Note: The advice within this presentation is for training and illustrative purposes and is subject to change and correction where necessary.

Transcription

1 Note: The advice within this presentation is for training and illustrative purposes and is subject to change and correction where necessary. Where this document conflicts with formally published advice such as the VET Funding Contract, the Victorian VET Student Statistical Guidelines and the Guide to SVTS, or other communication or directives from the Victorian Government, the formally published advice shall prevail.

2 SVTS End of Year Reporting Information Session October 2014

3 Agenda 1. Welcome and session overview 2. Vet Funding Contracts in Overview of Victorian Training Select initiative 4. Summary of key changes to SVTS in Overview of audit program 6. Changes to Victorian data standard in 2015; preparing for the USI 7. Preparing for final reporting deadline 15 January 2015

4 VET Funding Contracts in 2015

5 VET Funding Contracts in 2015 The 2015 contract has been published on SVTS To be offered to providers successful in 2015 entry-to-market process Corresponding changes have been made to Contract via variation to align all contracts Key changes: Strengthened general obligations on providers Training services must be suitable and appropriate to the learning needs of each individual student Enhanced product disclosure arrangements Improved provision of information to students prior to enrolment Includes information regarding fees, level of government subsidyand new requirements that mirror the updated national standards for RTOs further detail will be provided soon New quality related reporting measures Providers will need to monitor and report student employment outcomes Foundation Skills providers will need to measure and report student gain against ACSF

6 VET Funding Contracts in 2015 (cont d) Key changes (cont d): Strengthened subcontracting controls RTOs must seek approval from the Department for third parties to undertake Pre-Training Review Department may direct provider to cease or alter a third party arrangement Limit on new commencements and payment for superseded qualifications The Government will not subsidise qualifications that have been superseded or deleted by more than 12 months for new students (from 1 January 2015) and continuing students (1 July 2015) New enabling provisions to support quality initiatives Ability to conduct an approved provider process at any time none currently planned Introduced concept of performance indicators as Victorian and national work continues All changes are effective from 1 January 2015.

7 Some further advice on suitable and appropriate training The Government s investment in subsidised training must meet individuals needs and support them on their pathway to work or further training/education. The Statement of Expectationsfor providers describes the types of behaviours expected of providers regarding provision of training services, support to students and use of public funds. Suitable means the training and assessment meets the individual s need, links to likely job and/or participation outcomes and minimises duplication of the individual s existing competencies. Part of our broader focus on ensuring that students are enrolled in the training best suited to them. RTOs can document training was suitable via the Pre-Training Review. Further advice to come on the Pre-Training Review will support providers further to existing requirements in contract.

8 Suitable and appropriate training (cont d) Appropriate means the training and assessment is delivered to regulatory and industry standards, uses delivery modes and durations optimised for the individual s needs and includes reasonable support to facilitate the individual s participation and attainment. This encompasses training that is high quality RTO must also structure training delivery to ensures the student consolidates new competencies over the course of the training program RTO must also provide support to the student, including literacy and numeracy support where needed.

9 Victorian Training Select initiative

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15 Training proposal questions for Employers What is the main reason you want training for your business? How many people do you want to train? What do you expect them to be able to do once they finish training? What skills do you think they will need to learn? What is most important to your business about this training? Choose the industry that best matches your business When do you need proposals? When could training start? Which region would the training take place in? Choose the type of training you want classroom, online, workplace Choose the area of study Does anyone need help with English, reading or maths? Does anyone need help because of a disability or injury?

16 Training proposal questions for RTOs What training do you propose? Why is this the right training? How will you deliver the training? What will you need to do before the training starts? When could the training start and how long would the training be? How can you customise the training to best meet the employer s needs? What does the employer need to supply? How do you assess the people you are training? What will the participants receive at the end of the training? What other support or features do you offer that could be relevant?

