AVETMISS End of Year Data Check

All Registered Training Organisations (RTOs) need to collect and report AVETMISS data on all accredited training activity.

We have prepared the timeline below to guide you with what to check and how to prepare for correct AVETMISS reporting.

If you would like to print this resource, please download the PDF version.

End of year Funded Data Check Webinar

Dec 5th, 2017

End of year NCVER Data Check Webinar

Jan 18th, 2018

Click on the image below to enlarge

To print the image, simply right-click on the image, select to save it on your Computer and print.

IMPORTANT NOTES:

  • If you commit to the guided timeline we have prepared for you, you will not only get your reporting done efficiently, and on time, but it will also be a stress-free journey for you.  This also means that our Support team at Wisenet will have more time to respond to any unforeseen errors that you might need further support with.
  • We are committed to provide you with the best support we can and in the most efficient way.  However, please note, Wisenet support staff capacity will be less than usual during the month of December and January due to the holiday period and staff being on leave.  Be mindful when you are submitting a support ticket at the last minute.  Your lack of preparation for the end of year reporting will not be an urgency for us.  For example, if you submit a support ticket after 4.30pm requesting urgent help with reporting close to, or after the deadline has passed, your support ticket will still go in the queue as a normal ticket with normal response time.

 

Thank You for your proactiveness!

NOW – Nov 20th 2017
Has your RTO conducted any training activity during the collection period of 01/01/2017 to 31/12/2017?
If Yes, Data to Check and How to Fix

Click on each Tab below to see instructions:

Check Courses and Units

Please run the below reports to check all the Courses and Units of Competency details reported to the department:

  1. Run Report #443 to generate a list of all Courses delivered in Australia
  2. Run Report #446 to generate a list of all Units delivered in Australia

If any Blank Fields are identified, please follow the process on how to Edit Courses and Units

Learn More? How to Generate a Report in Wisenet

Check Learners (Clients)

Please run Report #316 to check all the AVETMISS details for Learners’ personal and demographic details.

IMPORTANT NOTE:

You have a choice to either do Step 4 or 5:

  • In Step 4, enter the following criteria:
    • COR Start Date_custom_(please select the appropriate dates)
  • In Step 5, enter the following criteria
    • COR Start Date_more than or equals_(please select the appropriate dates)

If any Blank Fields are identified, please follow the process on how to Edit a Learner

Learn More? How to Generate a Report in Wisenet

Check Course Enrolments

Please run Report #359 to check the Key Course Enrolment Fields:

  • Run Report #359 for Short Courses:
    • In Step 5, Select the following:
      • Commencing course id_does not contain_8
      • Qual issued year_is not empty_AND
      • Enrolment status_contains_complete
  • Run Report #359 for Full Qualifications:
    • In Step 5, Select the following:
      • NOTE: Choose ADVANCED
      • Qual issued flag_is false_OR
      • Qual isued year_is empty_AND
      • Enrolment status_contains_complete_AND
      • Commencing course id_does not contain_8

In addition, please check the below Course Enrolment Fields:

  • Study Mode
  • Start and End Dates
  • Qualification Issued Tick
  • Qualification Issued Date
  • Study Reason
  • Commencing Course ID
  • Individual Contract ID (NSW and ACT only)
  • Individual Contract ID Expiry Dates (NSW and ACT only)

If you are required to edit any Course Enrolment Fields, please see how to Edit Course Enrolments

Learn More? How to Generate a Report in Wisenet

Update Outcome Codes

  1. Run Report #217 for a list of Learners and outcomes
  2. Run Report #448 to generate NAT120 Data Integrity

If required, Update Start and End Dates for Unit Enrolments

Complete Enrolments by following the instructions in the steps below:

  1. Finalise Learner(s) that have completed or have withdrawn
  2. Generate Credential(s) for either a Course Enrolment or by Course Offers
Nov 21st – Nov 27th 2017
Prepare for Funded Contract Reporting and start updating Field Guidelines
Fields to Check

Note: If you find any blank fields in your data integrity reports, please refer to the relevant tabs above for how to fix

NAT60 – Subject File

  1. Run Report #777 to generate NAT60 Data Integrity

Learn More? How to Generate a Report in Wisenet

The Subject (Module/Unit of Competency) NAT60 File provides information about subjects (modules and units of competency) that are undertaken and/or completed by clients during the collection period.

