# Form 06 — Data Dictionary and Completion Rules

## A. Minimum fields for the monthly register

| Field | Required value | Completion rule |
|---|---|---|
| `template_version` | `1.0` | Do not change unless Site Safety UAE issues a revised template. |
| `benchmark_site_id` | Assigned ID | One project/site only. Do not use a company portfolio ID. |
| `reporting_month` | `YYYY-MM` | Use the calendar month in Gulf Standard Time. |
| `submission_id` | Unique controlled ID | Keep the same ID for all rows in one initial submission. A correction receives a new submission ID and references the old ID in Form 04. |
| `workforce_group_ref` | Non-identifying code | Example format `DIR-01`, `LAB-02`, or `SUB-03`. It must match the Coverage Profile. Do not use worker names. |
| `coverage_scope` | `included` or `excluded` | Only `included` rows are used for benchmark worker-hours. Excluded groups normally need no monthly row unless an exception is being documented. |
| `employment_relationship` | Controlled value | `direct_employee`, `labour_supply_worker`, `subcontractor_worker`, `site_office_management`, or `other`. |
| `hours_source_type` | Controlled value | `time_and_attendance_export`, `payroll_timesheet_export`, `certified_subcontractor_return`, `controlled_manual_summary`, or `estimate`. |
| `source_quality` | Controlled value | `actual_system`, `actual_payroll_timesheet`, `certified_subcontractor`, `controlled_manual_summary`, or `estimated`. |
| `source_period_start` / `source_period_end` | Dates | Must fall within the reporting month. If a payroll cycle differs, record the source period and explain any allocation in notes. |
| `worker_hours` | Non-negative number | Actual work hours only. Do not use planned, paid-but-not-worked, annual-leave, or standard-roster hours as actual hours. |
| `average_workers` | Non-negative number or blank | Useful context only. It is not a denominator substitute. Use the arithmetic average of daily covered workforce where available. |
| `active_days` | Integer 0–31 | Number of calendar days where covered work occurred. A zero-hour active month requires an explanation. |
| `source_record_ref_private` | Private report/document reference | Do not attach raw payroll or employee data. A secure report ID, file hash, or internal record reference is sufficient. |
| `incident_coverage_confirmed` | `yes` or `no` | `yes` only when incident data cover the same workforce group and site boundary. |
| `estimate_flag` | `yes` or `no` | Must be `yes` whenever `source_quality` is `estimated`. |
| `exception_id` | Exception ID or blank | Mandatory for estimates, source gaps, late corrections, duplicated-record risks, and scope changes. |
| `certifier_ref_private` | Role/name reference held privately | Shows who can verify the source; not used in the public dataset. |
| `submission_notes` | Brief factual note | No personal data or incident narrative. |

## B. Controlled exception types

| Exception type | Use when | Default interim treatment |
|---|---|---|
| `missing_subcontractor_return` | An active subcontractor has not supplied its certified hour return. | Exclude affected group and linked incidents from primary rate until correction. |
| `system_outage` | A timekeeping/payroll system extract is unavailable or incomplete. | Controlled manual summary or limited estimate; status requires review. |
| `estimated_hours` | Hours are derived from a documented estimate rather than a source record. | Count toward estimated share; exclude month if total estimates exceed 5%. |
| `late_incident_case` | A case was identified or reclassified after the normal data freeze. | Correct the affected month via resubmission. |
| `scope_change` | Workforce group, project boundary, or incident-coverage population changed. | Review comparability; may exclude from like-for-like trend. |
| `duplicate_risk` | A worker group may be in more than one site or employer return. | Hold affected hours from primary rate until resolved. |
| `source_mismatch` | Incident and worker-hour populations do not align. | Exclude affected population from primary rate. |
| `other` | Any material issue not above. | Benchmark administrator reviews. |

## C. What counts as source-supported

| Source quality | Counts as source-supported? | Condition |
|---|---|---|
| `actual_system` | Yes | Time-and-attendance or approved digital timesheet export covers the worker group and period. |
| `actual_payroll_timesheet` | Yes | Payroll/timesheet record describes actual hours worked for the worker group and period. |
| `certified_subcontractor` | Yes | The annex is signed or digitally authorised by an accountable subcontractor representative and identifies the underlying source. |
| `controlled_manual_summary` | Conditional | Allowed only under documented temporary exception and methodology review. |
| `estimated` | No | Must be transparently recorded; cannot be routine reporting. |

## D. Site-level eligibility calculations

Use these calculation rules for the monthly attestation. The benchmark administrator recalculates them from the submitted rows.

```text
Total worker-hours = sum(worker_hours) for included rows
Estimated worker-hours = sum(worker_hours) where source_quality = estimated
Source-supported hours = sum(worker_hours) where source_quality is actual_system, actual_payroll_timesheet, or certified_subcontractor
Estimated share (%) = 100 × estimated worker-hours ÷ total worker-hours
Source-supported share (%) = 100 × source-supported hours ÷ total worker-hours
```

A primary-rate eligible site-month has source-supported share of at least 95%, estimated share no greater than 5%, full incident-population reconciliation, and no unresolved duplicate or material coverage exception.

## E. Examples of correct and incorrect reporting

| Situation | Correct treatment | Incorrect treatment |
|---|---|---|
| A direct employee worked 10-hour shifts on site, including overtime. | Include the actual 10-hour shifts from time-and-attendance. | Report only contractual 8-hour shifts or exclude overtime. |
| A subcontractor’s crew worked onsite but its return is late. | Open `missing_subcontractor_return`, hold the affected group from primary rate, and correct when certified record arrives. | Guess 26 days × headcount × 8 hours without declaring an estimate. |
| A worker is registered under a labour-supply provider but supervised by the main contractor. | Report once under the labour-supply group if that group owns the source return. | Report in both direct and labour-supply ledger rows. |
| A site had no covered work in a calendar month. | Submit Form 04 with a verified inactive/zero-hour return, if the site remains enrolled. | Omit the month without explanation. |
| The incident register covers subcontractor workers but their hours were not received. | Declare `source_mismatch`; do not use their incidents/hours in primary rate until resolved. | Keep the incidents in the numerator and omit the subgroup’s hours. |

## F. Retention and privacy rules

Retain local supporting exports and approvals for at least the period established in the Benchmark Charter and applicable contracts. The benchmark submission should contain only the minimum controlled data listed here. Direct identifiers and original source documents remain with the participating organisation unless a secure, separately authorised assurance review requires limited access.

The UAE’s Personal Data Protection Law establishes controls around personal-data processing and confidentiality.[1] Data minimisation is therefore a design requirement, not an optional feature.

## References

[1]: https://u.ae/en/about-the-uae/digital-uae/data/data-protection-laws "UAE Government: Data protection laws"
[2]: https://ilostat.ilo.org/methods/concepts-and-definitions/description-occupational-safety-and-health-statistics/ "International Labour Organization: Occupational Safety and Health Statistics"