How TCSI Integration works

Once connected the TCSI process automatically syncs your VSL and HE data to TCSI. The sync process occurs nightly and detects any changes that occurred during the past 24 hours.

The TCSI data sync process has a lot of data validation checks. Records that fail to sync due to validation errors will be skipped and the validation error logged. Users will then be able to resolve such data errors and sync again.

See TCSI Validation Errors and Resolutions

Manual Data Sync Options

There are also 2 manual data sync options for TCSI:

  1. Sync a specific Learner record including TCSI Enrolments
    1. This option is available in the Learner Profile page under top right Actions menu
    2. This is useful when you have just made a change to a specific Learner and/or their enrolment and would like the change sync’d immediately
    3. TCSI data will only sync where a Learner has at least one valid TCSI Unit Of Study with a Census Date after 01/01/2020
    4. If the Learner and Enrolments are older than this, the record will not sync. The change will need to be manually completed within TCSI. See FAQs below.
  2. Resync any records changed within a desired date period
    1. This option is available in Settings > Connected Apps > PRODA/TCSI
    2. This is useful when the TCSI integration has been disconnected for a period of time OR there have been a lot of changes made within the day and you would like to see the sync results without waiting for the overnight sync.
    3. This will only sync records that have changed during the supplied date range


What happens if my PRODA account disconnects?

PRODA can disconnect due to an error or the forced 6 month expiry. When this occurs you will need to reconnect PRODA.

If PRODA was disconnected for a period of time, once it is reconnected, you should use the resync feature to sync records changed during the outage period.

How to handle PRODA B2B Device Expiry?

Follow the instructions on How to handle PRODA B2B Device Expiry.

What TCSI data is synced and what is not?

Wisenet will take care of syncing the adding and updating of the following data types:

  • Course
  • Campus (Location)
  • Student
  • Course Admission
  • Unit Enrolment
  • Course Of Study (HEP only)

Deleting will ONLY be done for Course Admission and Unit Enrolment records as these are critical for funding. All other data types will not be automatically Deleted due to both the rareness of such events AND the complexities involved with related linked records.

HEP may require additional data to be added to TCSI for file types like Course On Campus.

It is recommended to use Wisenet’s data sync where possible, however when there are sync limitations (as listed above), the provider will need to manually update such records using TCSI Data Entry. It is important to ensure that Wisenet data records always replicate what is in TCSI where applicable.

Please refer to the TCSI File Guidelines which outlines what records are included in each file and the required logic.

Why is the TCSI sync limited to Census Dates after 01/01/2020? 

This design was made to reduce the risk of altering older data that is HEPCAT structured (missing TCSI fields) with the data in TCSI. Hence we are preventing syncing older HEPCAT based records to TCSI. We permit 2020 records as these are more likely to require tweaks to data in TCSI due to revisions.

If you need to update older records you need to login to TCSI and use the TCSI Data Entry tool to manually make the changes. We recommend that you ensure that the data is the same in Wisenet and TCSI.

Loan Fee Percentage and Loan Fee Amounts

The Loan Fee Amount is the additional Fee charged to the Learner for their studies on top of their Loan Amount. Wisenet calculates the Loan Fee Amount by multiplying the Loan Amount x Loan Fee Percentage.

The Loan Fee Percentage changes depending on the Learner’s Enrolment. However due to the Student Loan Tax Suspension initiative as a result of Covid, the rate charged by the DESE was 0% for all Units of Study with Census Dates between 01/04/2020 and 30/06/2021.

HEPCAT however required the old rates to still be reported and at the time with the information we were provided, Wisenet decided to leave the rates as is within LRM. However due to TCSI requiring the 0% rate we have decided that we should set the right Loan Fee Percentage which aligns with the actual rates. We have updated the OLD HEPCAT exports to calculate the Loan Fee on the fly even with 0% showing in Wisenet.

The Wisenet Unit Of Study Enrolment section manages all of this and has alerts when the Loan Fee Percentage is set to 0% due to the Student Loan Tax Suspension initiative.

A detailed breakdown of the Loan Fee Percentage logic is outlined in:

If 2020 records are already uploaded to HEPCAT and synced to TCSI, will subsequent changes in Wisenet overwrite the TCSI record?

Yes, if there are changes to TCSI Learner Enrolment records that have a Census Date after 01/01/2020 then Wisenet will sync the change to TCSI.

Will Wisenet TCSI Sync create duplicate records?

The TCSI sync process is designed to not create duplicates. Validation errors will be provided should a duplicate record be detected. You will then need to resolve the data error in Wisenet.