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 attachments, and edit or add a provider address.

Complexity: Medium

Navigation

1 Assumptions
2 Key Terms and Concepts
3 Implications
4 Related Pages

Workflow

1 1. How to load a Provider Record
2 2. How to create or Add a Provider Record
3 3. How to assign Provider Roles
4 4. How to delete an Assigned Provider Role
5 5. How to add / Edit a Generic File Attachment for a Provider Record
6 6. How to add / Edit a Signature File Attachment for a Provider Record
7 7. How to edit or add a Provider Address
8 8. How to add a New Campus Provider Record

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

1 what is a Provider?
2 table info Provider Roles
3 form fields Provider Information Related Fields
4 required info Provider Information Required Fields

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

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. If this role is added in your provider record, your Provider/Home Institution name will appear in one of the From list options when creating communication events.
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

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

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, 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.

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 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.

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

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 step.

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.

3 Click the ASSIGN ROLE button after selecting a role from the drop-down menu.

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