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TRANSFORMING THE COLLECTION OF STUDENT INFORMATION (TCSI )

TRANSFORMING THE COLLECTION OF STUDENT INFORMATION (TCSI ). TCSI Webinar 15 February 2019. 2020 Reporting requirements Element specs, scope & structure, timing, data framework Demonstration – the TCSI Portal ( PaRT 2) FIRST test cycle – outcomes Next Steps. Overview.

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TRANSFORMING THE COLLECTION OF STUDENT INFORMATION (TCSI )

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  1. TRANSFORMING THE COLLECTION OF STUDENT INFORMATION (TCSI) TCSI Webinar 15 February 2019

  2. 2020 Reporting requirements Element specs, scope & structure, timing, data framework Demonstration – the TCSI Portal (PaRT 2) FIRST test cycle – outcomes Next Steps Overview

  3. 2020 Reporting requirements

  4. Data elements Element specifications • Key updates in Version 2.2: • Glossary of data types • E312 Special course code • E330 Type of attendance code • E403 Student given name first

  5. Scope & structure requirements • All data is reported in packets set out in Data Framework • Each packet is made of data elements • Scope and structure = a single document • Identifies minimum mandatory fields • Provides information on revising and updating values • Some packets include “information groups” • These allow you to report more than one value & changes over time e.g. citizenship • A single document • Data packets • Information groups

  6. VET Course Admissions packet Mandatory/required elements Information groups What to revise

  7. Timing requirements The mandatory minimum elements are due no later than 5working days following a reportable event All required elements are due no later than 10working daysafter the earliest census date Due dates for a reportable eventdeterminethe due date for reference data determinethe due date for reference data

  8. Timing requirements • What’s a reportable event? • They’re listed at the bottom of each event based packet • We’d greatly appreciate feedback on: • any events we missed • Whether the are clear in: • WHAT events need to be reported • WHEN events are defined as occurring Feedbackdue6 March

  9. Supporting documents • The higher education & VET Student Loans (VSL) Data Framework v 2.2 • Key updates: • Element list • Splitting of the Special interest course packet • Exit awards packet • Aggregated awards packet

  10. Q A

  11. Your Questionsfrom the 7 FebruaryPortal demo

  12. Records pages:What can I see? • Tabs for information groups(Students, Campuses, etc.) • All active and validated records in the database • “Add button”(Create new records)

  13. Records pagesWhat can I do on these pages? • Manually create a new record(including “child” under a “parent”) • Link two records together(e.g. linking Courses to Campuses) • Access & revise all records back to 2005, including: • Records submitted via Portal, B2G APIs • incomplete packets • All 2020 elements (will not show retired elements) • One record at a time

  14. Upload history: Response files When a provider upload a file it will be validated. The portal will display information about uploads in three different files. You can save your files for future processing. Submitted file – this is an exact copy of what you submitted The file does not return validation messages. Error file – this includes all records that failed validation. Includes fatal & warning validation messages Success file – this is a copy all records that passed validations. Details the outcome for each record. (unchanged, revised, new) Includes warning validation messages.

  15. Error file

  16. Portal Compatibility • TCSI portal operates in a browser.So you can work fromany computer with: • Chrome latest • Firefox latest • Edge 2 most recent major versions • IE 11 latest • Safari 2 most recent major versions

  17. Outstanding Questions • Deleting a packet after submission is done by uploading a delete file • There is no file submission “roll-back” to undo changes • 5MB is the maximum file size for uploading to the portal

  18. File upload demo:What does a file look like?How does it work?

  19. Identifiers for the record File upload:What’s in a file?

  20. Identifiers for the record File upload:Update only Only one true value

  21. Identifiers for the record File upload:Update only Only one true value Need to includeall true values

  22. Identifiers for the record File upload:Update only Only one true value Need to includeall true values Time based data

  23. File upload:Elements with one or more true values

  24. File upload:Identifiers for an information group Identifiers for the record need to be repeated in every line of the spreadsheet that is about the same information group (e.g. a student’s admission in a course)

  25. File upload:Elements with only one value Only the top line is filled out for elements that get overwritten (e.g. elements where we don’t keep the history of change) Leaving a blank will revise the database value to “blank”

  26. File upload:Elements with one or more true values CAUTION: Leaving out a previously reported value will remove it from the database. Report each value in a separate row where there are multiple true values. They can be in any order. Fill from the top and leave blanks when you have reported all applicable values

  27. CAUTION: Leaving out a previously reported value will remove it from the database. What you report for the record will be reflected in the database. File upload:Time based elements Report each value in a separate row where there are multiple true values. They can be in any order, as long as the effective dates match the code.

  28. Q A

  29. File upload OPTION:Update only file (can’t revise effective dates) Is the file useful? For which packets? (e.g. student)

  30. December testing outcomes

  31. December testing – Outcomes Support email: TCSI.DEVELOPER.SUPPORT@HUMANSERVICES.GOV.AU Received emails: 141

  32. Ty p Typical load : ~ 5000 API s a day Christmas Break Ty p API calls

  33. Defects

  34. Lessons learnt PRODA • Review the supporting documentation • Clearer definitions Developer Feedback • Improve the defect management process and information sharing • Timely acknowledgement of receipt of email enquiries

  35. Service Hub

  36. What’s coming up? Next build and deployment cycle Developers will be able to test against the following API endpoints: • Higher education Students • VET Students • VET Courses • VET Campus • VET Unit of Study. Developers can also test against the five higher education APIs from test cycle 1: • Course, course of study, campuses, course on campuses and unit of study

  37. Key dates • 7 March • - Developer webinar 5 February - Newsletter 6 March - Comments on requirements 7 February - Webinar: TCSI Portal 15 March - Co design workshop 18-31 March - API test cycle 2

  38. CONTACT US • For developer support and • access to Govdex TCSI Developer Group *TCSI.Developer.Support@humanservices.gov.au • For general project and reporting issues: • HEIMS Data Collections • *HEIMS.datacollections@education.gov.au • ( Telephone: (02) 6240 7487

  39. 12 Month Development and Integrated Testing Sequence Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Build and test cycle • Build and test cycle • Build and test cycle • Build and test cycle Transition support Courses and Courses of Study • Campus and Courses on Campus • Units of study TESTING Authentication (PRODA) Students • Staff TESTING Course administration VET Curriculum • Enrolments • Student loans & debts Concordance TESTING Applicants TESTING Preferences Offers Provider Info Requests

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