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Understanding HE Statistics

This page provides an overview of the HE Statistics subsystem and its use for the production of government statistical returns. (For information about VET statistics see Understanding VET Statistics.)
This is a highly specialised part of Callista, intended for use by statistics specialists only.

Statistics Reference data is maintained in other subsystems. Refer to the Statistics Subsystem Table of Contents for details.

The Government Admissions Statistics process is also referred to in this Help page. The activities involved in preparing the Government Admissions Statistics Snapshot are described in more detail in How the Government Admissions Statistics Process Works.

The VET FEE-HELP Reporting process is referred to at the end of this Help page. However, for more detailed information, see Understanding VET Statistics.
For information about the Revisions process, see Understanding Revisions.

• Users of the Statistics Subsystem and Required Knowledge
• Maintenance of Statistics Related Data in Callista
• Pre-requisites for Government Statistics Processing, including:
• Setup
• Statistics Reference/Control Data
• The Government Enrolments Statistics Process
• Enrolment Statistics Snapshots
• Government Submission Snapshots
• Processing the Government Submissions
• Creating the Government Extract Files
• Finalising the Government Submission
• The Government Admissions Statistics Process
• Admissions Statistics Snapshot
• Creating the Government Admissions Submission Files
• Copying the Government Applications and Offers Files from Secure Area
• Copying the Stats/Centrelink Files from Secure Area
• Generate XML File from System Log
• Other Statistics Snapshots

Users of the Statistics Subsystem and Required Knowledge

The production of Government Statistics is a job for a Specialist Statistics Officer. It requires an intimate knowledge of both the requirements of government statistical reporting and the data sources within Callista. They need a broad understanding of system-wide functionality of the operation of the Enrolments and Job Control and Scheduling subsystems.

The Callista Online Help provides necessary information in the System Overview, Enrolments Subsystem and Job Control and Scheduling Subsystem chapters. Help for a specific topic can be found using the Index.

Setting up the Statistics subsystem prior to its first use requires some programmer/analyst activity. This is detailed in Statistics Subsystem Data Pre-Requisites.

Multi-Byte Characters:
Please note that the use of multi-byte characters is designed for and partially supported in specific areas of Callista only (i.e. Proposals (user-defined fields), Communication Templates and Items, and Thesis). Therefore, it is recommended that you use single-byte characters only in the Statistics subsystem, as some multi-byte characters are equal to more than one byte at the storage level and therefore could be interpreted incorrectly by processes. For more information, see the Character Sets section in System Wide Features.

Maintenance of Statistics Related Data in Callista

The entry of data used by the Statistics Subsystem is distributed throughout other Subsystems. For instance, Course and Unit information originates in the Course Structure and Planning Subsystem and is used in the Enrolments Subsystem where students are enrolled in Course and Unit Offerings. Users entering this data do not require detailed knowledge of the Statistics Subsystem.

For the Statistics Subsystem to function, specific reference data must be created and maintained in other Subsystems (for example, specific Calendar Instances and Date Alias Instances must be created in the Calendar Subsystem). These pre-requisites are detailed below. This data is usually created by a System administrator or by the specialist responsible for the Subsystem concerned.

Government Codes, as specified in the HEIMS manual, are recorded throughout the System. In most cases one or more institution defined codes map to a Government Code and it is the institution defined code which is used by the majority of users. Institution and Government codes are usually created and maintained by a System administrator or by the specialist responsible for the Subsystem concerned.

Pre-Requisites for Government Statistics Processing Setup

Specific data must be created in other subsystems in order for the Statistics subsystem to function correctly. This data is detailed in Statistics Subsystem Data Pre-Requisites and must be established prior to running data 'snapshots'.

Statistics Reference/Control Data The following Reference Data/Control forms related to Statistics Snapshots exist in the Statistics subsystem:

• Maintain Enrolment Statistics Snapshot Control (STAF1240) is used to manage the Enrolment Statistics Snapshots produced by the system. A record in this form is generated each time the Ssystem produces an Enrolment Statistics Snapshot. Options are to flag a snapshot for deletion or save for later reference or use
• Maintain Government Snapshot Control (STAF1350) is used to specify the data to be included in particular Government Statistics Submissions.
• Maintain Government Admissions Snapshot Control (STAF1360) is used to configure the parameters and admission calendars that are used in the Govt. Admissions Statistics Snapshop job (STAJ0500).
• Maintain Statistics Configuration (STAF1000) is used to specify configuration data that is used by other functions in the Statistics sub-system. Data specified here typically remains static as the values reflect institution policy. For example, the 'Include TAC Applications in Admission Snapshot' checkbox controls the reporting of Tertiary Admission Centre (TAC) applications.

The Government Enrolments Statistics Process

Government reportable data is maintained routinely in Callista. For example, student Addresses and Course and Unit details are maintained as part of the business of the institution. A set of specific codes used for government reporting is also maintained in the system. Examples include, Government Citizenship Codes (STAF1129) and Government Attendance Types.

Enrolment Statistics Snapshots

Preparations for Government Statistics Submissions commences with the creation of an Enrolment Statistics Snapshot. This snapshot is produced as frequently as the institution requires (by running STAJ0100 in the Job Control and Scheduling subsystem) and can be used for pre-submission data checking (by utilising the Government Statistics Process to identify HEPCAT validation errors) or other institution purposes such as enrolment analysis.

The primary purpose of the Enrolments Statistics Snapshot is to identify records that are to be considered for inclusion in the Government Submission Snapshot.

The snapshots record Course and Unit data for all students except those with Unit Attempt Status UNCONFIRM, INVALID or DUPLICATE at the point in time at which the capture process takes place. Each record is broken down to the level of Teaching Responsibility and Discipline Group within a Student Unit Attempt within a Student Course Attempt.

The Snapshot table in Callista (ENR_STATISTICS_SNAPSHOT) contains Course and Unit related data for all students except those with a Student Unit Attempt Status of UNCONFIRM, INVALID or DUPLICATE when the snapshot process takes place.

Records are included where the Teaching Period for a Student Unit Attempt that has a Census Date within the Academic Period specified by the job run parameters. Each record is broken down to the level of Teaching Responsibility and Discipline Group, within a Student Unit Attempt within a Student Course Attempt. For example, a student will have two records for a Unit where Teaching Responsibility is split between two Organisational Units.

The Enrolment Snapshots also derive a Government Reportable check box for each record. This flags 'Y' those records to be considered for inclusion in a Government submission and flags 'N' those records which are not Government reportable. The Government Reportable check box may also be set to 'W' (Warning) for some records. This indicates that manual checking of these records should be performed.

The Reset Government Reportable check box form (STAF1250) is used to view Warning records. Where required, the Statistics Officer can use the same form to set the Government Reportable check box to 'X' (exclude - not Government reportable). It is not necessary to change the check box (for Warnings which are deemed reportable) to 'Y', as records which remain 'W' are reported in the submission by default. The Government Reportable check box for each record is re-evaluated when the Government Submission Snapshot is run, with the exception of those previously changed to 'X'.

The following Callista table lists the data included in the Enrolments Statistics Snapshot, the HEIMS Element to which it is related (where applicable) and the sources of the data. Follow the links for information regarding the Derivation of Derived Values.

An exception report (Enrolment Statistics Snapshot Exception Report STAR0100) is produced from this job. The report contains details of records that cannot be included in a particular Enrolments Statistics Snapshot.

The report identifies records where critical data is missing and reports them as exceptions. The reason for the record’s exclusion from the snapshot is also included, permitting identification and resolution of problems. 

Two types of issues may be reported:

• Student Course Attempts with their Commencement Date not set, or is inconsistent with Government Statistics Snapshot data from previous years.
• Student Unit Attempts with their Enrolled Date not set.

Callista provides Validation Checks to ensure that Course and Unit Attempts cannot be recorded with missing data. As a result this report will usually contain no exceptions.

Unwanted Enrolment Snapshots should be deleted using the Delete Enrolment Statistics Snapshots process (STAJ0010) on a regular basis, due to the large amount of storage space they consume.

Government Submission Snapshots

A Government Submission Snapshot (STAJ0110) is the snapshot used to create many of the extract files used in HEPCAT. These snapshots can be created as required and used in HEPCAT to check data at any time prior to the actual submission being produced. (Note: For a particular submission year, number and type, only one Government snapshot is retained in the System. Running the Government snapshot process again, overwrites the existing version.)

The data to be included in a snapshot is determined by the parameters specified in the Maintain Government Snapshot Control form (STAF1350), the parameters specified when job STAJ0110 is run and by database routines which extract and derive data in accordance with the file specifications detailed in the HEIMS manual. The Online Help for STAF1350 provides some general information on data selection, but the HEIMS manual should be referred to for specific detail.

