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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 a provider record.
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 |
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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 |
The table below outlines the types of information that may be recorded against a provider type record.
Field Name | Required Field | Brief Overview |
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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 | | |
Agent Focus | | |
Agent Sales Representative | | |
Agent Contact Person | | Primary contact for Agent |
Agent Contract Original Date | | |
Agent Contract Renewal Date | | |
Provider Status | X | |
Provider Course Id Type | | |
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 Fields | System Required |
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Abbreviation E333 | X |
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Group Name | X |
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Party Group Status Id | X |
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Provider Unique Id | X |
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Provider TCSI Uid | X |
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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 maybe either not being used at your institution or have been hidden. For more information contact the Silverband Help Desk.
Workflow
1. How to Load a Provider Record
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
2 How to CREATE OR ADD a Provider Record
Click on the Provider tab in the side menu
Click on the Add new option in the side menu
Enter at least the minimum required fields for an operational Provider record, and any further information in the appropriate fields
Click on the Save Details button
3. How to Assign Provider Roles
3 How to ASSIGN Provider Roles
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
A provider record may have many assigned roles. Repeat steps 3 and 4 as necessary for your provider.
4. How to Delete an Assigned Provider Role
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
5 How to ADD Attachment to a 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 option from those available
Click on the Category drop box and select the required option from those available
Enter the Name to be used for the Attachment
Optional - Enter a brief description of the Attachment
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.
Click the Browse button and select the file from your local computer that contains the image.
When the details above have been completed, click the Save File Attachment button.
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.
6. How to Edit / Update a Provider Record
6 How to UPDATE a 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 and click the relevant button to Edit Billing Address or Edit Current Address.
Once you have entered the appropriate details for the specified contact detail type, click the Save Provider Contact Details button.
Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the button to the left of the Save Provider Contact Details button, and then clicking the Save Provider Contact Details button.
At the top of the page you can then choose to update the contact details for any other contact role that exists for the currently loaded provider record, by clicking on the blue hyperlink for that contact role, then updating and saving those details.
Related Pages
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