What is the Planet data check, and how do I complete it?

The Planet data check is a thrice-yearly exercise whereby Curriculum Managers are sent an Excel spreadsheet that highlights potential problems with the Planet records for their modules. After receiving the spreadsheet each module Contact Person should make any necessary amendments on Planet so that any incorrect data or omissions are rectified.

The data checking email goes to module Contact People three times a year (in March, June, & November) in order to make the following University processes possible:

• CIRCE student registrations (by the Liaison & Information Team (Student Services))
• Tuition & assessment activities (by the Liaison & Information Team (Student Services) and the Planning & Development Office (Student Services))
• Updating of VCE dashboard
• VLE online study calendars
• Student number forecasts downloads (by the Forecasting Team (Strategy Unit))

On the first working day of each checking month, a ‘prompting’ email from the Information Office is sent to module Contact People, Curriculum Administrators and Senior Curriculum Managers, that explains the checking requirements. The deadline for completing the check and making any amendments is the 21st of that checking month.

The email includes a current overview spreadsheet, which contains:

• in all 3 checks, a basic module data worksheet (covering PL000/1/2/3/5/6/46/140) that shows gaps and potentially edition status errors;
• in all 3 checks, a worksheet containing potentially wrong presentation records (PL019);
• in all 3 checks, a tuition & assessment roll-forward worksheet (CS025/26/29) showing gaps and approval status problems;
• The units concerned may sometimes make a text contribution to underline the importance of the data check.

After the deadline has passed, CAU monitor (Curriculum administrators and Senior Curriculum Managers) are sent a revised 'follow up' spreadsheet showing all unresolved problems, so that they can resolve them with the relevant Curriculum Managers.