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Recommendations on
data gathering and
quality of data
Goele Bossaert & Pieter Vos
December 8th 2016, Brussels.
DHO: Database for HigherEducation
Central date depository for higher education in Flanders
Service oriented architecture
Universities and university colleges connect using webservices
Defined goals:1. Support the implementation of (new) legislation (Financing,
Language Policy, Mobility, …)2. Integration with third parties (study grants, child support, …)3. Source for policy information4. Support for the enrollment proces
1999: Start DTO2008: Start DHO2016: Start DHO 2.0
DHO: Database for HigherEducation
Integration with several other parties:
Finance module
Study grants
Child support
Online portal for students
Central diploma depository (LED)
Data for operational use (e.g. DUO)
Use of Datawarehouse Policy Reporting for government and HE institutions (e.g. evaluation flexibilisation HE)
Reporting to interest groups: e.g. parliamentary questions, students,
Generating official education statistics: e.g. yearbook, Dataloep, Education at a glance, Flemish Education in Figures, …
Scientific research
French
5 ECTS
Politics
6 ECTS
Studyprogramme
Statistics
7 ECTS
ProgramsCoursesResultsDiplomas…
Web services DHO
ETL
ADS
ETL
Sounding board with experts of universities and university colleges (student administration, IT, …)
Preliminary consult of and discussion with the field about requirementsAgreement on definitionsOperationalisation of new policiesBilateral contact with software suppliers
Implementation of business rulesEnsure that inserts and updates of objects in database are logicalGive feedback to institutions about transactions (error handling)
Institutions can consult reference data through a ‘taxonomyservice’
Ensuring Data Quality DHO
Testing on several levels
System is extensively tested by both AHOVOKS andinstitutionsInstitutions have access to external testing environment forintegration tests To get access to production, institutions must pass anobligatory test ‘Blauwe wimpel test’Institutions need to give proof they can meet therequirements
Ensuring Data Quality DHO
Ensuring Data Quality DHO
MonitoringWeekly reportsObserving the timeliness, correctness and completeness of the registrations in DHO6 topics linked to deadlines + ad hoc monitoring
If necessary: Escalation
Monitoring Monitoring period Deadlines
Enrolments for programmes01/09 – 31/10: weekly
After 31/10: monthly check31/10
Enrolments for courses01/11 – 01/01: weekly
After 31/12: monthly check31/12
Reorientation 15/03 15/03
ResultsFebruary: first check
01/07 – 15/12: weekly
15/10
15/12 for courses followed abroad
Diplomas 01/07 – 15/12: weekly 15/12
Diploma bonus 01/07 – 15/12: weekly 15/12
E.g. Monitoring timeliness of the registrations of enrolments for programmes
0
10.000
20.000
30.000
40.000
50.000
60.000
70.000
80.000
90.000
100.000
20
21
22
23
24
25
26
Jul -
27
28
29
30
31
Au
g -
31 33
34
35
Sep
-3
63
73
83
9O
kt -
40
41
42
43
No
v -
44
45
46
47
48
Dec
- 4
95
05
15
25
3Ja
n -
1 2 3 4Fe
b -
5 6 7 8M
aa -
9 10
11
12
13
14
2016
Aantal gebeurtenissen Aantal registraties
Mean number of
days between event
and registration
2012 - 2013 3,1
2013 - 2014 3,1
2014 - 2015 3,6
2015 - 2016 3,6
Ensuring Data Quality DHO
E.g. Monitoring completeness of the registrations of enrolments for programmes – comparing 2016-2017 vs. 2015-2016
Goal: 31/10 min. 80% of enrolments of last year
Ensuring Data Quality DHO
<30%
>80%
2016-20172015-2016
total
2015-2016
at 31/10% total % 31/10 2016-2017
2015-2016
total
2015-2016
at 31/10% total % 31/10
HE Institution 1 9.421 10.137 10.240 92,9% 92,0% 10.661 10.135 10.240 105,2% 104,1% 1.240
HE Institution 2 12.055 13.300 12.993 90,6% 92,8% 13.111 13.301 12.993 98,6% 100,9% 1.056
HE Institution 3 2.154 5.724 5.686 37,6% 37,9% 5.123 5.724 5.686 89,5% 90,1% 2.969
HE Institution 4 658 694 0,0% 0,0% 201 658 694 30,5% 29,0% 201
HE Institution 5 1.026 14.481 14.264 7,1% 7,2% 7.465 14.481 14.264 51,6% 52,3% 6.439
HE Institution 6 7.492 8.131 8.093 92,1% 92,6% 7.945 8.125 8.093 97,8% 98,2% 453
HE Institution ….. … … … … … … … … … … …
Total 235.193 281.347 275.804 83,6% 85,3% 258.944 281.347 275.804 92,0% 93,9% 23.751
1/10/2016 Difference
2016-2017
last week
24/09/2016Number of
enrolments
E.g. Monitoring completeness of the registrations of results
Goal: Number of active courses without result = 0
Ensuring Data Quality DHO
Number of
active
courses
Number of
results
% active courses
with registrated
results
Number of
active courses
without result
Number of
active
courses
Number of
results
% active courses
with registrated
results
Number of
active courses
without result
HE Institution 1 98.680 98.680 100,0% 0 98.680 98.680 100,0% 0 0
HE Institution 2 60.850 60.778 99,9% 72 60.850 60.847 100,0% 3 -3
HE Institution 3 361.670 361.629 100,0% 41 361.658 361.645 100,0% 13 -25
HE Institution 4 41.113 40.733 99,1% 380 41.131 41.115 100,0% 16 2
HE Institution 5 164.078 163.885 99,9% 193 164.078 164.065 100,0% 13 -13
HE Institution 6 102.754 102.648 99,9% 106 102.754 102.644 99,9% 110 -110
HE Institution ….. … … … … … … … … …
Total 2.492.730 2.491.379 99,9% 1.351 2.492.558 2.492.003 100,0% 555 624
24/09/2016 1/10/2016
Difference
2016-2017
last week
E.g. Monitoring correctness of registration diploma bonus
Goal: no diplomas left with ‘Verification Not OK’
Ensuring Data Quality DHO
Verification
OK
Verification
Not OK
Difference
motivated
Diploma
bonus n.a.
Verification
OK
Verification
Not OK
Difference
motivated
Diploma
bonus n.a.
HE Institution 1 1.696 1 194 1.696 1 194
HE Institution 2 2.635 78 2.635 78
HE Institution 3 928 1 3 176 928 4 176
HE Institution 4 66 3 78 66 3 78
HE Institution 5 1.298 2 201 1.298 2 201
HE Institution 6 962 45 74 964 39 74
HE Institution ….. … … … … … … … …
Total 42.945 179 10 24.875 43.555 3 75 24.875
Number of
diplomas
12/11/2016 19/11/2016
Validation by HE Institutions
Weekly, automatically renewed reports
Goal: Affirmation correctness and completeness registrationsBaseline for correct finance calculation
Procedure:1. Institution monitors, compares, controls and revises the
registrations using the weekly reports2. If correct and complete: Institution prints out and signs3. Institution informs AHOVOKS4. Institution sends signed documents to AHOVOKS
Deadline: 15/12After the deadline, the data are considered as definite and cannot be changed anymore
Ensuring Data Quality DHO
Mijn Onderwijs - portal for HE institutionsPersonal website with secured login (e-id)Data and information about and for own institution
Monitoring reportsValidation reportsDataloep: interactive, self-service reporting tool
Ensuring Data Quality DHO
Securing Privacy
HE institutions DHO
Reporting statistics
FinanceThird parties
Securing Privacy
HE institutions DHO
Reporting statistics
FinanceThird parties
Privacy authorization
Privacy authorization: all parties must receive authorization from the official privacy committees to exchange personal data
Personal data are all data referring to the participation of a person in higher education
All required data need be motivated on a legal base
All parties must meet security requirements
Securing Privacy
HE institutions DHO
Reporting statistics
FinanceThird parties
Security measures
User application of AHOVOKS is secured by ACM/IDM (Access control and identification management): users need their eID of token
Users need to be authorized by administrator
Connection between institutions and AHOVOKS is secured by certificates (digital handshake and SSL)
Securing Privacy
HE institutions DHO
Reporting statistics
FinanceThird parties
Third parties
Study grants and child support: need to be authorized too to receive or consult data
Student portal: student needs to log in with eID or token to get access to personal data
Securing Privacy
HE institutions DHO
Reporting Statistics
FinanceThird parties
Statistics<5 and >95% rule: No privacy-sensitive data about recognizable students (e.g. study efficiency)
Scientific researchRequest Vlaamse Toezichtcommissie / Privacy CommissionIndividual data but with a anonymized identification number
Mijn Onderwijs – portal for HE institutionsAdmission granted by administrator of HE institutionSecured login via e-id
Impact analysis (e.g. study progress policy)
Evaluation of policy (e.g. financing of the higher education)
Monitoring (e.g. students in a STEM program)
Using data in policy