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Estates management record 2018/19 - Data collection schedule

Back to C18042

Version 1.1 Produced 2019-10-23

This document is designed to guide higher education providers (HEPs) through the stages of data submission for the Estates management record.

At a glance

From October 2019 HEPs' local preparation
November 2019 Estates management record preparation guide
Mid - January 2020 Data collection opens with static data from the Student record incorporated
Mid - February 2020 Static data from the Finance record incorporated
28 February 2020 Return date
28 February 2020 Nil return confirmation deadline
28 February 2020 to 20 March 2020 Data quality checking period
20 March 2020 Last submission
26 March 2020 Sign-off

From October 2019: HEPs' local preparation

HEPs should read the coding manual and associated documentation for details of the requirements for the return.

If you have any queries with the requirements of the Estates management record please contact Liaison.

November 2019: Estates management record preparation guide

We release a preparation guide to support providers with their return in advance of the data collection opening. This provides further guidance about the requirements for the collection year, and any areas you should pay particular attention to during coding and submission. The preparation guide will be made available in the EMR EMR Support guides.

We will inform Estates management record contacts when the guide is published. It is also circulated on sector mailgroups such as the HESA-Estates JISC mail group. If you would like to join the HESA-Estates JISC mail group, please contact Liaison.

Mid - January 2020: Data collection opens with static data from the Student record incorporated

Providers submit EMR data in an online webform to HESA through the online HESA data collection system. The system opens approximately six weeks before the return date for the record, giving you the opportunity to test your data against the full range of validation checks ahead of the return date deadline.

The static data from the Student record will already be incorporated when the collection opens. This data will be used to auto-populate the following fields:

To access the HESA data collection system users will need an account with the appropriate roles within the HESA Identity System. The Estates management record contact at each provider will be able to grant access to any colleagues as necessary within the Identify System. For information on how to register and gain access the collection, please see the Identity System User Guide.

We monitor all transactions on the system to ensure HE Providers are progressing reasonably and not encountering difficulties. However if you require assistance with the submission process, please contact Liaison.

Mid - February 2020: Static data from the Finance record incorporated

Static data from the Finance record will be added to the Estates management record following closure of the Finance record collection. This data will be used to auto-populate the following fields:

At this point the Estates management record will be populated with all the relevant static data from the Student record and the Finance record. It is from this point that the full COMMIT option will be available for HE providers.

28 February 2020: Return date

HE providers are required to send complete data that has passed COMMIT-stage validation to HESA by 28 February 2020.

For providers in England, Wales and Northern Ireland all mandatory data items are required to be completed for the data to successfully pass COMMIT-stage validation. These fields are listed in the Mandatory data items web page.

The entire collection is optional for HE providers in Scotland, although these HEPs are encouraged to contribute to and make use of the information. The Scottish Funding Council strongly advises the completion of the EMR return, including those fields which are mandatory in England, Wales and Northern Ireland. These fields are listed in the Mandatory data items web page. Providers in Scotland who choose to make an Estates management record return will need to complete Residential space total (SRESPT).

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 HESA.

28 February 2020: Nil return confirmation deadline

Providers in Scotland that opt not to participate are required to submit a Nil return sign-off form to indicate that the higher education provider will not be returning Estates management record data. This form must be completed and returned to Liaison by 28 February 2020.

28 February 2020 to 20 March 2020: Data quality checking period

A successful COMMIT transaction will generate several reports containing management information that you will need to review to assess data quality.

Providers are required to review the reports and to resubmit data in order to resolve data quality issues. HEPs can contact Liaison throughout this period to request your data is decommitted in order to make adjustments to the submission. The data quality checking period is an iterative process during which HEPs may need to submit, commit, review and decommit their data several times to ensure the final submission is credible.

By this stage, providers will have committed their data, which is then checked by Data Quality Analysts at HESA. If any anomalies are found, queries will be raised through the Minerva data quality database. Nevertheless providers are in a better position to recognise more detailed anomalies within their data, using local knowledge of the intricacies of their own organisation. As a consequence providers are required to either amend and resubmit their data to resolve them or provide an explanation as to why these apparent anomalies are genuine. In closing queries in Minerva and marking as genuine data, HESA are not accepting that the data is correct, HESA are acknowledging that the provider has given an explanation. It remains the provider’s responsibility to ensure that the data submitted conforms to the guidance and quality expectations set out on the HESA website.

Upon satisfactory completion of this process data will be set to credible by HESA.

20 March 2020: Last submission

In order to meet obligations for hand-over of data to its customers, HESA needs to receive all EMR data by 20 March 2020.

26 March 2020: Sign-off

As part of the data quality assurance procedures, HESA requires the return to be signed-off by the Head or Acting Head of the reporting HE provider. This verification offers both the provider and HESA assurances regarding onward use of the data. Sign-off completes the data collection process.

signoff_icon.jpg On the system your HEP'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 scanned and emailed back to [email protected]. Please note that the transaction number on the sign-off form must correspond to that of the data being signed-off.

Note: HEPs should download and keep copies of all relevant reports that they are likely to need during the year. This will be necessary as access to the site will be restricted after the collection has closed.

Need help?

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