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Heidi Good Practice Seminar 26 March 2009 London.

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1 heidi Good Practice Seminar 26 March 2009 London

2 Schedule for the day 10.00am-11.00am Registration and coffee 11.00am-11.15am Introduction to the seminar 11.15am-11.45am Presentation from The University of Greenwich 11.45am-12.15pm Presentation from The University of Edinburgh 12.15pm-12.45pm Presentation from ECU 12.45pm-1.45pm Lunch 1.45pm-2.15pm Presentation from University of Durham 2.15pm-2.45pm Presentation from The University of Sheffield 2.45pm-3.00pm heidi future developments 3.00pm-3.30pm Questions and discussion surrounding heidi and good practice

3 Seminar objectives To provide insights into the experience of HEIs in using heidi –System roll-out –Administration –Training –Integration with management information processes –Problems and solutions –Benefits and costs –Future plans To inform delegates about the heidi equality project and the need for evidence-based approaches to equality and diversity monitoring To provide information on future development of heidi To stimulate discussion

4 HEIDI at the University of Greenwich The story so far

5 History with HEIDI The University was part of the Higher Education Management Statistics Review Group in HEIDI User Group member since inception in November 2005 Used LUMIS the software developed by the University of Leeds to provide access to HESA data

6 Setting the Scene in Planning Planning Office of six staff – Responsible for all statutory data returns – Carry out the analytical elements of resource allocation – Academic planning and target setting at an institutional level – Providing statistics for the annual review and planning exercise carried out by Schools and Offices – Dealing with league table analyses, performance indicators, ad hoc requests etc – Train key super users in Schools and Offices about access to and use of data and reports

7 Using Data In 2003, in response to the Cooke Review of Information on Quality and Standards in Higher Education the University reviewed its approach to making information available Two pronged approach – Provide quality information available on our own students – Make better use of the data held nationally

8 Sources of National Data UCAS applications data UNISTATS including the NSS data IPSOS MORI NSS dataset Estates data Performance Indicators League Tables HESA data Working with the individual datasets is time consuming HEIDI brings most of the data together in one interface

9 Using HESA data HESA data is used in two ways: The National Dataset via HEIDI is used for Academic Planning and benchmarking Our own submissions are used to monitor performance – Our student submissions are transformed (translated into University speak to make them more user-friendly to colleagues) then stored in an Oracle warehouse – We run reports off the HESA warehouse using Business Objects and a Graphical User interface called Advizor We aim for a seamless transfer between the two systems

10 HEIDI at Greenwich Access to a wide range of data through our portal Reports are generated by planning staff and super users and made available to others The number of super users is being expanded. – In some cases this is removing a bottleneck. – There is resistance from those who would prefer to have Planning provide the analyses

11 Using HEIDI for benchmarking We use HEIDI for benchmarking both against the sector mean and against a group of peers Benchmarking is carried out routinely e.g. comparisons of degree classifications and performance indicators We use benchmarking data when carrying out policy reviews – Value for Money review of our Estate – Part time recruitment over last five sessions

12 Administering HEIDI I am the Universitys local administrator One of the Planning Team is also listed as an administrator The planner keeps lists of all staff who have attended training sessions and sets up users as required They are the key point of contact within the University They have attended the HEIDI Administrator training programme

13 HEIDI Training Training in the use of HEIDI has been offered to staff in Schools and Offices by staff in Planning Hands-on sessions offered on each of three main campuses Part of a package of training that includes an introduction to in-house reporting tools and sources of data The training includes a section on using data No one is allowed a password to the system unless they have attended a training session

14 Setback Staff turnover led to a loss of expertise – Having expertise in the use of HEIDI is an attractive addition to a planners skill set – Experience of training is an additional benefit Solution – We invited HESA to provide HEIDI training in-house to all new Planning Staff. An additional benefit was the presentation on appropriate use of data – We are documenting fully all procedures for managing the HEIDI system including protocols for generating and saving reports – We are reviewing our implementation of HEIDI

15 Issues to be resolved – using HEIDI How to group reports effectively – using folders What is an appropriate naming convention for reports? How independent are staff in Schools and Offices expected to be? How much training is required? How much resource needs to be devoted to providing custom reports? We dont have all the answers but we are asking the questions

16 Issues to be resolved - Training If HEIDI is used only by a small number of key staff then training is easy to manage If, as at Greenwich, there is a desire to have super users in Schools and Offices then training is a significant issue – Who provides it? – How often? – people need refresher courses – How do you encourage people to attend? – How much do you rely on the HEIDI training material? Training can be a significant drain on resources

17 Issues to be resolved - Administering HEIDI (1) Managing access to reporting systems is: – not an obvious part of a planners job – an additional function which is time consuming The systems infrastructure is not as developed as in an information systems department There are no direct outcomes for the Planner who is responsible for this activity Are we the best people to be administering HEIDI?

