Smart and Skilled ereporting Technical Specifications and Business Validations

Transcription

1 Smart and Skilled ereporting Technical Specifications and Business Validations Version 1.1 JULY 2015 NSW DEPARTMENT OF INDUSTRY, SKILLS AND REGIONAL DEVELOPMENT

2 Contents Overview of ereporting...2 What is ereporting?... 2 Objectives of ereporting?... 2 The process for submitting Training Activity Data... 2 Technical Specifications for Training Activity Data Files...4 AVETMISS... 4 NSW Specific Data Items... 4 What data should be submitted?... 5 Reporting data for the Smart and Skilled Targeted Priorities Prevocational and Part Qualification Program... 6 ereporting Validations...8 Appendix 1 Training Contract statuses...18 NSW DEPARTMENT OF INDUSTRY

3 This document provides information for the reporting of Training Activity Data under Smart and Skilled through ereporting, located within the Department s secure portal, STS Online. The document contains: the technical specification requirements for reporting Training Activity Data validation rules for Training Activity Data that is submitted in ereporting. Please Note: This document and the technical specifications within it may be subject to change from time to time. An updated version will be made available where this occurs. Please Note: This document provides information on the Training Activity Data file requirements. The Smart and Skilled ereporting User Guide is available to assist Providers to use ereporting at: NSW DEPARTMENT OF INDUSTRY 1

4 Overview of ereporting What is ereporting? ereporting is located within the Department s secure portal, STS Online. It is the mechanism that you will use to report student and Training Activity Data to the Department for programs administered by the Smart and Skilled Contract. Training Activity Data will be reported through the successful submission of Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) compliant data files. Please Note: ereporting is the only accepted method for reporting data to the Department. Objectives of ereporting? ereporting is designed to: enable your organisation to meet its reporting obligations under the Smart and Skilled Contract Terms and Conditions and Smart and Skilled Operating Guidelines allow the Department to monitor training activity under Smart and Skilled enable the Department to make payments for Smart and Skilled training delivered, where due. The process for submitting Training Activity Data Training Activity Data submitted must be submitted in accordance with clause 15 of the Smart and Skilled Contract Terms and Conditions and section 18 of the Smart and Skilled Operating Guidelines. Before submitting a Training Data Activity Data file set via ereporting, you must first go the NCVER website and validate the Training Activity Data file set to ensure AVETMISS compliance using the AVETMISS Validation Software (AVS), an on-line facility developed and hosted by the National Centre for Vocational Education Research (NCVER), and receive a CollectionProcessingSummaryReport.csv (CSV) file. Below is a flowchart that provides an overview of the process for submitting Training Activity Data via ereporting. NSW DEPARTMENT OF INDUSTRY 2

5 OVERVIEW OF EREPORTING Figure 1 - ereporting Flowchart NSW DEPARTMENT OF INDUSTRY 3

6 Technical Specifications for Training Activity Data Files AVETMISS Data submitted must be in Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) VET Providers Release 7.0 format. The full AVETMIS Standard for VET Providers can be found at Follow this link for the VET Provider Collection Specifications component, and this link for the Data Element Definitions component of the Standard. AVETMISS files are named with a NAT prefix followed by a number, have fixed record lengths and contain no header records. NSW Specific Data Items AVETMISS allows for States and Territories to define specific requirements on some fields. Under Smart and Skilled, ereporting uses two standard below-the-line fields in the NAT00120 file. Table 1 below identifies these two fields. Table 1: Reporting NSW specific data items AVETMISS Field DEC Item Position Size Type Value Outcome identifier training organisation Training not completed or A TNC or Training deferred D Purchasing contract identifier Commitment Identifier (Commitment ID) A e.g. C Please Note: A Qualification or Course is referred to in AVETMISS as a Program ; a Unit of Competency (UoC) or Module is referred to as a Subject. This document uses the more familiar non-avetmiss terminology. The Department also allows varied use of the Outcome identifier national field in the NAT00120 file. NSW DEPARTMENT OF INDUSTRY 4

