Sandeep Sethi

CSV Export Functionality

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To cater to the needs of our clients, who often require access to data presented on the listing screens in the form of downloadable reports, we have introduced a new feature. On the listing screens, you will find a icon that enables users to easily download reports for various sections.

This includes the Main Dashboard Tiles, which provides access to the Continuing Listing Screen, the Finishers tile for the Finishers listing screen, and the Starters Tile for the Starters listing. Similarly, you will also find this convenient download icon available for the Financial Dashboard tiles. This enhancement simplifies the process of obtaining data reports, allowing clients to utilise them for various purposes with ease.





NAT00060

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The Training NAT00060 (subject) file contains a record for each unit of competency or module associated with enrolment activity during the collection period.
A unit of competency or module can be studied independently but is usually offered as part of a qualification, course or skill set.

FieldsPositionLengthTYPEDescriptionNationalState
Subject identifier112AThe Subject identifier is the subject descriptive code in TEAMS. Where Subjects are part of a training package qualification or national program, the code assigned during the accreditation process must be usedYesQLD, VIC
Subject name13100AThe subject name is the subject descriptive name in TEAMS. If the Subject identifier is listed on the National Register of VET as a unit of competency or accredited unit, then the Subject name must match the subject name listed on the National Register of VET.YesQLD, VIC
Subject field of education identifier1136AA Subject is classified to a single field of education at the detailed (6-digit) level.
A Subject must be classified according to the object of interest of the Subject, independently of the
context in which it may be delivered		VIC
VET flag1191AA flag that indicates whether or not the intention of the training is vocational, intent is where the training program is intended to develop relevant skills for theworkplace. The VET Flag is assigned during the process of accreditation and must not be altered.
If the intention of the training program is:
• vocational, set the VET Flag to Y
• not vocational, set the VET Flag to N.		VIC
Nominal hours1204NThe nominal anticipated hours of supervised learning or training deemed necessary to adequately
present and assess the educational material associated with the delivery of training.
Subject identifier also exists in NCVER’s nationally agreed hours system file.		VIC
Record length for national data collection:123
Carriage return/line feed (ASCII 13/10):2
FieldsWhere to find this in TEAMS
Subject identifierThis is the Subject Descriptive code in the Subject screen on the Details tab.
Subject nameThis is the Subject Descriptive code in the Subject screen on the Details tab.
Subject field of education identifierThis is in the Subject screen > AVETMISS settings.
VET flagThis is in the Subject screen > AVETMISS settings.
Nominal hoursThis is in the Subject screen > AVETMISS settings.

AVETMISS Validation Errors

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Used ByNAT FileError / Warning NumberError / Warning DescriptionRelated Error / WarningHow to fix this Error / Warning – RTO TEAMSHow to fix this Error / Warning – Classic TEAMS
NAT000852106File cannot be validated due to invalid format – Line 1 containing Client identifier is too shortPlease contact TEAMS support at support@rtosoftware.com.au OR
1300 85 05 85		Please contact TEAMS support at support@rtosoftware.com.au OR
1300 85 05 85
NationalNAT001203211Activity Start Date must not be after the Collection Period End DateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it before the collection period end date( collection year = data submission year)Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it before the collection period end date( collection year = data submission year)
NationalNAT001203212Activity start date must not be more than five years prior to collection yearGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error, change the activity start date and update it in between the 5 years before the collection year.
NationalNAT001203216Activity End Date must not be before the Activity Start DateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error and change the activity end date so it is not before the activity start date.
NationalNAT001303241Date program completed () must be between andThis means there is no date in this field for the enrolment. Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Student Profile tile. In the AVETMISS Settings tab update the Date Program Completed date there and SAVE.
NationalNAT001303242Date Program Completed must not be after the Collection Period end dateGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Student Profile tile. In the AVETMISS Settings tab and update the date program completed and that date will be before the collection period end date.
NationalNAT001203252Outcome ID – 70 should not be used for this Activity End Date when submitting to the end of year collection.Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the training plan & Result icon in the Result and progress tile, find the specific subject that has this error and update the final outcome (Result). As 70- continuing enrolment outcome is not valid if the end date is in between the collection period year.
NationalNAT001203253Time between Activity End Date and Activity Start Date must not be greater than 5 yearsGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the GTP icon in the Results & Progress tile. In the GTP screen find the specific subject that has this error and change the dates of the subjects, as the gap between the Activity End Date and Activity Start Date can not be 5 year.
NationalNAT001203260Outcome Identifier – National (20) must be 51, 52, 60, 70 or 85 when Delivery Mode Identifier is NNNGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the detail tile and then click on the Subject AVETMISS Settings. Click on the edit icon from the Action column for that specific subject for which error is appearing. Update the details in Internal, External, Workplace fields and save( As if the result is successful then delivery mode identifier should not be NNN).
NationalNAT000853705Invalid Postcode ()Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb postcode
NationalNAT000853706Invalid PostcodeGo to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb postcode
NationalNAT000853707State Identifier (00) must be consistent with Postcode () and Address Postal Location ()Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of State, postcode and suburb.
NationalNAT001203716Invalid Delivery Mode Identifier ()Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the detail tile and then click on the Subject AVETMISS Settings. Click on the edit icon from the Action column for that specific subject for which error is appearing. Update the details in the Internal, External, Workplace fields and save.
Or select all the subjects and use Bulk Update of Delivery Type for Selected Subjects(s) from the same screen.
NationalNAT000803740Invalid Highest School Level Completed Identifier (00)
NationalNAT000803740Invalid Highest School Level Completed Identifier (92)
NationalNAT000803740Invalid Highest School Level Completed Identifier (99)
NationalNAT001203742Invalid Funding Source – National ()Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the details tile and update the Funding Source National.
NationalNAT001203747Funding Source – National is 30 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS setting icon from the details tile and the Overseas student should be ticked if Funding source national is selected as 31.
NationalNAT000203802Only one record is permitted for Training Organisation Delivery Location Identifier for each Training organisation identifierThis error appears when there is a duplicate entry of the same training location on different campuses

