Package Proposal Changes

You can watch the video below and also read the step by step guide.

On the Prospect Marketing Centre (TEAMS > Marketing > Prospect Marketing Centre), when you click on the prospect student’s name, prospect student entry will open. Here you can see the option button, on the right hand side of the screen, for New Package Proposal. 

This is the recommended screen if you want to create many proposals in one wizard. You can also use it to create just one proposal as well. This wizard will be replacing the Proposal Wizard. 

In the Package Proposal wizard we have removed any old, behind the scene processes and changed the steps so that the process is a lot more efficient and fast for a user to process applications and generate an Offer Letter. 

We  have introduced a few new fields to this wizard, which will make your process even better. The new field changes are on the Settings tab, Course tab and OSHC (Course 1) tab. The fields are as below:

Settings tab

On the Settings tab, We have included a new field for Includes Non-Refundable Deposit Amount of, as shown below in the screen shot. This a simple way to enter an amount that you then wish to show in your Offer Letters, where you are using the ESOS Schedule of Fee by course-study period – PMC report template. 

This field allows you to enter an amount with decimals, such as $255.25 if you wish to. This field has then be added as a {merge field} in the report template for the ESOS Schedule of fee by course-study period – PMC report.

Please note: this field and the amount you enter does NOT in anyway alter the fees you select for the proposal or the deposit due fields for them either. It is simply used to enter an amount and have that amount display in the offer letter using a new merge field.

Course tab

On the Course tab of the Package Proposal Wizard step 2, when you expand the section for each course, such as 1st Proposal, 2nd Proposal etc you will  see the new fields, as displayed in the screenshot below. The new fields include:

  1. Type of Student

    • New Student

    • Returning Student

  2. Was this an Upsell or Extension?

  3. Does this Enrolment require Orientation?

  4. Please select Package Type

    • Internal

    • External

Type of Student – For this field, you can see two options to select. You can select either New Student or Returning Student. You could choose to think of New Student as a new sale and Returning Student would just be used  for their second, third or all the courses in the proposal, after the first one, as they are not a new sale. 

IMPORTANT: after you have created the proposals and sent the Offer Letter let’s suppose that the student changes their mind and doesn’t want to enrol into the 1st proposal course and just wants to continue with the 2nd and 3rd proposal courses only. You would need to then decline the 1st proposal and edit the other proposals and change the 2nd proposal from Returning Student to New Student. 

Was this an Upsell or Extension? – You can tick the tick-box for this option if the student is just extending the enrolment or this is just an Upsell enrolment.

Does this Enrolment require Orientation – Tick the tick-box for this option if the student requires orientation.

Please Select Package Type – For many of our clients they have agreements with internal and external partners for their students to move from their ELICOS and/or VET courses onto either other VET courses or Higher Ed and they wanted to be able to track this through a package and what type of package the student is linked to. There are two types of packages that a user can choose from that are:

Internal Package: let’s say you have multiple RTOS within your parent company or business. You could choose to set them up in the User Codes screen for the dropdown linked to this field as Internal Package so that you can track what internal partner the student is going to end up moving to, once they have successfully completed their studies with you.

External Package: you may have agreements with different Universities, other RTOs or TAFEs that you wish to track which provider/partner the student is going to after they have successfully completed their studies with you.  This field also has a linked dropdown that you can setup in the User Codes screen and select an option from. 

The system will allow you to use both options if you wish, based on your specific business requirements. It is recommended that you put a process in place as to which options your staff select/use that will meet your requirements. 

Based on which option you select the system will then show you a dropdown to choose the relevant partner/provider for the package. 

Note: for the External Package we have provided an extra field for Start Date. This is the date that the student would then be starting their course/degree etc at the selected External Package partner/provider you have selected. For example let’s suppose that you are creating a package proposal in TEAMS that has three courses as follows:

1st ProposalCampus 1 – ELICOSGeneral English15/07/2019 – 12/01/2020
Package TypeInternal – VET  
2nd ProposalCampus 2 – VETBSB51918 – Diploma of Leadership and Management13/01/2020 – 10/01/2021
Package TypeInternal – VET  
3rd ProposalCampus 2 – VETBSB61015 – Advanced Diploma of Leadership and Management11/01/2021 – 09/01/2022
Package TypeExternal – MonashStart Date: 14/03/2022 

Once the student successfully completes their studies with you they will be commencing studies at Monash University. The above External Package information allows you to see this and when they commence there, as you would not have that enrolment in your TEAMS site. This is useful where the student is trying to extend their enrolments with you, you have the ability to question if there is enough time within their Visa and prior to them commencing at the external partner, in this scenario Monash.

For your staff to see options in the dropdown you first need to set them up in the User Codes screen as follows:

  • Go to the User Codes screen by going into TEAMS > Setup > User Codes.

  • Select the Code Type for either Internal Package Type or External Package Type, as shown below in the screenshots and create the user codes.

We will be introducing these new fields as columns in reports over time, with the first report being the Starters Report. We have also done changes in other sections of TEAMS to represent most of these new fields as icons. You will be able to see these icons in the following screens in TEAMS:

Also, these new fields have been included in the Edit Enrolment screen as shown below:

OSHC (Course 1) tab

If you have ticked the Student as an Overseas student then you will see this tab on  the Package Proposal Step 2 – Proposal Details screen, otherwise you won’t see this tab. We have changed how this tab works, to make it more efficient to use. We have done the following:

How it looks before:

How it looks now:

Prior to this update, when you have selected the courses under the Course tab, the system only updated the Healthcare Start Date as 1st course’s start date and Healthcare End Date as last course’s end date.

After the update the system will now automatically populate the OSHC information , including the OSHC Provider if you only have one, based on the information you add in the course tab for each proposal.   There are two ways the system can handle the healthcare start and end dates as follows:

  • First Proposal start date & last Proposal end date – will be populated to the healthcare start and end dates. That is if you have selected all of your courses and dates in the Course tab prior to going to this OSHC (Course1) tab. By doing it this way, a user will still have to change the dates as OSHC is usually required for more than just the length of the student’s study, which is what these dates are. Otherwise you can use the following the new system setting.

  • New system settings for:

    • How many weeks before first proposal start date, is OSHC start date?

    • How many weeks after last proposal end date, is OSHC end date? 

You can contact our support staff to set a number for each of these settings above,  as long as you have then selected all of your courses and dates in the Course tab prior to going to the OSHC (Course 1) tab, the system will automatically populate the Healthcare Start & End dates and users should not have to change them as it would cover the entire length of OSHC required as it isn’t just for the length of their study, it has a start and end date greater than the length of all their studies.

Based on whether you use one or many OSHC Providers would determine what other information you need to select in this tab, however if you only use one then the provider will have already been loaded for you and you just need to select if the Cover Level is Single, Family 1 (Couple / Dual Family) or Family 2 (Multi Family). Once you have selected this then the system will load the relevant fee for the provider in this tab.  If you have more than one one healthcare provider, then you need to first select the healthcare provider then the Cover level and then the system will load the relent fee for the provider.

In the above screenshot, everything is selected by default by the system like Duration of the Cover Months, Fees, Healthcare Provider. You just need to select the Cover level. 

Important: To get this work for you, make sure you have updated the course/s information under the Course tab first so that system can do the calculation for you for the OSHC.

Regarding the system setting, you need to call our support staff to set this for you that how you want system to calculate the Start and End Date of the OSHC. See a screenshot of the system setting:

Based on the above setting, the system will calculate the OSHC for you. Let us suppose, you have set the below setting for your TEAMS site.

Start Date of the 1st course is 27/08/2019 and End Date of the last course is 21/03/2021. See below the screenshot that how system calculated the OSHC.

Besides the end date of the healthcare, you can see the exact duration of the OSHC like Duration 20 Month/s 20 Day/s. The system will also round up the Duration of Cover Month to be able to decide which fee should be raised for the provider. As you can see above the Healthcare Start and End date has a duration of 20 Month/s 20 Day/s so it has to round up to 21 months in duration. Even if the Duration is 20 Month/s 1 Day/s, system will round up to 21 Months.

If you are not managing the OSHC for the student, hence do not need to add information here, then you can select the tick-box for Not Required/Self Managed.

Accommodation Tab

We have done some modifications in Accommodation provider in TEAMS.

In previous versions of TEAMS, Accommodation tab and Accommodation provider button were only present in the proposal wizard screen, however it is now present in package proposal screen as shown below:


Changes in Accommodation Provider Fee

The fee/s populating after selecting the provider can be both rate based and non- rate based. A check has been introduced here that will only allow a user to select one rate based fee but they can select multiple non-rate based fee.

Important: If a user will try to select more than one rate based fee, the system will automatically untick the previous selected rate based fee.

Pickup Tab

We have done some new modifications in Airport Pickup in TEAMS.

In previous versions of TEAMS, Pickup tab was only present in the proposal wizard screen. It is now present in the Package Proposal wizard as shown below: