Completion Report

Project Summary:

The HESA Staff Return is an annual submission of staff data which are required to meet HESA requirements. This project covered any changes required to either collect the data in Oracle HR & Payroll, submit the data to HESA or fix any issues outstanding from 2013/14 return

The HESA requirements change each year and the scale of known changes for 2014/15 were covered within the Project Brief

The University is required to provide staffing information to HESA on an annual basis

Scope

• The University is required to provide HR staffing information to HESA on an annual basis.
• Each year, HR HESA provides requirements for the current submission.
• Post-deployment support from June to mid-November 2015, for the Business Area's validation and submission process
• This year's return required a review of some items carried over from last year (13/14)

Deliverables

• Work carried forward from HR HESA Staff Return 13/14 project (HRS082): JIRAs HRS085-1 to handle the TERMS field population and HRS085-2 to correct the wrong DATEFHEI data held for 752 employees
• Work required for 2014/15

Analysis of Resource Usage:

Staff Usage Estimate: 40 days

Staff Usage Actual: 51 days

Staff Usage Variance: 28%

Other Resource Estimate: days

Other Resource Actual: days

Other Resource Variance: 0%

Explanation for variance:

Then Proposal was estimated at 40 days which was re-estimated to 70 days in the Brief

An additional piece of work was required and included in April that has been included in

• PICCL 3

This was to enable the 3 new fields added in 2013/14 to be added to the Archive process before it was run. This did not effect the budget

As the project went smoothly up until July, the project budget was able to be reduced.

Project Budget was reduced from 70 days to 60 days in July 15

• PICCL 6

The 20 days reserved for August 15 until November 15 was maintained given the experience of the last year HESA Staff Return.

However this part of the project also went smoothly and the Project will be able to provide the Programme with 9 days

Key Learning Points:

No key learning points, please see outstanding issues that will require resolved in the 2015-16 return

Outstanding issues:

There are 3 JIRAs that will be required for 2015-16 HESA Staff Return.

• HRS085-20 which details that CURACCDIS was missing on 1598 records

   This was the reason CURACCDIS was failing.    This field uses the organisational structure to determine which department to use to determine the CURACCDIS from the UOE_HESA_CURACCDIS_TMP table.    Currently it searches the organisational structure using the effective start and end dates of the employee being processed. This is incorrect as the start and end dates of the department will not always match that of the employee. Starting at the update of uoe_hesa_assignments_summary, where the department_name, college_name etc are populated, there is a call to uoe_hesa_utils.get_person_org_hier_version. This function is being passed effective dates for the employee and these are not the dates that should be used directly to find the department. This function does not use the employee number except for error reporting. Requires to check the per_org_structure_versions table as this is what is used to retrieve the dept_number

• HRS085-29 which covers the APEX url links - incorrect environments

    This will correct the APEX logout button for DEV and TEST HESA

Live works correctly

• HRS085-26 to Enable update for HESA number in APEX

    The HESA number cannot be currently updated on the 'person' screen in APEX. To investigate if there is a reason behind this and change the field so it can be updated if it is not correct.

Knowledge for delivering the University's HESA Staff Returns

• This year's project was very successful, coming in at the programme budget of 50 days for the first time in several years. However, other projects did encounter delays from resource conflicts with this compliance project due to the HESA staff return requiring those staff who currently have the knowledge on how to complete the return. To reduce the risk to the University's future delivery of the annual HESA staff return, and to reduce the impact to other projects, knowledge transfer will be completed in the Staff return project for 15/16 which starts in March 2016.