HEIFES re-creation action plan

This guide provides specific detail about working with HEIFES re-creation action plans.

For general information about action plans, see our guide to action plans.


Table of contents

How to download the action plan template

The action plan templates are available from the HEFCE extranet.

Once logged in, navigate to the 'HEFCE resources' page, then click on the link for the current exercise. Action plan locations are listed in the year-specific overview pages which are accessible from the FAMD homepage.

How to complete the action plan

We require the following information in the HEIFES re-creation action plan template. (Example action plan templates are available in the year-specific overview pages which are accessible from the FAMD homepage.)

Column 1

This column should contain a sequential number starting at 1 which is used to reference each area of difference identified on the action plan. This is provided automatically in the action and implementation plan template.

Column 2

This column should contain a list of all areas of difference between the re-creation and the original return. Areas should be broken down to a level that is meaningful for the comparison (for example 'Column 1, part-time HEFCE funded undergraduates').

The troubleshooting guide in the technical document (see the year-specific overview page accessible from the FAMD homepage) for the HEIFES re-creation will allow colleges to identify specific areas of difference between the re-creation and the funding return. We expect colleges to exercise their own judgement to decide when small differences between the two data sources do not warrant inclusion within the action plan. However, colleges need to be aware that small differences may accumulate and, should their combined total become large, this will reduce our confidence in the college's ability to identify areas of discrepancy between the two data sources.

Column 3

This column should contain the cause of the difference between the two data sources. The cause can be attributed to the below, and the given values entered into Column 3 accordingly:

CauseEnter the following value in column 3
Errors in ILR data ILR
Errors/estimation discrepancies in HEIFES HEIFES
Errors in the Learning Aim Database (LAD) LAD
Problems of fit with the re-creation algorithms (see the Appendix document for further details which can be found under funding and monitoring data exercise and the year-specific derived statistics link) HEFCE

The funding data reconciliation sections of the annex document (see the year-specific link under funding and monitoring data exercise) give further descriptions of the causes of these broad types of difference for the HEIFES re-creation.

Column 4

This column should contain a detailed description of the cause of the difference. The description should be sufficient to allow us to gain an understanding of the reasons why this discrepancy occurred.

Where Column 3 is returned as 'ILR', 'HEIFES' or 'LAD' we require a brief explanation for the cause of the error.

For example:

'the script in our student record system for generating H17 on the ILR return incorrectly assigned all part-time foundation degree students with a load of 100.0.'

Where Column 3 is returned as 'HEFCE', we require a brief explanation for why the algorithms do not fit for the activity.

For example:

'students on our foundation degree for teaching assistants have been assigned to price group D, however we were awarded these numbers as part of an ASN bid and therefore they should be assigned to price group C.'

Column 5

If the cause of difference identified in Column 3 is 'ILR', either 'CHANGE', 'ADD' or 'DELETE' should be selected to highlight the type of amendments that are being made to the ILR record.

Column 6

If the cause of difference identified in Column 3 is 'ILR', either 'Learner data set', 'Learning aim data set' or 'HE data set' should be included depending on which is being amended.

Column 7

Where Column 5 is returned as 'CHANGE’ and Column 3 is 'ILR', a full list of the fields that the institution expects to correct must be identified and included. If Column 5 is 'ADD' or 'DELETE' then the words 'All fields' should be entered.

Column 8

If the cause of difference identified in Column 3 is 'ILR', the number of records that are being amended should be included.

Column 9

If the cause of difference identified in Column 3 is 'ILR', the date by which amended data will be submitted to HEFCE must be returned in Column 8.

Column 10

If the cause of difference identified in Column 3 is 'LAD' or 'HEFCE' then a full list of the derived fields that require overrides must be identified by the college and listed, for example 'HEFCOMP'. For further information on which derived fields are affected by problems of fit with re-creation algorithms see the HEIFES technical document (available in the year-specific overview pages which are accessible from the FAMD homepage). For all other causes of difference given in Column 3, this column should remain blank.

Column 11

If the cause of difference identified in Column 3 is 'LAD' or 'HEFCE', then the number of records to be overwritten should be included.

Column 12

If the cause of difference identified in Column 3 is 'HEFCE', the date by which override files will be submitted to HEFCE must be returned in Column 12. For all other causes of difference given in Column 3, this column should remain blank.

Column 13

We require an estimate of the effect of differences in terms of their contribution to the total discrepancy. This contribution should be measured in terms of student numbers; FTE; and, where appropriate, funds due back, funds to be held back and/or an estimate of the effect on contract range holdback.

For the HEIFES re-creation, estimates of funds due back and funds to be held back can be made by multiplying the FTE for the area of discrepancy by the rate per FTE (this rate is given in the HBK worksheet of the HEIFES re-creation workbook).

For the HEIFES re-creation, estimates of the effect on contract range holdback, in its simplest form, could be approximated as:

FTE x ((base price x price group weighting) – assumed fee for the course)

Where the approximate sum of the contributions to the discrepancy does not account for the whole discrepancy, our confidence in the college's ability to identify areas of discrepancy between the two data sources will be reduced.

Column 14

If Column 3 is 'ILR' or 'HEIFES', we require an implementation plan for the area of difference. This section should describe the changes to systems or processes that will be implemented to eliminate the likelihood of similar errors recurring.

For example:

'In future years we will implement an internal software check to ensure that these fields are completed if there is Learndirect classification information in the corresponding fields in the Learning Aim Database.'

Column 15

If Column 3 is 'ILR' or 'HEIFES' we require a date by which any future improvements will be implemented.

How to submit the action plan

Action plans should be submitted through the HEFCE extranet.

Once logged in, navigate to the 'HEFCE resources' page, then click on the link for the current exercise, and then navigate to the same page where you downloaded the template. Next click on 'Upload', browse to the location where the action plan is saved and click 'Upload'.

Further details can be found in the year-specific overview pages which are accessible freom the FAMD homepage. 

Page last updated 24 July 2012

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