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Objectives

This article outlines the workflows on how to

  • update the HEIMS password for your institution, and

  • update the eCAF password, and

  • request an eCAF and fetch an eCAF status.

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  • 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 system and the eCAF system are systems that are completely separate systems and are independent of each other. Both systems are external to Paradigm and outside its scope of control. Each system supports a separate function. The username for one system may be the same as the username for the other system, but they have no correlation with each other. The only thing that these external systems have in common, is that they are supported from the same helpdesk.Paradigm stores the username and password information for each of the systems, but that information must first be requested and/or updated via accessing each of those system. To clarify, you need to get or set the external system password and then we can store it in Paradigmlogin 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 username for your Institution to log into the 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 that meets the password policy outlined below

Confirm password

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

Last updated HEIMS login

The date that the HEIMS password was last updated

Implications

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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 28 24 days, using your preferred calendar application. This will help to ensure that the password does not expire.

The requirements to change the password are:

...

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

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

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

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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 

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2. 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.

  2. 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

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  1. Helpdesk , and then requires an additional request.

  2. The HEIMS Helpdesk will supply a temporary password.

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3. 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 Update HEIMS Login in the side menu

  3. Enter the Current Password

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

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

  6. Click the Update DEST / HEIMS password

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Expand
title3. How to renew a forgotten / Expired eCAF API password

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

  2. The HEIMS helpdesk will provide you with a temporary password.

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

  4. The eCAF site will request that you create a new password.

  5. Once the new password has been accepted by the eCAF portal, click on the System tab in the side menu

  6. Click on ECAF Login in the side menu

  7. Enter the new password that you just created

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

  9. Click the SET button

  10. Confirm that the new password has been successfully updated, by testing that you are able to fetch an eCAF status using the workflow below.

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title4. How to Request eCAF and Fetch eCAF Status
Note

Be advised

A student who has applied for an eCAF must have at least one Unit enrolment, and the census date for that unit enrolment must be in the future (the census date must be tomorrow or later, and cannot be today).

  1. Load a Student record

  2. On the Student summary screen, click the Actions button in the Course enrolment section

  3. click the ‘Edit Course Enrolment’ option

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

  5. This will open a new eCAF edit page that draws information from student details, course enrolment and unit enrolment records.

  6. Make sure that the eCAF Type and Citizenship fields are completed in the course enrolment HEIMS section.

  7. Check that the HEIMS Census Date has been set

  8. When all fields have been set correctly, click on the Request eCAF button.

  9. The system sends data to the government, which will then send an email to your student

  10. You can return to this page and click on the Fetch eCAF status button from time to time, to check the eCAF Student Status shown at the top of the screen

  11. The eCAF Remote ID number is the unique identification number from the eCAF system

Further Reading

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