Version 1.0 Produced 2011-09-01
The document below is designed to guide institutions through the stages of data submission for the Finance Statistics Return with HE-BCI Survey.
Please note that the return date deadline for the collection has this year been brought forward to 15 December 2011.
|From August 2011||Institutions' local preparation|
|October 2011||C10031 preparation guide|
|Late November 2011||C10031 data collection opens|
|15 December 2011||Send HESA copy of published accounts|
|15 December 2011||Return date|
|15 December 2011||Nil Return confirmation deadline|
|15 December 2011 to 17 January 2012||Data quality checking period|
|17 January 2012||Last submission and sign-off|
Institutions should read the C10031 FSR with HE-BCI coding manual and associated documentation for details of the requirements for the return.
If you have any queries with the requirements for C10031 please contact Institutional Liaison at firstname.lastname@example.org.
In advance of the main collection HESA releases a preparation guide. This guide provides further guidance of the requirements for the collection year, with particular reference to any areas HESA's statutory customers wish institutions to pay particular attention to during coding and submission. The preparatin guide will be made available at Finance/HE-BCI record circulars.
Notification of the publication of this circular will be sent to the FSR with HE-BCI record contact at your institution, and circulated on sector mailgroups such as the Admin-HESA JISC mailgroup. If you would like to join Admin-HESA please contact Institutional Liaison.
The C10031 collection database opens on the HESA data collection system two weeks ahead of the return date providing institutions with opportunity to test files ahead of the return date deadline.
Both the 10031 FSR and 10032 HE-BCI Part B are required to be submitted in the format of an Excel workbook. The templates for these records should be downloaded from the Downloadable files section of the C10031 coding manual. Please note that data must be returned to HESA on the templates provided. The 10033 HE-BCI Part A record takes the form of a web survey which will be accessible from the HESA data collection system when the collection opens in November. This form will be pre-populated where relevant with the data submitted by the institution in last year's survey.
Access and PIN codes for this system will be distributed to the FSR with HE-BCI record contact at your institution when the system opens.
HESA monitors all transactions on the system to ensure institutions are progressing reasonably and not encountering difficulties. If you require assistance with the submission process, please contact Institutional Liaison.
Institutions in Wales and Scotland are requested to send a copy of their published accounts to Institutional Liaison at HESA as soon as they become available, and no later than 15 December 2010. (The published accounts for institutions in England and Northern Ireland will be forwarded to HESA by HEFCE by this date).
Institutions are required to send complete data that has passed commit-stage validation to HESA by 15 December 2011.
To meet this deadline institutions are required to submit and commit all three components: 10031 FSR, 10032 HE-BCI Part B, and 10033 HE-BCI Part A. For those institutions in Scotland opting not to participate in the HE-BCI survey a Nil return form will be required.
HESA FSR with HE-BCI record contacts need to co-ordinate submission of all three components to ensure the deadline is met.
A single validation failure will result in no data being imported into the system. Data which fails validation will not be considered to have been returned to the HESA.
The completion of the HE-BCI survey is not compulsory for institutions in Scotland. All institutions in Scotland are required to complete a Nil Return form to indicate whether or not the institution will be submitting HE-BCI part A and B. This form will be made available to download from the C10031 coding manual. All institutions in Scotland are required to complete and return this form to Institutional Liaison by 15 December 2011.
A successful COMMIT will generate several reports containing managment information that institutions will need to review to assess data quality. These reports for review are:
|Check documentation||This Excel workbook contains a series of tables presenting much of the submitted data to enable institutions to check that their submission presents their institution as expected. The 10031 FSR check documentation includes a cross-comparison of the use of cost centres between the Staff record, Student record and FSR. Record contacts are encouraged to liaise with colleagues responsible for these other returns to ensure commonality in use of cost centres.|
|Check documentation compare facility||This icon is available against every recommit made by the
institution. This icon higlights changes between the two most recently
processed commit transactions. Cells highlighted in colour
denote a change, by hovering the mouse over this cell the plus/minus
difference between the two figures can be viewed.
||This report details any COMMIT-stage validation errors/warnings triggered by the submission.|
Institutions are required to review the reports and to resubmit data in order to resolve data quality issues. Institutions can contact Institutional Liaison throughout this period to request their data is decommitted in order to make adjustments to the submission. The data quality checking period is an iterative process during which institutions may need to submit, commit, review and decommit their data several times to ensure the final submission is credible.
During this period Data Analysts at HESA will also examine data committed by all institutions. If any anomalies are found queries will be raised through the Minerva DQ database. Nevertheless institutions are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own institution. As a consequence institutions are required to either resubmit their data to amend these anomalies, or provide an explanation through Minerva as to why these apparent anomalies are genuine.
As part of the quality checking process HESA will also undertake analysis referencing the institution's published accounts. For institutions in England and Northern Ireland comparative anaylsis will also be undertaken referencing the electronic accounts submitted to HEFCE. HESA FSR with HE-BCI record contacts need to co-ordinate submission of all three components to ensure commonality of reporting.
Upon satifactory completion of this process data will be set to credible.
In order to meet obligations for hand-over of data to its customers, HESA needs to receive all data files by 17 January 2012.
As part of the data quality assurance procedures, HESA requires the return to be signed-off by the Head or Acting Head of your institution. This verification offers both the institutions and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.
||On the system your institution's data will be set to credible and a new icon will be made available from where the sign-off form can be downloaded and completed. Once completed, the form should be posted back to HESA at the address in the bar below. Please note that the ransaction number on the sign-off form must correspond to that of the data being signed-off.|
Note: Institutions should download and keep copies of all relevant reports that they are likely to need during the year, as it will be necessary as access to the site will be restricted after the collection has closed.
Following closure of the data collection all data submitted will be passed to HESA's statutory customers as listed in HESA's Data protection information.