Athena SWAN Staffing Data Tableau Manual

AthenaSWAN Staffing Data Tableau Manual

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Contents Preface ......................................................................................................................................................... 3

Logging in and accessing your data in Tableau ............................................................................................ 3

The datasets available .................................................................................................................................. 3

Methodology and background to the data ................................................................................................. 3

Worksheets included in the ‘Staff data for Athena Award Application’ ....................................................... 4

Selecting your data ....................................................................................................................................... 4

Making your selections .............................................................................................................................. 4

Navigation .................................................................................................................................................... 5

Viewing the data ........................................................................................................................................... 6

Drilling into the data displayed on screen .................................................................................................. 6

Exporting your data ...................................................................................................................................... 7

Creating a PDF file of your data ................................................................................................................ 8

Copying your data as an image ................................................................................................................. 8

Exporting the underlying departmental data .............................................................................................. 9

Pasting graphs and tables directly into the application form .................................................................... 10

Exporting the tables to Microsoft Excel ................................................................................................... 11

Version history

Version Date of change Summary of changes Author of changes

V0.1 February 2013 Document created Sarah Rowles

V1.12 January 2014 Updates required for Tableau version 8 Marie King

February 2014 Updates to screen shots to reflect v8 and data changes

Sarah Rowles

V1.13 June 2014 Review of text, small corrections, checked links Kirsty McGregor

V1.14 July 2014 Updated text on origin of ROD datset, removed turnover highlight section and added further details to ‘view data’ section.

Sarah Rowles

V1.15 October 2014 Updates required for 2014 data refresh Sarah Rowles

V1.16 March 2015 Updates follow name changes and new joint applications for Social Sciences

Sarah Rowles

File location

G:\Workforce Information Team\AthenaSWAN application data\Maintenance - incl new user requests\User Manual and letter templates\Athena

Swan in Tableau - MANUAL v1.16.docx

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Preface In order to access the suite of staff reports prepared for the AthenaSWAN application form you will need to

have a Tableau account. If you do not already have a Tableau account you can get a User Access Form

from [email protected]. Please note that this form will need to be signed by your Head of

Department (or similar approver) before it can be processed by IT.

Once you have a Tableau account you will need to contact your divisional AthenaSWAN coordinator to

request access to your department(s):

MPLS: Colette O’Shaughnessy ( [email protected] )

Medical Sciences: Jennifer Anderson ([email protected] )

Logging in and accessing your data in Tableau Use the following link to login to the Tableau reporting application and access the staff data reports that

have been set up for your department(s).

https://bits.uas.ox.ac.uk/views/StaffdataforAthenaSWANawardapplication/Permissionssetup

You should use your Single Sign On username and password. If you need help with resetting your

password please contact [email protected].

The datasets available

Once you have logged in to the ‘Staff data for Athena Award Application’ in Tableau you will have access to

the following datasets:

Your own departmental data comprised of a snapshot of staff in post data taken as at 31 July each

year and grouped according to the agreed AthenaSWAN categories; there is a limited ‘drill down’ facility

that allows you to see which individuals have been reported in the various categories for each point in

time.

o Maternity return rates are based on appointment change records (MLS – Maternity Leave

Start) and grouped according to the year (1 August – 31 July) the maternity leave commenced.

o Turnover figures are calculated using figures for staff in post at the start of the year (1 August)

and leavers during the year (1 August to 31 July). Transfers within the University are not

included.

o Data for the Recognition of Distinction now comes from Core Personnel; prior to the 2014

exercise data came from the Recognition of Distinction database.

Benchmark data; you may select the most relevant dataset for comparison depending on the profile of

your department. Note: no drill down data is available from the benchmark tables and charts.

Methodology and background to the data

The snapshot of all staff in post is taken as at 31 July each year; this data forms the basis of many internal

and external reports including the annual Staffing Figures published on the main University website

(http://www.admin.ox.ac.uk/personnel/figures/). The data snapshot is taken each year after the HESA staff

return data validations have been completed to ensure that the same underlying data is used. Where staff

appear to be in an unexpected category it is likely to be because of the way their appointment

details have been recorded in Core Personnel. Please contact UAS HR Reporting to discuss your

concerns.

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The structure of the AthenaSWAN staffing data is intended to complement the sections in the departmental

application form provided by AthenaSWAN, with the title of each worksheet referring to the relevant

sections of the application form.

Worksheets included in the ‘Staff data for Athena Award Application’

The gender profile of each category of staff (Academic, Research and Other staff) is provided as follows:

Staff in Post profile by Legal Sex

Contract type: fixed-term contracts and permanent contracts

Working pattern: part-time and full-time working

The dashboards providing the data provide separate dashboards for your departmental data and for

benchmark data. This should make the figures easier to read and export (or print) and the new format will

also allow for additional years of data to be added in the future.

Other data provided:

Maternity return rates

Turnover figures

Recognition of Distinction

Further information regarding the data and other resources are available from the HR Information Team’s

website at: https://www1.admin.ox.ac.uk/personnel/hrinfoteam/staffing-data/athena-swan/

Selecting your data The main area of the Permissions & Setup tab contains an overview of the methodology used to produce

the datasets you are about to view and a series of options which allow you to select the data and

benchmarks most relevant to your department(s).

Making your selections

In order to view your data you will need to make the appropriate selections that appear in the box on the

right-hand side of the Permissions & Setup tab.

The Dept Choice option allows you to choose your own department or

multiple departments, where we have been notified that departments are

making Joint Application, select which division(s) you wish to view as

benchmark data and, decide whether to view Clinical and/or Non-clinical

staff. The selection of a Joint Application will override any individual

Department selected.

It is also possible to use the options available in each tab to change your

departmental or benchmark choices as you go through the workbook.

Your access to departmental data will depend on which

department(s) you have been authorised to view for AthenaSWAN

purposes.

As Clinical and Non-Clinical (or Pre-Clinical) departments often vary

significantly in their staffing profile we recommend that that Clinical

departments only benchmark against Clinical staff and that Non-Clinical

(including Pre-Clinical) departments only benchmark using the ‘Non-

Clinical’ option.

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You may wish to aggregate Clinical and Non-Clinical staff within your departmental data where there are

small numbers involved. This can be done by selecting ‘Clinical & Non-clinical’ in the options list at the

base of the right-hand side of the Permissions & Setup tab (shown above).

It is still possible to move between Clinical and Non-Clinical views within

each workbook by adjusting the selection displayed in each workbook as

shown below.

Adjusting the selection in this way will be reflected in the benchmark data

and in the departmental data.

Navigation Tableau functions in a similar way to Microsoft Excel, in so far as it contains a number of different

worksheets or tabs. Unlike Excel these tabs are displayed at the top of the screen.

It is possible to navigate through the workbook in a number of

ways. You can use the tabs at the top of the screen (much

the same as the tabs at the bottom of the screen in an Excel

workbook).

Alternatively, you may choose to use a drop down list, by

clicking on the down arrow on the left hand end of the row of

worksheet tabs and selecting from the list that appears.

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Viewing the data Each tab contains tables with headcount (appointment count) and percentage figures and a chart

displaying the data. The title at the top of each page will indicate what data is being displayed.

If the departmental data has blank sections to the chart or tables it may mean that the department has no

staff in the particular dimension being viewed, for example, it is possible that a department may not have

had staff go on maternity leave in the period.

Drilling into the data displayed on screen

There are a number of ways of drilling down into the data displayed on the screen.

If you hover your mouse point over a figure in the departmental data table a pop-up summary will appear:

Selecting the View Data icon will open a new

window containing the underlying data for viewing.

This window contains two tabs; one with

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Summary data and one with the more detailed Underlying data including additional columns such as ID

(Person Reference) and Grade depending on which item you have selected. In the example above the

figure, ‘5’ is the target hovered over and the data in the View Data drill-down will relate to these 5

individuals (and not the other figures contained in the table).

Both the Summary and Underlying tabs contain links that allow you to download the data as a text (csv)

file which can be opened by other applications (e.g. Microsoft Excel). Full instructions for exporting data are

given later in this manual. The default view of the data relates directly to the figure you have decided to

View Data for.

You may also use the View Data facility to drill down into the

data items in the departmental charts, such as the vertical or

horizontal axis headings or the figures in the columns of the

graphs; in the example below the ‘Lecturer’ heading has

been selected to drill into and underlying data for all 6 items

(7, 30, 9, 28, 9 and 27) will be included in the output.

If you were only interested in viewing the 7 individuals in the

2010 column, you could use the View Data facility directly on

the figure ‘7’ in the 2010 column to view only that data.

If you wish to ‘View Data’ for an entire table or chart, then

you will need to ensure that the entire table or chart is

selected. This can be done by holding down the SHIFT key

while selecting the groups in the table.

Exporting your data

There are a number of ways you can export your data from Tableau into other formats. These include

generating a pdf file, copying tables and charts as images and exporting the data to a text (csv) file for use

in other applications such as Microsoft Excel (see the section below entitled Exporting the tables to

Microsoft Excel for more information).

Please note that only data pertaining to the department(s) you are authorised to view is available for

exporting in greater detail. The benchmark data does not contain the same level of detail as the

departmental data.

