2 ObjectivesProvide an overview of how data is used at a statutory levelIntroduce HESA and finance reportingCover changes to both FSR and HE-BCI recordsDetail the data quality assurance processUnderstand the outputs and ability to analyse the data
4 Why is the data collected - FSR? The annual Finance Statistics Return (FSR) is the main source of historical financial information on the total activities of all UK higher education institutions (HEIs), required to:assist in the production of management informationassist in the monitoring of the financial health of institutionsassist support policy formulation and decisionssupport proper reporting and accountabilityinform and report on the funding processadvise the Office for National Statistics (ONS) on the overseas earnings of HEIs for use in the calculation of the Balance of Payments.
5 Why is the data collected? FSRManagement informationMonitor financial healthSupport policyInform funding processSupport accountabilityREF research income
6 Why is the data collected – HE-BCI? HE-BCI Survey is the main vehicle for measuring the volume and direction of interactions between UK HEIs and business and the wider communityFunding bodies in the UK draw on HE-BCI Survey data to inform funding of Knowledge Transfer and this remains one of the key drivers for collection of the information
7 Two returns in oneAim is to reduce burden through use of a common processAlso allow for cross-checks to be made between the two returns during data collectionBenefits from HESA’s data collection and management processes
10 HESA Data integration group Case study: University of Bath
11 HESA Integration Group Activities:Co-ordinate annual returnsPlan future returnsConsider implications for related activityUndertake horizon scanning
12 Data quality and useConsistencyFunding & regulationVisibility
13 Verification Consistent, documented verification process Provision for internal ‘external’ scrutinyTimely preparation of data submissions and their scrutinyCredibility checks of data
14 Knowledge sharing Weaknesses in resilience… …over reliance on individualsShare knowledge of FSR and HE-BCI reporting:Documentation/trainingHESA processes (what, when and how)The data itself (including the implications/value)
15 Evidence (or anecdote) from the KIS New requirement – high profileData spread across institutionsNo documentationLittle/no controlNo standardisation/comparabilityVariable qualityVariable approaches to storage…being assembled and managed in spreadsheets
16 Friday 27 November 2009A YORKSHIRE university facing major job cuts made an accounting blunder which left it with £20m less than it expected at the end of the last financial year. Two separate errors in spreadsheets came to light when the institution was left with "significantly" less than it had expected. The mistakes were also carried forward in financial forecasts over a five-year planning period up to 2013, meaning a miscalculation of around £100m. Bosses insisted last night that the mistakes were not responsible for the institution now looking to making savings of £35m because of cuts in higher education funding. A spokesman said: "The two are not connected. The £20m forecasting error is irrelevant to the economies exercise because it isn't money we ever had – it's just a spreadsheet error.
17 Search “Ray Panko spreadsheets” Often created by people who don’t understand principles of sound data managementConflate data and algorithmsAlmost impossible to QASpread and mutate like a virusSearch “Ray Panko spreadsheets”
19 Onwards use of FSR with HE-BCI data HESA publications produced annually
20 HESA app Free to download iPhone app Smartphone service at m.hesa.ac.ukContains data from last 3 academic yearsFinance, Student and Staff data
21 Performance indicators: Research output Table R1 2010/11 indicators published hours, Thursday 5 July 2012 on HESA websitePublished by HESA on behalf of funding councilsThe indicators look at numbers of PhDs awarded and amount of research grants and contracts obtained, relative to the academic staff costs of an institution and relative to the funding council allocation of quality related (QR) research funds to that institution
23 heidiheidi - the Higher Education Information Database for Institutions. heidi.hesa.ac.ukAll HEIs have a subscription to this serviceBenchmarking toolBespoke comparison reportsContains a very broad range of data about HEData is added through scheduled releasesAllows dynamic extraction and manipulation of data
24 HEFCE’s use of FSR and HE-BCI data Richard Puttock/Rachel KnightLeeds/Birmingham/LondonNovember 2012
25 Use of FSR dataWider data to assist in the monitoring of the financial health of institutions and the sector.Data on sources and volumes of research income (used in informing two elements of HEFCE research funding; informing research capital funding; and validating research income data reported within REF submissions).Data to support policy formulation and decisions.Data on capital expenditure to help monitor the spend and requirements for HEFCE capital funding.In presentations and publications.
26 Use of FSR dataCharity support element of HEFCE quality-related research (QR) funding£198 million inCalculation of funding informed by volume of research income from charities (awarded through open competition and peer review) ie. Table 5b columns 2,7,10 and Table 6a Head 4aAverage of two years income
27 Use of FSR dataBusiness research element of HEFCE quality-related research (QR) funding£64 million inCalculation of funding informed by volume of research income from industry ie. Table 5b columns 5,8,11Average of two years income
28 Use of FSR dataResearch Excellence Framework (REF) 2014 – Environment dataThe definitions of research income used in the REF align with those used in the FSR.Institutions are required to return research income data to the REF by unit of assessment (UOA)., , , and FSR data from Table 5b will be used to validate data submitted to the REF.
29 Use of FSR data Capital Investment Fund (CIF) 2. £49M allocated through Teaching Capital Investment Fund in£549 million allocated through Research Capital Investment Fund for to‘HEIs research capital’ element distributed according to average of 3 years ( to ) research income from research councils (FSR Table 5b Column 1)‘Research capital’ element distributed according to QR funding and research income from UK-based charities, UK govt, UK industry and EU (FSR Table 5b Cols 2-9)
30 Use of FSR dataCapital investment framework metrics and Capital expenditure dataMetrics used as part of our assessments under the capital investment framework. Underlying data for some of the metrics taken from the HESA FSR (i.e. Total income, income from residences and catering, repairs and maintenance expenditure, capital expenditure on buildings)Capital expenditure data (Table 8) used in conjunction with other data sources (e.g. EMS data and HEFCE annual monitoring statements) to help us monitor the spend of HEFCE capital funding. Also use data to provide us with a picture on the sectors capital spend and other sources of capital funding.
34 Use of HE-BCI dataData to support policy development and information on third stream activity.Data to inform the allocation of Higher Education Innovation Fund (HEIF)
35 Use of HE-BCI data HE-BCI data for policy Develop policy and demonstrate impact of knowledge exchangeProviding evidence for the rate of return of investment in knowledge exchangeContributing evidence to spending reviewsProvide benchmarking information – international and institutional
36 Use of HE-BCI data HE-BCI data for funding: HEIF 2011-2014 £150 million annually - formula based on performance metricsCurrent formula uses:Data on income from contract research, income from consultancy, income from use of equipment and facilities, income from regeneration programmes and intellectual property incomeIncome from Non-credit bearing courses (FSR Table 6a Head 2)Knowledge Transfer Partnerships (KTP) income supplied by the TSB (Technology Strategy Board)Additional £6 million allocated in to the 12 highest performing universities in knowledge exchange.
38 FSR: Completing the return and common issues faced
39 Filling in the template – common issues N, S, E, W? What if we’re in the Midlands?Country-specific validation is in-built into the FSR templateN, S, E, W used as country indicator for this validationAmending the formulas/entering calculationsNearest £000 conventionCommon slip to return to the nearest £ - particularly on table 8Template versionNon-functional Vs. functionalVersion number controlEmbedded validation
40 Funding Council/JISC funding grants These grants should be returned under Table 6b Head 1 Funding body grantsThese grants should not be recorded under Table 5a & b even where an aspect of the grant is used for research.FC income should be returned in the year allocated.Commonality of reporting is expected across all HEIs.
41 Key = to identify research income received and spent by the HEI Joint arrangementsUK-wide requirementHEI acts as a subcontractor.Income should be included in Table 5a/5b Heads 1, 2 & 3 consistent with published accounts. Income passed to subcontracted HEIs and organisations should be deducted in Head 5 as negative value.HEI acts as lead institution for a group.Gross income and expenditure may be shown by lead HEI in gross I&E. Any income passed straight to a partner should be deducted in Table 5a/5b Head 5.Key = to identify research income received and spent by the HEI
42 Frascati definition of research Section of the Frascati manual
43 Requirements of Tables 5a/5b These tables should include all income in respect of externally sponsored research carried out by the institution, or its subsidiary undertakings, that conforms to the conventions of the Frascati definition of research and for which directly related expenditure has been incurred.
44 Requirements of Tables 5a/5b cont./d Where a research grant or contract is made for a number of different purposes including research (for example research, training and clinical work) only that portion of the grant or contract against which research has been conducted should be returned as research income. The overall total should be the same as that recorded in the financial statements and should include income attributable to a share in joint venture(s).
