Entering, validating and publishing data

The Data tab brings together the values of each BDESE fiscal year, theme by theme and section by section, from the two previous years (N-2, N-1) to the current year (N) and the three outlook years (N+1 to N+3). This is where social indicators are calculated from the HRIS, where HR and designated contributors complete the rest, and where the fiscal year is submitted, published and then read by the members of the works council (CSE). This article follows these actions in order; it is intended for HR, validators, contributors and CSE members.

Before you start #

• The BDESE module must be installed for your workspace and opened to you. The tab is reached through BDESE › Data.
• You need at least one database and one opened fiscal year. Otherwise the screen shows “No fiscal year opened for this database: open one in the Structure tab.” See Choosing a BDESE’s structure and designating contributors.
• Four rights in the role matrix share the tab: BDESE data entry (read at Access level; calculate, enter, validate and submit at Execute level), BDESE contribution (only the sections you are a designated contributor of), BDESE publication (publish, send back) and BDESE confidentiality (mark information as confidential, read the consultation log). CSE members and experts read through the Works council space right, read-only.
• Scope: you only see the databases of the entities your role covers. A contributor only sees the databases where they are designated.

Which sections to read for your role #

• HR (data entry): all sections, in particular “Calculating the social indicators”, “Completing a section”, “Tracking progress and validating sections”, “Submitting the fiscal year for validation” and “Marking information as confidential”.
• Validator (publication): “Reading a fiscal year’s data”, “Publishing or sending back a fiscal year”, “Downloading and exporting” and “The consultation log”.
• Designated contributor (CFO, CSR…): “Completing a section”, “Importing a section with its Excel template” and “Tracking progress and validating sections”.
• CSE member or expert: “Reading a fiscal year’s data”, “Showing a section as a chart” and “Downloading and exporting”.

Reading a fiscal year’s data #

1. In the reading bar, choose the database (BDESE list, if there are several), then the Year.
2. Choose the version in Version shown: Working state for those preparing the database, or “Version N of …”, followed by its date, for a published version. The list only appears when there is more than one choice.
3. To find an indicator, type in Search for an indicator; the search ignores case and accents. Clear the search brings everything back.
4. Click a theme or a section in the contents: it unfolds and the screen scrolls to it. On a phone, open the contents with the Contents button. A padlock badge shows the number of confidential indicators in a theme.
5. In each theme, the table crosses indicators and years; outlook columns are shaded. The legal content (themes, sections and indicators) is shown in French.

Each value carries a source badge: calculated (from the HRIS), imported (from the remuneration in the Payroll tab) or entered. Its tooltip gives the date. A broken-down indicator shows its total; click it (“Breakdown YYYY”) to unfold the cross table. A cell counting too few people is shown as “< N”, with the tooltip “Hidden by statistical confidentiality”; the grand total stays exact.

The fiscal year header shows “Last calculated on …” or “Never calculated”. If some automatic indicators cannot yet be calculated from the HRIS, a notice lists them: they remain to be entered.

What a CSE member reads #

A member never sees the working state: they read the latest published version, and can choose an earlier one. As long as no version is published, the screen shows “This fiscal year is not published yet.” Every reading of a published version is recorded in the consultation log.

Showing a section as a chart #

1. On a section header, click Chart; Table goes back to the table.
2. A numeric indicator is plotted as a line: Actual as a solid line up to N, Outlook as a dotted line beyond. A broken-down indicator is plotted as bars, N compared with N-1.
3. Next to the title, the change between N and N-1 is shown as a percentage (“Change YYYY / YYYY-1”).

Text or an attachment is not plotted. A cell protected by statistical confidentiality is never plotted: a note below the chart flags it.

Calculating the social indicators #

1. On the working state, click Calculate in the fiscal year header.
2. A message confirms the number of values calculated.

The calculation covers N-2, N-1 and N: outlook years are always entered. Social indicators are drawn from the database’s contracts, under statistical confidentiality; remuneration indicators are drawn from the paid remuneration in the Payroll tab (see BDESE payroll data). An entered value is never overwritten by the calculation. When the fiscal year is submitted or published, the button is greyed out: “Fiscal year submitted or published: its values are no longer recalculated.”

Completing a section #

1. On the section header, note its status (To complete, Completed or Validated) and the number of indicators filled in for year N.
2. Click Complete, whatever the section’s status. If you cannot enter data, the panel opens read-only, with its comments and attachments.
3. The entry panel opens on the right: one field per indicator and per year, “(outlook)” for the years ahead.
4. Type a value, then leave the field: it is saved and “Saved” appears. Formats such as “1 234,5”, “12 %” or “3.5” are accepted.
5. To erase an entry, clear the field. Under an automatic indicator, “Clearing hands back to the calculation.” reminds you that the calculated value will return at the next Calculate.

An unreadable value is refused (“A number is expected.”, “A percentage is expected.”). Fields are greyed out if the section is not assigned to you or if the fiscal year is submitted or published.

A table indicator #

Add rows with Row, fill in Label and Value, remove a row with its cross, then click Save.

An attachment indicator #

Upload the document in the panel’s Attachments section: click Upload a file (PDF, Word, Excel, OpenDocument, CSV or image, 20 MB at most). To remove a file, click its bin icon, then Remove.

Commenting #

In the Comments section, write in New comment, then click Comment. The thread belongs to the section and the fiscal year; a contributor only reads and writes in their own sections. No notification is sent for each comment.

