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NOTIFICATION FOR A CID – BATCH AND SINGLE PROCESSES

Version 1.5 – February 2017

CONTENTS

1. INTRODUCTION ..................................................................................................................................... 1

2. TYPES OF ENROLMENTS REQUIRING A CID ........................................................................................... 2 3. BATCH NOTIFICATION FOR A CID .......................................................................................................... 2

4. SINGLE NOTIFICATION FOR A CID .......................................................................................................... 6 APPENDIX 1: ERRORS ON IMPORTING RESULTS FILES INTO EBS .................................................................. 8

APPENDIX 2: ARCHIVE – EBS4 STEPS FOR IDENTIFYING, VALIDATING AND EXPORTING RECORDS .............. 9

1. INTRODUCTION

This Quick Reference Guide details the ebs steps after processing notifications of Smart and Skilled enrolments to Training Services NSW (TSNSW, also referred to as STS in the ebs steps). Instructions are included for both batch notification and single notification processes.

A successful Notification of Enrolment results in a: • Commitment ID (CID) • Confirmation of the student fee , subsidy and loading information (if applicable)

Section 10 of the Smart and Skilled Contract Terms and Conditions outlines the training provider

requirements of the notification of enrolment process.

THE BATCH CID SYSTEM & EBS

Since August 2016, ebs4 no longer creates STS Bulk Upload files in the latest format required by TSNSW. Functionality of searching, validating and exporting records to a bulk upload file to load to TSNSW Portal is now managed via the separate Batch CID application. Refer to the separate Batch CID Training Guide for the steps relating to the Batch CID Application.

The previously used ebs systems steps relating to search, validation and export have been archived in APPENDIX 2: ARCHIVE – EBS4 STEPS FOR IDENTIFYING, VALIDATING AND EXPORTING RECORDS.

TAFE NSW Version 1.5 of 18

2. TYPES OF ENROLMENTS REQUIRING A CID

A Commitment ID is required for the following types of Smart and Skilled enrolments:

• Entitlement Foundation • Entitlement Full Qualifications • Entitlement A&T (Traineeship) • Entitlement A&T (Apprenticeship) • Targeted Priorities – Fee-Free Scholarship • Targeted Priorities – STEM identified qualifications for Jobs of Tomorrow Scholarships • Targeted Priorities Prevocational and Part Qualifications. These are referred to as TSNSW

purchased part quals.

A Commitment ID is NOT required for the following type of Smart and Skilled enrolment:

• Standard Targeted Priorities (unless a Fee-Free Scholarship or STEM identified qualification as noted above).

3. BATCH NOTIFICATION FOR A CID

BATCH PROCESS OVERVIEW

The following table summarises the four key stages in the batch notification of enrolment process and which system should be used.

# STAGE SYSTEM

1 Export valid records to Bulk Upload file Batch CID

2 Identify and fix invalid enrolments Batch CID

3 Load Bulk Upload file to TSNSW Provider Calculator

TSNSW Online Provider Calculator

4 Upload Results files to TAFE systems Batch CID and ebs4

STEP 1 – EXPORT VALID RECORDS TO BUL UPLOAD FILE

Refer to the separate Batch CID Training Guide for the steps relating to the Batch CID Application.

STEP 2 – IDENTIFY AND FIX INVALID ENROLMENTS


STEP 3 – LOAD BULK UPLOAD FILE TO TSNSW PROVIDER CALCULATOR

Refer to the Smart and Skilled Provider Calculator User Guide – Multiple Student Process for further instructions on these steps. This guide is available from the Support Document of TSNSW Portal.


After completing the bulk upload to TSNSW Provider Calculator, up to four results files can be returned.

TSNSW RESULTS FILE DESCRIPTION

Notified Notification of Enrolment has been successful and a CID has been obtained.

Eligible A Quote ID has been obtained. This usually occurs when:

• Data from specific fields is missing from the Bulk Upload file • A CID has already been obtained for the enrolment. In this

scenario, TSNSW system design is to issue a Quote ID in an Eligible file.