45 Frascati: Research and experimental development (R&D) New knowledgeNo particular application/use in viewBasic researchSpecified aim/objectiveApplied researchDraws on existing knowledgeProduce new/improve existing materials/products/systemsExperimental development
46 Frascati Excluded from R&D All university education/training is excludedExcept PhD researchEducation and trainingSpecific activities as listed under in Frascati manual should be excludedOther related scientific and technological activitiesOther innovation activities and production and related technical activities should be excludedOther industrial activitiesPurely R&D-financing activities and indirect supporting activities should be excludedAdministration and other supporting activities
47 Distinguishing R&D from related activities Criteria for distinguishing R&D from related activities 84. The basic criterion for distinguishing R&D from related activities is the presence in R&D of an appreciable element of novelty and the resolution of scientific and/or technological uncertainty, i.e. when the solution to a problem is not readily apparent to someone familiar with the basic stock of common knowledge and techniques for the area concerned. Concept of the routine Vs. specific
48 Routine Vs specific Routine Specific Autopsy to establish cause of death as part of the practice of medical careSpecial investigation of a particular mortality to establish side effects of a certain cancer treatmentDaily record keeping of atmospheric pressure for weather forecastingInvestigation of new methods of measuring atmospheric pressureEngineering plans/calculations for execution and maintenance of product standardisationEngineering plans/calculations for operation of pilots/prototypes
49 Check list for R&D What are the project objectives? B. What is new/innovative about the project?C. What staff are working on the project?D. What methods are being used?E. Under what programme is the project being funded?F. How general are the results/findings likely to be?G. Does the project fall more naturally into another scientific, technological or industrial activity?
50 Frascati R&D and PhD research students PhD courses involve independent study containing elements of novelty required for R&D.This element of a PhD student’s activity and also associated supervision by staff members should be included as R&D.
51 Returning R&D income for PhD students on the FSR Reporting depends on how studentships awarded.Income for research studentshipsassociated with a research grant/contractTable 5a/5bIncome for general research studentships (NOT awarded as part of a research grant or contract)Table 6a Head 44a = income awarded by a charity (open competitive)4b = other research training support grants including CASE
52 Accounting for studentships - expenditure BUFDG guidance is that full cost of maintenance/stipends should be shown as expenditure in accounts. For purposes of FSR this should be returned within the Academic department headings on Table 7. This is consistent with the other expenditure of PGR training.
53 Can endowment income used for research be reported in Table 5b? FSR should be completed in line with HEI’s financial statements and SORP. (Note that for REF purposes this income can be included in the narrative section) Proposed that a new line will to be added to Table 5b of FSR for 2013/14 to capture this endowment income awarded and used for research purposes. Do many institutions have endowments awarded for research purposes?
55 Research income from charities awarded through an open, competitive process It is a requirement for institutions to split charities income awarded through an open competitive and other process.For the purposes of REF research income needs to be split on this basis. This data is also used by HEFCE for funding purposes
56 Defining charities Charities income Registered charity in UK or overseas body with exclusively charitable purposesExists for the public benefit (see guidance at
57 Charities Act 2006The Charities Act sets out the following descriptions of charitable purposes:a) the prevention or relief of poverty; b) the advancement of education; c) the advancement of religion; d) the advancement of health or the saving of lives; e) the advancement of citizenship or community development; f) the advancement of the arts, culture, heritage or science; g) the advancement of amateur sport; h) the advancement of human rights, conflict resolution or reconciliation or the promotion of religious or racial harmony or equality and diversity; i) the advancement of environmental protection or improvement; j) the relief of those in need, by reason of youth, age, ill-health, disability, financial hardship or other disadvantage; k) the advancement of animal welfare; l) the promotion of the efficiency of the armed forces of the Crown, or of the efficiency of the police, fire and rescue services or ambulance services; m) other purposes currently recognised as charitable and any new charitable purposes which are similar to another charitable purpose.
