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Objective

Once you have read this article you will be able to produce PIR reports. 

Complexity: MEDIUM to HIGH

Page Contents

Assumptions

  • The User has understanding of HEPCAT / HEIMS reporting

  • The User has access to HEPCAT

  • The user has an understanding of the Australian Tertiary Education System.

Key terms and concepts

PIR stands for Provider Information Request. Refer to more detailed information in the External Resources (scroll down to the bottom section).

When do you report: direct link to HEIMSHELP website: https://heimshelp.education.gov.au/pir, go to Reporting your data tab.

A list of PIR reports that you can generate from in Paradigm:

Report Name

Description

PIR COURSE OF STUDY (PCO) REPORT

The PIR Course of Study (PCO) file contains information on all courses to be provided for a reporting year.

PIR STUDENT (PSD) REPORT

The data reported in the Student submission provides a profile of each student/course/unit of study combination for a reporting year, their EFTSL and the Unit of Study Completions Status.

PIR HALF YEAR LOAD ESTIMATES (PLE) REPORT

The data reported should include students enrolled between 1 January and 30 June of the reporting year.

PIR PAST COURSE COMPLETIONS (PPS) REPORT

The Past Course Completion (PPS) file contains information about all courses completed by domestic and overseas students undertaking a course leading to an organisation's higher education award.

Workflow

 1. Steps to check the Course information is filled correctly

  1. Click on Courses from the side menu, click on Search.

  2. Click on Search Course button, a list of courses will appear below.

  3.  Select the course that was offered for the Reporting Year,  and double click on its Course Id.

  4. Double check the course details were entered correctly in the following fields: 'Course Level', 'Accredited', 'Accreditation Date', 'Accreditation Date Due'. 
    (Note: The Accreditation Due Date should not be expired)

  5. Double check the fields are entered correctly in the HEIMS fields section.
    (Note: fill out as much HEIMS fields as possible)

  6. Click on Save Course button.

  7. Scroll to the 'Campus Where Course is Taught' section, click on icon.

  8. In the 'Edit Campus Details' section, double check Offer Year is the Reporting Year (i.e. 2020).

  9. Click on Save Campus button.  

 

 2. How to run PIR Course of Study (PCO) Report

  1. Click on Reports, go to TEQSA, and click on it.

  2. Find PIR Course of study Report, click on Get Report.

  3. Fill out the fields by referring to the following table.

Field Name

Value

Institution

Leave it not selected

HEIMS Report

Always choose the latest (by default)

Offer Year

2020

Period Number

One (by default)

Submission Number

One (by default)

Course Level

Only select one that applicable to your college (hold Ctrl for multiple select)

Course Status

System select by default

4. Click on Produce report.

   5. Report Details display the number of courses found for the Reporting Year.

 3. How to run PIR Student (PSD) Report

  1. Click on Reports, go to TEQSA and click on it.

  2. Find PIR Student (PSD) report, click on Get Report.

  3. Fill out the fields by referring to the following table.

Field Name

Value

Institution

Leave it not selected

HEIMS Report

Always choose the latest

Submission Year

2020

Period Number

One (by default)

Course Level

Only select one that applicable to your college (hold Ctrl for multiple select)

HEIMS Census Date

Select all census date for the submission year (hold Ctrl for multiple select)

Unit Enrolment Status

System select by default

Report Mode

On Screen Full details Mode (Show all output per student)

4. Click on Produce report.

Note:

Your screen will direct to Report Details, showing a list of students and their HEIMS details.

Please note if you see any 'Element Warning' in the report, it does not necessary mean they are errors. It refers to the field is empty so the system uses the default value. You may want to double check whether the default value is the value you agree on.

For example, if you see this in the report, you can right click and open in another window to understand what does this code mean.

Summary view: Scroll down to the bottom of this page, it shows a summary of errors (empty fields).

5. Choose to Right Click the save image icon, Select link as...

6. Do not change the file name, save the file on your local folder.  

7. Upload the file to HEPCAT application for validation. If not sure, refer to the link in below External resources to download the HEPCAT application.

 

How to run PIR Half Year Load Estimate (PLE) Report 

  1. Click on Reports, go to TEQSA, and click on it.

  2. Find PIR Half Year Load Estimates (PLE) Report, click on Get Report.

  3. Submission Year (i.e. 2019) if your institution starts to offer course in 2019. 

  4. Below is an example of how to fill out the fields (note this is for reference only, each institution will have different selection).

5. Click on Produce Report button.

PIR Half Year Load Estimate (PLE) Report 

Element Number

Element Name

Paradigm Entities

Paradigm internal field names

Default Paradigm field labels

Paradigm menu location

Field Type

Default Paradigm Value

Width

Derived Field

Derived Method

Comment

585

Student Fee Type Indicator

Program Enrolment

dest_student_status

HEIMS Student Status

Student/Course Enrolment/Course/HEIMS Information

INPUT

2

2

Yes

When the HEIMS student status is set to 310 or 311 then return 02.

