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The project of Higher
Education Statistical Systemin the Sultanate of Oman
depends on data collection from HEIs and other concerned
entities then apply data quality check according to the
per-defined validation rules to assure data accuracy
through reviewing process then finally publish this
information as a set of output reports. Below are
details of the data flow process from its first step at
the HEIs and other resources till it gets its final step
as statistical output reports.
Primary data (informational) of HEIs` representatives
According to official
request of providing ( two or more ) representatives for
HEIs and other resources, there are informational data
for those representatives who are responsible on loading
data and then
sending them to HEAC base on certain steps. The
required primary data for each representative are as
follows:
-
Name of the
person responsible for data loading process (four
parts)
-
Work phone
number
-
Mobil
number
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Official email
address
-
System user
name/ for the person responsible for data loading
-
System password/
for the person responsible for data loading
-
Manager official
email/ the direct supervisor (according to the
institute)
Preparing data
The data loading
process starts by the responsible people at the HEI and
other data sources by preparing the data according to
the admission center specifications for files and
fields, so that HEIs can do their job in preparing data
then submit the data file in the approved format that
the system can load.
Sending Data
The person
responsible on data loading will do that by logging into
the system through internet website, logging will be
through entering the correct user name and password
where the system will automatically display the person
and HEI data source names and its type (public or
private) and then a list of options will be displayed
for the data to be
loaded represented by
(students data, staff members in institute , financial
data, HEIs Definition Data or graduated students data)
according to the type of data available within the time
interval defined for sending these data.
Loading data
File
Employee will start
loading the data file which will be at CSV or XML
format.
Example (1): The
students' data at CSV format will as follows:
Student identifier; Civil No.; First name; Second name;
Third name; Fourth name; Gender; Date of birth; Place of
birth; Tribe/Family name; Domicile; Nationality;
Religion; Score in high school exams %;Type of
certificate in high school; Willaya; Disability; Type of
scholarship; Type of student accommodation ;Marital
status; HEI home; College Name; Department Name; New
entrant to HE; Highest qualification on entry;
Qualification aim; Qualification obtained
;Classification of Qualification; Main Subject of
qualification; Minor Subject of qualification; GPA; Date
of commencement of programme ;the student year in
program; The year number of the programme; Student case;
Year left last institution or school; Name of previous
institutions or school attended; Reason for leaving
institution/completing programme; Date left institution
or completed the programme; Major source of funding;
Type of study; Location of study.
The example (2) : The staff
data at XML
format will as follows:
<? xml
version="1.0" encoding="UTF-8"
?>
-
<STAFFDETAIL>
<STAFF_ID>0</STAFF_ID>
<CIVIL_NO>0</CIVIL_NO>
<BIRTH_DT>0</BIRTH_DT>
<GENDER>0</GENDER>
<NATIONALITY>0</NATIONALITY>
<MARITAL_STATUS>0</MARITAL_STATUS>
<DISABLED_TYPE>0</DISABLED_TYPE>
<APPOINTED_DT>0</APPOINTED_DT>
<PREV_EMPLMT>0</PREV_EMPLMT>
<PREV_HEI_CTRY>0</PREV_HEI_CTRY>
<HGH_QLFN_HELD>0</HGH_QLFN_HELD>
<HEI_LEFT_DT>0</HEI_LEFT_DT>
<EMPLMT_TERMS>0</EMPLMT_TERMS>
<EMPLMT_MODE>0</EMPLMT_MODE>
<ACAD_EMPLMT_FUNC>0</ACAD_EMPLMT_FUNC>
<NO_PUBLICATION>0</NO_PUBLICATION>
<NO_PRIZES>0</NO_PRIZES>
<MAIN_SPECIALIZATION>0</MAIN_SPECIALIZATION>
<EMP_MAIN_FUNC>0</EMP_MAIN_FUNC>
</STAFFDETAIL>
First checking process for File
After loading the
data file, the first data check will take place directly
to assure data quality and file correctness. If the data
file is correct, the system will move to the second
stage of data quality checks. If the file loaded is
inconsistent with the approved format, the user will be
informed by sending him an email that the file is
inconsistent and it shall be resent in the correct
format while this transaction will be recorded for
quality checks and historical reports purposes.
Second checking process for data
After finishing the
first procedure and data file check, the second stage
will check the validity of the data by applying the
validation rules and valid entries check. The results
will be reported in details on file record level. The
reports will be sent by email to the data loading
responsible user and a copy to the manager at the
admission center.
Third checking process for data
After the second
checking process, the loaded data will be stored at
staging area at the staging Systemso that a third and
final check takes place. This check will assure the
logicality of the data through set of statistical
reports that covers certain statistical indicators on
institute level. This check will be held by a set of
specialist in data checking and the resulted report will
be sent through the system by email to the person
responsible at the institute and a copy to the system
administrator so that they can take a corrective action.
At the end of checking processes and after completing
all modifications and the three checks passed, the data
will be stored in the operational System, then the
process of moving data to the statistical Systemstarts.
Final approval from the Institutions
After the data quality and validations
checks finish, a request of data accuracy and
correctness shall be sent to get an official and final
approval from the institute to use and publish these
data. The request will be sent via email and it will
show the final counts of the data sent by this
institute, the reply shall be in writing format after
approving and signing the request.
Preparing data for publishing
Data loading to the
statistical Systemprocess is represented by some
technical procedures on data then transform it to the
final format from which statistical information could be
extracted and published.
Publishing
stage
The last stage of
data flow is the fruitful work and effort result from
the moment that data collected from Institutions till it
get into the publishing Systemthrough which reports and
statistical results will be issued and ending with the
annual statistical book for the MoHE in Sultanate which
represents the final form of the data after going
through all the previous stages.
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Institutions
