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Contact Liaison by email or on +44 (0)1242 388 531 Find out more about Liaison"/> <link rel="canonical" href="http://web.archive.org/web/20230127231308/https://www.hesa.ac.uk/collection/22056-support-guides"/> <link rel="shortlink" href="http://web.archive.org/web/20230127231308/https://www.hesa.ac.uk/node/140288"/> <link type="text/css" rel="stylesheet" href="http://web.archive.org/web/20230127231308cs_/https://www.hesa.ac.uk/files/css/css_fncS-7zbIZ96_cAOhMstFXZ9r7ch0ucyDNZ1bM59C0w.css" media="all"/> <link type="text/css" rel="stylesheet" href="http://web.archive.org/web/20230127231308cs_/https://www.hesa.ac.uk/files/css/css_KvN_MGY7YedeZlPngHf0Lo5qo0FrCJYq3zwVmgHei2o.css" media="all"/> <link type="text/css" rel="stylesheet" href="http://web.archive.org/web/20230127231308cs_/https://www.hesa.ac.uk/files/css/css_47DEQpj8HBSa-_TImW-5JCeuQeRkm5NMpJWZG3hSuFU.css" media="all"/> <link href="/web/20230127231308cs_/https://www.hesa.ac.uk/sites/all/themes/hesa/styles/basic.css" rel="stylesheet"/>  <link href="/web/20230127231308cs_/https://www.hesa.ac.uk/sites/all/themes/hesa/styles/deluxe.css" rel="stylesheet"/>  <link media="print" href="/web/20230127231308cs_/https://www.hesa.ac.uk/sites/all/themes/hesa/styles/print.css" rel="stylesheet"/>  </head> <body class="html not-front not-logged-in no-sidebars page-node page-node- page-node-140288 node-type-definitions-collection">  <noscript><iframe src="http://web.archive.org/web/20230127231308if_/https://www.googletagmanager.com/ns.html?id=GTM-WM8325T" height="0" width="0" style="display:none;visibility:hidden"></iframe></noscript>  <a href="#main-content" class="element-invisible element-focusable">Skip to main content</a> <header class="header-site"> <div class="wrap"> <div class="inner"> <a class="toggle-nav-site" id="toggle-nav-site" href="#nav-site" aria-controls="nav-site" aria-expanded="false" aria-label="Toggle Main Navigation" role="button"></a> <a class="toggle-search" id="toggle-search" href="#search-block-form" aria-controls="search-block-form" aria-expanded="false" aria-label="Toggle Site Search" role="button"></a> <div class="primary"> <div class="logo"> <a href="/web/20230127231308/https://www.hesa.ac.uk/" title="Home" rel="home"> <img src="/web/20230127231308im_/https://www.hesa.ac.uk/sites/all/themes/hesa/img/hesa-logo.jpg" alt="Home"/> </a> </div> </div> <div class="secondary"> <div class="region region-search-form"> <div id="block-search-form" class="block block-search"> <div class="content"> <form action="/web/20230127231308/https://www.hesa.ac.uk/collection/22056-support-guides" method="post" id="search-block-form" accept-charset="UTF-8"><div><div class="container-inline"> <h2 class="element-invisible">Search form</h2> <div class="form-item form-type-textfield form-item-search-block-form"> <label class="element-invisible" for="edit-search-block-form--2">Search </label> <input title="Enter the terms you wish to search for." type="text" id="edit-search-block-form--2" name="search_block_form" value="" size="15" maxlength="128" class="form-text"/> </div> <div class="form-actions form-wrapper" id="edit-actions"><input type="submit" id="edit-submit" name="op" value="Search" class="form-submit"/></div><input type="hidden" name="form_id" value="search_block_form"/> </div> </div></form> </div> </div> </div> </div> </div> </div> <nav class="nav-site" id="nav-site" aria-label="Main Navigation"> <div class="wrap"> <div class="region region-main-menu"> <div id="block-system-main-menu" class="block block-system block-menu"> <div class="content"> <ul class="menu"><li class="first leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/data-and-analysis" title="">Open data</a></li> <li class="leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/collection" title="">Data Collection</a></li> <li class="leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/support" title="">Support</a></li> <li class="last leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/about" title="">About</a></li> </ul> </div> </div> </div> </div> </nav> </header> <main id="main-content"> <div class="wrap" id="top"> <div class="breadcrumbs"></div> <h1>22056 Support guides</h1> <ul class="action-links"></ul> <div class="region region-content"> <div id="block-system-main" class="block block-system"> <div class="content"> <div class="grid grid-spaced"> <div class="content-aside | col-1/3 | col-reverse"> </div> <div class="content-main | col-2/3" id="after-nav-sub"> <div style="float: right; width 10%!important;"> </div> <p>Our expert analysts have a thorough understanding of our records and processes. We are here to support you throughout the data submission process. </p> <p><a class="button-light | button-pointy | button-big" href="/web/20230127231308/https://www.hesa.ac.uk/cdn-cgi/l/email-protection#dab6b3bbb3a9b5b49ab2bfa9bbf4bbb9f4afb1e5a9afb8b0bfb9aee79b8affe8ea89aeafbebfb4aeffe8eaabafbfa8a3">Contact Liaison by email or on +44 (0)1242 388 531</a> </p> <p><a class="button | button-pointy | button-big" href="/web/20230127231308/https://www.hesa.ac.uk/collection/liaison">Find out more about Liaison</a></p> <div class="field-collection-container clearfix"> <h3>Data Entry Tool</h3> <div class="accordion-item"> <a name="coverage" href="#what-data-entry-tool-22056" class="accordion-toggle" aria-controls="what-data-entry-tool-22056" aria-expanded="false" role="button">What is the data entry tool? (22056)</a> <div id="what-data-entry-tool-22056" class="accordion-content"> <p>The majority of HESA collections are submitted in XML format.  </p> <p>The Data Entry Tool is a piece of software that allows users to input the data they have collected, and if necessary, amend an existing XML data file. The tool has been created by HESA to allow users to produce XML data in the format required for their submission.   </p> <p>The Data Entry Tool for the HESA Data Platform is currently available to download from the <a href="http://web.archive.org/web/20230127231308/https://www.hesa.ac.uk/innovation/data-futures/beta-phase">Beta phase page</a> on the HESA website. </p> <p>We recommend you run it on a machine with the minimum specification of a 64-bit processor. The kit was developed using Microsoft's .Net Framework 4.8, so your computer should meet the <a href="http://web.archive.org/web/20230127231308/https://msdn.microsoft.com/en-us/library/8z6watww%28v=vs.110%29.aspx">minimum specifications</a> published by Microsoft. </p> <p>The Data Entry Tool has been updated to be compatible with the new Data Futures schema. The Data Entry tool can be used to validate multiple schemas. Currently this includes the 21056 Student (Beta) and 22056 Student records.   </p> <p>You will first need to load the relevant schema you wish to submit data to. </p> <p><img height="448" width="1259" class="media-element file-default" data-delta="1" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/DF01.png" alt=""/></p> </div> </div> <div class="accordion-item"> <a name="coverage" href="#selecting-schema-22056" class="accordion-toggle" aria-controls="selecting-schema-22056" aria-expanded="false" role="button">Selecting the schema (22056)</a> <div id="selecting-schema-22056" class="accordion-content"> <p>The schema to be used, for 21056 Beta and/or 22056 Student, can be added into the Data Entry Tool:</p> <p>1. Download the schema from the coding manual and save it locally.</p> <p><img height="182" width="601" class="media-element file-default" data-delta="1" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/DF02.png" alt=""/></p> <p><img height="290" width="477" class="media-element file-default" data-delta="2" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/DF03.png" alt=""/></p> <p>2. Click on ‘Schema’ in the Data Entry Tool and the ‘Add Existing Schema File’.</p> <p><img height="195" width="558" class="media-element file-default" data-delta="3" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/DF04.png" alt=""/></p> <p>3.    Select the schema that you've just saved.<br/> 4.    This should then appear as an option in the Active schema list.</p> <p><img height="144" width="566" class="media-element file-default" data-delta="4" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/DF05.png" alt=""/></p> <p>Top tip: It is important to select the correct and most up-to date schema for the collection being worked on. Check the revision history of the specific collection for the date of the release of the XSD.  It is good practice to keep a check on any updates, so you are not using an old schema</p> <p>Note: The Data Entry Tool can be used for both the 22056 Student and 21056 Beta collections, so it is important to select the relevant collection.<br/>  </p> </div> </div> <h3>Online Validation Tool (OVT)</h3> <div class="accordion-item"> <a name="coverage" href="#online-validation-tool-ovt-22056" class="accordion-toggle" aria-controls="online-validation-tool-ovt-22056" aria-expanded="false" role="button">Online Validation Tool (OVT) (22056)</a> <div id="online-validation-tool-ovt-22056" class="accordion-content"> <p><strong>What is the Online Validation Tool?</strong><br/> The Online Validation Tool (OVT) is a separate submission environment which will enable providers to test their data ahead of the data submission period.<br/> The OVT replaces the offline validation toolkit for the Student - Data Futures 2022/23 collection onwards.  Providers will be able to test and quality assure their files ahead of making a full submission to a live collection on the HESA Date Platform (HDP. </p> <p>The <a href="http://web.archive.org/web/20230127231308/https://www.hesa.ac.uk/support/user-guides/online-validation-tool">OVT user guide</a> is available in the <a href="http://web.archive.org/web/20230127231308/https://www.hesa.ac.uk/support/help-guidance-tools">Support section</a> of the HESA website. This guide includes details on:<br/> •    Roles required to access the OVT<br/> •    Logging into the OVT<br/> •    Uploading a file to the OVT<br/> •    File processing<br/> •    Accessing the quality report</p> <p>A comparison between the OVT and the Validation kit:</p> <table align="left" border="1" cellpadding="1" cellspacing="1" style="width:500px;"> <thead> <tr> <th scope="col">OVT</th> <th scope="col">Validation kit</th> </tr> </thead> <tbody> <tr> <td>Used to test data ahead of submission.</td> <td>Used to test data ahead of submission.</td> </tr> <tr> <td>Available online as part of the HESA Data Platform.</td> <td>Downloadable from the collection coding manuals.</td> </tr> <tr> <td>Increased validation included, for example historic checks.</td> <td>Less validation, historic checks not included.</td> </tr> <tr> <td>Includes feature to download all issues.</td> <td>Results can be saved but not downloaded.</td> </tr> <tr> <td>Working online, so providers can ask the Liaison team to view the data if support is needed.</td> <td>Working offline, so the Liaison team is unable to see the data.</td> </tr> <tr> <td>More secure as held with other data.</td> <td>Downloaded so may not be as secure.</td> </tr> </tbody> </table> </div> </div> <h3>Submission stages on the HESA Data Platform (HDP)</h3> <div class="accordion-item"> <a name="coverage" href="#uploading-file-hdp" class="accordion-toggle" aria-controls="uploading-file-hdp" aria-expanded="false" role="button">Uploading a file to the HDP </a> <div id="uploading-file-hdp" class="accordion-content"> <p>From the ‘Manage Submissions’ page you can either upload a file or display the previous files that have been uploaded. Once ‘upload file’ has been selected it will take you to the ‘Ingestion’ stage. </p> <p><img alt="Image of the Manage Submissions page of the HDP" height="718" width="3078" class="media-element file-default" data-delta="10" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/manage%20submissions_3.PNG"/></p> <p>The ‘Ingestion’ stage is where a file can be uploaded to the HESA Data Platform (HDP). Here you will have the option to either use the ‘drag and drop’ or select a file to upload.  </p> <p><img alt="Image of where you upload a file on HDP" class="media-element file-default" data-delta="7" data-fid="11209" data-media-element="1" height="338" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/Drag%20%26%20drop.png" typeof="foaf:Image" width="1888"/></p> <p>‘Uploaded’ will be displayed when this is complete. If a file fails to be ingested it will not be logged as an attempted upload in the HDP activity log. Failure may be caused due to a loss of connection to the HDP. If a file fails to complete ingestion then the same file can be uploaded again. </p> <p>Tips: </p> <ul> <li>Files can have any name </li> <li>Files must be in XML and conform to the relevant <a href="http://web.archive.org/web/20230127231308/https://hesacodingmanualprod.blob.core.windows.net/strapi-files/assets/22056_1_0_0_fc1940011f.xsd">XML Schema Definition</a> (XSD) file </li> <li>Only a single file can be held on the system </li> </ul> </div> </div> <div class="accordion-item"> <a name="coverage" href="#file-processing" class="accordion-toggle" aria-controls="file-processing" aria-expanded="false" role="button">File processing </a> <div id="file-processing" class="accordion-content"> <p>Once uploaded, the file will begin processing and will go through the following stages: </p> <p><img alt="Image of the stages of processing a file goes through" height="308" width="800" class="media-element file-default" data-delta="4" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/processing%202_1.PNG"/></p> <ol> <li>Uploaded – the file has been uploaded to the HDP </li> <li>Provisioned – this is where the system gets space ready for processing </li> <li>Schema check passed – your file meets the schema specification. If you file does not pass schema then the following will display <img alt="Schema check failed will display" class="media-element file-default" data-delta="2" data-fid="11202" data-media-element="1" height="45" typeof="foaf:Image" width="213" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/Schema%20failed.png">and you will need to reupload your file with a corrected schema. </li> <li>Enrichment performed– this is when the derived fields are created and a ‘download’ button is available to download these. The file will include the submitted data as well as the derived fields. </li> <li>Quality processing complete –the quality and credibility reports have been created </li> </ol> <p>An overview of your file will also be displayed here. </p> </div> </div> <div class="accordion-item"> <a name="coverage" href="#quality-assurance" class="accordion-toggle" aria-controls="quality-assurance" aria-expanded="false" role="button">Quality assurance </a> <div id="quality-assurance" class="accordion-content"> <p>Within the ‘Quality assurance’ section the quality and credibility reports will be displayed, along with any additional reports.  </p> <p><img alt="Image of the quality reports available in the HDP" height="630" width="2876" class="media-element file-default" data-delta="2" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/reports%202.PNG"/></p> <p>The Quality report will contain the details of any rules triggered by the submission. To pass validation all quality rules need to be within tolerance or be resolved through amending the file. When a new file needs to be uploaded please navigate to the ‘Manage submissions’ menu. Requests for changes to tolerances and thresholds are to be raised as an issue and are managed in the Issue Management System. </p> <p>Further details on the quality rules which apply to this collection can be found in the <a href="http://web.archive.org/web/20230127231308/https://codingmanual.hesa.ac.uk/21056/qualityRules/">coding manual</a>. </p> <p>The Credibility reports section provides an overview of the data submitted. The tables are broken down into chapters such as ‘Student instance profile’ and will look at year-on-year differences between your data.  </p> <p>Additional reports will include IRIS, PGR Transfers In/Out. These will be available in later phases of Beta.  </p> </div> </div> <div class="accordion-item"> <a name="coverage" href="#tolerances" class="accordion-toggle" aria-controls="tolerances" aria-expanded="false" role="button">Tolerances </a> <div id="tolerances" class="accordion-content"> <p>The quality report will display the quality rule that is triggering, along with the population this rule is applicable to and the number of records (percentage) that are failing the rule.  </p> <p><img alt="Image of how a quality rule is displayed" class="media-element file-default" data-delta="5" data-fid="11220" data-media-element="1" height="469" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/rules.PNG" typeof="foaf:Image" width="2786"/></p> <p>Where a quality rule is triggering and the data returned is correct, a tolerance amendment will need to be requested and an explanation provided. The three dots under ‘Issue status’ needs to be selected and then ‘Create issue’. An issue will then automatically be created in the Issue Management System (IMS). </p> <p>The Issue Management System can be accessed here: <a href="http://web.archive.org/web/20230127231308/https://betaissuemanagement.hesa.ac.uk/ ">https://betaissuemanagement.hesa.ac.uk/ </a></p> <p><img alt="Image of how to create an issue for IMS" class="media-element file-default" data-delta="4" data-fid="11213" data-media-element="1" height="245" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/create%20issue_250px.png" typeof="foaf:Image" width="250"/></p> <p>Where a quality rule is failing due to correct data you will need to request a tolerance override. In IMS you will need to select the relevant issue, then ‘request override’ and submit the tolerance requested along with a supporting comment. Once this has been submitted either HESA or your statutory customer will review and the request will be approved or you will be asked for further comment to clarify the request.  </p> <p><img alt="Image of how to request an override in IMS" height="916" width="3014" class="media-element file-default" data-delta="6" typeof="foaf:Image" src="http://web.archive.org/web/20230127231308im_/https://www.hesa.ac.uk/files/tolerance.PNG"/></p> <p>All quality issues will need to be resolved, either by an amendment in tolerance or correction to the data to progress to the final ‘Approval & sign-off’ stage </p> </div> </div> <div class="accordion-item"> <a name="coverage" href="#approval-sign" class="accordion-toggle" aria-controls="approval-sign" aria-expanded="false" role="button">Approval & Sign-off </a> <div id="approval-sign" class="accordion-content"> <p>Once all quality issues have been resolved and the reference period has ended, the data can be marked as ‘approved’.  </p> <p>HESA and the relevant statutory customer will then approve your data.  </p> <p>Once the approval stage is completed your data will need to be signed off by your Accountable Officer/Head of Provider.</p> </div> </div> </div> </div> <div class="content-aside | col-1/3 | col-reverse"> </div> </div> </div> </div> </div> <div class="cms-controls"> <ul class="action-links"></ul> </div> </div> </main> <footer role="contentinfo" class="footer-site"> <div class="banner"> <div class="wrap"> <div class="grid | grid-spaced | grid-2-cols"> <div> <div class="region region-footer-menu"> <div id="block-menu-menu-footer-menu" class="block block-menu"> <div class="content"> <ul class="menu"><li class="first leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/about" title="">About us</a></li> <li class="leaf"><a href="/web/20230127231308/https://www.hesa.ac.uk/about/working-here" title="">Working here and vacancies</a></li> <li class="leaf"><a 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