17 VICTORIAN TRAINING GUARANTEE CONTRACT COMPLIANCE AUDIT PROGRAM

18 Overview 1. Audit objectives Audit Program Audit Program Satisfaction Survey 4. Preparing for audit 5. Examples of audit outcomes

19 1. Objectives The Department of Education and Early Childhood Development (DEECD) undertakes an annual contractual compliance audit program to: Confirm demand driven funding has been expended appropriately Promote RTO regulatory and standards compliance Promote RTO process quality

20 Audit Program Core program BPA 82 TCA 63 EOP 11 EOC 5 EOE 9 Follow Up 4 Off cycle program BPA 9 TCA 12 EOP 14 EOC 0 EOE 14 Other Training and Assessment strategy Reviews - 3

21 Business Process Audits Areas examined: Eligibility Pre Training Review Training Plan Training Delivery Data reporting Records management Internal Audit Possible outcomes Agreed management action plan Opportunities for Improvement Transactional compliance audit Follow up audit Compliance Framework

22 Transactional Compliance Audits Areas examined: Eligibility Pre-Training Review Training Plan Training Delivery Concessions Possible outcomes Agreed management action plan Opportunities for Improvement EOP/EOE/EOC audit Reclaim funding Follow up audit Compliance Framework

23 2014 Audit Program - BPA outcomes 30 No. of Findings Major Weakness Minor Weakness 2014 BPA Control Area

24 Pre-Training Review Increased focus on Pre-Training Reviews in 2014 The most common finding in BPA 2014 and VET Funding Contract amended the requirements for Pre-Training Reviews See Clauses in Schedule 1 of your Contract

25 2014 Audit Program Quality Audits 3 initiated to date Focus on Training and Assessment Strategy

26 3: 2013 Satisfaction survey responses 70% 60% 50% 40% 30% 20% Very satisfied Satisfied Neutral Dissatisfied Very dissatisfied 10% 0% The auditor's behaviours and professionalism The process of developing an The opportunity the overall audit Agreed Management Action Plan process presented to assist you to with the auditor to address control improve business processes and weaknesses and opportunities for controls improvement identified at audit Overall, the performance of the auditor(s) throughout the audit process

27 4: Frequently asked questions during audits Can I change the audit start date? Why is the Department targeting my organisation? Why is it my fault if students misunderstand the eligibility requirements? The auditors told me everything was fine during the last audit so why is the Department auditing again?

28 Frequently asked questions during audits All my files are located offsite, I need three days notice before I can retrieve them. Why can t I have the samples now? Why do I have to pay for the cost of the audit?

29 Frequently statements made during audits We have never been told this was wrong at any of the previous audits so why is it an issue now? I don t understand why the Department has accused me of claiming fraudulently I disagree with the auditors findings The data given to the auditors is incorrect The audit did not look at any of my training facilities

30 Preparation for Contract Compliance audits It is recommended that your RTO: Review the Service Agreements including all Schedules and referenced documents, including Contract Notifications Review the most recent internal audit findings and actions [Internal Audit Checklist] Review any recent Contract Compliance audit and related outcomes Review the VTG Contract Compliance Audit Strategy Ensures that records in the Student Management System & SVTS are up to date Review correspondence from the Department in relation to the audit

31 Key changes to SVTS in 2014

32 Key changes to SVTS in Year contract terms Some RTOs were offered 3 year contracts in In this case, providers will still need to report a different Contract Identifier every year in their NAT Files for activity commencing each year please refer to your contract/offer documentation to ensure that you are report the correct contract ID in day rule From 1 July 2014, providers are required to report activity within 90 days of taking place in order to receive payment. However, providers should remain aware of their contractual obligation to report data accurately the month following delivery.

33 SVTS changes released 13 Oct ) RTOs can search for new Rejects generated during the last claims processing

34 SVTS changes released 13 Oct ) RTOs can mark claim rejects as reviewed in Claim Status Search results

35 SVTS changes released 13 Oct ) RTOs can now search in Claims Status by Funding Source

36 SVTS changes released 13 Oct ) Hyperlink between Payment History details to Claim Status

37 SVTS changes released 13 Oct ) Home page search option changes Search option moved to top right hand corner on homepage The search option which used to be at the bottom of the homepage is now moved to the top right hand corner. The results can also be filtered by active, archived and all.

