2019-2020 annual report data on data sa · page 6 of 15 public-ia-a1 click upload and select your...
TRANSCRIPT
Page 1 of 15 Public-IA-A1
Guide to publishing
2019-2020 annual
report data on Data SA
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Table of contents
1. Publishing access to Data SA ........................................................................................... 3
2. Logging on to Data SA ...................................................................................................... 3
3. Publishing an annual report dataset for the first time ........................................................ 4
4. Publishing 2019-2020 annual report data to an existing dataset ....................................... 7
4.1 Add 2019-2020 data to an existing dataset ................................................................ 7
5. Time-series data ............................................................................................................. 12
5.1 Publishing time series data ....................................................................................... 12
6. Preview CSV files ............................................................................................................ 15
6.1 Creating CSV files correctly ...................................................................................... 15
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1. Publishing access to Data SA
Access to Data SA can be granted by your departmental Primary Administrator.
For new organisations and publishers to be added to Data SA, refer to the Data SA
Toolkit.
2. Logging on to Data SA
Go to https://data.sa.gov.au and click on the Log in tab.
Enter your username and password.
If you have forgotten your password, or require assistance setting up a new publisher
email [email protected]
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3. Publishing an annual report dataset for the first time
Click on the Organisations tab (the below page will open)
Click on your Organisation
Click on the purple button Add Dataset.
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Complete the fields (note the filled in fields below for 2019-2020 annual report
data).
If Private is selected in the Visibility field, the dataset will be hidden. To release
the dataset, select Public.
Click Next: Add Data, at the bottom of the page. This will allow you to publish the
data.
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Click Upload and select your CSV file (an Excel file saved as the file type csv).
Complete the remaining fields, ensuring the Format selected is CSV.
Click Finish to complete the process or
Add your annual report hyperlink by clicking on Save and add another
o Click on Link and enter the URL for your online annual report eg
https://www.dpc.sa.gov.au/resources-and-publications/annual-reports/2018-19-
annual-report
o Complete remaining fields.
o Select HTML as the Format.
o Select Finish.
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4. Publishing 2019-2020 annual report data to an existing dataset
Once an annual report dataset has been created, annual report data can simply be added
each year as either a new resource or an amended resource for time-series data.
4.1 Add 2019-2020 data to an existing dataset
Open one of last year’s annual reporting datasets eg Fraud Detected.
Click on Manage to edit the dataset.
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Ensure the Description is up to date eg Machinery of Government changes are
reflected.
Update the Temporal Coverage To field to display 30 June 2020.
Ensure the Group selected is Government reporting and policy.
Click on Update Dataset at the bottom of the screen to save. You will return to the
dataset’s homepage (landing page).
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To load the 2019-2020 annual report data, click again on Manage.
Click on the Resources tab
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Click on Add new resource
Upload the 2019-2020 CSV file
Enter the resource (file) name and description including the year eg Fraud Detected
2019-2020.
In the Format field, type CSV.
When complete, click on Add to save the entry.
Consider adding another resource which contains the URL of your online annual
report.
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Use the URL from the dataset’s landing page for the Parliamentary papers. This will
ensure any changes made to your dataset in the future will not affect the published link
on your website or other documents.
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5. Time-series data
Where a CSV file has multiple years of annual report data and 2019-2020 data is being
added, the original CSV can be updated and re-published, however the filename must not
change. Changing the filename will result in a URL change for the resource, which is not
recommended.
5.1 Publishing time series data
The process to upload an updated CSV files is the same for adding any new resource,
except the file is first removed and then replaced.
Open you dataset
Click on Manage
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Click on Resources tab
Click on the resource you will be updating.
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Next to the File field, click on Remove. Note this file cannot be retrieved once
removed.
Click Upload and select the file to upload.
Update the description to include the time period for the data and click on Update
Resource.
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6. Preview CSV files
CSV files if created correctly will display in a preview screen on the resources page of Data
SA (see below). Users will be able to read the data from the web page without having to
download it.
6.1 Creating CSV files correctly
To create a CSV file that can be previewed on Data SA, there are some do’s and don’t’s:
do not format cells with borders, colours, bold or italics font
do not merge cells
do not use comments in cells
do not use dollar signs, commas, footnote symbols or other special characters
do not use formulas/macros
do not hide rows or columns
leave the worksheet name as Sheet1
keep all tables on one worksheet and separate each table with a single empty row
make sure your columns have headings
if there are no instances of fraud etc report zero (do not write NA or add notes)
save the spreadsheet as ‘the name of your organisation, type of Annual Report Data,
2018-19’ eg Department of Premier and Cabinet Fraud Detection 2018-19
when uploading the resource, type in the Format field, CSV.