58 Open competitive process definition For charity income to be deemed as awarded through an open competitive process it needs to be shown that the HEI took external expert advice on the choice of HEIand that the HEI have been obtained either by:Evidence that a particular income stream or grant was available to more than one institution through a direct competitionOrBy the funding was limited to specific HEIs due to the nature of funding being specialised/regionalisedBy the charity making it known that it would be open to applications from other HEIs
60 Template changesIn response to the changes in fee regime from 2012/13 different reporting will be required for FSR tables 6a and 7 Full details and non-functional version of changes available at
61 Changes to Table 6a for institutions in Scotland
62 Changes to Table 6a for institutions in Northern Ireland
63 Changes to Table 6a for institutions in Wales Note that the split between ‘new’ and ‘continuing’ for FT PGT and PGR students will no longer be required
64 Changes to Table 6a for institutions in England No change!
65 Changes to Table 7 – for all HEIs Institutions in England: Note that the Govt. element of NSP will be accounted as an agency arrangement by HEIs and therefore should be excluded from the I&E account of both the published accounts or the FSR
67 Break-out HE-BCI Survey: Proposed changes for 2013/14
68 Purpose of the HE-BCI Survey The survey is in its eleventh yearThe main vehicle for measuring the volume and direction of interactions between UK HEIs and business and the wider communityData is invaluable as management information, in policy developmentAlso important as metrics driving the allocation of public funds to further develop HEIs’ infrastructures in this areaInforms funding of Knowledge Transfer
69 Business and Community Interaction Business = private, public and third-sector partners of all sizes and sectorsCommunity = society as a whole outside of the HEI including all social, community and cultural organisations and individuals
70 Scope of policy COMMUNITY BUSINESS PUBLIC SECTOR CULTURAL LANDSCAPE Competitiveness, GrowthEfficiency, CohesionCultural Enrichment & Quality of LifeResources & OpportunitiesPRIVATE SECTORSOCIAL & CIVIC ARENA
71 Collaborative research Automotive SME approaches HEI to test productProduct fails. Technician/BDM suggest academic with relevent experience from aerospaceProduct passes. New design suggests potential improvement to overall door designHEI approached to research methods to achieve new designEngagement sparks idea in aerospace academic working on similar questionShared objectives realised – strategic relationship formedHEI (or partner) designs CPD course to up-skill production staff for new designAcademic updates teaching material to reflect real-world exampleSME growsCollaborative researchEquipment and facilitiesCPDConsultancyContract research
72 HE-BCI coverageCompulsory for HEIs in England, Northern Ireland and WalesHad been optional for Scotland until 2011/12 but is now compulsoryData submitted December each year
73 HE-BCI future changesFirst major review since HESA took on the responsibility for the collectionCommenced April 2012Due to be completed January 2013The changes will be implemented for 2013/14
74 Review Group Review Group includes representatives from: HEIs UK GovernmentsTechnology Strategy Board (TSB)Research CouncilsAURIL and PraxisUnicoUniversities UK (UUK)GuildHECouncil for Industry and Higher Education (CIHE)
75 Part A Qualitative questionnaire Web form Collects information on the infrastructure, capacity and strategy of HEIsData captured not likely to be considered as potential funding metrics……but provides invaluable information (at HEI and regional and national levels) for HEIs and policy-makers
76 Review of Part AThe proposed changes consist mainly of updates to answer options to ensure that they are relevant, provide useful data and better informationSome questions removedSupporting guidance will be reviewed following confirmation of the revised contentThe highlights are…
77 Q1. In which areas do you see your HEI as a whole making the greatest contribution to economic development? Please tick ALL of the areas that apply and then indicate which are the three key areas.Areas Key contribution areasWidening participation/access □ □Graduate retention in local region □ □Knowledge exchange □ □Supporting small and medium size enterprises (SMEs) □ □Helping with student and graduate enterprises □ □Provision of incubator support □ □Attracting inward investment to region □ □Research collaboration with industry □ □Attracting non-local students to the region □ □Support for community development □ □Developing local partnerships □ □Management development □ □Meeting regional skills needs □ □Meeting national skills needs □ □Spin-off activity □ □Facilitating networks □ □
