Home

User Manual - meta

1. CSV files TEC makes a number of files available on the TEC Workspace that relate to a given year s EPI calculation for a specified funding source A list of these files is shown below File Type Comment TEC 009999 2012 1001 Successful Course Completion 20130517 open xlsx xlsx Does not identify student TEC 009999 2012 1002 Oualification Completion 20130517 open xlsx xlsx Does not identify student TEC 009999 2012 1003 Student Progression 20130517 open xlsx xlsx Does not identify student TEC 009999 2012 1004 Student Retention 20130517 open xlsx xlsx Does not identify student TEC 009999 2012 1005 Student_Course_Completion_Data 20130517_open csv csv Identifies student TEC 009999 2012 1006 Student Oualification Completion Data 20130517 open csv csv Identifies student TEC 009999 2012 1007 Participation 20130517 open xlsx xlsx Identifies student TEC 009999 2012 1008 Student Course Enrolment Data 20130517 open csv csv Identifies student Those files shown as not identifying students provide summary information and some detailed records but do not however identify individual students The other four files do identify individual students Three are CSV files and one is an XLSX file The one XLSX also provides a summary The three CSV files are most important because they contain the raw data from which TEC calculates your EPI values Why match You supply TEC with SDR files TEC takes the data from the files and Importing the files puts it through a
2. Hermes MAKING SENSE OF SDR FILES MONITORING YOUR PERFORMANCE Version 2 4 March 2015 Meta Office Limited 2015 WHAT S NEW IN THIS MANUAL oooononnn non o nn i 3 INTRODUCTION zrx4 sois zo ponk kina R E r ni or pro arab 4 OVERVIEW OF HERMES FUNCTIONS ooooooronon on onnn nn o sini nn 7 CONFIGURATION s es ssi2istiani tlubnni drahou nr lis oo 10 FILE PROCESSING CHECKING SDR FILES IN AND OUT oooooononivonin vninonnonnnnn onen 14 VIEWING AND TESTING SDR FILES oooonononnn nn ton penisa trn enter tn 17 REPORTS amp CALCULATOR creisis riantas anade aaeeeo lu univ 22 TESTING DATA ACCURACY FILES ii ccctetcse iinoa reia E OE OEE EOR OE 30 GETTING MELP 2 suis s no iii ln opr an E a E E 34 APPENDIX A COLUMN LABELS xs 12 1110 vvn 35 APPENDIX B MICROSOFT ACCESS TOOLS aiis a 37 APPENDIX C REPORT FILTERS roren aioin aan E O O EA 40 APPENDIX D TEC CORRESPONDENCE scrrsssisisossinsrorsiissrssiirvrissiivia sisan ssar ENSEN ERE s EiS 41 APPENDIX E LINCOLN IMPORT MANAGEMENT eeesssececeeseeeceenaeeeceeaaeeeeesaaeeeeesaaeereneaas 43 Manual Version Control Version Release Date Status References 1 0 27 02 2012 Original production release e 2012 SDR Manual version 1 0 Ministry of Education e Educational Performance Indicators Definitions and Rules Version 4 0 TEC 1 1 15 03 2012 Added SDR validation error checking As above and backup Plus Guide to Com
3. Hermes calculates EPI and student participation in accordance with TEC s publication Educational Performance Indicators Definitions and Methodology Version 8 0 Earlier versions of this document left much to be desired in terms of clarity and as a result Meta Office engaged in a lengthy dialogue with TEC in order to properly and accurately understand the definitions and rules As TEC staff have moved on this dialogue has become more difficult as it would appear there has been little continuity of knowledge within TEC During the dialogue we discovered instances where TEC was using logic in its processing of SDR data that was not described in the their documentation There are also instances where what appears in the documentation was simply incorrect a fact acknowledged by TEC and remedied in later versions Meta Office s best endeavours have been to ensure completely accurate reporting but due to the omissions and errors in TEC s published Definitions and Methodology document Meta Office will not accept responsibility for discrepancies We will however Meta Office Limited 2014 investigate such discrepancies with you Installing Hermes A separate installation manual is available from the Meta Office web site on the Hermes page Hermes licensing Hermes is licensed to a tertiary education organisation on an annual basis You may download Hermes from the Meta Office web site and use it at no cost for 15 days Ther
4. completion calculation count different things so unlike the other two EPIs there is no direct relationship between the records counted in the numerator and denominator This can skew the calculated rate where small numbers of records are counted or where there are big differences in completions for a qualification from one year to the next The report is grouped by qualification level groups The QC rate is calculated by calculating a numerator value and a denominator value The numerator is divided by the denominator to obtain the QC rate A part time learning rate is also calculated e QC Rate Numerator the sum of the qualification EFTS for qualification completions in the return year Sounds complicated This means for example that if 10 students successfully complete a qualification that has an EFTS value of 2 0000 they would contribute 20 to the numerator e QC Rate Denominator the sum of EFTS delivered for course enrolments ending in the return year e Part Time Rate Numerator the sum of EFTS delivered for students with course enrolments ending in the return year e Part Time Rate Denominator the sum of the qualification EFTS for students enrolled in the return year The EFTS value per qualification enrolment is capped at 1 0000 Unlike the late reported course completions scenario described above qualification completions are always counted by TEC So even if a student s most recent course enrolment was in sa
5. 0000 0 0083 0 00 1402201125052011 0010101N A103 0921030 05830 0000 0 0145 0 01 1402201125052011 0010101N A103 0921030 06670 0000 0 0166 0 01 1402201125052011 0010101N A103 0921030 07500 0000 0 0187 0 01 1402201125052011 0010101N A103 0921030 07500 0000 0 0187 0 01 1402201125052011 0010101N A103 0921030 04170 0000 0 0104 0 01 0703201117062011 0010101N A103 0921030 03330 0000 0 0000 0 00 0703201117062011 0010101N A103 0921030 05830 0000 0 0000 0 01 0703201117062011 0010101N A103 0921030 06670 0000 0 0000 0 01 0703201117062011 0010101N A103 0921030 07500 0000 0 0000 0 01 0703201117062011 0010101N A103 0921030 07500 0000 0 0000 0 01 0703201117062011 0010101N A103 0921030 04170 0000 0 0000 0 01 1001201129042011 0010101N A103 0921010 10000 0250 0 0250 0 02 1001201129042011 0010101N A103 0921010 24160 0604 0 0604 0 06 0604201129072011 0010101N A103 0921030 16670 0000 0 0000 0 00 What Hermes does Hermes makes sense of SDR files Hermes allows you to e Check in import SDR files from multiple years e Test the integrity of the files e View and sort the content of the files in neat columns and search records e Produce key reports EFTS consumption education performance indicator rates EPI and student participation e Calculate your weighted EPI score and measure it against the performance thresholds e Import STEO SDR validation errors and warning and produce useful reports to help correct errors e Match your SDR files against TEC s
6. Configuration Enter provider code and name 9 Page 2 File Processing Check SDR data in 4 Recreate SDR files in SMS Fix in SMS Are the SDR files in correct format T yes y View SDR files ae missing gt 1 no y Test SDR files Y a Are there a N inconsistencies yes T no AA Upload files to STEO ice validation errors TI no kd Successfully submit SDR nop Review raw data yes gt A gt _ Check SDR Data out Import STEO error warning files 3 Configuration Enter qualification Add qualification type qualification title and Add site code Participation attributes s descriptions course code alias 4 Reporting SI ful C EFTS Consumption NA N Completion Qualification Completion Student Retention Weighted EPI Score 5 Data Accuracy Check in TEC files Test TEC files Meta Office Limited 2014 CONFIGURATION Provider code and When you first run Hermes you will be prompted to enter your four name digit provider number sometimes known as an EDUMIS code ESAT EP File Processing Reports Tools Setup Exit Microsoft Access Version Herm
7. a single table and also provides you with the option of adding an extra grouping to the table by for ethnicity or age 2011 All Performance Measures filtered for 01 funding xs l Custom Filter Standard Filtering Generate Audit Data Print Close Group NoGrouping OByAge By Ethnicity EPI Level Group a All Ethnicities Level 3 4 All Ethnicities Overall 75 01 60 21 0 00 54 22 Maori Level 1 2 79 18 50 58 0 00 77 63 Maori Level3 4 59 42 71 52 0 00 35 00 Maori Overall 74 93 55 08 0 00 53 41 Pasifika Level1 2 72 38 42 86 0 00 50 00 a Pasifika Level3 4 0 00 473 78 0 00 54 55 v Weighted The weighted performance score calculator allows you to enter EPI performance score data calculated by the above reports and from this data plus calculator variables set by TEC see above the calculator works out your weighted performance score for a given vear 3 Weighted Score o 8 g Overview Calculate Print Close 2011 Overall Performance Linked SCC SR Progression Funding Score Levels 1 2 78 00 65 00 Levels 3 4 83 00 Levels 5 6 85 00 Levels 7 8 Levels 9 10 Key When the TEC calculates overall performance linked funding scores qualification completion scores greater than 100 are truncated to 100 28 Page Meta Office Limited 2014 Using the calculator Click Tools on the Ma
