Mani Gill

Compliance Dashboard – Troubleshoot and fix AVETMISS errors

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In TEAMS, if you are looking to fix AVETMISS errors, the Compliance Dashboard serves as the primary interface for addressing these errors during the submission process. It can be found under the Compliance menu.

Certain errors, such as those occurring at the program or subject level can lead to the error being duplicated many times. These errors can be fixed in bulk, which may be fairly quick and easy. In some other cases, when errors relate to an individual student or enrolment, they need to be fixed individually either from the Compliance Dashboard or other screens, such as the Student and Enrolment dashboards.

By following the links below, a user will be able to rectify certain errors in bulk:

AVETMISS Programs

Descriptive Code Missing

Descriptive Name Missing

This tile will show you the count of programs whose AVETMISS details are missing.

The correct national program code is mandatory in AVETMISS submission.

The correct national Program name is mandatory in the AVETMISS submission.

AVETMISS Subjects

Descriptive Code Missing

Descriptive Name Missing

This tile will show you the count of subjects whose AVETMISS details are missing.

The correct national subject code is mandatory in AVETMISS submission.

The correct national subject name is mandatory in AVETMISS submission.

AVETMISS Students

AVETMISS Flag Missing

Survey Status Missing

Incomplete AVETMISS Address

With No USIs

With USIs Not Verified

Missing DOB

This tile will show you the count of students whose AVETMISS details are missing.

The AVETMISS tickbox should be ticked to report students in the submission.

Survey status is mandatory to select in submission. This can be updated in bulk from the compliance dashboard.

Complete student address is mandatory while AVETMISS submission.

You need to update the USI number of each student in the list as it is necessary to update before AVETMISS submission.

This is a list of students whose USI is not verified due to a certain reason.

This link will provide you with a list of students whose DOBs are not updated. It is mandatory to update the student’s DOB.

AVETMISS Enrolments

Overdue results

Enrolment is not flagged as overseas

Funding source – National should not be blank

Include in National Export

Training location missing

This tile will show you the count of programs whose AVETMISS details are missing.

It will provide you with a list of enrolments whose results are overdue and the end date of the subject has been passed.

If a student is overseas (onshore/offshore) then enrolment has to be flagged as overseas.

Enrolments with funding source National missing are listed, which needs to be updated before submission.

This list will provide you with the list of enrolments that are not flagged as included in national export.

This list will provide you with the list of students whose training location is missing.

Enrolled Subjects

Finished Enrolments missing results

Competent Results with Incorrect Delivery Mode

Enrolments with no Subject Dates

This tile will show you the count of enrolments whose subject dates, results and delivery modes are incorrect.

If the enrolment is finished, then all the subjects should have the results against them.

The correct delivery mode should be updated for competent results as these are mandatory in AVETMISS submission.

Subject start/end date should be updated before submitting data to NCVER.

As we mentioned, you can also fix the errors for specific/individual students and enrolment by following the links below.

Student Level errors

Errors

Students are missing from NAT files

Incomplete address

Survey Contact Status missing

Overseas Enrolment

How to Fix

Click here.

Click here.

Click here.

Click here.

Student Level errors

Delivery Mode/Pre-Dominant Identifiers is missing

Click here.

Automated System Actions Entry Screen

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This screen allows you to create automated system actions in the system. Please see the below table that will show you the explanation of each filter presented on this screen.

Please note that the dropdown on this is user code and one can create them from the User Code Screen in the System. If you still have queries, please contact our support team.

FieldsExplanation
Department If you have created departments such as Finance, Marketing, Academic, Compliance or any other based on your requirement then this dropdown will show accordingly.
Automated ProcessBased on the department selected, this dropdown will show you the options accordingly.
CampusIf you have more than one campus then this dropdown will show you the list of all your campuses. You can select the desired campus. Please note – you can only select one campus at a time.
System Action NameType in the appropriate System Action Name in this field.
ActiveSelect the Active tick box to make the action active. Please make sure to select this tick box to see this entry as active in the system.
Action RuleBased on the Action rule you have created from the User code screen, it will be visible here. for example, if you have No. of days before the Start Date(Enrolment Start Date) as an option upon selecting, it will show you another dropdown as # of days before Start date.
# of days before Start dateHere you need to enter the number value. For example – If you have added the number value as 5 then the system will automate this action 5 days before the enrolment start date.