To check which Unit Offer hours are reported in the NAT60, refer to the NAT File Guidelines page

Important Note:

  • A Unit will only appear in the NAT60 File when there is a matching Unit in the NAT120 File
  • No field in this file can be blank
  • To avoid duplicate Units Errors, please refer to the AVETMISS Error: Duplicate Unit page

NAT80 – Learner File

  1. Run Report #316 to generate the Client AVETMISS Summary

Learn More? How to Generate a Report in Wisenet

The Client (NAT00080) file provides information about Learners who undertake and/or complete training activity during the collection period. This information is used to monitor Learner participation patterns and to provide information related to equity issues.

NAT120 – Enrolment File

  1. Run Report #448 to generate NAT120 Data Integrity

Learn More? How to Generate a Report in Wisenet

The Enrolment (NAT00120) File provides information about training activity undertaken by clients during the collection period. This information is used to measure training activity and output for the VET sector.

Run Data Integrity Report #448 to view the AVETMISS NAT120 file in a reader friendly format which also provides additional fields to help you identify any records that have missing data.  This report also has color coded headings to easily identify what fields in the NAT120 are mandatory:

  1. For all states
  2. Only for specific states
  3. Only for funded trainees in most states
  4. Only for withdrawn learners in most states

There are many ways to filter this report (click on the “plus” icon to expand examples below) and once you have runt the report, look for blank fields or other obvious anomalies.

Run for Unit Enrolments within a specific Collection Year

Run for Unit Enrolments within a specific Contract

Run for Unit Enrolments within a specific Learner

NAT130 – Program Completed File

  1. Run Report #359 to generate NAT130 Data Integrity

Learn More? How to Generate a Report in Wisenet

The Program (Qualification) Completed (NAT00130) file provides information about clients completing the requirements of qualifications. This information is used to measure the success of VET sector outcomes.

Note: For any other NAT File Fields please refer to the NAT File Guidelines page.

Reminder: Start your prep-work to get ready for AVETMISS 8

Dec 5th 2017

Webinar!

If you have registered to attend the Webinar on AVETMISS Funded Reporting, it is happening today at 11:00 AM AEST.  If not, be quick and Register before 11:00 AM!

Dec 23rd 2017 – Jan 8th 2018
Closed during the festive season.
Jan 2nd 2018 
The submission window for the collection period of January 1st 2017 to December 31st 2017 opens in your relevant State Training Authority (STA)

Learn More? When, Where and How do I report my AVETMISS Data

Jan 15th 2018 

Your Funded Contract reporting is due!

Jan 17th 2018
Get ready for your End of Year NCVER Reporting

Webinar!

If you have registered to attend the Webinar on NCVER reporting, it is happening today at 2:00 PM AEST. If not, be quick and Register before 2:00 PM!

Data to Check and How to Fix

Use the most common Validation Error table below to search and find some of the most common validation errors with instructions on how to fix them.  If you cannot find an error number on this list and need further instructions, please log a support request.

Feb 19th 2018

Reminder: This is the last week for reporting before the submission window is closed in AVS!

How to Export

How to Fix Validation Errors:

Feb 26th 2018 

Submit your NCVER reporting!

Feb 28th 2018

The submission window for the collection period of January 1st 2017 to December 31st 2017 is now CLOSED in AVS!

October Release Notes

Purpose

Our major focus for this release is preparing for 2018 compliance.  Changes to the Learner App have been implemented which can assist with improving enrolment processes. We have also been busy testing and releasing smaller (behind the scene) features that will assist with larger and exciting releases to come.

Bug Fixes

There are a stack of bug fixes in this release.  If you have logged one, we will contact you personally.

Webinar

We are excited to bring back Wisenet Webinars as a regular feature on your calendars!

Places are limited so make sure you register to avoid missing out.

This Webinar will focus on how to get the most out of Reports. Click on the link to register.

Reports 17 Oct, 12pm AEDT

If you missed our last webinar on Learncycles you can watch the video here: Learncycle Webinar

Learner App Enhancements

  • New look and feel
  • Additional colour setting options.
  • Restructure of Learner Details section
    • Basic Tab is now called Personal 
    • ‘Old’ Personal Tab is now called Demographics 
    • Added new Fields and Panels for AU and NZ
    • Enabled editing of Fields in all sections for AU and NZ (this can be configured in your Portal Settings) 

New Learner App layout (click image to enlarge):

We have enabled the capacity for Learners to edit all Demographic fields.

Benefits

  • This has the capacity to assist with streamlining your enrolment process as Learners can complete these details later.
  • You are notified of any changes made by the Learner so you can always check the validity of these changes if required.
  • It reduces administration time as staff do not necessarily need to complete this section.

