Self-Service Training Data Records FAQ

Whether you are given access – and the level of access you are given – will depend on the data reporting responsibilities of your role.

If you belong to any of these groups:   

• Departmental HR admins 
• Divisional HR admins 
• Central UAS admins 
• Departmental admin 
• Divisional admins 
• Athena Swan coordinators 
• Training providers 
• Information Compliance Team  

…and your role means that you currently report on the following types of data:

• a complete training record for everyone in a department, or a division, for a specific time period 
• training records for an individual, or for everyone in a department or a division, who has completed a specific course during a specific time period 
• headline figures for University staff who have completed a mandatory training course 
• training data for a department combined with detail about trainees’ roles 
• training data for a department combined with detail about trainees’ gender, year of study, academic course, etc. 
• headline figures for an FOI request about University members who have completed a specific course, for example, Implicit Bias training 

  …then it is likely that you will need - and be given - access to self-service training data reports. 

Please complete a service request for the type of report you need (Uptake or Compliance). For guidance about completing the request see our short guide.

The reports are viewed through a web browser in an application called Power BI. Guidance about how to access Power BI is on our guidance and help page.

The data is stored in a central data warehouse and in a Power BI dataset. Whilst the data is combined in a data warehouse it is provided to users via Power BI.

The data file you receive will show source data that was received by the data warehouse at the time of its last update. This occurs every night.   

This does not guarantee the data is up-to-date, as the data warehouse can only produce data that has been made available to it, and data management and recording practices vary within each of the systems involved. 

When issues are found in data sources.  We note known issues in the fields table for the Uptake and Compliance reports. 

This applies to data quality, too. Quality is the responsibility of each data owner. The Training Management team provides training providers with guidance on data management best practices, and that includes ensuring, as far as possible, that data is of good quality and up-to-date. If you do have concerns about accuracy, you will need to contact the relevant data owner or training provider.

The data is collated from internal staff and student data systems and the external training systems (CoSy and Linkedin Learning), all of which have their own processes and security.

All data from source systems follow the university's policies on information security and GDPR.
Note: Any users of this data must also be compliant with these processes.  Please visit the relevant University web pages if you are unsure.

 The data warehouse will store training records for five years (year start 1 Aug).

No; each time you require a report you will need to access the system yourself.  

No; we make the data available, but export, analysis and reporting is now completely self-service. If you get stuck, or you need more information about any aspect of the new service, please contact CoSy Support via our form

Once you have completed a service request and it has been approved by your departmental administrator, please allow two working days to be granted access.

Please complete a new service request.

Please complete a new service request.

Some people belong to more than one department and so have more than one HR record. You will need to remove duplicates when you analyse your data.

When we set up your access to Power Bi and the data service you will receive an automated welcome email generated by Microsoft. Please ignore this message.

Yes, you can access both reports if you have a legitimate need to use them.

The Uptake report shows who has booked or completed a course, while the Compliance report tells who in your department or college has and hasn't completed a set of compliance-related training courses. 

The Compliance report has been introduced to resolve the 'negative reporting' issue. This means you can now find out who hasn't completed specific training courses, making department compliance checks easier and quicker.

14/06/24 - The Oxford Secure course is now live and available to report on in the Compliance Report.  The course can be filtered using the Training Provider 'MetaCompliance' and/or the Training Course Name "Information Security and Data Privacy Course".  The course and training provider are also available to report on in the Uptake reports.

NB. Last year's 'Information Security and Data Privacy Awareness - 2023/24' course can also be filtered using the training provider  'MetaCompliance' in the Compliance General and Uptake reports.

This is possible, depending on your requirements.  Please get in touch with cosy-support for advice.