When all the above steps are done, you need to select the Save button on the right hand side of the screen to save the record.

Automated System Actions Welcome Screen

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Main Dashboard > System Admin > Automated System Actions

Automated system actions refer to predefined and programmed tasks that are executed automatically within a system. These actions are typically designed to streamline processes, enhance efficiency, and reduce the need for manual intervention. Automated system actions can include a wide range of functions, such as sending notifications, triggering workflows or performing any other predetermined tasks based on predefined conditions or events.

How to edit an individual Invoice in TEAMS?

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To edit an individual invoice in TEAMS, please see the below steps:

  • Go to Enrolment Dashboard > Financial Tile > More > Student Financial Screen.
  • From the Student Financial Screen, you need to select the edit invoice icon under the action column.
  • The system will open to the Enrolment Dashboard > Edit Invoice Screen.
  • Look for the Invoice Details Tile and select the edit icon under the option column for the fee line item.
  • The fee will be visible in the Fee Selection tile which is above the Invoice Details tile.
  • Make the desired changes to the fee and add it back in the invoice details tile by selecting the Add button.
  • After adding back, add the relevant information in the invoice summary tile and once you are done, select the save button.

How to edit an email template in TEAMS?

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To edit an Email Template in TEAMS, please see the below steps:

  • Go to Main Dashboard > System Admin menu > Email Template.
  • The email template welcome screen will open.
  • Search for the specific email template by its code or name in the search section and select the Apply button.
  • After searching, the grid will display the email template.
  • Select the edit icon under the Actions column from the grid.
  • You will be taken to the Email Template Entry screen.
  • Once you are on the screen, you can make changes as you require.

Note: Please do not change the Inserted Fields in the message box otherwise they will not function correctly.

Notification Template Entry Screen

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This screen will allow you a create a new notification template in the system. before creating the template, you need to understand the fields on this screen.

Notification Title – The “Notification Title” is a mandatory field, serving as the displayed title preceding the message when students receive the notification. This field must be filled out and cannot be left blank.

Template Type – This dropdown is a user code and if you wish to set up a user code for your TEAMS site, please contact our support team.

Available Fields – Based on the Template Type selected, the Available fields (merge fields) will appear in the field.

Add Button – Once you have selected the merge field, you need to select the Add button to add the merge field in the message field. Note: Please do not change the brackets used for the merge fields, otherwise they will not function correctly

Message – You can type in the message for your notification template and please be aware that your Notification Template cannot be longer than 300 characters. Also, be aware that if you use merge fields this may cause your message to exceed 300 characters upon merging.

Notification Template

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A notification template serves as a pre-defined format or structure for messages and alerts sent to students. The Notification Template welcome screen provides a convenient overview of existing templates within your system, presented in a grid format. From this screen, you have the flexibility to edit or delete templates by selecting the corresponding icons in the Actions column. Additionally, the option to add a new notification template is readily available through the +Notification Template button.

Manage Request Documents

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On this screen, you will find a grid displaying a list of Student Requests completed within the past 30 days. Each request can be managed with options to download, view, edit, or delete as needed. Additionally, you have the capability to initiate a new request by simply selecting the +Add button located on the right-hand side of the screen.

When you select the “Add” button, a pop-up window will appear, providing you with the means to create a new Request Type, upload any necessary documents, add relevant notes, and save the request.

IMPORTANT – When multiple documents are uploaded for a single request type, the system will generate multiple entries within the grid dedicated to that specific request.

Please ensure that the documents you are uploading are in PDF format only.

Alerts – General Tile

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This tile provides a comprehensive overview of Student Requests, offering information on newly submitted requests and those completed within the last 30 days. Additionally, it presents the total count of SMS messages used and the remaining quantity available within the system. By displaying these vital details in a single tile, you can easily track recent student requests and monitor SMS usage, ensuring efficient communication.

To Know more about the counts in this tile, select the links below:

Student Requests – New

Student Resuests – done (last 30 Days)

SMS Count (Used/total available)