2. WELCOME
STELA NAT Upload
Training Session

3. Why do we have a new STELA?
STELA V3 has been built using new technology allowing us to:
modernise STELA and improve usability
provide improved performance and greater storage capacity.

4. STELA System STELA will operate as 2 separate systems:
STELA NAT Upload – solely for NAT file uploaders
STELA direct Entry – solely for direct entry clients

5. Accessing STELA NAT Upload
A link to STELA NAT Upload will be available on the work ready webpage
Click Login at the top right hand corner and select STELA NAT Upload
STELA NAT upload is expected to go live late July 2016 (date to be confirmed).

6. Existing STELA Users
If you are an existing STELA user, your login details will be transferred across into STELA NAT Upload
Your password will not transfer across and you will be required to use the ‘forgotten password’ feature
More details on how to access the system will be provided to all users prior to the implementation

7. Logging into STELA NAT Upload
Click Login at the top right hand corner and select STELA NAT Upload
Sign in by clicking on the Sign In Icon
Enter your Username and Password in the fields provided - click Sign In
If you forget your password, select the “forgot password” button and enter your address or username
An will be sent with instructions on how to reset your password
STELA Home Page will be the default page upon login. You can view instructions, newsletters, fact sheets, and STELA helpdesk contact details
Get participant's to login at this point.
Note: The helpdesk can no longer rest passwords, the forgotten password is the only option.

8. Basic Features of STELA NAT Upload
Top right hand corner of STELA is your Username
Click on username and you can sign out or change password
STELA MENU Bar (dark grey bar on STELA NAT Upload)
The STELA NAT upload menu bar provides options where you can:
upload NAT files
view your most recent successfully uploaded NAT data by NAT file
View submission progress
View reports
Review organisation details, subjects, programs, fund sources and students and Enrolments
View a list of users linked to your organisation

9. Notable Differences in STELA NAT Upload
National provider numbers (from TGA will be sued as your Organisation ID – there will be no longer be STELA state id’s for organisations.
Student ID’s will be the Student ID from your enrolment system – there will no longer by STELA state ID for students.
No longer receive an from STELA informing you of your if your upload was successful.
The status of your submission including errors and warnings will appear in the Import Log and submission progress area in STELA.

10. STELA Validations Four steps of validations
It does not replicate validations performed by AVS
Step 1 and 2 validations:
NAT files and format comply with AVETMISS and files have been validated by AVS and are error free.
subjects and programs are valid and on scope
enrolments relate to current collection year
contract format is valid and fund source is valid and linked to organisation
Where data errors on any of above validations your upload will fail and no data will upload into STELA. A list of errors will appear in the import log.
Data will need to fixed, new NAT files created, and re-uploaded to STELA

11. STELA Validations
Step 3 validations (only occurs when errors in Step1 and 2 are resolved and data has been re-uploaded):
Checks suburbs and postcodes provided are valid,
apprentice and training contract are provided and in correct format (where applicable)
SACE ID and School Location ID are provided and in correct format (where applicable). Where records fail step 3 the data will be accepted in STELA and a list of warnings will appear in the import log for appropriate action.
Where data does not comply with the above validations, the upload will be successful and a list of warnings will appear in the import log.

12. STELA Validations
Step 4 validations occur once data has been accepted into STELA. Checks include STELA identifying and flagging:
duplicate students and enrolments
incomplete student details
un-resulted enrolments
actual hours discrepancies
USI discrepancies
The above issues will appear in a number of reports in the submission progress area.
Note: The above issues will not prevent your data from being uploaded into STELA. In many cases it will prevent payments being processed until rectified and re-uploaded.

13. How to upload NAT files Zip NAT Files
select Upload from the menu items
to upload NAT files, select NAT file upload
click inside the NAT File: (Pre-validated by AVS and in zip format only) box to locate your zipped folder
double click the zipped folder to load it into the upload box and activate the “Submit NAT File” button
click the Submit NAT File button
view progress of upload by clicking the Refresh Log button until you see activity at the bottom of the screen
Note: Remember each time you upload you NAT files ensure that it is full all data year to date as each time you upload it will overwrite all previous reported data for year to date.

14. Import Log
Each NAT upload attempt will be recorded in a log under NAT upload
Appears in date / time order (most recent first)
Log will specify status, date, time, user, collection period and summary of warnings, errors
To view errors and warning associated with log in greater detail double click
Can be exported to excel if needed
Can download NAT files associated with upload (not available for data imported from previous STELA)

15. Submission Progress
The submission progress page provides a list of reports to be monitored and actioned after each successful upload to ensure your data is complaint with both state and national reporting requirements.
Select Submission Progress from menu items.
Current collection year is the default value.
To select a previous year select the relevant year from the drop down box.
Note: All your data reported in 2014 and 2015 will be transferred into STELA Nat Upload.

16. Submission Progress Continued
The Submission progress report provides details of:
enrolments into units
number of students reported within the selected collection year to date
list of incomplete AVETMISS reports
Each of the reports will identify if action is required:
It’s worth noting that while these reports may read incomplete, the majority of them are not required to be completed until the end of year collection period
However, it is recommended that you amend incomplete reports each quarter to limit the amount of work required to do at the end of collection year
We will now look into each report in a little more detail.

17. Submission Progress Reports
Un-resulted enrolments report will provide details on students that have an outcome of Not Yet Available where the finish date is in the current collection year. Students must be resulted with a final outcome as relevant throughout the year. At the end of the year they will need to be updated to a Continuing Enrolment with an end date in the next Collection year.
Continuing enrolment provides a list of students that have an outcome of Continuing Enrolment. This report can remain incomplete for end of year collection, but the finish date must be in the next collection year, and resulted once the unit has been completed.
Academic pass provides a list of students that have an outcome of Academic Pass (AP – 70), e.g. completed the theory component of a unit, but not the work placement. This report can remain incomplete for end of year collection, but the finish date must be in the next collection year, and resulted once the unit has been completed.
Unique student identifier discrepancies report looks at all of the USI’s in the system from across all organisations and provides a report where there are discrepancies. Unfortunately STELA does not have a direct link to the USI registry, therefore where STELA detects where multiple organisations have the same student but with different USI’s, it will display the student on the report for both organisations. It will continue to show on both organisations reports until the discrepancy has been resolved by the organisation who has it wrong.
Reports in green should be monitored and actioned accordingly throughout the year as necessary.
Reports in red include errors that will impact payment. These should be rectified as soon as possible.

18. Submission Progress Reports that affect your end of year AVETMISS Submission
Incomplete student details report identifies student details that are incomplete, e.g. missing profile information. These records need to be consistent for all students, and it is advisable that you use actual information rather than not stated (where available) – (will affect payment where DOB is missing or incorrect)
Duplicate students report identifies where the student information is the same as an existing record, either for current or previous year.
Where duplicate students are identified resolve these in your SMS and they should be resolved with your next upload
Duplicate enrolments identify where an existing enrolment into the same unit occurs for a particular student into a specific unit/module in the current or a previous year - e.g. a student may have been marked as CA in 2014, yet a subsequent occurrence in the same unit is marked as CA in the current collection year.
The unit should be marked as CT, providing the qualification is not the same as previously reported.
If the qualification is the same as previously reported, the most recent occurrence should be deleted.
Actual hours discrepancies report identifies where there is a valid outcome with 0 actual hours or where the actual hours exceeds the 8 hour rule.
Parchment Number discrepancies report identifies where the same parchment number has been used for different students/qualifications. This report will search all of your existing records in STELA from across all years
Reports in green should be monitored and actioned accordingly throughout the year as necessary.
Reports in red include errors that will impact payment. These should be rectified as soon as possible.

19. NAT Data
Allows you to view your NAT files in a tabular format and can be used to help you resolve errors/warnings with your NAT files.
Includes headings of the fields in each NAT file.
Select the NAT data from the menu items
Select the year from the drop down list (current year is default)
Click Load Organisation
Select the NAT File you wish to view by clicking on the NAT file number
Can be exported to Excel
NOTE: will only show the most recent successful upload (e.g. if your latest upload into STELA had errors, it will not appear in the NAT data)

20. Reports
A number of standard reports allow you to report on your enrolments/completions for a period of time
Parchments (Program Completions)
Enrolment Summary
Enrolment Statistics
Enrolment By Program
Enrolment Report by Contract
Enrolment Report by Funding Type
Enrolment Report By Funding Type and Location
Enrolment Report By Funding Type and Outcome
These reports are the same as Stela V2.

21. Organisation
Organisation information is downloaded from TGA into STELA
Subjects
List of all units of competencies as listed on TGA.
List of all modules in STELA. If you require modules from an accredited course to be added to STELA please contact the helpdesk.
If you report any enrolments in your NAT files that are not for valid units or modules it will cause the upload to fail.

22. Organisation Continued
Programs
Downloaded from your scope of registration on TGA
If you report any enrolments in your NAT files that are not for valid programs on your scope it will cause the upload to fail.
Where the program has exceeded the teach-out period, it will automatically drop off STELA, and cannot be reinstated.
Fund Source
List of fund sources linked to your organisation. If you report any fund sources in your NAT files which are not attached to your organisation it will cause the upload to fail.
Students
List of students uploaded into STELA since 2014 onwards.
Enrolments
List of all enrolments uploaded into STELA from 2014 onwards

23. Users Provides a list of STELA Users associated with your organisation
If a user no longer requires access to STELA please contact the STELA helpdesk on or
To request a new STELA user for your organisation, access the STELA quick link at and complete the online STELA application form

24. What next?
will be sent providing instructions on how to access the system.
Check in the current STELA against your user id is correct as this is how you will receive your advice on accessing the system.
We suggest you do a test upload of your NAT files as soon as possible after go live. This will give you a few weeks before the next pay run to fix any issues.

25. Questions?