7 TECHNICAL SPECIFICATIONS FOR DATA FILES The specific requirements of each field are detailed below: Outcome identifier national In variance to the AVETMIS Standard, the Department allows blank values in the Outcome identifier national field. This indicates that training has not yet commenced in the UoC or Module. The UoC or Module is to be subsequently updated with an appropriate outcome on commencement and at finalisation of training. Outcome identifier training organisation This field is used to indicate that a student has discontinued from all training in the Qualification or Course (not just a single UoC or Module), or has deferred training in the Qualification or Course in accordance with the Smart and Skilled Contract. For discontinued students, the value TNC (Training Not Completed) should be used; for deferral, the value is D (Deferred). As this field indicates a situation which applies to the Qualification or Course enrolment, the same value for this field must appear in all UoC or Module enrolments for the Qualification or Course. Purchasing contract identifier This field is used to record the Commitment ID issued by the Smart and Skilled Provider Calculator for the Qualification or Course. The Department uses the Commitment ID to relate the Notification of Enrolment completed under the Provider Calculator and the reporting of Training Activity Data in ereporting, which may include a payment calculation. If the Commitment ID is not present, data will not be recognised as training subsidised under Smart and Skilled, and ereporting will reject the student. As the Commitment ID relates to the whole Qualification or Course, the same value must appear in all UoC or Module enrolments for the Qualification or Course. For further information in relation to obtaining a Commitment ID, Providers should refer to the following guides: Smart and Skilled Provider Calculator User Guide Single student process Smart and Skilled Provider Calculator Data Specifications and User Guide Multiple student process SBATS Enrolment Data User Guide What data should be submitted? The Training Activity Data for a student should always include a complete list of UoCs or modules for the qualification, course or part qualification/course, and start and end dates. The initial Training Activity Data file should include planned start and end dates for UoCs yet to start, where the actual dates are not yet known, and a blank outcome, then be updated with actual start dates when the UoC is commenced and an actual end date when the UoC is finalised and an outcome is reported. Relevant UoCs/modules must be updated to include outcomes as they are achieved. NSW DEPARTMENT OF INDUSTRY 5

8 TECHNICAL SPECIFICATIONS FOR DATA FILES Recognition of Prior Learning (RPL) and/or Credit Transfer (CT) outcomes must be recorded and reported for UoCs and modules for which RPL/CT have been granted. Please Note: Notification of RPL and/or CT through ereporting will result in a recalculation of the fee and subsidy. If RPL and/or CT are reported late in the training, this may result in an overpayment for that student which will require Providers to refund money to the Department. Important: When reporting a student who has discontinued ( TNC ) or deferred ( D ) from the training, no outcome will be reported for UoCs that did not commence training. The appropriate outcome should be reported for a UoC where training has commenced and the student has either completed (eg: competency achieved/pass (20), etc) or withdrawn part way through (eg: withdrawn/discontinued (40)). Reporting data for the Smart and Skilled Targeted Priorities Prevocational and Part Qualification Program For Providers reporting data under the Smart and Skilled Targeted Priorities Prevocational and Part Qualification Program, Training Activity Data must include specific AVETMISS codes for some fields in the NAT00030 and NAT00120 files. The fields are: Program identifier Program name Program recognition identifier The reported codes will depend on whether the training is for delivery of: a Skill Set, a specific group of UoCs as defined in a training package; or a STS Skills Group, a group of UoCs chosen by the Department that do not make up a nationally recognised Skill Set. Table 2 below details the codes to be reported in each field for each type of part qualification training. NSW DEPARTMENT OF INDUSTRY 6

9 TECHNICAL SPECIFICATIONS FOR DATA FILES Table 2: Codes for reporting the Smart and Skilled Targeted Priorities Prevocational and Part Qualification Program AVETMISS Field Skill Set or Full Qualifications STS Skills Group Program identifier Program name Program recognition identifier Code as identified on the Activity Schedule issued by the Department, and determined by the Training Package. Name as identified on the Activity Schedule issued by the Department and determined by the Training Package Code as identified on the Activity Schedule issued by the Department. This code is generated by the Department Name as identified on the Activity Schedule issued by the Department. NSW DEPARTMENT OF INDUSTRY 7

