Overview

Background

This is a one year compliance project to analyse requirements to support the conversion of JACS subject codes to HECoS codes in a range of applications and to support any development work on systems that need updated before end July 2018.   These codes are used to identify subject types in the UCAS application process and the  replacement of JACS codes by  HECoS codes is being phased in.

Any work required to convert JACS to HESA codes beyond September  2018 will be taken forward in a separate project.   For example any redevelopment of the HESA Student Return, Scottish Funding Council Returns and Teaching Load will be undertaken by a separate project in 2018/9.

HESA have provided the coding framework and a mapping of how the existing JACS codes may be mapped to the new HECoS codes.  The problem is that the mapping is not always one to one.  We currently do not know how many of our existing JACS codes can be mapped one for one to a HECoS code and how much human intervention we need in the recoding process.

GaSP will do the initial recoding exercise for all current programmes using spreadsheets.  The recoding will be agreed with Schools before being applied to the UCAS Collection System, SLC HEI database and EUCLID.  The UCAS Collection System contains details for current UG and PG programmes.  Both the UG and PG programmes will need recoded on UCAS systems for 2019 entrants (ie by Spring 2018).  Once the codes are agreed between GaSP and the Schools, the data will have to be manually input by SRA or Admissions Offices.   Similarly we believe the SLC HEI database requires HECoS codes from Autumn 2018.  The conversions agreed for UCAS can be reused to set up the SLC HEI database. 

A separate exercise will be required to update the JACS codes held in various tables in EUCLID.  Tribal are developing a tool to assist institutions with this.  We need to investigate if and how we can use this tool for our internal recoding exercise.  As part of this investigation we need to ensure that we can continue to return JACS codes to HESA up until October 2019 and thereafter HECoS codes.  This will involve an impact analysis on the current HESA solutions for HESA Student and UNISTATS  to ensure they continue to work.  The recoding exercise in EUCLID requires to be completed by Summer 2018 for UNISTATS and Summer 2019 for HESA Student.  The update of HECoS codes in EUCLID may require additional resource.

This project also needs to assess the impact of changing JACS to HECoS codes on other systems (eg ATAS (for 2019 entry), AMS (Application Management System (Opens May 2018)), SLC (HEI Database (2019 applicants) etc)

The University of Edinburgh is a member of the Data Futures Alpha Pilot.  We will be working with HESA on the testing of the new Collection Tool and as part of that pilot will be submitting subject codes.  In the first instance (January – March 2018) we would expect any test data to be produced manually and not directly from EUCLID.  A separate IS Project will be raised for support for the Alpha Pilot.

Terms

More information about the terms and acronyms referred to in this document are documented in the HESA website.

Scope

The scope of this project is:

• analysis of requirements and available software 
• identification of any development work required to convert internal or external systems which require the conversion of JACS to HECoS codes 
• coordination activities with partners 

Out of Scope

• delivery of the conversion of JACS to HECoS codes to support the production of the HESA Staff Return  
• delivery or implemention of a solution allowing the conversion of JACS to HECoS codes - this project will analyse and design the solution
• Updating of external collection systems

Objectives and Deliverables

This objectives for SAC066 (Part of the Student Systems Programme) are:

•  O1: Understand where JACS codes are currently held in EUCLID and the purpose of each

  •  D1: Completed analysis of JACS codes in EUCLID
• O2: Understand how the Tribal JACS to HECoS conversion tool can be used by UoE
  • D2: Completed analysis and design of  solution for the conversion of JACS to HECoS codes including the work  that will need to be undertaken by GaSP
    • Delivery and implementation of solution will be part of follow-on project
• O3: To act as a coordinating project to ensure that partners (GASP, SRA) meet deadlines for updating external systems (such as the UCAS collection system)
  • D3: Agreed conversion codes for entry into the UCAS Collection Tool by SRA or Admissions Offices
  • D4: Agreed conversion codes for the SLC HEI database (Autumn 2018)
• O4: Ensure the UNISTATS return utilises HECoS codes from 2018/9 (business activity)
  • UNISTATS return committed utilising HECOS codes

The benefits are:

• Applicants will be able to apply for places on undergraduate, PGDE and the Master of Social Work programmes.  The majority of undergraduate applications are handled via UCAS.  In order to advertise our programmes via UCAS we need to be able to create the programmes in their collection system and to do so requires us to provide valid subject codes.
• The UNISTATS  return is  statutory.   Making this return fulfils our legal obligation.

Success Criteria

The success of the project will be determined by our ability to:

• adhere to the deadline for the conversion of JACS to HECoS in the UCAS Collection Tool
• receive applications for programmes admitting via UCAS

Project Milestones