software dev brief pack

8/6/2019 Software Dev Brief Pack

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VSN/VSR Vendor BriefingVSN Implementation Team

Updated 16 February, 2009


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Agenda

VSN/VSR Background

VSR System Overview

VSN Implementation Status

VSN Business Model

VSN/VSR Design Goals

VSR-Provider Integration Business Requirements

VSR-SIS Integration Options Documentation

Implementation

Implementation Timeline

Catholic Sector co-ordination

SIS Acceptance Testing

Contact Information and Further information


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VSN Basics

Compulsory for all Victorian school students and students aged up to 24 enrolled in all other sectors, excepting Universities (for now)

The VSN will be issued at a students first point of enrolment within the

Victorian education sector

The VSN will be known to the parent/student

It will co-exist with other existing provider identifiers such as CASES 21 StudentNumber

Some providers may elect to use the VSN as their primary identifier, or for use in a

particular application

All student movements to be notified to the Victorian Student Register

using the VSN

It is not proposed that a student card, or similar physical item, be issuedto link the student with the VSN


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VSN Components

A unique student identifier, to be known as theVictorian Student Number (VSN) A VSN is number assigned to a student, from which no inferences may be drawn in

respect to the students identity, ethnicity, gender or other characteristics

Issuance of a VSN will require presentation of evidence of identity

It is intended that a student is issued with only one VSN.

A central registry of Victorian students, to be known as the Victorian

Student Register (VSR) Maintains basic and minimalist identifying information relating to a student; name,

date-of-birth, gender

Maintains history of enrolment in Victorian providers - provider identifier, dateentered, date left,

The VSR is not a repository or aggregation point for other student information suchas achievements, results, health or pastoral information

Through linkages maintained in the VSR, it supports the drawing together of

individual student information from multiple providers, subject to policy and accesscontrols


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Provider Responsibilities

Legislation requires all providers to:

Maintain an accurate record of the VSN for all students enrolling withinprovider.

Enrolment

Exit

Change of key details (e.g. name change)

During student enrolment:

Through reference to the VSR verify a presented VSN, or

If a VSN is not presented,

check with the VSR for the existence of a previously assigned VSN for the student, or Register Student, and cause the generation of a VSN for the student where one does not already exist.


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VSR System Overview

Victorian

Student Register

Government

Schools

Non

Government

Schools

TAFEs

RTOs

ACE

Providers

PROVIDERS

DOWNSTREAM APPLICATIONS

Provider

Register

Student Movement

Application(s)

Research Data

Extraction


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VSR System Overview

Terminology

VSN 9 Digit number including check digit

Active or suspended

Registration Record Student registration details when

student is first enrolled and allocated

a VSN. Date of birth, gender, deceased

indicator, access restrictions, currentfirst name and current surname.

Participation Record Student participation at particular

provider including: enrolled first

name, enrolled surname,middlename, provider, providerstudent identifier.

VSN

Registration Record

Participation Records

Access Records


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VSN Implementation Status

VSN LegislativeA

mendment passed Ongoing program to be managed and operated by VCAA

VSR Central System under development (Jan 2009)

Government School SMS (CASES21) modifications under

way (Feb 2009)

May to September 2009 roll-out for Government Schools

June to September 2009 roll-out for Catholic Schools

June to December 2009 roll-out for Independent Schools


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VSN Business Operating Model

Business Operations

Providers notify enrolment, change details, exits and enrolment cancellation.

During student enrolment: Through reference to the VSR verify a presented VSN, or

If a VSN is not presented, Indicate whether the student has been enrolled at a Victorian Education Provider previously the VSR will

attempt to locate the student

Exceptions may occur during processing: EG. A student does not present their VSN on enrolment and the lookup performed by

the VSR does not return 1 exact match (eg. more than 1 exact match).

Exceptions managed centrally by VSR team, who contact providers to confirmstudent details.

Data integrity under control of VSR

Addresses privacy concerns

Less impact on school administration processes at time of enrolment.


