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

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Workflow

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

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.

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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.

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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.

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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.

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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.

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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.

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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.

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