38 SVTS changes released 13 Oct ) Home page search display changes Search option moved to top right hand corner on homepage The search option which used to be at the bottom of the homepage is now moved to the top right hand corner. The results can also be filtered by active, archived and all.

39 Preparing for 2015 reporting changes

40 Key changes Contract changes affecting reporting Unique Student Identifier goes live New Victorian-specific data elements are to be reported

41 Contract changes affecting reporting From 1 January 2015, the Department will not subsidise training for students commencing a qualification that has been superseded by more than 12 months; and From 1 July 2015, the Department will not subsidise training for continuing students in qualifications that have been superseded more than 12 months ago or deleted more than 24 months ago. These changes are reflected in the Contract and the Funded Courses Report for 2015.

42 Contract changes affecting reporting From 1 January 2015, the Department will not subsidise training for students commencing a qualification that has been superseded by more than 12 months; and From 1 July 2015, the Department will not subsidise training for continuing students in qualifications that have been superseded more than 12 months ago or deleted more than 24 months ago. These changes are reflected in the Contract and the Funded Courses Report for 2015.

43 Contract changes affecting reporting The Department is only obliged to pay the Funds to the RTO in respect of a training and activity that has been correctly reported and, for a unit of competency/module, where the RTO has created a claim within 90 days of the Enrolment Activity Start Date Terms & Conditions Clauses 7.2(b) (vi, vii)

44 Contract changes affecting reporting RTOs must not make or amend Records such that they are compliant with the requirements of the VET Funding Contract but are not accurate. Terms & Conditions Clauses Clause 9.1(h)

45 Changes to reporting in 2015

46 USI All students that commence a unit in 2015 will need to have a USI Students continuing study in 2015 should also have a USI RTOs should be well underway in establishing processes and communicate with students about obtaining a USI. Most major Student Management Systems have already incorporated the USI functionality into their systems, meaning RTOs can manage many aspects of the USI registration process internally. For more information about the USI: See Australian Government Department of Industry website

47 New Victorian-specific NAT file data elements Client Industry of Employment - Agriculture, Forestry and Fishing - Mining - Manufacturing - Electricity, Gas, Water and Waste Services - Construction - Wholesale Trade - Retail Trade - Accommodation and Feed Services - Transport, Postal and Warehousing - Information Media and telecommunications - Financial and Insurance Services - Rental, Hiring and real Estate Services - Professional, Scientific and Technical Services - Administrative and Support Services - Public Administration and Safety - Education and Training - Health Care and Social Assistance - Arts and recreation Services - Other Services Blank If Labour Force Status is: 06 UNEMPLOYED SEEKING FULL TIME WORK, 07 UNEMPLOYED SEEKING PART-TIME WORK, 08 NOT EMPLOYED NOT SEEKING - NOT STATED

48 New Victorian-specific NAT file data elements Client Occupation Identifier - Manager - Professionals - Technicians and Trades Workers - Community and personal Service Workers - Clerical and Administrative Workers - Sales Workers - Machinery Operators and Drivers - Labourers Blank If Labour Force Status is: 06 UNEMPLOYED SEEKING FULL TIME WORK, 07 UNEMPLOYED SEEKING PART-TIME WORK, 08 NOT EMPLOYED NOT SEEKING - NOT STATED

49 New Victorian-specific NAT file data elements Prior Education Achievement Recognition Identifier When a student holds an International qualification but is not sure what is the Australian equivalent, then report I INTERNATIONAL. It is not the responsibility of the student or the RTO to guess what the equivalent is. The priority order of reporting Prior Education Achievement Recognition Identifiers if a student has multiple for the same qualification levels is as above

50 New Victorian-specific NAT file data elements Enrolment Date An Enrolment Date is the earlier date of either the date the student incurred any costs (including any deposit or similar), to commence training, or the Course Commencement Date which is generally the earliest Enrolment Activity Start Date of a Subject (Module/Unit of competency). The Enrolment Date must remain consistent for all Subject (Module/Unit of Competency) enrolments within the one Program/Course Enrolment and also any superseded enrolments

51 New Victorian-specific NAT file data elements Enrolment Identifier A value that uniquely identifies a student s enrolment in a module/unit of competency.

