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Overview

HEIMS questions are mandated questions which are required for government reporting. Paradigm gives you option to customise allowable option details based on your business or institution needs. This knowledge article will provide instructions on how you can search HEIMS questions, and edit its options.

Complexity: EXPERT

Navigation

Workflow

 Assumptions

Assumptions

  • You have the minimum required level to access the system tab and an understanding that making changes within this section has system wide implications;

  • You have an understanding of the HEIMS system;

  • You have an understanding of Government reporting requirements and Element numbers; and

  • You have an understanding of the Australian Tertiary Education System.

 Key Terms and Concepts

Key Terms and Concepts

HEIMS

Higher Education Information Management System

HEIMS Question

Pre-determined questions that are required for Government reporting. These questions have pre-determined answers that comply with formatting requirements.

Element Numbers

Each question has an Element number attached to it to ensure the correct question is asked in the correct format. These can be reference on the HEIMS website.

Government reporting

Submission of student data to the Government via HEPCAT / TCSI. This data for student can be personal data, enrolment data, completion data etc.

HEIMS QUESTION DETAILS Form Fields

Field name

Description

Question Id

Question Id or Element number

Question Type

Select option, date field, text field

Question Name

The names assigned to questions by HEIMS

Defined By

Who Defined this Element number - DEST / HEIMS

Define Date

Date the Element was established

Question Code

What type of data is this question about

Description

A brief description of this element numbers role

Field Width

The Maximum number of Character for this data

Pre-defined Value

Default answer for this field

The only fields you are able to edit are Custom Description, Visible and Order

Field Name

Brief Description

Custom Description

If you set a custom description, this will appear rather than the defined HEIMS text. When editing this to override the existing HEIMS description, you must ensure the answer does not lose its meaning for the code.

Visible

This determines if the option will appear in the list for the HEIMS question. A special note when editing an option is, if the option is of type label (these appear in bold) these are parent options. If when you set these, the children of that option also take the same value as the parent for visibility. You can always set individual children options manually (i.e. one by one).

Order

This controls the order in which the options will appear in the select box.

Implications

BE ADVISED: The questions within this section of the system are Government mandated questions. The questions and answers have predetermined values and must only be updated if they have been updated by HEIMS. Altering questions and answers within this section can effect your government reporting results. 

NOTE: If the Government adds additional answers that haven't been previously included, these will be added by the development team [Silverband].

Workflow

STEP 1 Choose your action with a HEIMS Question:

 Search a HEIMS Question

A. Search a HEIMS Question

INFO: HEIMS Questions can be searched for by Question Id ( e.g. Element number - E390) or Question Type (e.g. Fee-HELP, Completion) or Question Name (e.g. School)

If you know the exact Question Id or a keyword of the question that you want to search, you can do so by typing in the Question Id field [if you know the exact Id or a part of it], Question Name field or Question Type and click the SEARCH QUESTION button after. However, if you want to search for all the questions [to be displayed], just click the SEARCH QUESTION button.

1, 2, 3 Choose the System menu > Search HEIMS Question> Click the SEARCH QUESTION button.

4 A list of all the questions that you’ve specified will appear below, you can still narrow down your search by typing more filter keywords in the Filter Box or to any of the Question Id, Question Name, or Question Type fields above.

5 Once you’ve found the question that you’re looking for, click the question [in blue hyperlink] under the Question Id column.

6 An EDIT QUESTION DETAILS Form will then appear below, showing all the details of that question type that you’ve searched.

7 If a question that you are trying to search has options on it, an OPTIONS ASSOCIATED WITH QUESTION Form will also appear below. These options will include both current and archived (retired) responses for this question.

 Edit a HEIMS Question

B. Edit a HEIMS Question

NOTE: The only field you can edit for HEIMS Questions is its Pre-defined Value field. You need to do this if you want a question to have a default answer.

1 Follow the same instructions as above on how to “A. Search HEIMS Question”, to search for the question that you want to edit.

2 Once you’ve found the question, click on the blue hyperlink and the EDIT QUESTION DETAILS Form will then appear below.

3 Enter the pre-defined value of the question. [Default answer to a question or a field.]

4 Click the SAVE QUESTION button to save the pre-defined value.

 Edit a HEIMS Question Option

C. Edit a HEIMS Question Option

1 Follow the same instructions as above on how to “A. Search HEIMS Question”, to search for the question option that you want to edit.

2 Once you’ve found your question and all the options associated with it, click the 📝 EDIT button on the right of the question option, to edit.

3 After clicking the 📝 EDIT button, an EDIT QUESTION OPTION DETAILS Form will appear below. Refer to the guide below in editing the form:

NOTE: The only fields you can edit are Custom Description, Visible and Order. If the government adds additional answers that haven't been previously included, these will be added by the development team [Silverband].

A Custom Description – This will appear rather than the defined HEIMS text if you’ll edit this field. When editing this to override the existing HEIMS description, you must ensure the answer does not lose its meaning for the code.

B Visible – This determines if the option will appear in the list for the HEIMS question.

NOTE: A special note when editing an option is, if the option is of type label (these appear in bold) these are parent options. If when you set these, the children of that option also take the same value as the parent for visibility. You can always set individual children options manually (i.e. one by one).

C Order – This controls the order in which the options will appear in the select box.

4 Click the SAVE QUESTION button, to apply changes.

Related Pages

Further reading

https://heimshelp.dese.gov.au/he-student-data-collection

https://heimshelp.dese.gov.au/dictionary

https://heimshelp.dese.gov.au/resources/glossary

https://heimshelp.dese.gov.au/

Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

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