Accredited official statistics

MOD biannual civilian personnel report - Background notes and glossary

Published 8 September 2022

Analysis Statistics civilian personnel definitions (from 1 July 2017)

Top Level Budgetary Areas (TLBs)	Civilian Level 0	Civilian Level 1
Bands/Grades
Civil Service Bands – Grade 6 to AA (Pay Bands B-E (Non-Industrials))	✔	✔
Skill Zone 1-4 (Industrials)	✔	✔
Retained Grades (including Analogue grades) and in particular: MOD police	✔	✔
Royal Fleet Auxiliary	✔	✔
Employment Category
Permanent and casual personnel	✔	✔
Full-time and Part-time personnel	✔	✔
Fixed Term Appointments	✔	✔
Status
Zero Pay	✔	✔
MOD personnel on outward loan paid by ODG	✔	✔
MOD personnel on outward loan paid by MOD	✔	✔
Personnel on secondment including to USAF/NATO/OCCAR/NETMA/FCO	✔	✔
Trading Funds
Bespoke Trading Entity personnel	✔	☓
Trading Fund and Executive Agency personnel	✔	☓
Locally engaged civilians	✔	☓
Other
OGD personnel on inward loan paid by OGD	☓	☓
Military personnel in civilian or civilian/military posts	☓	☓
Special Advisors	☓	☓
Contactors	☓	☓
Temporary personnel from employment agencies	☓	☓
Personnel in NDPBs	☓	☓
Non-Executive Directors	☓	☓

Grade structures

Since 1 April 1996 all departments and agencies have had delegated responsibility for the pay and grading of their employees, except for those in the Senior Civil Service (SCS). The MOD grades are shown here against levels broadly equivalent (in terms of pay and job weight) to the former service-wide grades.

As of February 2022 following the implementation of the MYHR personnel system MOD Main elements of the department are again reporting Civil Service wide grade structure.

Former MOD grades	Civil service-wide grades
SCS – Senior Civil Service	SCS – Senior Civil Service
B1 & equivalents	Grade 6
B2 & equivalents	Grade 7
C1 & equivalents	SEO – Senior Executive Officer
C2 & equivalents	HEO – Higher Executive Officer
D & equivalents	EO – Executive Officer
E1 & equivalents	AO – Administrative Officer
E2 & equivalents	AA – Administrative Assistant

Data quality & continuity

1. The United Kingdom Statistics Authority has designated these statistics as National Statistics, in accordance with the Statistics and Registration Service Act 2007 and signifying compliance with the Code of Practice for Official Statistics. Once statistics have been designated as National Statistics it is a statutory requirement that the Code of Practice shall continue to be observed.

2. All figures presented in this publication meet the standards of quality and integrity demanded by the Code of Practice for Official Statistics. Where figures do not meet the standard, they are deleted and shown in the table by the symbol “..”. Details of specific data issues are set out in the following paragraphs.

3. Civilian data on HRMS are a combination of fields mandated by Defence Business Services (DBS) organisation formerly the People Pay and Pensions Agency (PPPA) such as grade, with voluntary fields such as disability status or ethnicity. Civilian personnel complete these fields based on their self-perceptions but are under no obligation to complete these fields. It is not possible for Analysis Statistics (AS) to assess the accuracy or consistency of the declarations made by individuals within these fields. The effect of this on any analysis and interpretation is minimal, as any user of diversity information, whether in the MOD, another government department or general population is reporting on the self-declared perception of individuals. As such it is accepted that not only will diversity information change over time for a group of people, it may also legitimately change for an individual and hence variability within these data fields is expected.

4. Locally engaged civilians (LEC) data are provided by the main budgetary area of the MOD responsible for them. Improvements in the way in which LEC information is recorded have meant the actual FTE of part-time LECs are now available. As such, from January 2012 onwards LEC figures use these actual values where possible. Previously published LEC FTE figures from April 2010 to October 2011 were not revised as the effect was minimal compared to the resource required, so previous LEC FTE figures therefore assume a 0.5 FTE for all part-time personnel. The data are validated along the same lines as for core MOD civilian personnel. In the event of data being unavailable, the appropriate figures from the previous quarter point are carried forward as estimates. These estimates are not revised once actual figures become available, as late deliveries of data are typically from small TLBs and their effect on the figures is minimal. However, if substantial validation errors are later revealed, then the figures are revised.

5. FTE is the primary measure of strength, as the focus is on resource capacity and cost to the department (both determined by FTE). Headcount is used as the measure of inflow and outflow to demonstrate the actual number of personnel being recruited into and leaving the department. Furthermore, it is not possible to reconcile FTE strength with FTE flows, as the actual FTE of individual personnel fluctuates. Diversity is also considered on a headcount basis, as it is people, not hours, which are of concern.

6. Structural changes to the Top Level Budget areas have occurred during the time-series covered by this publication. In some cases this means that figures are not directly comparable across the whole period. To aid understanding of these changes and how they have impacted upon the figures the detail of these changes is provided here:

   i. As at 1 April 2015 approximately 2,000 posts within the Defence Support Group (DSG) Trading Fund have been privatised and transferred to the private sector via Babcock, approximately 450 posts covering the Defence Electronic Components Agency (DECA) transferred to HO&CS and are reported within the MOD Main TLB total within Level 1 as at 1 April 2015.

   ii. Defence Equipment and Support (DE&S) changed status as at 1 April 2015 and was reclassified as a Bespoke Trading Entity. It is reported outside Civilian level 1, but within level 0. Prior to this it was categorised as a Top Level Budgetary Area, which was part of the Civilian Level 1 total. For reporting purposes, DE&S will be reported as an extant TLB as at 1 April 2015 to allow comparable analysis of DE&S across the SDSR period covering 1 April 2010 to 1 April 2015. Civilian personnel strength for DE&S from 01 July 2015 onwards will be reported as a Bespoke Trading Entity.

   iii. As at 1 April 2018 approximately 1,160 posts transferred out of DE&S Trading Entity to form Defence Nuclear Organisation (DNO) as an Executive Agency, additionally approximately 80 personnel within DG Nuclear also transferred to DNO, moving from Level 1 to Level 0 reporting.

   iv. As at 1 April 2018, approximately 400 posts forming the Defence Electronics Components Agency (DECA) previously reported in Head Office & Corporate Services (HO&Cs) within Level 1 were reported separately as an Executive Agency within level 0, for improved consistency and transparency of data reporting.

   v. Rates are the number of people who join or leave the Department per 100 of the average headcount strengths, but all flows exclude the effect of net transfers between MOD Main TLBs, DE&S and Trading Funds.

   vi. Following changes to Industrial & Non-Industrial marker for some personnel in April 2019 data, minor changes have been made to previously reported values in Table 2 (FTE by Grade), Table 4 (Flows by TLB), Table 5B (Outflow by reason), and Annexes 2A - 2D (Inflow and Outflow by Gender and Ethnicity).

7. As of March 2022 the Department transitioned from the Human Resources Personnel System (HRMS) to the MyHR personnel system. All key data elements and fields were transferred, but revisions to data reporting systems may lead to changes in comparative data between the two systems, and may not be fully comparable.

Data sources

Analysis Statistics (DS) Civilian manpower statistics are compiled from several sources:

1. Core MOD Personnel – since April 2004 data for core MOD personnel are taken from the personnel system - Human Resources Management System (HRMS) on a monthly basis. DS use budgetary UINs and attribute people according to the budgetary area who pay them, using the Standing Data System hierarchy from Financial Management Information Systems.

2. Royal Fleet Auxiliary (RFA) - data are taken from the Magellan personnel system. Previously these data were taken from the CHIPS payroll system but moving to the Magellan system allows total personnel numbers to be reported, rather than purely those being paid.

3. Defence Equipment & Support (DE&S) Trading Entity - was reported as a bespoke trading entity on 1 July 2015 (prior to this it was reported as an extant TLB). Data for DE&S Trading Entity are currently taken from the Human Resources Management System (HRMS) on a monthly basis.

4. Trading Funds (and with effect from 1 July 2017 ‘Executive agencies’) - have their own bespoke HR system and provide a monthly extract which is formatted onto the HRMS system.

5. Locally engaged civilians (LEC) – individual TLBs are required to provide a quarterly return on the number of LEC employees. LEC data by country location in the main return is required and an internal data validation process is conducted to ensure these data are accurate.

Italic figures are used for percentages and other rates, except where otherwise indicated.

Background Quality Report

The background quality report provides more detailed information about the quality of data used to produce this publication and any statistics derived from that data.

