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This article outlines the expected set of tasks workflow steps that should be completed by each provider upon entering TCSI Read-Only mode. This advice is given in a generic sense on the expectation that each provider will have their own unique operational needs that may require additional work prior to entering TCSI Write Mode.

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Introduction

The primary purpose of TCSI Read-Only mode is to validate that the PRODA device key is registered and working correctly, and to retrieve the UID’s Unique Identifiers (UIDs) that have been generated by the government Government from historically reported HEIMS data and assign them to records historically reported via HEPCATequivalent records within Paradigm. Once the data matching task is complete there is a series of additional checklists that must be passed before entering TCSI Write mode.

Workflow Steps

  1. Confirm PRODA is registered

  2. Retrieve TCSI UID recordsTrigger the bulk

  3. assigning of UID to records stored within ParadigmTCSI to Paradigm data matching

  4. Manually resolve records that could not be assigned via bulk actions

  5. Prepare the Campus record(s)

  6. Prepare the Provider record(s)

Implications

Info

Note

In the TCSI B2G specification every student submitted be assigned a CHESSN number, so you will no longer require to get a CHESSN number for students. This means our existing real time CHESSN allocation button will not work once you are in Safe Mode.

Note

Be Advised

Due to the high number of anomalies commonly found in unit enrolment data, Silverband will not be bulk assigning UID to unit enrolment data.

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Warning

  1. unmatched records

  2. Complete TCSI Ready checks

Implications

  • The Department of Education is not accepting pre-2020 data submitted via TCSI. This means providers must fully report

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  • all of their 2019 (or earlier) data via HEPCAT prior to the cut-off date currently set at 31st May

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  • 2019. This data must be reported before that provider can enter Write-Only mode. Revisions to 2019 data are to be made via the TCSI portal.

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Warning

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  • Revisions to 2019 unit enrolment data should be made directly via the TCSI Data Entry tool, with the corresponding Paradigm record manually updated thereafter.

Development Notes

  • Complete entering data for courses these will need to be completed before you can enter in course push course admission records.

  • Completed the setup tasks out including campus records these will need to entered before you can enter courses on campus records and they are not getting imported from HEIMS.

  • Complete the setup tasks for courses on campus these need to be completed before you will able to push unit enrolment records.

  • Course Completions are not being migrated from HEIMS so they will need to be completed in HEPCAT. Additionally verification needs to be completed so we do not have to data matching 2019 unit enrolments.

  • Revisions to unit enrolments with a census date before 1/1/2020 will need to be done using the TCSI Data Entry tool (formally portal method).

  • In the TCSI B2G specification every student UID submitted will be assigned a CHESSN number, so you will no longer need to get a CHESSN number for your students. This means our existing real time CHESSN allocation button will no longer work as expected once you move into Safe Mode.

1. Retrieve TCSI UID records

Info

Note

Data submitted via HEPCAT will take up to 24 hours to be assigned a TCSI UID. Keep this delay in mind when scheduling when to start retrieving TCSI data.

This task is performed on demand by the Silverband support team. Raise a ticket via the Silverband Help-desk portal when your provider is ready to schedule a download of TCSI UID data. For larger institutions, this process may take up to 24 hours to complete due to the rate limiting that is imposed by the TCSI government systems.

2. TCSI to Paradigm data matching

Note

Be Advised

Due to the high number of anomalies commonly found in unit enrolment data, Silverband will not be bulk assigning UIDs to unit enrolment data records.

Info

Note

Records that cannot safely be matched will need intervention by a user a person who has a sufficient permission level to manually assign the relevant UID.

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In Read-Only mode providers have the means to request historically reported data from TCSI to retrieve the UID and save it against the corresponding record within Paradigm. This step is required to ensure that future changes to those records are correctly reported via TCSI. The data matching activity only applies to records that have been historically reported via HEPCAT. New records that have not yet been reported, such as students commencing study for the first time in 2021, are excluded from the data matching process.

On entering Read-only mode, Silverband will assist each provider by programmatically matching records in bulk on your behalf. This means the UID data will automatically be populated against records where there is a clear match between what is contained within Paradigm and what was currently stored within TCSI.

In Read-Only mode we will data match as many of the following entities as possible:

  • Courses Of Study Group

  • Courses Group

    • Course fields of education

    • Special interest course extension

  • Students Group

    • Disability Extension

    • Citizenship extension

    • Scholarship Extension

  • Course Admissions Group

    • Basis for admission extension

    • Course prior credit extension

    • Specialisation extension

    • scholarship Scholarship extension

    • RTP stipend

    • amount extension

Prepare the Campus record(s)

Before you can start pushing TCSI data for internal logic, Paradigm needs to have the a campus file associated with each base course that is to be reported. The campus record may be edited from within the user interface in a similar way to the fields formerly used to complete the now redundant HEIMS CM file fields.

Prepare the Provider record

The provider record associated with the base course that is to be submitted via TCSI must be updated as outline below:

Assigned the following roles

  • HEIMS Education Provider (only applies to the provider that has the PRODA Account)

  • Training Organisation (only applies to the provider that has the PRODA Account)

  • Education Program Provider and/or Education Unit Provider

Field values

  • The provider record must also be set to active.

  • The primary provider account that maps to PRODA must also have TCSI Reporting Parent Provider entered as itself.

TCSI Data Requirement

Before you can enter in course enrolments and unit enrolments need to make sure all the campus/provider records that will be submitting courses and units have the following required fields :

Further Reading

It is highly recommended that users doing data entry read the following documents so they understand the elements that are required to be reported.

FINAL 2020 Data element specifications (24 September 2019)

FINAL HE Data framework and element list (24 September 2019)

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    • Amount extension

3. Manually resolve unmatched records

A series of screens has been developed to assist providers to manually resolve unmatched records.

4. Complete TCSI Ready checks

Note

Be Advised

Providers must pass all of the TCSI checks before entering TCSI Write mode

Info

Note

The TCSI Push Rules article describes in greater detail what constitutes a TCSI reportable record

There is a significant number of minimum data requirements that must be satisfied in order to successfully start reporting student related data via TCSI. To reduce the burden for our users we have prepared a TCSI ready checklist that can be run from within Paradigm. The checklist may be viewed via SYSTEM >> TCSI Ready Checklist.

Example tests include:

  • Scheduled Unit Providers missing the Reporting Provider field set.

  • Scheduled unit has a Census Date

  • TCSI Reportable Course where Reporting Provider field is not set for Program Provider

  • TCSI Reportable Campus records where Reporting Provider Field is not set for Campus Record

  • TCSI Reportable Course Enrolments where Home Institution is missing Reporting Provider value

  • TCSI Reportable Students where the Home Institution is missing Reporting Provider value

  • Check Required fields for Course of Study TCSI Packet

  • Check Required fields for Higher Ed Course TCSI Packet

  • Check Required fields for Higher Ed Campus TCSI Packet

  • Check Required fields for Higher Ed Course On Campus TCSI Packet

  • Check Required fields for Higher Ed Student TCSI Packet

  • Check Required fields for Higher Ed Course Enrolment TCSI Packet

  • Check Required fields for Higher Ed Unit Enrolment TCSI Packet

  • Check Required fields for VET Course TCSI Packet

  • Check Required fields for VET Campus TCSI Packet

  • Check Required fields for VET Course Enrolment TCSI Packet

  • Check Required fields for VET Student TCSI Packet

  • Check Required fields for VET Unit Enrolment TCSI Packet

  • Paradigm country table contains government country ID values

  • Element 355 - Unit of Study Status has been configured

  • Element 599 - Course Outcome has been configured

  • Element 329 (Mode of Delivery) value is set for Scheduled Unit Code Items "METHOD_OF_DELIVERY"

Next Steps

Once the data matching has been completed and the tests on the TCSI Ready screen have been passed, then your system is ready to enter TCSI Write Mode.

TCSI Write Mode