Extract Space Data into Hemis Tables {HEMIS-7}

This option may be used to extract data from the system for the HEMIS Space Submissions. It will perform a number of data validations during the extraction process that will be available as a standard output report. ITS strongly advises clients to correct all reported errors before proceeding with the next steps in creating the HEMIS files and doing the VALPAC validations.

The HEMIS reporting year will be taken as the year set in the Stats Control File {STMNT-1} for table sequence 6.

The procedure for the preparation for the submission of HEMIS space information is described below

User Selection	Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length	Comments
1	Is this a (T)rial or an (U)pdate run	A1

Information included in the files

Table and Column	Element	Data obtained from	Database reference
1009 C1 1010 C1 1011 C1	201	Campus Code as from {SPCS-1}, for all campuses of the institution.	SAJCODE from SAJCMP
1009 C2	202	Campus Name as from {SPCS-1}, for all campuses of the institution.	SAJNAME from SAJCMP
1009 C3	203	The Postal code of the postal address for the campus on {SPCS-1}	As from the postal code on sequence 0
1009 C4	204	The External Code {GOPS-21} for External Body "HMP", External Code Type "PRV" of the Province code {GCS2-4} of the magisterial district {GCS2-2} linked to the Postal Code of the Campus
1010 C5 1011 C5	205	Building code from the shadow tables of the space system in {STG6MN-3}	SCDCODE from SCDBLD
1010 C6	206	Building name from {STG6MN-3}	SCDNAME from SCDBLD
1010 C7	207	The External Code {GOPS-21} for External Body "HMP", External Code Type "BOW" of the ownership code of the building from {STG6MN-3}
1010 C8	208	The year of construction from {STG6MN-3}	SCDYCON from SCDBLD
1010 C9	209	Building Condition where the building is specified as an asset in the asset register {AOPS-1} and where the asset class is Building	AAACOND from AAAREG
1010 C10	210	The inventory value of the building in the asset register {AOPS-1}	AAAINV from AAAREG
1010 C11	211	A summary of the total assignable square meters of the building in {STG6MN-2}	Sum(SCAREA) from SCASPC
1010 C12	212	The total gross square metres of the building from {STG6MN-3}	SCDGROS from SCDBLD
1010 C13	213	A summary of the Standard Cost Unit (SCU) from {STG6MN-2} (Will only be used from 2008)	Sum(SCASCU) from SCASPC
1011 C14	214	The bar code for the room from {STG6MN-2} is used as the room number	SCABAR from SCASPC
1011 C15	215	A unique number the between 111 and 999 to describe the proration of the room	Calculation
1011 C16	216	Space use category from {STG6MN-2}	SCACAT from SCASPC
1011 C17	217	The area of the venue pro-rated by the relevant Program- and Subject Percentages	Calculation
1011 C18	218	The number of stations of the venue pro-rated by the relevant Program- and Subject Percentages	Calculation
1011 C19	219	The Program Codes from the Program Allocation Block of the shadow Space Inventory {STG6MN-2}	SCBSCDE from SCBPRG
1011 C20	220	The subject’s CESM code from {SACAD-1} of the subject link in {STG6MN-2} at PCS 1.1 Allocation (Subjects)	IALMAJA from IALSUB

Sort Order	Per	Comments

System Select
1	For table 1009, all Campuses {SPCS-1}
2	For table 1010, all "Shadow Buildings" in the "Shadow Space Structure" {STG6MN-3} where the building is not excluded from Stats Reporting {STG6MN-1} and the building code is linked to an asset in the Asset Register {AOPS-1} where the Asset Type {ACS-2} has a Asset Class of (B)uilding and the Date Regocnized is recorded.
3	For table 1011, all records in the Program Allocation Block of the Shadow Space Inventory {STG6MN-2} for the buildings selected in 2 above. Where a records is linked to program 1.1.0 - Formal Instruction, a record for each unique Subject Major Area as in the Subject Structure {SACAD-1 6} of subjects linked to the venue in the PCS 1.1 Allocation of the Shadow Space Inventory {STG6MN-2} for the venue with the corresponding total percentage will also be selected.

Example:

Processing Rules
1	When executed in (U)pdate Mode, the program will delete any previous HEMIS Space information for the year as indicated in the table sequence 6 record of the Stats Control File {STMNT-1} before extraction.
2	The following errors will be reported Campuses {SPCS-1} without a postal code Campuses {SPCS-1} where the magisterial district linked to the postal code {GCS2-2} is not linked to a province {GCS2-4} where an external conversion rule {GOPS-21} for the province exists. (External Body HMP, External Code Type PRV). Buildings in the shadow space structure {STG6MN-3} where the condition of the asset linked to the building {AOPS-1} is not recorded Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} without a bar code.number . Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} with an invalid space use category Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} where the total subject allocation is below 0.

Processing
Rules

When executed in (U)pdate Mode, the program will delete any previous HEMIS Space information for the year as indicated in the table sequence 6 record of the Stats Control File {STMNT-1} before extraction.

The following errors will be reported

Campuses {SPCS-1} without a postal code
Campuses {SPCS-1} where the magisterial district linked to the postal code {GCS2-2} is not linked to a province {GCS2-4} where an external conversion rule {GOPS-21} for the province exists. (External Body HMP, External Code Type PRV).
Buildings in the shadow space structure {STG6MN-3} where the condition of the asset linked to the building {AOPS-1} is not recorded
Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} without a bar code.number .
Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} with an invalid space use category
Venues (Building, Floor and Room) in the shadow space structure {STG6MN-2} where the total subject allocation is below 0.