78 Q3. Please indicate how your institution selects the sectors that it works with. (Tick all that apply)Currently…The HEI is a specialist institution focused on sector-specific areasThe HEI took its cue from priorities in RDA regional strategiesResponse to demand from companies in these sectorsThe HEI identified important business clusters in its regionThese sectors had best fit with the HEI's strategyThe HEI focused on a 'gap in the market' left by other HEIsOther - please specifyProposed answer options…Best fit with the institution’s strengthsFocus on the institution’s future strategyExisting collaborations (including those via staff and students)Response to demand from external partnersResponse to Government (local, national, devolved) policyOther (please specify)New answer options to make clear the distinction between supply, external collaboration and demand-led strategies
79 Q6. Which of the following areas is of greatest priority in your HEI's mission? Please tick ALL of the areas that apply and then indicate which the key area is.Areas Key contribution areaRegional Development Agency (RDA) areaLocality □ □Local authority area □ □English region □ □Devolved Government/Administration region □ □International EU □ □Other international □ □Area defined by the HEI □ □
80 Q11 Does your HEI have a central dedicated unit which provides the following? Proposed change of ‘central dedicated’ to structured system’Change proposed as it is not the location of the provision but the existence of a system that is importantNo proposed changes to answer options
81 Yes, exploitation company Yes, internal department Yes, both Proposed Q12. Does your HEI have any subsidiary companies or distinct departments of the organisations responsible for Business and Community interactions and what are they? (Tick all that apply)PreviouslyNoYes, exploitation companyYes, internal departmentYes, bothProposedNoYes, exploitation company wholly ownedYes, exploitation company majority ownedYes, exploitation company minority ownedYes, internal departmentRestriction on the number of options that can be selected is proposed for removal (previously ‘Select one only’)
82 Q18. Is there a requirement within the HEI to report or disclose (internally) the creation of the following types of intellectual property to the disclosure (external relations etc.) company or department?(Select one response for each row: Always (1); Usually(2); Rarely/Never (3)) changed to (Select one response for each row: yes or no)Reason
83 Q22. What, if applicable (i. e Q22. What, if applicable (i.e. written into staff regulations or institutional policy for external engagement), is the maximum number of days per year a member of staff is permitted to devote to providing expertise and/or services for social and community groups, civic authorities, broadcast media and cultural events?Wording changed to “In academic staff contracts - what is the maximum number of days per year that academics may carry out private activities of engagement with business and the community (i.e. not recorded elsewhere in this survey)?“Change proposed so that the information that is required here can be captured
84 Q27 If engaged in regeneration programmes, which roles, if any, do funding from regeneration programmes play for the HEI?PreviouslyAdditional funds for teaching, trainingAdditional funds for researchEnabling capital projects - newbuilding/accommodationAcquiring research equipment (used also by externalpartners)Building strategic links with local external partnersFulfilling regional mission through new services toexternal partnersFacilitating partnershipsEnhancing knowledge of labour market needsProposedAdding/improving capability for teaching and learning (resource)Adding/improving capability for research (resource)Strengthening/Facilitating links with the non-academic communityNew/additional funds for teaching capital (buildings)New/additional funds for teaching capital (equipment)New/additional funds for research capital (buildings)New/additional funds for research capital (equipment)Not engaged in any regeneration programmesThe options have been replaced with more generic options and new responses for capital.
85 Summary of changes to Part A Currently there are 35 questionsNumber of questions with changes proposed – 14Number of questions with no changes proposed – 16Number of questions proposed for removal from the Survey - 5No new questions proposed
86 Part B Quantitative data Five Excel tables Primarily concerned with gathering numeric and financial data about third stream activityTables:Research-related activitiesBusiness and community servicesRegeneration and development programmesIntellectual property (IP)Social, community and cultural engagement
87 Review of Part BFocus of the proposed revisions on the design and structure of the five tablesWork on supporting guidance, including adding more examples and good practice will take place following the consultationFollowing the closure of the RDAs it is not proposed that any regional data be collected in Part B
89 Table 1 – guidance and issues Directly used in funding in WalesCan be very complexHow to measure and record ‘in-kind’?EU programmes with no direct interactionActivity is not linearDifficulty of identifying SMEs
90 Table 1 Research related activities Just one change proposed……the removal of the ‘subtotal Regions’ (formerly RDA) column
