How To Generate PIR Student Export

Student data are submitted through the department’s Higher Education Information Management System (HEIMS) streamlining this data to a single collection. The PIR schedule for reporting commences from July 1st with submission due by August 31st.

Before you begin:

Required Knowledge: PIR

Required LRM Access: Admin

Required Pre-Steps: Install HEPCAT 



Successful PIR Student  Reporting

Each Tab represents a different stage in your PIR Student Reporting. Click on each Tab for instructions on what needs to be completed for successful reporting.

If you are required to complete PIR Student reporting, it is important that you incorporate specific PIR field collection and processes into your Course OfferLearner and Enrolment setup.

Before you can set up for correct reporting you need to understand the reporting requirements especially surrounding what data collection is required.

PIR File Guidelines outlines each field that is required for your particular reporting requirements.

Also ensure you have followed previous Set Up requirements for PIR

Learners that have withdrawn, deferred or resist will need to be updated prior to export.

How To Manage PIR Enrolment

Data Integrity Reports

While this is not strictly required, it is however recommended, as it allows you to proactively complete your data integrity checks to ensure

  • The right amount of data is being reported
  • There isn’t any incorrect data

Depending on your requirements there are a few PIR reports to choose from:

  • 0190 Learner AVETMISS and FeeHelp Summary
  • 0267 Learner FeeHelp Debt Summary
  • 0273 FeeHelp Data Integrity
  • 0439 Learner AVETMISS and FeeHelp details with Enrolment Counts
  • 0466 FH Missing Fields Export

Data Verification

Use Reports 0190, 0267, 0273, 0439 and 0466 to compare with your HEIMS verification data

How to Generate a Basic Report

Once you have identified fields that require changes and this has been completed, your updates can be performed in bulk.

How to Bulk Update

You can create a Task in Wisenet to help keep track of when reports need to be created.

How to create a Task

Alternatively, you can subscribe to a report.

How to subscribe to a Report

 1. Run Export

Generate FEE HELP Export for EN, LL, DU, CU, PS
  • On the Top Navigation Bar, click Reports
  • On the Left Navigation Bar click Exports
  • Click Fee Help Export
  • Under the heading Standard Fee Help Export Files, Select the reporting Year and Date
  • Enter the Email address for the generated report to be sent to
  • Click Start – The Export file(s) you selected will now be generated and emailed to the nominated email address
Generate FEE HELP Export for CO
  • On the Top Navigation Bar, click Reports
  • On the Left Navigation Bar click Exports
  • Click Fee Help Export
  • Under the heading Course of Study File, Select the reporting Year
  • Enter the Email address for the generated report to be sent to
  • Click Start – The Export file(s) you selected will now be generated and emailed to the nominated email address

Note: You can choose to View Exports (keep refreshing page until it loads) while waiting for the email

Click on image to enlarge

2. Missing information?

If your export appears to be missing information check this with the corresponding export on the PIR File Guidelines page.

You will then need to make the changes and generate your export again.

3. Submit to HEPCAT

If you can now, login to HEPCAT and submit your Export

After Submission

After your export has been submitted there may still be errors.

  1. Open the validation reports and go through the validation errors one by one. Search on HEIMS Admin for the Element that is causing the error
    Reporting Requirements HEIMS
  2. Click through to the Element to find the requirements for the Element
  3. Look in the Structure document for the File in question and locate the Element by Number by clicking on the number for further details
    HEPCAT – Validations By Number
    HEIMS – Validations By Number
    • Either: Find the field(s) in Wisenet using PIR File Guidelines  and you can then look into Wisenet for particular learner/records
    • Or: open the export text file and find the position (based on the structure) to determine the value being reported.

These can be fixed in two ways:

  1. Individually. Go into each individual record and amend the field
  2. Multiple. If there are many records with the same error these can potentially be fixed by performing a bulk update. How to Bulk Update

When these updates have been completed you will need to generate the export again and resubmit.


The information provided is based on our interpretations of the requirements. It is your responsibility to ensure that you are compliant. If you have any concerns or suggestions please contact us.

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