Importing a section with its Excel template #

1. In the panel, click Excel template: the section’s file downloads, prefilled with the known values, with one line per indicator and one column per year.
2. Fill it in, then click Import and choose the file in Excel or CSV file.
3. The file is simulated straight away: “Simulation: … Nothing was written.” The table gives each line’s status: Ready, Conflict or Rejected, with its reason.
4. If there are conflicts, tick Replace existing values to overwrite them; the simulation runs again.
5. Click Import, then Close.

An unreadable value is rejected, never guessed. A file without the Code column and one column per year is rejected as a whole. Values imported with this template carry the entered badge.

Tracking progress and validating sections #

Above the themes, the data entry progress gives three figures: Sections completed, Sections validated and Indicators filled in for YYYY. The Progress by theme table details them, and the list “Sections awaiting their designated contributors” leads to each pending section. The What remains to be done button keeps only the sections not yet validated.

1. Contributor or HR: when the section is ready, click Mark as completed in the panel. Once their section is completed, the contributor no longer has this button.
2. HR: review the section and click Validate. Reopen sends it back to data entry.

A validated section can no longer be changed by the contributor: only HR can reopen it. The contributor sees at the top “You complete N section(s) assigned to you.”; the home page quick action Complete my BDESE sections leads them here.

Submitting the fiscal year for validation #

1. On the working state, click Submit for validation.
2. Read the confirmation: the values are locked, and a holder of the publication right, other than you and the authors of the entered values, will publish the fiscal year or send it back to you with a reason.
3. Click Submit. The status changes to Submitted for validation.

Holders of the publication right who cover the database are notified (bell and email), except the authors of the entered values.

Publishing or sending back a fiscal year #

These actions are reserved for the BDESE publication right, on a submitted fiscal year. Whoever submitted the fiscal year, or entered one of its values (by hand or by importing a section), cannot publish it: the button is greyed out, with the tooltip “Another holder of the publication right must validate”. Running Calculate does not prevent you from publishing: a calculated value has no author.

Publishing #

1. Click Publish.
2. Add a Comment if needed (first publication) or the Nature of the update (later version).
3. Click Publish. The version is frozen and becomes the one the members read; they are notified.

The version is kept for 15 years, or the period set by the agreement; the banner shows “Kept until …”.

Sending back #

1. Click Send back.
2. Fill in the Reason for sending back, which is mandatory, then click Send back.

The values reopen and the person who submitted receives the reason; the working state shows “Sent back: …”.

Correcting a published fiscal year #

1. On a Published fiscal year, click Open an update, then Open the update.
2. The status changes to Update in progress: enter and recalculate as usual, under the same structure.
3. Submit, then have it published: the update becomes the next version.

The previous version remains available to everyone, as it was delivered.

Marking information as confidential #

1. Click the Mark confidential padlock next to a section or an indicator. Themes cannot be marked.
2. Fill in Confidential until (today at the earliest) and the Reason, both mandatory.
3. Click Mark confidential.

Marking a section makes all its indicators confidential; to exclude one, open its padlock and click Exclude from the section’s confidentiality. Remove the mark lifts the mark. When reading, each marked item shows “Confidential until …”, and a banner reminds readers that CSE members and union representatives are bound to discretion (art. L2312-36) until the date shown. An expired mark no longer applies.

Downloading and exporting #

• Download the PDF: the fiscal year shown, watermarked with your name. The arrow next to it offers A single theme.
• Export: The whole fiscal year as PDF, Excel (one sheet per theme) or CSV, or A single theme in the chosen format. Confidential information is included and marked.
• Social report: as PDF or Excel, the seven statutory chapters drawn from the BDESE and the Training module, mandatory from 300 employees. It is not offered to contributors.

A contributor only exports their own sections; a member, the published version they are reading.

The consultation log #

1. With the publication or confidentiality right, click Show the log below the fiscal year.
2. The table shows the Date, the Reader, the Action (Viewing or Download), the Fiscal year and the Item. Filter by action if needed.

The log records every reading of a published version (once an hour per person for the same version) and every download. It shows the latest 500 lines.

Good to know #

• An entered value always prevails over the calculation. Clearing the field erases the entry; the calculated value returns at the next Calculate.
• The imported badge marks a value drawn from paid remuneration; a value from a section’s Excel template is entered.
• Whoever enters a value, by hand or by importing a section, becomes its author and will not be able to publish: plan for a second holder of the publication right. A calculated value has no author: running Calculate does not prevent you from publishing.
• A confidential mark applies to the database, across all fiscal years, and also to versions already published.
• PDFs carry your name as a watermark; spreadsheets carry it at the top.
• The statistical confidentiality threshold is set in BDESE settings; it applies from the next calculation.
• The legal content follows the law pack published by Illizeo; the screen flags when it is pending legal review.

Frequently asked questions #

Why is the Publish button greyed out? #

You submitted the fiscal year, or you are the author of at least one of its entered values (by hand or by importing a section). Running Calculate does not count: a calculated value has no author. Another holder of the publication right must publish.

A member sees “This fiscal year is not published yet”. What should I do? #

Members only read published versions. Submit the fiscal year and have a first version published.

The contributor can no longer change their section. #

It has been validated, and only HR can reopen it; or the fiscal year has been submitted or published.

Can a published fiscal year be corrected? #

Yes: Open an update, then submit and have a new version published. The previous one remains available.