18 Issues to be resolved – Administering HEIDI (2) The second administrator has changed three times since we started working with HEIDI It is important that the procedures for notifying HESA of the change in personnel takes place There must be in-house protocols so a newly appointed administrator understands their role

19 Selling HEIDI to users How to make the in-house interface user-friendly and intuitive Can we create a better context for accessing reporting tools Can we make the end-user truly independent Are we championing the system effectively

20 What we are planning: Diversity A seamless integration of our own datasets with the Diversity Dashboard – Discussions are already taking place in relation to the staffing elements – As soon as the detailed report definitions are available for student we will modify our internal reports to match on methodology and add additional reports that we do not have We aim to make benchmarking of diversity measures easy

21 What we are planning: Maps We know that maps are highly valued but do not have the capacity to produce all the maps that schools and office want We have ARCVIEW as our geodemographic tool but it is a sledge- hammer to crack a nut Advizor has mapping functionality but the maps are pictures We are looking at the newly announced geodemographic functionality of Business Objects but that has just been released

22 Maps in HEIDI Match in-house canned reports to provide added value when put alongside the HEIDI mapping development Enable enlightened super users to be able to access maps with the minimum of intervention from central services

23 Good Practice? The University of Greenwich is using HEIDI We are committed to providing as much access as possible while trying to ensure that data is used appropriately We are reviewing our activities to see what is working and where there are problems We are looking to implement future developments as they become available We are listening to others to see what they are doing

24 HEIDI Good Practice Seminar 26 March 2009 Training and User Support Manya Buchan The University of Edinburgh Governance and Strategic Planning

25 Agenda Background of Edinburgh Roll Out Folders and Roles Where does HEIDI fit? User Training and Support Training Sessions User Guide Web presence User Support

26 Roll Out Initially only Planners had access Adhoc widening to include staff across the University who specifically asked for access (Finance, Careers) In recent months, have rolled HEIDI out across the University sent to Head Administrators for each School and College, and Heads of Support Units Suggested appropriate users: Resource Team members Teaching / Research Administrators Research Pooling Administrators Staff involved in making HESA returns Staff with comparative data analysis / reporting responsibilities

27 Roll Out Pros / Cons Positive aspects of phased roll out: Increased use of HEIDI, combined with strong knowledge of HESA, NSS, UCAS, and other data sets, means that Planning Team are now in a better position to be able to support Users across the University Use of HEIDI over the past year makes in-house training possible Negative aspects of open call for Users In some areas, potentially inappropriate Users named Likely that a significant number of named Users will never use the system Clean-up will be required

28 Folders and Roles Folders Folders CareersProjects (1 for each) Colleges (1 for each)Research Estates & BuildingsSchools (1 for each) FinanceStrategic Plan Targets Human ResourcesStudents PlanningTest

29 Folders and Roles Roles Roles Careers Careers Office staff Human Resources Corporate HR staff College Officer College Office staff Research ERI staff Estates & Buildings Corporate E&B staff SACS / EUCLID Registry staff Expert User Comms & Marketing, Registry, Intl Office School User Managers / Admin staff in Schools Finance Corporate Finance staff Student Recruitment Central Student Recruitment & Admissions staff GaSP (Planning) GaSP staff

30 Folders and Roles Sharing RolesFolder Access* All Roles have access to all folders, except … Project folders Planning Strategic Plan Targets Careers GaSP (Planners)All SACS / EUCLID (Registry)Students School UserAll School folders * All have access to HESA Standard Reports

31 Where does HEIDI Fit? Planning In Planning, HEIDI has come to play an integral role in our existing reporting processes: Strategic Plan target monitoring Balanced Scorecard annual updates HEIDI has enabled us to take on additional project work more easily: HR Management Information Project PGR Student Management Information Project HEIDI has enabled us to respond more quickly to data requests

32 Where does HEIDI Fit? out there … For the first time, individual business / academic units have ready access to comparative data Creation of own comparator groups More in-depth analysis Has the potential to form part of existing reporting requirements: Teaching Programme Reviews Quality Assurance Reports …

33 User Training and Edinburgh

34 Training Training Sessions 1.5 hours Around 10 people per session Re-iterate HEIDI terms and conditions Work through two examples live Data explorer Derived columns and other features within the report builder Creating groups Sharing reports Rolling reports forward Data definitions System help

35 Training Training Sessions Discuss role / folder structure Go over data issues: Types of data and what can be done with them General issues with data Interpretation of fields when returns are made Are you looking at what you think youre looking at Different data sources Changes over time Institution names / mergers

36 Training Training Sessions Discuss upcoming HEIDI development Go through the HEIDI data release schedule Generate awareness of User resources Local Administrator contacts UoE HEIDI website

37 Training Quick Start User Guide A UoE Quick Start User Guide was published at the beginning of the official roll-out Reiterates content of the training sessions Shows HEIDI functionality by working through a single example Includes screenshots


39 Training Other training materials All training materials are available from a single webpage

40 Training Other training materials All training materials are available from a single webpage: UoE HEIDI Quick Start User Guide HESA HEIDI Manual HESA HEIDI Training Videos HESA HEIDI Data Specification Details of upcoming UoE training sessions

41 Web Presence Have created a dedicated HEIDI page on our University intranet

42 Web Presence Have created a dedicated HEIDI page on our University intranet Current links include: HEIDI system Training and User Support News Data Updates Timetable Recent Releases Upcoming HEIDI Development List of Current Users, Contacts, Folders and Roles Will soon include a link to a Message Board to capture known issues Mergers Common pitfalls … Will initially be populated by users in Planning, but we expect this to expand as the number of Users increases

43 Web Presence Current links include: HEIDI system Training and User Support News Data Updates Timetable Recent Releases Upcoming HEIDI Development List of Current Users, Contacts, Folders and Roles Will soon include a link to a Message Board / wiki to capture known issues Mergers Common pitfalls Known issues with UoE data (and the data from other HEIs) … Will initially be populated by users in Planning, but we expect this to expand as the number of Users increases

44 User Support Local Administrator (2) contact details are widely publicised Web pages Quick Start User Guide Training sessions Users are encouraged to contact either of the Local Administrators (or anyone else in GaSP) with any queries: HEIDI system issues Data queries Help with interpretation

45 HEIDI Equality Chris Brill

46 Outline of session The need for evidence The HEIDI Equality Project Going forward Questions?

47 Our role Equality Challenge Unit (ECU) supports the higher education sector to realise the potential of all staff and students, whatever their race, gender, disability, sexual orientation, religion and belief, or age, to the benefit of those individuals, higher education institutions (HEIs) and society. We work in partnership with HEIs and sector organisations, undertaking projects and research and providing practical support and guidance.

48 Need for evidence Women 42.3% of academic staff 17.5% of Heads of Departments or Professors 7.9% in SET subjects BME 4.8% of Heads of Departments or Professors Equality in Higher Education Report

49 HEIDI equality project Starting point – ECU report Mapping Equality Data in the Higher Education Sector (March 2008) Joint HESA-ECU HEIDI Equality working group established Aim to make better use of existing equality & diversity data Develop a set of equality indicators and benchmarks

50 Current data (1) By Institution or Subject Code HESA data (students and staff) Gender Age Ethnicity Disability Nationality (academic staff only) Domicile (students only) Mode of study Type of contract

51 Current data (2) UCAS data (applications and acceptances) Gender Age Ethnic origin Domicile Training & Development Agency data (teacher training) Gender Age Ethnicity Disability Domicile Research Assessment Exercise (RAE)


53 Going Forward HEIDI equality group has met Outline of main equality categories Data fields against which equality categories should be analysed Initial ideas for presentation of statistics Paper on possible indicators Meeting of working group in April Development of national training programme

54 Questions?

55 Contact Chris Brill, Policy Adviser Tel: Web:

56 HEIDI: Informing University Strategy Presented by Rob Livermore 26 th March 2009

57 Overview The provision of benchmarking data is an extremely powerful means of engaging with groups across the University. HEIDI makes this data readily accessible to all but this level of access can also bring about its own problems.

58 Support for Strategy & Planning University Strategy Key Performance Indicators Comparator Analysis Department Performance Profiles

59 Comparator Analyses Formal Reporting –Comparator groups defined and performance used to set targets relevant to the Durham context Ad-hoc analyses in response to specific concerns –Producing aggregate measures to inform decision making or reviews (e.g. research income per academic staff FTE)

60 Key Performance Indicators Formal reporting forms the basis of strategic performance monitoring –Clearly defined groups provide a standard point of reference to set Durhams internal data in a wider context –The impact of local trends can be analysed in a wider context

61 Department Performance Profiles Formal starting point to the annual planning process –Integration of internal management information with standard sector data Provides a key opportunity to present data that will support changes in behaviour – often the data sourced from HEIDI is essential to this –Relative performance holds the most weight Departments will have the opportunity to identify their own comparator group –Production of reports is transparent and co-operative

62 Key Drivers for Use of HEIDI The obvious central driver is to broaden the scope of management information by incorporating benchmarking elements Underpinned by an increasingly strategic perspective within certain academic units, fuelled increased demand for contextual data –Further take-up has been encouraged through group introductory sessions and one-to-one training and guidance

63 Issues Provision of appropriate benchmarking data in one area can lead to overly optimistic assumptions in others –Science v. Arts Users may draw conclusions from their reports that are not entirely based on a sound understanding of the data

64 The Future Will past patterns of use affect future attitudes towards HEIDI? –Yes, free and open access extends the level of analysis open to depts –Those who wish to take the initiative in developing a greater self-awareness of their own activities are able to do so –An appreciation of performance data is embedded at a grass-roots level, with a natural progression towards planning Will we continue to administer HEIDI in the same way? –Yes, free user access to all data sets, supported by central, approachable expertise

65 Summary Key to Durhams successful adoption and use of HEIDI has been its status as a fully embedded data source within the existing management information suite.

66 © The University of Sheffield Using HEIDI The Sheffield Experience Linda Mason and Becky Bradbury Planning and Governance Services University of Sheffield

67 © The University of Sheffield4-Nov-13© The University of Sheffield Looking at… Where we were… Initial developments Organisational developments – the story so far Using HEIDI in our integrated planning Issues encountered What we plan to do next…

68 © The University of Sheffield4-Nov-13© The University of Sheffield Where we were…. Ad hoc access to HEIDI across the University Used to obtain data for benchmarking and competitor analysis (mainly for Senior Management and Council) No consistency in the way the data was being used and reported

69 © The University of Sheffield Initial developments Established a HEIDI User-group to discuss common issues and share good practice Set up clear processes for giving access to new users (including support/training) Carried out an audit of how different professional service teams are using HEIDI (or not!) 4-Nov-13© The University of Sheffield

70 4-Nov-13© The University of Sheffield Organisational developments – the story so far… Drivers: Changing University structure Development of 5 Faculties Development of an integrated planning round Bringing together academic and professional service planning Increasing importance of benchmarking in reflection on performance University-wide Management Information project MI View

71 © The University of Sheffield MI View : Dashboards at the Ready Making strategic information available in a single working environment MI View is a significant step forward in the maintenance and supply of planning data and therefore is transforming our leader's ability to take strategic decisions. Dr Claire Baines Academic Secretary MI View contains snapshot data from corporate systems. This is then packaged and organised using the University planning structure. MI View gives profiles, trends and internal benchmarking charts with data downloads. This is then supplied within a secured section of the institutions existing CIS reporting software uReports. Currently Operational Core Planning indicators Research indicators In Development Learning and Teaching indicators Student Journey In discussion HR indicators Research Finance Estates Management Is your strategic data held in multiple formats, locked away in private databases or in the darkest corners of your colleagues desk draws? MI View brings these valuable resources together into a single location and then supplies added value to that data by allowing it to be analysed – online. For more details contact: Rhiannon Birch, Planning Services Manager; Planning and Governance Services, The University of Sheffield.

72 © The University of Sheffield Using HEIDI in integrated planning Performance review for academic and professional services departments Reflection on where they are now Moving to value for money drivers in Professional Services Faculty specific data To develop a better understanding of competitive position and drive change 4-Nov-13© The University of Sheffield

73 Performance Review 4-Nov-13© The University of Sheffield

74 Faculty Specific Data 4-Nov-13© The University of Sheffield

75 4-Nov-13© The University of Sheffield Issues Encountered HEIDI does provides access to wide range of data in one place HEIDI does not have functionality to create sophisticated reports Chart options and functions are limited (easier to export to Excel and manipulate) Limitations of the data (mapping to internal structures, comparing between institutions)

76 © The University of Sheffield4-Nov-13© The University of Sheffield What we plan to do next… Integration in MI View Aspiration to extract data from HEIDI and present via Universitys MI interface Faculty, Department and Professional Service KPIs Developing useful comparators at Faculty level - no institution has the same structure and therefore how best can we compare? Benchmarking for Professional Services (e.g. estates management statistics) More extensive and systematic use of HEIDI for reporting and University level benchmarking

77 heidi future developments

78 Subscription level includes some resource for on- going development User Group identifies and prioritises development issues… …but ideas are always welcome Development plans are published on web

79 heidi version 3.0 To be released in September 2009 Data explorer enhancements Usability enhancements User preferences settings Increasing the number of exported columns Scoping of nested report rows Scoping of geo-demographic mapping heidi equality Expansion of data sets

80 Questions and discussion

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