Overview
Objective
Upon completion of this KB the user will understand how to Search for a Provider's record within Paradigm
Assumptions
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Overview
This knowledge article will define what a provider is, the required fields and the form fields related to it in Paradigm. This will also provide the workflows on how to load a provider record, create a provider record, assign provider roles, delete an assigned provider role, add attachments, and edit or add a provider address.
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Workflow
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title | Key Terms and Concepts |
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Different Roles within the system will allow for different functionality and need to be used in combination:
- Educational Program Provider
- Educational Unit Provider
- Education Agent
- Training Organisation
- HEIMS Higher Education Provider
- Training Organisation Location
- Work Experience Provider
- Education Payment Agent
- Education Bank
- Assoc Educational Program Provider
- SVP Provider
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The list produced can to be ordered by:
- Name
- Abbreviation
- Status Id
- Last Modified Date
Workflow
How to Load a Provider
- Click on the Provider tab in the Side menu
- Click on the Search option in the side menu
- Enter the Organisation name or Abbreviation
- Click on the Search Institution Button
- This will return a list of Providers that meet the searched criteria
- To reduce the returned options in this box Image Removed above the returned results start typing the Provider name. This will reduce the number of results.
- Click on the blue hyper link on the left side of the required record.
- The Provider record has now been loaded.
Further reading
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Terms and Concepts
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a Provider?A provider is an organisation that has relationships to people reflecting some form of service they provide in an education context. Examples of services include a campus, a higher education provider, work experience business etc. In the context of Paradigm, the organisation is defined once as a provider. The type of provider is further distinguished through the assigning of one or more roles. Status |
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title | table info |
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| Provider Roles Roles are assigned to providers as a way of defining the types of relationships they may have with other records within Paradigm. Assigning the correct role to a provider is critically important to ensure that various features function correctly. The table below outlines the intended use of each role: Role | Description |
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Education Provider | Default role assigned to all providers | Educational Program Provider | Associated with course enrolment records (i.e. the campus) | Educational Unit Provider | Associated with base units and scheduled units (i.e. the campus) | Education Agent | Identifies the provider as being an agent for the purposes of student recruitment | Training Organisation | Associated with AVETMISS reporting | HEIMS Higher Education Provider | Associated with HEIMS reporting | Training Organisation Location | Associated with an AVETMISS delivery location | Work Experience Provider | Associated with the work experience module | Education Payment Agent | Associated with the agent payment workflow | Diocese | Allows the provider to be assigned as a diocese against the student record | Seminary | Allows the provider to be assigned as a seminary against the student record | Communication sender | Allows users to send communications on behalf of the provider using the email address of the provider record. If this role is added in your provider record, your Provider/Home Institution name will appear in one of the From list options when creating communication events. | Health provider | Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm |
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title | form fields |
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| Provider Information Related FieldsThe table below outlines the types of information that may be recorded against a provider type record. Field Name | Required Field | Brief Overview |
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Edit Provider Details Section | Provider Unique Id | X | Unique code to identify the Provider | Provider TCSI Uid | X | Unique code to identify the Provider allocated by TCSI | Name | X | The Full and Legal name of the Provider to appear on official documents | Abbreviation E333 | X | An Abbreviated Provider name to be used in drop boxes and internal system instances | ABN | | The Australian Business Number is a unique identifier issued by the Australian Business Register | Trading Name | | A business name used to carry out business functions and activities | Address Line 1 E427 | | Physical address of Provider | Address line 2 E428 | | Physical address of Provider | Suburb E429 | | Physical address of Provider | Post Code E431 | | Physical address of Provider | State E430 | | Physical address of Provider | Country | | Physical address of Provider | Phone | | Contact Phone number of Provider (Work phone) | Fax | | Fax Number of Provider | Other Phone | | Other Contact Phone numbers of Provider (Home phone) | Mobile | | Mobile phone of Provider (Mobile phone) | Email | | Primary contact of Provider's email address | Web URL | | Provider's Web address | Logo image | | Primary logo or branding image for use in system generated letters or reports | Web image | | Secondary logo or branding image primarily used in various Paradigm screens | Invoice Fee Code | | Abbreviated Fee Code eg SF - Star Fleet Academy | GST Amount | | The amount of GST charged 10% | HE Provider Code E306 | | The Higher Education Code allocated to each Provider by the Government | Agent Commission Percentage | | the percentage amount paid to this agent for referring a student | Agent Category | | | Agent Focus | | | Agent Sales Representative | | | Agent Contact Person | | Primary contact for Agent | Agent Contract Original Date | | | Agent Contract Renewal Date | | | Provider Status | X | | Provider Course Id Type | | | SVP Agent | | SVP stands for Streamlined Visa Processing Agent | AHEGS Provider Print Details | | Provider specific details that are to be optionally printed on each AHEGS | CRICOS Provider Code | | The Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) is a register of Australian education providers that recruit, enrol and teach overseas students. Registration on CRICOS allows providers to offer courses to overseas students studying in Australia on student visas. | Related Bank Account | |