If you do not wish your Learners to have this capacity you can change the setting in your Portal How to Edit Portal Settings

Field Changes and Additions

We have added a number of fields to Wisenet for 2018 compliance updates and for general feature enhancements. More compliance changes are scheduled for later this year.

The tabs below contains a snapsot of the major changes within each of these sections.

Fee Help fields and other general field improvements have been added to:

  1. Agent
    • Added: Assigned To
      • Purpose: To associate an Agent to a Staff member
  2. Staff
    • Updated: Staff email now allows larger values
  1. Learner Personal Page
    • Added:
      • Apprenticeship Identifier
        • This is an improved field
        • This was previously captured in RefExternal. This data will be copied into the new field if the Learner has a value in the Course Enrolment > Registration ID field (Delta number)
        • Moving forward you will need to add your apprenticeship numbers to the new field Apprenticeship Identifier otherwise it will not export.
      • Survey Status
        • New AV8 field
  2. Exports
    • AV exports updated to read from new field Apprenticeship Identifier. It will no longer export the RefExternal number
  3. AVETMISS 8
  • Wisenet will continue to add the remaining fields for AVETMISS 8 over the coming months to ensure you are ready for 2018. We will continue to provide updates as they occur.

Some new fields have been added for Fee Help and we are currently working on PIR reporting which will be released soon.

  1. Learner Demographics
    • Added: Additional Entrance Criteria – New FH field
  2. Exports
    • Updated: FH Export updated to allow reporting by custom date ranges similar to VSL export

Changes have been made to various NZQA fields to assist with compliance and processes. See these pages to find them:

  1. Course
    • Added: Course Code NZQA Alternative – Improved NZ compliance
  2. Unit
    • Added: Unit Code NZQA Alternative – Improved NZ compliance
    • Updated: NZCredit value now accepts larger credit values
  3. Location
    • Added: Location Code NZQA Alternative – Improved NZ compliance
  4. Exports
    • Updated: NZQA export to reference the 3 new alternative code fields.
      • If an Alternative value is not provided it will read from the main Code value.

New LRM Layout

Purpose

We have changed some of the Navigation Tabs to better reflect your activities in Wisenet. We have looked at some of your uses for Top and Left Navigation bar  and have made these more intuitive to better reflect where you would look to find and group activities. The main areas we focused on was Settings, Sales and Reports.

Click to enlarge image

Sales

Sales has replaced CRM as this is more of an accurate reflection of activities performed in this section. It now includes:

  • Agents
  • Promotions
  • Online Enrolment
Sales Dashboard

The new Sales tab change is in preparation for new sales functionality being released later in the year

Reports

We have added Tasks. This is where you can view all Tasks in your Wisenet.

You can now only access Exports from this tab.

Settings

Organisation details

This is now in the Left Navigation Bar under Settings

Setup

This has been removed to become:

  • Dropdown Lists (was previously called Categories)
  • Checklist
  • Accred Body is removed

Sales

This is now in the Top Navigation. Along with:

  • Agents
  • Promotions
  • Online Enrolment

Message Templates

This has been renamed to be Email Templates

August Release Notes

Purpose

Our major focus for this release is our new Wisenet Resources (hint- you’re currently in it!). In addition to this we have centered our attention for this month on applying feedback from You, our customers. Although, we could not include all of your feedback for this release we are excited to bring you these changes.

Bug Fixes

There are a stack of bug fixes in this release.  If you have logged one, we will contact you personally.

Webinar

We are excited to bring back Wisenet Webinars as a regular feature on your calendars!

Last month we discussed Learncycles and Moodle Connector. If you missed the session we will shortly be releasing the video for Learncycles.

Stay tuned for dates for our next Webinars on Course Offers and Reports.

Wisenet Resources is Live!

We have been busy working on creating the new Wisenet Resources for quite some time and are excited to finally be able to share it with you!  

Here are just some of the improvements you will see:

  • Search and navigation
  • New layout and structure
  • How To’s. Restructured and rewritten articles for easier to follow steps
  • Journeys. These are a guided articles that take you on an entire process through Wisenet.
  • Notices. Keep up to date with latest Wisenet and Industry news.

What does this mean for you?

  • Less time spent learning and more time spent using Wisenet
  • Reduced time spent finding an answer
  • Improved use and knowledge of Wisenet
  • You can focus on the more important things like growing your business.

Still to come

As you can imagine consolidating over 1000 pages takes time. Some of the resources are still linked to our old Help Centre. We appreciate your patience while we move these across. We were just excited and wanted you to start using the new Learning Resources as soon as possible. We are still working on bringing you more:

  • Videos
  • Articles
  • Journeys

What do You need to do?

The old Help Centre will still be available for a few weeks but we suggest you:

  • Watch this video on how to use the new Resources
  • Update any Wisenet Resource bookmarks
  • Let us know what you think by telling us in a Support Ticket. You can call it ‘Wisenet Resources Feedback’

Happy Exploring! 

Clients becoming Learners

You will notice that the tab Clients is now Learners (Clients). We are starting to transition to Learners as it is more inclusive terminology in Vocational Education.

People being trained vary in relationship with the training providers as they can be referred to as: Trainees, apprentices, students, employees any more.

We have chosen the term Learner as it applies to all types and it is also being used more frequently by the governing bodies.

We started to use Learner with the Learner App and we will be continuing to update our resources to reference Learner.

  • Due to this, please start to use Learner in Wisenet Resources when searching for How To’s etc. If you type Student or Client it will still show results however, using Learner will be more accurate.

Improved security for Generated Credentials

  • After a Credential has been generated/issued and has been converted to a PDF the editing features have now been locked.
  • This was added to increase security to prevent any editing of the PDF document.
  • Now only printing is available.
  • To view this see the Security Properties of the issued PDF (not in Wisenet but in the generated PDF). A screen shot of this is shown here.

Client IsActive Option

  • This action allows you to set a Client to be Active or Inactive. You can easily identify which Learner has completed their studies. When marked as No it prevents any changes to be made to that Learner record. This gives you confidence that records cannot be altered for auditing purposes.
  • This is action is not available for Trainers of Guest access
  • You can still reactivate the Learner and set to  Is Active = YES.  
  • You can find this on the Client Profile Page

eCAF

Last month we released eCAF submission and progression forms. We have continued to improve this feature by:

  • Allowing access to Users and not just Admin.
  • Automatic sync with Learners’ TFN into Wisenet when they submit their eCAF. This will be a huge time saver for your staff.

RAPT

The Course Fee for Western Australia must report the Total Fee and not the Hourly Fee. There is special logic for how this is exported to assist with data entry. If it is not entered in correctly you will have errors in your exports. 

Learn More: Learner Tuition/ Unit Fees

Credit Counts and EFTS

In the Client Unit Enrolment page under Unit Progress Summary we have:

  • Added Credit Counts for easy viewing
  • Included Total Withdrawn or RPL EFTS
  • Improved the Total Remaining EFTS by excluding Withdrawn or RPL from the total

July Release Notes

Purpose

Our focus for the July release was new compliance requirements and continuing to test some behind the scene features that will assist with larger releases later in the year (such as improvements to Learncycles and Integration!).  These changes will enable us to make updates and improvements more rapidly.

Bug Fixes

There are a stack of bug fixes in this release.  If you have logged one, we will contact you personally.

Webinar

We are excited to bring back Wisenet Webinars as a regular feature on your calendars!

Places are limited so make sure you register to avoid missing out.

Learncycles 25 July, 11am AEST

Moodle Connector Aug 3, 3pm AEST

Actual End Date

Added field Actual End Date to the Course Offer > Enrolments Page.

Previously, this displayed the Nominal End Date. Now, this will display the the Actual End Date a Learner has completed.  If the Actual End Date is empty at the Course Enrolment level it will show Nominal.

This allows for greater transparency and understanding of End Dates for enrolments.

Dashboard

Fixed Dashboard counts for the status summary. It will now show all enrolments that are active for current calendar year. Includes:

  • All Learners with an enrolment status of Current, Pending, Enquiry, Code 1 or Code 2.
  • If a Learner has another status not listed above but still has an End Date of this year they will be included in the count.

Learner App

A new update option called Custom is now available for both Learner App and eLearning access.  This allows you to customise and set specific dates for access.

To discover how to do this see How to Set Up Learner Access

VET Student Loan Updates

Due to the transition from VET Fee Help to VET Student Loans we have added a more options to select VET Student Loans in dropdowns.

eCAF Integration completed and available for Fee Help

Last year Wisenet created one-way integration to allow you to send your eCAF from within Wisenet. Two-way Integration has been completed AND now means you can see the status of your eCAF enrolment from within Wisenet without the hassle of logging into eCAF! We have separated the eCAF’s into Pending and Unprocessed. You can also see why an eCAF is yest to be completed.

To see how you can do this follow the instruction on How to Send Enrolment Details to eCAF.

And Progression forms added!

Progression Forms which are referred to as Student Engagement and Progression is a survey that is periodically sent to the learner and is now a compliance requirement. Instead of logging into eCAF to send the Progression Form you can do it all from Wisenet. To learn more see How to Request VSL Progression Form.