8. available also the April SDR files for the following year Hermes will check whether they are in the correct format and allow you to view the data in the files in a way that makes it easy to pin down missing data Next you can use Hermes to test the integrity of records for example find out if there are course enrolment records without a matching student record If problems are uncovered you will need to check out the SDR data imported go back to your student management system to correct data re create a new set of SDR files and then check in this new set Once a set of SDR files has been successfully submitted you are nearly at the point of being able to produce reports and use the calculator However before doing so you need to do two things Firstly you must enter qualification attributes for any qualifications referenced in the SDR files data that do not yet have such attributes They are e Qualification award category e Register Level e EFTS value Secondly you must enter performance thresholds if you wish to use the weighted EPI score calculator This is the good bit You can produce various reports but bear in mind that some reports require you to have more than one set of SDR files e EFTS Consumption requires only the December SDR set of files for the designated year e Participation requires only the December SDR set of files for the designated year e Successful Course Completion requires
9. data accuracy files Because Hermes is using the same data as that which is reported to TEC and the reports are based on the TEC specifications the reports are generally more reliable than similar reports produced from your student management system 4 Page Meta Office Limited 2014 F 2009 Successful Course Completion filtered for 01 funding This report is based on 01 funded records r EPI Level Group SCCRate Level 3 4 100 00 Level5 6 85 71 Overall 92 45 Print Close Using the same data as TEC TEC s Definitions and Methodology 5 Page Most of TEC s education performance indictor reports use data from multiple years For a given return year say 2011 TEC is using data from your 2010 December SDR files your December 2011 SDR files and your April 2012 SDR files TEC may even use data from earlier SDR files There is a problem with this arrangement though because you may have changed enrolment data in your student management system between one SDR round and another The effect of this can be that EPI reports produced by your student management system are using a slightly different set of data from TEC The problem is addressed by Hermes because the reports it produces are sourced from data from the successfully submitted SDR files and not from your student management system The key thing to remember then is that with Hermes you must use the SDR files successfully submitted to TEC
10. given student This is because we need to match records from different years in order to determine the total EFTS counts used in both QC and SCC rates and for matching qualification completion records to course enrolment records For Lincoln because SDR records are sourced from two SMS each with its own student ID numbering sequence this has proved problematic There are two issues e Where an NSN has been merged We cannot then rely on counting matching records in Hermes on the basis of NSN because the same individual may have say one NSN in 2013 and a different one in 2014 e With the Consolidation Module used to amalgamate two sets of SDR files from Telford and Lincoln when we are assigning an ID to SDR records we look at the site code in the course enrolment records for a student We then choose the lowest site code and use the ID from this record As 01 is the Lincoln main campus and 20 is the Telford campus this would mean that generally the student would end up with an L ID where they are enrolled at both However this becomes a problem when say the student re enrolled at Telford the following year The import process has been modified to add a step whereby IDs in the SDR files are matched to existing records in Hermes Where no match is found on ID a match on NSN is attempted If no match is possible with ID or NSN a new record is written to a table called ID XRef 7006 The table contains two fields e ImportlD
11. of SEP Sum of Oct Sum of NOV Sum of DEC Sum of Year Total 25 9682 5 4318 3 2384 0 2997 164 6612 3 2166 9 1491 19 8923 5 1972 23 6979 43 1663 4 6724 3 6876 312 2787 26 6675 26 53 26 364 26 4459 25 3102 25 3105 25 8103 26 1176 26 8591 21 0767 301 933 5 4318 5 4318 5 4318 5 4508 4 4664 4 4388 4 4149 4 4149 4 4264 o 49 3394 4 3644 4 3644 4 42 4 3835 4 6751 4 6751 4 7307 4 6751 4 6965 1 112 45 3769 0 2997 0 2997 0 2997 0 3015 0 2332 0 2332 0 2332 0 2332 0 2341 0 2 6672 154 3487 154 3487 154 3487 154 2565 148 2081 149 1081 149 8341 149 8341 161 8355 13 622 1565 4422 3 0916 3 0916 3 0916 3 092 3 6083 3 6083 3 6083 3 6083 3 8585 0 25 34 2501 8 7741 8 8297 8 8297 8 835 8 3572 8 3572 8 3572 8 4405 9 0723 0 7084 88 0854 20 2223 20 2639 20 2639 20 2673 19 8103 19 8127 19 8146 19 8146 20 644 0 8964 202 468 5 3619 5 2407 5 071 4 9278 3 8982 3 2198 4 2986 4 0972 3 9111 3 0196 52 4529 26 7757 32 5288 36 4775 43 3834 56 2497 49 2203 42 0985 38 8601 35 8409 35 2302 440 0447 38 0163 40 3223 41 1488 40 3456 41 9757 39 5148 42 0316 38 1713 41 0472 26 9618 470 08 4 6724 4 6724 4 6724 4 6724 4 6724 4 6724 4 6724 4 6724 4 6724 6 2822 57 6786 4 0001 4 5 4 1875 2 0625 3 4375 1 3125 6 5625 2 1875 4 3126 1 5625 41 9421 302 0265 310 424 314 6066 318 4242 324 9023 313 4837 316 4669 305 1268 321 4106 110 7218 3351 7605 Please note that this report shows EFTS for the selected year only So for example if you ran the report for 2011 and there were enrolments
12. of ordering the detail reports e By entity shows all errors warning for student by student or course by course With this method selected you can also opt to group the records by the site code in the course enrolment file This is very useful if you have multiple campuses e By exception instance shows all errors warning in code order errors before warnings and the individual exceptions for each code 20 Page Meta Office Limited 2014 21 Page Fa STEO Validation Reports This screen enables you to import SDR Validation Report csv files produced from the STEO website and report the data errors warnings in a manner which will enable you to resolve whatever issues exist more easily than you ve been able to do previously If a validation report has been imported previously you can continue to report the data from that validation report Group By Site Code O impot OSereen OPrinter Bj O Exceptions summary total exception instances by type S Report exceptions by entity student course for CR exceptions o Report exception instances by exception type All Errors O Al Warnings O Everything Report Single Select STEO Exception Types Error Text BRR SESS 3998332 EEE Age is less than 10 or greater than 100 ASSIST is 00 and FUNDING is 02 ASSIST is 01 and FUNDING is not 01 or 20 ASSIST is 03 and FUNDING is not 02 or 12 A
13. same student however in this vear the SDR consolidation module was used and so the ID is prefixed with L However the match is made on the NSN and a new record is added to ID XRef 7006 with the new ID as the ImportID but with the original Telford ID as the storedID The ID XRef 7006 table now has three records ImportlD StorediD 199089469 199089469 1079743 199089469 11079743 199089469 Duplicate student It is possible in rare circumstances that two records for the same records student are included in the SDR student file Hermes will delete one of the two records as part of the checking in process 44 Page Meta Office Limited 2014
14. the ID in the SDR file e StoredlD the ID that is stored and used in Hermes The first record written into the new table for a student will have the same value in both fields If SDR data is imported for the same student and no match can be found on the StoredlD but a match can be found on NSN then a new record is added to ID XRef 7006 The new record will have a different ImportID value but the original StoredID value StorediD import Year File soure 199039469 199089469 199039469 199089469 199039469 199089469 43 Page 199089469 2013 COMP Telford Import 199089469 2013 COUR Telford Import 199089469 2013 STUD Telford Import 1079743 2013 COMP Lincoln Import 1079743 2013 QUAL Lincoln Import L1079743 2014 QUAL Lincoln Import i In the above example the 2013 SDR file contained a student who had Meta Office Limited 2014 enrolled at both Lincoln and Telford The 2013 SDR file was created without using the SDR consolidation module and so the IDs were both integer values The Telford data was imported first and there were records in the COMP COUR and STUD files The Telford ID was therefore recorded as both the StoredID and ImportID The Lincoln records related to a QUAL and COMP completion A new record was added to the ID XRef 7006 table where the StoredID is the original Telford ID and the Lincoln ID is recorded as the ImportID When the 2014 SDR is imported there is another Lincoln OUAL record for the
15. 13 07 1989 WILST 11 2010 4755 M 19 06 1983 MCGEJ 02 ATSA M 19 na 1474 TE HR n2 INNA Search m 135 7 129 998 255 137 993 998 9 51 11 15 13 171 101 102 14 129 136 998 ana YNNNNNNNNNNNNNNNNNNNNNNNNNNN Column labels 37 Page In addition to moving around by using the scroll bars the navigation buttons you can search sort and filter records e Ctrl F will open a Find dialogue box or you can use the Selection menu item e The Selection menu item provides a filtering mechanism that filters against the value in the field where the cursor is placed Alternatively you can use the little drop down arrow to the right of the field name to filter but with more options The Filter icon works in the same way e That arrow also provide sorting options or you can use the other sorting menu items When you view datasheets you will see that all the columns are labelled The first column is called Year and this contains a value to show what SDR year the record belongs to Hermes inserts the value at the time that the records are checked in All the other columns apart from the EFTS fields in the Course Enrolment file have labels that the same as those used by the Ministry of Education in the SDR Manual So for example S SCHOOL is used in the Student record and means Secondary School Meta Office Limited 2014 Search Sorting 38 Page 2009 2009 2009 2009 2009 2009 2009 200
