Tag: changes introduced

Changes introduced – Study Period Automation at Campus Level

This article describes how to use the new tab ‘Study Periods’in the campus entry screen, what the business rules are for it.

Problem Identified

Recently, quite a number of our clients informed us that it is not mandatory to print study period information (as shown below in the image) in the ESOS Schedule of Fees by Course/Study Periods – PMC report anymore.

However, as stated in Standard 3, 3:3:4 of the ‘National Code of Practice for Providers of Education and Training to Overseas Students 2018’, this information should be present on the offer letter as specified below:-

“In addition to all requirements in the ESOS Act, the written agreement must, in plain English list all tuition fees payable by the student for the course, the periods to which those tuition fees relate and payment options (including, if permitted under the ESOS Act, that the student may choose to pay more than 50 per cent of their tuition fees before their course commences)”

We have spoken to a number of compliance staff at different clients and they do all agree that it can be assumed that statement of “the periods to which those tuition fees relate” is talking about study periods.

As we do not have a specific Study Period/Term or Semester object (section for setup and linking) in TEAMS, it is very difficult for the system to know what to print in this report for Study Periods, unless you are using Invoice Templates and maintain them.

In order to print study period information in the ESOS Schedule of Fees by Course/Study Periods – PMC report, the main options previously have been either:

a) For a user to enter the study period information for all student invoices while creating a proposal in TEAMS

b) As mentioned above, use and maintain Invoice Templates in TEAMS.

Point a, involves adding the study period information for each student invoice manually while creating a proposal in TEAMS which is time consuming but very important.

Point b, involves creating and maintaining an invoice template, per intake for each course and be at least two or three years in advanced for them, based on how many qualification/courses you add to your package proposals for an Offer Letter. This means, if you have an Offer Letter that has 4 courses in it such as:

1. General English – Start date January 2018 for 48 weeks
2. Certificate IV Business Administration – Start date January 2019 for 48 weeks
3. Diploma of Business – Start date – February 2020 for 52 weeks and
4. Advanced Diploma of Leadership & Management – Start date March 2021 for 52 weeks

Then when you are processing Offer Letters for this packaged proposal (they all have to print in the ESOS Schedule of Fees by Course/Study Periods – PMC report, you would need to have already created Invoice Templates for each of these courses/qualifications right up to the intake for March 2021 for the 4th course, otherwise you do not have all the required information for the system to use.

Both of these processes required repetative manual data entry for every proposal or ongoing maintenance for invoice templates in TEAMS that was not efficient. Many clients have asked us to find a solution that could be automated for this process.

Change Introduced

A new tab for ‘Study Periods’ has been added in the Campus Entry screen where users can define the following:-

Study Period Number
Study Period Start Date
Study Period End Date
Study Period Week

These are all the same settings which have to be printed in the Offer Letter. So, instead of entering the information for each proposal manually, the start and end dates can be defined as shown below:-

Once this information is added, this study period information will be applicable to all the courses/qualifications linked to the campus.

When a new proposal is created, users don’t have to enter the study period information on the Proposal Wizard Step 3 – Invoice(s) Preview screen.

A user can complete the Proposal creation process and generate the ESOS Schedule of Fees by Course/Study Periods – PMC report. The system will look for study period information which is relevant to the student installment and print the same in the ESOS Schedule of Fees by Course/Study Periods – PMC report.

For Ex: – If the installment date (remember at a proposal level it is NOT an invoice with an invoice number) is 01/01/2018 then the system will check that in which study period this date falls. Here, it falls between the first study period i.e. 01/01/2018 – 31/03/2018. So, that has been printed for first student installment.

WARNING: if you have more than one instalment that has a date within the one study period date range, then in the report table you will see two instalments with the same study period information. This is primarily for any client that raises monthly or weekly instalments at the proposal level.

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!

Changes introduced – Credit Point Functionality at Qualification Level

This article describes how to use Total Core Points and Total Elective Points to identify if the qualification can be issued or not.

Problem Identified

A TEAMS client identified that for Engineering qualifications, there is now a requirement for RTOs to use Credit Points to identify if the qualification can be issued or not. This means, the system would need to warn/prompt a user whether an enrolment had achieved the required total Core and total Elective points required to achieve a specific level of qualification.

Although TEAMS already had a Credit Point system available it was only present at the Module/Unit of Competency level and then results screen but it did not warn/prompt users to the above.

Change Introduced

To meet this new requirement, we have made a number of changes to specific screens in TEAMS as follows.
Course/Qualification screen > Settings Tab
Course/Qualification screen > Competency/Module Tab
Enrolment Centre – enrolment summary section
Enrolment Centre > Enrolment Subject/Module screen (New version only)
Enrolment Centre > Student Result Screen
The changes which have been made are as follows:-

Course screen > Settings tab

Two new fields for Total Core Points Required and Total Elective Points Required have been added as highlighted below.

Here, a user can set the total number of credit points for core units and elective units which are required to complete this course.

You will find this information in the document linked to the qualification/course on the www.training.gov.au as shown below.

Course screen > Competency/Module tab

Three read-only fields have been added in this screen which display the following information:-

Total Core Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for core modules/units.

Total Elective Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for elective modules/units.

Overall Points Required – This field displays the sum total of ‘Total Core Points Required’ + ‘Total Elective Points Required’. For Ex: – If ‘Total Core Points Required’ = 1680, ‘Total Elective Points Required’ = 480 then ‘Overall Points Required’ = 2160.

Enrolment Centre

In the Enrolment Centre, two new read-only fields i.e. ‘Total Points Achieved’ and ‘Total Points Required’ have been added which display the following information:

Total Points Achieved – This field displays the total number of credit points the student has achieved. This is a system calculated value/number which depends on the number of successful modules/units and their credit points entered in TEAMS.

In TEAMS, credit points are defined at the Module/Competency level as well and if a student has successfully achieved that competency then all the credit points for that module/competency will appear in the ‘Total Points Achieved’ field.

Enrolment Centre > Enrolment Subject Module screen

Following changes have been made in the Enrolment Subject Module screen:-

1. Total Points Achieved/Added/Required – This is a read-only field which has been added in the top summary section of the screen, as shown below. ‘Total Points Achieved’ field displays the sum total of credit points the student has achieved based on a successful result being entered for a module or competency.

Total Points Added – This field displays the sum total of credit points of core and elective modules/competencies linked to the enrolment. This identifies if you have NOT added enough Core or Elective modules/competencies and hence credit points to the enrolment, for the student to be issued a qualification.

Total Points Required – This field displays the sum total of ‘Total Core Points Required’ and ‘Total Elective Points Required’ at Course level.

2. Three read-only fields have been added in top section of the grid section within this screen, as shown below, which displays the following information:

Total Core Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for core modules/units.

Total Elective Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for elective modules/units.

Overall Points Required – This field displays the sum total of ‘Total Core Points Required’ + ‘Total Elective Points Required’. For Ex: – If ‘Total Core Points Required’ = 1680, ‘Total Elective Points Required’ = 480 then ‘Overall Points Required’ = 2160.

3. A new ‘Credit Points’ column has been added in the Enrolment Subject Module screen. This column displays the credit points which have been added at the module/competency level for every module/competency.

Enrolment Subject Module Screen > Student Result Screen

Three read-only fields have been added in the top summary section of this screen, as shown below, which display the following information:-

Total Core Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for core modules/units.

Total Elective Points Required – This field displays the same number which has been set up by a user on the Course/Qualification screen > Settings tab for elective modules/units.

Overall Points Required – This field displays the sum total of ‘Total Core Points Required’ + ‘Total Elective Points Required’. For Ex: – If ‘Total Core Points Required’ = 1680, ‘Total Elective Points Required’ = 480 then ‘Overall Points Required’ = 2160.

Also, in the grid of the student results screen there are two columns for:

Points Required: this displays the credit point number setup for the relevant module or competency.

Credit Points Awarded: when a user marks a final result such as competent or credit transfer the system will update this column with a number, that matches the points required number for the module or competency. Any successful result entered will do the same thing. However, where there is an unsuccessful result or the AVETMISS progressive results of Not Yet Started or Continuing Enrolment are there, this number will always remain at 0.

Things To Note

 
  •  If the ‘Total Points Required’ field is appearing in RED, it means that credit points defined at course level are not matching with the sum total of credit points of all modules/competencies linked to the enrolment.

  •  If the sum total of credit points for core modules or elective modules does not match the credit points defined at the course /qualification level, then the system will display the following warning message every time the Enrolment Subject Module screen is opened. You can press OK and the Enrolment Subject Module screen will open as per normal.

  •  This message will continue to display every time the screen is loaded until a user goes and adds enough modules or competencies to the enrolment to meet the total required points.

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!

Course look up icon added in Timetable Wizard Step 2

This article describes how to link Modules/Competencies or subject to the qualification/Courses by using the new introduced Icons.

Problem Identified

Over the last month (July 2018) ASQA has asked three of our CRICOS clients to provide them student data in a specific form called an S26. These clients contacted our product support staff to ask what reports in TEAMS they could use to provide the data to ASQA or how could we help export the data from their TEAMS database to provide to ASQA.

On review of the data required by ASQA, it was revealed that there was no report/s in TEAMS or no way to export the data from their TEAMS database because of the way each client was using TEAMS. One of the very specific pieces of data that ASQA wanted each client to produce was:

• For each competency/module linked to a student enrolment (between a specific date range) how many classes was the student meant to attend?

• For each of those classes for a student’s competency/module that they were to attend, how many did they actually attend?

As these were all CRICOS clients, we know that they would be using timetable with classes and marking attendance, which meant we should have been able to assist them with getting the answers to these two questions. However on reviewing how they were setting up their timetable and classes, they were all cheating the system and there was no way TEAMS via reports or our development staff via sql queries, would have been able to come up with accurate counts and answers for the questions.

Cheating the system means one of two simple setup scenarios that clients are using in an effort to quickly create timetables. These scenarios are:

• Linking EVERY module/competency or subject linked to course/qualification to the classes. This means if a Certificate III in Business has twelve (12) competency/modules to complete they are linking ALL 12 to each class in the timetable that they will allocate the students to.

• Linking one/generic module/competency or subject to all classes. This means, a user has picked one generic competency/module or subject or created a dummy one that won’t be in their AVETMISS submissions or print on certificates etc. and linked it to ALL the classes in the timetable that they will allocate the students to.

We then went to other CRICOS clients and reviewed what they were doing and also asked questions and the main reason people were ‘cheating’ the system with timetables and classes was due to:

a) It was cumbersome and time consuming searching and finding all the relevant competencies/modules or subjects to link accurately to classes.

b) There was no importance up to now to be able to link competencies/modules or subjects directly with attendance and report to ASQA on it.

Change Introduced

Change has done to assist with point A above

To solve the issue that clients have been facing in point A above we have made a simple change as follows.

In the Timetable creation (Academic Schedule Entry screen) which is located in TEAMS > Student > Academic menu option, a new Course lookup icon has been added in step two of the wizard.

 

 

i

Previously in step 2, where you wanted to add modules or subjects to classes for a timetable, users had to search each competency/module or subject one by one and add it to the grid. By adding the new Course look up, it allows users to select this lookup, search for any and all courses/qualifications that have the modules/competencies or subjects linked to them that they wish to use in the classes and once they select them and add them, the system will go and add all the competencies/modules or subjects linked to the grid saving time.

It is important that you understand how the system will add the competencies/modules or subjects to the grid based on settings you set in step 1. The following two scenarios explain how the system will behave.

Scenario 1

If you wish to link modules/competencies to the timetable, select ‘Schedule includes Modules/Competencies?’ on Timetable Wizard Step 1 and select the NEXT button.

 

In step 2 you will see the new icon for ‘Add Modules linked with Qualifications/Courses’. When you select this icon you can search and select the relevant qualifications/courses from the lookup and then once they are listed in the field you can select the ADD & SAVE button. Once you have selected the ADD & SAVE button, the system will update the grid below with all the compulsory competencies/modules linked to the qualification/courses you have selected and refresh. You can then select the NEXT button to move to step 3 where you create the classes for the timetable.

 

Scenario 2

If you wish to link Subjects to the timetable, select ‘Schedule includes SUBJECTS?’ on Timetable Wizard Step 1 and press NEXT button.

In step 2 you will see the new icon for ‘Add Subjects linked with Qualifications/Courses’. When you select this icon you can search and select the relevant qualifications/courses from the lookup and then once they are listed in the field you can select the ADD & SAVE button. Once you have selected the ADD & SAVE button, the system will update the grid below with all the compulsory Subjects linked to the qualification/courses you have selected and refresh.

 

You can then select the NEXT button to move to step 3 where you create the classes for the timetable.

Change has done to assist with point B above

It is strongly recommended that all VET clients using timetables and classes accurately use timetables and classes and do not try cheating the system. TEAMS will not give you correct information if the data setup and entered is not correct. Nor can our support or development staff assist you to get correct information, if the data is not correct.

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!

Changes introduced – Change in the Enrolment Centre

This article is about new changes introduced in the Enrolment Centre.

Change Introduced

A new label & field beside the Completed Qual drop down for Result Issued with a tick box has been added in the Enrolment Centre.

Things To Note

When a user selects Action > Finish, a following prompt will appear.

WARNING: the Completed Qual for this enrolment is set to Full, have you issued the Qualification to the student? If they say NO then we do not write an entry in the Qualification Issued Register and Results Issued tick remains unselected. If they say Yes, then we write an entry to the Qualification Issued Register and we update the Results Issued tick box to show as selected in the Enrolment Centre.

The system checks if Completed Qual = Yes and also if the Result Issued tick box is set to Yes or NO and only show the prompt/question if it is set to No.

 
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!

Changes introduced – AVETMISS – Associated Course Identifier (VIC Only)

In this article

Change Introduced

This article  describes new change introduced in the Edit AVETMISS Screen.

Change Introduced

As per Victorian VET Student Statistical Collection Guidelines – 2017, when a government subsidised qualification has been transitioned, the Program Identifier of the old superseded qualification must be reported in the Associated Program Identifier field of the replacement qualification.

For implementing this rule, a new tick box for ‘Associated Course Identifier‘ has been added in the Edit AVETMISS screen for AVETMISS State = VIC.

If a user ticks this tick box, then a drop down will appear which will list all the courses/qualifications linked to the student previously or they are to commence in future.

The Associated Course Identifier will appear at position 133 in NAT00120.

For more details watch the video.

 

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!

New columns in Current Students Report

In this article

Change Introduced

This article describes new columns introduced in the Current Student Report.

Change Introduced

Three new column have been added in the Current Students Report

TEAMS > Student > General Reports I

-> Mobile Phone – This column will display the mobile number of the student entered in Student Entry screen > Details Tab.

-> Work Phone – This column will display the work number of the student entered in Student Entry screen > Details Tab.

-> Enrolment Date – This column will display the enrolment date of an enrolment. The enrolment date is present in the Edit Enrolment screen. Normally, this is the enrolment creation date but it is a user editable field so a user can change it as well.

 

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!