Go to Campus screen, open each campus one by one and go to fabddail > Training location and check if there are duplicate training locations remove the duplicate one.
NationalNAT000853830Address – Suburb, Locality or Town must not be blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct address
NationalNAT000803830Address Street Number must not be blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct address
NationalNAT001203830Outcome Identifier – National must not be blankGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the training plan & Result icon in the Result and progress tile, find the specific subject that has this error and update the final outcome (Result). As subject without outcome identifier is not acceptable in data submission.
NAT000853833Address Street Number should not be blank if Address Street Name is not blankGo to Student Dashboard. From the student details tile click on the home icon and update the correct street number.
NAT000853837Address Street Name or Address Postal Delivery Box must be populated
NAT000803840It is expected that the At School Flag (N) is Y when age is less than 15 years oldGo to Student Dashboard. From the student details tile click on the Icon A(AVETMISS), the system will open the AVETMISS screen and from there you need to tick the student is still at school flag.
NAT000803864Unique Student identifier for Client identifier must not be blank for nationally recognised training when a qualification has been issued.Go to Student Dashboard. From the student details tile click on the “U” icon and update the USI for the student.
NAT000803865Invalid format for Unique Student IdentifierGo to Student Dashboard. From the student details tile click on the “U” icon and update the valid USI number.
NAT000803868Name for encryption, Gender & Date of birth combination should be unique for Unique student identifier.
NAT001004001Prior educational achievement identifier must be Y for this Client identifier on the Client file if there is an entry for this client in this file Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Tick the tick box of Prior educational achievements and save.
NAT000804001Prior educational achievement flag is not Y (N) but there are prior educational achievement records for Client identifier in the Prior Educational Achievement Flag (NAT00100) fileGo to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Tick the tick box of Prior educational achievements and save.
NAT001204010Subject Identifier () must also exist in the Subject fileGo to the subject screen, edit the specific subject for which this error is appearing, update the subject descriptive code and name.
NAT001204011Training Organisation Delivery Location Identifier () and Training Organisation Identifier combination must also exist in the Training Organisation Delivery Location file4613Go to the Enrolment Dashboard for the student’s specific enrolment. From there select the AVETMISS Settings icon in the Enrolment detail tile. Select the delivery location for the enrolment.
NAT001304518Only one record is permitted for each unique Qualification/Course Identifier, Date program completed and Client Identifier combination
NAT000104612Training Organisation Identifier and Name in combination do not match any RTO listed on TGA. Change Training Organisation Identifier if not an RTOGo to the Organisation screen which you will find under the Setting icon and update the correct Training organisation identifier and name same as on the Training.gov.au site for your RTO.
NAT000104613Training Organisation Identifier must exist in the Training Organisation Delivery Location file or the Program Completed file. Please ensure your NAT files contain either an enrolment or program completion record for this Training organisation identifier.4011
National NAT000804619Client Identifier must not have any spaces Go to Student Dashboard. From the student details tile click on the “A” icon and check the client identifier as there should be no space in that client identifier code
National NAT001204622It is expected that the Training Contract Identifier and Client Identifier – Apprenticeships are the same between records for this Client Identifier/Program Identifier combination
National NAT001204624Training Contract Identifier must not be blank when there is a corresponding Client Identifier – ApprenticeshipsGo to the Enrolment dashboard and click on the AVETMISS Icon from the Enrolment detail tile on the AVETMISS screen update the Training contract identifier
National NAT000854630Address – Suburb, Locality or Town must exist on the Australia Post suburb listingGo to Student Dashboard. From the student details tile click on the home icon and update the correct address- Suburb, Locality or Town which exists on the Australian post suburb listing
NationalNAT000854633Telephone Number contains non-numeric charactersGo to student Dashboard and click on the click to edit the student detail icon from the student details, update the correct student number and remove all non-numeric character
NationalNAT000854635Email Address must contain the @ characterGo to student Dashboard and click on the click to edit the student detail icon from the student details, update the correct student email address which includes the @ symbol
NationalNAT000854637Client Family Name () must not be blank or contain numbersGo to Student Dashboard for that specific student, click on the “click to edit student details” and update the Student surname.