MOD civilian personnel statistics: background quality reports

Changes to Ministry of Defence (MOD) personnel statistics

Frequency of publication

Analysis Statistics (Civilian) have completed a consultation on reducing publication of Quarterly Civilian Personnel Report (QCPR) from quarterly to twice a year for the following reasons:

• The information can still be provided to internal customers, but published less frequently, reducing the time spent on ministerial submissions and report commentary.

• To ensure best use of resource in a context of tightening resources and high levels of internal demand for analysis to contribute to improvements in the effectiveness and efficiency of the Armed Forces.

• To free up resource to spend on reactive ad hoc analysis to meet our policy customers’ requirements.

It is our assessment that this will not have a significant detrimental effect on transparency, accountability or informing public debate. The consultation ran from 21 April 2017 to 2 June 2017.

Following the conclusion of the consultation this publication will now be issued twice a year at April and October points.

The consultation process was in line with the UK Statistics Authority Code of Practice for Official Statistics Protocol 1 and the Civil Service Consultation Principles (2016).

Further details can be found at:

Changes to Ministry of Defence (MOD) personnel statistics

Contact Us

Analysis Statistics welcome feedback on our statistical products. If you have any comments or questions about this publication or about our statistics in general, you can contact us as follows:

Analysis Statistics (Civilian Personnel)
Email: Analysis-Civilian-Enquiries@mod.gov.uk

As at April 2022, the email address to contact the Analysis Civilian Branch has changed to Analysis-Civilian-Enquiries@mod.gov.uk.

If you require information which is not available within this or other available publications, you may wish to submit a Request for Information under the Freedom of Information Act 2000 to the Ministry of Defence. For more information, see:

The Freedom of Information Act

For general MOD enquiries, please call: 020 7218 9000

Glossary

Analysis Directorate : Previously reported as Defence Statistics.

Army TLB : (Previously reported as Land Forces) Performs a similar role to Navy Command within the context of trained Army formations and equipment.

Broader Banded & Civil Service Grade Structure: Analysis Civilian report personnel against their equivalence within the broader banded structure; SCS to E2 for non-industrials and Skill Zones 1 to 4, Industrial Firemen and Apprentices for Industrial personnel. Broader banded grading applies equivalence for all non-harmonised grade codes. This includes personnel in retained grade structures, (such as Lecturers) and personnel employed in analogue grade bands (such as civilian nurses employed against NHS grade codes), who have their own delegated pay schemes outside of the MOD National and London pay scales. Civilian Level 1: includes Top Level Budgetary areas, Royal Fleet Auxiliary, but excludes Trading Funds and Locally engaged civilians. This is generally used for MOD internal reporting and planning

Civilian Level 0: contains all those at Level 1 plus Trading Funds and Locally Engaged Civilians. This is used for external reporting, including National Statistics publications, Strategic Defence and Security Review Baseline, UKDS and Parliamentary Business.

Defence Equipment and Support (DE&S): is responsible for equipping and supporting the UK’s Armed Forces. They manage a vast range of complex projects to buy and support all the equipment and services that the Royal Navy, British Army and Royal Air Force need to operate effectively. They work closely with industry, including through partnering agreements and private finance initiatives. Their main responsibilities are: • the procurement and support of ships, submarines, aircraft, vehicles, weapons and supporting services • general requirements including food, clothing, medical supplies and temporary accommodation • inventory management • British Forces Post Office • Submarine dismantling project

DE&S was reported as a bespoke trading entity on 1 July 2015 (prior to this it was reported as an extant TLB). This means it is an arm’s length body of the Ministry of Defence with a separate governance and oversight structure with a board under an independent Chairman, and a Chief Executive who will be an Accounting Officer, accountable to Parliament for the performance of the organisation. It achieved full status for reporting purposes as at 1 April 2015.

Defence Infrastructure Organisation (DIO): established on 01 April 2011, it replaced Defence Estates and includes TLB property and facilities management functions previously situated within other TLBs.

Defence Science and Technology Laboratory (Dstl): is a MOD Trading Fund created on 1 July 2001. It supplies impartial scientific and technical research and advice to the MOD and other government departments.

Defence Statistics: On 1 April 2013 the Directorate formerly known as DASA split into two one-star analytical business areas within the Head Office Strategy Directorate - Defence Economics and Defence Statistics. These two business areas continue to provide National Statistics on Defence and other corporate information, forecasting, planning, consultancy, analytical research and advice to the MOD. See Analysis Directorate.