These updates mean you can now do all of this from within Wisenet:

  1. Send Enrolment Details to eCAF
  2. See the status of Enrolment
  3. Send Progression Form
  4. Notified which Progression forms have not been completed

To view this in Wisenet go to click on this link LRM > eCAF/Progressions 

Country and Language dropdown

Previously, there were 1000’s of options to select regarding countries and language choices!  Now, this has been drastically reduced to just over 200 countries and a significantly less language classifications. This allows you to quickly and more easily find the right option.

USI Changes

A new code can now be entered for certain Learners that have an Individual Exemptions and therefore, do not require a USI.

For these Learners you will still however, require a value entered into the USI field.

The following code must be used to indicate this: INDIV

To learn more see the USI website on How to apply for Individual Exemptions and Exemptions from reporting USI

For instructions on how to apply this in Wisenet see No USI Required

Simplify Enrolment

You can now set the Commencing Course ID, Study Reason and Study Mode at the Course Offer to set defaults for enrolments.

New Outcome Code

To create more transparency regarding those Learners that are an Early Withdrawal and not reported to SDR or UIP

Code= W Desc = Early Withdrawal (Not reported to SDR or UIP)

NZ Funding Source Code 31 for SDR

A new Funding Source Code 31 is required for Non-funded confirmed student enrolments. It is best to refer to the specifications from TEC Confirmed Student Enrolments regarding this change.

For more details see Funding Source Code 31 for SDR

June Release Notes

Purpose

Our main focus for the June release was planning for future releases.  It focused on testing and releasing smaller (behind the scene) features that will assist with larger releases later in the year.  These changes will enable us to make updates and changes more rapidly.

The main impact of our June release will not be seen for a few months. We have been listening to your feedback and have implemented some updates that are explained in more detail below.

Bug Fixes

There are a stack of bug fixes in this release.  If you have logged one, we will contact you personally.

The capacity to bulk update Unit Enrolments has increased!

This feature has been increased to allow bulk updates of 25 learners instead of the previous 10.  It allows individual edits on multiple records. Therefore you can complete updates more rapidly across fields.

Check our resources on how to bulk update Unit Enrolments

We have added some new Fields and made changes to an existing Field

  • Title – The Title Field has been added to the Client Profile. This is not compulsory for all but is a requirement for NCVER reporting
  • Next of Kin – New Relationship Field added. Previously this field was only available to nominate local ‘Next of Kin’ now there is the capacity to include’International next of Kin Relationship’
  • Unit Elements – Upon completing all Unit Elements, dates will now default to Unit Enrolment instead of Course Enrolment

Did you say that I can import my own Scope?

Yes! You heard it right.  You are now able to import your own Scope, except for Short Courses,  directly into Wisenet without logging a ticket.  This saves you time as it provides the information directly from training.gov.au.

Wisenet has resources on how to import your scope.  Simply follow the instructions and if you feel stuck in the process, do not hesitate to search through our learning resources for more help.

Now, before you go ahead and import your own scope, please note that if you deliver Short Courses, you will still need to add your courses manually.  Don’t panic – here are instructions on how to manually add a course.

We have made some changes to Fields

  • AV
    • No more referencing AV6 or AV7.  It now simply says AV to indicate it is an AVETMISS field
  • Start Date
    • Sign Date in the Course Enrolment section is now referred to as Start Date
  • Commitment ID
    • This is now labeled as NSW Commitment/ACT Skilled Capital Individual Contract ID
    • A new field has been added NSW Commitment/ACT Skilled Capital Individual Contract ID Expiry Date

NZQA Export History has been improved

We have improved the filtering on the Result History Export to only show data that is relevant to that particular export.

Changes made to Fields

Some of the Fields referencing Australian requirements have been improved.

EFTS Information has been Added to CUOR

Previously EFTS information was found individually for each Unit Enrolment. There is now a summary of EFTS.

You can Add a Unit Progress Summary on the Client > Unit Enrolments page.  Summary examples below:

  • Total Scheduled EFTS = Sum of EFTS of all CUORs
  • Total Completed EFTS = Sum of EFTS of CUORs with Outcome code 2
  • Total Remaining EFTS = (Total Scheduled EFTS) – (Total Completed EFTS)
  • Percent Complete = ((Total number of CUOR with Outcome code 2) / Total number of CUORs) x 100 (to 2 decimal places)
  • Total Units Completed = Total number of CUORs with Outcome code 2
  • Count of Units = Total number of CUORs