Category: What’s New

TEAMS Client Update December 2019

This TEAMS client update

was released on

Wednesday, 18th December 2019

What was in this Update?

With the continued effort to make TEAMS more efficient and smart for you, we always try to make changes and add new things to TEAMS. In this update, we have introduced a new tab  HR on the User Entry Screen. Now TEAMS  can manage your student’s data as well as Staff/Employee Contract Generation for your staff to make your life easy. 

Also, we have added new data entry and merge fields on the settings tab of the Package Proposal and Proposal wizard screens, for the student who identifies someone other who can receive refunded money on their behalf. The new fields are as follows:

  • Who can receive the refund?

  • Name (to receive refund)

Moreover, a new section is added in the course table to  print Course Dates i.e. proposal start and end dates in ESOS Schedule of Fees by Course/Study Periods report. The new merge fields have been added to the PMC & Proposal versions of this report only. 

We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

  • What has been changed in the system

  • What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirements

Major Process Changes

 

Report Changes

The following list of reports have had changes/new additions to either their report parameter screen or new columns and/or merge fields added.
 


If you have any further questions or encounter an issue, please contact our support staff on 1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Staff/Employee Contract Generation

You can either watch the below video or read the step by step guide.

With the continued effort to make TEAMS more efficient and smart for you, we always try to make changes and add new things to TEAMS. 

Staff/Employee contracts are an integral part of an organisation. Contract management proves to be a very time-consuming element of business, which facilitates the need for an effective and automated contract management system. TEAMS manages your student’s data but now TEAMS can help you to have those contracts generated for your staff to make your life easy. With keeping everything in mind, we have introduced a new tab for you to capture your staff contracts details.

New Tab

On the user entry screen (TEAMS > Setup > Organisation), a new tab has been introduced as HR with below data entry fields:

  • First Name
  • Last Name
  • Contract Start Date
  • Contract End Date
  • Signed Contract Due Date
  • Job Title
  • Employment Type
  • Weekly Hours
  • Annual Package
  • Hourly Rate

The above-mentioned fields are not mandatory i.e. you can save screen without filling any information.

First Name: You can enter the first name of the staff/employee.

Last Name: You can enter the last name of the staff/employee.

Contract Start Date: You can enter the start date of the staff contract.

Contract End Date: You can enter the last day of the staff contract.

Signed Contract Due Date: It is used to capture the due date of the contract i.e a date by which your staff should sign the contract.

Job Title: You can add as many as job titles from the user code screen (TEAMS > Setup > Organisation). On the User codes screen, select Code Type as Position and then you can create the job titles / positions as follows: 

The positions created on this screen will become Job Title drop down options.

You can select the Job Title as per your staff/employee designation.

Employment Type: This is also a drop-down, you can create drop-down options from the user code screen for code type as employment type.

Examples: Full Time, Part Time, Casual, Probation etc.

Weekly Hours: You can update hours per week for the staff/employee here.

Annual Package: A text field to enter the annual income. The system will automatically add $ (dollar) symbol in the beginning of the amount and , (comma) as per the number format.

Hourly Rate: It is used to update the rate per hour for the staff/employee here. It is same as Annual Package field.

In this way, you can update contract related information in these data entry fields.

Staff Employment Contract Report

Once you have updated data into these fields then you can have these fields printed into the Staff Employment Contract report. When you are on the report templates screen, search for the report as Staff Employment Contract. You can download the original TEAMS  template which is UserMailMerge.dot. 

All of the fields which are on the HR tab of User entry screen have been added as merge fields into the report as follows:

You can add these merge fields into your customised staff contract and upload it to report template screen. 

How to generate the Staff Employment Contract

To generate the report, you need to make sure that Address fields are updated for the user for which you want to generate the report. 

You can’t leave the address fields empty because then you won’t be able to load the user for which you want to generate the contracts.

Now, go to TEAMS > Marketing > Merges > Mail Merge. When the screen opens, select the object as User and click Next.

Look for the user from username lookup for which you want to generate the report. You can generate this report for more than one user too.

Once you have selected the user, click Next. You will be directed towards the Mail Merge Step 3 – Mail Merge selection screen where you’ll see your selected users.

On the Mail Merge Step 3 – Message Selection, select the custom template i.e. which you have uploaded in the report template screen for Staff Employment Contract report and then click on the Finish button.

See below the screenshot of the generated report for new merge fields.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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!