16. 9 You can find a complete list of column labels and a plain English translation in the Appendix to this manual The SDR Course Enrolment file stores EFTS values in a single field called EFTS_MTH Hermes breaks the months out into field labelled JAN through to DEC Note SDR files can contain removed columns which contain no data These are columns that used to be used to collect data which is no longer required by the Ministry of TEC For example in the Student file there is a removed column between DOB and NAMEID fields This field used to be utilised to collect two digit ethnicity codes When the Ministry switched to using three digit ethnicity codes it became a removed column These columns have a heading starting with Blank If you want to search for a particular value for example the date 18 12 1987 simply start typing the value in the search field at the bottom of the datasheet 8490 7675 M 11 05 1990 BORU 8490 7676 M 13 08 1986 GRESB 8490 7677 M 08 07 1989 JOSLB 8490 7681 M 8490 7686 M 8490 7687 M 23 10 1990 WALST 8490 7688 M 26 11 1990 ASHBK 8490 7689 M 27 03 1990 AHOAS Record 4 4 324 of 570 gt gt i T Filter Tiz A u 7 Once a matching value has been found it will be highlighted Sometimes you may need to type only the start of a value sometimes you may have to type the whole value If the value exists more than once in the datasheet you can use t
17. 9057008 199082473 199080982 199068495 199081927 199037337 199031157 z Z iE TET a eS ee iT 4 DOB NAMEID PRIOF FIRSTYR DIS ACCESS S SCHOOL Y_SCHOOL SEC C DISABI 03 06 1969 LEITJ 08 2 1 05 09 1979 MCLAR 03 2010 2 999 1998 09 1 29 08 1975 HAYWH 03 2011 2 999 1995 00 1 14 02 1974 FLANJ 03 2011 2 999 1991 09 1 12 10 1967 MICON 04 1990 2 999 09 1 09 02 1942 DINNT 03 2009 2 1040 00 1 21 07 1989 RUSSF 03 2009 2 233 2006 13 2 16 08 1976 GIZIM 03 1995 2 999 1997 15 1 25 02 1956 SMITA 03 1974 2 999 1972 09 i 03 01 1994 JORDB 01 2011 2 24 2010 00 g 02 06 1982 AIST 03 2001 2 999 1999 09 i 26 08 1946 BREWD 02 1965 2 999 1964 14 1 09 04 1964 LODEL 03 2004 2 999 1989 09 1 45 999 1970 00 1 28 09 1954 BETTS 03 1971 A worksheet of the data is displayed and you can use the features of Microsoft Access to sort filter and search data and thereby identify problems Appendix B of this manual contains a section that describes these features of Access which you will find can also be used elsewhere in Hermes Check out SDR files On the Manage SDR Files form you can also check out individual SDR files all files for the selected return year or all files for all years This latter option is the one labelled Delete All It removes all imported data Australian Residency From 2015 a code for Australian Permanent Residency has been 16 Page added to the SDR Course Enrolment file This field plays no role in education p
18. ING HELP Take2 users Non Take2 users Contact details 34 Page If you use Take2 your Take2 annual support service will cover using Hermes If you do not use Take2 you may still access the Meta Office Help Desk see contact details below If your query relates to using Hermes or interpreting the reports used by Hermes we will charge an hourly rate of 45 per 30 minutes or part thereof for providing telephone and remote access support If your query arises because of problem with the function of Hermes there will of course be no charge providing it has been correctly installed Meta Office Help Desk Phone 04 939 1267 Email Helpdesk meta office com Meta Office Limited 2014 APPENDIX A COLUMN LABELS Column Label Description ASSIST Category of Fees Assessment for International Students ATTEND Intramural Extramural Attendance CATEGORY Funding Category CCCOSTS Fee Compulsory Course Costs Fee CITIZEN Country of Citizenship CLASS Course Classification COMPLETE Student Course Completion indicator COURSE Course Code CREDIT Credit CRS_END Course End Date CRS_SITE Course Delivery Site CRS_SRT Course Start Date CRS_WTD Student s Course Withdrawal Date CTITLE Course Title DIS_ACCESS Disability Services Accessed Indicator DISABILITY Disability Indicator DOB Date of Birth EFTS by Month in Hermes this field is replaced by 12 individual fields EFTS_MTH each reporting the EFTS for a single month EMB_LIT_NUM Embe
19. SSIST is 04 and FUNDING is not 01 or 12 ASSIST is 06 and FUNDING is not 01 or 12 ASSIST is 08 and FUNDING is not 01 or 12 ASSIST is 09 and ATTEND is 3 or 4 ASSIST is 09 and FUNDING is not 01 02 03 ASSIST is 12 and FUNDING is not 11 or 12 EFEFEFEFEED Meta Office Limited 2014 REPORTS amp CALCULATOR Reports EFTS Consumptio n Click Reports on the Main Menu to open the View Reports menu There are five reports Remember to select the years for which you want to report This report is useful if your student management system does not have reliable EFTS reporting To use the report make sure that you have checked in the December SDR files for the year in question The report is produced as an Excel file with a pivot table and so provides opportunities to filter You are most likely to want to filter by source of funding and or qualification code A hidden but unprotected worksheet in the Excel file provides the unit data on which the pivot table depends FUNDING CATEGORY CLASS ATTEND CRS SITE v NOFLEVEL QUAL EMB LIT NUM All All All AWARDCATEGORY v Sum of JAN 1 a 19 473 12 0 13 0 0417 14 g o 20 11 0365 21 3 0 125 25 0 375 33 0 7657 36 EA 4 2098 41 19 6817 46 37 3783 96 4 6724 99 4 1293 Grand Total 101 8884 Pivot tables Report filters 22 Page All All All All All Sum of FEB Sum of MAR Sum of APR Sum of MAY Sum of JUN Sum of JUL Sum of AUG Sum
20. TE ls 0 when course end has not been reached UN2769 6 11 COMPLETE Jan 19 2012 1200AM Eror 544 COMPLETE ls 0 when course end has not been reached UNG3S 6 11 COMPLETE Jan 19 2012 1200AM Recess nA Errors or warnings or Validation errors are showstoppers You can t submit an SDR if they both exist Validation warnings don t prevent you from submitting an SDR and so many people don t bother with them If you do decide to download both make sure that you save each downloaded file with a different name For example if your EduMIS number is 9999 you would save them as 9999 _ errors E csv and 9999 errors W csv If you want Hermes to import both errors and warnings you need to use Excel to combine the records in both files by appending warning records to the error records Save the combined file with a new name for example 9999 _ errors EW csv Importing CSV files Click Tools and then SDR Validation Reports This opens a new form and you click Import to select a CSV file to import You will get a message when the import has been successfully completed Each time you import a file it overwrites the previously imported data Validation reports You can produce summary reports and detailed exception reports When producing detail exception reports you can select records for individual error warning codes all errors all warnings or all records Both reports can be exported to Excel You can also select from two methods
21. ave checked in the 2012 and 2013 SDR files Note that it is possible to report cross year enrolments in the December SDR of the start year but to delete them from your SMS in the following year so that they are not available in the December SDR of the following end year In this case TEC will count into the denominator that portion of the EFTS reported in the first year Hermes also applies this logic Participation This report replicates the Plan Commitments Participation Report compiled by TEC and available on through your TEC workspace in the section Contextual Information The report is produced in two parts The first part is portrait and shows EFTS counts for the return year as calculated for the EFTS Consumption report Note however that where EFTS is broken down by ethnicity the total EFTS may be slightly less than the Consumption report because EFTS for unknown ethnicities are not counted 3 TEC s definitive ruling on this matter is contained in an email from Doreen Sua of TEC to Meta Office dated 23 12 2013 24 Page Meta Office Limited 2014 Plan Commitments Participation Report Year 2011 Meta Office Limited 9999 Maori amp Pacific students as a proportion of know ethnicity EFTS Qualification Register Level Split Maori EFTS Maori Pacific Pacific Known Peoples Peoples EFTS EFTS Level 4 plus 234 89 25 96 150 95 16 68 904 89 otal Qualification Register Level Maori EFTS Maori Pacific Pacific K
22. black box which ostensibly selects the correct records for calculating EPI rates for a given funding source We say ostensibly because for the 2013 year we have seen the black box break down resulting in TEC incorporating invalid data in the CSV files There is evidence that similar problems have arisen in previous years The Hermes matching process tests what has come out of TEC s black box against what went in the SDR files you uploaded It can therefore identify if the black box is functioning correctly Download the four files listed above as Identifies student which relate to the funding source you are interested in and store them in a folder without changing the file names Click Manage TEC Files on the File Processing menu enter the year click Check In and select the file in the folder that contains TEC and Course_Enrolment in its name For example TEC 009231 2013 1008 Student Course Enrolment Data 20140410 open csv Click Open Once you have done this all four files will be imported Note Hermes actually copies each file and re names it prior to importing So when the import is complete there will 8 files in the folder You can delete the copies which have a shorter name if you wish however you may find them useful for your own purposes because they can be opened by Microsoft Access as well as Excel If you have already imported a set of files you must check these out before re importing an
23. boxes where you can select one or more items either by clicking on them in the list box itself or singularly by using the Single Select option If you select no entries in a list box then Hermes assumes that all are selected You can clear any selections you have made with the Clear button at the top of the screen Meta Office Limited 2014 APPENDIX D TEC CORRESPONDENCE 2013 EPI Data issues The following communications relating to TEC s data quality issues relate to the 2013 data and are up to date as at 10 April 2014 Data issue on Workspace 14 March 2014 We have experienced an issue with data at SAC levels 3 and above which we recently uploaded to Workspace as interim data for PTEs to view their own performance As a result of the issue the course completion and qualification completion data for some PTEs is incorrect The other educational performance indicators are correct We have identified the fix to this problem We will re upload all PTEs educational performance indicator data next Tuesday 18 March 2014 We are not using this data for any funding or other decisions It is simply for PTEs information We apologise for the inconvenience Should you have any questions please contact the Service Centre on 0800 601 301 Last changed 14 March 2014 Publication of 2013 performance indicators data issue 17 March 2014 As part of the annual process to publish tertiary education providers
24. cords with a start date in the specified range o Ethnicity Is Maori Is Pasifika Is Maori or Is Pasifika or All o Age lIs Under 25 Is 25 or Older or All Take2 users will be familiar with the filter mechanism Non Take2 users should see Appendix C for more information 0 0 0 0 2011 Successful Course Completion filtered for 01 funding Custom Filter Filter application Audit Data Site code Standard Filtering Generate Audit Data Print Close The three EPI reported by Hermes all use records from the SDR course enrolment file in the denominator Each report then uses records for the numerator that are related in some way to the records in the denominator Course enrolment records include funding source delivery site code qualification start date and end date Course enrolment records are related to student records that contain ethnicity and date of birth Accordingly custom filtering is against the course enrolment records in the denominator for all three EPI When you generate a report you can tick the Generate Audit Data option This has the effect of creating an Excel workbook file in which the underlying data for the report in question is tabulated Site code is an attribute of course enrolments The denominator for the calculation of the qualification completion rate is comprised of course enrolment records and so the inclusion of site code in the audit denominator output is simple However the numerato
25. created However once an alias has been set it can only be changed on the form Note course aliases must be unique You cannot use the same alias for multiple courses Ea Maintain Course Aliases 8 Close Course Code conse Aa A BAES2 UC12349 2 BAES2 UC12349 2 BAES2 UC12349 3 BA101 BAES2 UC1304 7 Ba102 BAES2 UC18734 3 BA103 BAES2 UC18758 2 BA104 BAES2 UC24695 1 BA105 BAES2 UC24709 1 BA106 BAES2 UC25060 1 BA107 BAES2 UC2788 5 BA108 paces 11719077 2 lasann A Record 14 4 150f1107 gt bi Filte Search Performance TEC publishes the weighting to be used in the formula for calculating weightings the weighted performance score The weightings vary between thresholds and part grouped qualification and could also change over time time adjustment rate TEC also publishes thresholds for assessing the weighted performance score There is an upper and a lower threshold for each set of grouped qualification levels The thresholds can change from year to year TEC also uses a part time study adjustment rate when calculating the 12 Page Meta Office Limited 2014 weighted performance score Currently the adjustment rate is 50 and has been for several years but it is possible that the rate will change in future To manage the weightings thresholds and adjustment rate you click Performance Weights on the Setup menu ES Performance Weights amp Thresholds o X Save Close Year 2014 Thresholds QC PTAd
26. dded Literacy and Numeracy Flag ETHNIC Ethnicity EXEMPT Course Exemption from AMFM FACTOR Course EFTS Factor FEE Course Tuition Fee FINISH Expectation to Complete a Qualification this year FIRST_YR First Year of Formal Tertiary Education FOREIGN_FEE Tuition fee paid by Foreign fee paying student FUNDING Source of Funding GENDER Gender ID Student Identification Code INSTIT Provider Code INTERNET Internet Based Learning Indicator IRDNOS IRD Number IWI Iwi Affiliation MAIN_1 Main Subject 1 MAIN_2 Main Subject 2 MAIN_3 Main Subject 3 MAX_Exempt_Fee NAMEID NSN NZQFLEVEL 35 Page Maxima Exempt Fees Name ID Code National Student Number Level on the NZ Qualifications Framework Meta Office Limited 2014 NZSCED NZSCED Field of Study PBRF Eligible PBRF Eligible Course Indicator PBRF CRS COMP YR PBRF Course Completion Year PERM POST CODE Permanent Post Code PRIOR A Main Activity at 1 October in Year Prior to Formal Enrolment OUAL Qualification Code RESIDENCY Residential Status S SCHOOL Last Secondary School Attended SEC_QUAL Highest Secondary School Qualification STAGE Stage of Pre Service Teacher Education Qualification TERM_POST_CODE Term Post Code Y SCHOOL Last Year at Secondary School YR REO MET Year Reguirements Met 36 Page Meta Office Limited 2014 APPENDIX B MICROSOFT ACCESS TOOLS Version of Access Datasheets 3 2011 STUD File There are various versions of Microsoft Access All provide t
27. ded the Analyse my Performance reports on Workspace Full reports including these funds will be provided in May 2014 Tertiary Education Commission Level 10 44 The Terrace Phone 04 462 5200 Fax 0 4 462 5400 PO Box 27 048 Freephone 0800 601 301 Wellington 6011 Website www tec govt nz Sent Wednesday 9 April 2014 p m Subject Incorrect performance information Dear TEO The TEC has identified that some information in your organisation s SAC and Youth Guarantee performance report loaded into your workspace on Friday is incorrect The problem effected a small number of TEOs and led to reports including incorrect interim 2013 course completion results The error has been fixed and your organisation will be provided with a correct report today The incorrect SAC and Youth Guarantee performance report in your workspace will have blank pages inserted so it can be identified We apologise for any inconvenience this may have caused If you have any further concerns about the data in your new report please get in touch by replying to this email Kind i Operations Directorate Tertiary Education Commission Te Amorangi M tauranga Matua PO Box 27 048 Wellington www tec govt nz 42 Page Meta Office Limited 2014 APPENDIX E LINCOLN IMPORT MANAGEMENT The problem The solution In Hermes we need to have every record in the STUD COUR COMP and QUAL files have a consistent identifier ID for a
28. duce accurate reports If as the years go by you add more qualifications and report them through the SDR you will find that the new qualifications are added to the list on the Set Up form So it is a good idea to check the list for missing data each time you have checked in new SDR files Compact on Exit The Hermes files can get quite large as time goes by We suggest The award categories available in Hermes are those published by TEC Please note that these differ somewhat from those published by the Ministry of Education 11 Page Meta Office Limited 2014 ticking the Compact on Exit option so that the file is shrunk each time you exit Hermes Site codes On the Setup menu you can optionally assign a name to each site code This will be included in the Excel audit files r 1 E3 Maintain Site Codes x Close Site Code Name 02 Auckland 03 Wellington 04 Christchurch 05 Dunedin 08 Hamilton 09 Tauranga 10 Collingwood Record I4 1of7 gt amp No Filte Search Course aliases The course codes in your course register which are included in your SR files may not necessarily be codes that you want to use in the Excel audit files So you can click Course Alias on the Setup menu to enter alias values When you first open the form the alias will be set to the actual course code but you can change it You cannot however change the course code itself If you don t open the Maintain Course Aliases form no aliases will be
29. eafter if you wish to continue to use Hermes your organisation must pay an annual subscription The subscription will entitle you to all updates to Hermes in a 12 month period The subscription amount is based on two factors e Whether your organisation uses Take2 or not e The size of your organisation measured by the EFTS count reported in your most recent December SDR Details of subscription fees are available from the Meta Office Help Desk helpdesk meta office com 04 939 1267 6 Page Meta Office Limited 2014 OVERVIEW OF HERMES FUNCTIONS Sequence of functions 1 Configuration 2 File Processing 3 Configuration 4 Reporting 7 Page The diagram on the following page provides an overview of the sequence of Hermes functions The sequence is important because if you want to produce reports step 4 in the diagram from Hermes you must have first completed the three preceding steps so as to ensure that Hermes has the correct data to process The first thing you need to do is to enter your four digit provider code also known as your EDUMIS number and the name of your organisation The EDUMIS number is required because it is used to match to the names of your SDR files This function involves a number of tasks You should carry these out before submitting SDR files via STEO Firstly you will check in import SDR files i e the SDR files for December of a given year and for some reports to be
30. ed in which deletes the data imported when the files were first checked in see below If a file to be checked in has missing data or uses an invalid data type for a particular field you will get a message In practice what this means is that an error occurred while attempting to load the data into the structured Access table whereby some data couldn t be loaded Usually this will occur because data is missing from the imported file or required data for a given field is in the wrong format e g a field requires an integer but the SDR file contains a character An error occurred while importing Student data This error was caused by missing data or an invalid data type Viewing raw data 15 Page Please use the Review Raw Data menu item to identify the problem You can review the raw data in the defective SDR file by clicking Review Raw Data on the File Processing menu and then selecting the specific file The best way to spot missing data is to sort the raw data table in Meta Office Limited 2014 ascending order on a required field This will move defective records to the top of the list because the relevant field is blank or zero for these records In the student file required fields are those which are mandatory for type B students namely GENDER DOB NAMEID CITIZEN and NSN Note that zero is an invalid NSN value ID 199079501 199081987 199080797 199080757 199082016 199074861 199081649 19
31. educational performance indicators on the TEC website we have been uploading monthly the latest data for these indicators in Analyse My Performance on providers Workspaces We would like to advise we are unable to publish Analyse My Performance files to your Workspaces on Tuesday 18 March as planned At this stage we have outstanding data quality anomalies that we need to resolve and we are working to do so as quickly as possible We anticipate being able to publish the Analyse My Performance files by the next planned date of Tuesday 15 April We sincerely apologise for any inconvenience Last changed 17 March 2014 41 Page Meta Office Limited 2014 T E C NO W Tertiary Education Commission 2013 performance indicator data is now available 28 March 2014 Updated 2013 educational performance information is now available in Analyse my Performance on Workspace The information has been temporarily unavailable since Monday 24 March while a potential data quality issue affecting a number of private training establishments was investigated Data quality is now assured Please note that only 2013 files have been refreshed at this time with a full refresh for previous years planned to be available on Tuesday 1 April 2014 Also please note if you have had an allocation for either the new SAC level 1 and 2 funds 25 and 26 or Youth Guarantee 22 in 2013 the enrolments from these funds is not yet inclu
32. eported in different SDR years For example a course enrolment that started in 2010 and ended in 2011 will be reported in each of the 2010 amp 2011 years with the same identifying information but these two records are quite obviously not duplicates Only duplications of student ID course code and start date amongst data within a single SDR year are reported Problematic records detected are displayed in tabular format The tables have search sort and filtering capabilities Notes of the use of the tables termed Datasheets is provided in Appendix B This test compares course enrolments from the year prior to the selected year that start in the prior year and end in the selected year with the course enrolment records for the selected year If the enrolments are missing from the selected year they are lost The test can only be performed when course enrolment data is available for the following year So say the year being tested is 2010 then Hermes looks at each 2010 qualification completion record and then checks whether there is a 2011 course enrolment record for the same student qualification combination If there is the course enrolment records in question are displayed This error corresponds to a test in the TEC Data Accuracy report called Discrepancies in the qualification completion year If you get errors and warnings when you submit your SDR files through the STEO validation process you can view the problem
33. erformance indicators however Hermes has been modified to accommodate its import from 2015 Meta Office Limited 2014 VIEWING AND TESTING SDR FILES Viewing files Click View SDR Files on the File Processing Menu This opens a new form and you can specify a return year The form will refresh to show you how many records are in each SDR file and you can click on the relevant button to view records in a datasheet or export them to Excel View SDR Files Return Year to View 2010 Enter a four digit Year Close View STUD 670 Send to Excel View CREG 98 Send to Excel View COUR 7265 Send to Excel View COMP 5918 Send to Excel View QUAL 351 Send to Excel i Testing SDR files Click Test SDR Files on the File Processing Menu to open a new form 17 Page which provides a list of possible problems with your SDR files You will normally do this to a set of SDR files that have not yet been submitted via the STEO web site and so normally the Year to Test will be the current year The last two tests however compare data from the selected year with data for the following year and so would be run when you have a set of April SDR files for the following year Most problems relate to orphan records where for example a course enrolment record has no matching student record Note course completions are matched to course enrolments only for 01 funded enrolments Those items on the list without an asterisk c
34. es Official website www meta office com NOTICES 8 NOTES DOCUMENTATION SHORTCUTS Hermes User Manual installation Notes No document available No document available Home gt Reports Registered Software Provider Code 1234 Return Year to Report12011 Happy Days Institute Logged in at 10 59 08 a m Copyright 2011 2012 Meta Office Limited all rights reserved Admin Click Setup Anew menu is displayed Click Configuration Now a new form is displayed and you should enter your organisation s name The first time you visit this form you won t see a list of qualification codes This doesn t appear until you have checked in at least one set of SDR files Qualification The reports available in Hermes are based on the TEC s Definitions attributes and Rules for Education Performance Indicators This means that the reports need to reference extra data about qualifications data which is not stored in SDR files and which therefore you need to add yourself You should have this data yourself but if you need to check it against the TEC Qualification Register you can do so via their secure web site or via the Advanced Qualification Search page of the Which Course Where web site Qualification types Hermes provides for assigning qualifications to a qualification type 10 Page The qualification type value will appear in Excel audit files For example you may have 30 qualifications relating to three distinct
35. g counted by Hermes to produce the EPI ratios Click here to see more information e Anew qualification filter has been added for the EPI reports e Two new tests have been added to the Test SDR Files form lost course enrolments and qualification completion year conflicts e The file checking in process has been streamlined so that SDR data imports extremely quickly e New filters for the EPI reports for ethnicity age under 25 As At date and start date e Combined report that brings together SCC QC and SR ina single table and provides additional grouping options e Addition of section relating to cross year enrolments e Addition of functionality to match SDR files to Data Accuracy CSV files Click here to see more e Addition of qualification type course and qualification titles and site codes for audit Excel files e Additional table in plan commitments report e Addition of funding source in QC denominator Excel file e Australian Residency imported from 2015 3 Page Meta Office Limited 2015 INTRODUCTION SDR files Your student management system produces Single Data Return SDR files every four months You submit them to the Ministry of Education The Ministry passes on data to the Tertiary Education Commission TEC TEC uses the data to monitor your performance and this can affect your funding SDR files aren t that easy to read SS 1402201125052011 0010101N Al03 09321030 03330
36. he Enter key on your keyboard to move to the next instance You can sort records by the values in a particular field by placing your cursor in this field for any record and using the Ascending or Descending menu items Use Remove Sort to put the records back into their original order r YZ Selection Y Advanced Filter i 7 u Sort amp Filter Sorting in ascending order is a good way of discovering missing data because any record without say a date of birth will be at the top of the list of records if you sort ascending on that field Meta Office Limited 2014 Filtering Copying data Send to Excel 39 Page E Student Year DO ANSTIT ID GENDER DOB MI Blank1 2009 8490 7905 F 2009 8490 7616 M 3 56 2009 8490 7984 M 31 07 1956 2009 8490 7756 F 28 05 1958 2009 8490 7527 F 28 02 1959 2009 8490 7556 M 03 02 1961 Filtering is a way of selecting and displaving on the datasheet only records that meet certain criteria There are some guite sophisticated ways of filtering which you can learn about at this Microsoft webpage To get you started you can use the Filter function adjacent to the two sorting options So for example if you wanted to just find females you would place you cursor in the Gender field click the Filter symbol untick Select All and then tick F 6 7 DOB NAMEID PRIOF FA SortAtoZ F Z SortZtoA M F K F Text Filters gt F V Select A