Headcount (HC): is a measure of the size of the workforce based on number of personnel employed rather than by their FTE proportion.

Head Office & Corporate Services (HO&CS): was established as at 1 April 2012. Lead areas of activity include Senior Finance Office (SFO) are responsible for ensuring that decisions are taken with due regard to affordability and value for money, acting as Head of Establishment for London HO Buildings and associated support requirements, Production of the Department’s Resource Accounts and Governance support for MOD Trading Funds.

HQ Air Command: incorporates the RAF’s Personnel and Training Command and Strike Command with a single fully integrated Headquarters, which equips the RAF to provide a coherent and coordinated single Air focus to the other Services, MOD Head Office, the Permanent Joint Headquarters and the rest of MOD.

Hydrographic Office: is responsible for surveying the seas around the UK and other areas to aid navigation.

Joint Forces Command (JFC): See UKStratCom

Land Forces: See Army TLB

Locally engaged civilians (LEC) - LEC employees are recruited overseas exclusively for employment in support of the UK Armed Forces deployed in a particular overseas theatre and on terms and conditions of service applicable only to that overseas theatre or Administration. LECs are also employed on terms and conditions analogous with local employment law and market forces, and not those of the UK.

Previously LEC figures included dependents of UK military personnel or UK-based civilian staff employed in overseas theatre (who are sometimes separately identified as UK Dependents). However, to reflect the different terms and conditions of these personnel, UK Dependents will not be included in LEC figures from October 2013. LECs are not civil servants. LEC data are provided by Top Level Budgetary areas quarterly to DS requirements.

Met Office: the UK’s National Weather Service, has a long history of weather forecasting and has been working in the area of climate change for more than two decades. Formerly a Trading Fund within the Ministry of Defence, in Autumn 2011 it ceased to be part of MOD and is now a Trading Fund within the Department for Business Innovation and Skills (BIS).

Ministry of Defence (MOD): This United Kingdom Government department is responsible for implementation of government defence policy and is the headquarters of the British Armed Forces. The principal objective of the MOD is to protect the United Kingdom and its values and interests abroad. The MOD manages day to day running of the Armed Forces, contingency planning and defence procurement.

Navy Command: is the TLB for the Naval Service. As at 1 April 2010 Fleet TLB was renamed to Navy Command. Fleet TLB was formed on 1 April 2006 by the merger of the Commander-in-Chief Fleet and the Chief of Naval Personnel/ Commander-in-Chief Naval Home Command.

Non-industrial personnel: Civilian personnel who are not primarily employed in a trade, craft or other manual labour occupation. This covers a wide range of personnel undertaking work such as administration, analysis, policy, procurement, finance, medical, dental, teaching, policing, science and engineering.

Royal Fleet Auxiliary (RFA): is a civilian-manned fleet, owned by the MOD, which supports Royal Navy ships around the world, supplying warships with fuel, ammunition and supplies. The RFA fleet is fully integrated into the RN’s command and control system and forms a vital part of maritime operations.

Top Level Budgetary Area (TLB): are the major organisational groupings of the MOD directly responsible for the planning, management and delivery of departmental capability.

Trading Funds: were introduced by the Government under the Trading Funds Act 1973 as a ‘means of financing trading operations of a government department which, hitherto, have been carried out on Vote’. They are self-accounting units that have greater freedom than other government departments in managing their own financial and management activities. They are also free to negotiate their own terms and conditions with their personnel and for this reason their grading structures do not always match that of the rest of the Ministry, and this is reflected in some of the tables.

Until October 2011 the MOD had four Trading Funds - the Defence Support Group, Dstl, the UK Hydrographic Office and the Met Office. As of 1 October 2011, the Met Office transferred their responsibility from MOD to the Department for Business, Information and Skills (BIS). As at 1 April 2015 the Defence Support Group was privatised, with approximately 2,000 posts transferring to Babcock.

UKStratCom (formerly Joint Forces Command (JFC)): was established at 1 April 2012 to ensure that a range of military support functions covering medical services, training and education, intelligence and cyber are organised in an efficient and effective manner to support success on operations, supporting investment in joint capabilities, strengthening the links between operational theatres and top level decision making. Joint Forces Command achieved Full Operational Capacity as at 1 April 2013, absorbing additional support roles from lead service TLBs. As of October 2019 JFC changed their official title to UKStratcom.