When the HEIMS student status is set to 301, 302, 303, 304 or 305 then return 01

SELECT CASE WHEN pe.dest_student_status IN ('310','311') THEN '02'
WHEN pe.dest_student_status IN ('301','302','303','304','305') THEN '01'
ELSE ''
END AS dest_e585

586

Broad Course Type

Base Program

dest_course_type

HEIMS Course Type

Courses/Edit Details/HEIMS Fields

INPUT

4

2

Yes

When the HEIMS course type is set to Doctorate by research (02) or Master's by research (03) then return 01

When the HEIMS course type is set to Doctorate by coursework (12) or Masters (Coursework) (04) then return 02

When the HEIMS course type is set to Higher Doctorate (01) or Masters (Extended) (14) or Open Universities Australia postgraduate studies (61) or Postgraduate Qualifying or Preliminary (for Master's, Doctorate or Higher Doctorate)(05) or Cross Institutional program for postgraduate courses at home Higher Education Provider (42) then return 03

When the HEIMS course type is set to '06','07','08','09','10','11','13','20','21','41','60','82' then return 04

When the HEIMS course type is set to Enabling course (30) or Non-award course (including Bridging for overseas trained professionals) (50) then return 05

CASE WHEN q.dest_course_type IN ('02','03') THEN '01'
WHEN q.dest_course_type IN ('12','04') THEN '02'
WHEN q.dest_course_type IN ('01','14','61','05','42') THEN '03'
WHEN q.dest_course_type IN ('06','07','08','09','10','11','13','20','21','41','60','82') THEN '04'
WHEN q.dest_course_type IN ('30','50') THEN '05'
ELSE ''
END AS dest_e586

589

Commencing Student Indicator

Program Enrolment

start_date

Start Date

Student/Course Enrolment/Course

INPUT

1

1

Yes

When the start date of the course enrolment is on or after the 1st January of the submission year then return 1 else return 0

CASE WHEN pe.start_date>='".$submissionYear."-01-01' THEN '1'
ELSE '0'
END AS dest_e589

590

Estimated Full-Time Student Load

Base Program

Base Unit

Base Unit

program_level

ugrad_eftsu_load

pgrad_eftsu_load

Course Level

EFTSL Load (UGrad)

EFTSL Load (PGrad)

Courses/Edit Details

Units/Unit Details/Edit Details

INPUT

1

5

Yes

Sum the EFTSL value studied by each student per unique course enrolment for the listed census dates and multiply this value by 2 to derive a Estimated full‑time equivalence (FTE) for a full year. Round this figure to the nearest whole number.

The field program level on the base course is used to determine the appropriate EFTSL value. Undergraduate students use the value in the field ugrad_eftsu_load. Postgraduate students use the value in the field pgrad_eftsu_load.

ROUND (

SUM ( CASE WHEN q.program_level='POSTGRAD' THEN u.pgrad_eftsu_load ELSE u.ugrad_eftsu_load END ::decimal)

*2)

415

Reporting Year/Period

-

-

-

-

INPUT

0

5

No

-

Entered by the user on the Paradigm report form

How to run PIR Past Course Completions (PPS) Report

  1. Click on Reports, go to TEQSA, and click on it.

  2. Find PIR Past Course Completions Report, click on Get Report.

  3. Refer to below tables in how to fill out the fields.

Field Name

Value

Institution

Leave it not selected

HEIMS Report

Always choose the latest

Submission Year

2018

Period Number

One (by default)

Submission Number

One (by default)

Course Level

Only select one that applicable to your college (hold Ctrl for multiple select)

Course Enrolment Status

Completed (as reflected to this Report name)

HEIMS Revision Number

Leave it not selected

HEIMS Date Completed From

i.e.  

HEIMS Date Completed End

i.e.  

Report Mode

On Screen Full details Mode (Show all output per student)

How to troubleshoot

Run a report to audit the census date are correct 

The process of running a report via report builder is optional, it is only applicable when you are unsure that the census date is valid in the system.

  1. Select Scheduled Unit Details from the drop-down options, Click on Load the base report.

  2. In Report Columns section, hold Ctrl for multiple select to add in the following columns: scheduled_unit_id, unit_id, unit_code, unit_name, start_date, end_date and dest_census_date. 

  3. Click on Add/Remove Columns button.

  4. Set up the filter clauses as below, click on the icon, which will add another row of filter clause. 

  5. Click on Update Filters button so that you can enter dates into Value field.

  6. Refer to fill out the Column Name, Operator, Value and Condition as below. This way it captures any courses offered in 2020 regardless of the start and end date of the course.

      (Note: click on icon to add another filter clause, the clause only active when the icon is in front of the clause.)

7. Scroll down to select CSV in Report Format. 

8. Click on Produce Report button.

9. Click on the link to get the CSV file on the new page.

10. Check the Dest Census Date have filled out correctly. 

Further reading

How to Update Unit Enrolments Status (E490) to selected Units in bulk

Installing HEPCAT for the first time

External resources

HEIMSHELP official site: https://heimshelp.education.gov.au/pir





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