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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 validate that the PRODA device key is registered and working correctly, and to retrieve the UIDs generated by the Government and assign those UIDs to records that were previously reported via HEPCAT.

Workflow Steps

  1. Confirm PRODA is registered

  2. Retrieve TCSI UID records

  3. Trigger the bulk assigning of UID to records stored within Paradigm

  4. Manually resolve records that could not be assigned via bulk actions

  5. Prepare the Campus record(s)

  6. Prepare the Provider record(s)

Implications

Note

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.

Be Advised

Due to the high number of anomalies commonly found in unit enrolment data, Silverband will not be bulk assigning UIDs to unit enrolment data records.

Warning

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.

Warning

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

Development Notes

  • Complete entering data for courses. This will need to be completed before you can enter in course push course admission records.

  • Complete the setup tasks for campus records. This will need to entered before you can enter courses for campus records and the data will not be imported from HEIMS.

  • Complete the setup tasks for courses on campus. This will need to be completed before you will able to push unit enrolment records.

  • Course Completions are not being migrated from HEIMS so they will need to be completed in HEPCAT. Additionally verification needs to be completed so that you do not have to ensure the correct data matching of all 2019 unit enrolments.

  • Revisions of unit enrolments with a census date before 01/01/2020 will need to be done using the TCSI Data Entry tool (formerly the portal method).

Data matching

Note

Records that cannot safely be matched will need intervention by a person who has a sufficient permission level to manually assign the relevant UID.

 

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. 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

Prepare the Campus Record(s)

Before you can start pushing TCSI data for internal logic, Paradigm needs to have a complete campus record associated with each base course that is to be reported. The campus record may be edited from within the user interface in a similar way to the fields formerly used to complete the now redundant HEIMS CM file fields.

Prepare the Provider Record

The provider record associated with the base course that is to be submitted via TCSI must be updated as follows:

Assign the following roles

  • HEIMS Education Provider (only applies to the provider that has the PRODA Account)

  • Training Organisation (only applies to the provider that has the PRODA Account)

  • Education Program Provider and/or Education Unit Provider

Field values

  • The provider record must be set as Active.

  • The primary provider account that maps to PRODA must also have TCSI Reporting Parent Provider entered as itself.

TCSI Data Requirement

Before you can enter any course enrolments and unit enrolments, you need to make sure all the campus/provider records that will be submitting courses and units have the following required fields :

Further reading

TCSI Packets (Higher Education Providers)

TCSI Packets (VET Student Loans)

TCSI Push Rules

TCSI Remapped Elements

TCSI Elements with changed options

We highly recommended that all users who will be performing data entry read the following documents so that they gain a strong understanding of the elements that are required to be reported.

FINAL 2020 Data element specifications (24 September 2019)

FINAL HE Data framework and element list (24 September 2019)

HE 2020 reporting requirements v1.0 (24 September 2019)

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