HRINFO01_Data Quality Validation

Summary description

This report is intended to replace some of the monthly data quality validation emails you may have received from HRIS Data Services and the HR Information Team.  This report validates person and appointment data and uses colour highlighting and guidance messages to flag anomalous data that requires updating in Back Office.  There is also a companion website to guide you through making updates.

This report validates many items returned to the Higher Education Statistics Agency (HESA) as well as staff classifications, right to work, FTE and target end dates.  This report is restricted to return only a sub-set of the appointments in your area that are needed for internal and external reporting (see Hints and Tips below).  The HR Information Team may vary the subset of appointments validated periodically.

Why run this report?

  • To ensure data are complete, accurate and valid.
  • To reduce the number of queries you receive from the HR Information Team towards the end of the academic year.
  • To ensure that departmental data submitted to external organisations (e.g. HESA, Medical Schools Council, Athena SWAN) and for internal reports (e.g. staffing figures) are correct.
  • To ensure that departmental data complies with the Data Protection Act and the HR Data Quality Policy 2016-17 (97kb)  .

When should you run this report?

This report should be run regularly throughout the year, ideally monthly. This report should be run again in early July before the HESA staff return and University staffing figures are collated, to insure that there are no anomalies in the data.  It may also be beneficial to run this report more regularly when your department(s) experience high numbers of new appointments (e.g. in September – October).

Hints and tips

  • This report has no parameters that users can change. The parameters are set by the HR Information Team and are designed to validate a particular portion of your dataset that is to be used for reporting.
  • The report returns new appointments in the current academic year (i.e. from 1 August). The report will be expanded gradually between February and April 2015 to show all the appointments that will be returned to HESA.
  • Workers (casual workers and casual teaching) and non-employees are excluded from this report, as they are not required for the HESA return.
  • Detailed guidance on entering the HESA data items covered in the report are available on the HR Information Team webpages.
  • Many of the guidance messages in the report are dependant on the staff classification of the appointment (category and sub-category).  Work through any staff classification anomalies first using the Staff Classification Guide (109kb) and then re-run the report, as this may reduce the overall number of anomalies flagged.
  • Please direct any questions or feedback on this report to the HR Information Team at hris.dataquality@admin.ox.ac.uk

Details of tabs

Tab 1   Data validation

Sorted by the first column ‘DATA QUALITY STATUS’. One row returned per appointment.

Red cells in the ‘DATA QUALITY STATUS’ column indicate that the appointment has errors in the data; green cells indicate that the appointment data are correct.