Objective

Upon completion of this KB article you will understand how to Search, Add and Edit Provider records within Paradigm.

Complexity: MEDIUM

Page Contents

Assumptions

The User has the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.
The user has 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

A provider is an organisations that has relationships to people reflecting some form of service tthey provide in an education context. Examples of services include a campus, a higher educaiton 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.

Provider Roles

Roles are assigned to providers as a way of defining the types of relationships they may have with other records within Paradigm. Assignign the correct role to a provider is critically important to ensure that a range of 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 agents for the purposes of student recruitment
Training Organisation	Associated with AVETMISS reporting
HEIMS Higher Education Provider	Assocaited with HEIMS reporting
Training Organisation Location	Assocaited with an AVETMISS delivery location
Work Experience Provider	Associated with the work experience module
Education Payment Agent	Associated with the agent payment workflow
Diocease	Allows the provider to be assigned as a diocease against the student record
Seminary	Allows the provider to be assigned as a seminary against the student record
Communication sendor	Allows users to send communications on behalf of the provider using the email address on the provider record
Health provider	Allows the provider to be assocaited as a provider of overseas health cover within the OSHC module in Paradigm.

Provider information related fields

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

Field Name	Brief Overview
Name	The Full and Legal name of the Provider to appear on official documents
Abbreviation	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
Address Line 1	Physical address of Provider
Address line 2	Physical address of Provider
Suburb	Physical address of Provider
Post Code	Physical address of Provider
State	Physical address of Provider
Country	Physical address of Provider
Phone	Contact Phone number of Provider
Fax	Fax Number of Provider
Other Phone	Other Contact Phone numbers of Provider
Mobile	Mobile phone of Provider
email	Primary contact of Provider's email address
Web	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 for use in system generated letters or reports
Invoice Fee Code	Abbreviated Fee Code eg SF - Star Fleet Academy
GST Amount	The amount of GST charged 10%
HE Provider Code	The Higher Education Code allocated to each Provider by the Government
Agent Commission Percentage	the amount 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	Active Archived
Provider Course Id Type	Short Long
SVP Agent
AHEGS Provider Print Detail
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
Billing Attention Name	Mailing address of the Provider
Billing Company Name	Mailing address of the Provider
Address Line 1	Mailing address of the Provider
Address Line 2	Mailing address of the Provider
Suburb	Mailing address of the Provider
Postcode	Mailing address of the Provider
State	Mailing address of the Provider
Country	Mailing address of the Provider
Phone	Mailing address of the Provider
Fax	Mailing address of the Provider
Other Phone	Mailing address of the Provider
Mobile	Mailing address of the Provider

Workflow

1. How to Load a Provider Record

Click on the Provider tab in the side menu
Click on the Search option in the side menu
Enter the Organisation name or Abbreviation
Click on the Search Provider button
This will show a list of Providers that meet the searched criteria
To filter the list of Providers, in the search box above the list of Providers, start typing the Provider name to reduce the number of results.
When you see the record for the Provider you are looking for, click on the Provider code for that provider, highlighted in blue in the left column of that row
The Provider record has now been loaded.

2. How to Create / Add a Provider Record

Click on the Provider tab in the side menu
Click on the Add new option in the side menu
Enter the required information in the correct fields
Click on the Save Details button

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.

For a new Provider, refer to the section above "How To Create / Add a Provider Record".
For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".
Click on the Assign Roles dropdown box to select the role that you want to assign to the provider
Click on the Assign Role button

4. How to Delete an Assigned Provider Role

Load the provider record or refer to the section above "How To Load a Provider Record".
Click on the delete icon next to the role to be removed
A warning message will appear - Are you sure you want to delete the selected item
To proceed, click OK, or to keep the assigned role, click CANCEL.

5. How to Add Attachment to Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Scroll to the Bottom of the Page
Click the Add File Attachment button
Click on the Purpose Drop box and select the required Section
Click on the Category Drop Box and Select the Required Option
Enter the name of the Attachment
Optional - Enter a brief description of the Attachment
Select the lowest Permission level required to View this attachment
Click the Choose File button
Navigate to the item to be attached
Click on the Save File Attachment button
Check for Successful save message.

6. How to Edit / Update a Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Update the required data.
Click on the Save Details button

Providers - Search, Add and Edit