Category: Compliance

Welcome to the AVETMISS section in TEAMS!

Managing the AVETMISS requirements for your submissions is a big task, especially if you are delivering training in multiple States. Each State, apart from the National Standards, has its own requirements and making sure you understand those requirements and managing your data can be difficult.

Over the last six years there have been many changes in the AVETMISS National Standards and we have worked hard to thoroughly understand them at the National and State levels and to provide solutions in TEAMS to allow as minimal data entry/maintenance as possible.

In this area you will be able to learn about the following:

  • AVETMISS Setup process
  • AVETMISS Exports
  • NAT File structures
  • WA AVETMISS process

As TEAMS is always being updated the documentation will also grow and evolve as well. Over the coming weeks you will see further items added and we would enjoy receiving feedback from you about what you see. Please feel free to email us at: support@rtosoftware.com.au

How to Guides

How do I do an AVETMISS Export in TEAMS?

SVTS & Student Management System (SMS) data element mapping

The following tables describe the data elements in each NAT file submitted to the Skills Victoria Training System (SVTS). SMS vendors can use these tables to show their users how their SMS fields correspond to each SVTS data element.

For more information on field location and field description, click on the below hyperlinks:-

NAT00010 Field Location/Description
NAT00020 Field Location/Description
NAT00030 Field Location/Description
NAT00060 Field Location/Description
NAT00080 Field Location/Description
NAT00085 Field Location/Description
NAT00090 Field Location/Description
NAT00100 Field Location/Description
NAT00120 Field Location/Description
NAT00130 Field Location/Description

How to setup/use Quality Indicators Count in TEAMS?

Pre-requisites

The pre-requisites for Quality Indicators Count are:

BR – Quality Indicators Count

Introduction

This document explains what Quality Indicators Count are; it identifies any important information and will show you how to use the Quality Indicators Count screen.

Aim of this element

  • To provide an explanation of the Quality Indicators Count screen and its purpose
  • To explain the importance of Quality Indicators Count
  • To show how to setup/use Quality Indicators Count

Explanation

As part of the AQTF 2007 any Registered Training Organisation that wishes to deliver nationally recognised vocational Qualifications and Competencies must submit on an annual basis the AQTF 2007 Indicators to the Competency Completion Quality Indicators Online system.

This document explains how to use this screen for the system to create your annual count.

Step 1: Go to TEAMS > Setup > Financials > Quality Indicators menu option. When the screen loads select the Year of Export that you wish to do the data count for. This is absolutely critical as the system uses this calendar year to search and perform counts on.

Step 2: Select the Campus/s you wish to perform the count on.

WARNING: If you have setup your System Setting for NCVER Level of Export = Campus then you MUST only select one campus to do the count on. You would have to do a new count for each campus separately.

Step 3: Select the courses/qualifications you wish to include in the count. You can chose all if you have setup at the course/qualification level the setting of Non-AQF as TEAMS will exclude these courses/qualifications automatically from the count.

Step 4: Enter an email address that you wish TEAMS to email the zipped files to. This is a backup precaution as you will be directed to the Report Centre to download the zipped files.

Step 5: Select the GENERATE button and the system will start the data count.

Step6: The screen will refresh and you will see the hyperlink to go to the Report Centre to download the zipped files as below:

Step 7: Download and save the zipped file to your local computer/server and then go to the Competency Completion Quality Indicators Online system to submit the 3 files included in the zipped file.

Business Rule: Quality Indicators Count

Business Process

Quality Indicators Count

Type
Data Export and count

Location
Quality Indicators Count screen

Screens/Reports Effected
N/A

Description

As part of the AQTF 2007 any Registered Training Organisation that wishes to deliver nationally recognised vocational Qualifications and Competencies must submit on an annual basis the AQTF 2007 Indicators to the Competency Completion Quality Indicators Online system. This document outlines the rules the system uses for this data export and count.

Related Rules/Processes
N/A

Elements of the Rule
In the zipped files of the data export there will be 3 files: Organisation Details, Qualification Activity and Module Activity. Each file has different counts and rules as follows:


Depending on whether you have the Organisation or Campus option selected will determine where the system pulls name, address information, etc. from. The Organisation Details data is as follows: Organisation Option selected

Field NamePositionSizeType
Training Organisation Identifier
TEAMS > Setup > Organisation > Organisation Details > Organisation Name.
1:10A
Training Organisation Identifier
TEAMS > Setup > Organisation > Organisation Details > Organisation Name.
11100A
Off-Shore Indicator Flag
TEAMS > Setup > Organisation > Organisation Detail Screen > Details Tab: there is a field for RTO Operated Offshore. You MUST enter this and Save the entry if you meet this requirment for any given year.
1111A
Year
TEAMS > Setup > Finanacials > Quality Indicators Count. Depending on what year you select in the year of the Export dropdown will determine what displays here.
1124A

Campus Option selected
The most important thing to remember if you select this option is that you can then only do one export for one campus at time. This should only be used where an Organisation is running multiple companies as campuses and hence will want to do separate submissions for their Quality Indicators.

FieldPositionSizeType
Training Orgainsation Identifier
TEAMS > Setup > Organisation > Campus entry > Details tab > Campus code.
1:10A
Training Orgainsation Description
TTEAMS > Setup > Organisation > Campus entry > Details tab > Campus entry.
11100A

Qualification Activity file
The following rules apply whether it is a course or qualification.

Field NamePositionSizeType
Training Organisation Identifier
TEAMS > Setup > Organisation > Organisation Details > Organisation Name.
1:10A
Year
Year
This is the Calendar year you select in the Quality Indicators count screen for the first of year export.
114A
Qualification Identifier
This is the Qualification Descriptive Code as found in TEAMS > Setup > Academic > Course Screen.
1510A
Qualification Descriptive
This is the Qualifiaction Descriptive Name as found in TEAMS > Setup > Academic > Course screen.
25100A
State and/or Territory
Depending on your system settings of Organisation or Campus, if you have selected Organisation then we use the local Address > State on the Organisation Detail > Address tab. If Campus has been selected then we use Local Address > State on the Campus Entry > Address tab
1254A
Enrolment the Count
Please see the Business Rule below.
1296N
Completion Count
Please see the Business Rule below.
1356N

This file then has two counts in it that are for Enrolment Count and Completion Count and below are the business rules the system is using for the counts.

Enrolment Count This is looking at how many enrolments were enrolled in the selected calendar year in the Quality Indicators Count screen for each qualification or course. The system will do the following:

Enrolments that are flagged as started and have an enrolment start date calendar year that matches the calendar year of the export will be counted.
For each of the above enrolments the system will also check that at the Course/Qualification level on the settings screen that the flag for Non-AQF is not selected, if it is it will not count those enrolments. The flag looks like this:

For each of the above enrolments the system looks at the Full Qual/SOA flag and will only count enrolments that have the flag of Full Qual selected against them. This flag looks like this:

This flag/setting can be done at the following locations in TEAMS:

Proposal Wizard step 2 > Details tab
Proposal Centre
Enrolment Wizard step 2 > Details tab
Enrolment Centre
Starters Confirmation List screen
Finishers Confirmation List screen

WARNING: Any enrolment with this flag that shows as SOA (Statement of Attainment) will NOT be counted.

Completion Count – This is looking at how many enrolments were successfully completed and Full Qualifications issued in the selected calendar year in the Quality Indicators Count screen for each qualification or course. The system will do the following:

a) Enrolments that are flagged as finished and have an enrolment end date calendar year that matches the calendar year of the export will be counted.

b) All modules/competencies linked to the enrolment have a completed successfully flag against them. The system does this based on the type of result you are marking:

AQTF Result types – If you are using competencies in TEAMS then you are being forced to use the hard coded AQTF Result types. We have flagged in the database end what result types are considered successful and they are:

Competent
Recognition of Prior Learning
Recognition of Prior Learning Granted
Recognition of Current Competency Granted
Direct Credit Transfer
Credit
Honours
Pass

Non-AQTF Result types: If you are using modules in TEAMS you would have had to setup Non-AQTF result types in the User Codes screen and the code types here are:

Competency Result Type
Descriptive Result Type
Grading Result Type

When you were entering codes for one of these options it would have looked something like this:

For any result type you have setup you MUST make sure successful result types have the tick box for Completed Successfully selected as highlighted above.

c) For each of the above enrolments the system looks at the Full Qual/SOA flag and will only count enrolments that have the flag of Full Qual selected against them.

Please Note: There are no other business rules we can apply for these counts. Module Activity file

The following rules apply whether it is a module or competency.
This file then has two counts in it that are for Enrolment Count and Completion Count and below are the business rules the system is using for the counts.

Enrolment Count: This is looking at how many modules/competencies were enrolled in the selected calendar year in the Quality Indicators Count screen. The system will do the following:

a) Enrolments where NO Module Start & End dates are entered in the Enrolment Subject/Module screen (located by going to Enrolment Centre > Academic button menu option) will be counted by looking at the enrolment start date. If the enrolment start date calendar year matches the calendar year of the export it will be counted.

b) Enrolments where Module Start and End date are be entered in the Enrolment Subject/Module screen (located by going to Enrolment Centre > Academic button menu option) will be counted by looking at the module start date. If the module start date calendar year matches the calendar year of the export it will be counted.

c) For the above enrolments they must also be flagged as started.

Completion Count: This is looking at how many modules/competencies were successfully completed in the selected calendar year in the Quality Indicators Count screen. The system will do the following:

a) Module/competency has a successful result and a result date calendar year that matches the calendar year of the export it will be counted.

b) Module/competency has a successful result but where no result date is entered then the system looks for the creation date of the result. This means when a user marked the result and SAVED the entry we store the date/time of this and that is the creation date. If creation date calendar year matches the calendar year of the export it will be counted.

c) Module/competency has a successful result but where no result date is entered then the system also looks for change date of the result. This means if you originally marked an unsuccessful result and it had a creation date of 01/06/2008 and then you edited the result and changed it to a successful result in 05/10/2008 then this is the change date. If the change date calendar year matches the calendar year of the export it will be counted.

d) In some instances where result data was imported or maybe corruption there may be no creation, change or result date but the module/competency has a successful result then the only thing the system can then do is look for enrolment end date. If enrolment end date calendar year matches calendar year of export it will be counted.

e) For the above enrolments they must also be flagged as started.

Please Note: There are no other business rules we can apply for these counts.

WARNING: At the Module Activity level the system does not consider the flag of Full Qual at all, it will not matter if it is Full Qual or SOA.

FAQ Error while submitting quality indicator

Following error message appears while submitting quality indicator data

Error Message
1 0001149400
1 LINES: Organisation file can only contain data for the RTO you logged in with!
0001149400
22 LINES: Qualification file can only contain data for the RTO you logged in with!
0001149400
158 LINES: Units/Modules file can only contain data for the RTO you logged in with!

If you are an AVETMISS funded RTO then you would have setup your AVETMISS provider code for your exports BUT for Quality Indicators they are looking for your RTO Provider Code. NCVER had informed us they would rectifiy this and allow the AVETMISS provider code to be used and hence we will not change the system but it seems they are a bit slow at getting this completed. Please change your AVETMISS code to your RTO code to do the Quality Indicator export and once you have submitted your files change it back to your AVETMISS code for the exports. We hope they have rectified this by next year.

Once the correct code is entered in the below highlighted field then this error message will not appear