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Objectives

This article outlines the workflow workflows on how to update HEIMS password through Paradigm. It also provides the steps on how to request eCAF and fetch eCAF status in your Paradigm system.

  • Apply for HEIMS Web Service credentials

  • Update your HEIMS Web Service password stored within Paradigm

Complexity:

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Assumptions

  • The User has the minimum required sufficient security level to access the system tabParadigm System menu

  • The User has an understanding that making changes within this section has system wide implications.understands the implications of securely handling government credentials

  • The User has an understanding of the Australian Tertiary Education System / VET Sectorknows the difference between their eCAF API credentials and their HEIMS Web Service credentials

Key terms and concepts

The HEIMS login integration allows Paradigm to integrate with the relevant government systems on behalf of a provider to perform tasks such as allocating or retrieving a CHESSN, or querying the current loan balance of a given student.

To maintain a high level of security HEIMS requires the password to be updated every 28 days and it expires after 28 days. We recommend that you set a recurring reminder to reset the password every 28 days, using your preferred calendar application. This will help to ensure that the password does not expire.

It is important to recognise that the eCAF credential is not related to a HEIMS Web Service credential. Even if the username is the same, the two systems are distinct and not connected. The only point of similarity between the eCAF and HEIMS Web Service systems are that they are supported from the same government help-desk.

HEIMS Fields

Field name

Brief Overview

Username

This is the Institutions user name username for your Institution to log into the CHESSN HEIMS system. Paradigm uses this to login to the HEIMS system via API to obtain student data

Current Password

The Old (expiring) password

New Password

New Password meeting that meets the password policy as outlined below

Confirm password

Password repeated Repeat the password to confirm that it is identical to the New Password

Last updated HEIMS login

How long ago the Password The date that the HEIMS password was last updated

Implications

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The HEIMS login script or Get CHESSN Button allows for Paradigm to log into HEIMS portal and obtain CHESSNs automatically for students as required. To maintain a high level of security HEIMS requires the password to be updated every 28 days.

The requirements to change the password are:

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Note

Be Advised

Each provider is required to update their HEIMS password at least every 28 days. Failure to update a password within this time-frame will result in the expiry of that credential. To test if an account is active attempt to log into the following website: https://app.heims.education.gov.au/HeimsOnline/MyAccount.aspx

Info

Note

We recommend that you set a recurring reminder to reset the password every 24 days, using your preferred calendar application. This will assist you to avoid interruptions to service that arise when a credential is expired by the government due to the 28 day condition.

To help users meet their HEIMS Web Service password obligations, the date of the last password reset event is displayed via the user interface. The password requirements are as follows:

  • A minimum of 8 characters.

  • At least one numeric character.

  • At least one special character.

  • At least one uppercase character.

  • And The password must be different to the previous 10 passwords used.

The system records when the password was last changed to help with resetting reminders.

Workflow

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Workflow

Expand
title1. How to obtain a HEIMS Login credential

  1. Before access can be granted to HEIMS Web Services production environment a provider must meet the requirements for system testing and infrastructure compliance.

  2. The requirements and associated application form may be accessed here: https://heimshelp.education.gov.au/resources/systems-and-access

  3. Any questions about this form should be directed to the HEIMS Helpdesk team via https://heimshelp.education.gov.au/support/contact 

Expand
title2. How to request or reset a HEIMS Login Password
Info

Note

We recommend that each institution sets a recurring calendar appointment as a reminder to update the password to ensure the 28-day expiry is never reached.

  1. Contact HEIMS

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  1. Helpdesk via https://heimshelp.education.gov.au/support/contact to request a new password.

Important Note: make sure you request for your account to be Active and has access to CHESSN.

  1. Include in your request that the account is to be set as Active, and that the account has access to CHESSN. This step is occasionally missed by the HEIMS Helpdesk , and then requires an additional request.

  2. The HEIMS Helpdesk will supply a temporary password.

Expand
title3. How to update the HEIMS Login Password
Info

Note

We recommend that each institution sets a recurring calendar appointment as a reminder to update the password to ensure the 28-day expiry is never reached.

  1. Once you have a new password, click on the System tab in the side menu

  2. Click on

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  1. Update HEIMS Login in the side menu

  2. Enter the Current Password

  3. Enter the New password that meets all of the password requirements

  4. Confirm that the passwords are identical by re-entering it.

  5. Click the Update DEST / HEIMS password

...

Expand
title2. How to renew a forgotten / Expired eCAF API password
Info

Note

Once the new password has been accepted by the eCAF portal, please provide the updated login details in a Jira ticket to Silverband Helpdesk and confirm Paradigm/API/ Ecaf integration is fully operational.

  1. Contact HEIMS helpdesk via  https://heimshelp.education.gov.au/support/contact to request a new password.

2. The HEIMS Helpdesk will supply a temporary password.

3. Log into https://ecaf.education.gov.au/provider and enter the API username and temporary password.

4. The eCAF site will request a new password

Expand
title3. How to Request eCAF and Fetch eCAT Status
Note

Be advised

The student who applied for eCAF needs to have at least one Unit enrolment, as well as the unit enrolment census date needs to be in future (has to be one day later than today).

  1. Load a Student

  2. On the Student summary screen, at the Course enrolment section

  3. Click on Action button, select the ‘Edit Course Enrolment’

  4. Click on the Actions button against the current enrolled course, select ‘Online eCAF submission’

  5. It will bring you to a new eCAF edit page, this page draws information from student details, course enrolment and unit enrolment pages.

  6. Make sure eCAF Type and Citizenship fields are filled out on the course enrolment HEIMS section.

  7. You will check HEIMS Census Date has filled out

  8. After all fields have been filled out correctly, click on Request eCAF button.

  9. The system sends data to the government, who then send emails to your students

  10. You will come back to this page, click on Fetch eCAF status button from time to time

  11. You can check the eCAF Student Status located at the top of the screen

  12. eCAF Remote ID number is the unique identification number from eCAF system

Further Reading

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Related Pages

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