September 2018 Release Note

Purpose

This release includes process enhancements, compliance updates and new features. Please take your time to read through the notes to ensure that you can benefit from the changes.

Bug Fixes

We have exterminated several bugs in this release. If you have logged one, we will contact you personally.

“Change the way you look at things and the things you look at change.” – Wayne W.Dyer

If not already, you will notice enhancements to LRM and a new look to Learner Profile.

  • LRM pages now take up full screen
  • We are improving consistencies with look and colours
  • The Learner Profile page is more compact
  • You can now see a summary of Xero invoices on a Learner’s profile if you have Xero connected
  • If you are using Tags you will also see Tags and Agents (if any) in the Course Enrolment panel

Tags

Tags is a new feature in Wisenet which is added against Course Enrolment. It will allow you to categorise an enrolment for the purpose of identifying special traits. The purpose of why you will want to use tags is because it will help you better filter and categorise enrolments, and not only for reporting purposes but also for bulk actions.

Learn More? Tags 

Credentials

  • QR Validation Code
    • A new feature in Wisenet where you can add a QR code to your credentials or a link to your website
    • Validators (examples below) can enter the Credential Number and Last Name to validate the credential
      • An Employer validating an Employee
      • A RTO checking CT/RPL for a Learner
    • Learn More? How to use QR Code for Certificate validation 
  • Email Issued Credentials to Learners and other email addresses
    • Only available on Premium Edition
    • This feature will be turned OFF by default. Can be turned ON by Portal Admin if desired.
    • Option to setup a new Email Template specific for when emailing Credentials
    • Learn More? Email Credentials 
  • Credentials Issuing Officer list is restricted based on Staff section configuration
  • AUSTRALIA ONLY: Added additional USI warnings when Requesting a Credential for Learner(s) without a verified USI

Enhancement to Composing Emails

Email sending options have been simplified in Wisenet while improving functionality.

  • Email Templates
    • Selecting a Template now populates the subject and body
      • Therefore allowing you to check and ensure that the right template is selected
    • Templates are designed to fast track email creation. You have the flexibility to make slight adjustments to the email template content to suit specific scenarios. This means that it may provide 90% of the content and the last 10% can be filled-in unique to the situation.
  • Add placeholders directly when composing Emails
    • Allows personalisation of emails with placeholders for one off emails and not just when using a template.
  • Improvements to FromName
    • FromName is now more adequately derived based on selected ReplyTo option
    • Eg. if reply to Staff record… then the FromName will be StaffName (ProviderName)
  • These email updates are to all places where emails can be sent (individual, bulk, sending an email with generated uReport, sending survey, email issued credentials)
  • Added more recipient options for Bulk Send Email Message

Course Offer Dashboard (NEW)

We are in the process of adding dashboards to other sections of Wisenet to provide you with more insights without having to run reports.

We have started with the Course Offer Dashboard allowing us to trial our approach and obtain feedback from customers.

Learn More? Course Offer Dashboard 

Course Enrolments

  • Course Enrolments Checklists Default Values from Template
    • Allows easier setting of Template Values when adding Checklists

Unit Elements

  • New field for storing “Performance Criteria”
  • The “Element Description” now allows up to 1000 characters

Agent

  • Ability to archive an agent
    • Use the new IsArchived field
  • Only active agents will be visible in the Agent dropdown list when linking with a course enrolment
  • When linking an Agent to a Course Enrolment, the VET Commission and ELICOS Commission rates will now default from the Agent values

Online Enrolment

  • When accepting an online enrolment, Unit Enrolment field values will now default from the linked unit offer
    • Eg. New compliance standard fields
  • This is designed to save time with enrolment data entry

Active Learners

Timestamps

  • Previously logbooks, export times and credential register all displayed datetime in the Melbourne timezone
  • These pages now display the time in your local timezone
  • Reports will continue to show Melbourne datetime

          If you missed

   The following events occurred in the lead up to this release:

 May 24th 2018

Xero

  • Ability to manually resync Xero Invoices
  • Ability to manually sync a Learner to Xero
  • Automated process to sync invoices and learners to Xero
  • View Xero invoices from Learner App

 May 28th 2018

Australia FeeHelp Export Update

  • PS file – HDR Submission Date, HDR Completion Date
  • EN file – HDR Engagement Code

 May 31st 2018

SurveyMonkey

  • Added to Connected Apps page
  • Added Quality Indicator Surveys
    • Learner Engagement Survey
    • Employer Satisfaction Survey

Course Enrolment

  • Added new field eCOE Issue Date on the Course Enrolment page
  • Registration ID has been renamed to “Registration Number”

CRICOS

  • CRICOS code field has been added to the Course
  • If configured, the value will be defaulted to the course offer, upon creation

Export Changes

Auto default Delivery Mode based on Outcome

  • When Outcome is configured to RPL granted (51) or Credit Transfer (60) or RCC granted (53) we will now always default set:
    • Delivery Mode (AV7, AV8) and Predominant Delivery Mode to ‘Not Applicable’
  • When Outcome is configured to WA values of RPL granted (06) or Credit Transfer (09) or RCC granted (15) we will now always default set:
    • Delivery Mode (AV7), Delivery Mode WA1,  Delivery Mode WA2, Delivery Mode WA3 to ‘Not Applicable’

Fee Help:

  • New fields added in the Course Offer page
    • HDR Engagement Code
    • Separation Status
  • New fields added in the Course Enrolment page
    • HDR Engagement Code
    • HDR Thesis Submission Date
  • Export Update (released on 28th May)
    • PS file – HDR Submission Date, HDR Completion Date
    • EN file – HDR Engagement Code

Course Enrolment page

The following new fields have been added to the Course Enrolment page:

  • Public Trust Number
  • Unique Training Hours
  • Orientation Date

Course Offer page

New fields have been added in the Course Offer page, as Unit Offer defaults to make Course Offer and Unit Offer setup quicker:

  • Fee Assessment Category
  • Mural Attendance

SDR Export Updated

  • Added support for Total_Fee and Fees_Free_Eligible
    • The export will be the right structure however you will receive a Warning as they are currently reported as empty
  • NOTE: New Fields to be gradually added in the database throughout the year

Smart and Skilled Outcome Change Blank to 85

Does this change apply to me?

If you are reporting government data to NSW Smart and Skilled then you will need to follow these steps.

What’s changing

Until August 2018, NSW Smart and Skilled had a blank Outcome that was required to be set for future Unit Enrolments. This blank outcome (00 in Wisenet) is no longer allowed and is being replaced by the AVETMISS 8 Outcome 85 – Not yet Started.

How is this change being implemented in Wisenet

  • The NSW Export has been updated in Wisenet to accommodate the required Outcome changes
    • The Export process is unchanged
  • All relevant Resource Articles have been updated to refer to Outcome 85 in place of the Blank Outcome
  • Customers will need to ensure Outcome 85 is used and NOT Outcome 00 (see steps below)

IMPORTANT: Required steps to be actioned by ALL NSW Smart and Skilled Training Providers

  • Effective immediately only use Outcome 85 and NOT Outcome 00
  • Update any existing records from Outcome 00 to Outcome 85 using any Unit Enrolment Update Feature. We recommend using the Bulk Unit Outcome Update feature in Wisenet by following the steps below:

1

  1. Navigate to LRM > Learners > Enrolment Update Wizards > Bulk Unit Outcome Update 
  2. Set the following Fields:
    • Unit Vet Flag – All
    • Contract State* – NSW
    • Enrolment Status*: Select All by clicking and dragging
    • CUOR End Date*: Choose a broad date range to ensure you get all records with 00. Eg. From 01/01/2018 to 01/01/2026

Learn More? How to Bulk Update Unit Outcomes with Enrolment Wizard

2

Select the outcome code you wish to change

  • Outcome AV Code – 00 – Blank Outcome
  • Then click Apply Criteria

3

You should now see a summary of Unit Enrolments that meet your above criteria grouped by Course Offer.

  1. Select ALL of the listed Course Offers
  2. Click on Action Menu
  3. Select Bulk Update Selected Enrolments
    • Ensure you choose to update Outcome = 85

You should no longer have any Unit Enrolments with Outcome 00.

NCVER National Quarterly Reporting

NCVER National Reporting

All Registered Training Organisations (RTOs) need to collect and report AVETMISS data on all accredited training activity.  AVETMISS is a national data standard which ensures the consistency and accuracy of vocational education and training (VET) information and covers the national VET data collections:

  • the National VET Provider Collection
  • the National Apprentice and Trainee Collection
  • the National VET in Schools Collection
  • the National VET Financial Data Collection.
About Quarterly Reporting

While you are still required to do your yearly AVETMISS reporting, all RTOs now have the option to submit data to NCVER quarterly, beginning with the January to March 2018 collection period on all of the nationally recognised training activity delivered by your organisation.

It is optional to do quarterly reporting, however to reduce the hassle and stress associated with end of year reporting, we highly recommend doing your NCVER National reporting quarterly.

Learn More? AVETMISS Fact Sheet

NOTE: This is for National Collection ONLY

The benefits of reporting to NCVER quarterly are:
  • Learners will have their USI Transcripts updated more frequently with nationally recognised training appearing on USI Transcripts around six weeks after each quarterly collection period
  • The USI website will include the latest available quarterly data
  • You can add new data for your most recent quarterly activity and make corrections to previously submitted data if necessary
  • Reduces the end of year reporting stress
How does it impact your AVETMISS Export?

Wisenet will automatically export the required Collection Period data based on the date the Export is ran. Therefore, you are not required to change anything in your export process.

i.e. If you ran an Export on 16th May then Wisenet would auto export the Jan – Jun collection periods for you as the collection period window for Jan – Mar is now closed.

The quarterly collection periods are cumulative, which means:

  • your submission for quarter 1 will only include training activity delivered in quarter 1
  • your submission for quarter 2 must include training activity delivered in quarter 1 and 2
  • your submission for quarter 3 must include training activity delivered in quarter 1, 2 and 3
  • your submission for quarter 4 must include training activity delivered in quarter 1, 2, 3 and 4 (Annual)

The quarterly collection windows open four weeks after the end of the quarter, and remain open for a two week period. The collection periods for 2018 are:

HELP?

Read the AVETMISS Fact Sheet OR Contact the AVETMISS support team from 8.45am – 5.00pm (ACST) via one of the following methods:

New Xero Integration- Is Here

Wisenet has re-connected You to the new integration and is re-syncing Invoices. Due to Xero strict integration limits this could take up to 24-48hrs for all of your invoices to appear. Thank you for your patience.

1

2

What does this Xero change mean for you?
What Has Changed?
  • Improved Syncing Efficiency 
    • Almost instant sycning of Xero Invoice back to Wisenet
    • Learner to sync within 5 minutes (soon to be instant)
  • Invoice sync now includes Credit Notes, Over payments and Pre-payments. This is also seen on the Learner> Xero Invoice page
  • ‘View Invoice’ will option the Online Invoice instead of downloading PDF. Go to Learner Profile and select Xero Invoices
  • Easier Management
    • Improved connect, disconnect and connection error handling
    • You can now re-sync data yourself

What is the same

  • Still only able to be access by Portal Admin users only
Xero is now found within Wisenet LRM
  1. Go to Settings
  2. Side Navigation bar select Connected Apps (you will only have access to this area if you are a Portal Admin)

Wisenet has re-connected You to the new integration and is re-syncing Invoices. Due to Xero strict integration limits this could take up to 24-48hrs for all of your invoices to appear. Thank you for your patience.

1. You do not need to re-connect. Wisenet has done this for you. 
2. When will you need to resync in the future? 

You will only need to resync in the future if you experience one of the following issues:

If something isn’t quite right or you have questions please log a support and we are happy to help.

If you have a different finance system such as MYOB we are hoping to integrate at some point in the future- stay tuned.

If you have Xero but are not currently integrating with Wisenet you may be missing out.

What’s so good about Xero Integration?

  • No double entry of Learner details. You can set up an automation to sync learners to Xero on enrolment.
  • Once invoicing is completed in Xero, you can view the invoice details, including the invoice PDF in the Learner’s record by clicking on Invoices from the Left Navigation Bar in Wisenet.
  • Learner’s can also see a copy of their Invoice in the Learner App
  • Makes your life easier by having all the documention in one place- Logbooks

Want to learn more? Xero Integration

How Does Xero Integration Work?

Next Step

Learn more about Xero Integration

March Release Notes

Purpose

‘A change is as good as a holiday…’ You may have noticed that your Wisenet looks a little different. We hope you like it! We wanted to focus on improving the look and feel of Logbooks to give you the information you need sooner.

We have mentioned in the last few releases that we have been busy working on behind the scene testing and building that will assist with larger and exciting releases to come. We are nearly there! This will mean we can be more agile with product releases resulting in more new features and less downtime for you. More to come!

Bug Fixes

We have fixed several bugs in this release.  If you have logged one, we will contact you personally.

Upcoming Webinars

Logbooks: March 29th, 11am ESDT

Learn how to become more efficient and effective through utilising Tasks, Messages and uploading Documents in Logbooks.

Register Now

If you missed any of our previous webinars you can watch them at anytime.  Please go to Webinars and Videos

Changes have been made to make Logbooks more user friendly and to function more efficiently.

For more information on these changes and how you can use Logbooks in your organisation see Logbooks 

These changes include:

GeneralTasksFilenoteMessaginguReportLearncycle and VSL Overnight Automation

General

  • More visual as an event Timeline
  • Improved filtering with search and by type
  • Share Filenote, uReport or Message. This allows you to share a logbook or document with someone via email. (Only available on Standard or Premium Edition)

Tasks

  • New field: Assigned By

Filenote

  • New field: Assigned To

Messaging

  • Now has Delivery Status
    • Track whether Sending, Sent, Read or Failed
  • Includes a new option to:
    • Send To: Learner’s Alternative Email
    • Users to set their email as the reply-to at the time of sending an email
      • This will not auto save back the reply into Wisenet. This will be a future feature.
  • Emails will be delivered quicker

uReport

  • Improved Generation Status
    • Better breakdown of status failures.
  • Improved uReport performance
    • Speed
    • Reliability during peak times to retry and ensure generation

At this stage Learncycles does not have the Status Feature. It will display the status as Unavailable.
The status will be an available feature in an upcoming release.

The scope importer is only available in Australia. 

Sometimes Units or Courses are updated and changed on www.training.gov.au these changes can now easily be updated in your Wisenet.

  • Can now re-sync data from TGA for a selected Course
    • Simply go into your relevant Course > Action> re-sync. This will add and update any new information including Units.
    • For more information see How to Import your Scope
  • Improvements for performance

Our main aim with the new design was to show:

  • More useful content
  • Reduce any clutter
  • Make a simpler and cleaner Wisenet

To do this we:

  • Removed top banner
  • Reduced padding in left navigation to allow more options to display
  • Replaced the word “Client” with “Learner” for consistency. Still referred to as ‘Client’ in reports

VSL

Changes made to the CAN and Invoices to better reflect layout in VSL Manual for providers 2017

New VSL Statement of Covered Fees

New requirement for VSL 2018. Sent at the beginning of enrolment. It is separate to CAN and Invoice

  • Is not part of Overnight Automation
  • Can be sent before or at the same time as first Invoice Notice
  • In uReport it is a Contract
  • Add Course Offer fields:
    • Course Fees
    • Loan Cap

VSL CAN and Invoice Template Updates

  • Included template for Statement of Covered Fee. This is a new requirement for 2018
  • Add some new fields to the template
  • Tweaked the Unit of Study list layout

Action Required

You can now log support from learn.wisenet.co

If you can’t find the solution from using the ‘search’ function you can click on log new support.

For more information see How to Log a Support Ticket

A new requirement for AVETMISS 8 is the field Survey Contact Status.

This is found under the Learner Personal Details section.

It will now be automatically defaulted to = A > Available for survey use

Learn More: AVETMISS 8

We are constantly trying to improve your ease of use in Wisenet because we understand you are very busy. With that in mind and from your feedback we have updated and created some new resources to help you with your processes and use of Wisenet.

Short Courses

If you delivery courses with only one or two units make sure you read how best to set up your delivery

 

General English

Setting up your General English Courses has a very particular rationale behind it. We have made it easy.

 

International 

Learn how to use Wisenet to meet your compliance requirements

Checklist for 2018

2018 is well underway and many organisations are already set up to make sure they are starting off on the right foot. To help with this we have created a quick checklist to ensure smooth running and to be better prepared.

   Streamline Your Processes

Now is a great time to improve processes and get things all set up for the year. Here are some ideas to get your started:

  • Use Learncycles to trigger and automate: tasks, messages, uReports. For more ideas on how Learncycles can help your organisation please Learncycle Examples or see Learncycles Main Page
  • Use messages to create standard templates when communicating with Learners
  • Use Tasks to keep up to date
  • Subscribe to key reports so you don’t forget
 
Save Time
  • The Bulk Update function allows you to update multiple records at one time. This can be done in a variety of ways. Update Start and End Dates, Outcome Codes using Gradebook for multiple learners, set defaults and more.

Explore Bulk Update

  • The Learner App can be used for Learners to see their Timetable, documents, payments and they can even edit their personal details saving Admin staff the hassle of updating records.

Introducing the Learner App

Store documents in Wisenet!

Store, record and send important information from within Wisenet!

 Student Cards

There is lots you will need to do to make sure you are set up for 2018. But to make it easier we have listed the main set up requirements and will have a webinar.

   Watch Course Offer Webinar

Make sure you have all of your Course Offers set up correctly for 2018.

Watch the Webinar
 
   Add new Contracts
 
    Copy Course Offers
  • You do not need to create new Course Offers from scratch if the information is the same. You can simply copy your Course Offer and update the relevant fields.
  • How to Copy a Course Offer
 
   AVETMISS 8 Fields
 
   Course Commencing ID
  • For Learner’s continuing their enrolment across a year their Course Commencing ID will need to be changed from a 3 to a 4 (this does not apply for 8). If this is not changed it will create errors in reporting
  • This can be completed in bulk. Bulk Update Course Commencing ID
 
   AVETMISS 8

Do you know all the new AVETMISS 8 Fields to add? There have been many changes to AVETMISS 8 and some fields you will need to Action change. If you haven’t set defaults for Course Offers and Unit Offers your new enrolments may be missing information.

Stay on top of all of your data.

These resources and reports identify any missing information and help avoid errors. 

State & National ReportingCheck Courses & UnitsCheck LearnersCheck Course EnrolmentsUpdate Outcome CodesUpdate Start & End DatesComplete EnrolmentsMissing Data or Errors

  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 

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 either Date Filter of General Filter:

In Date Filter, Select the following:

  • COR Start Date > custom >(please select the appropriate dates)

In General Filter, Select the following:

  • COR Start Date_more than or equals_(please select the appropriate dates)

Please remember to check new AV8 field Survey Status. For more information see our AVETMISS 8 page

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 #299 to check the Key Course Enrolment Fields:

You have a choice to either do either Date Filter of General Filter:

In Date Filter, Select the following:

  • COR Start Date > custom >(please select the appropriate dates)

In General Filter, Select the following:

  • COR Start Date_more than or equals_(please select the appropriate dates)

In addition, please check the below Course Enrolment Fields:

  • Study Mode
  • Start and End Dates
  • Delivery Mode AV8
  • Predominant Delivery Mode
  • Qualification Issued Tick (if completed)
  • Qualification Issued Date (if completed)
  • Study Reason
  • Commencing Course ID
  • Individual Contract ID (NSW and ACT only)
  • Individual Contract ID Expiry Dates (NSW and ACT only)

Follow the link for more information regarding new AVETMISS 8

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

  If you have missing information in NAT files or Errors from validations please see these resources:

There is lots you will need to do to make sure you are set up for 2018. But to make it easier we have listed the main set up requirements and will have a webinar.

   Webinar on Course Offers

Make sure you have all of your Course Offers set up correctly for 2018.

Watch now
 
   Copy Course Offers
  • You do not need to create new Course Offers from scratch if the information is the same. You can simply copy your Course Offer and update the relevant fields.
  • How to Copy a Course Offer
 
  Stay on Top of Reporting

November Release Notes

Major Release. Important Information

It has been a busy month preparing for November Release. There have been a lot of changes. Please read all details. 

  • Timetables 
  • Reports
  • AVETMISS 8
  • Credentials
  • UIP
  • End of Year AVETMISS Reporting
  • PIR Reporting
  • 20 Years of Wisenet!
  • Heaps More!

Bug Fixes

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

Webinar

This  month we have two webinars. If  you missed Learner App or would like to see any previous videos please go to Webinars and Videos

Upcoming Webinars 

  • November Release Overview 4th Dec Register
  • End of year Funded Data Check Webinar, 5th Dec. Register
  • End of year NCVER Data Check Webinar, 18th Jan, 2018 Register

All Countries

Improvements to Bulk Updates

Same functionality, but you will notice these changes:

Layout 

  • improved ease of use for field selection

New Fields

  • to incorporate AV8 fields and general additions

Learn more: How to Bulk Update

Timetables

Class Attendance StatusHow Attendance is now CalculatedLearner App Timetable

What has changed? 

  1. Invited changed to Enrolled
  2. Accepted changed to Attended
  3. Added Absent
  4. Added Medical Leave 
  5. Added Approved Leave

Why did we change this? 

  • Simplifies marking attendance
  • More accurate reporting
  • Will make reading attendance reports easier

What does this mean for you? 

  • Any status that was previously Accepted has been changed to Attended
  • Enrolled is NOT included in % attendance
  • Only status Attended or Absent will now be included in attendance calculations

ACTION REQUIRED!

  • Any status that is ‘Attended’ and 0% attendance and the Class Start Date in the past is now set to Absent
  • Any class where the Class Start Date is in the future the status is set to Enrolled
    • Due to these changes you must update any incorrect ‘Absent’ status to correct value.

These changes were automatically updated to align with new Status Names and reports

For more detailed information see How to Mark or Edit Attendance and Attendance Reports

Due to the changes of Attendance Status the calculation logic has also changed to reflect this.

To discover more see  How Attendance is Calculated

To reflect these changes the Timetable in the Learner App now includes the new statuses. In addition we have included the Venue and Trainer. This will allow the learner to quickly identify where their class is taking place.

Credentials

Credential Register Improvements 

  • Improved the functionality on the page for the Preview and Issue actions
    • Allows you to stay on one page rather than go back and forth. This makes it easier to follow the process
  • Changed the Issue options
    • You can now differentiate between a Final Qualification
    • Includes saving the Credential Number into the Parchment Number field in the Course Enrolment alongside the already stored Qual Issued Flag and Qual Issued Date. This is for AV8 compliance. 

Reports

The layout to the Reports page has changed. The functionality of the page has not changed we have simplified the steps to reduce confusion.

See the changes for yourself : LRM> Reports

Learn More: How to Generate a Report

What’s with the all Question Marks?

You will notice some orange question marks. These are here to give you more information. Click on them to discover more.

Australia

End of Year Reporting, Are You Ready?

As the year starts to come to an end it is important you are prepared for your end of year reporting. Luckily, Wisenet has you covered 🙂

Find out what you need to do and when to avoid a panic.

AVETMISS End of Year Reporting

Field Changes and Additions

We have added a number of fields to Wisenet for 2018 compliance updates and for general feature enhancements.

The following fields have been added to:

  • Specific add and edit pages
  • Any place where default values are set to save time
  • Any bulk update pages
AVETMISS 8 ReadyGeneralPIR Reporting
Action Required. All changes and updates have been recorded in our AVETMISS 8 article.

Other general field improvements have been added to:

  1. Orientation Date
    • Where: Course Enrolment
    • How to Use:
      • Used to identify when the Course has a defined Orientation Date
      • Can be reported on Letters of Offer or Welcome Letters in uReport
      • Set in Course Offer as a default value for newly created records
  2. Proposed Start and End Date
    • Where: Unit Enrolment
    • How To Use:
      • Used to define proposed dates for the Unit Enrolment. Then allows seeing the difference between proposed and actual dates.
      • Can be displayed on Training Plans
      • Will default to the Unit Offer Start and End dates on enrolment
      • Can be updated in bulk Unit Enrolment updates

Some new fields have been added for PIR

Fields Added

  • Estimated Yearly EFTSL
  • Commencing Student Identifier
  • Fee Type Indicator
    • Reported From: Course Enrolment
    • Where: Course Enrolment and Course Offer to allow for setting defaults for newly created records
    • How to Use:
      • PIR requirements
      • Bulk Update Course Enrolment actions
    • Reported From: Course Enrolment
    • Where: Course Enrolment and Course Offer to allow for setting defaults for newly created records
    • How  to Use:
      • PIR requirements
      • Bulk Update Course Enrolment actions
  • BH Broad Course Type ID
    • Reported From: Course
    • Where: Course
    • How  to Use:
      • PIR requirements

Fields Added Under Course Offer

  • Estimated Yearly EFTSL (default to Course Enrolment)
  • Commencing Student Identifier (default to Course Enrolment)
  • Fee Type Indicator (default to Course Enrolment)
  • Campus Operation Type
  • Domestic Student Fee
  • Offshore Delivery Indicator
  • Offshore Delivery Mode

Learn More: PIR 

Contracts

Contracts have changed to include Start and End date. Wisenet recommends for reporting purposes that each year a new contract is created.

Benefit: This allows you to archive old contracts. Contracts dropdown will filter to only show active contracts based on current date making it easier to find.

Learn more: Edit a Contract

AVETMISS Export Changes

The correct export version will run based on the selected year

  • AV7 will generate if 2017 or earlier is selected
  • AV8 will generate if 2018 or later is selected
  • NSW export for 2018 will be simplified and only include Smart and Skilled reporting option
    • Select 2014 to view old APL Claiming screens

New Outcome Codes

New Outcome Codes for AVETMISS 8 (AU)

  • 41 – Incomplete due to RTO closure
  • 85 – Not yet started
    • Use of ‘85 – Not yet started’ in the Outcome identifier – national field is optional; you may continue to leave this field blank if the learner has not yet commenced training activity.

Learn more: Outcome Codes

New Zealand

UIP

We have been working on updating and improving UIP integration. Customers have been individually contacted however, if you would like to learn more see UIP

Other Important Information

Holiday Period

Wisenet is closed from 23rd December and will re-open on the 8th January.

Please ensure you have all of your Support Tickets requested by Wednesday 20th 12pm.

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 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!

Celebrating 20 Years!

Celebrating 20 years of innovation in education management

This year marks the 20 year anniversary of when Co-Founders and Directors Kim Yelland and Ben Hamilton began Wisenet.  To celebrate we had a party! See more photos and read the full story of 20 Years of Wisenet.

Wisenet also marked the year with an International Learning Experience Scholarship. In conjunction with Skilling Australia this saw two apprentice chefs Alison and Ben travel to Japan to experience the Tsukifi Fish Market and skill observation at renowned kitchens Two Rooms and Ruby Jacks.

Read More:

Training Pathways: HuffPost 

Wisenet Scholarship Grant: Skilling Australia

Thank you for completing the Wisenet Resource Survey!

We really appreciated you taking the time to give us your feedback. Due to your feedback we have already made some changes to the layout of the Home Page making it less clutter and to show you the latest or most popular resources.  Over the next few months you will notice; some changes to Resources; how we communicate; more videos; and we will continue to do more of the things you love like webinars (be sure you register for them!).

As always please let us know how you are going and if you had any more suggestions.

Out with the Old and in with the New

Starting from 2018 the old help.wisenet.co will be closed and only the new learn.wisenet.co will be available for all of your resource and information requirements.

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 17th, 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
  1. Navigate to LRM > Reports
  2.  In Step 2 of the Wizard, in the # Field box, type 0448 and press Enter
  3. Click on the report number or name – the remaining steps of the wizard will open
  4. In Step 5, enter the following criteria
    • CUOR Start Date_Less Than or Equals_31/12/2017_AND
    • CUOR End Date_More Than or Equals_01/01/2017

5. In Step 6, Click View Report – A preview of the report will now open, in the Select Format Drop Down list select Exel – then click Export and the report will now open


Run for Unit Enrolments within a specific Contract

  1. Navigate to LRM > Reports
  2.  In Step 2 of the Wizard, in the # Field box, type 0448 and press Enter
  3. Click on the report number or name – the remaining steps of the wizard will open
  4. In Step 5, enter the following criteria
    • Contract Code_CONTAINS_type in the relevant contract code

5. In Step 6, Click View Report – A preview of the report will now open, in the Select Format Drop Down list select Exel – then click Export and the report will now open


Run for Unit Enrolments within a specific Learner

  1. Navigate to LRM > Reports
  2.  In Step 2 of the Wizard, in the # Field box, type 0448 and press Enter
  3. Click on the report number or name – the remaining steps of the wizard will open
  4. In Step 5, enter the following criteria
    • RefInternal_CONTAINS_type in the learner’s/student’s Ref Internal number

5. In Step 6, Click View Report – A preview of the report will now open, in the Select Format Drop Down list select Exel – then click Export and the report will now open

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.

Records will only appear in the NAT130 if the Qual Issued Date is within the Collection Year. If the Qual Issued Date was in another collection year you will need to ensure that the Program Completion Date (Actual End Date) is in the same year as the last Unit Enrolment End Date.

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