STAJ0110 uses one of the Enrolment Statistics Snapshots (created by STAJ0100) to identify records for inclusion in the Government Submission. The Enrolment Statistics Snapshot used should reflect the institution’s current enrolment situation.

The Enrolment Statistics Snapshot is used as a source for data required in the Government Submission Snapshot. The remaining required data is extracted or derived from other parts of the system. Checks are performed by the system to determine if records should be included in the Government Submission Snapshot.

For all records, except those with an ‘X’, the Government Reportable indicator is re-derived. Only those records from the Enrolments Statistics Snapshot, which now have a Government Reportable indicator of ‘Y’ (Government Reportable), or ‘W’ (Warning), are included in the Government Submission Snapshot.

The process populates the following Callista database tables with data obtained from both the Enrolment Statistics Snapshot and other tables in Callista:

• GOVT_STUDENT_ENROLMENT
• GOVT_STUDENT_LOAD_LIABILITY

These tables are subsequently used to create some of the extract files for submission.

The data elements recorded in each of the Government Snapshot tables are detailed below. (For a complete list of Data Elements, see the HEIMS Help Internet site.)

Processing the Government Submission

Production of the HEIMS Submission involves determining that a particular Enrolment Snapshot reflects the enrolment situation at the Census Date. This Enrolment Snapshot may by necessity have been created after the Census Date, to allow for processing of retrospective Enrolment/Discontinuation transactions (by staff with Override Variation Cut-Off Date authority).

The Government Submission Snapshot process (STAJ0110) is run via Job Scheduler. It uses the chosen Enrolment Snapshot to identify which records to consider for reporting in the Government Submission (via the Government Reportable check box), and as a source of some data. The remaining required data is extracted or derived from other parts of the system. Other checks are performed by the system to determine if records should.

Creating the Government Extract Files

Having created the Government Submission Snapshot, the following jobs are run in Job Scheduler (regardless of the submission number and type) to create the extract files required for HEPCAT.

(Note: Not all files are created for each submission. Refer to the documentation for each file and the HEIMS manual - File Specifications, for a list of those files included in each submission.)

The jobs listed below are listed in alpha-numerical order (not in the order in which they are run).

After running a snapshot job, the 'Copy Govt. Stats/Centrelink Files from Secure Area' (STAJ0120) job is run to copy the extract files from the secure (KEEP) directory to a directory accessible to users. Files in the 'KEEP' directory cannot be accessed by users. The files can be copied from this secure directory, to a user directory in which they can be accessed, using this job. The user directory is specified by the 'USER' environment variable (refer to your system administrator).

Use of extract files in HEPCAT is covered by 'Steps in Preparing and Sending Returns to HEIMS and the ATO', of the HEIMS manual.

Errors produced in HEPCAT should be fixed by amending data in the 'live' database and repeating the process above.

Note: After any of the Statistics jobs have been run, the Job Run Log should be checked. It will identify both the reasons for a job failing, and missing and incorrect data.

Finalising the Government Submission

The final step in Callista, following the forwarding of a submission to HEIMS is to 'close off update access' to the submission. This is done by setting the Completion Date for the submission in the Government Snapshot Control Form (STAF1350). A logical date to use would be the date the submission was forwarded to HEIMS. If the Completion Date is not set against the Submission, data from this Submission will not be included in any subsequent Revisions Submissions. (See the Revisions Process below.)

The Government Admissions Statistics Process

The Government Admissions Statistics Snapshot is created by running job STAJ0500. This job creates records in the GOVT_ADM_SNAPSHOT_APPL, GOVT_ADM_SNAPSHOT_PREF, and GOVT_ADM_SNAPSHOT_OFFER tables. The Create Government Submission Files (STAJ0510) job is then run to create submission files from the data extracted by the STAJ0500 job.These files are required for reporting Application, Preference and Offer Details data to HEIMS. For an overview of the Govt. Admissions Statistics process, see How the Government Admissions Statistics Process Works.

The broad processes involved in preparing a Government Admissions Statistics Submission are described below

:

Government Admissions Statistics Snapshot

Preparation for the Government Admissions Statistics submissions commences with the creation of an Admissions Statistics Snapshot. This snapshot is produced as frequently as the institution requires (by running the Create Government Admissions Statistics Snapshot job (STAJ0500). Precise information about the data included in the Admissions Snapshot is contained in How the Government Admissions Statistics Process Works.

Snapshots can be used to check data, to trial data through the Government Admissions submission process for the purpose of ensuring data integrity, and as a source of statistical information if the institution desires.

At an appropriate time, one of the snapshots is selected as being representative of the Admissions situation and is used to produce the Government Admissions submission files (STAJ0150).

Creating the Government Admissions Submission Files

Having run the STAJ0500 job (see above), the Create Government Admissions Submission Files job (STAJ0510) is run to create submission files from the admissions data extracted by the Government Admissions Statistics Snapshot job. Depending on the parameters selected, the following submission files can be created and are used by institutions to report to HEIMS:

• Application Details (AD)
• Preference Details (PD)
• Offer Details (OD)

• hhhh is the HEP (Higher Education Provider) code
• XX will be AD for the Applications file, PD for Preferences, and OD for Offers.
• yyyy is the submission year
• p is the reporting period
• nnnnn is the submission number (with leading zeros)

The submission files are created in the jobs KEEP directory.

Copying the Government Applications and Offers Files from Secure Area

After running the STAJ0510 job (see above), the Government Applications and Offers Files from Secure Area job (STAJ0520) is run to copy the Admissions submission files from the secure (KEEP) directory to a directory that is accessible by users.

This job is expected to be run when access to the submission files is required. This is typically for:

• Loading these files into HEPCAT
• Extracting information for 'in-house' statistics
• Submitting the files to HEIMS

Copying the Stats/Centrelink Files from Secure Area

The 'Copy Govt. Stats/Centrelink Files from Secure Area' (STAJ0120) job is run to copy extract files from the secure (KEEP) directory to a directory accessible to users. Files in the 'KEEP' directory cannot be accessed by users. The files can be copied from this secure directory to a user directory in which they can be accessed, using this job. The user directory is specified by the 'USER' environment variable (refer to your system administrator).

This job is expected to be run when access to the submission files is required. This is typically for:

• Loading these files into HEPCAT
• Extracting information for 'in-house' statistics
• Submitting the files to HEIMS

Use of extract files in HEPCAT is covered by 'Steps in Preparing and Sending Returns to HEIMS and the ATO', of the HEIMS manual.

Errors produced in HEPCAT should be fixed by amending data in the 'live' database and repeating the process above.

Note: After any of the Statistics jobs have been run, the Job Run Log should be checked. It will identify both the reasons for a job failing, and missing and incorrect data.

GENJ1100 - Generate XML File from System Log

This job allows the user to select a system log file that was created when a job was run and generate an XML file.

This process does not create any new data it just changes the format of the log file derived by the other job. All records in the selected log are included in the XML file. The job can be used in conjunction with other log type jobs to generate an XML file containing the data that was logged by the previously run job.

The user can have the XML delivered as an email attachment using standard Callista Job Scheduler functionality.
The job details definition will allow the system output type to be defined as XML. The file extension is XML.

Other Statistics Snapshots

The Government External Study Loan Snapshot is created by running job STAJ0160. This job creates records in the GOVT_EXTERNAL_STUDY_LOAN_SNAPSHOT table and then goes onto create the OS file for Government Submission.
The Government Scholarship Snapshot is created by running job STAJ0130. This job creates records in the GOVT_SCHOLARSHIP_SNAPSHOT table and then goes on to create the SS file for Government submission.
The Government SA-HELP and SA-HELP Revision snapshots are created by running job STAJ0180. This job creates records in the GOVT_SAHELP_LOAN_SNPSHT if run for Submission Type SA-HELP and GOVT_SAHELP_LOAN_REVISION table if run for Submission Type SAHELP_REV.

The VET FEE-HELP Submission Snapshot is created by running job STAJ8050. This job identifies and extracts student records for inclusion in the VET FEE-HELP Government Submission files (STAJ8850) for HEIMS statistics reporting. The snapshot consists of data collected from throughout Callista and is stored in the following three snapshot tables based on whether the data is at a student, course or unit level: GOVT_SNAPSHOT_PE, GOVT_SNAPSHOT_SCA and GOVT_SNAPSHOT_SUA. The Create VET FEE-HELP Govt Submission Files (STAJ8850) job is then run to create the submission files from the data extracted by the STAJ8050 job. The VET FEE-HELP Revision Submission Snapshot (STAJ8055) is run using the same three tables used in STAJ8050 (listed above) to report additions, deletions or changes to previously reported VET FEE-HELP submission records. For more information also see Understanding VET Statistics.

Last Modified on April 6, 2018 History Information