Skip to main content

Institution profile record 2014/15

Back to C14041

Introduction to check documentation

Version 1.0 Produced 2015-02-26

This is a guide to the C14041 check documentation. This documentation should be used in conjunction with the C14041 coding manual.

Contents:  Introduction  |  What to do if you find issues with your check documentation   |   Campus  |  AcademicCostCentres  |  CCANALYSIS

Introduction to check documentation Back to top

A successful TEST_COMMIT/COMMIT transaction will generate several reports containing management information that providers will need to review to assess data quality. The check documentation is the most substantial of these reports. A template of the check documentation workbook for C14041 can be downloaded from the C14041 coding manual.

white_cd.gif Check documentation takes the form of an Excel workbook containing a series of tables presenting the returned data to enable providers to ensure that their submission represents their organisation as expected. In part, check documentation provides a preview of some of the onward uses of the data. Therefore, review of the check documentation should be undertaken by providers to verify the submitted data.

Within the check documentation there are tabs named Campus, AcademicCostCentres and CCANALYSIS that are intended to be checked by both providers and HESA. However, colleagues are reminded that primary responsibility for data quality rests with them. Colleagues within organisations are in an excellent position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisations, and are strongly encouraged to closely scrutinise the check documentation reports. The check documentation is also used by HESA to conduct data analysis and quality assurance of a data submission. Queries raised on these items form the basis of any data quality queries fed back to providers through the Minerva data quality database.

This guide details each of the items in turn, providing details of the fields used in their creation along with guidance on interpreting the item and tips detailing common issues. Note that this guide is not exhaustive and providers are advised to extensively review the check documentation for their own purposes.

DDFS.gif Data Supply: This report is available after a successful TEST_COMMIT/COMMIT and provides back the submitted data in flat file and XML formats. This can then be used to analyse the submitted data locally and recreate the items used by HESA in the check documentation. The derived fields are also included within the Data supply file. These fields are identifiable as those that begin with 'X'. Details of the derived fields used in the C14041 record can be downloaded from Derived field specifications.

CD_Compare.png Checkdoc compare: To assist providers in locating differences between transactions the data collection system will provide a second version of the check documentation for every re-commit/test-commit processed by a provider. This version of the check documentation presents a colour shaded version of the Excel spreadsheet with number variances being highlighted.

Item priorities:

Each check documentation item covered in this guide has been allocated a priority based on the data concerned (including minimum data quality standards acceptable to HESA's Statutory Customers), the knock-on effects, and common issues. However, the assigned priorities should be treated with caution as these are general estimates. Depending on the submitted data, the actual severities assigned to data quality queries raised in Minerva may differ for individual providers. These priorities will be denoted in Minerva through the following icons.

Priority Minerva icon
Critical minerva_red_critical.png
Major - high priority minerva-majorhigh-triangle.png
Major - low priority
Minor n/a

What to do if you find issues within your check documentationBack to top

Where anomalies are found you should record them on any relevant Minerva queries raised by HESA and set the queries to be fixed on resubmission. The provider should then contact [email protected] to request that the data is decommitted in order that the necessary amendments can be made and the data resubmitted.

CampusBack to top

PRIORITY: Major-High


DESCRIPTION: This consists of two items, displaying last year’s and this year’s campus data, to provide a comparison between 2013/14 and 2014/15.

WHAT TO LOOK OUT FOR: Check that the details are as expected. All differences between years should be explained as necessary in Minerva.

AcademicCostCentres Back to top

PRIORITY: Major-High

FIELDS USED: AcademicCostCentres.TIER1

DESCRIPTION: This consists of two items, displaying Academic Cost Centres data both the current and previous reporting year to provide a comparison between 2013/14 and 2014/15.

WHAT TO LOOK OUT FOR: Check that the details are as expected. All differences between years should be explained as necessary in Minerva.


PRIORITY: Critical


DESCRIPTION: This sheet provides comparative analysis between the Staff record, Student record and Finance Statistics Return data for 2013/14 against the 2014/15 Institution profile record cost centre data.

WHAT TO LOOK OUT FOR: Check that the details are as expected. All differences between years should be explained as necessary in Minerva.


The Institution Profile record provides metadata for use in the HESA Student, Staff and Finance records. It is strongly advised that you liaise with colleagues responsible for completing these returns in order to ensure consistency of reporting.

Need help?

Contact Liaison by email or on +44 (0)1242 388 531.