Author: Rashmi Mehra

How to setup Resources-Overseas Student Health Care Provider

Step 1: Open the Resource Entry screen by going to TEAMS > Resources > Resources Entry.

Step 2: Select the Resource Type you would like to setup by clicking on the Resource Type drop down and based on the Resource Type follow the below instructions:

Step 3: Enter the Resource Code and Resource Name in the specific fields. The Resource Code is the abbreviated form of the Resource Name

Step 4: Select the Campus/s the Overseas Health Care Provider is available at.

Step 5: If you are charging for the Overseas Health Care Provider select the Is Billable tick box and `choose the Fee Payable Template and Fee Chargeable Template from the two lookup icons.

Step 6: If you are exporting data from TEAMS to MYOB you can enter the GL Code from MYOB into the GL Code field (optional).

Step 7: Enter any notes about the Health Care Provider in the Notes field.

Step 8: If you have Contact Details for the Overseas Health Care Provider you should enter these on the Contact Tab. Please remember that the Position field is a User Code and will need to be setup prior to you being able to select what the contact’s position is.

WARNING: our support staff will import for you your OSHC provider and the relevant fees so that it is correctly setup. All you need to do is email support@rtosoftware.com.au telling them your site address and what OSHC provider/s you use and they will notify you as soon as they are imported.

How to create Account Managers?

An Account Manager is basically a Sales Rep or Sales staff that you wish to monitor their performance using TEAMS. To use this feature in TEAMS you must firstly turn this feature on then setup Account Mangers as follows:

To turn the Account Manager feature on in TEAMS do this:

Step 1 – If you want to use Account Managers in TEAMS, then enable the Account Managers system setting which is present in

TEAMS > Setup > Organisation > Organisation Details > System Settings > Marketing as shown below:-

system-setting-account-managers

Note: If you do not see the above menu option when you log into TEAMS it means you do not have permissions to the relevant menu and screens, in this case you need to speak to your Manager or TEAMS Manager. Please do not ask TEAMS support to turn it on for you, they will happily do this but only if the senior most Manager in the company or owner of the company sends an email to support@rtosoftware.com.au requesting that we do this.

To setup Account Managers in TEAMS do this:

Step 2 – Go to TEAMS > Resources > Resource Entry

  • Once the Resource entry screen opens, on Details tab, select Resource Type as Account Manager. If you have not turned the feature on then you will NOT see the option in this dropdown for Account Managers.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s to which the Account Manager should be linked.

  • If you have notes which you want to enter against the Account Manager. You can enter these notes into the Notes box.

  • Tick the Active tick box.

resource-entry-details-tab

Step 3 – The contact details of the Account Manager can be entered to the Contact tab.

account-managers-contact-tab

Step 4 – On the Unavailable tab, you can enter the date range for which an Account Manager will not be available.

account-managers-unavailable-tab

Step 5 – After entering all the information, select the SAVE ENTRY icon to save what you just have entered.

resource-save

To track Account Managers and performance of them in TEAMS you then need to allocate Account Managers to one or many of the following areas:

Agents – If you link Account Managers to Agents, then when you link an Agent to a prospect student or proposal or enrolment then automatically the Account Manager will also be linked to them.

Prospect Student and/or Student – If you link an Account Manager to a Prospect Student or Student (when you convert a prospect student to student and Account Manager is linked, it will also be linked to the student after conversion) then when you do a proposal or enrolment for them the Account Manager will also be linked to the proposal and/or enrolment.

Proposal or Enrolment – where you haven’t linked an Account Manager to any of the above then this is the final level in which you can allocate an Account Manager. If you do not link an Account Manager at this or any other level you cannot monitor their performance in TEAMS.

Please see the following link for more information on How to allocate an Account Manager in TEAMS?

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How to create a course

A course is not always linked to a National Training Package. Usually this is in  relation to an English Language College that has courses such as General English, English for Academic Purposes. It may also be a State Accredited course such as Certificate I in Spoken and Written English. It could also be a short course such as MYOB or Quickbooks etc. If you have these types of courses then you will need to manually set them up in the course screen.

Step 1: Go to TEAMS > Setup > Academic > Course

Step 2: On Details tab, you can enter the information as follow:

Course Code & Course Name: If you have internal or abbreviated codes that you want your users to see in the screens such as the proposal or enrolment wizard then you can enter those codes/names in these fields. These abbreviations are not what you would want printing on Certificates and other letters, etc. that you hand to your students.