| Parent Reporting Provider | | The parent provider to be reported, or this provider if it is the parent provider | Effective From Date E609 | | The date the TCSI provider record is effective from | Effective To Date E610 | | The date the TCSI provider record is due to expire | Validation Status | | The Status from TCSI of the provider record | Last Validated | | The date the TCSI provider record was last validated on | Vet Provider Details | Statistical Local Area | | | Training Authority Identifier | | | Training Authority Name | | | Training Contract Identifier - New Apprenticeships | | | Training Organisation Delivery Location Identifier | | | Training Organisation Identifier | | | Training Organisation Type Identifier | | | Addresses Section | Attention Name | | Person to address at the Provider | To Name | | The business name to be shown for the Provider | Address Line 1 | | Mailing address of the Provider | Address Line 2 | | Mailing address of the Provider | Suburb | | Suburb of the mailing address of the Provider | Postcode | | Postcode of the mailing address of the Provider | State | | State of the mailing address of the Provider | Country | | Country of the mailing address of the Provider | Phone | | Fixed phone number of the Provider | Fax | | Fax number of the Provider | Other Phone | | Alternative phone number of the Provider | Mobile | | Mobile phone number of the Provider |
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title | required info |
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| Provider Information Required FieldsRequired Fields | System Required |
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Abbreviation E333 | X |
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Group Name | X |
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Party Group Status Id | X |
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Provider Unique Id | X |
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Provider TCSI Uid | X |
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Implications
NOTE:
Depending on the individual user's levels of access, not all pages will be available or editable. If you have Full Admin level access and the pages still isn't visible, it may either not be in use at your institution or may have been hidden. For more information contact the Silverband Help Desk.
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BE ADVISED: Editing data in any of these options has implications across the entire system and potentially at all security levels. Please ensure that any changes or updates are carefully thought through and all of the implications have been assessed prior to action. |
Workflow
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title | 1. How to Load a Provider Record |
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How to a Provider Record , , , Choose Providers > Search > Enter the organisation name or abbreviation > Click the SEARCH button.Image Added After clicking the SEARCH button, it will show a list of providers that meet your searched criteria. You can filter the result more by entering more keywords relating to the provider name that you want to search in the Filter Box. When you see the record for the Provider you are looking for, click the provider code hyperlink under the first column. This will load the provider record.Image Added Tip |
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In the sample screenshot above, SILVER is selected as the provider record to be searched. | After clicking the chosen provider code hyperlink, an EDIT PROVIDER DETAILS Form section will appear, detailing all the provider information saved in the system.
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title | 2. How to Create / Add a Provider Record |
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How to or a Provider Record , Choose Providers > Add New. It will open an EDIT PROVIDER DETAILS Form section where you can enter the new information of the provider record that you want to add.Image Added Enter at least the minimum required fields for an operational provider record, and any further information in the appropriate fields available. Info |
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INFO: For a brief description of all the fields found in creating or adding a new record in the system, refer to the Status |
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colour | Green |
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title | form fields |
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| Provider Information Related Fields table above under the Key Terms and Concepts section. |
Refer to the minimum required fields from the screenshot below (numbered 1-3): Image AddedIf the record that you are adding is a VET Provider, you can also enter the available information you have under the VET PROVIDER DETAILS Form section. Image Added After filling out the details of the provider, click the SAVE DETAILS button to add the new provider record in the system.
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title | 3. How to Assign Provider Roles |
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How to Provider Roles
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BE ADVISED: Before you try to assign a role to a provider, a provider record must have already been created and saved. Refer to the workflow above on how to “ How to or a Provider Record.” |
NOTE: The steps below is applicable only when there are already existing provider records in Paradigm. Load the Provider’s Record that you want to assign a role by choosing Providers > Search menus on the side. Refer to the workflow above on “ How to a Provider Record” if you need a more detailed step. Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the drop-down menu and choose the role that you want to assign to the provider. Info |
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INFO: Refer to the Key Terms and Concepts section above under the Status |
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title | table info |
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| Provider Roles section for a list of the possible roles a provider can have in the system and a brief description of each. | Click the ASSIGN ROLE button after selecting a role from the drop-down menu.Image Added NOTE: A provider record may have many assigned roles. Repeat steps and as necessary for your provider.
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title | 4. How to Delete an Assigned Provider Role |
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How to an Assigned Provider Role Load the Provider’s Record that you want to delete an assigned role by choosing Providers > Search menus on the side. Refer to the workflow above on “ How to a Provider Record” if you need a more detailed step. Once the Provider Record is loaded, at the top of the page, an ASSIGNED ROLES FOR PROVIDER Form section will appear. Click the DELETE button next to the role to be removed.Image Added A pop-up message on top of the screen will appear wanting to confirm your deletion action. Click OK to confirm. Image Added After clicking the OK button, the role you’ve chosen to delete will no longer apply to that provider record.
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title | 5. How to Add / Edit a Generic File Attachment for a Provider Record |
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| a Generic File Attachment for a Provider Record Load the Provider’s Record that you want to add an attachment to by choosing Providers > Search menus on the side. Refer to the workflow above on “ How to a Provider Record” if you need a more detailed step. Once the Provider Record is loaded, go to the file attachment section, you can either scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section, or choose Providers > Edit Details > Files menus on the side. This will automatically scroll down the page to the attachment section. Click the ADD FILE ATTACHMENT button, or, to edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record. This will open the EDIT FILE ATTACHMENT Form section.Image Added In the EDIT FILE ATTACHMENT Form, fill out the following information (fields highlighted in BLUE are optional, RED are required). NOTE: The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons. Click the Choose file button and locate the file that you want to attach. Click the SAVE FILE ATTACHMENT button.Image Added Tip |
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Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them. |
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title | 6. How to Add / Edit a Signature File Attachment for a Provider Record |
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title | add / Edit |
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| a Signature File Attachment for a Provider Record
NOTE: Six fields are commonly used for a signature file attachment for the provider or contact record. This Workflow is intended solely for file attachments that are related to the signatories for official documents such as the testamur, transcript, AHEGS. The file attachment details can be used across many templates, and each template that is to use these details, will require that a support request be raised, to authorise Silverband to update the template to use the new details. Warning |
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WARNING: Changing an image file will be immediately effective across all letter and report templates that are currently using that image file. | Load the Provider’s Record that you want to add an attachment to by choosing Providers > Search menus on the side. Refer to the workflow above on “ How to a Provider Record” if you need a more detailed step. Once the Provider Record is loaded, go to the file attachment section, you can either scroll down the page and look for the ASSOCIATED FILE ATTACHMENTS Form section, or choose Providers > Edit Details > Files menus on the side. This will automatically scroll down the page to the attachment section. Click the ADD FILE ATTACHMENT button, or, to edit an existing file attachment record, find the relevant record in the list and click the pencil icon to the right edge of the record. This will open the EDIT FILE ATTACHMENT Form section.Image Added In the EDIT FILE ATTACHMENT Form, fill out the following information (fields highlighted in BLUE are optional, RED are required). NOTE: The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons. The Purpose dropdown field should be set as Signature. The Name field should be set as Signature since the attachment relates to the signature that will appear on the templates. This name is how we refer to the file attachment record. 'Signature' is case sensitive including the uppercase S. The Category field can also be used if its dropdown box has been populated with options. The Description field can be configured for your site to contain the name of the current Registrar or Dean and that name will appear on the templates. Immediately on the next line in the Description field under the name, you can add the official position title of the person whose signature will appear on the templates. Note that the position title will also appear whenever the Description field of the file attachment record is used on the template. If the Description field is not being used by your site in this way, the field can be used as a description of the file attachment. Image AddedThe Status field should be set as Published. The Permission Level field should be set to the lowest permission level that is to be allowed access to read or open the file, such as Staff. It is recommended not to set it to the Student level for security reasons. It is not necessary to upload an image file in the file attachment record, but this should contain the signature of the person who represents the provider, and the image should be set to have a transparent background. The transparent background allows for the signature to appear superimposed on the template without obscuring any part of any background image that may also be printed. Once these details have been added, you are then able to update these details as you please, without the need to raise a support request with the Silverband Helpdesk. The new details will be immediately updated across all templates that are currently configured to use them. Click the Choose file button and locate the file that you want to attach. Click the SAVE FILE ATTACHMENT button. Tip |
