Roadshow Transforming the Collection of Student Information (TCSI) - June 2018 - Department of ...
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Transforming the Collection
of Student Information (TCSI)
Roadshow
June 2018
The TCSI project
The Department of Education & Training (DET)
and the Department of Human Services (DHS) are
working with providers to transform the collection
of student information
DET
HIGHER ED B2G Interface
STUDENTS DET DHS
PROVIDERS or Portal
TCSI - our Aim • Use new technologies to simplify how data is collected • Reduce duplication • Improve data quality, timeliness and availability
Roadshow outline • New data structures • Understanding your data flows • Proposed solution – the details • Timelines for reporting & using data • Elements to support DHS student payments • Implementation schedule • Open discussion and questions
HEPCAT pain points • Duplicated reporting: – Files (EN, HELP Due) • Confusing validation error messages • Two step validation process • Validation errors reject whole files (not failed records) • Slow to run validations • Need to maintain custom validations
HEPCAT pain points • Complex, inflexible file structures • Only supported on Windows 7 • Doesn’t support flexible work arrangements • Changes are costly to build into student management systems • HEPCAT is difficult to learn
What TCSI will offer providers
RESOLVED LESS CONFUSING & TIME SAVING &
PAIN POINTS MORE DIRECT MORE TIMELY
A
B
C
A
B
C
Benefits of the TCSI Project
For students it will:
• Make DHS student claims simpler
• Improve payment accuracy
• Help maintain their student payment to
complete their studies
Benefits to students
Greg’s Story
Greg’s story
red
SUBMIT
Greg enrols in 3 subjects Greg applies for and
at Red University. receives support
He works part time at a from DHS
café but still needs some
supportGreg’s story
Gregory
Greg?
DHS red
X No red
Call CallGreg’s Story: Semester 1
red
Greg drops a subject
(but forgets to update
DHS)Greg’s story: Semester 2
Greg
-$DEBT
Greg?
DHS
X Yes
No Red
Call CallHow itGreg’s
couldstory:
have been: Semester
Semester 2 1
Greg
-$DEBT
Greg?
DHS
Yes Red
Call CallHow it could have been: Semester 1
$0
DHS
Red
DHS
NotificationBenefits to students
Fewer students Students with debts
will have debts to DHS will owe less
Students are more likely to
remain in their course &
increase their employabilityThe discussion papers - what
you told us
We received feedback from
- over 60 Higher Education stakeholders
- 23 VET stakeholdersSummary
Key themes:
• A new approach to reporting must:
support timely & cost effective implementation
of change
include a seamless, one-step validation
• Collected data must be subject to essential
validation checks before it is accessed by users
• There must be realistic timeframes for
implementationSingle touch reporting • More detail is required - what does single touch reporting look like and what does it mean for: – timing of reporting e.g. when is data due? – when data is used? • Ongoing consultation for any changes is critical • Data quality must be a priority • Changes will have cost implications
Identifying Students
• Strong support for expanding the Unique Student
Identifier (USI) to all higher education students
• Key concerns:
– timeframes for implementation
– understanding and managing privacy impacts on
students
– addressing duplication – as highlighted by existing
issues around CHESSNs and TFN matching
• Opportunities for centralised maintenance of key
identifying data (VET & HE)Reducing duplication
• Strong support in HE to decommission CART
– Sufficient lead-time essential to analyse and implement
design and administrative changes
– Privacy impacts on students need to be understood and
appropriately managed
• Maintaining student phone numbers
– HE: these are difficult & time- consuming to maintain & of
limited value
– VET: strong support
• Opportunities to further rationalise government data
collectionsRelevance
• Strong support for reducing duplication between submissions
– more opportunities may be clearer when single-touch
reporting is defined
– Support for removal of most proposed elements
– HE: except parental education & course completions
• Other elements suggested for removal
– e.g. commencing location for school leavers
• Support for collecting Work Integrated Learning data but
issues to work through – work currently underway needs to
be considered
• VET: strong support for closer alignment with AVETMISSLow quality data
• Universal calls for clearer coding notes, validations & business
rules & more transparency around data use
• Lots of ideas on elements to review:
– Highest educational participation, basis of admission
– VET: course load
• Support to:
– Review credit arrangements, course naming conventions
– HE: Review campus data, recognising dependencies with admissions
requirements
• Removing ‘no information’ codes:
– No support in HE
– Strong support in VET
• Support to rationalize data collections - PRISMS, AVETMISSTailoring the VSL collection
• Strong support for the introduction of new elements:
– Enrolment date
– Unit of study start dates, end dates and completion
VSL
VSL dates
• Consider replacing units of study with units of
competency
• No support to introduce elements for:
– Study intention, Student engagement, Academic
suitability
– Fee periods
– New student status codes to differentiate between VET
FEE-HELP and VSLReducing duplication – rethinking our
data framework
Courses
Provider of study/ Student
courses
Units of
study
EntitlementsData framework – Student
True for a Won’t be different because of a student’s
Student
student course or units of study
True for a Can be different because of a student’s courses
Student in a
student in a BUT
course
course Won’t be different because of units of study
True for a
Student in a Can be different because of
student in a unit
unit of study a student’s units of study
of studyData framework – Student
Enrolment Student
Student in a
HELP DUE
course
Student in a
Load Liability
unit of studyData structures
User experience
Online ?
Students
paper form ?
Provider
• Tools
• Systems
• Processes?Proposed high level data flow
SMS
[System to HEIMS
system data DATA CHECKING HELP debt transfer
transfer] • Real time, single step validation to ATO after census
date
or • TFN verification
– good records accepted, errors returned
Portal
[file/form
Student upload]
Entitlement checks HEIMS Online
Data for student payments • Data view
• standard
reportsSolution Design – Authentication
B2G Interface Provider Portal
PRODA
PROVIDER
PORTAL
ADMIN ADMIN
ADMINData is
received or
The flow into B2G Authenticate
entered by SMS can check
education SMS compiles provider fields and
providers data into packets business rules
without
submitting
SMS pushes
↑ minimum packet to
$ Government
Upfront Logging of
entitlement date/time and
checks transaction
type
SMS adds data
when available and
PROVIDER’S submits
SMS Government
Authenticate
Interface
and authorise
submission • Enrolment
officers • Enrol in course
FULL For each event, Government defines both:
• Enrol in unit of study • the minimum elements in a data packet (for submission)
Min.
• Unit outcome • a full packet (required to enter HEIMS/transfer debts to ATO)
• Course outcomeThe flow in B2G
Debts/remissions
Mismatches reported transferred to
A single error ATO
message is returned AUSTRALIAN
TFN Lookup TAX OFFICE
Data passes to HEIMS
when complete
DATA
STORE
Government HEIMS
Interface (Legacy)
Fields & business rules are
checked on all data in the packet
A subset of validated
data will support HUMAN
student payments SERVICESThe flow out of B2G
User SMS receives clear, actionable
error reports for any packets
Interface that are not accepted
PROVIDER’S
SMS
i Government
Interface
SMS is able to access all data
SMS can access a view of partial
stored by govt. including data:
packets that have not met the
• correct for a point in time
requirements for a full packet
• reported at a point in timeData is
received or
The flow into the Provider Portal
entered by
Submission officer
education
compiles a file Officer can check fields
providers
and business rules
Submission officer without submitting
Officer
authentication &
uploads file
authorisation
$
Upfront
entitlement
checks
Government
Interface
PROVIDER’S Officer
SMS, database or submits
Log date/time,
spreadsheet transaction type &
Officer can view/download clear, submission officer
actionable error reports for any
packets that are not accepted
Officer can view/download all
data that has been acceptedThe flow behind Portal
Debts/remissions
transferred to
A single error Error messages . Mismatches reported ATO
file is are kept until the
returned file is processed AUSTRALIAN
TFN Lookup TAX OFFICE
Data passes to HEIMS
when complete
DATA
STORE
Government HEIMS
Interface (Legacy)
Fields & business rules are
checked on all data in the packet
A subset of validated
data will support HUMAN
student payments SERVICESHow is the B2G Interface looking for you?
1 2 3
B2G Interface PortalManaging changes in data:
Revisions and updates
You told us there are three things that might need to
happen to different records:
1. Revising things that can only have one correct
value (e.g. DOB, TFN)
2. Values that change and we need to know
previous & new data (e.g. addresses, gender)
3. Values that we need effective dates for when
they change (e.g. citizenship)1. Revising – no history required
October 2020 November 2021
Mark enrols and Mark tells his
gives his date of provider his date of
birth birth is wrong
DOB 2
DOB 1 2021 2022 2023
Provider sends the
Provider sends the correct date of birth
enrolment info with the with the record identifiers
date of birth
It applies from the original date2. Revising – we need to know previous & new data
October 2020 March 2021 March 2022
Beth enrols but Beth tells her provider Beth updates her
didn’t know her her term address term address to
term address which is on campus her share house
Address
3
Address Address
2021 1
2022 2
2023
Provider sends the Provider sends the Provider sends correct
Provider sends the new term address address with the
term address
enrolment info with with record record identifiers
with record
term address blank identifiers (incl. submission date)
identifiers
Provider notices a typo
in the term address3. Revising – we need to know effective dates
October 2020
August 2021 October 2022
Maria enrols as June 2021 Later in August 2021 May 2022
Maria signs Maria tells her
an international Maria gets a Maria tells her provider Maria becomes
up for more provider about her
undergrad permanent visa she got her visa in June an Aussie citizen
units of study Aussie citizenship
student
3
4 2021 4 2022 2023
Provider sends units of Provider sends the Provider has to find the
The units of study are
study with “temp entry units of study units that are affected
Cth supported
permit” (4) without CSP by the change
358 Citizen/resident indicator Provider sends updated
citizenship and fee
1 Australian citizen information for units
3 Permanent visa that are incorrect
4 Temporary entry permit3. Revising – we need to know effective dates
October 2020
August 2021 October 2022
Maria enrols as June 2021 Later in August 2021 May 2022
Maria signs Maria tells her
an international Maria gets a Maria tells her provider Maria becomes
up for more provider about her
undergrad permanent visa she got her visa in June an Aussie citizen
units of study Aussie citizenship
student
4 2021 3 2022 1 2023
Provider sends the Provider sends
Provider sends the Provider sends “Australian
enrolment info The units of study are “permanent visa” (3)
units of study citizenship” (1) with effective
including “temp entry Cth supported with effective from
without CSP from date: “May 2022”
permit” (4) date:
“June 2021”
358 Citizen/resident indicator Validations can Provider sends updated
highlight all the fee information for
1 Australian citizen units that need to units that are incorrect
3 Permanent visa be checked
4 Temporary entry permitHow is the B2G Interface looking for you?
1 2 3
B2G Interface PortalTell us your thoughts on the solution? • What delights you? • What concerns you? • What opportunities can you see in the solution? • What barriers might there be to adopting the solution?
Reporting timelines
Event based reporting
ENROL IN COURSE ENROL IN UNITS FEES/HELP OUTCOME .
A STUDENT’S
RECORD
ATOWhat is data being used for and when
Before validation Before census date n days after census date After verification
Data is used to check a
Data is used to transfer Data is compiled into
student’s HELP
HELP debts to the ATO reports for publication
entitlement limits
upfront
Data is used to calculate Data is used to reconcile
Students can view their payments for VSL payments for higher
EDUCATION
data providers education providers
& TRAINING
Data is used to verify TFNs Data are used to record
(like the current TFN HELP debts against
Lookup file) students’ accounts
AUSTRALIAN
TAX OFFICE
A subset of validated data
is used to understand
eligibility for payments
HUMAN
SERVICESElements to support DHS student payments
Elements to support DHS student payments
New elements
Unit of Study Standard Unit of study
Unit of Study
Commencement Course Year Long
Outcome Date
Date Duration Indicator
Updates to existing elements
Course of Study Unit of Study
Student Course
Commencement Outcome
Outcome
Date (534) (355)Implementation
High level schedule
Co- design work 31 July 2018 – 30 June 2019
on data Collaborative work with IT pilot partners to Full
requirements and develop, iteratively test and validate the solution solution
design
Apr Jun July June End
2018 2018 2018 2019 2019
End July End Sept
Release V 0.1 B2G Release V 1.0 B2G
specifications - HE specs - includes VETHigh Level Implementation Timeframe
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
2018 | 2019 2019 | 2020
30 June
Element/ data March/April Oct 2019
groups finalised 2019
Providers implement
Version 0.1 Software vendors production software
deliver to clients for 2020 Student
data
Draft specifications for a “first look”
31 July - August Jan 2020
* B2G specifications are living documents, versions are updated, as required,
Version 0.1* B2G Reporting of 2020 course & Student
in response to sector feedback during agile development
Draft of all data specifications available data as events occur
for providers and their software vendors
September
Version 1.0*
Updated draft of specifications to
include VSL data
Agile development – iterative govt. build and test of versions with pilot partners
Ongoing iteration
June 30 2019
Final of all APIs
delivery by
Page 52
DET/DHSWhat does agile development look like?
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Ongoing iteration
Work should be delivered based on what
gives the most value, soonest
Commonwealth
Scholarships
Page 53Questions? Is there anything you need from us?
HEIMS Data Collections
HEIMSHELP – TCSI Resources page
* HEIMS.datacollections@education.gov.au
Telephone: (02) 6240 7487You can also read
