So, you're new to planning...

When I worked at HESA I used to open training events with the following ‘joke’:

“How many people does it take to submit an accurate HESA return?”

“I don’t know, no one has ever tried”

The joke was designed to unify the audience and defuse the tension of what was about to follow – five hours of ‘why aren’t these data fields being reported correctly’ delivered with the unmistakeable subtext of ‘I could do this better than you lot’. Well, in January 2018 I decided to put that subtext to the test and joined Arden University, a private provider specialising in distance/blended learning with a strong focus on widening access. After eight months working here, I now have an answer to the question the joke poses…

‘A lot’ (depending on who is determining accuracy!) 

…and it turns out, no I can’t do it better than you lot. In fact, it turns out that most of what I ever espoused in those sessions can probably be filed under ‘theory, not practice’ - life does not imitate data. You see, as you’re probably already aware, data is difficult to work with – it tends to exist jettisoned from its subject, less a consequence of activity but an activity in itself – and getting it to do the things we want it to do takes skills and time we do not always have readily available. I arrived at Arden with a plan: evaluate the existing data operation, revolutionise it, and in turn become the sector’s beacon of best practice… before sitting back and letting the plenary requests roll in.  In reality, I turned up and starting spraying – “fix that”, “change that”, “let’s create some dashboards”, “what do you mean I’ve missed the HESA deadline!” – and whilst I can reflect on improvements made, my approach has had all the planning and cohesion of West Ham United’s summer transfer policy.

I still harbour those original lofty ambitions (less the plenaries) and Data Futures will be the ultimate end point assessment, however I realise I’m going to need help. The help starts right here, on this website, with this community. HESPA is invaluable as a source of help and support, with unrivalled expertise and experience adjoined with humility and friendliness. The probability is that a member of the community has either done what you’re trying to do or is in the process of doing it right now, and therefore either way you are going to learn. In those early months I didn’t engage enough; too determined to go it alone and too scared to admit I might not know. So, use the website, attend the events, engage in the discussions, it will demystify data and policy in ways you wouldn’t think possible. 

Engaging with HESPA aside, and for what they are worth, here are my five steps to assimilating yourself in a new planning role.

1. Ask questions 

“I don’t know” is a good starting point, not a bad one. Given the volume and complexity of data out there, and the fast-changing nature of HE policy and regulation, you cannot possibly know everything. Ask questions of your colleagues and the HESPA community, search out that knowledge and do not be reluctant to do so.

2. Take stock

Spend time assessing what is out there in data terms. Read the websites of the various stakeholders, especially HESA, OfS, QAA, UCAS - they’re not punchy thrillers, but they’ll give you a good grounding. You will begin to hear a lot about data capability in the sector and the need for us providers to improve it… you’ll hear less about the need for improvements in the capability of data. My personal view is that both need work – we have a programme and agenda for change around data capability, but less about the capability of data. The consequence is often data that doesn’t quite do what we need it to do and the inevitable ‘hacks’ that ensue. 

Thus understanding the limitations of the the data you are working with becomes vital so that you know when proxies are needed and the level of granularity you can work at.

3. Learn from what has gone before

Try and find the time to learn about your provider. It will naturally come with time, but being proactive in obtaining a good understanding of process, system, people and culture, will improve your work. Learning the idiosyncrasies of the data (and the systems and processes that drive them) are of course important, but no more so than the culture and people. The culture of the organisation and the vagaries of people when confronted with data/information, will offer up an understanding of the ‘as is’ and the potential scope of the ‘to be’ states if you wish to embed lasting change and improvement. In the immediacy, it’ll also help shape the architecture and presentation of your analysis.

4. Context and definitions 

Place data in its context and pay attention to definitions. I’ve lost count of the number of times I’ve discovered a ‘trend’ that isn’t really there... “No Dan, that was the year HEFCE introduced ELQ”... or the time when I announced that "all our students are in their final year" only to be told that our internal 'course level' field records the intended qualification level rather than the current level of study. Whether that context is internal or external, it’s important to run your analysis through a peer review process that not only looks at accuracy, but also validity in the context of internal and external HE policy. Experienced colleagues and/or the HESPA community are invaluable, but do your own research as well and read those seemingly endless policy papers. 

5. Enjoy it and be brave

Believe me when I say this isn't what I wanted to do with my life. When I was five I wanted to partner Graeme Sharp up front for Everton, when I was 15 I wanted to become a famous actor, and when I was 25 I wanted to be an entrepreneur. Now, at 38, I'm resigned to a career in HE... and now that I'm here, I kind of love it. Not a 'slot the winner at Anfield' kind of love, but enough that I enjoy going into work each day and I get excited about planning and where it might go in the future. I would strongly encourage you to do the same - like getting stuck on a broken down train just outside Milton Keynes, you're here now so make the most of it. Enjoying what you do and opening your mind to the possibilities of your role and team will improve your work, feed your creative side and open doors. In that spirit, be brave and step through those doors... but if, in the fullness of time, you find yourself on a cold October night, alone, sipping instant coffee, perversely enjoying trying to understand a HESA validation rule... then get out. GET OUT NOW, you've gone too far. After all, it probably doesn't need that many people to do an accurate HESA return. 

So, for what they are worth, these are my five tips to get you started... but in the meantime, do yourself a favour, go on, click a link on this website and begin your journey.