Overview
When producing HEIMS report for HEPCAT the files will be produced in file file format. These files are complex and complicated and one space or character in the wrong place can cause the entire file to fail to be imported into HEPCAT and fail data validation. These files under NO circumstances should be altered manually as incorrect data can be submitted to HEIMS and thereby make it almost impossible to track down the error for later revision.
The best practice is to produce the report, view the errors within Paradigm, update the errors within Paradigm and reproduce the flat files. This will reduce validation time within HEPCAT and ensure consistent data submission from census date to census date.
Silver band takes no responsibility for incorrect data if the flat files have been manually altered or edited in any way.
Objective
Upon Completion of this KB the User will have an understanding of what HEIMS reports are available within the HEIMS report section
Assumptions
- The User has understanding of HEPCAT / HEIMS reporting
- The User has access to HEPCAT
- The User has an understanding of flat files
- The User has an understanding of HEIMS Element Numbers
- The user has an understanding of the Australian Tertiary Education System.
Key terms and concepts
In this section, important key terms and concepts involved in the process of carrying out the tasks explained in this KB will be listed, and each of these concepts and terms will be explained.
It is recommended to use table for convenience when it is appropriate.
Implications
HEIMS report types
| Report Name | Brief Overview |
|---|---|
| Campus File (CM) | The Campus file lists the Courses on offer for the next calendar year and each location that is to be delivered at. |
| Course File (CO) | The Course file lists all of the Courses on offer for the next calendar year |
| Enrolment File (EN) | The Enrolment for list all of the students and the Courses they are enrolled into for a particular census date(s) |
| Student Load / Load Liability File (LL) | The Load Liability file lists all of the units that the Student is being charged for for a particular census date(s) |
| Commonwealth Assisted Student File (DU) | The Commonwealth Assisted Student file contains the personal information about the students that are being reported on |
| Past Course Completion File (PS) | The Past Course Completions file list all of the Courses of study that Student have completed during the previous year |
| Unit of Study Completion File (CU) | The Unit of Study completions file lists the final outcome for all units taken in the previous year. Including Passes, fails, withdrawn and incomplete |
| HEIMS TFN look up File (TL) | The HEIMS TFN look up file enables providers to check the TFN and personal information for new students and ensures their details can be matched with data held by the ATO |
Workflow
How to load options within the HEIMS reports
- Click on the Reports tab within the side menu
- Click on the HEIMS option in the side menu
- Scroll to the required HEIMS / HEPCAT report
- Click on the Get Report
button
Where to get more details about element numbers
- Navigate to the HEIMS web site by clicking on the below link
https://heimshelp.education.gov.au/ - On the side menu under 'Resources' click on the Data Element Dictionary. This loads a data element dictionary screen where you can find the specifications and operational definitions for all the elements for which date are to be reported in the Higher Education and VET data collections
- Click on the relevant year data elements tab option e.g. 2019 data elements
- Click on the Elements by number under the label 2019 higher Education Student data collection
- Click on the Number to be viewed.
Further reading
https://heimshelp.education.gov.au/