Coding, the key criterion is that a team reports to one manager, has a defined role and common purpose, and is recognised within the agency as a cohesive unit for planning and reporting purposes.  Levels in the organisational structure of an agency are the key tool for defining teams, and an example is provided in Section 5.3 of the Guidelines.

How do I answer this question?

If other positions in this team have already had a “Team Customer” code allocated, that code will be used for this position.

If you select Yes, you will not be asked any more questions about ‘Team Customer’ and you will not receive a ‘Team Customer’ code at the end of this inquiry.  You will need to refer to the previous coding for the other positions and allocate that ‘Team Customer’ code when you enter the position into your HR System.

If you select No, you will be asked an additional question to determine the ‘Team Customer’ code.

Remember – you only have to determine the ‘Team Customer’ code once for all positions in the same team.

Team Customer

After referring to the definitions in the Commentary and the example in the Guidelines, select the Customer for the team in which this position sits. 

The team customer is

The definitions for the ‘Team Customer’ code are provided below.  To choose the correct code, you will need to refer to the Position Coding Guidelines for definitions, descriptions and examples. If you are unclear about the correct coding for this new team, look at previous coding to see how other teams in your agency are coded. 

External

This code is for:

  • Teams that provide, day-to-day, the direct services of the agency to external clients.  This will include teams that deliver services within decentralised parts of the organisation (eg in hospitals, branch offices, schools, etc), as well as any operational teams located in head office
  • Teams whose work shapes the delivery of the agency’s direct services, but do not provide the services day-to-day (eg operational policy teams, research teams, business development teams, media and marketing teams, and technicians).

External customers can be:

  • Members of the general public
  • Specific groups within the NSW community
  • Other State Government agencies where positions are delivering front-line services to them (eg Community Relations Commission providing interpreting services).  NOTE: This excludes positions which provide corporate services to other agencies (eg CCSU positions).
  • Other state government agencies where the position within agencies is engaged in whole-of-sector strategy or policy (eg Department of Premier and Cabinet, Treasury).

Internal

This code is for teams that support front-line service delivery by providing services or products for internal customers.

Internal customers can be:

  • The organisation itself
  • Personnel of the organisation
  • Central agencies where a position is engaged in routine reporting requirements.

The types of functional areas usually given this code are:

  • Governance
  • Library Services
  • Legal Services
  • Financial Services
  • Human Resources
  • Office Services
  • Asset Management
  • Information Technology and Communications

However, where these are provided to the public as the core business of the agency (eg. library services provided by the State Library) they should be coded as having external customers.

This code may include teams that are physically located in regional or local offices/branches.

Both Internal and External

Some teams provide services or products to a mix of both internal and external customers (eg. a legal team whose function is to provide internal legal advice for the agency as well as represent clients of the agency).

Only use this code when more than 30% of a team’s activity is directed towards internal customers, AND more than 30% is directed towards external customers.

Other Government Agencies (Corporate Services)

This code is for teams that provide corporate services to other government agencies (eg. teams in CCSU).

Both Internal and Other Government Agencies (Corporate Services)

This code is for teams that provide services or products to internal customers AND provide corporate services to other state government agencies  (eg. a payroll team that processes the payroll for the agency itself and for another government agency).

Use this code regardless of the amount of activity directed towards the two types of customers.