1. BIIS UNIT Business Intelligence and Information Services Strategic Policy, Resources & Finance DFEEST

2. BIIS Unit responsibilities: Collection of all state training under AVETMIS Standard Reporting to Government agencies and NCVER Reporting within DFEEST for decision making AVETMISS auditing and quality procedures STELA maintenance and support STELA helpdesk and training Data Quality Assurance Coding and classifications General Information

3. RTO Workshops: Housekeeping Unique Student ID Total VET Activity Reporting AVETMISS 7.0 Reporting Requirements AVS on line STELA – set up and overview Hours, results, duplicates Skill Sets

4. VET Training Reforms 2014 Commonwealth-State Vocational Education Training (VET) reforms. USI will link students to their records of training undertaken regardless where it occurred from 2014 onwards. TVA - Employers and individuals can make better choices about training options TVA - Industry can know the skills being developed in the training sector TVA - Governments can develop more targeted policies and better direct funding to training priorities

5. Unique Student ID (USI) Commences on 1 st January 2015 due to elections this year ALL Nationally Accredited Training will be reported under USI RTO must not issue Qualification or SOA without valid USI Will allow capture of a lifetime of individual VET Study for students Easier to collate and authenticate VET Achievements for credit RTO access, with permission, to student’s personal information SMS can interact with the USI systems for ease of validating numbers see www.abr.gov.au/auskeywww.abr.gov.au/auskey www.innovation.gov.au/usi

6. Total VET Activity Reporting (TVA) – Information fact sheet Commences on 1 January 2014 RTOs are required to collect and report AVETMISS compliant data for nationally accredited training – both publically funded and FFS RTOs will need to start collecting data from 1/1/2014 for 2014 collection finalised in January 2015. A financial contribution to assist those who have never reported data before will be provided by Commonwealth and State governments. Must be compliant with AVETMISS 7.0 from 1/1/2014 Provide a fuller picture of VET training in the sector and the effort being undertaken. http://www.innovation.gov.au/Skills/National/Reporting/Pages/default.aspx

7. Total VET Activity Reporting (TVA) – How Information is Used fact sheet Governments working to minimise the impact on RTOs STELA – Free government system from DFEEST to use as your AVETMISS compliant Student Management System or have own system and upload SA happy to receive all FFS activity through STELA Large Enterprises can report their Fee for Service activity directly to NCVER, must register on NCVER website RTOs who have not reported to National VET Collection since January 2009 are eligible for financial assistance of $1,000 – registrations active at 7 June 2013 Some exemptions are available for specific groups Partial exemptions do not restrict RTOs from providing full data if it chooses. RTOs will still need to fulfil existing legislative and contractual reporting obligations including the Student and Employer Satisfaction Surveys.

8. Total VET Activity Reporting (TVA) In January 2015 each RTO must submit AVETMISS compliant data on all nationally recognised training where the RTO is responsible for issuing a qualification or SOA. From 1 January 2014, each RTO must implement policies and procedures to collect full AVETMISS data from their clients, unless exempt Transition arrangement (fact sheet): Where a RTO considers that it will be unable to comply with the above it will be required to notify their VET regulator (ASQA, VIC, WA) that it will be accessing a twelve month exemption. This exemption will mean that the first dot point applies from 1 January 2016 and the second dot point applies from 1 January 2015. http://www.asqa.gov.au/

9. Total VET Activity Reporting (TVA) Exemptions (fact sheet) Full Student Data Exemption: National security, border protection and policing - security issues  Would conflict with defence or national security legislation  must provide annual summary data that does not identify the client  Must collect full AVETMISS data for clients not covered by above Partial Student Data Exemption: Emergency, fire and rescue service organisations – certain training  Training provided to employees and volunteers in these services  Must collect full AVETMISS data for public Fee for Service training

10. Total VET Activity Reporting (TVA) Exemptions (fact sheet) Partial Student Data Exemption: Enterprise registered training organisations – certain training  Training provided to employees and volunteers who commenced employment or volunteering prior to 1 January 2014  Must collect full AVETMISS data for employees and volunteers who commence employment after 1 January 2014 Short Stand-alone units/modules  A list of short units or modules (< 8 hrs) has been defined by NSOC  Any RTO delivering a short stand-alone unit or module on the approved list with < 8 hours training  All other training must provide full AVETMISS Data TVA Policy is available at www.innovation.gov.au/vetreportingwww.innovation.gov.au/vetreporting updates will be on www.training.gov.auwww.training.gov.au

11. TVA Data Exemptions: Partial Exemptions don’t supply: highest school level completed year highest school level completed language indicator labour force status indicator country identifier disability prior educational achievement at school indicator proficiency in spoken English Indigenous status (Enterprise EW, Emergency services only)

12. Total VET Activity Reporting (TVA) South Australia prefers that you submit all your data through STELA DFEEST will submit to NCVER NCVER will upload into CCOS for annual reporting to ASQA DFEEST requires RTOs to report through STELA quarterly each calendar year – implementation for FFS flexible in 2014. Annual data must be reported to DFEEST by end of January No exemptions to 31 st January deadline due to constraints ASQA will monitor RTOs who don’t report – registration requirement AQF Guidelines and NVF framework have all been updated

13. Any Questions ?

14. Coffee Break

15. AVETMISS 7.0 in 2014: Use AVETMISS compliant enrolment form to collect Student Details Introduction of the Unique Student ID nation wide – now 2015 Collect client usual residential address information for geocoding to derive client socio-economic status Add capacity to collect Skill Set information Update the file structures and validation rules –Specific Program ID to be above the line of NAT00120 Remove unnecessary validation rules e.g. study reason different Add new validation rules e.g. record in NAT00130 will need to have enrolment in NAT00120 Name changes e.g. Enrolment Activity Start Date to Activity Start Date –Qualification Issued Flag to Issued Flag due to Skill Sets –Course becomes Program, Unit becomes Subject Visit www.ncver.edu.au and click on Statistics, look under VET providers for NAT files and Data Elementswww.ncver.edu.au

16. DFEEST Reporting Requirements DFEEST ask all RTOs to report their training activity quarterly DFEEST offer a free AVETMISS compliant system called STELA – Student Training Enrolment Logistics Application RTOs can enter into STELA by Direct Entry or Uploading NAT files NOT BOTH methods or duplications will occur STELA provides all Qualification, Accredited Course, Unit of Competency and Module information needed for reporting STELA contains your organisation details and Scope of Registration STELA supplies error reports to show what you need to fix before the end of the year You will need a login to access STELA and ensure your organisation is set up for reporting

17. Setting up STELA for reporting: You must complete an application to access STELA, have it signed by the Compliance Officer, fax or email to BIIS Unit Two logins to get into STELA –DFEEST Threat Management Group (TMG) to get through firewall into DFEEST –STELA login to get into STELA To access STELA you will need to navigate Skills SA website Once you have access to STELA, change your password To enrol students you need to create training locations Check your fund types are assigned to your organisation Decide how you will enter into STELA – Direct Entry or Upload from another system Book into a training session on the home page of STELA

18. Direct Entry Direct Entry requires you to enrol, result and enter parchments directly into STELA and is AVETMISS compliant All student profile data must be provided unless you have partial exemption STELA has AVETMISS and business rules you must adhere to such as the 8 hour rule and 13 month rule 8 hour rule – actual hours entered can not be more than 8 hours per day 13 month rule – start and end dates of unit activity can not be more than 13 months apart Class Templates, Bulk Enrolling and Bulk Resulting are available Check Submission Progress page for error reports and completions

19. STELA Overview Organisation Information Training Information Students/Enrolments Submission Progress Page

20. Uploading: You will need your own AVETMISS compliant system that can create NAT files They are text files with all the AVETMISS coding in 11 files

21. NAT files: NAT00005 – State specific file NAT00010 – Organisation details NAT00020 – Delivery Location details NAT00030 – Qualification/Course details NAT00060 – Unit of Competency/Module details NAT00080 – Student details NAT00085 – Student details and postal address NAT00090 – Disability details NAT00100 – Prior Education details NAT00120 – Enrolment and student details NAT00130 – Qualification/Course/Skill Sets completion details –DFEEST has additional requirements in NAT00130 rptfile_status.txt – status report from validation software showing no errors

22. Uploading: Uploading NAT files is more complicated as you need to validate your files first through the NCVER AVETMISS Validation Software –The AVS will check your AVETMISS coding and business rules –When they are error free you upload into STELA and may still have more errors to fix due to STELA business rules – check Submission Progress page –You need to save the Status report with the NAT files and zip them altogether DFEEST requires additional information in the NAT00130 of the parchment number and date of issue – see handout specification Training on STELA (and AVS) is available for direct entry and uploaders and we have a STELA helpdesk for assistance Ph: 8226 3050 or email dfeest.stelahelpdesk@sa.gov.audfeest.stelahelpdesk@sa.gov.au

23. AVS Demonstration New on-line system Shows errors Must be error free Must save the Status report Zip files to upload

24. STELA Overview Uploading NAT files Submission Progress Page

25. Actual Hours v Nominal Hours: Nominal Hours Designated by Curriculum Developers as guide They represent the nominated hours that it could take to train a student in a unit They are already in STELA database Actual Hours You Direct enter or Upload (via NAT00120 Scheduled Hours) the actual hours in STELA They represent the actual hours spent in training the student –in classroom –In the workplace - hours of total training in work place –For RPL use the time taken for assessment

26. STELA business rules: Actual Hours must be reported for the time the student spends in classroom, you can include assessment time Do not use the nominal hours as actual hours unless you are actually training for that number of hours RPL Actual Hours can be the time taken to assess application Credit Transfer and External study has no hours entered Actual Hours must be <=8 hours per day and fit within the Start and End dates e.g. 1/8/ - 10/8/ = 10 days x 8 hrs = 80 hours actual hours must be less than or equal 80 hours Start and End dates must not be more than 13 months apart, this is the activity time for each unit If you upload data never change the start date or you will create duplicates, you can change the end date

27. Resulting Codes: - See handout definitions 20 - Competency Achieved/Pass 30 - Competency Not Achieved/Fail 40 - Withdrawal 70 - Continuing Enrolment 90 - Not Yet Available 99 - Not Started 51 - Recognised Prior Learning – granted 52 - Recognised Prior Learning – Not granted 60 - Credit Transfer 81 - Non-assessable enrolment – satisfactorily completed 82 - Non-assessable enrolment – withdrawn or not satisfactorily completed

28. Skill Sets: Skill Sets can be searched for under Training Information in STELA RTOs training in Skill Sets in 2014 must use National Skill Set Codes 2013 State codes, change to National Codes automatically in 2014 Skill Sets will need to be included in the NAT00130 as completed See AVETMISS 7.0 changes to NAT00130 and DFEEST Specification

29. Duplicate Students: Run Duplicate Student Report from Submission Progress or Reports You will need to upload the whole year to delete duplicates for uploading but direct entry can delete the student Duplicate Enrolments: Run Duplicate Enrolment Report from Submission Progress or Reports Continuing Enrolment Report: Run Continuing Enrolment report from STELA Make sure the students in RED are finally resulted before end of year

30. 2014 National AVETMISS Data Collection: Annual 2014 data reporting due by 30 st January 2015 All training activity must be reported in STELA by this date fully resulted All error reports must be corrected by this date No Extensions – not in, not reported ASQA will be monitoring those that don’t report and don’t have transition arrangements Plan ahead by quarters – enrol, result and fix errors Use quarterly reporting to practice uploading as often as want Make a booking for STELA and/or AVS training Ring STELA helpdesk ahead of time if having trouble – don’t be shy!

31. Any Questions?

32. Next steps: Lodge a STELA Login Application form Decide if you are Direct Entering data or Uploading from another system Register for training sessions on the STELA home page Check the Organisation Details Type in your Delivery Locations – direct entry only Check you have all the Fund Types you require Come to the Training session Ask for help from the helpdesk Book a further training session one on one Use 2014 Quarterly reporting as practice for the end of the year

33. STELA Assistance: Ph: 8226 3050 Email dfeest.stelahelpdesk@sa.gov.audfeest.stelahelpdesk@sa.gov.au