Course Descriptive Code & Course Descriptive Name: In these fields you can enter the official information and you MUST remember to use these merge fields in report templates.

Agent Commission Type:  If you group agent commission amounts based on a group of courses such as English or VET, etc. then you would need to use this field. This allows you to have a different commission amount/% per Agent Commission Type (group).

Please note: To select an option from the dropdown list you MUST first setup the different options in the User Code screen with the code type of Agent Commission Type selected.

CRICOS Course Code & CRICOS Course Name:  If you are CRICOS registered then you will have a special CRICOS Course code that you wish to identify on Letters of Offers, etc. Enter this information into the CRICOS Course Code field. If the CRICOS Course Name is different to the Course Name then you can enter that in the CRICOS Course Name field, if it is not different then you can simply copy/paste the information into this field from either the Course Name or Course Descriptive Name field.

Please note: If you have multiple campuses who have different CRICOS codes for the one course, you will need to enter the CRICOS code into the Campus screen on the Course tab. This CRICOS code is what will be printed in reports. If you enter the CRICOS Code at the Course level the program will use this code to print on reports where you use the merge field of {CRICOS Code} in the report templates.

Delivered via Subjects: If you have selected in the Organisation Details > System Settings screen to use Subjects and you would like to use subjects for this Course then you need to select this tick box of Delivered via Subjects on this screen. By selecting this tick box the Subjects tab will become enabled for you to select subjects.

WARNING: If you select to link Subjects to the Course you must NOT link the competencies to the Course in the Competencies tab. When you link the Subjects, the program will automatically load the competencies into the Competencies tab for you.

When you tick the Delivered via Subjects tick box, a new tick box Filter Subject Results to Modules will appear. If you tick this tick-box then any result entered against the subject in a students enrolment will have all the modules/competencies linked to that subject in the enrolment updated with the same result and result date.

If you do NOT select this tick box then when a user will enter a result at the subject level for a students enrolment they will then have to manually enter the results and result dates for each of the modules/competencies linked to the subject for the enrolment.

Step 3: Go to the Settings tab to setup the course settings. This is an extremely important step in cleaning/setting up a Course. Below are the settings you need to setup with a short explanation of what they will be used for:

Result Type: You must select what type of result you want to mark for the modules/competencies linked to the course.

Please note: If you are NOT going to link any modules against the course then you select Not Applicable for the result type. An example would be if you have an English course and you will only mark an Enrolment Outcome against the enrolment. If on the other hand you have an English course that you are going to setup the skills of Listening, Reading, Writing and Speaking as modules and want to mark results against them then you would have to select the result type you wish to use.

WARNING: TEAMS has two different result types that are AQTF Result Types that are hard coded in the system and are only used/forced for Qualifications and Competencies. For any Course you MUST select the second type of result which is a Non-AQTF Result type from this dropdown. You MUST also then go to the User Codes screen and setup the options you wish to display in the selected Non-AQTF result type. If you do NOT do this a user cannot enter results for any modules or even subjects linked to the course.

Total Study Weeks: This is the # of study weeks of the Course. This will be used to calculate the end date of a students proposal or enrolment. If you have a course that can vary in the number of study weeks then you can put a minimum number of weeks that a student must study in this field and if the student will be studying for longer you can then change the # of weeks at the proposal or enrolment stage.

WARNING: This duration in weeks total should not include academic holiday weeks.

Hours per Week: This is the number of hours per week the student must do supervised study. This is important as it is used in the Attendance calculations. Even if you are not recording attendance in TEAMS it is always a good idea to have all the information at one central point of reference so everyone knows where they can find all the information for a Course.

WARNING: For CRICOS registered colleges as a rule you MUST always have the minimum hours/week that a student on a ‘Student Visa’ must study entered into this field. If the number entered is greater than this number that is fine.

No. of Core modules & No. of Elective modules: This is where you enter how many core and elective competencies the students enrolling in this Course must be enrolled in. You also have two options to set whether the number entered is either:

Minimum – If you select minimum this means a student MUST complete this number or more Core/Elective competencies to complete the Course. If you select this option you then must attach the minimum amount or more competencies onto the Competency tab as stated in these fields.

Fixed – A student MUST complete the exact number of Core/Elective competencies as stated to complete the Course. If you select this option you need to then attach the same amount of competencies in the Competency tab.

WARNING: The system uses these above numbers in the Proposal and Enrolment Wizard Step 2 and wont let a user finish processing the proposal or enrolment if the required number of modules or competencies are NOT linked to it. It is only recommended if your administration staff know what to link, where competencies/modules are electives and not inherited automatically at the time of the proposal/enrolment. If they do not know this information it is recommended that you leave the number 0 in both these fields.

No of Semesters:  Enter the number of semesters this course has. This is just a number and is only used in merge fields in reports. It does not affect proposals or enrolments linked to this course.

Is this Qualification part of a national Training Package?:  If you have state accredited course/s that you are entering and wish to use the AQTF hard coded result types (instead of setting up your own result types in the user code section) you MUST select this tick box.

WARNING: If you select this option and SAVE the course it will be changed to a Qualification and this is what tells TEAMS to use the AQTF hard coded result types for the modules/competencies linked to it. You CANNOT reverse it back to a course after saving.

Is this an ARC Course: If you wish this course to be selected by the Agents in the ARC (Agent Resource Centre) new enrolment wizard then you MUST have this tick box selected.

Step 4: The next step is to go to the Competency/Module tab.

If you have modules/competencies that you want to link to the course as a Core or Elective module/competency then select the lookup for Add Core Modules or Add Elective Modules. A dialog box will appear and from there you select the tick box next to the modules/competencies you would like to add on the first page and select the Update button. It is important to remember that if you are moving from one page to another in the lookup you must always select update prior to going to the next page. Failure to do so will cause the items you have ticked on the current page not to be added. Once you have finished selecting and updating the Subjects, select the Close button to close the lookup..

If there are any Competencies a student MUST do to complete the Course select the Compulsory tick box to the right side of the Module/Competency. If you have put numbers in the # of Core/Elective Competencies field on the Settings tab then you must make sure the number of Competencies added follows the rules for these fields.

Please note: If a module/competency has been linked as the wrong type (core or elective) and it needs to be changed. You can select the dropdown for Module Type and change it and then save the entry.

If you wish to sequence the order in which modules/competencies are studied or should show in transcript reports or on the screen enter a sequential number against each of the modules/competencies in the Seq# field. The first number MUST always be 1 and subsequent numbers must be sequential from there.

Step 5: The next step is to go to the Fee Chargeable Templates tab and link the Fee Chargeable Templates to the Course.

Select the Fee Chargeable Template Code lookup to select the Fee chargeable template field. A lookup will appear and from there you can select the hyperlink for the Fee Template Code that you would like to link to the course. The Fee Chargeable Template code and name will then be added to the row that the lookup is on.

If you would like to automatically charge students all the fees in a Fee Chargeable Template when they do a web enrolment or when an Agent does a web enrolment from the ARC you need to select the Default tick box against that Fee Chargeable Template as highlighted below. Please be aware that when you select Default the program will automatically raise ALL the fees in the template.

Please note: You can only have ONE Default Fee Chargeable Template linked to a course.

If you wish a Fee Chargeable Template to be visible in the proposal, enrolment and web enrolment wizards or anywhere they can be displayed then you MUST have selected the Active tick box. If in the future you do not wish to use a Fee Chargeable Template for a course you MUST edit the entry and unselect this tick box. By doing this the Fee Chargeable Template will no longer display in these wizards.

Select the ADD button to add the entry to the grid below.

Repeat the above steps to add all the relevant Fee Chargeable Templates to the course.

Step 6: If you have any documents related to the Course, you can save them in the documents tab on this screen so you can always access them from anywhere.

Step 7: Don’t forget to select the Save Entry icon in the top left hand corner of the screen to save what you have just entered. If you close the screen before selecting SAVE ENTRY your entry will NOT be saved.

To create a new entry you MUST select the New Entry icon in the top left hand corner of the screen so the screen will be refreshed and ready for the next entry. If you leave your current information in the screen and type over it you are MODIFYING the entry.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How to setup Resources in TEAMS

Step 1: Open the Resource Entry screen by going to TEAMS > Resources > Resources Entry.

resources-entry-screen

Step 2: Select the Resource type you would like to setup by clicking on the Resource Type drop down.

resources-entry-screen-resource-type

Please Note: Please be aware that once you select the Resource Type based on your internet speed the screen may take a few moments to reload with the correct fields.

Based on the type of resource you select, you can setup the Resources as follows:-

Resource Type: Assets

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

    resources-entry-screen-details-tab

  • Select the Campus/s for the Asset. This is the campus to which this Asset will be linked.resources-entry-screen-campus

  • If the Asset can be allocated to the multiple places at one time then select the Multiple Allocations tick box.

    resources-entry-screen-multiple-allocations

    After selecting this tick box, you will see a Maximum Allocation text field appear where you can enter the maximum number of allocations this asset can have.resources-entry-screen-multiple-allocations-tick-boxYou can enter the notes if you have any against the Asset into the Notes text box.

resources-entry-screen-notes

Step 4: If there are any times throughout the year where the Asset will not be able to be used/available, for example, if the Asset is going for repairs, you should enter these dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the projector will not be available.

  • Enter the End Date of the period the projector will not be available.

  • Select the Reason icon to enter the reason why the projector will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab

Resource Type: Teacher

Step 3: On Details tab, select the following options:-

  • Select the position of the teacher from the Position drop down.

    Please note: The Position field is a User Code and need to be setup prior in TEAMS so that you can select that option.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which the Teacher is available.

  • If the teacher will also be an Assessor and you want to link them to Qualifications or Training Plans or allow them to have Assessor Visits you should select the Assessor tick box.

  • If the teacher is also an user in the system then you should select that user from the User drop down menu.

  • If the teacher can be allocated to more then one class at one time then you should select the Multiple Allocations tick box and specify the maximum number of classes in the Maximum Allocations text field to which this teacher can be allocated at one time.

  • You can enter the notes if you have any against the Teacher into the Notes text box.

resources-entry-screen-details-tab-teacher

Step 4: If you have any contact details of the teacher you can update it on Contact tab.

resources-entry-screen-contact-tab-teacher

Step 5: If there are any times throughout the year when the Teacher will not be available then you can update that time period information on Unavailable tab.

For example: If the Teacher is going for holidays, you can enter those holiday period dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the teacher will not be available.

  • Enter the End Date of the period the teacher will not be available.

  • Select the Reason icon to enter the reason why the teacher will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Class Room

Step 3: On Details tab, select the following options:-

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which this class room would be applicable.

  • If you wish to allocate this class room to more than one session on the same day then you can tick the Multiple Allocations tick box and specify the number of maximum sessions which can be deliver on this class room in one day in the Maximum Allocations text box.

  • You can specify the maximum number of the students in the Total Capacity text box who can study in this class room.

  • You can enter the notes if you have any against the Class Room into the Notes text box.

resources-entry-screen-details-tab-class-room

Step 4: If there are any times throughout the year when the Class Room will not be able to be used, you can enter those dates into the Unavailable tab. To do this:

  • Enter the Start Date of the period the room will not be available.

  • Enter the End Date of the period the room will not be available.

  • Select the Reason icon to enter the reason why the room will not be available.

  • Select the Add button to add the entry to the grid.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Account Manager

 Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Account Manager is applicable.

  • If the Account Manager is also a user in the TEAMS then select the user from the User drop down menu.

  • You can enter the notes if you have any against the Account Manager into the Notes text box.

resources-entry-screen-details-tab-account-manager

 Step 4: On Contact tab, you can update the personal & contact details of the Account Manager.

resources-entry-screen-contact-tab-account-manager

 Step 5: If there are any times throughout the year when the Account Manager will not be available, you can enter those dates into the Unavailable tab.

resources-entry-screen-unavailable-tab-teacher

Resource Type: Overseas Student Health Care Provider

Step 3: On Details tab, select the following options.

  • Enter the Resource Code and Resource Name.

  • Select the Campus/s for which Overseas Health Care Provider is applicable.

  • If you are charging for the Overseas Health Care Provider then tick the Is Billable tick box and select the Fee Chargeable Template and Fee Payable Template from the two lookup icons.

  • If you are exporting the data from TEAMS to MYOB then you can enter the GL Code from MYOB into the GL Code field.

  • You can enter the notes about the Health Care Provider in the Notes field.

  • If you want to make this Health Care Provider as default healthcare provider then select the Default OSHC Provider tick box.

resources-entry-screen-details-tab-oshc-provider

Step 4: If you have contact details for the OSHC Provider then you can enter these details on the Contact Tab.

resources-entry-screen-contact-tab-oshc-provider

WARNING: Our support staff will import for you your OSHC provider and the relevant fees so that it is correctly setup. All you need to do is email support@rtosoftware.com.au telling them your site address and what OSHC provider/s you use and they will notify you as soon as they are imported.

Please Note: For all the Resource Types, there is an Active tick box at the bottom on the Details tab. This tick box is  set selected as default. If you stop using any resource then you should un select this Active tick box.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!

How to create a Module

A module does NOT have to be part of a National Training Package. Typically a module would be linked to an English language course or a State Accredited course. Modules for English Language courses maybe be skills such as Listening, Reading, Writing and Speaking. If you are managing VET Courses such as Certificate I in Spoken and Written English or Qualifications and they have State accredited Modules linked to them, then you will need to set then up in this screen so that you can mark results against then.

Step 1: Go to TEAMS > Setup > Academic > Module

Step 2: On Details tab, enter the Module Code for the module you are setting up.

Please note: This code is shown in screens throughout TEAMS so your staff/users need to understand the code. It also can be printed on reports as well.

Step 3: If you want to use an abbreviated/internal module code that is different to the official code for the module then you can enter the official code in the Module Descriptive Code field and have the abbreviate/internal code in the Module Code field.

Please note: The Module Descriptive Code field is NOT shown on screens in TEAMS but can be printed in specific reports.

Step 4: Enter the Module Name for the module you are setting up.

Please note: This name is shown in screens throughout TEAMS so your staff/users need to understand the name. It also can be printed on reports as well.

Step 5: If you wish to use an abbreviated/internal module name that is different to the official name for the module then you can enter the official name in the Module Descriptive Name field and have the abbreviated/internal name in the Module Name field.

Please note: The Module Descriptive Name field is NOT shown on screens in TEAMS but can be printed in specific reports.

Step 6: Using the Campus tick boxes select which Campus the Module will be studied at. You MUST select a Campus for the Module otherwise user cannot search and select the Module in relevant screens.

Step 7: You do have to select a result type at the module level.

WARNING: You MUST make sure that result types are then setup in the User Code screen for the relevant result type you have selected so that staff/users can then mark results for the module.

IMPORTANT NOTES ABOUT RESULT TYPES: there are three options to select from the dropdown that are:

Competency Based – Select this for any State Accredited Modules that need to be included in the AVETMISS export. In the User Codes screen make sure that when you setup a result for this Result Type that you also MAP it to the AQTF Result type that is most relevant in the dropdown of the User Codes screen. For example if you setup a result of Comp or Competent then in the dropdown for AQTF Result Type you need to select Competent for it. If you DO NOT do this then no Outcome Identifier will be exported in the NAT files for AVETMISS. It is important to note that in the User Code screen in the Code Type dropdown you need to look for Competency Result Type NOT Competency Based.

For the remaining two Result Types of Descriptive Based and Grading Based it is up to you which ones you use. Most clients separate their Result Types based on Academic Streams, for instance if you have ELICOS and Higher Ed then for ELICOS you may select Descriptive Based result type against any ELICOS module and for Higher Ed you could select Grading Based for any Higher Ed module. That way when a user is selecting a result for Higher Ed modules they won’t see ELICOS result types and vice versa.

Please ignore fields such as Supervised Hours, Unsupervised Hours, Total Hours (they were once used in AVETMISS but now you must enter the nominal hours for the module, where it needs to be included in any AVETMISS Export, on the AVETMISS tab). You should also ignore Has Sub Modules as it is an old feature that is not being supported anymore and will be removed.

Also ignore tabs for Interdependent Assessment, Skills and Knowledge and only if you have setup Assessment Tasks in TEAMS would you see them listed in the Assessment Tasks tab.

Step 8: If your Module is required to be in the AVETMISS export then go to the AVETMISS tab and select or enter the relevant AVETMISS settings for it. IMPORTANT: If you leave this information/setup empty you will get errors in your AVETMISS data submissions.

Step 9: If you have any documents related to the Module, it is a good idea to save them in the documents tab on this screen so you can always access them from anywhere.

Step 10: After entering all the information, select the Save Entry icon in the top left hand corner of the screen to save what you just have entered.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85. We’re happy to help!