Ineligible The enrolment is ineligible for Smart and Skilled subsidy. This scenario is uncommon as TAFE NSW systems should prevent ineligible learners enrolling as Smart and Skilled.

Rejected The rejected file includes the reason why the notification was rejected. Common reasons include:

• The enrolment is to a qualification/region/program/activity period that is not in scope for the TAFE Institute.

• The learner address or USI has not passed validation. • Mandatory information was missing from the Bulk Upload file

and it cannot be processed.

The steps to resolve are to fix the data issues in ebs4 and repeat the notification.

Note:

• When a Rejected File is imported to ebs, the only field that is updated is the Reason for Rejection field. The STS Export Date field when the file was created does not get updated.

• The Reason for Rejection field can be used for reporting purposes and a user would be required to address the particular data issue.

STEP 4 – UPLOAD RESULTS FILES TO TAFE SYSTEMS


EBS STEPS

It is recommended all four STS results files are imported to ebs.

Note: The ebs user role of STS Import/Export is required to undertake the following ebs steps.


a) From the Admin Commands section of the Start ribbon click on Imports

b) From the Imports ribbon select STS Import:

c) Browse to select the excel file to import. Only one file can be imported at a time. Click Import.

d) ebs will update the learner records with the STS results. If ebs is unable to update a record it will

create an Error File. The Error File is automatically stored on a drive, at the location defined in Institute Settings:

Or

See APPENDIX 1: ERRORS ON IMPORTING RESULTS FILES INTO EBS for the types of errors that may be generated.


The Enrolment Details tab of the learner record will be updated with the CID, the S&S Status and related financial information.

The mapping of the STS fields to ebs is provided in the table below:

The Employment/STS tab is also updated with Subsidy and Loading details:

The mapping of the STS Fields in the results files to ebs is provided in the table below.

STS FIELD NAME EBS FIELD NAME STS FILE Status S&S Status Notified, Eligible, Ineligible Student Fee Student Fee Notified, Eligible Standard Subsidy Standard Subsidy Notified, Eligible Subsidy Subsidised Amount Notified, Eligible Subsidy Adjustment Subsidy Adjustment, Notified, Eligible Needs Loading Subsidised Loading Notified, Eligible

STS FIELD NAME EBS FIELD NAME STS FILE Reference ID Commitment Identifier Notified Expiry Commitment Expiry Date Notified Notified Date Commitment Date Notified Reason for Rejection Reason for Rejection Rejected


Location Loading Subsidised Location Loading Notified, Eligible Fee Type Indicator Fee Type Indicator Notified, Eligible

EBS 4.23 SERVICE PACK 2 CHANGES

Training Services NSW enables users to download a single file for enrolments within a search range (e.g. date). The file contains the CID, CID status and related financial data and can be downloaded from the Maintenance screen of Provider Calculator.

As of ebs 4.23 Service Pack 2 (March 2017), the single Maintenance file can be loaded into ebs, following the same steps as the Notified/Eligible/Ineligible files. It no longer matters if there are multiple statuses within a single file.

• If an enrolment has a CID, it will not be overwritten by the new data and will result a record in the Error File. The Error File is automatically stored on a drive, at the location defined in Institute Settings. See APPENDIX 1: ERRORS ON IMPORTING RESULTS FILES INTO EBS for the types of errors that may be generated.

• If the CID on the file matches the CID on the enrolment, the S&S Status and Financial Fields will be overwritten with the data on the file.

4. SINGLE NOTIFICATION FOR A CID

SINGLE PROCESS OVERVIEW

There are two stages in obtaining a CID individually.

# STAGE SYSTEM

1 Obtain CID individually Training Services Provider Calculator

2 Update enrolment details ebs

STEP 1 – OBTAIN CID INDIVIDUALLY

CIDs can be obtained individually via TSNSW Provider Calculator.

Refer to the Smart and Skilled Provider Calculator User Guide – Single Student Process for further instructions on this process. This guide is available from the Support Document of TSNSW Portal.

STEP 2 – UPDATE ENROLMENT DETAILS

When a CID is obtained individually, it is essential that the CID, S&S Status and Financial fields are updated on the enrolment in ebs.

This can be done either:

• Searching for the enrolment via the TSNSW Portal Maintenance Screen report and importing the Excel file into ebs (the same as the bulk process), or:

• Manually entering the information against the Learner Record – Enrolment Tab. The following fields must be completed.

Note: The ebs user role of STS Import/Export is required to undertake the ebs steps below.


EBS FIELD NAME VALUE

Commitment Identifier The CID as displayed on TSNSW Portal

Commitment Date The date the CID was obtained individually.

Commitment Expiry Date The expiry date as displayed on TSNSW Portal

S&S Status The status of the CID (usually Notified at the time of enrolment, but other values such as Eligible, Ineligible, Cancelled, Expired, Data Submitted and Finalised can also be selected).

Note: As of ebs 4.23 Service Pack 2 (March 2017), the S&S Status filed can be manually modified by users.


APPENDIX 1: ERRORS ON IMPORTING RESULTS FILES INTO EBS

VALIDATION ON NOTIFIED/ELIGIBLE/INELIGIBLE AND REJECTED

VALIDATION ON THE NOTIFIED FILES

VALIDATION ON THE REJECTED FILES

ERROR MESSAGE REASON FOR ERROR

Enrolment already has a "Committed Id' or a different rejection reason

The enrolment was given a CID either by upload or manually, or was previously already rejected for a different reason.

Rejection reason cannot be empty Ensure the ‘PAS No’ column has been deleted from the Rejected file.

If the error still occurs, the record does not contain a rejection reason, which is required for a results file that is rejected status.

Enrolment has not been found Ebs cannot find the enrolment (the enrolment could have been deleted in ebs after exporting to STS).


The Status column doesn't have all the same values

A single file contains records that have mixed status values. In a correct results file, all records will have the same status.

There is at least one invalid status in the file There is at least one record in the file that contains a status that is not recognised.

There is at least one invalid National Provider in the file

The National Provider number included in the file does not match the National Provider number set for that instance of ebs in institution settings.

There is no record to be imported The file is empty.

The columns don't match the correct file format

Ebs does not recognise it as a valid results file. User may have selected the wrong file, or the file is not in the correct format.

Enrolment has not been found. The ‘Provider Student ID’ value in the returned file does not match a learner record in ebs.


Enrolment already has a "Committed Id' or a different rejection reason

That enrolment already has a different CID, or the CID in the file is the same CID that exists on a different enrolment.

Enrolment has not been found Ebs cannot find the enrolment (the enrolment could have been deleted in ebs after exporting to


APPENDIX 2: ARCHIVE – EBS4 STEPS FOR IDENTIFYING, VALIDATING AND EXPORTING RECORDS

Note: The ebs user role of STS Import/Export is required to undertake the batch steps in this document.

PROCESS OVERVIEW

CHECK AND FIX DATA

a) Open Learner Manager from the ebs Start ribbon

b) Find Smart and Skilled enrolments that require a CID. A range of conditions can be set to identify records that have not yet been successfully submitted to Provider Calculator for a CID.

Examples of additional conditions that can be used to check records with missing data are:

• Program Stream is null • STS Region is null • Welfare status is null

IDENTIFYING ENTITLEMENT SMART AND SKILLED ENROLMENTS

The following conditions will identify Smart and Skilled enrolments requiring a Commitment ID across the Entitlement programs.


Separate searches are needed across each Entitlement Program Stream to find these records: 1 –

Entitlement Foundation Skills

2 – Entitlement Full Qualifications

3 – Entitlement A&T (Traineeship)

4 – Entitlement A&T (Apprenticeships)

IDENTIFYING TARGETED PRIORITIES FEE-FREE SCHOLARSHIP ENROLMENTS

The following screenshot shows the suggested conditions to identify Targeted Priority Certificate IV enrolments that may be eligible for a Fee-Free Scholarship and require a Commitment ID. Certificate I-III level Fee-Free Scholarships will be identified by the Entitlement conditions above.

Separate searches should be completed for both Welfare Status values:

• Individual is a welfare recipient

• Individual is a dependent child or spouse of a welfare recipient

Once exported, further refinement via Excel will be required to filter out students who are not aged 15 to 30 at the course commencement date.

IDENTIFYING STEM QUALIFICATIONS

The following screenshots show the suggested conditions to find enrolments to STEM identified qualifications. Students enrolling to these qualifications are eligible to apply for a Jobs of Tomorrow Scholarship and require a Commitment ID. It is recommended searches are performed via the National Codes. Use the In drop down and the comma separator to search for multiple National Codes.


IDENTIFYING TSNSW FUNDED PREVOCATIONAL AND PART QUALIFICATION ENROLMENTS

The following screenshot shows the suggested conditions to find Training Services funded Prevocational and Part Qualification enrolments that require a Commitment ID.

For TSNSW funded part qualifications, additional manual steps are required in order to obtain a CID via batch. The STS Input file needs to be modified to include the Purchasing Activity Schedule (PAS) reference and the Skills Group reference, if applicable

PART QUALIFICATION TYPE

ADDITIONAL STEPS

Training Package Skill Sets

After creating the STS Input file from ebs, manually: • Add the PAS Number to the PAS No. column (column AR).

TSNSW derived Skill Sets

After creating the STS Input file from ebs, manually: • Add the SG reference to the Nat Qual Code column (column G).

The SG reference number is obtained from the PAS. • Add the PAS Number to the PAS No. column (column AR).

CREATE STS INPUT FILE

GENERATE FILE FOR REVIEW

a) Open Learner Manager from the ebs Start ribbon:


b) Use the conditions defined in Step 1 to find records for the STS Input file. Click on Search after you have built your search conditions. A list of learner records matching the search conditions will be displayed.

c) Select the record/s to include in the Input file. Use Ctrl + click to select multiple individual records. Use

Shift + click to select a series of individual records. Select one of the two available Export buttons • STS Export Selected - this allows up to 350 individual records to be selected for export from

the search results.

• STS Export All - this will export all records (up to 5000) from the search results. If the search contains more than 5000 records, filters will have to be applied to reduce the count below 5000.

d) A pop up box will appear asking for confirmation. Click on Yes to confirm the number of records for export.

e) A pop up screen will appear to specify where the file will be saved.

Institution Settings will define the directory path for successfully validated Smart & Skilled export files.

Note that the file naming convention for the Input file is set: STS_input_file_ProviderID_dd-mm- yy_hh-mm-ss_####.xls.

For example:


It is not recommended to use the Browse function to set a new directory path. There is an option to Ignore Warnings. If this checkbox is ticked it will allow exports for those records that have an exception where the severity is “warning”- see Appendix 1.

For all exceptions in the Activity Viewer, there is either an “error” or “warning” severity. If all records have a severity of “warning”, or are successfully validated, then the batch can be created if the Ignore Warnings is checked. If there are any with severity “error”, it does not matter if the Ignore Warnings is checked; the batch will not be exported. A list of possible errors and warnings is listed at Appendix 1.

f) Click Export. This will start the data validation process.

See Appendix 1 for a list of validation checks performed by ebs.

USING THE ACTIVITY VIEWER

ebs will validate records to check that they are ‘STS Ready’. In order for a STS Input File to be created, the whole batch needs to be successfully validated.

Where errors are returned in the Activity Viewer, either correct the records and then re-run the STS Export, or select the Successfully Validated records from the enrolments grid, and run a STS Export just for those records.

a) Where all records are not Successfully Validated, the following message will be received. Click OK to open the Activity Viewer.


NOTE

Using the conditions defined in Step 1 will return records where a Commercial Fee has been assigned. In the Activity Viewer these records will be identified by the error message Enrolment has commercial fees. Use the Activity Viewer to skip these enrolments. Ebs will prevent these records being included in the Input File.

b) The Activity Viewer automatically opens to show results of the validation. Double click on any row to

view records where validation errors occurred.

c) To open a record, right click on the selected row and click Go To Selected Enrolment

Fix the error and save the record. Repeat correcting records as required.


d) Repeat the steps in section 3.1 to create the STS Input file again. Alternatively, it is also possible to create an Input File directly from the Activity Viewer by double clicking on the Successfully Validated row.

e) This will bring up all Successfully Validated records in the Learner Manager grid. Click STS Export All. Confirm you wish to export the records, confirm the Export Directory Path, and click Export.


f) If the ebs validation was successful you will receive the following message:

g) Click on OK. Two things will happen:

– the STS Input file will be generated and stored in the defined directory path:

– and the learner records will be updated on the Employment/STS tab with the STS Export Date:


NOTE

The most recent attempt at creating the STS Input file can be accessed from the Activity Viewer button in the Learner Manager ribbon. Select STS Export from the dropdown list

In addition, previous batches can be accessed by clicking the drop-down in the Activity Viewer


STS INPUT FILE VALIDATIONS

Following is the list of validations performed by ebs on selected records to include in the STS Input file, as created in Step 2:

Activity Viewer Description Error / Warnin

Follow up action required

First Name must be complete Error Contact learner to update the record USI must be complete Error Contact learner to update the record Disability Status must be complete Error Contact learner to update the record Program Stream must be complete Error Manually assign a Program Stream. Ensure it is specified in the

Institute Activity Schedule, otherwise record will be rejected b STS Qual since 17 must be complete Error Contact learner to update the record

Apprentice Trainee Code must be complete Error Contact learner to update the record

Region must be complete Error Manually assign a Region. Ensure it is specified in the Institute Activity Schedule, otherwise the record will be

Product Type must be ‘Course’ to be exported Error Add a condition for Product Type = Course Employer Name, Postcode, and Suburb must be complete

Error Contact learner to update the record

Enrolment has CID Error Add a condition for CID = is null Progress Status must be ‘A’ or ‘N’ to be exported Error No action required. You can use the activity viewer to

exclude these enrolments. Enrolment is school based apprenticeship and/or traineeship

Error No action required. Use the activity viewer to exclude these enrolments.

Enrolment has no course fees and cannot be exported. Invoke the Fee Calculator or manually attach a fee to include in export

Error Invoke the fee calculator to obtain a fee

Enrolment has more than one course fee and cannot be exported

Error Check the fees on the enrolment and invoke the fee calculator.

The learner is ineligible for a Smart & Skilled subsidy

Error Discuss alternate course offerings. You can also add a condition to only include a specific Progress Code, or use the activity viewer to exclude these enrolments.

The enrolment(s) has an Ineligible for Smart & Skilled Progress Code and cannot be exported

Error Discuss alternate course offerings. You can also add a condition to only include a specific Progress Code, or use the activity viewer to exclude these enrolments.

Enrolment has commercial fees Error No action required. Use Activity viewer to skip these Learner cannot receive welfare from Veterans’

Children Education Scheme and not be a welfare recipient.

Error Update the enrolment. The Veterans Children Education Scheme does not match the Welfare Status.

Enrolment has no welfare waivers and cannot be exported.

Error Update the enrolment. The Welfare Status indicates the learner has welfare benefits, but no waivers were attached.

The course Delivery Mode must be complete Warning Update the course delivery mode. Ensure it is specified in the Institute Activity Schedule, otherwise the record will be rejected by STS

The enrolment(s) have already been exported and are pending a response from STS

Warning Add a condition for STS Export Date = is null


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