Objective

Upon completion of this KB article you will have an understanding of how to Search, Add and Edit Provider records within Paradigm.

Complexity: MEDIUM

Page Contents

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

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.

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 agents 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 on the provider record
Health provider	Allows the provider to be associated as a provider of overseas health cover within the OSHC module in Paradigm.

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
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	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
Address Line 1		Physical address of Provider
Address line 2		Physical address of Provider
Suburb		Physical address of Provider
Post Code		Physical address of Provider
State		Physical address of Provider
Country		Physical address of Provider
Phone		Contact Phone number of Provider
Fax		Fax Number of Provider
Other Phone		Other Contact Phone numbers of Provider
Mobile		Mobile phone of Provider
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 for use in system generated letters or reports
Invoice Fee Code		Abbreviated Fee Code eg SF - Star Fleet Academy
GST Amount		The amount of GST charged 10%
HE Provider Code		The Higher Education Code allocated to each Provider by the Government
Agent Commission Percentage		the amount 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
AHEGS Provider Print Detail
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
Effective From Date		The date the TCSI provider record is effective from
Effective To Date		The date the TCSI provider record is effective to
Validation Status		The Status from TCSI of the provider record
Last Validated		The date the TCSI provider record was last validated on
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
Billing Attention Name		Mailing address of the Provider
Billing Company Name		Mailing address of the Provider
Address Line 1		Mailing address of the Provider
Address Line 2		Mailing address of the Provider
Suburb		Mailing address of the Provider
Postcode		Mailing address of the Provider
State		Mailing address of the Provider
Country		Mailing address of the Provider
Phone		Mailing address of the Provider
Fax		Mailing address of the Provider
Other Phone		Mailing address of the Provider
Mobile		Mailing address of the Provider

Provider information required fields

Required Fields	System Required
Abbreviation Name	X
Group Name	X
Party Group Status Id	X

Workflow

1. How to Load a Provider Record

Click on the Provider tab in the side menu
Click on the Search option in the side menu
Enter the Organisation name or Abbreviation
Click on the Search Provider button
This will show a list of Providers that meet the searched criteria
To filter the list of Providers, in the search box above the list of Providers, start typing the Provider name to reduce the number of results.
When you see the record for the Provider you are looking for, click on the Provider code for that provider, highlighted in blue in the left column of that row
The Provider record has now been loaded.

2. How to Create / Add a Provider Record

Click on the Provider tab in the side menu
Click on the Add new option in the side menu
Enter the required information in the correct fields
Click on the Save Details button

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.

For a new Provider, refer to the section above "How To Create / Add a Provider Record".
For an existing Provider, load the provider record or refer to the section above "How To Load a Provider Record".
Click on the Assign Roles dropdown box to select the role that you want to assign to the provider
Click on the Assign Role button

4. How to Delete an Assigned Provider Role

Load the provider record or refer to the section above "How To Load a Provider Record".
Click on the delete icon next to the role to be removed
A warning message will appear - Are you sure you want to delete the selected item
To proceed, click OK, or to keep the assigned role, click CANCEL.

5. How to Add Attachment to Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Scroll to the bottom of the page
Click the Add File Attachment button
Click on the Purpose drop box and select the required option from those available
Click on the Category drop box and select the required option from those available
Enter the Name to be used for the Attachment
Optional - Enter a brief description of the Attachment
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.
Click the Browse button and select the file from your local computer that contains the image.
When the details above have been completed, click the Save File Attachment button.
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.

6. How to Edit / Update a Provider Record

Load the provider record or refer to the section above "How To Load a Provider Record".
Scroll to the bottom of the page and click the relevant button to Edit Billing Address or Edit Current Address.
Once you have entered the appropriate details for the specified contact detail type, click the Save Provider Contact Details button.
Once you have saved the new provider details, you have the option of copying those details to the alternate contact type by clicking the button to the left of the Save Provider Contact Details button, and then clicking the Save Provider Contact Details button.
At the top of the page you can then choose to update the contact details for any other contact role that exists for the currently loaded provider record, by clicking on the blue hyperlink for that contact role, then updating and saving those details.

Providers - Search, Add and Edit