10 ereporting Validations Table 3 details the validations against the requirements of the Smart and Skilled Contract Terms and Conditions and Smart and Skilled Operating Guidelines, that STS Online will complete on the Training Activity Data submitted through ereporting. When a data file is uploaded into the ereporting section of STS Online, there are two stages to the validations. In stage 1: validations are first undertaken to check that the AVETMISS data file set ( NAT files) matches its accompanying summary file (CollectionProcessingSummaryReport.csv) from NCVER s AVETMISS Validation Software (AVS). Any inconsistency will result in the entire data file being rejected. In stage 2: If stage 1 is satisfactory, ereporting will then apply the Smart and Skilled validations. Failure against at least one of the validations will result in all data related to the student s Qualification or Course enrolment being rejected from the upload. For example, an invalid UoC start date in the NAT00120 file would cause the student s personal details (NAT00080, NAT00085, NAT00090 and NAT00100 records) and the other NAT00120 records for that student/qualification/ Course to be rejected. In Table 3 below: the Validation No. column corresponds to the rejection number that appears in ereporting, if a student is rejected the Validation Message column is the message which appears in ereporting, giving the reason for the rejection the Trouble Shooting column provides additional information to assist you with reviewing and correcting the error where a {0}, {1} or {2} is shown in the validation message, actual values or specific references will be displayed in STS Online, e.g. NAT file number, UoC code, Commitment ID, Training Contract ID, dates, etc. The validation message will give you the context for this value. NSW DEPARTMENT OF INDUSTRY 8

11 EREPORTING VALIDATIONS Table 3: Validation Messages Validation No. Validation Message Trouble Shooting 1 Your Provider's upload facility has been disabled. Contact Training Market Customer Support for advice. 2 Maximum upload file size exceeded. Contact Training Market Customer Support for advice. 3 One or more mandatory files {0} are not in your upload. 4 Data is currently being processed and cannot be reviewed until all validations are complete. When this has occurred an will be sent to the user who uploaded the data. Validations may take up to 24 hours from time of upload. 5 Your Provider has already uploaded one activity file set today. Only one upload is allowed daily. Follow the View Last Validation Report link opposite for details of today's upload. 6 Unexpected problem with AVS summary file. Contact Training Market Customer Support for advice. 7 AVS summary report does not contain record for {0} file. 8 Number of rows in {0} file (#{1} rows) does not match number indicated (#{2} rows stated in AVS) in AVS summary report. Providers should refer to correspondence sent to CEOs and/or Provider's Representatives regarding their Contract. Should they require further information, please send an to training.market@industry.nsw.gov.au with your Provider's Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. The file you are attempting to upload through ereporting is too large. The maximum upload size is 20MB. One or more of the required files are not included in the data you are attempting to upload. Please ensure you are uploading all required NAT files and the Collection Processing Summary Report as outlined in the ereporting guides. The system is processing a data upload and can only validate one upload at a time. Your Provider will need to wait at least 24 hours from time of the last upload before contacting Training Market for assistance. Only one successful upload can be made through ereporting per day. Please wait until the next calendar day before attempting to upload further data. Please check that your AVETMISS Validation Software (AVS) summary file ("CollectionProcessingSummaryReport.csv" file) is the exact file that was exported from AVS, and that it is for the NAT files that you are uploading. If you are still experiencing issues, please send an to training.market@industry.nsw.gov.au with your Provider Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. Please ensure that all the NAT files which you are uploading through ereporting are validated through AVS and included in the CSV summary report. Please ensure that the NAT files which you are uploading are the same files which were validated through the AVS and are in the summary report. NSW DEPARTMENT OF INDUSTRY 9

