Objective

This article outlines the expected set of tasks 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 Read-Only mode is to validate that the PRODA device key is registered and working correctly, and to retrieve the UID’s generated by the government and assign them to records historically 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

Development Notes

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

• Completed the setup tasks out including campus records these will need to entered before you can enter courses on campus records and they are not getting imported from HEIMS.

• Complete the setup tasks for courses on campus these 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 we do not have to data matching 2019 unit enrolments.

• Revisions to unit enrolments with a census date before 1/1/2020 will need to be done using the TCSI Data Entry tool (formally portal method).

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. 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 the a campus file 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 outline below:

Assigned 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 also be set to 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 in course enrolments and unit enrolments need to make sure all the campus/provider records that will be submitting courses and units have the following required fields :

Further Reading

It is highly recommended that users doing data entry read the following documents so they understand 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)