92 Table 2 – guidance and issues Facilities and equipment:Difficulty of identifying SMEsDoesn’t include car parks…. but may include sports/conference facilities (mission)CPD:Very broad range of activityDifficult to distinguish from other forms of teachingNot used in funding (use FSR non-credit bearing)Different definition in ScotlandNumber of days difficult to estimate
93 Table 2 Business and community services Proposed change of Head 1 from ‘Consultancy contracts’ to ‘Consultancy’Removal of the ‘subtotal Regions’ (formerly RDA) column
95 Table 3 Regeneration and development programmes Removal of the ‘subtotal Regions’ (formerly RDA) columnCapital is currently not captured in Table 3 – consulting on whether or not it would be useful to capture capitalTwo options being consulted on:Add one row to capture capital (leaving the other options to capture revenue only); orAdd a new column in order to capture capital from each funding source
97 Table 4 –guidance and issues Income from licences:Can be complexNon-STEM subjects can be under-reportedInclude all forms of IPSpin-offs:Resurveying after 3 years – difficulties of making contact with an organisation who no longer think of themselves as spin-off or where staff have changed
98 Table 4 Intellectual property (IP) Removal of the ‘subtotal Regions’ (formerly RDA) columnAddition of sub-head ‘Number of patents filed by an external party naming the HEI as an inventor’ added under Head 1Heads 2 and 3 amended to include ‘patents, copyright, design registration and trademarks’Two new sub-heads, 2av and 2bv to capture total number of non-software/software licenses generating income
99 Table 4 Intellectual Property (continued) Re-ordering of Head 4 so that it shows the current year before the previous year – consistent with the other tablesAddition of sub-heads 4av and 4bv social enterprises
101 Table 5 – guidance and issues Ticketless events e.g. a piece of art displayed at a train stationRemember to include academic staff time only and not student or non-academic time……although the event itself doesn’t necessarily have to be academic in nature
102 Table 5 Social, community and cultural engagement Re-ordering of the year of collection above the previous year’s data to bring in line with the other tablesThis will assist users of the data
103 General HE-BCI issuesComplex activities with very limited data availableDefinitions (Frascati took 60 years!)World leading
105 Timescales for data collection 2011/12 July 2012First release of coding manual& non-functional template releasedOctober 2012Functional templates releasedMid November 2012Data collection system opens14 December 2012Send HESA copy of published accounts15 December 2012Commit dateNeed to submit a passed FSR and HE-BCI B template and complete the HE-BCI A web form by this date15 December 2012 to 17 January 2013Data quality checking period17 January 2013Last submission18 January 2013Sign-off
106 Submission delays Common causes for delay Draft accounts Tie up with HE-BCIStaffing/software issuesKeep in touchThe Institutional Liaison team are here to help with all aspects of the data collection process.If you experience difficulties please get in contact…
107 Data collection system features TEST-COMMIT facility to be introduced- ability to check data before sending to HESA - decommit not requiredHE-BCI A summary report to be retained for previous submissionsAllow easier cross-comparison
108 Changes to Check doc - FSR Front sheetAmended to auto-filter non-blanksKFIs to be listed for ease of reference2011/12 vs. static 2010/11 dataTolerances used to flag anomalies – based on expected sector averagesTable 2Added into check doc to complete suite of available tablesFacilitate DQ checkingTable 8 quality checkCommon rounding issue for HEIs to return this table in £s rather than £000s. Item to include comparison against 2010/11 static data.
109 Estates Management record This data stream uses figures submitted in the FSRPreview to Estates during live FSR collectionFSR figureUse in Estates recordTable 6b, sum of headings 1c 'Total funding body grants' (minus subheading 1aii 'Recurrent research') and 2 'Total tuition fees and education contracts'.D01.C04 HEI income Teaching totalTable 6b, sum of headings 1aii 'Grants for HE provision (SFC grants for all provision): Recurrent (research)' and 3i 'Total research grants and contracts'.D01.C07 HEI income Research totalTable 6b, sum of heading 4h 'Total other income' (minus heading 4b 'Residences and catering operations (including conferences)') and heading 5 'Total endowment and investment income'.D01.C12 HEI income Other non-residentialTable 6b, heading 6 'Total income'.D01.C01 HEI income Total HEITable 7, with heading 8 'Total expenditure'.D02.C01 HEI expenditure Total HEI
111 The road to credibility Data committedDQ checksMinerva queriesHEI explains/amends dataRe-checkedData credible
112 358 186 3 working days 8 working days 8 Submission stats 2010/11 (C10031)Total number of commits358Total number of HE-BCI A transactions186Average wait for queries3 working daysMaximum wait8 working daysTotal number of Minerva queries raised1374Average number of Minerva queries per HEI8
