ILR derived statistics

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ILR derived statistics

• Ben Grassby
• B.GRASSBY_at_HEFCE.AC.UK

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Objectives

• To provide a simple overview of the exercise
• To examine the history and future of the exercise
• To present the web facility in context
• Guide you to further information

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Introduction to the Exercise

• Used to monitor funding allocations
• Funding based on HEIFES
• HEIFES is re-created using ILR data
• Where the re-creation differs beyond a threshold
  from HEIFES in funding terms Potential funding
  implications
• Discrepancies need to be explained fully
• Only once above occurs should this data be signed
  off

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Introduction to the Exercise

• ILR Data Quality
• The exercise allows HEFCE to gain an
  understanding and assess confidence in ILR data.
• Opportunity for improvement for years data
• Opportunity to ensure errors do not occur in
  future years
• ILR out turn supersedes HEIFES for selected
  institutions
• Improved data leads to confidence in LSC data

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Introduction to the Exercise

• This risk assessment exercise is distinct from
  other audit activity.
• It may inform the selection of FECs for Audit
• Response to exercise may form part of future
  audits

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From submission to consideration of funding
adjustments- The process

• Institution HEFCE

July ILR Submitted
Copy Extracted by HEFCE
HEIFES re-created
Institution Analyse
Institutions selected
Institutions Submit A.P
All amendments sent
Amendments processed
New re-creation produced
Data Signed off
Notification of grant adjustments made, appeals
considered
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Extraction of ILR

• July return is the Key return
• We only require amendments to this record
• Condition of HEFCE grant for data to be provided
  to LSC
• We will write to request missing data
• We will instruct our agents to retrieve at cost
  this necessary information

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Contact of Institutions

• We write to ALL institutions
• We provide the criteria within the publication
  and letter

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Responses

• We may ask for a response, this will depend if
  your institutions result from the exercise
  passes or fails our criteria
• Once asked for a further response we require you
  to fully explain the difference, not to return to
  any thresholds.
• If we do not ask for a response this does not
  mean you have no further obligations

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Responses

• No response required
• does not mean that ILR and HEIFES data are
  consistent
• discrepancies may impact premium funding
  allocation
• does not exempt college from subsequent data
  audit/ retrospective funding adjustments

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Response (required)

• Responses should address one or more of the
  following
• Errors in HEIFES2003
• Errors in ILR
• Errors in Learning Aims Database
• Problems of fit with the HEFCE algorithms
• Detailed descriptions of the algorithms are given
  in circular

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Retrieving the Exercise

• Copy of HEIFES return
• Copy of re-creation
• Grant adjustment reports
• Numbers and proportions used to inform
  allocations
• A summary of ILR records excluded
• Summary statistics comparing returns
• Individualised File
• SAS Code and example action plan

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Errors in HEIFES

• We will assume position in ILR
• Retrospective adjustment to funding may be made

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Errors in ILR

• Corrections to ILR sent to HEFCE
• Revised ILR compared to HEIFES to ensure
  discrepancies are fully explained
• Re-submit ILR to LSC to include corrections

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Submitting amendments to ILR

• Standard format detailed in circular
• Audit trail
• Accurate and timely processing of data
• All amendments signed-off and used for any
  subsequent analyses

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Errors in Learning Aims Database

• LSCs Learning aim database
• Cut date of April 2004
• Institutions should identify where
• Information is wrong on database
• Where student is incorrectly assigned
• Where learning aim does not exist

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Errors in Learning aims database

• Errors in LAD
• Notify LSC of error and request relevant entry is
  corrected for next practical release
• Provide HEFCE with details of corrections
• Amended ILR compared to HEIFES to ensure
  discrepancies are fully explained
• We will not update our version of qualification
  database until correction confirmed by LSC

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Problems of fit with re-creation algorithms

• Unlikely to be sole cause for discrepancies
• Evidence may be requested (e.g. HE prospectus)
• Provide necessary data to correct assumptions and
  reconcile the two data sources
• Franchised in student assumptions

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Funding Adjustments

• Notified after data sign off and calculations
  made
• Invitation made for submission of appeal
• Adjustments can affect more than one year
• Result of appeal notified
• Funding adjustment enacted

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So where does the facility fit in?

• July return submitted September
• Opportunity to bring your checking forward
• Available now for your use
• We will continue to receive data from the LSC at
  the same time as previous years

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Web Facility Guide

• This will be the first year that the exercise has
  had the additional functionality of a web
  interface
• Demand from the 2001-02 exercise
• HEI experience of web facility
• Separate and in addition to the derived
  statistics exercise

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Primary purpose

• To help colleges to return accurate data to the
  LSC
• Generic data faults
• Ad-hoc data errors
• Discrepancies are also due to HEIFES errors

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Overview of facility

• Produces re-creation of HEIFES return
• Submit ILR return to facility
• Identify errors and forecasting discrepancies
• Allows multiple re-submission
• Preparedness for derived statistics exercise
• Correction prior to September submission to LSC

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Who should use this facility

• All colleges with directly HEFCE funded HE
• This is optional
• Encourage members of HEFCE recognised consortia
  to use facility to reduce lead institution being
  selected for derived statistics exercise
• Colleges should analyse the web facility outputs
  as part of their planning and assurance processes

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Front end to our systems

• Optionally ,we are making available our
  processing and historic data via this facility
• We intend to use the same algorithms in the
  derived statistics exercise. We may however make
  changes as appropriate
• Algorithms in SAS, produced on website

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What does it process

• Files structured in the format in the LSC
  publication Specification of the ILR 2003-04
• For reliability of outputs we suggest use of the
  LIS to correct any errors.
• We can accept ZIP files
• We can accept multiple attempts and encourage
  this form our past experience.
• No limit to the size of the file, please check
  with your administrators however!

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Data confidentiality

• This is a tool for you, not directly for HEFCE
• We will not access any data uploaded or generated
  from the facility
• We delete uploaded files immediately after
  outputs created. Only those files listed in the
  publication are retained by our system until
  removed in May 2005
• Please see our website for further details on our
  commitments

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Trouble shooting errors

• Toolkit
• Use annex D
• Re-creation and original HEIFES
• Individualised File
• ILR Specification
• FAQs
• HEFCE contact
• Annex D will take you from area of discrepancy to
  the affected students

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The Future

• We are committed to this facility
• We value your feedback
• Your experience will lead to our developments
• Committed to reducing any burdens
• Reviews
• Internally
• Externally