Streamlining Your HESA Data Futures Return: Best Practices and Key Considerations

Navigating the HESA Data Futures return can be complex, but with the right approach, institutions can optimise their data processes and ensure a smooth experience. Here's how you can take control and improve efficiency.

Optimising Data Handling

• Reference Data Management: Use the XSD file to import reference data into your management information system (e.g., ebs). This reduces manual handling and ensures compliance with HESA’s latest requirements.
• Efficient Data Collection: Integrate APIs and web services to collect learner-facing data during enrolment. This ensures accuracy and reduces the risk of errors from manual entry.
• Curriculum Structure: Keep your curriculum well-organised in your system. A properly structured curriculum supports your HESA data return and streamlines essential processes like timetabling and module management.
  

Preparing for Your Return

• Submit Early & Often: Regularly upload your XML exports to the HESA website for validation checks. Early submission allows you to detect and resolve issues well before deadlines.
• Ensure Curriculum Alignment: Your system should accurately reflect the curriculum structure required for the return. Misalignment can cause reporting errors.
• Know Your Data Fields: Every institution's return is unique. Be familiar with the specific data fields required for your submission.
• Optimise Data Collection: Determine the most effective tools—whether through your student management system or other mechanisms—to collect the required information efficiently.

Maintaining Data Quality

• Timely & Accurate Data: Collect information promptly and verify accuracy to prevent discrepancies. Quality data leads to seamless reporting.
• Strong Data Governance: Implement controls to safeguard data integrity, such as restricted access and audit trails.
• Reduce Redundant Data Entry: Minimise manual input by allowing learners to verify their information, reducing duplication and errors.

Staying Updated with HESA Changes

• Keep Up with Updates: Stay informed about the latest schema changes, valid values, and guidance.
• Use Available Resources: HESA offers coding manuals, change notifications, and support guides to help institutions stay compliant.

By following these best practices, institutions can confidently navigate the HESA Data Futures return process, ensuring data accuracy, minimising errors, and staying compliant with evolving requirements.

Ready to enhance your approach? The key is preparation, precision, and staying informed!