NAT000104645Training Organisation Identifier must exist on the TGA list of RTOs. Please use the Training Organisation Identifier listed for your RTO on TGAGo to the Organisation screen which you will find under the Setting icon and update the correct Training organisation identifier and name same as on the Training.gov.au site for your RTO.
NAT000804652Address – Suburb, Locality or Town and Postcode in combination must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.Go to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb and postcode.
NAT000854652Address Location and Postcode in combination must match the Australia Post postcode reference listGo to Student Dashboard. From the student details tile click on the home icon and update the correct combination of suburb and postcode.
NAT001204684A Specific Funding Identifier has been entered, therefore Funding Source – National (20) should be ’13’ or the Specific Funding Identifier should be deleted
NAT000854690Telephone Number must be a valid Australian mobile phone numberGo to Student Dashboard. From the student details tile click on the edit student details icon. update the correct mobile/phone number.
NAT000804692Client’s total enrolment hours should not exceed 1500.
NAT001204693Duplicate enrolment records found for Client Identifier on Training organisation identifier, Subject Identifier Program Identifier, Activity Start Date
NAT001204696Specific Funding Identifier (13) is not valid for activity from 2015
NAT000804701Invalid State Identifier ()
NAT000854701Invalid State Identifier (00)
NAT000104704Training organisation identifier must match the organisation registered for this AVS user. Please use the Training Organisation Identifier listed for this RTO on TGA.
NAT000604722Subject name for this Subject identifier does not match the subject name listed on Training.gov.au. Please correct either Subject Identifier or Subject Name.
NAT001204725Record for this Client Identifier contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS.
NAT000304726Program Identifier must be a valid qualification, course or skill set code listed on Training.gov.au
NAT000304727Program identifier exists on the TGA master lists of Programs, therefore the Program name must match that listed on the master lists
NAT000804731Survey contact status () must not be blank (for clients 15 or over as at 31 Dec of the collection year) or invalid.
NAT001204737Outcome ID – 70 should not be used for this Activity End Date, unless reporting an Interim collection for future dated activity.
NAT001204738Outcome ID – 70 should not be used when Activity End Date is in the collection year. If you choose to proceed with this submission, this outcome can be updated via the USI Transcript Updates tool in AVS.
NAT001204739It is expected that Outcome identifier – national should not be 85 when Activity end date is prior to the collection period end date. This warning may be ignored if this is activity which did not occur but cannot be removed from your submission.
NAT000804744Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.
NAT001204748Accredited Program cannot be delivered by a non-accredited training organisation
NAT001204749Accredited Subject cannot be delivered by a non-accredited training organisation
NAT001204752Activity Start Date must not be after the date of validation unless the Outcome identifier – national (40) is ’85 – Not yet started’
NAT001204754Activity periods, for Nationally recognised training, cannot overlap where multiple instances exist for a combination of Training organisation identifier, Unique student identifier, and Subject identifier
NAT001204755Activity periods, for Nationally recognised training, cannot overlap where multiple instances exist for a combination of Training organisation identifier, Client identifier, and Subject identifier
NAT001204756It is expected that a client would only undertake full training and assessment and/or undergo recognition of prior learning once for a Subject identifier at a Training organisation
NAT001204758Reported Subject identifier has never been listed as an approved scope item for this training organisation on TGA. Please disregard this warning if you formerly had this item on your scope but it has since been superseded, or if this subject is delivered as an elective in a program where it meets the training package rules. Queries about what is included on your scope should be directed to your regulator.
NAT001204759It is expected that a client would start this subject during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct subject identifier and activity dates are being reported. Please disregard this warning if you formerly had this item on your scope but it has since been superseded or if you are reporting a credit transfer.
NAT001204760It is expected that a client would start all activity for a program during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct program identifier, subject identifier/s and activity dates are being reported.
NAT001304761It is expected that a client would complete this program during the Training organisation’s scope period listed on TGA. Check the reported information to ensure the correct Program identifier and Date program completed are being reported.
NAT001204762Funding Source – national is 31 or 32 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.
NAT000804764Address suburb cannot be a known Australian suburb if the Postcode is OSPC. If training occurred within Australia please refer to http://auspost.com.au/ for the correct postcode.

NAT00030

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The NAT00030 (Program) file contains a record for each qualification, course or skill set associated with training activity and completions during the collection period. A qualification, course or skill set is a structured program that may include practical experience.

Important – If you are using the short programs or competency programs then on the Program setting screen please turn on the flag “Do not include in AVETMISS Submission” 

FieldsPositionLengthTYPEDescriptionNationalState
Program identifier110AThe program identifier is the program descriptive code in TEAMS. The Program code must match the program code listed on the National Register of VET, for nationally accredited qualifications, courses or skill sets.YesQLD, VIC
Program name11100AThe program name is the program descriptive name in TEAMS. The Program Name must match the program name listed on the National Register of VET, for nationally accredited qualifications, courses or skill sets.YesQLD, VIC
Nominal Hours1114NThe nominal anticipated hours of supervised learning or training deemed necessary to adequately
present and assess the educational material associated with the delivery of training.		QLD, VIC
Program Recognition Identifier1152NA code that uniquely identifies the organisational level of the authority that has granted recognition of a Program.VIC
Program Level of Education Identifier1173NA code that identifies the level of complexity of the program of study.
This classification is based on the Australian Standard Classification of Education (ASCED),
catalogue no. 1272.0, 2001		VIC
Program Field of Education Identifier1204NA code that uniquely identifies the purpose of learning.VIC
ANZSCO identifier1246AA code that uniquely identifies the type of occupation(s) to which a Program relates. The
classification is based on the Australian Bureau of Statistics, ANZSCO – Australian and New Zealand Standard Classification of Occupations, ABS Catalogue No. 1220.0, 2013 (first edition, revision 2)		VIC
VET flag1301AA flag that indicates whether or not the intention of the training is vocational.
• vocational, set the VET Flag to Y
• not vocational, set the VET Flag to N		VIC
Record length for national data collection:130
Carriage return/ Line fee (ASCII 13/10):2
FieldsWhere to find this in TEAMS
Program identifierThis is the Program Descriptive code in the Program screen on the Details tab.
Program nameThis is the Program Descriptive Name in the Program screen on the Details tab.
Nominal HoursThis is in the Program screen > AVETMISS settings.
Program Recognition IdentifierThis is in the Program screen > AVETMISS settings.
Program Level of Education IdentifierThis is in the Program screen > AVETMISS settings.
Program Field of Education IdentifierThis is in the Program screen > AVETMISS settings.
ANZSCO identifierThis is in the Program screen > AVETMISS settings.
VET flagThis is in the Program screen > Settings tab.

Enrolment Dashboard > Class Allocation Screen – Study Periods Column removed

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Dashboard>Search Student>Select the Enrolment

Overview

From the Enrolment Dashboard > Classes & Attendance tile > Classes icon on the Classes Listing screen there used to be an option to select the Study Period or the Dates. In order to make it more user friendly, we have removed the Study Periods option from the Choose new Classes for Allocation section as shown below.

On selecting the Show Classes button, you will be able to view all the available classes for the date range you entered.

After selecting the class/s you wish to allocate to the enrolment you then select the next button and complete the steps of the process.

NOTE: we have also changed the Classes Listing Screen that you see from the Enrolment Dashboard > Classes & Attendance tile > Classes icon

In the screen shot below, this is how the old Classes Listing Screen used to look like with the Study Periods column which made it hard for a user to read.

We have removed the Study Periods column and now it looks like this.

If you have any queries, please do not hesitate to contact us on 1300 85 05 85 or email us via support@rtosoftware.com.au

New change in Timetable

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Dashboard > Academics > Timetable

Overview

Earlier for Timetables, there was a limitation to select only 1 campus similar to Term Breaks. With this new change, you can select multiple campuses while adding or editing a Timetable.

Click on the Timetable Icon from the Academics tile.

You can select multiple campuses from the dropdown as shown below.

IMPORTANT: Please be aware that the Intakes, Programs and the Term Breaks will only appear for the Campuses selected.

After filling in all the details for the timetable and selecting the campus(es), click on next and follow the rest of the steps as always.

New change in Term-Breaks

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Dashboard>System Admin>Term breaks

Overview

Earlier for Term Breaks, there was a limitation to select only 1 campus. With this new change, you can select multiple campuses when applying the Term Breaks.

Click on the Term Breaks Icon from the System Admin tile.

You can select multiple campuses from the dropdown as shown below.

Select and click on Save.

Delete Agent Payment

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Enrolment Dashboard > Finanancials Tile > Agent Tab > More…

Overview

We have added a delete icon on the Agent Financial screen and now you can delete agent payments made for the students/enrolments.

Once you select the delete icon, a pop-up will appear on your screen to confirm to delete the agent payment with the payment number. You can select OK to continue or Cancel to leave.

When you select OK, you will see the deleted payment details in the grid.

Moodle Actions and Alerts

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Overview

What is Moodle?

Moodle is a learning platform designed to provide educators, administrators and learners with a single robust, secure and integrated system to create personalized learning environments.

How to setup Moodle actions and alerts in TEAMS?

In TEAMS, we are mapping 3 processes:

  • Moodle Login creation of new user – TEAMS will create a username and password for students to log in to Moodle.
  • Enrolling Students into Subjects – For each subject in an enrolment, Moodle will create a course for students. e.g. 10 Subject -> 10 Courses will be created by Moodle. (Course is another word for the subject in the Moodle)
  • Updating final results from Moodle to TEAMS – In this section, Results competent, and not yet competent are updated in TEAMS from Moodle.

How To Setup Moodle Actions:

  • From the Main Dashboard, you need to go to the System Admin menu > Automated System Actions.
  • Now select the +System Actions Button on the right hand side of the welcome screen.
  • Below is the Automated System Actions Entry screen which appears when you select the +System Actions button. Here you can create actions.

Steps To Create Moodle Actions

  • Select the Department from the drop-down(Now Moodle Action is a part of student service, so you must select the “Student Services” option from the drop-down).
  • Select the Automated Process from the dropdown as we are creating the Moodle Alert, we are selecting the Create Moodle Login option). As an example, we have shown some processes below:
    1. Create Student Portal Login
    2. Create Moodle Login
    3. Create Moodle Course(Subject) Enrolment.
    4. Moodle UnEnrolment
    5. Sync Timetable Classes with Moodle Groups
  • Select the Campus from dropdown.
  • Give the Appropriate System Action Name in the given field.
  • Now select the Action Rule from the dropdown. Here we have two types of Action Rules:
    1. No. of days before Start Date(Enrolment Start Date)
    2. Upon Enrolment Creation
  • If you selected the first type (No. of Days before Start Date) then, you need to enter the number value in the given field.

Now After filling in all the above details, select the save button in the right top corner. It will save the records for current Action. You can see all the saved records on the Automated System Actions Welcome Screen. From there you can edit or delete the records as per the requirements easily.

Steps to Create Moodle Alerts

Moodle Alerts will send SMS and Emails to the students to those who created the Moodle login.

  • From the Main Dashboard, select the System Admin icon and then the Automated Action menu. You will be taken to the Automated Action welcome screen Select the +Automated Action button on the right hand of the screen.
  • Upon selecting the Automated Action Button, you will be presented with the Automated Action Entry screen.
  • From the Department drop-down select Student Services as Moodle Alerts is a part of student service.
  • Select the Action Type from the drop-down. Here, you can select different types of Moodle actions based on actions you have created in TEAMS.
  • Select the Campus from the dropdown.
  • Give the proper Action Name for the current Alert. Please note that the Action Name should be written with 50 words as the character limit is set to 50 words.
  • After giving the name, you need to select the Action Rule from the dropdown. Here for the Orientation Action type, only three options are available:
    1. No of days before orientation date
    2. No if days after orientation date
    3. On orientation date
  • On Selection of the Action Rule, a new field On Orientation date appears on the screen. Type in the Orientation date.
  • Now select the option (user or student) from the dropdown to send an Email to. Once you select the send email to, the Email Template field will appear and this field will show you student level email template.
  •  If you are creating the action to send via SMS then you need to select the option (user or student) from the Send SMS to dropdown. Once you select the send SMS to, the SMS Template field will appear and this field will show you student level SMS template.

Once you have completed all the above steps, you need to select the save button on the right top corner of the page. This will save your record, and you can see this record on the Automated Action Welcome Screen. Also, you can edit or delete these entries easily from this screen.

You can also watch the below video to understand the complete process: