Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 39 Next »

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 attachment, and edit or add a provider address.

Complexity: MEDIUM


Navigation

Workflow


 Assumptions

Assumptions

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

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

  • A provider record must have been created and saved before trying to assign a role to that provider

 Key Terms and Concepts

Key Terms and Concepts



WHAT IS 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.

TABLE INFO 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

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

Health provider

Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm

FORM FIELDS Provider Information Related Fields

The table below outlines the types of information that may be recorded against a provider type record.

Field Name

Required Field

Brief Overview

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

  • Local

  • Overseas

Agent Focus

Agent Sales Representative

Agent Contact Person

Primary contact for Agent

Agent Contract Original Date

Agent Contract Renewal Date

Provider Status

X

  • Active

  • Archived

Provider Course Id Type

  • Short

  • Long

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

REQUIRED INFO Provider Information Required Fields

Required Fields

System Required

Abbreviation E333

X

Group Name

X

Party Group Status Id

X

Provider Unique Id

X

Provider TCSI Uid

X



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.

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

 1. How to Load a Provider Record

1. How to LOAD a Provider Record


1, 2, 3, 4 Choose Providers > Search > Enter the organisation name or abbreviation > Click the SEARCH button.

5 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.

6 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.

INFO: In the sample screenshot above, SILVER is selected as the provider record to be searched.

7 After clicking the chosen provider code hyperlink, an EDIT PROVIDER DETAILS Form section will appear, detailing all the provider information saved in the system.


back to top

 2. How to Create / Add a Provider Record

2. How to CREATE or ADD a Provider Record


1, 2 Choose Providers > Add New.

3 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.

4 Enter at least the minimum required fields for an operational provider record, and any further information in the appropriate fields available.

INFO: For a brief description of all the fields found in creating or adding a new record in the system, refer to the FORM FIELDS 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):

If 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.

5 After filling out the details of the provider, click the SAVE DETAILS button to add the new provider record in the system.


back to top

 3. How to Assign Provider Roles

3. How to ASSIGN Provider Roles


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 “2. How to CREATE or ADD a Provider Record.”

NOTE: The steps below is applicable only when there are already existing provider records in Paradigm.

1 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 “1. How to LOAD a Provider Record” if you need a more detailed steps.

2 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: Refer to the Key Terms and Concepts section above under the TABLE INFO Provider Roles section for a list of the possible roles a provider can have in the system and a brief description of each.

3 Click the ASSIGN ROLE button after selecting a role from the drop-down menu.

NOTE: A provider record may have many assigned roles. Repeat steps 2 and 3 as necessary for your provider.


back to top

 4. How to Delete an Assigned Provider Role

4. How to DELETE an Assigned Provider Role


1 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 “1. How to LOAD a Provider Record” if you need a more detailed steps.

2 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.

3 A pop-up message on top of the screen will appear wanting to confirm your deletion action. Click OK to confirm.

3 After clicking the OK button, the role you’ve chosen to delete will no longer apply to that provider record.


back to top

 5. How to Add / Edit a Generic File Attachment for a Provider Record

5. How to ADD / EDIT a Generic File Attachment for a Provider Record


1 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 “1. How to LOAD a Provider Record” if you need a more detailed steps.

2 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.

3 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.

4 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.

5 Click the Choose file button and locate the file that you want to attach.

6 Click the SAVE FILE ATTACHMENT button.

INFO: 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.


back to top

 6. How to Add / Edit a Signature File Attachment for a Provider Record

6. How to ADD / EDIT a Signature File Attachment for a Provider Record


6 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.

Changing an image file will be immediately effective across all letter and report templates that are currently using that image file.

1 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 “1. How to LOAD a Provider Record” if you need a more detailed steps.

2 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.

3 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.

4 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.

The 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 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.

5 Click the Choose file button and locate the file that you want to attach.

6 Click the SAVE FILE ATTACHMENT button.

INFO: 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.


back to top

 7. How to Edit / Add a Provider Address

7. How to EDIT or ADD a Provider Address


1 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 “1. How to LOAD a Provider Record” if you need a more detailed steps.

2 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.

3 In the ADDRESS Form section of the provider record, click the EDIT ADDRESS button.

4 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.

5 Once you have entered the appropriate details for the specified contact category, click the SAVE PROVIDER CONTACT DETAILS button.

INFO: 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.


back to top

Related Pages

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


Paradigm Knowledge Base Home

  • No labels