12 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 9 AVS summary report indicates that {0} file contains {1} errors. 10 AVS summary report indicates status of "{0}" for {1} file. Only status of "Validated" can be accepted. 11 AVS summary report indicates status of "{0}" for {1} file. Only status of "Validated" or "Part validated" can be accepted. 12 AVS validation must take place no earlier than 28 days prior to upload. AVS Summary report indicates that validation was on Date {0} for {1} file. Data will not be accepted which has errors as indicated in the AVS summary report. Errors are identified on screen in AVS. Please rectify identified errors in your system and re-validate new exported data through AVS. Please contact NCVER if you require assistance with identified errors in AVS. Files up to and including NAT00100 and the NAT00130 must have a status of validated in the AVS summary report. Please re-validate the data through AVS. Please contact NCVER if you require assistance with AVS. ereporting allows submission of students still in training (continuing enrolment). To do this please ensure you have ticked all three preliminary data checks as outlined in the ereporting guides to exclude the validations relating to activity (Unit of Competency) start and end dates and blank outcomes. This will result in a 'Part validated' status on the NAT00120 file. We recommend you complete the AVS validation on the same day you export data from your system and upload to ereporting. If there is an unexpected delay between export, AVS validation and the upload, you can upload the files to ereporting within 28 days as long as there are no changes to the exported data or your system. If it is more than 28 days or there is a change to the data or system a new AVS validation must be completed prior to uploading to ereporting. NSW DEPARTMENT OF INDUSTRY 10

13 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 13 Unexpected problem with AVETMISS NAT file(s). Contact Training Market Customer Support for advice. 14 [{0}] file is listed in AVS summary report but is not in your upload. 15 The file [{0}] in your upload is not a correctly named AVETMISS file. Check the Standard for correct file naming. 63 Student Activity upload facility has been disabled. Contact Training Market Customer Support for advice. 65 More than one copy of the [{0}] file exists in your upload. Only one copy of each NAT file should be supplied. This error message indicates that there is a problem with either the NAT files or the CSV file that you are uploading, and our system is unable to perform Smart and Skilled validations on the data. Some common problems that you should check include: the AVS summary file must be in the.csv format (not.pdf or.xls) and have the exact file name "CollectionProcessingSummaryReport.csv". The name cannot include the Provider name or any other distinguishing feature such as a date. the NAT files are in a text format (.txt). that the NAT files are the correct minimum length (e.g.: NAT should be 142 characters). The NAT file lengths are specified in the "VET Provider Collection Specifications" found on the NCVER website. each record (or row) within a NAT file must be the same length. that there are not duplicate Units of Competency (UoCs) reported for a student within the same Commitment ID. If you are still experiencing issues, please send an to training.market@industry.nsw.gov.au with your Provider Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. Please ensure all NAT files which are in your AVS summary report are also included in the data upload for ereporting. Please see the AVETMISS standards set by NCVER for the correct naming of NAT files. Providers should refer to correspondence sent to CEOs and/or Provider's Representatives regarding their Contract. Should they require further information, please send an to training.market@industry.nsw.gov.au with your Provider Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. Remove duplicate copies of any NAT files from your data upload; each NAT file should only appear once Unexpected problem: {0} Please send an to training.market@det.nsw.edu.au with your RTO Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. NSW DEPARTMENT OF INDUSTRY 11

14 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1003 Earliest Unit of Competency Start Date [{0}] cannot be changed after commencement of training 1010 Your Provider registration is inactive. Contact Training Market Customer Support Full Date of Birth must be supplied for a subsidised student. Date of birth supplied is [{0}]. The earliest UoC start date reported advises the Department when the student commenced training. The student's earliest UoC start date has been changed in this data upload from the date reported in the initial data upload. Please continue to use the same earliest start date as previously reported. Please send an to training.market@industry.nsw.gov.au with your RTO Legal Name, Provider ID (NSW RTO ID) and a screenshot of the error message. The Date of Birth supplied in the NAT00080 file is missing or in an invalid format. Please use the ddmmyyyy format Date of birth supplied [{0}] is not a valid date. The Date of Birth supplied in the NAT00080 file is in an invalid format. Please use the ddmmyyyy format The Commitment Id supplied [{0}] is not a valid identifier. Check against the Notification of Enrolment Report issued by the Provider Calculator. A valid Commitment ID must be supplied in the 'Purchasing Contract Identifier' field in the NAT00120 file. Please check that the student is subsidised under Smart and Skilled, and if so, check the Provider Calculator Maintenance screen for the correct Commitment ID for this student Commitment Id [{0}] is not active. Data must be submitted for a student before their Commitment ID expires. Please check the Provider Calculator Maintenance screen to check the status of the Commitment ID. Please note Commitment IDs expire 6 weeks from the planned start indicated in the Provider Calculator Unique Student Identifier [{0}] is not the same as that previously supplied [{1}] for this Commitment Id Gender [{0}] is not the same as that previously supplied [{1}] for this Commitment Id. Firstly check that the Commitment ID supplied for this student in the NAT00120 file is correct. If the wrong Commitment ID has been used, please change your data and upload again. If the Commitment ID is correct, please check the correct Unique Student Identifier has been used in the NAT00080 file. Please check that the gender supplied in the NAT00080 file is the same as previously supplied in the Provider Calculator for this student. If the gender in the NAT00080 file is incorrect, please amend the data and upload again. If the gender entered in the Provider Calculator was incorrect, you will need to Edit the Commitment ID and change the gender, and then revalidate and upload the data again Commitment Id [{0}] does not relate to your RTO. The Commitment ID supplied in the NAT00120 file for this student does not belong to your Provider. Please check the Provider Calculator Maintenance screen for the correct Commitment ID for this student. NSW DEPARTMENT OF INDUSTRY 12

15 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1075 Invalid STS Skills Group Code [{0}]. The code reported in the Program Identifier field in the NAT00030 file contains an invalid value. The Commitment ID record indicates the student is enrolled in a STS Skills Group. The matching STS Skills Group Code must be reported in the data. An STS Skills Group Code will start with: "SGXXXXXXXXXX". The STS Skills Group Code can be found on the Activity Schedule issued by the Department, or on the Commitment ID record available under the Provider Calculator Maintenance screen Qualification [{0}] is not the same as the qualification details against the Commitment Id. Check against the Notification of Enrolment Report issued by the Provider Calculator STS Skills Group Code [{0}] is not the same as the STS Skills Group Code in the Activity Schedule. Check against the Activity Schedule for the correct code Skills Set Code [{0}] is not the same as the Skills Set Code in the Activity Schedule. Check against the Activity Schedule for the correct code Qualification [{0}] is not on your approved scope of registration Training Activity Data has been finalised for Commitment Id [{0}]. No further data can be accepted The Units of Competency supplied are not in accordance with the Training Package rules for this Qualification [{0}]. The qualification for this student in the NAT00120 and/or NAT00130 file is different to that supplied in the Commitment ID. Please check the qualification details in the Provider Calculator or Update Student Details section of STS Online. The STS Skills Group Code reported in the Program Identifier field in the NAT00030 file does not match the code identified on the Activity Schedule against which the Commitment ID was issued. The STS Skills Group Code can be found on the Activity Schedule issued by the Department, or on the Commitment ID record available in the Provider Calculator Maintenance screen. An STS Skills Group Code will start with "xx". The Skills Set Code reported in the Program Identifier field in the NAT00030 file does not match the code identified on the Activity Schedule against which the Commitment ID was issued. The Skills Set Code can be found on the Activity Schedule issued by the Department, or on the Commitment ID record available in the Provider Calculator Maintenance screen. Please check your organisation's scope on to confirm you are approved to deliver this qualification. The final data for this student has been successfully submitted and the Commitment ID has a status of finalised (please refer to the ereporting Update Student Details screen). No further data will be accepted. Please check the UoC rules in the Training Package for this qualification in training.gov.au and compare to the UoCs which are being reported in the NAT00120 file. All UoCs (core and electives) required for a qualification must be included in the data for each submission. NSW DEPARTMENT OF INDUSTRY 13

16 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1111 The Units of Competency supplied do not match the Core Units of Competency associated with this Qualification [{0}] Date training commenced [{0}] was prior to issue of Commitment Id [{1}] Date training commenced [{0}] was later than expiry of Commitment Id [{1}] At least one Unit of Competency must be reported with an outcome code of 20, 30, 40, 51, 70 or 90 before enrolment data is accepted for subsidised training Date training commenced [{0}] was later than the Qualification End Date or the latest Commencement date specified on the Activity Schedule for the Commitment ID Date training commenced [{0}] was earlier than the Qualification Start Date or the earliest Commencement date specified on the Activity Schedule for the Commitment ID This student is an Existing Worker Trainee for Qualification [{0}] and is not subsidised under Smart and Skilled. Please check the UoC rules in the Training Package for this qualification in training.gov.au and compare to the UoCs which are being reported in the NAT00120 file. All Core UoCs required for a qualification must be included in the data for each. Data reported indicates that this student commenced training prior to the completion of the Notification of Enrolment process and date that the Commitment ID was issued. A Commitment ID must be obtained for every student before subsidised training commences. A current Commitment ID must be used for each student. If your Commitment ID has expired for this student, please training.market@industry.nsw.gov.au. Training must have commenced in at least one UoC before commencement data can be successfully submitted. Please check the NAT00120 file to ensure at least one UoC for this student has an outcome code of 20, 30, 40, 51, 70 or 90. The student must commence training within specified timeframes. For training delivery in a full qualification, training must commence before the end date of the qualification as specified on your Approved Qualifications Activity Schedule. You can also view the end date for the specific Commitment ID in the Provider Calculator Maintenance screen. For training delivery in a part qualification, Skills Set or STS Skills Group, training must commence within the Commencement Period specified on the Activity Schedule issued by the Department. The student must commence training within specified timeframes. For training delivery in a full qualification, training can only commence from the start date of the qualification as specified on your Approved Qualification Activity Schedule. You can also view the start date for the specific Commitment ID in the Provider Calculator - Maintenance screen. For training delivery in a part qualification, Skills Set or STS Skills Group, training must commence within the Commencement Period specified on the Activity Schedule issued by the Department. Existing Worker Traineeships are not subsidised through Smart and Skilled. Please contact your local State Training Services Regional Office on NSW DEPARTMENT OF INDUSTRY 14

17 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1160 Date training commenced [{0}] was during contract sanction period [{1} - {2}] The Unit of Competency outcomes supplied are not in accordance with the Training Package rules for this Qualification [{0}] The Unit of Competency outcomes supplied meet the eligibility rules for Qual [{0}] but you have not indicated this in the Program Completed (NAT00130) file NAT00120 field "Outcome identifier - training organisation" for Unit of Competency Id [{0}] contains unknown code [{1}] Unit of Competency [{0}] must not have outcome of '70' or '90' if 'Training Not Completed' is indicated Cannot indicate 'Training Not Completed' and also indicate Qualification eligibility in the Program Completed (NAT00130) file Cannot indicate 'Training Not Completed' when all Units of Competency have completed outcomes Cannot indicate 'Deferred' and also indicate Qualification eligibility in the Program Completed (NAT00130) file. Please refer to conditions outlined in relevant correspondence sent to your organisation The NAT00130 file has indicated the qualification has been issued, however UoCs reported do not support training package rules or issuing of the qualification. Please check in the NAT00120 that: the UoCs being reported meet the UoC rules in the Training Package for this qualification in training.gov.au. All UoCs (core and electives) required for a qualification must be included in the data for each lodgement. UoC outcomes reported support successful completion of the qualification. the student has not been reported as Training Not Completed ( TNC ) or Deferred ( D ) The UoCs reported in the NAT00120 support issuing of the qualification. The NAT00130 file has indicated that no qualification has been issued and/or is missing for the same qualification. An incorrect value has been reported in this field. This field must remain blank unless the student has discontinued training or is deferring their training, in which case "TNC" or "D" respectively would be reported in this field, as per the ereporting guides. Training Not Completed is indicated in the 'Outcome Identifier - training organisation' field in the NAT00120 file. This means the student has discontinued training and therefore cannot have an outcome of 70 or 90 which indicate training is continuing for the UoCs. Please either change the outcome code for the UoCs or remove TNC from the file if the student is continuing training. The data reported in the NAT00130 file indicates the student has completed all training and is eligible to receive the qualification, therefore Training Not Completed (TNC) cannot be reported in the NAT00120 file. Training Not Completed (TNC) cannot be present in the NAT00120 file if the UoC outcomes reported indicate the student has completed all training. The data reported in the NAT00130 file indicates the student has completed all training and is eligible to receive the qualification, therefore Deferred (D) cannot be reported in the NAT00120 file. NSW DEPARTMENT OF INDUSTRY 15

18 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1190 Each Unit of Competency enrolment for Qualification [{0}] must contain the same value for the [{1}] field in the NAT00120 file Unit of Competency enrolment [{0}] dates indicate that it has started and not yet completed, so it must have an outcome identifier of '90' (Not yet available) or '70' (Continuing Enrolment) Unit of Competency enrolment [{0}] has commencement date in the future, so should not have an outcome Unit of Competency enrolment [{0}] has end date in the past so must have a final outcome Unit of Competency enrolment [{0}] has a final outcome, so cannot have end date in the future Unit of Competency [{0}] is listed more than once for this student and Qualification At least one phone number must be supplied for each student [{0}] must be supplied for each student in the NAT00085 postal details file address [{0}] must contain one "@" character which is not the first character There is no NAT00085 postal details file record for this student. For every UoC reported for a student's qualification there are certain values that should be consistent and must be identical for every UoC reported in the NAT00120 file. Examples include but are not limited to: the Commitment ID must appear in the Purchasing Contract Identifier field Training Not Completed (TNC) or Deferred (D) must appear in the Outcome Identifier Training Organisation field For Apprentices and Trainees (including School Based) the Training Contract ID (TC ID) must appear in the Training Contract Identifier field If a UoC or module has started and the planned end date is in the future, the UoC outcome reported must be either: '90' 'Not Yet Available' if the planned end date is in the current Activity Period (i.e. 2015); or '70' 'Continuing Enrolment' if the planned end date is in the next or subsequent Activity Periods (i.e. 2016, 2017) If the commencement date of a UoC is in the future, the outcome must be blank to indicate no training has commenced. Please update the NAT00120 file to reflect this. If the end date of a UoC has passed, it must have an outcome of 20, 30, 40, 51 or 60 to indicate the student result for the UoC. Please update the NAT00120 file to reflect this. UoC outcomes reported in the NAT00120 indicate the UoC has a result and the end date cannot be in the future. If the given outcome is correct, please make sure the end date is in the past when the student achieved the result in the UoC. Please ensure each UoC is only reported once in the NAT00120 file for each student per enrolment (Commitment ID). Please ensure at least one phone number (mobile and/or landline) is given for each student in the NAT00085 file. The NAT00085 file is missing information in the field identified in the error message. Fields may include but are not limited to: first name, postcode, address etc. Please ensure the address in the NAT00085 file is in the correct format Student details must be reported in the NAT00085 file for each student reported in the NAT00080 and NAT00120 files. NSW DEPARTMENT OF INDUSTRY 16

19 EREPORTING VALIDATIONS TABLE 3: VALIDATION MESSAGES Validation No. Validation Message Trouble Shooting 1410 Training Contract Id [{0}] is different to that previously entered [{1}] to Provider Calculator for this Commitment Id This Commitment Id requires a Training Contract Id to be supplied. Training Contract ID (TC ID) reported in the NAT00120 file does not match the TC ID linked to the Commitment ID issued. Training subsidised through the Smart and Skilled Entitlement Apprenticeships and Traineeships Program and the School Based Apprenticeships and Traineeships Program must have a Training Contract ID in the NAT00120 file in the field 'Training Contract Identifier'. Please update your data Training Contract supplied is Invalid. Please check the Training Contract ID (TC ID) supplied in the NAT00120 file is correct. A Training Contract Search can be found in STS Online under the Apprenticeship and Traineeship section Your Provider is not the one nominated on the Training Contract for this student Date of Birth supplied [{0}] is different to that in the records for Training Contract ID [{1}] Student name supplied [{0}] is different to that in the records for Training Contract ID [{1}] Gender supplied [{0}] is different to that in the records for Training Contract ID [{1}] Training Contract id [{0}] is for an Existing Worker Trainee and is not subsidised under Smart and Skilled Qualification [{0}] is different to the Qualification [{1}] on the Training Contract Transition period for delivery of VTO Qual [{0}] is over. Please make sure the correct TC ID has been reported in the NAT00120 file. If this is correct, please contact your local State Training Services Regional Office on Please check the Training Contract for the correct Student details. A Training Contract Search can be found in STS Online under the Apprenticeship and Traineeship section. Please check the Training Contract for the correct Student details. A Training Contract Search can be found in STS Online under the Apprenticeship and Traineeship section. Please check the Training Contract for the correct Student details. A Training Contract Search can be found in STS Online under the Apprenticeship and Traineeship section. The Training Contract (TC) has been registered as an existing worker. Existing Worker Traineeships are not subsidised under Smart and Skilled. Please check the Training Contract for the correct qualification details. A Training Contract Search can be found on STS Online under the Apprenticeship and Traineeship section. The VTO has been rolled over and the transition period has passed. This student will need to be transitioned to the new VTO. Please contact your local State Training Services Regional Office on Training Contract Id [{0}] status [{1}] is not valid. Please refer to ereporting guides for valid Training Contract (TC ) statuses Unit of Competency [{0}] enrolment end date is later than Training Contract end date. Training must be completed prior to the Training Contract end date. The UoC end dates reported in the NAT00120 file indicate that training was completed after the Training Contract end date. NSW DEPARTMENT OF INDUSTRY 17

20 Appendix 1 Training Contract statuses The following table lists apprenticeship or traineeship Training Contract (TC) statuses for which Training Activity Data will be accepted for students who are apprentices, trainees, school based apprentices or school based trainees. The Comments Column describes the status. Please Note: Some valid statuses have timeframes within which the data will be accepted, as detailed in the Classification column. Table 4: Valid Training Contract status Status Comment Classification Pre Registration Withdrawn VALID if submitted within 2 months of TC effective date Approved VALID Registered 1 to 3 months after TC Start date VALID Learner In Training Post Registration Suspended TC is active but student currently not in training VALID Suspension Pending Employer or Learner requested Suspension awaiting response from other party VALID Transfer Pending Change of TC Employer, being processed VALID Transfer Pending (21 Day) Cancellation Pending Finalised - TC Incomplete Transferred Cancelled One Party (Employer or Learner) requested transfer; awaiting response from other party One Party (Employer or Learner) requested cancellation; awaiting response from other party Change of TC Employer this TC ended (New TC "Registered") For apprentices and school based apprentices: Providers can submit data for students who continue training after the cancellation date while they attempt to re-establish into a new contract. VALID VALID VALID if submitted within 2 months of TC effective date VALID if submitted within 6 months of TC effective date NSW DEPARTMENT OF INDUSTRY 18

21 SMART AND SKILLED EREPORTING USER GUIDE APPENDIX 1 Status Comment Classification Finalised - Successful completion For new entrant trainees and school based trainees: Providers can only submit data for training that occurred while the student was in an active training contract. VALID if submitted within 2 months of TC effective date Completion Finished workplace component only VALID if submitted within 2 months of TC effective date Complete Craft Finished workplace component only VALID if submitted within 2 months of TC effective date Complete Proficiency Completed workplace component and Qualification or Course with Provider VALID if submitted within 2 months of TC effective date NSW DEPARTMENT OF INDUSTRY 19

22 NSW Department of Industry, Skills and Regional Development July 2015