52 New Victorian-specific NAT file data elements Enrolment Identifier A value that uniquely identifies a student s enrolment in a module/unit of competency. An Enrolment Identifier is a unique identifier on the Enrolment NAT00120 file which relates to: a student s enrolment in training, or assessment in a standalone subject, or a subject forming part of a program, all at a certain point in time This is likely to be generated by your student management system.

53 New Victorian-specific NAT file data elements Client Fees Other For all government subsidised training activity a total dollar amount of the Client Fees Other (excluding Client tuition fee) is to be reported against the Clients enrolment. This fee/cost is the non- tuition fee and may include such things as materials and equipment costs charged to the students/sponsor as part of an enrolment requirement when undertaking training. The Client Fees Other amount is to amount charged per Subject (Module/Unit of Competency) and is to be reported against each subject where a Client Fee Other has been charged.

54 New Victorian-specific NAT file data elements Delivery Provider ABN Australian Business Number (ABN) of the organisation, contracted or subcontracted, delivering the training at a location. To distinguish between training delivered by your RTO and a subcontracted organisation (RTO or non RTO) delivering training at various locations. If your RTO delivers, report your ABN if subcontracting part or all of the training and assessment, report ABN of the subcontracted organisation RTOs are not required to report the ABN of individual trainers and assessors.

55 New Victorian-specific NAT file data elements For more information about all the changes to the 2015 data standard, see the documents section in SVTS: It s also highly recommended that you consult your SMS documentation about how your system will be handling the changes.

56 2014 Upload Deadline Final submission for 2014 training data NO LATER THAN 5 pm Thursday 15 January 2015 NO EXTENSIONS! SVTS upload function will be turned off at 5 pm No further uploads for 2014 can be accepted

57 To meet final 2014 reporting deadline: RECOMMEND: Upload comprehensive and near accurate 2014 training activity to SVTS by Wednesday 31 December 2014 Only minimal amendment or corrections to data should be necessary in January eg providing final Outcome Identifier National details Having all data reported as accurately as possible December supports accurate January payment

58 Timeline for final 2014 reporting October 13 October/November Monday 1 December December Wed 31 December Validation (all units must have a final valid Outcome Identifier National) activated as Warning RTOs should commence data quality tasks, including addressing all Content Errors and Warnings Validation set to Error (all units must have a final valid Outcome Identifier National no more 90 s! RTOs continue data quality tasks including addressing all Content Errors and Warnings Check claims and payments to ensure any payment issues are corrected Comprehensive, near accurate 2014 data submitted. Only minimal amendment, eg final Outcomes, expected by 15 Jan

59 Key final 2014 payment and reporting dates Fri 2 January nd last automatic claim confirmation for 2014 payments 1 15 January 2015 Check claims and ensure data submitted to SVTS is comprehensive and accurate Wed 7 January 2015 Wed14 January 2015 SVTS payment processing Payment to nominated bank account for December and previous unpaid 2014 training activity 5pm Thurs 15 January 2015 Final submission of comprehensive, accurate final 2014 training data to SVTS TBC mid January 2015 Final 2014 Automatic Claim Confirmation Payment TBC January 2015 By Sat 31 January 2015 SVTS data submission enabled for 2015 collection year First 2015 upload completed for January 2015 activity ensuring you include all activity continuing from 2014

60 Why is the final upload so important? Final opportunity to ensure accurate reporting There is no opportunity to revise your 2014 data after 15 Jan Accuracy and timeliness of data reporting are key VET Funding Contract performance indicator, and past performance in this area is assessed during entry-to-market. Final opportunity to ensure you have claimed all payments There is no opportunity to revise claims for units completed in 2014 after 15 January Continuing units in 2015 need to be reported in your final 2014 upload they cannot appear for as continuing for the first time.