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Design Goals

Simplicity of operation Minimal change to provider administrative procedures

Well integrated solution

Central responsibility for VSR data integrity

Improved data entry standards and conventions

Centrally managed roll-out

Just-in-time training


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VSR Provider Integration Business Requirements

B

R1 - Capture a students VSN status upon enrolment. BR2 - Notify the VSR when a student enrols at the provider.

BR3 - Notify the VSR when a students details change.

BR4 - Notify the VSR when a student exits the provider.

BR5 - Notify the VSR when a students enrolment is

cancelled.


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VSR Provider Integration Business Requirements

B

R6 - Notify a student of their VSN on confirmation ofenrolment communications.

BR7 - Notify a student of their VSN on their academic

transcript/student report card.

BR8 - Notify a student of their VSN on their exit

notifications.

BR9 - Include a students VSN on their student transfer

documentation.

BR10 - Ability to generate a VSN notification for a student

on request.


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VSR Provider Business Requirements

B

R11 - Process communications from the VSR that indicatethe status of processed notifications and include the VSNs

allocated to students.

BR12 - Ability to update student details as requested by

VSR Analysts as part of exception resolution.

BR13 - Process communications from the VSR that indicatethe status of processed exceptions and include the VSNs

allocated to students. (i.e. in case of batch processing -

process response and reconciliation batch files).

BR14 - Upon initial implementation of the VSR, the provider

must provide details about all currently enrolled students to

the VSR.


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VSR Provider Business Requirements

B

R15A

bility to securely maintain VSR user id andpassword

BR16 Ability to generate a report to list student names

that may not conform with VSR name consistency

guidelines (optional)

BR17 Ability to notify the VSR if a VSN is manuallyupdated by a user by issuing a Change transaction

(optional)


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VSR SIS Integration Options

Web Service incl. Batch file based communication, automated by Student Information

System (SIS) RequestBatch sent by SIS containing enrol, change details, exit and cancel enrolment tx.

ReturnBatch retrieved by SIS from VSR containing a response to each tx in the RequestBatch. Response may be Success indicator + VSN OR exception indicator.

Reconciliation Batch retrieved by SIS from VSR containing response to each tx in exception Response will be Success indicator + VSN

Resolution Batch retrieved by SIS from VSR containing information about tx that the VSR hasperformed relating to students at the provider eg. VSN links and suspensions.

VSR Web Batch file upload As per above, but batch file upload and retrieval are manual tasks performed by a school based

operator.

VSR Web pages direct, manual data entry School operator notifies information for each student individually via web pages

School operator receives indication of success or exception at time of entering information.

If there is an exception, a VSR central team member contacts school at a later date/time toresolve the exception


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VSR SIS Integration Documentation

Provider Integration Business Requirements VSR API


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Implementation Timeline

End of Term 2, 2009 Government Schools Pilot. Pilot lasts for 6 weeks.

Term 2-3, 2009

Government Schools implementation

Term 3, 2009

Catholic Schools implementation.

Term 3 and 4, 2009

Independent Schools implementation


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Catholic Sector Implementation

Implementation co-ordination Need to schedule specific school + implementation type (50 schools

per week).

Co-ordination between CEO, DEECD/VSR, Schools, Vendors

Schools must be ready and have applied data consistency guidelines

Vendors/SIS must be ready and have a system that has passed acceptance

testing. VSR must be ready and setup schools and allocate staff to resource exception

handling.

Monitoring and tracking of implementation


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SIS Acceptance Testing

DEECD will implement and manage an acceptance testingprocess.

Tests implementation of key business requirements by SIS that wish

to implement automated interchange.

Business scenario based + input data

Check the generated request batch

Provide a return batch

Provide input data to simulate exception handling

Provide a reconciliation batch

Process to be available from March 2009 onwards.


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Further information

[email protected]

Yahoo developer discussion group:

Please contact us at the above email and we will send you an invitation to

the Victorian Student Register Group.

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