113 Minerva What is Minerva? Who has access to Minerva? What are the Minerva queries used for?
114 Responding to Minerva queries Of those responses marked as ‘Genuine oddity’ 9% were missing any explanation?Your responses are used to:Explain anomalies in the datasetAssist us in understanding trends within the dataHelp us to analyse our validationHighlight issues that need caveating in publication
115 Contextual information in Minerva At the request of the National Planners Group HESA have begun working on a ‘public’ version of MinervaDesigned to give users of the data additional contextHESA will publish a query to Minerva to which HEIs can add notes about their institution e.g. ‘we recently opened a new department’HESA will not interact with what is addedWill remain open throughout the year to add toHESA will extract and send the information to accompany data requests
119 Data quality checklist Completion of this checklist may assist local data quality checking of committed data.Resolution of any queries associated with these items is required to proceed to sign-off
120 FSR V. Published account cross-check First check of data to ensure basic cross-matchesNon-matches looked for in the detailed accounts/notesNo explanation found = Minerva query
121 Front sheet automated queries The front sheet will automatically list out the differences displayed within the other check doc sheets. Quick reference tool to assess ‘health’ of submissionAutomatic queries are simply there as a 'guide' to any year on year differences. Where they can be explained by the published accounts they can be overlooked.
122 Checkdoc_1The checkdoc_1 sheet contains a series of summary statistics taken from Tables 1, 3 and 4 for institutions to verify. It also previewed the Key Financial Indicators as published in the Finance Plus volume and heidi web-based management information service.
123 Checkdoc_2 Comparative analysis between FSR tables Checks include; Where there is research income there is also research expenditureRecurrent research figure has been provided for all HEIs with FC research fundingExpectation that majority of HEIs will not have FC grants for Residences and Catering
124 T1_T2_T3_T5b_T6a_T6b_T7_T8_Differences Include previous and current year comparative checks (including restated figures) using a combination of absolute values and ratios.
125 Cost centre analysisThis sheet details the cost centre information returned in the THREE current year returns – Student, Staff and FinanceExpectation that these three returns will correlateNeed to liaise with colleagues completing the Student and Staff records ahead of these data collections being submitted to HESA
126 New for 2011/12 Comparison of HEFCE Financial Tables to HESA FSR Tables 1, 3 and 4HeadHead nameColumnRowHESA FSR £’000HEFCE £’000Difference £’0001aFunding body grantsD004850840101bTuition fees and education contracts005422Liaise with colleagues responsible for completion of HEFCE return
127 Common FSR data errorsMajority of issues found that fixed in collection relate to the FSR
129 Common issues with FSR submission Transposition errorsInconsistencies in restated figuresYear on year differences
130 How HESA checks HE-BCI HE-BCI A HE-BCI B Cross-checks Manual visual check for year-on-year differencesLimited changesShifts in HEI focusCompletion of free text questionsCheck documentation sheetsAutomated differences highlightedTie up between IP responsesexpectation that if have IP income in B (Table 4) will offer support in A (questions 21a/b)
131 Lime, Lilac and AquaLilacLimeAquaQuery 1: Year on year difference is highQuery 2: Restated difference of 5% or moreQuery 3: Returning more than 5% of last year’s sector total figureCurrently these queries are listed on the check documentation, however these could also be displayed within the template as a preview to assist local data checks
133 Breakdown of Part A errors Inconsistencies in completion of questionnaire when compared to prior year dataRemember to use the summary report to check that the answers returned correctly represent the institution.
134 Help guides C11031 collection preparation guide Check doc guide Key collection newsCheck doc guideHelp on analysing your submissionSubmission user guideHow to send data
135 Cost centres and the Institution Profile record 2012/13
136 Cost Centre changes Reasons for change Align with REF2014 UoAs Move to 3 digit coding frame to distinguish from UoAsMake coding frame more flexible for future changesFurther details on cost centre changes can be found at:
138 Institution profile data collection New data collection June 2013Replaces current Campus Information SystemInstitution profileAcademic cost centresDepartmentsProportionsCampusesLocations
139 Academic cost centresBenchmarking opportunity - data to be added to heidi (http://www.heidi.ac.uk)For HEIs in England return of departmental academic cost centres is required. This is optional for institutions in Scotland, Wales and Northern Ireland.For all HEIs the return of tier and cost centre splits is optionalData submitted to be used as cross-check in Student, Staff and Finance returnsAllocation of cost centres should be done on the basis of Academic staff FTE
140 Department cost centre allocations For E HEIs return of departmental academic cost centres is required.This is optional for W, NI, S.History DepartmentCost centre 139 History75%Cost centre 140 Classics25%
142 Academic cost centre allocations Optional for allCost centre 139 History75% Department of History10% Departmentof Classics10%Department of Archaeology5% Department of English Literature
143 Institution profile timescales (TBC) May 2013Collection opens1 June 2013Return date8 June 2013Commit date8-21 June 2013Data quality checking period21 June 2013Last submission24 June 2013Sign-offData submitted will then be used as metadata for cross-validation purposes in the Student, Staff and Finance recordIt is expected that those cost centres listed in the Institutional profile record will be made use of in these data returnsIt is not expected that any other cost centres not listed in the Institutional profile record will be used in these data returns.