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Creating a PDF file of your data

In order to create a pdf file containing the tables and charts in the current worksheet, select the Export icon

located above the worksheet tabs, and choose ‘PDF’ from the list:

From here a dialogue box appears that allows you to select the paper size, paper

orientation and the content of the pdf file. Each tab (or dashboard) is intended to fit

one page of A4, although some of the longer tables and charts may be more easily

read if printed separately in portrait orientation.

The term ‘dashboard’ refers to the worksheet or tab you

are currently viewing.

‘This Dashboard’ – exports the entire worksheet to a

single page pdf file.

‘Sheets in Dashboard’ – exports all the tables and charts

in the current dashboard to separate pages of a pdf file

(i.e. one chart or table per page)

‘Sheets in Workbook’ – exports all the dashboards within

the workbook to a pdf file, with one page per dashboard.

Copying your data as an image

Select the ‘Image’ option from the list that appears under the Export icon, located above the worksheet

tabs:

Select the Download option.

Depending on the browser you are using a dialogue box may appear that allows you to download the

image and then asks where you wish to Open or Save the image file.

If you chose to save the image file please ensure that it is saved in a secure network location in

accordance with the University’s data protection guidance (http://www.admin.ox.ac.uk/dataprotection/) and

Information Security Policy (http://www.it.ox.ac.uk/infosec/ispolicy/ )..

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Exporting the underlying departmental data

There are two options for exporting the underlying departmental data; Select the ‘Data’ option from the list

that appears under the Export icon, located above the worksheet tabs as shown above.

A new window with the underlying data will appear for

viewing. This window contains two tabs; one with

Summary data and one with the more detailed

Underlying data.

Both tabs contain links that allow you to download the

data as a text (csv) file which can be opened by other

applications (e.g. Microsoft Excel). The default view of

the data relates directly to the current worksheet. If

you wish to view or download the most detailed

underlying data available you will need to tick the

‘Show all columns’ option in the Underlying tab. This provides additional columns such as ID (Person

Reference) and Grade.

On selecting the ‘Download all rows as text file’ option, the File Download dialogue box appears. You can

use the Save option to save the file as a Microsoft Excel Comma Separated Value spreadsheet (.csv).

Depending on the setup of your browser and file associations, the file may open directly in Microsoft Excel.

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If you chose to save the exported file please ensure that it is saved in a secure network location in

accordance with the University’s data protection guidance (http://www.admin.ox.ac.uk/dataprotection/)

and Information Security Policy (http://www.it.ox.ac.uk/infosec/ispolicy/ ).

This is particularly important because of the greater level of detail contained in the underlying data

files; including attributes such as Person Reference, grade and legal sex which, singularly or in

combination, might enable individuals to be identified from the otherwise anonymised dataset.

Pasting graphs and tables directly into the application form

It is also possible to copy images of the tables and charts directly from the screen (ALT + Print Screen) and

crop the image to an appropriate size for direct insertion into the AthenaSWAN application form.

Some of the tables and charts contain many rows of data and you may wish to consider resizing the tables

and/or charts to ensure they remain clear after they have been pasted into the application form. This can be

done in a number of ways:

Increasing the area of the worksheet available to view by ‘collapsing’ the title area. Tableau will then

automatically resize the worksheet. The ‘Collapse’ arrow is located on the top of the row of icons

above the worksheet tabs:

The ‘Collapse’ arrow becomes an ‘Expand’ arrow to reinstate the title area.

Using ‘F11’ to view your browser in full screen mode (pressing F11 reverts to the previous view)

Using the browser’s zoom functionality to increase the size of the table or chart that is of interest

Cropping the image can be done using image editing software (e.g. Paint) or directly in Microsoft Word

depending on the versions of the software you have and your local system setup.

In Microsoft Word the screen image can be cropped to the required size using the Picture Tools, Format

and Crop options:

Paint is available from the Windows Start menus following Programs, Accessories, Paint;

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Exporting the tables to Microsoft Excel

More confident Microsoft Excel users may wish to download the tables into

Excel in order to format the data as they require. To do this, select the Export

icon located above the worksheet tabs, and choose ‘Crosstab’ from the list.

Select the Download option.

From here a dialogue box appears that allows you to download the data as a CSV file and then asks

whether you wish to Open or Save the file:

Save the file in a secure network location in accordance with the University’s data protection guidance

(http://www.admin.ox.ac.uk/dataprotection/) and Information Security Policy

(http://www.it.ox.ac.uk/infosec/ispolicy/ ).

Depending on the setup of your browser and file associations, the CSV file may open directly in Microsoft

Excel. Save the file as an Excel spreadsheet (if you do not save as and Excel spreadsheet at this stage

you may lose any changes you make later). A pivot table can then be used to replicate the table as it

appears in Tableau or in the format required.

Please send any feedback regarding improvements we can make to future versions of this manual or the dashboards to: [email protected].