TEAMS Client Update November 2019

This TEAMS client update

was released on

Wednesday, 27th November 2019

What was in this Update?

In this update, we have introduced a new notes template section for Offer Letter Conditions. A user will set them up in TEAMS and then will apply one or many to a prospect student and have them printed in the Offer Letter as bullet points.

Also, now a user will be able to update the result date before the unit’s start date for the following result types:-

  • Recognition of Current Competency granted (RCC Granted) 
  • Recognition of Prior Learning granted (RPL Granted)
  • Credit Transfer (CT)
Moreover, a new merge field “Total successful Modules” is introduced in the Final Results Transcript report which will populate the count of total successful units of an enrolment.


We strongly recommend that you introduce a TEAMS update process where someone at your RTO regularly reads the Newsletters that we send prior to a TEAMS update, to identify the following:

Any critical changes for compliance or the system that may require you to do something in TEAMS or notify other users of TEAMS about

  • What has been changed in the system
  • What new features are being added to the system, that you and other staff may wish to use

By following this update process your business will always be up to date with what TEAMS can offer and take those new features to the relevant decision makers for review and consideration.

We will also warn you of new items (screens and processes) or changes that we have made for compliance reasons and when necessary we will mark them as urgent, where you are required to change or add something to your processes in TEAMS to meet the compliance requirement.

Major Process Changes

 
  • Conditions for Offer Letters
    A new tab named as Prospect Conditions is introduced just after the Overseas information tab in Prospect Entry Screen.

General screen changes

Report Changes

The following list of reports have had changes/new additions to either their report parameter screen or new columns and/or merge fields added.
 


If you have any further questions or encounter an issue, please contact our support staff on 1300 85 05 85 or support@rtosoftware.com.au

Have a great day!

Ignore Unit Start Date if Unit Result is CT, RPLG or RCCG

Ignore Unit Start Date if Unit Result is CT, RPLG or RCCG

You can either watch the below video or read the step by step guide.

We always try to make our TEAMS more organised for our end users and will keep improving your experience with us.

To this improvement, we have now done a change for below result types:

    • 1. Recognition of Current Competency granted (RCC Granted)
  •           2. Recognition of Prior Learning granted (RPL Granted) and
  •           3. Credit Transfer (CT). 

Earlier, TEAMS was not allowing a user to update the result date for the above result types if the result date is before the unit start date.

For all of the above three result types, now a user will be able to update the result date before the unit’s start date. Also, the system will copy the result date automatically to the start date field of that specific unit.

For example: There is an XYZ enrolment with start and end date as 04/11/2019 and 05/04/2020, for a unit whose result type is Credit Transfer (Enrolment Centre > Academic > Student Result), the unit start date of that unit is 23/12/2019 as follow:

Now on the student result screen, If you want to update the result date as 06/11/2019, then the system will allow you to do so. 

Also, upon saving the result entry screen, the system will automatically copy the result date as unit start date, which you can check on the Enrolment Subject/Module screen as follows:

Important: You need to make sure that result date is within the enrolment’s start and end date.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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!

Conditions for Offer Letters

Conditions for Offer Letters

You can either watch the below video or read the step by step guide.

Our CRICOS clients have requirements to provide conditional offer letters to their clients, based upon each individual prospect student. The colleges/schools have a set of conditions and then based on the prospect student they have to add one or many of them into their final Letter of Offer.

In the past, our clients have tried to manage this by having multiple custom report templates for Offer letters but now there is further new compliance requirements that will make it even more difficult for them.

What’s New

We have introduced a new notes template section for Offer Letter Conditions. A user will set them up in TEAMS and then will apply one or many to a prospect student and have them printed in the Offer Letter as bullet points (ESOS Schedule of fees by Course/Study Period).
 

Few examples for offer letter conditions:

 
  • 1. This is a conditional offer letter. An IELTS score of 5.5 or equivalent is required for entry into this program. The document(s) must       be provided within 30 days from the date of the offer letter to make this offer valid.
  • 2. This is a conditional offer letter. A Release Letter from XYZ Institute is required for entry into this program and it must be provided       to make this offer valid.
  • 3. Please be advised that this offer is conditional and submit the Statement of Purpose form properly filled to make this offer valid.

Here is the detailed explanation for the new addition:

New Addition

Open the Prospect Entry screen which you can find from TEAMS > Marketing > General > Prospect Entry, you’ll find a new tab named as Prospect Conditions just after the Overseas information tab as follows:

Here you can add offer letter conditions for a prospect student. From the Condition dropdown, you can select the condition/s and add them to the grid as per the prospect student.

These conditions will be static and you can set them up through the Notes Paragraph screen which you can access from TEAMS > Setup > Academic > Notes Paragraph. To setup a static condition, select Proposal Conditions from Applies To dropdown.

Once you have selected Proposal Conditions, let the screen to refresh. After the screen is refreshed, give a title to your conditions which will appear in the Conditions dropdown. As we can see the Title field is a mandatory field so, we cannot leave it blank.

To this title, next is Notes box which you will be using to type in the conditions in detail. Click on the Notes icon, a text box will appear for you to type the conditions there. After you have typed in, click on the Done button.

Now add an entry to the grid by clicking on the Add button.

You can add each and every condition on this screen which you have for your RTO’s offer letter to issue. The conditions updated here will be appearing under the Conditions dropdown of Prospect Condition tab as follows:

These are static conditions but sometimes there are conditions which are flexible like when you need a completion letter or release letter from a specific institute, then for such conditions, we have new fields on the Prospect Conditions tab. These flexible condition fields are as follows:

 

  • 1) Certificate of Completion
  • 2) Certificate of Completion College Name
  • 3) Release Letter College Name
  1.  
  2. 1. Certificate of Completion: This option is used for the course for which you want the completion certificate. 
  3. 2. Certificate of Completion College Name: This option is used for the college name from which you require the certificate of completion for a student..
  4. 3. Release Letter College Name: This option is used for the college name from which you require the release letter for a student.

For all of these three fields, you will see a dropdown and a blank field. First of all, you need to search in the dropdown for the available options and the one which you are looking for if it’s not in the list then type in the blank field next to the dropdown. The system will then automatically add that written text as a Usercode, which will then become drop down option for future use.

For example: For a prospect student, I updated the Certificate of Completion as General English and Certificate of Completion College Name as Delhi University.

Here we can see the newly added fields are appearing in the dropdowns:

We have made it easier for you so that you don’t have to go the usercode screen and add the dropdown options there. You simply need to type in the text box and then hit save, the system will add them in the background. 

But just in case you have to delete or edit a dropdown option, then you need to go to user code screen, search for the correct code type and then edit or delete as per your requirement from there.

On the Usercode screen, the code type for these options are:

1. Completion/Release Letter College Name: For the name of the college from where you want a completion certificate or release letter.

2. Completion Letter Course Name: For which course, you want the completion letter.

In this way, you can specify the conditions for each student for the offer letter. You can get this data printed in your offer letter if you are using ESOS Schedule of Fees by Course/Study Periods – Proposal. 

This report is used to generate an Offer Letter with one or many proposal/s data in it. Although it is accessible from the PMC (Prospect Marketing Centre) it can also be generated from the PC (Proposal Centre) as well.

When you are in the report template screen, search for the report name as ESOS Schedule of Fees by Course/Study Periods you will see three entries of:

  • ESOS Schedule of Fees by Course/Study Periods – PMC
  • ESOS Schedule of Fees by Course/Study Periods – Proposal
  • ESOS Schedule of Fees by Course/Study Periods – Student

The Proposal_Conditions bookmark table has been added to PMC & Proposal version ‘ESOS Schedule of Fees by Course/Study Periods’ reports only.

You can add newly introduced bookmark table into your custom offer letter template. The system will print the list of conditions and/or condition rules linked to the prospect student as numbered bullet points.

See below an example of the generated report:

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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!

Final Results Transcript

Final Results Transcript

You can either watch the below video or read the step by step guide.

Final Results Transcript is used to generate graduation certificates, statement of attainment and/or record of results for student enrolments.

What’s New

Based on our client’s requirement, we have added a new merge field in the report which will populate the count of total successful units of an enrolment.

The total successful unit count also includes the below result types:

Recognition of Current Competency granted (RCC Granted)

Recognition of Prior Learning granted (RPL Granted) and

Credit Transfer (CT).

You can find the report under TEAMS > Setup > Organisation > Report Templates for customisation.

Now, search for Final Results Transcript report from the lookup from where you can download the original report template, the newly introduced merge field is at the bottom of the original report template.

You can print the new merge field wherever you want it to populate the successful unit count in your customised template.

Below is the example of an enrolment for which result has been updated as:

For the above scenario, the final result transcript report will print Total Successful Modules count as 9.

Sample of generated version is as follows:


Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers 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!