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Once these details have been added, you are then able to update these details as you please, and the new details will be immediately updated across all report and letter templates that are currently configured to use them. Produce a letter or report that uses the file attachment, to verify that the changes appear as you intend. If changes are required, repeat the steps above until the changes are suitable. When further help may be needed, raise a support request via the Silverband Helpdesk, describing the nature of the issue. |
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title | 7. How to Edit / Add a Provider Address |
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How to or a Provider Address Load the Provider’s Record that you want to edit or update the billing or address information by choosing Providers > Search menus on the side. Refer to the workflow above on “ How to a Provider Record” if you need a more detailed step. Once the Provider Record is loaded, go to the ADDRESS section, you can either scroll down the page and look for the ADDRESS Form section, or choose Providers > Edit Details > Billing menus on the side. This will automatically scroll down the page to the address section. In the ADDRESS Form section of the provider record, click the EDIT ADDRESS button.Image Added The EDIT ADDRESS button will open the CONTACT DETAILS - PROVIDER Form section page where you can add the following contact types: Residential, Billing, Employer Address, Emergency Contact Details. You can either (Option 1)click the blue hyperlink of each type under the CONTACT DETAILS Form section above or (Option 2)click the drop-down menu under the CONTACT DETAILS -PROVIDER Form section to start adding the contact information.Image Added Once you have entered the appropriate details for the specified contact category, click the SAVE PROVIDER CONTACT DETAILS button.Image Added Tip |
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Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the COPY FROM PERMANENT or BILLING DETAILS button, and then click the SAVE PROVIDER CONTACT DETAILS button again to copy. |
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title | 8. How to Add a New Campus Provider Record |
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How to a New Campus Provider Record
Why Add a New Provider Record in Paradigm A Provider record in Paradigm is a generic record used to represent some type of organisation or other business entity that provides one or more services in an education context. The specific services that are offered are confirmed by granting roles to the provider record within Paradigm. These roles inform Paradigm about when to make a specific Provider available as an option in a drop-down menu field on a range of record types recorded within Paradigm. Primary Provider All Paradigm sites will have at least one Provider record that is used to designate the education institution itself. This is the primary Provider record for various system tasks such as government PIR reporting. The primary Provider is identified by the role ‘TCSI PIR Provider’ or ‘HEIMS Higher Education Provider’ based on the reporting frameworks that are applied to the Provider. Additionally, we also require provider records that are used in any capacity for TCSI reporting to be associated with the primary Provider via the field “Parent Reporting Provider” found on the Provider Edit screen. The primary Provider record itself is associated with itself. In contrast, a campus location (Campus Specific Provider record) would be associated with the Primary Provider via that same field. Campus Specific Provider An education provider may operate across multiple geographic locations or campuses. Each of these locations should be tracked as a separate Provider record within Paradigm. When a provider is operating across multiple campuses, we recommend that Provider roles are assigned as follows: Primary Provider, e.g. Silverband University (SBUNI) • PIR Provider • Communication sender (the email address of the originator of communication events that are issued via Paradigm) • Educational Program Provider (the owner of base courses whose content is to be delivered) • Educational Unit Provider (the owner of scheduled units whose content can be delivered) Campus Specific Provider, e.g. Silverband University - Sydney (SBUNI-SYD) • Educational Program Provider (the owner of base courses whose content is to be delivered) • Educational Unit Provider (the owner of scheduled units whose content can be delivered) When creating and updating records in Paradigm we recommend coding the provider-related fields as follows: • Base course – Primary Provider (e.g. SBUNI) • Base unit – Primary Provider (e.g. SBUNI) • Scheduled unit – Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.) • Student home institution – Primary Provider (e.g. SBUNI) • Student course enrolment home institution – Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.) • Time periods – Primary Provider (e.g. SBUNI) where the academic calendar is common to all campuses, otherwise Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.) • Contact - Campus Specific Provider (e.g. SBUNI-SYD or SBUNI-NT, etc.)
How to create the New Campus Provider Record in Paradigm Refer to the same instructions in Workflow 2 above to create a new Provider recordFields to Note when adding a New Campus Provider record: After adding the new Provider record, proceed to add the campus location details by following the instructions on this workflow: Add the Provider Contact Record. Also assign the roles of the new Provider record with the following, see Workflow 3 above: Tip |
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SUCCESS: You New Campus Provider has now been created. You can now create records, e.g. Scheduled Units specific to the new campus provider. |
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Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading
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