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Data Futures resources

Welcome to the Data Futures resources page, below are toolkits and documentation for each stakeholder group. If you have additional queries please contact us.

Please do join the Data Futures JiscMail group for updates and announcements; we also have a Data Futures AP JiscMail group.

Student record 19/20: support guide

Areas for consideration: Student record 2019/20

The specification for the Student record 2019/20 (Data Futures) has been published to allow providers and other stakeholders to begin working on the transition. Feedback is still being provided on this specification and therefore this is still considered to be open to changes with the intention of a final specification being published in September 2018. In order to assist providers we have put together the below list of areas that are under review and are therefore subject to change. This should not be considered an exhaustive list of potential changes but an indicator of the areas we are currently looking into.

 

Issue Summary Status Date raised Date resolved

What data will Alternative Providers need to return?

At the data futures training seminars in June / July Alternative Providers expressed concerns that it was not clear exactly what data items they will be expected to return. HESA and OfS will discuss the requirements and issue some guidance as soon as we are able to.

Open July 2018  

Apprenticeship data

Providers have queried what data they will need to return for Apprenticeship students – this is just the HE element of their Apprenticeship. We are planning to put out some more guidance to help providers understand the requirements.

Open July 2018  

Can some data items be derived?

At the Data Futures training seminars in June / July providers asked whether or not we could consider if some data items could be derived to save them from having to return them. Suggestions were: the ELQ field, FUNDCOMP.

We will discuss this option with the relevant Statutory Customer and consider whether or not this will be possible.

Open July 2018  

Course entity

Following discussions with Statutory Customers about their use of data on Courses and also feedback from providers about how to return this data, we are reconsidering whether or not we will need to keep the Course entity (and surrounding entities) in the data model. Accreditation and Teaching Training Code will need to remain, so may need to move elsewhere in the model.

Open July 2018  

Qualification entity

Following discussion with Statutory Customers we are considering whether the Qualification entity is sitting in the most appropriate place in the data model. Given the above area for consideration, it may be that this is still the most appropriate place, but we want to be sure.

Open July 2018  

 Engagement v Registration

Following discussions with Statutory Customers we are clarifying whether or not we need a distinction between the Engagement and Registration entity – as they don’t really need a split between the two. However, we believe this reflects how a student starts at a provider and so would make sense to remain in the model. This is under consideration.

Open July 2018  

FTE calculation

We have been advised that Statutory Customers would still like to calculate FTE for students. We are considering what the best way to do this would be. Current thoughts are: some calculation or estimation based on current fields (few ideas for this), or providers return an estimation e.g. perhaps returning STULOAD per reference period.

Open July 2018  

Qualifications coding frame 

Feedback has been received indicating the level of granularity in the current qualifications coding frame is not necessary for the purposes of this collection. This is therefore being reviewed with the intention of publishing a higher level coding frame with fewer valid entries. This affects the following fields: Qualification.LABEL, Engagement.STUDYINTENTION and Engagement.HIGHESTQUALID.

Closed May 2018 July 2018

Locations data

There are several places in the data model that collect information regarding the location of delivery. These are being reviewed with statutory customers to ensure they are fit for purpose.

Open May 2018  

PGR Students

A number of providers have raised queries about how PGR students should be returned in the data model. We are hoping to produce some more scenarios and guidance around this to make it clearer. 

Open May 2018  

HE Provider: supply side

Data Futures preparation assessment

The Data Futures preparation assessment is intended to help practitioners to:

  • Reflect on, and evaluate preparedness across a range of information management categories
  • Prioritise areas for further action
  • Guide discussions with software providers
  • Communicate levels of comfort and concern to senior managers

Data_Futures_preparation_assessment.xlsx

Data Futures: data scenarios

Data scenarios have been developed as part of the Alpha pilot to assist with creating test files, we hope that they will assist greater understanding of the data model available in the Student (Data Futures) coding manual and demonstrate expectations for submission in particular circumstances.

Please note, these scenarios cannot be processed using the existing data entry tool.

Each scenario is divided between the necessary venue/curriculum data and the student data and goes through each step of creating a file: for example, submitting entry qualifications or assigning a student to a module.

We have created diagrams to accompany each of the data scenarios; these diagrams are also available as PowerPoint slides. 

The data scenarios are largely applicable across England, Northern Ireland, Scotland and Wales whereas the scenario for the Postgraduate certificate in education (PGCE) is split out into the regions due to very different requirements.

If you have any queries relating to the scenarios, please contact [email protected]

Full-time, three-year first degree

Data scenario three-year undergraduate degree diagram

 

 

Data scenario diagram available as a PowerPoint slide

 

PDF of data scenario for three-year full-time undergraduate degree with honours: curriculum

PDF of data scenario for three-year full-time undergraduate degree with honours: student

Full-time one-year taught Masters

PDF of data scenario for one-year masters: curriculum

PDF of data scenario for one-year masters: student

Data scenario one year masters degree diagram

 

 

Full-time one-year taught Masters as a PowerPoint slide

 

Postgraduate certificate in Education (PGCE): England, Northern Ireland, Scotland, Wales

PDF of Data scenario PGCE England: student

PDF of Data scenario PGCE England: curriculum

PDF of Data scenario PGCE Northern Ireland: student

PDF of Data scenario PGCE Northern Ireland: curriculum

PDF of Data scenario PGCE Scotland: student

PDF of Data scenario PGCE Scotland: curriculum

PDF of Data scenario PGCE Wales: student

PDF of Data scenario PGCE Wales:_curriculum

Data scenario one year postgraduate certificate in education diagram

 

Postgraduate certificate in education diagram as a PowerPoint slide

 

Fully flexible undergraduate honours degree

PDF of Data scenario fully flexible undergraduate: student

PDF of Data scenario fully flexible undergraduate: curriculum

Data scenario fully flexible undergraduate honours degree diagram

 

Fully flexible undergraduate degree with honours as a PowerPoint slide

Coding manual (Data Futures)

Version 1.3.0 of the Coding manual (Data Futures) is now available and includes the following outputs:

  • Introduction
  • Data protection guidance
  • Coverage
  • Data dictionary
  • Physical data model
  • XSD - one XSD replaces previous three
  • To assist providers in understanding differences between the old model and the new, we have provided a mapping from Data Futures fields back to the field(s) that most closely align to the current Student/AP/ITT records. It should not be treated as a set of definitive requirements.

Click through to the Coding manual (Data Futures) 

High level changes since collection design

The following document identifies entities/fields that have been added or removed since the previous publication of the Data dictionary. This document provides a broad overview at the entity/field level rather than detailed specification changes.

In some examples, the names of fields/entities have changed slightly without changing the meaning. In such cases, we have not marked these as changes.

We have separated the ‘Person Characteristic’ entity into individual entities per characteristic to provide technical simplicity in both collection and maintenance. This solution will also allow for changes across time to be identified to comply with GDPR requirements.

High level changes to entities/fields

Material still to come

The following material is still being developed and will be included in the Coding manual (Data Futures) during the Alpha phase:

  • Collection schedule

  • Scenarios - example data journeys indicating the treatment of student and course use-cases.

  • Guidance - at Field/Entity level.

  • Quality rules - Including WHEN…THEN statements and tolerances by Reference period.

  • In-scope dates - and more detail on the treatment of out-of-scope data.

  • Derived fields - detailed specifications.

  • Credibility reports - wireframes, details.

Data Futures webinars

To help introduce and explain the new Data Futures process further, a series of webinars have been arranged to offer you a chance to learn more and ask questions during the live Q&A at the end. Below are the recordings from these webinars:

8th November: Introduction to the key concepts

 

This webinar, led by Dan Cook (Head of Data Policy and Development), introduces the key concepts that are essential to the operation of the Data Futures in-year system.

Find out more about the key concepts


15th November: Introduction to the key concepts (alternative providers)

 

This webinar, led by Ruth Underwood (Data Policy & Governance Analyst), introduces the key concepts and offered alternative providers the opportunity to ask questions specific to their organisations.

Learn more about the key concepts


29 November: Data model overview webinar

 

This webinar, led by Ruth Underwood (Data Policy & Governance Analyst), provides an overview of the Data model.

 

 

 

Key concepts

The following new and important concepts are essential to the operation of the in-year system and are explained in detail in Key concepts:

  • The scope of the Data Futures collection
  • In-year collection
  • Reference periods
  • Sign-off
  • Dissemination point
  • In-scope periods
  • Quality assurance

Click through to learn more about the key concepts

A PowerPoint presentation of this information is also available to use when presenting to internal teams and colleagues; please use the slides as you find useful.

PowerPoint: Data Futures key concepts

If you have any queries or requests for additional content to be considered, please email us.

Approach to identifying students

The Data Futures approach to identifying students paper sets out the introduction of the 'persistent HUSID' (HESA Unique Student Identifier) and how the SID (Student Unique Identifier) will replace the existing HUSID.

Data Futures approach to identifying students

We invite feedback on the paper to [email protected] (please keep the generated subject line, as this will help the team when sorting the feedback).

 

Proposed In-scope dates

We have removed the proposed in-scope document pending an update; we will communicate on JiscMail and other channels when the new document is available.

 

 

 

 

Glossary

A Glossary of key terms has been created to use alongside the Coding manual (Data Futures).

If you have any queries over the terms used or requests for additional words to be considered, please email us.

Click through to the Glossary

Frequently asked questions

Frequently asked questions answers common queries that may arise about the Data Futures process and directs you to further resources that support the new Coding manual (Data Futures).

If you have any questions which are not answered by the FAQ please contact Liaison by email: [email protected], or phone: +44 (0)1242 211144.

Frequently asked questions

Collection design: quality assurance

The approach that will be taken to quality assurance is still being developed. More detail regarding this will be released during the Alpha phase.

Quality assurance: approach has been updated to include FAQ and more information on the vision for QA for future collection systems:

Quality assurance: approach

Page information: updated 30 May 2017

The QA implementation page has not changed from Collection design V3, and can be found by clicking below:

Quality assurance: implementation

Page information: V3 published 9 February 2017

Data Futures videos

As the Data Futures programme develops this section will be populated with videos that communicate key concepts and important Data Futures news. Each will be embedded into a PowerPoint slide, and the HTML and URL code provided. Please use these videos to help explain key processes and concepts to internal teams and colleagues.

Rob Phillpotts (Programme Director (Data Futures)) discusses what the end of Detailed design means for organisations:

PowerPoint Slide - Detailed design video 

Data Customer: demand side

Collection design: quality assurance

The approach that will be taken to quality assurance is still being developed. More detail regarding this will be released during the Alpha phase.

Quality assurance: approach has been updated to include FAQ and more information on the vision for QA for future collection systems:

Quality assurance: approach

Page information: updated 30 May 2017

The QA implementation page has not changed from Collection design V3, and can be found by clicking below:

Quality assurance: implementation

Page information: V3 published 9 February 2017

Data Futures presentation

Data Futures toolkit

We have created a PowerPoint presentation to use when presenting to internal teams and colleagues; please use the slides as you find useful.

If you have any queries or requests for additional content to be considered, please email us.

Version 1.0, published 31 August 2017

Data Futures presentation

Please do join the Data Futures JISCMail group for programme milestones and updates.

Data Futures conference

Data Futures conference

Please find below PDFs of all of the presentations given at the Data Futures conference on 5 July, 2017:

Data in HE: a view from both sides Professor Steve Egan, University of Bath

Data Futures: delivering lasting benefits in the HE landscape Rob Phillpotts, Programme Director (Data Futures) – HESA

The implications of Data Futures and the value of being Data Capable Andy Youell, Director of Data Policy & Governance - HESA

What, when and how: the realities of in-year collection Dan Cook, Head of Data policy & Development – HESA

Data Futures: a Senior Manager perspective Dr John Hogan, Registrar - University of Newcastle

Getting ready Data Futures ready: the alternative provider perspective Shaun Briggs, Data Returns Officer - Kaplan Open Learning and Heidi Wright, Registrar – Nazarene Theological College

Data present and how to get to data future Dave Shepherd, Operations Director – Civica and Steve Longshaw, Programme Manager - Civica