37. he following tools however the method of using the tools differs slightly from version to version The description below is for Access 2010 When you view SDR Files or Review Raw Data you open a Datasheet Datasheets are a bit like a table in Excel and you can have some fun with them iD x 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 2011 m e 2011 Record M 10f121 gt 8420 8420 8420 8420 8420 8420 8420 8420 8420 2AN Ge NAMEID PRIOF FIRSTYR DIS ACCESS S SCHOOL Y_SC 4 1459 M 11 09 1972 HOETA 03 2001 9 4321 F 18 11 1983 MONKR 08 2010 13 4452 M 14 03 1987 UTUTW 02 2009 14 4529 F 12 05 1989 ROGET 02 2005 14 4594 M 31 05 1974 CLOVN 03 2006 255 4623 M 19 12 1990 BEDGK 11 2010 4642 M 26 10 1989 HEREP 03 2010 4684 M 01 11 1987 HARRJ 03 2010 4726 M 17 11 1991 RAUPC 02 2010 4728 M 08 11 1992 TAITJ 03 2010 4730 M 25 10 1989 ROBEH 03 2010 4733 M 01 07 1972 CREEM 02 2000 4735 M 15 09 1992 ANDEJ 02 2010 4736 M 20 01 1993 BISHH 01 2010 4737 F 28 01 1961 MOHIH 02 1991 4740 M 16 05 1990 KRUSC 11 2009 4741 M 07 04 1982 TIMOR 02 2010 4743 M 25 11 1987 MISCN 02 2010 4746 M 07 03 1976 SUTHM 03 1999 4748 M 27 08 1975 OUINA 02 1998 4749 M 13 11 1989 REWIW 06 2009 4750 F 25 07 1974 RHINW 08 2009 4751 M 02 11 1967 NATHC 03 2010 4752 F 31 08 1986 CLARS 08 2010 4753 M 05 10 1993 WANAD 01 2010 4754 M
38. in Menu and then Weighted Score Enter a year and if values have already been entered and saved for the year they will display otherwise all fields will be blank Change or enter values for the year in question and then click Calculate You will see the following prompt r Save Performance Data Would you like to save the performance measurement data you ve entered so that it will display automatically next time you select 2011 in this screen A O JA PO What is being calculated 29 Page ee This allows you to save the values you have entered plus the calculated score Note doing so will overwrite any existing values stored for the year The calculator in Hermes version 1 uses the logic and formula on TEC s web site http www tec govt nz Funding Policies and processes Performance linked funding Details for TEOs thresholds TEC publishes individual EPI as percentage values with no decimal places and the weighted score as a numeric value between 0 and 10 shown with one decimal place Given the potential effect on funding we are showing EPI percentages to two decimal places and the calculator uses these values to determine the weighted score which is then rounded to one decimal place Note TEC has specified that the maximum qualification completion score to be used in the formula is 100 and this is what Hermes does Meta Office Limited 2014 TESTING DATA ACCURACY FILES
39. in the 2011 SDR that had commenced in 2010 only the 2011 portion of the enrolments EFTS will be counted in this report You can see the underlying data on which the audit report is based by viewing the COUR file from the View SDR Files option on the File Processing menu A pivot table is method of presenting tabular information Pivot tables can be created in Microsoft Excel and Microsoft Access and they are powerful tools because they allow a user to quickly and easily filter the summarised data and even to change the cross tabulation If you are not familiar with pivot tables you might like to visit Microsoft to learn a little about using them Ignore steps 1 and 2 and go straight to step 3 The following reports provide filters From Hermes version 1 05 there are two types of filter e Standard Filtering this is the same default filtering that was applied in all versions of Hermes prior to the release of version 1 05 i e all data is filtered for 01 funding So if you click this button the reports are produced and filtered for O1 funded enrolments i e those counted by TEC for EPI purposes e Custom Filter the custom filter allows you to filter by the Meta Office Limited 2014 following parameters Funding source Delivery site code Qualification As At Date to exclude course enrolment records with an end date after the As At date o Start Date to include only course enrolment re
40. ingle folder We suggest creating separate sub folders for each return vear within the folder used for the Hermes front end program file Hermes accde Note the five files must be named in accordance with the STEO standard For a provider code 9999 STUD9999 txt would be the student file CREG9999 txt would be the course register file etc o en U ddress 3 C Take2 Hermes 2011 a Stud9999 txt E Comp9999 txt E Cour9999 txt E Creg9999 txt 1 Qual9999 bet Normally you will copy all five files into the folder and click All in Year in the Check In list in order to check in all five files Occasionally you may want to check in just one or two of the five files and so there is a 14 Page Meta Office Limited 2014 button for each individual SDR file Once files have been checked in they are added to the Checked In list Manage SDR Files Return Year to Manage 2011 Enter a four digit Year Close Check In Checked In Check Out Year File 2011 STUD 2011 CREG All in Year 2011 COUR 2011 COMP STUD for Year So CREG for Year COUR for Year COMP for Year QUAL for Year File format errors Import Student Data If you try to check in files that have already been checked in you will get a message telling you this is not possible This means that if you need to re import SDR files for a given return year you must first check out the files already check
41. ished by TEC is based on the December SDR and any additional course completions for the return year reported in the April SDR of the year after the return year Successful course completions for a return year reported in an SDR after the April SDR of the year after the return year are ignored by TEC Note TEC s rules for qualification completion rate are extremely complex some would say bizarre and there are two issues in particular to which we draw your attention e The formula can in some circumstances result in a qualification completion rate of over 100 being calculated This is what Hermes will show However TEC as if a little embarrassed by this logical oddity truncates the rate at 100 so even if the true calculated rate is 160 for example TEC will publish only 100 and use 100 when calculating the weighted performance score e TEC uses the concept of imprecise matches when identifying which qualification completions to count What Meta Office Limited 2014 What is being calculated Qualifications completions always count Student Retention What is being calculated 27 Page exactly constitutes an imprecise match is poorly documented by TEC and indeed in one case TEC has informed us that This condition has not been specified in the Definitions and Rules document when referring to a condition that can affect the qualification rate e The denominator and numerator for the qualification
42. j SCC SR Progression Upper Lower Levels 1 2 Levels 3 4 50 50 40 10 7 5 6 0 Levels 5 6 50 50 30 20 7 5 6 0 Levels 9 10 Enter a year and any existing values will be displayed These can be adjusted If no values exist for a particular field or year simply leave the field s blank Backups It is sensible to back up the Hermes data file once you have entered configuration data The file is called Hermes_Data accdb If you wish you can use the backup utility in Hermes itself by clicking About Hermes then System Now click Additional Functionality and Perform Backup Note that you need a special file called Zip32 dll in your Windows System32 folder in order for this utility to function A copy of the file can be downloaded from the Meta Office web site 13 Page Meta Office Limited 2014 FILE PROCESSING CHECKING SDR FILES IN AND OUT Check in SDR files On the Main Menu click File Processing and then Manage SDR Files This opens a form on which you can check in or check out SDR files gt r Manage SDR Files Return Year to Manage ME Enter a four digit Year Close Check In Checked In Check Out Year File All in Year STUD for Year CREG for Year COUR for Year COMP for Year GUAL for Year Initially there are no files checked in That will be your first task Enter a return year and copy the SDR files from that year into a s
43. ll F a wm F F F E F F F You can remove the filter by clicking Toggle filter You can copy data from the datasheet by selecting specific rows or columns or by selecting the whole datasheet by clicking in the top left corner Then use Ctrl Cor click the Copy icon Once copied you can paste the data into Excel or Word or indeed into other locations 2011 STUD File ear INSTIT 2011 8420 2011 8420 N11 oann Note however there is a Send to Excel button on the View SDR Files form for each SDR file Meta Office Limited 2014 APPENDIX C REPORT FILTERS Criteria 2 Successful Course Completion Filtering Criteria Available Filters Dates Age Ethnicity Funding Source Qualification Site Code When you click Custom Filter anew form is displayed where you can specify criteria which will constrain the data used for the report By Dates As At Course Start Date From To SS Selecting criteria 40 Page The tree on the left hand side of the screen lists all of the criteria which you can define Currently this is limited in Hermes to funding source and site code Selecting an item from this list will display a view on the right hand side of the screen where you can define criteria You can use one or more criteria this means you can filter by both funding source and site code if you wish The current criteria take the form of list
44. nown Peoples Peoples EFTS EFTS 234 89 25 96 150 95 16 68 904 89 Levels as a proportion of total EFTS Qualification Register Level Split Total Total EFTS EFTS Level 4 plus 100 00 905 89 Qualification Register Level Total Total EFTS EFTS 7 100 00 905 89 The second part of the report is landscape and provides a detailed demographic breakdown for each qualification by ethnicity and gender Pacific People Known Ethnicity Male Female Total Male Female Total Male Female Total ers eoo oeo oo 000 28H OE3 oot 28 272 pe oo0 0 00 _o 00 0 00 81 47 81 47 0 00 100 00 100 00 FTS 0 00 0 00 0 00 1 52 00 i 5 06 2 07 7 13 Sin Gol oe nl Ge 7154 Ts B eso Era zad oz nal sas el Si aise EB sed send ond Savon Es ae obese E b Sra acral aesa 1816x 15 194 5135x 34 75 65 254160004 Oualificotion 112814 03616 N0553 Certificate in Bookkeeping NC0554 Certificate in Banking EPI Reports There are three EPI reports for successful course completion qualification completion and for student retention The following notes describe the reports being run with the standard filter All three reports are grouped by EPI level group Where no data is available for a level group it is omitted and so not counted in the overall rate Where there is denominator data but no numerator data for a level group the rate is set at zero for that level gr
45. other set for the same year or a different 4 See Appendix D for copies of TEC s notifications 30 Page Meta Office Limited 2014 Organize v New folder v fl Documents Name i Date modified Type aj LP re bee TEC 009231 2013 1008 Student Course E 10 04 2014 10 27 a WinZip File a Mercury a Music 6 NZSE M les Pictures ail PORSE Testing the files Click Test TEC Files on the File Processing menu Hermes will match the two sets of data data from your SDR files and TEC s data accuracy files x Test SDR Files Year to Test 2013 Close Course Enrolments Existing in SDR data but not in TEC S file 0 gh A Existing in TEC s file but notin SDR data 0 da A Course Completions Existing in SDR data but not in TEC s file 0 ga A jj Existing in TEC s file but not in SDR data 129 oh eae or Participation Existing in SDR data but notin TEC S file 0 ga A Existing in TEC s file but notin SDR data 0 dh a Qualification Completions Existing in SDR data but not in TEC s file i 1 AR Existing in TEC s file but notin SDR data 1 A R Test results Ideally you should see a zero for each matched pair of files as is 31 Page shown for Course Enrolments and Participation in the screenshot above However if you see numbers in either or both of the matched pair you will know that the black box has broken down The te
46. ould be show stoppers You would not normally submit an SDR successfully if such items exist The items on the list with an asterisk may not be a problem because they can be caused in two ways e The completion record relates to data that was reported in an earlier SDR round This is not a problem e The completion record is supposed to relate to a record in the current SDR round This would be a problem Click the binoculars to view problematic records In the case of an asterisked orphan record you can check the CRS_END for the Course Completion file and YR_REQ for the Qualification Completion file values to see whether they relate to an SDR round earlier than the Meta Office Limited 2014 one being checked Test SDR Files Year to Test 2010 Enter a four digit Year Close course Completions without Course Enrolments 0 course Completions without Students 0 course Enrolments without Course Completions 0 Course Enrolments not matched to Course Register 0 Course Enrolments without Students 0 Duplicate Course Enrolments 0 Students without Course Enrolments 0 Qualification Completions without Students 0 ost Course Enrolments 1 ga Qualification Completion Year Conflicts 2 ga Records will be listed here if they relate to records from prior SDRs you have not imported Duplicate course When TEC calculates EPI ratios that involve counting course enrolments enrolments it uses some rules about what to do if your o
47. oup and the level group is counted in the overall rate Successful Course Note you will see a warning on this report if any of the course Completion completion records being counted do not have a course completion 25 Page Meta Office Limited 2014 What is being calculated ALERT Qualification Completion 26 Page code The reported is presented as a datasheet and be printed by clicking Print 2011 Successful Course Completion filtered for 01 funding Custom Filter Standard Filtering U Generate Audit Data Print Close EPI Level Group SCCRate Level5 6 82 86 Level 7 8 88 92 Overall 86 63 The report is grouped by qualification level groups The SCC rate is calculated by calculating a numerator value and a denominator value The numerator is divided by the denominator to obtain the SCC rate e Numerator the total EFTS value of 01 funded course enrolments that end in the return year To be counted a course enrolment must have a course completion code of 2 that has been reported to TEC and an end date in the return year e Denominator the total EFTS value of 01 funded course enrolments that end in the return year To be counted a course enrolment must have an end date in the return vear TEC calculates an indicative SCC rate for a given return year after receiving a successful December SDR for that year The final SCC rate on which TEC bases funding decisions and which is publ
48. pleting vour SDR and TEC STEO available on the Downloads page on the STEO web site 1 2 11 04 2012 Implemented TEC 100 maximum As above QC rule Email from Bryce Cleland of TEC dated 11 04 2012 1 3 07 05 2012 Excel audit files and report filters Co As above incides with release of version 1 05 of Hermes 1 4 03 08 2012 New qualification filter plus two extra e 2012 SDR Manual version 1 0 file tests Ministry of Education e Educational Performance Indicators Definitions and Rules Version 5 0 TEC 1 5 18 08 2012 New Excel export for SDR validation As above errors 1 6 03 10 2012 New date ethnicity and age filters As above New combined report 1 Page Meta Office Limited 2015 1 7 1 8 1 9 2 0 2 1 2 2 2 3 2 4 2 Page 29 08 2013 29 01 2014 18 02 2014 10 04 2014 02 05 2014 20 06 2014 22 11 2014 10 03 2015 Site code allocation in qualification completion audit Clarifies Hermes handling of deleted cross year enrolments Lost enrolments test reversed to check prior year records against selected year Introduces check against TEC data accuracy CSV files Corrected description of EFTS values as key field Qualification type course and qualification titles site codes additional plan commitments report QC funding source in denominator New Appendix for Lincoln import management Australian Residency Added Meta Office Limited 2015 e 2013 SDR Man
49. r for the calculation is based on qualification completions which are derived originally from qualification enrolment records and site code is not an attribute of qualification enrolments In order to include site code in the numerator audit output Hermes examines the related course enrolments and uses a site code value from these records If the related course enrolment records include several site codes Hermes will use the lowest code For example says there are two related course enrolment records one with site code 01 and one with site code 02 the numerator record will use 01 2 As noted elsewhere a flaw in the SDR is that it contains no qualification enrolment record This means that the formula for calculating qualification completion rates makes use of a bizarre matching process between qualification completion and course enrolment records This could mean that the qualification custom filter is not 100 reliable when calculating the qualification completion rate This could be the case when a qualification has been discontinued 23 Page Meta Office Limited 2014 Cross year data and The denominator for both the SCC and QC rates is the sum of EFTS deleted enrolments of course enrolments ending in the return year If you have cross year enrolments e g start in 2012 and end in 2013 Hermes requires that you check in the SDR data for all years that contribute to counting EFTS In the case of the example you must h
50. records You can also download CSV containing the errors and warnings There is one CSV file for errors and another for warnings Viewing the problem records on STEO and trying to fix the errors in your student management system at the same time is not easy Unfortunately the CSV downloads don t make life much easier as they don t contain the full text of the error warning message nor are they very well organised However the CSV files can be imported into Hermes where you can produce more useful reports to assist you in correcting data in your student management system Meta Office Limited 2014 SDR Validation Errors By Entity Eror Coure Fie Reported Valve Bencrmak StudentiO 14314 Eror 544 COMPLETE ts 0 when course end has not been reached UNI 279 4 11 COMPLETE Jan 26 2012 12 00AM Eror 544 COMPLETE ls 0 when course end has not been reached UN331 5 11 COMPLETE Jan 26 2012 12 DIAM Eror 544 COMPLETE ts 0 when course end has not been reached UNS 32 5 11 COMPLETE Jan 26 2012 12 DIAM Eror 544 COMPLETE is 0 when course end has not been reached UNG 455 4 11 COMPLETE Jan 26 2012 12 DIAM Eror 544 COMPLETE s 0 when course end has not been reached UNB 403 5 11 COMPLETE Jan 26 2012 12 DIAM Student 17377 Eror 544 COMPLETE ls 0 when course end has not been reached UNS631 4 11 COMPLETE Jan 19 2012 12 00AM Eror 544 COMPLETE is 0 when course end has not been reached UNS 30 5 11 COMPLETE Jan 19 2012 12DIAM Eror 544 COMPLE
51. rganisation has reported duplicate course enrolments A duplicate course enrolment is defined by TEC as being where the SDR files submitted by an organisation contain two or more course enrolment records that have the same student ID course code and start date and which are all included in a single SDR vear The fact that the start date has to be the same in the duplicated records is important because of course it is entirely possible and legitimate for student to repeat a course that they have failed in which case the course enrolment records would not have a common start date and therefore will not be classified as duplicates When Hermes checks for duplicates it uses the above TEC definition and therefore if you see that there are duplicates and one of the duplicated records is sourced from SDR files from the current year you may wish to check out how the duplicate arose and remove it from your student management system That will mean that you can re create the current year SDR files in the student management system and check them in again into Hermes before they are submitted via the STEO site 18 Page Meta Office Limited 2014 Datasheets Lost course enrolments Qualification completion year conflicts Import STEO error warning reports 19 Page Note when Hermes looks for duplicates it ignores course enrolment records which are the same in terms of student ID course code and start date if these were r
52. rse enrolment Qualification Completions e NSN e Qualification e Year Requirements Met Participation e NSN e Course Code e Start Date e Funding Source e EFTS The EFTS is that portion of the total EFTS for the course enrolment record that falls in the return year If you click the binoculars icon adjacent to a mismatch count you will open a datasheet listing the records Clicking the magnifying icon will print a report with all the detail for each record Where the mismatch is one to one you will need to examine the key fields in both records Remember that you can always view the raw CSV files from TEC or gt TEC use funding source descriptions in its data accuracy files rather than codes and is wildly inconsistent in the descriptions it uses For example across the various files the following n u descriptions are used Student Achievement Component Funding Student Component Funding and UTTA Funded We do our best to match but there is every chance that TEC will changes the descriptions quite arbitrarily Let us know if you think that has happened 32 Page Meta Office Limited 2014 the short name CSV files created by Hermes when importing the TEC files NSN Merges Sometime when you have a one to one mismatch it is because TEC bless them have used a merged NSN in the data accuracy report whereas you submitted the master NSN in the SDR 33 Page Meta Office Limited 2014 GETT
53. sting that Hermes does is twofold e It checks the number of records in each source e It then checks certain key fields against each other in the records in each source See below for a list of key fields Here are the possible outcomes a A zero in one of the matched pair and a positive number in the other means all the records in the zero file are matched on key fields against the records in the non zero file but that there Meta Office Limited 2014 Key fields View mismatches additional records in the non zero file In the example above there are 129 records in the TEC Course Completion file which simply don t exist in the SDR file b If there are equal numbers for a matched pair as there are for the Qualification Completion file it means that there are the same number of records in both files but that there is a mismatch on one of more of the key fields c If there are unequal non zero numbers for a matched pair you have a combination of mismatched key fields and additional records in one or other of the two files You have some investigation to do The key fields on which Hermes matches are shown below Course enrolments e NSN e Course Code e Start Date Course completions e NSN e Course Code e Start Date e EFTS note that the SDR course completion file does not contain an EFTS value and so Hermes looks it up from the related course enrolment file records The EFTS is the total EFTS for the cou
54. subject areas You could attach a qualification type to each qualification and thus be able to report at a higher level Meta Office Limited 2014 Ea Maintain Qualification Types o X Close Business Computing Design Record 14 4 2of3 gt bl be NoFilter Search Completing Open the Maintain Qualifications form again once you have qualification data imported some SDR files You will now see a list of qualification codes Maintain Qualifications Enter your four digit code Close Provider Code 8661 Name Happy Days Compact on Exit M Complete Gualifcation Data Qualification Award Category NQF Level EFTS Qualification Type Qualification Title a C03616 33 6 20000 NCO553 41 3 0 7750 Business Certificate in Bookkeeping NCOSS4 36 4 1 0000 Business Certificate in Banking NC0556 41 3 0 5600 Computing Certificate in web design NC0633 41 3 0 5000 etc NC0634 41 4 0 5000 NC0643 41 3 0 5417 NCO649 36 4 0 4083 NC0739 36 4 0 6083 NCO915 36 4 0 8167 NCO994 41 3 0 7833 NCO995 36 4 0 7167 NC1257 41 2 0 5750 NC1557 36 4 0 8167 NC5214 41 2 0 5083 NDO769 31 5 2 5500 ND0783 31 5 1 0000 ND1498 31 5 1 0600 v Record 14 4 20f32 gt H amp No Filter Search Fill in the award category NQF level and EFTS fields Optionally you can assign qualification type and qualification title This data is The first three fields data are required by Hermes in order to important pro
55. the December SDR set of files for the designated year plus the April SDR set of Meta Office Limited 2014 files for the following year e Qualification Completion requires the December SDR set of files for the designated year plus the April SDR set of files for the following year As this measure involves matching qualification completions to course enrolments we consider it wise to have checked in December SDR files as far back as 2008 e Student Retention requires the December SDR set of files for the designated year plus the December SDR set of files for the preceding year As this measure involves matching qualification completions to course enrolments we consider it wise to have checked in December SDR files as far back as 2008 A calculator is also available which allows you to calculate your weighted education performance score using TEC s methodology published on their web site The weighted score is matched by TEC against threshold values to determine whether funding is retained or reduced 5 Data Accuracy TEC makes a number of files available on the TEC Workspace that relate to a given year s EPI calculation These files are supposed to contain the same data that you submitted via the SDR Sadly this is not always the case Hermes allows you to test that there is a match by importing the data accuracy files and then testing them against the SDR data you have submitted 8 Page Meta Office Limited 2014 1
56. ual version 1 1 Ministry of Education e Educational Performance Indicators Definitions and Methodology Version 6 0 TEC Email from Doreen Sua of TEC dated 23 12 2013 Email from Doreen Sua of TEC dated 23 12 2013 Data Accuracy files in TEC Workspace Analyse My Performance As above Clients specifications Clients specification 2015 SDR Manual WHAT S NEW IN THIS MANUAL What s new New in version 1 04 and 1 05 New in version 1 06 New in version 1 07 New in version 1 08 New in Version 2 0 New in version 2 2 New in 2 4 Hermes is frequently updated The Manual Version Control on the preceding page provides a record of manual updates The following notes provide more information on what is new in Hermes and provide links to the relevant sections of the user manual If you are new user of Hermes you will need to read the rest of the manual e Importing error and warning CSV files from the STEO validation Plain English reports and the ability to group errors by site code a great time saver if you have multiple campuses Click here to see more information e Funding and site code filters have been introduced for the EPI and Participation reports Find out which of your campuses is doing a good job and which one needs a shake up Click here to see more information e Excel audit reports have been introduced for EPI reports These reports allow you to see the individual items of data bein
57. y 2008 and you report a related qualification completion in 2012 that qualification completion will still be counted Student retention is supposed to be a means of determining whether students are retained That is a bit of a misnomer What is in fact be counted is whether a student continues studying from one year to the next and or completes a qualification IN short it is not just retention that is being counted in the numerator The other point to note about student retention is that for a given return year the focus is primarily on the students enrolled in the previous year So for example the SR rate for 2011 looks at data from 2010 and also 2011 The report is grouped by qualification level groups The SR rate is calculated by calculating a numerator value and a denominator value The numerator is divided by the denominator to obtain the SR rate The definitions below assume that the return year is 2011 e Numerator this is a count of students who were enrolled in 2010 and who either re enrolled in 2011 completed their qualification in 2010 or who completed their qualification in Meta Office Limited 2014 2011 e Denominator this is a count of students who had at least one course enrolment that was in part or in whole in 2010 Note it is students being counted here not EFTS Combined Report The combined report produces the same results as the three separate EPI reports however it brings them all together in

User Manual - meta

Contents

Download Pdf Manuals

Related Search

Related Contents