C09025 Amalgamation algorithm

 

Staff Collection 2009/10

Version 1.0 Produced 2010-01-29 

Algorithm for amalgamating multiple contracts to a single record

Institutions in England have the option to amalgamate multiple contracts using a standard algorithm and return one record only.

This algorithm sets out how institutions who choose not to submit multiple contracts should prepare records for the contract table. This algorithm is only available for institutions in England and any institution which adopts this algorithm must:

  • Apply it across their entire return
  • Inform HESA in advance of the collection (by 31 July 2010) of their intention to do this.

The reference date should be either 31 July or the day on which the last contract ended.

RECID

The record identifier 09926 should be used where multiple contracts have been amalgamated to a single record. Where a record genuinely represents a single contract, the standard RECID of 09026 or atypical RECID of 09126 should be used.

INSTID

As returned on the person table.

CAMPID

This should be the campus where a contract is held on the reference date. Where two, or more, contracts are held on the reference date it should be the campus where most work is undertaken i.e. that with the highest FTE, where two or more campus' contribute the same FTE then that with the highest total monies paid should be returned, where this still results in a tie the institutions main campus should be returned.

STAFFID

As returned on the person table.

CONTID

This should be coded 1 in all cases.

TERMS

This should be the terms of employment of the contract held on the reference date. Where two, or more, contracts are held on the reference date, and more than one code is applicable, the code closest to 1 should be entered.

MOEMP

This should be the mode of employment of the contract held on the reference date. Where two, or more, contracts are held on the reference date, and more than one code is applicable, the code closest to 1 should be entered.

ACEMPFUN

This should be the academic employment function of the contract held on the reference date. Where two, or more, contracts are held on the reference date codes 1 and 2 should only be used if all contracts are teaching only or research only otherwise where an academic contract is held code 3 should be used. Code X should only be used where no academic contracts are held.

CONFTE

This should be the total FTE worked during the year on all contracts.

TCHMWLH

Code X should be returned.

SMPH

This should indicate whether the contract held on the reference date includes senior management/administrative responsibilities. Where two, or more, contracts are held on the reference date this field should be coded 1 if any of the contracts has such responsibilities.

SOBS, PSCAG, SSOBS

These fields should indicate the sources of basic salary considered over all contracts held during the reporting period.

SPOINT

Guidance will follow once the national scales are agreed.

SALREF

This should be the salary of the contract held at the reference date. Where two, or more, contracts are held at the reference date the salaries of the contracts should be added.

NHSCON

This should reflect whether the contract held on the reference date is an NHS joint contract. Where two, or more, contracts are held on the reference date the contract with the highest FTE should be returned, where two or more contracts contribute the same FTE, then that with the highest total monies paid should be returned.

NHSCONGR

This should reflect the NHS contract grade of the contract held at the reference date. Where two, or more, contracts are held on the reference date the highest, that is the code closest to 1, NHS grade of these contracts should be returned.

HSPEC

This should reflect the clinical specialty of the contract held on the reference date. Where two, or more, contracts are held on the reference date the contract with the highest FTE should be returned, where two or more contracts contribute the same FTE, then that with the highest total monies paid should be returned.

HEIJOINT

This should record whether the contract held at the reference date is a joint appointment with another HEI. Where two, or more, contracts are held at the reference date if any of them are a joint appointment the HEI concerned should be returned. If the joint appointments are with different HEIs the HEI with the highest FTE (as defined in CONFTE) should be returned, where two or more HEIs contribute the same FTE then that with the highest total monies paid should be returned, where this still results in a tie neither should be returned.

STARTCON, ENDCON

99991231 should be returned in these fields.

Activity, Cost centre, Proportion fields

Where any contract includes academic duties these must be returned. The remaining fields should reflect the two or three other activity and cost centre combinations that contribute the most FTE. Where there is a tie for the third largest portion that with the lowest SOC code should be returned, if this still results in a tie the lowest cost centre code (i.e. closest to 01) should be returned. The proportions should be scaled so that they sum to 100.

GRADID

This should be the grade of the contract held on the reference date. Where two, or more, contracts are held on the reference date the highest grade should be returned, currently this will mean the value closest to 01.

CLINICAL

This should be the status of the contract held on the reference date. Where two, or more, contracts are held on the reference date, and more than one code is applicable, the code closest to 1, but not 0, should be entered.

PROF

This should refer to the contract held at the reference date. Where two, or more, contracts are held on the reference date, this field should be coded 1 if any of the contracts would be coded 1.