61 Why is the final upload so important? National Reporting Requirements (AVETMISS) All RTOs are required by their regulator (either ASQA or VRQA) to submit AVETMISS data to the National VET Provider Collection. Your final 2014 upload will be submitted to the national collection to fulfil this requirement. National and State reporting Identified RTO VET data available to the public NCVER - high level enrolment data by RTO My Skills

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63 Data in final 2014 upload must be comprehensive All government funded training activity continuing from previous years (ie. commenced in a previous year and reported in your final 2013 upload) All government funded training activity commenced in 2014 (ie. any units that have a Enrolment Activity Start Date in 2013), regardless of whether the have been completed All government funded training activity that completed in current year (ie. any units that have an Enrolment Activity End Date in 2014) Fee for Service training activity where required, which must pass the same data validation rules as government funded data

64 Comprehensive final upload Monitor the number of Enrolment (units) loaded as part of your submission to make sure that the number of units reported in the latest upload has not decreased significantly. SVTS > Data Transfer > Validation History And make sure your final upload is Completed!

65 Comprehensive uploads Check your Validation Outcomes screen to make sure the correct number of government funded students and units have been included in your upload SVTS > Data Transfer > Validation Outcomes Number of units included in NAT00120 (module/unit enrolment) file Number of individual students, (based on RTO Client Id) uploaded in the NAT00080 (client information) file who have training activity Number of Qualification Completions reported in NAT00130 file

66 Comprehensive uploads Use SVTS>Reports>Monitoring Reports>Enrolment Activity Check the number of modules and hours for each qualification/course and Delivery location with information from your student management system

67 Accurate Final Upload All data in your final upload must be accurate (a true and correct record of your training activity for the year) and must pass SVTS validations. If any validation errors remain, those data records and any associated data will not be paid and may be excluded by the Department from its final submission to the national VET Provider Collection. This may result in your organisation s activity being underrepresented on national training information websites. In particular: Outcome codes 90 (result not yet available) is not valid in your final upload. Outcome code 50 (RPL underway) is only valid in your final upload for 2014 if the Enrolment Activity End Date is in a future year.

68 Focus on outcomes now Lesson start reporting final Outcome Identifier National as soon as possible Some providers have not yet reported any final outcomes at all Trainers may be hard to get hold of over the Christmas period, so this should be a focus now. Realise this is easier said than done Use the detailed report in Reports>Data Quality Reports>Missing Outcomes Report to get details on clients identified as completed but for which no valid outcome code has been entered.

69 What codes are valid for final Outcomes? Value Description 20 Competency achieved/pass 30 Competency not achieved/fail 40 Withdrawn 50 Recognition of Prior Learning assessment started and result not yet available ONLY if Enrolment Activity End date is in 2014 or later (rarely expected for RPL) 51 Recognition of Prior Learning - granted 52 Recognition of Prior Learning - not granted 53 Recognition of Current Competency - granted 54 Recognition of Current Competency - not granted 60 Credit transfer 70 Continuing enrolment - Enrolment Activity End Date occurs in a future collection year. 81 Non-assessable enrolment - Satisfactorily completed 82 Non-assessable enrolment Withdrawn or not satisfactorily completed

70 Missing Outcome reporting SVTS > Reports > Monitoring Reports > Missing Outcomes Report

71 Missing Client Demographics summary report

72 Missing Client Demographics detail report

73 Qualifications Completed reporting Qualifications attained by students need to be reported in the NAT00130 Qualifications file when the student completes the requirements of the course If a student completes a qualification in 2014, then they should appear in the NAT00130 file with Year Program Completed = If the credential (certificate) for the qualification has been issued, then the Qualification Issued Flag should be reported as Y If the credential has not been issued by the end of the year then the Qualification Issued Flag should be reported as N Note: Where a student completed the qualification in a previous year, but the credential was issued this year, then the qualification should be in the NAT00130 file with Year Program Completed = XXXX, (eg 2013) and Qualification Issued Flag = Y

74 Qualifications Completed reporting Use the Qualifications report to make sure that all Qualifications Completed have been reported correctly (SVTS > Reports > Monitoring Reports > Qualifications Check against counts in your SMS and your Qualifications Report for 2013

75 Accurate final upload For government funded activity you need to ensure all key claim identifier data is accurate and consistent within and across every collection year. Particularly ensure accuracy and constancy of: Client Identifier Qualification/Course Identifier Course Commencement Date (CCD) Unit of Competency/Module Identifier Enrolment Activity Start Date (EASD) Funding Source Identifier State Training Authority Contract Identifier

76 Accurate final upload Enrolment Activity Start Date (EASD) Needs to be correct by final submission If it changes in 2015 from what was paid at the end of 2014, then negative claim may occur Neither EASD nor Course Commencement Date should be changed once a claim has been paid, as they should have been checked and corrected before payment Enrolment Activity End Date (EAED) Needs to be correct for EAEDs in 2014 as they cannot be changed in 2015 For continuing units, EAED in 2015 needs to reflect the EAED on the Training Plan don t just extend to random 2015 EAED to get through final reporting, this is a focus of audit. February 2015 is too late to move your 2014 EAEDs!

77 Lessons learned in previous years Some RTOs went on holidays in late December and January before their data was comprehensive or final Some of these RTOs could not be contacted right through to 15 January Ensure your RTO contact details in your NAT00010 are up-to-date at all times The Department uses these details for our proactive data quality contacts Ask your SMS vendor if you are unsure how to update these details

78 Lessons learned from previous years In previous years, a number of RTOs last year had significantly less enrolments in their final upload than in previous uploads. If you extract a set of NAT files from your SMS in early Jan 2015, you must check that it has all of your 2014 data in it some SMS in the past have only extracted 2015 data in early Jan 2015! always check the numbers of students, units, qualifications completed in every upload against counts from previous uploads, your SMS, and counts from your final 2014 upload. SVTS assumes this activity didn t happen and retrieves funding previously paid for the missing claims. Monitoring claims after each submission to make sure large negatives haven t appeared inappropriately can help you to ensure your final upload is comprehensive (Monitor through SVTS > Claims > Claim Status)

79 Lessons learned from previous years Incorrect data reported and was not corrected until the final submission Example - incorrect Course Commencement Date reported and was only corrected in the final submission Why is this an issue? The negative claims that are generated against the incorrect data need to be processed as Paid before claims against correct data can be paid. Before the negative claims are repaid, claims against the correct data will be appearing as a reject, eg Reject 16 (Duplicate student module) The hours against the Reject 16 claim can not be paid until the negative claims are repaid, and the data uploaded. Why is this important? All data that is incorrect needs to be correctly reported in December to allow incorrect claims to be repaid, and for another upload and payment to occur. Don t leave error correction until the final upload!

80 Lessons learned from previous years Incorrect data reported and was not corrected until the final submission Example - incorrect Course Commencement Date reported and was only corrected in the final submission Why is this an issue? The negative claims that are generated against the incorrect data need to be processed as Paid before claims against correct data can be paid. Before the negative claims are repaid, claims against the correct data will be appearing as a reject, eg Reject 16 (Duplicate student module) The hours against the Reject 16 claim can not be paid until the negative claims are repaid, and the data uploaded. Why is this important? All data that is incorrect needs to be correctly reported in December to allow incorrect claims to be repaid, and for another upload and payment to occur. Don t leave error correction until the final upload!

81 Lessons learned from previous years Risk data is not reported (and/or corrected) in time to be paid Some RTOs only reported significant amounts of activity very late in the year even though that activity started early in the year. Be aware that Reject 21 rejects payment where the claim is first created more than 90 days after the unit s Enrolment Activity Start Date Report all units in the month in which training activity commences, and no later than the month after the unit commences

82 Lessons learned from previous years Some RTOs rolled their student management system over to 2014 before they made their final 2013 upload This meant that only units that continued from 2013 into 2014 were included in the upload. Units that had an Enrolment Activity End Date in 2013 were omitted and payment was retrieved by SVTS Some RTOs noticed and corrected this issue but some didn t To assist RTOs, validation identifies uploads where there are no units with an Enrolment Activity End Date in the current collection year. Be very quick to act if you get this Warning!!! It s not a good idea to change SMS very late in a collection year!

83 Lessons learned from previous years Not having claimed all activity Several RTOs detected issues in 2014 which saw activity in 2013 reported incorrectly as fee for service, or without a purchasing contract identifier. In some cases, hundreds of thousands of dollars of funds went unclaimed. It is imperative that providers begin to undertake a careful examination of their uploads in the lead-up to the final data submission to detect any issues.

84 Final 2014 submission checklist I ve downloaded and read the End of Year Reporting Checklist on SVTS (*1 Nov 2014) I know exactly what training data I need to report I have reported all required training data for 2014 (delivery and completions) in my final upload for 2014 my final upload is accurate and comprehensive My final upload for 2014 is error free I have checked all warnings in my final upload and the data is correct All units eligible for government funding have created a successful claim All claims for units where activity completed in 2014 have been fully paid All claims for units where activity occurred in 2014 and continues into 2015 either have at least one paid claim or have Reject 11 (Module months exceed hours) All relevant Reject codes have been addressed and data rectified All students and units in my final submission have been reported with the correct Client Id, Course Commencement Date, Qualification Course Id, Enrolment Activity Start Date, Enrolment Activity End Date, Funding Source Id State Training Authority, Hours Attended and Outcome Id National All Qualification Completions reported

85 My final upload for 2014 is error free Go to - Data transfer > Validation History If your upload is not error free, address the errors by fixing data in your SMS and resubmit data to SVTS Errors must be rectified by the final submission otherwise they cannot be paid Refer to the Guide to 2013 End of Year Reporting for advice on fixing common SVTS upload errors

86 I have checked all warnings in my final upload and the data is correct Warnings assist RTOs to identify errors in their data by highlighting key data items that, while possible, are unlikely to be correct. RTOs should check all warnings and either confirm that the data is correct, or fix the data in their SMS. Don t ignore warnings make sure you review them and understand them they can affect payment down the track

87 All students and units have been reported with the correct data It is vital that your key data fields are correct for all units in your final 2014 upload: - Client ID - Course Commencement Date - Qualification/Course Id - Enrolment Activity Start Date and Enrolment Activity End Date - Outcome Identifier National - Funding Source Identifier State Training Authority Changing these fields in 2015 may cause any monies paid in 2014 or previous years to be retrieved, and cause Rejects against 2015 claims, and you will not be able to receive payment for these students/units Course Commencement Date is the date of first training activity, not an enrolment or admission date. It must be the same for every unit in a student s enrolment in a course. If the Outcome Identifier - National is not correct and does not match a valid final value at end of 2014, you risk unwanted and unnecessary Rejects (eg Reject 16) in your 2015 data.

88 All students and units have been reported with the correct data in key fields Use SVTS to ensure that ALL students that commenced in 2014 have been reported, SVTS > Claims > Review Claims Check that all government funded students that commenced in 2014 have been reported

89 Correct reporting of Client Tuition Fees Check that all students with concession cards as reported with the correct Fee Exemption/Concession Type Indicator Client Tuition Fee This will allow correct 2014 fee concession contribution payments to be made in Use the Client Tuition Fee report to identify the codes that have been reported and check against data in your SMS.

90 Remember: Final submission for 2014 training data No errors, all Module/Unit Outcomes should be final. NO LATER THAN 5 pm Thursday 15 January 2015 NO EXTENSIONS! SVTS upload function will be turned off at 5 pm No further uploads for 2014 can be accepted

91 Thank you, and good luck! If you have any questions or issues about your 2014 reporting, please lodge an enquiry within SVTS. Please remember to complete your feedback forms and leave at the registration desk