144 The BUFDG Website is changing from January 2013
146 Quite a lot…and not a lot After more than 6 years with only a minor refresh, the [hugely successful] older site was struggling to keep up with the demands with growth from 500 to nearly 4,000 members since 2007We needed a new platform so you can still access the information and networking you value
148 Go to www.bufdg.ac.uk Exactly the place and the as the old site Use the same username and password that you used for the old site.In order to get the most out of the new site you will need to log in and set your preferences.This is very quick and easy – Just click on the “My Account” button at the top of the Home Page. To encourage you to do this, we’re offering a £30 Amazon voucher for the 100th and 500th person to log in and change their details.
149 How do I get the most out of it? In order to get the most out of the new site you need to log in and set your preferences. This is very quick and easy – Just click on the “My Account” button at the top of the Home Page.Take a look at the “My BUFDG” area where you can bring together all the contacts, documents, discussions and other things that you use most regularly into your own specific space. If you take advantage of this you will not have to search for the same things every time you visit.
150 What will I find in Resources? This is the engine room of the website. In this part of the site you will see News Items, Discussion Boards, Job adverts, and of course the Document Repository (formerly known as the Info Bank).The BUFDG team will populate the Documents area in the first instance but any member can use this to share information or resources.
151 What will I find in Networking? This is our membership database – you can find the contact details for all the individuals and institutions who are members of BUFDG.You can also find details of all our networking groups – this includes details of group membership, and recent activity.
152 What is “My BUFDG”?“My BUFDG” area where you can bring together all the contacts, documents, discussions and other things that you use most regularly into your own specific space. If you take advantage of this you will not have to search for the same things every time you visit.
153 Where will I find the Discussion Boards? The discussion boards can be found in the Resources area – this can be accessed via the ever-present navigation bar on the right-hand side.You should find the boards as easy to use as the previous site – with a private board for Finance Directors only and the facility for all correspondents to make an anonymous posting for more sensitive issues. The BUFDG team have an archive of the discussions on the old site so you are searching for something you have seen earlier, please get in touch with Matt in the BUFDG office.
154 Where will I find the Info Bank? The Info Bank has been renamed the Document Repository and can be found in the Resources area this can be accessed via the ever-present navigation bar on the right-hand side.The BUFDG team have populated this area with the most useful documents from the old site. If you find that the document you are searching for has not been moved to the new site, please get in touch with Matt in the BUFDG office who has an archive from the old site.
155 What’s happening to the Weekly Digest? We will still publish this every Wednesday afternoon and sent you a notification .You can find the Digest on the website at any time – just as before it will be at the top of the Home Page.
156 Where can I find out more? We have invested a lot of time in making the “help” as helpful as possible.So if you want to find out more about the website, why not take a look around, and click on the ‘help’ button on each page You can also read our short website introduction.Any questions… or call the BUFDG Web & Information Manager, Matt, on or
157 We look forward to seeing you on the new site in January!
159 Finance data in heidi Breakdown of all FSR and HE-BCI Part B tables HE-BCI A responsesKey Financial Indicators 1-38b**Note that the KFIs are ratios and NOT performance indicators. They do not take account of HEI characteristics.
160 Other data in heidi HESA Student HESA Staff HESA DLHE HESA Estates ManagementPerformance IndicatorsStudent staff ratiosHEMSUUK Pattern dataResearch Assessment Exercise (RAE)Applications data – CUKAS, GTTR, NMAS, UCASFunders Forum MetricsSCONUL Library management statisticsTeaching Quality Information (TQI)National Student Survey (NSS)Training Development Agency data
161 HESA information and discussion forum for HESA Finance record contacts and related areas Want to join? or visit
162 Data collection and submission The Institutional Liaison team are there to help with all aspects of the return from local collection of data items through to final submission and sign-off. Contact the team
163 More informationVisit the HESA website at For help and advice on all aspects of the data collection and data submission process: For advice on heidi: For training events and bespoke visits on the Finance record or heidi: