Training and Tertiary Education (TaTE) AVETARS Training. Cathy Malone Jo Jo Maung

Training and Tertiary Education (TaTE)

AVETARS Training

Cathy Malone Jo Jo Maung

Today’s Information Session

What is AVETARS?

 ACT Vocational Education and Training Administration Records System (AVETARS)

 Purpose of a new system

 Interface with systems

 AVETMISS files

 Payments

 Australian Apprenticeships training contract management

What is AVETARS cont.



Who will use AVETARS



Permission roles

What won’t change?

Process/Functionality AVMS AVETARS

Australian

Apprenticeships Training Contract Information

Information received from TYIMS following AAC lodgement

Information received from TYIMS following AAC lodgement

Training Contract Parties agree to variations

Hard copy signatures required from parties to training contract for

most variations

Validation still required from parties to training contract

RTO Compliance Requirements

Compliance requirements outlined in ACT Standards for the Delivery of Training and Compliance Guides (Administrative Arrangements section reflects AVMS and current manual processes)

Compliance requirements outlined in ACT Standards for the Delivery of Training and Compliance Guides. (Administrative Arrangements section will reflect new processes for AVETARS)

RTO Audits RTO audits conducted in line with the Audit Guide for Training

Providers in the ACT

RTO audits conducted in line with the Audit Guide for Training

Providers in the ACT

What will change?

Process/Functionality AVMS AVETARS

Qualification Register Publicly available online Publicly available online – more information displayed and

different format Claim for Payment Submit manual payment claim -

outside of AVMS

Upload AVETMISS files

Claiming Initial Payment

Submit manual payment claim outside of AVMS

Insert ‘training plan sign date’ in RTO portal – triggers initial

payment Australian

Apprenticeship Training Contract Variation

Submit manual form with signatures - outside of AVMS

Initiate variation through user portal with validation through user portals replacing signature requirement

Access to Data and Data Quality

Limited access to data and challenges in managing and updating data

Transparency of data – access to manage and update data and information on data errors

Public Register

 This can be accessed both on the AVETARS home page and within AVETARS

 Interface with TGA

 Qualifications

 identified User Choice funding

 RTOs who deliver

 Superseded qualifications

 RTO

 Qualifications offered

 Delivery mode, location

 Contacts

Tip : This symbol ▼ will sort out the column in alpha or numerical order

Signing In

 Username is a unique email address

 Password must be at least 9 characters made up of:

 at least one lowercase letter

 at least one uppercase letter

 at least one number

 at least one symbol

Tip : Right click to open in a new tab

Activity

 Using the Activity Sheet, sign in to AVETARS

1. Click on the Sign In tab on the navigation bar

2. Click in the Email box and enter an email

3. Click in the Password box and enter a password

System Navigation

System Navigation

Training Contract Management

Training Contract Details

Activity

1. Click on the Contracts tab on the navigation bar

2. Click All

3. Find the training contract

4. What is the qualification?

5. Click on the hyperlink under the Student ID

6. How long is the traineeship?

7. Who is the Employer?

8. How much has this RTO been paid?

Tip : Right click to open a new tab

Training Contract Progression

Notification of Business

RTO

Accept/Reject Awaiting TP _Signed Training Plan

Signed Enter Date

Trigger Payment if

Training Contract- NOB

 Training Contracts requiring the assigned RTO to ‘Accept’ or ‘Reject’ the delivery of the qualification

Training Contract Management

Activity (part 1)

1. Click on Contracts

2. Click on Notification of Business

3. Find the training contract

4. Click on ACCEPT / REJECT

5. Check Awaiting T/P

6. Click on Contracts

7. Click on Awaiting TP Signed

Tip : Payments won’t be made if the training contract does not have a Training Plan signed date entered

Activity (part 2)

8. Find the training contract

9. Click the Confirm button

10. Click in the Training Plan Signed Date box

11. Enter the date that the training plan was signed

12. Click on the Save button

Training Contract Management

Training Contract Management

Tip : Submitted variations are also displayed on the

Training Contract Details

Training Contract Variations

Activity (part 1)

 Contract variation – extend the training contract

1. Click on Contracts

2. Either click on All or Current

3. Find the training contract

4. Click the Student ID hyperlink

5. Click on the Request Variation button next to Actions

6. Click in the box next to option – Extend a Training Contract

7. Click the button – Request these Changes

Activity (part 2)

 Contract variation – extend the training contract

9. Click in the box Extension Length – select 6 (all options are in months)

10. Click on the ▼ for Reason for Extension

11. Select a reason

12. Click on the Browse button to upload Evidence

13. Find the file to attach

14. Click on the Open button

15. Click the Next button

16. Click the Submit this Variation button

Note the Status bar and this variation will now be listed in the Variations view screen

Updating Qualifications

 Interface with TGA

 Editing details on nominated qualifications

 Flag as closed qualifications

 Add and edit Contacts

 Add and edit Locations

Updating Qualifications

AVETMISS Upload

a ZIP file

AVETARS – AVETMISS upload ZIP file

from RTO AVETARS validates data Displays errors - warnings and fatal RTO to correct fatal errors in SMS, extract again and upload AVETMISS ZIP file Process Payments if eligible

Completion

 When a student has completed the qualification

 Contracts Tab

 Due to Complete

Activity

 Identify errors – fix fatal errors, extract and upload

 Process payment

Common AVETMISS errors

 All 10 files must be submitted – even if they have no data

 Training Organisation Identifier - this is the RTO code as reported on TGA (not the RTO name) and must be left aligned with ‘spaces’ as fillers.

 Program identifier, Date of Birth, First Name and Last Name must match the

details on the Training Contract

 User Choice students - must have a Training Contract Identifier and must be

in the correct format of ‘Contract ID/seq’

 Funding Source – national and Funding Source - State - must be specified

and match the requirements

 Activity start date must be after the Approval date and Activity end date

Skilled Capital

 Nominate qualifications

 Choose a qualification

What’s next?

 All participants registered at the workshop confirm their details on the AVETARS User Request form

 Draft AVETARS User Guide and draft AVETMISS standards – please provide feedback

AVETARS Recap

AVETARS core functionality will go-live 5 January 2015. This

includes:



ACT Qualifications Register including qualification

nominations and data from TGA



Australian Apprenticeships Training Contract

Management (Data from TYIMS) including auto

approval of training contracts



AVETMISS upload to claim payments

Staged release of additional functionality:



Training contract variations

Help?

 User Guide on TaTE webpage

 Phone: 1800 or general number is 6205 8555

 Email: [email protected]

For more information, contact the AVETARS team:

Email:

[email protected]

Phone: 6205 8555

Thank You