Category: Academic

Group Training Plan Screen Changes

This article is about the Group Training Plan Screen Changes

Before You Start

To reduce the amount of duplicate data entry in relation to Group Training Plans, Enrolment Subject/Module Screen and Timetable creation, we have made the following changes in the Group Training Plan screen so that when a user creates a Group Training Plan, the screen allow them to create a timetable and relevant classes as well. And then when they allocate enrolments to the Group Training Plan the system also allocates the enrolment/s to the timetable and its classes as well.

New Tabs Added

Two new tabs have been added in the Group Training Plan Screen (TEAMS>Setup> Academic>Group Training Plans) i.e. Timetables and Holiday Periods in which the Timetable creation information can be entered which is normally entered in the Academic Schedule Screen while creating a timetable.

Following new fields have been added in the Timetable Tab and a new tab for Holiday Period has been added as well:-

  • New multi-select lookups for Class Rooms, Assets and Teachers have been added. A user can select what classrooms, Teachers and/or assets they wish to link to the classes, in the same way, they would from the Timetable Wizard Step 2- Timetable Modules/Competencies.
  • A new button called Create a Class has been added and it will only be displayed once the screen is saved i.e upon Group Training Plan creation.
  • A new drop-down for Campus has been added – this identifies what campus the timetable is to link to.
  • A new drop-down for Attendance which is the same drop-down that is available in the Timetable Step 1- Timetable has been added. A user must select if they are going to mark absence or attendance for the timetable.
  • Two new read-only fields called Timetable Code & Timetable Name have been added which are system generated, Group Training Plan Code and Name are copied as Timetable Code and Timetable Name automatically upon Group Training Plan creation. Once the below process is completed the system links the timetable to the Group Training Plan.

Grid Section

On the Modules and Subjects tab, two new columns have been added :

Select– a user can select multiple modules or subjects to create a class.

Sessions– this column displays what class names the module/s or subject/s are allocated to if any.

Process for Timetable/Class Creation

Scenario: A user can select one or many modules or subjects and then select the button for Create a Class.

When they do this then the Create Class Screen that opens in Timetable Wizard Step 3- Timetable Sessions when a user selects the CLASS Button, opens.

Following information appears automatically:-

Timetable Code – Group Training Plan Code is used here
Timetable Name – Group Training Plan Name is used here
Timetable Descriptive Code – Group Training Plan Code is used here
Timetable Descriptive Name – Group Training Plan Name is used here
Timetable Start Date – the system finds the earliest module or subject start date across the entire group training plan and uses that for this date.
Timetable End Date – the system finds the greatest module or subject end date across the entire group training plan and uses that for this date.

The system will know what classrooms, modules or subjects, teachers, assets have been used in any of the classes and it sets the relevant tick boxes in Timetable Step 1- Timetable such as Schedule includes Teachers, Schedule includes Assets etc.

The system will set the timetable as active. For any other settings in Timetable Step 1- Timetable the user would have to go and set these manually from the timetable creation screen as they are not necessary in this process. If there are any holiday periods which need to be entered in the timetable, then you can add them on the Holiday Period Tab.

Once the information is there, the system would then create the relevant classes etc. for the timetable based on the information entered in the Group Training Plan Screen. Once this is done Group Training Plan Allocation screen can be used to allocate Group Training Plans as well as Timetables.

Process for Allocating Enrolments 

Users can allocate a group training plan to an enrolment in one of two screens that are:

1. Enrolment Centre > Academic button > Enrolment Subject/Modules screen.
2. Group Training Plan Allocation bulk screen that is found under the Student > Academic menu option.

From both of these screens, when a user selects a group training plan and allocates it to either one or many enrolments the system looks if a timetable has been created from the Group Training plan and if it has it allocates the timetable and it’s classes to the enrolment as well and write the classes in the Edit Sessions screen of the Enrolment Centre etc.

Please Note:- This new Group Training Plan functionality can be enabled by using a System Setting from TEAMS > Setup > Organisation > Organisation Details > System Settings > Academic Tab.

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!

Module Transition/Migration Process

A new screen for Module Migration Mapping has been created in TEAMS > Setup > Academic by using which two versions of the same module can be mapped together. For Ex:- Let’s say for BSBADM308A – Process Payroll module a new version was released by training.gov.au which is  BSBADM408A – Prepare financial reports (just a dummy example). So, a user has to select the old module in the screen below:-

Then, on the next step the new module can be linked to the older module as shown below and FINISH the Migration process:-

Now, if a user tries to transition an enrolment from TEAMS > Student > Enrolment Centre > Action > Transition Student from old course (consisting of old modules) to new course (consisting of new modules) then the system will display the results for the new module version according to the following rules:-

If there is a mapping defined and there is a FINAL successful result for the old version of the module then student will get the Credit Transfer result for the new version of the same module.

While Transitioning

If there is a mapping defined and there is FAIL result for the OLD module then the system will assign no result for the new mapped module.

While Transitioning

Making older modules active

In the past, many clients reported that if a user transitioned an enrolment from one course to another then all the modules of the old course linked to the enrolment became inactive and they were not able to make any change in the student result screen. To remove this problem, we have introduced ‘Keep Older Modules Active’ tick box in the Transition Student screen. If a user ticks this tick box while transitioning an enrolment then all the older modules linked to the enrolment will remain active.

Also, if a user need to flag a specific module as active for an enrolment which had been made inactive during the transition process then a new tick box for ‘Inactive’ has been added in the Enrolment Subject/Module Screen (TEAMS > Student > Enrolment Centre > Academic > Enrolment Subject/Module Screen) by using which selective modules can be made active. By default, this tick box will be ticked for all the modules which were made inactive during the transition process. For the modules which need to be flagged as active, a user can un-select the tick box SAVE the screen and they will be made active by the system once the screen refreshes.

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!

Delete modules from Enrolment Subject/Module Screen if result is marked

A new change has been introduced in the Enrolment Subject/Module screen according to which a user will be able to delete modules from Enrolment Subject/Module screen for enrolment if following results have been marked:-

  • Continuing Enrolment

  • Result Not Available (reported under state requirements)

  • Interim-Partially Completed CE

  • Interim-Partially Completed RNA

Due to this change the above modules for which Continuing Enrolment, Result Not Available (reported under state requirements), Interim-Partially Completed CE and Interim-Partially Completed RNA results have been marked, these modules can be deleted from the Enrolment Subject/Module screen.

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!

Whats New – February no 1 – Transitioning a Student: new process within Enrolment Centre

Transitioning a Student: new process within Enrolment Centre
How do I transition a student from one qualification to another in TEAMS?

 

There is a new process in TEAMS that allows you to keep only one enrolment and transition a student from one qualification to another. Let’s say you were moving from the old THH training package to the SIT training package and there are students that you won’t teach out but rather you want to move them to the new SIT qualification, you would use this screen to complete this process.

To do this you must follow these steps:

Step 1: make sure the new qualifications are setup in your TEAMS site with the correct competencies/modules linked to them.

Step 2: open the relevant enrolment in the Enrolment Centre and then go to the Action button and select the option of Transition Student as below:

Step 3: the system will open the new Transition Student screen as below:

Step 4: You must enter the Transition Date (this will become an inactive date for the current modules/competencies linked to the enrolment). You then need to select the new course from the dropdown and select the GO button. The system will then load all the COMPULSORY competencies/modules linked to the selected course as below:

WARNING:
where the new course/qualification has competencies/modules that were in the old course/qualification and the enrolment had a result the system will show this as in the example highlighted above.

Step 5:  You can mark any results, for example RPL, DCT etc that you wish for any competency/module listed in the screen and then save the entry. The system will use the Transition Date as the result date for any results you have entered for the new competencies/modules. At this point you have completed the transition of a student from one qualification/course to another within the one enrolment. It is important that you understand some business rules the system has applied for the competencies/modules, results and attendance for the original enrolment.

Business Rules :-

1.You will still be able to see the results for the old competencies/modules in the Student Results screen but they will be read only as below:    

Read only entries will show the competency/module code in black. Any module/competency that was in both the old and new qualification/course will still be active and can have the result changed etc.

2.In the Enrolment Subject/Module screen you will still see the old competencies/modules but as with the student results screen they will be read only and cannot be deleted as below:

3.In the system and viewable in the Enrolment Centre > Attendance tab you will still be able to see the old entries of attendance but you can delete them as below:

4.In all report parameter screens where a report displays the competencies/modules you will see a tick box for Show Inactive Modules/Competencies and Subjects as below:

Only if you select this tick box will the system print all the old competencies/modules for the original enrolment. If you do not select this it will only print the new qualification/course competencies/modules and subjects

5.For the SRC (Student Resource Centre) there is a new system setting For Transition Enrolments Display and you have to select one of the following options that are:
a)All modules/competencies and subjects (including active ones)
b)Only current active modules/competencies and subjects

IMPORTANT :  The system will NOT delete any old competency/module or subject when doing the transition process as they can/will be linked to ATTENDANCE and RESULTS.

New Tick box for – A Training Plan has been developed in accordance with the APL Contract. For AVETMISS New South Wales Only:

In the enrolment wizard and in the new Edit AVETMISS screen which is under ACTION in the enrolment centre. If a user selects state New South Wales then a new tick box has been added for A Training Plan has been developed in accordance with the APL Contract.

If a user ticks this tick box then Y for Yes should appear at position 143 in the NAT120
If a user does not tick this tick box then N for No should appear at position 143 in the NAT120

FAQ – How can a user come to know that which Group Training Plan template is linked to an enrolment?

Enrolment Subject/Module Screen and the Group Training Plan allocation screen give the information that which Group Training Plan has been linked to which enrolment.

Enrolment Subject/Module Screen

In the top section of the enrolment subject/module screen, the name of the group training plan which is currently linked to the enrolment appears and a user can also change the group training plan from the drop down menu.