Objective

This article outlines the expected workflow steps that should be completed by each provider upon entering TCSI Read-Only mode. This advice is given in a generic sense on the expectation that each provider will have their own unique operational needs that may require additional work prior to entering TCSI Write Mode.

Complexity: EXPERT

Page Contents

Introduction

The primary purpose of TCSI Read-Only mode is to retrieve the Unique Identifiers (UIDs) that have been generated by the Government from historically reported HEIMS data and assign them to equivalent records within Paradigm. Once the data matching task is complete there are a series of additional checklists that must be passed before entering TCSI Write mode.

Workflow Steps

1. Retrieve TCSI UID records

2. TCSI to Paradigm data matching

3. Manually resolve unmatched records

4. Complete TCSI Ready checks

Implications

• The Department of Education is not accepting pre-2020 data submitted via TCSI. This means providers must fully report all of their 2019 (or earlier) data via HEPCAT prior to the cut-off date currently set at 31st May 3019. This data must be reported before that provider can enter Write-Only mode. Revisions to 2019 data are to be made via the TCSI portal.

• Revisions to 2019 unit enrolment data should be made directly via the TCSI Data Entry tool, with the corresponding Paradigm record manually updated thereafter.

• In the TCSI B2G specification every student UID submitted will be assigned a CHESSN number, so you will no longer need to get a CHESSN number for your students. This means our existing real time CHESSN allocation button will no longer work as expected once you move into Safe Mode.

1. Retrieve TCSI UID records

This task is performed on demand by the Silverband support team. Raise a ticket via the Silverband Help-desk portal when your provider is ready to schedule a download of TCSI UID data. For larger institutions, this process may take up to 24 hours to complete due to the rate limiting that is required by the TCSI government systems.

2. TCSI to Paradigm data matching

In Read-Only mode providers have the means to request historically reported data from TCSI to retrieve the UID and save it against the corresponding record within Paradigm. This step is required to ensure that future changes to those records are correctly reported via TCSI. The data matching activity only applies to records that have been historically reported via HEPCAT. New records that have not yet been reported, such as students commencing study for the first time in 2021, are excluded from the data matching process.

On entering Read-only mode, Silverband will assist each provider by programmatically matching records in bulk on your behalf. This means the UID data will automatically be populated against records where there is a clear match between what is contained within Paradigm and what was currently stored within TCSI.

In Read-Only mode we will data match as many of the following entities as possible:

• Courses Of Study Group

• Courses Group

  • Course fields of education

  • Special interest course extension

• Students Group

  • Disability Extension

  • Citizenship extension

  • Scholarship Extension

• Course Admissions Group

  • Basis for admission extension

  • Course prior credit extension

  • Specialisation extension

  • Scholarship extension

  • RTP stipend

  • Amount extension

Manually resolve unmatched records

Complete TCSI Ready checks

There are a significant number of minimum data requirements that must be satisfied in order to successfully start reporting student related data via TCSI. To reduce the burden for our users we have prepared a TCSI ready checklist that can be executed from within Paradigm. The checklist may be viewed via SYSTEM >> TCSI Ready Checklist.

Example tests include:

• Scheduled Unit Providers missing the Reporting Provider field set.

• Scheduled unit has a Census Date

• TCSI Reportable Course where Reporting Provider field is not set for Program Provider

• TCSI Reportable Campus records where Reporting Provider Field is not set for Campus Record

• TCSI Reportable Course Enrolments where Home Institution is Missing Reporting Provider Value

• TCSI Reportable Students where the Home Institution is Missing Reporting Provider Value

• Check Required fields for Course of Study TCSI Packet

• Check Required fields for Higher Ed Course TCSI Packet

• Check Required fields for Higher Ed Campus TCSI Packet

• Check Required fields for Higher Ed Course On Campus TCSI Packet

• Check Required fields for Higher Ed Student TCSI Packet

• Check Required fields for Higher Ed Course Enrolment TCSI Packet

• Check Required fields for Higher Ed Unit Enrolment TCSI Packet

• Check Required fields for VET Course TCSI Packet

• Check Required fields for VET Campus TCSI Packet

• Check Required fields for VET Course Enrolment TCSI Packet

• Check Required fields for VET Student TCSI Packet

• Check Required fields for VET Unit Enrolment TCSI Packet

• Paradigm country table contains government country ID values

• Element 355 - Unit of Study Status has been configured

• Element 599 - Course Outcome has been configured

• Element 329 (Mode of Delivery) value is set for Scheduled Unit Code Items "METHOD_OF_DELIVERY"

Next Steps

Once the data matching has been completed and the tests on the TCSI Ready screen have passed, then your system is ready to enter TCSI Write Mode.

TCSI Write Mode