Preparation for the submission of HEMIS Space information

Ensure that the Calendar Year for STATS Reporting in the STATS Control File {STMNT-1} for table sequence 6 is set to the reporting year
Ensure that every Campus {SPCS-1}, Building {SPCS-4} or Venue {SPOPS-1} to be reported on is recorded in the system. The following reports may be used to assess whether the data is indeed complete and accurate
- Campus Codes {SPCSR1-1}
- Building Codes {SPCSR1-3}
- Building Detail {SPOPSR1-1} in detail format.
Particular care should be taken to ensure that the Program Allocation and the PCS1.1 Allocation in the Space Inventory {SPOPS-1} is completed for the reporting year for every venue to be included. The following facilities is available to assist the user in this regard

The Program Allocation and PCS1.1 Allocation used for the previous year's submissions may to copied to be used for the reporting year. {SPCOPY-1}
For venues that is used in the Lecturing Timetable {SMAIN-5}, the allocations may be calculated and copied using "Copy Timetable Data" {SPCOPY-5}
For offices, the allocations may be derived from the Stats Allocation for Personnel {PSOP-6} of the personnel members occupying the offices as recorded in {SPOPS-2} or the Personnel Service Records {PBOP-2}. To do this, the procedure would be to

Ensure that the Stats Allocation for Personnel {PSOP-6} is complete. "List Of Incomplete Time Sheets" {PSOPR1-2} may be used to verify.
Print Offices Not in Use {SPCOPY-2} will produce a list of all venues where the space category is that of office space but where no personnel member is allocated to the venue. Program Allocation and PCS1.1 Data for these venues may be entered manually in the Space Inventory {SPOPS-1}
"Print Non-Office Spaces" {SPCOPY-3} will produce a list of all venues allocated to one or more personnel member, but where the space category is not office space. In some cases this data may be valid, for instance where a person may be allocated to a laboratory.
"Copy Office Allocation" {SPCOPY-4} will calculate and copy the allocations for all venues where the space category indicates that it is an office (between 1310 and 1314). Should more than one personnel member occupy a single office space, the system will calculate the average of the time sheet allocation of such an office space.

"Service Space", e.g. a venue that serves as storeroom to a particular laboratory, may be linked to the "parent space(s)" that is served. This linking is recorded in the "Related Space"-tab of the Space Inventory {SPOPS-1}. The options in the "Validate Data/Calculate SCU" - menu {SPOPS-4} will Validate Parent Space {SPSCU-1} and (Re) Calculate the Departmental Allocation, Program Allocation and PCS 1.1 Allocation of each "Related Space" {SPSCU-2} from the allocations of the parent spaces. (In short, for service space, the system will use the allocations of the parent spaces served.)

The Building needs to be linked to an Asset with an Asset Category of "Buildings" (Refer to the Asset Register (AOPS–1). The asset should be recognized and the condition code should be recorded.
Calculate the Standard Cost Units (SCU) for each venue using the options in "Validate Data/Calculate SCU" {SPOPS-4}. To calculate Standard Cost Units, the Space Category and Area of each venue and the Program- and PCS1.1 Allocation of the venue is used. The following sequence should be followed:

Validate the linking of parent spaces to related spaces using "Validate Parent Spaces" {SPSCU-1}. Correct the errors listed before proceeding.
Recalculate the Departmental Allocation, Program Allocation and PCS 1.1 Allocation {SPSCU-2} of each "Related Space" from the allocations of the parent spaces.
Validate Space Data for STATS {SPSCU-3}. Correct the errors before proceeding.
Do the actual calculation of the Standard Cost Units using "Calculate SCU" {SPSCU-4}.

Use "Copy Structure for STATS" {SPOPS-6} to copy the information in the space tables to the Shadow Space Tables {STG6-24}. This will ensure that the normal day to day activities can continue on the normal Space tables while reporting is done. Check the output to ensure that the data were copied.
In cases where whole buildings should be excluded from the HEMIS reporting, the Building Code may be entered in "Buildings Excluded from Tables" {STG6MN-1}. This screen should be queried and record for previous years should be removed where required.
Further changes to venue data to be reported on may be made in the Shadow Space Inventory {STG6MN-2}. Please note that these changes will be overwritten each time that Copy Structure for STATS {SPOPS-6} is executed.
Further changes to building data to be reported on may be made in Maintain Shadow Building Codes/Detail {STG6MN-3}. Please note that these changes will be overwritten each time that Copy Structure for STATS {SPOPS-6} is executed.
If any changes were made to the Shadow Space Structures

The data may be validated using "Validate Shadow Structure for STATS" {STG6MN-4}
The Standard Cost Units may be recalculated using the data in the Shadow Space Structures and populating the SCU-field in the Shadow Space Structure using "Validate Shadow Data/Calculate SCU" {STG6MN-5}. This option will execute 4 programs, similar to those in Validate Data/Calculate SCU {SPOPS-4} in sequence and may be executed multiple times until validation errors are eliminated.

This step completes the preparation.