revising your data
DESCRIPTION
Revising your data. http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-revising-your-data. Overview. Why revise data? How do you revise data? what can you correct key elements variation reason codes Common issues . Why do you revise reported data?. Students - PowerPoint PPT PresentationTRANSCRIPT
Revising your data
http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-revising-your-data
• Why revise data?
• How do you revise your data? what data you can correct key elements variation reason codes
• Troubleshooting errors
Overview
Students debts with ATO
entitlements
Providers
payments
statistics and publications
Why do you revise reported data?
ASAP
When do you revise data previously reported to HEIMS?
The reporting of revisions to student debts is not optional.
It is a legislative requirement.
Do not
delay reporting your
revisions!
What submissions do you use to
correct your data?
Where do you revise data?
HEPCAT
• Revision Submission
• Standard Submission
HEPCAT enables you to correct virtually all your data in two types of submissions:
Unit of study data:
Debt $ amountsEFTSL valueCensus date
1. Student Revision
Enrolment data:
Gender Date of birth Postcodes
2. Enrolment Revision
Revising student data:
Revise the date a student
commenced their course of
study
4. Commence- ment date
Link duplicate student Id
codes
3. Student concordance
Special purpose revision submissions
Revise student’s OS-HELP data
OS-HELP Revisions
Delete a campus location record
Campus deletions
Special purpose revisions[higher education providers only]
You don’t need a special revision submission to change these data – simply report the correct data in another submission
Unit of study completions
Course Completions
Commonwealth assisted students –
HELP Due
(e.g. a student’s TFN or address)
Commonwealth Scholarships
Campus(Higher education
providers only)
Standard submissions
You must work with the department to revise: Incorrect course information Unit of study elements:
o Discipline group o Summer and winter school
o Work experience in Industry
Data that can’t be revised through HEPCAT
How does the revision
process work?
Revising your data toolkit
Key principles to revise data
• Key elements – to find the record in HEIMS you
want to revise
• Variation reason code- to tell the system how you want to
change the record
Key elements – how to identify a record
Course
• Course of study E533
• Course code E307• Reporting
year/period E415
Enrolment
• Student Id E313• Course code E307• Reporting
year/period E415
Unit of study
• Student Id E313• Course code E307• Census date E489• Unit of study E354• AOU E333
Variation reason codes - E446
Code 1 • Remission of debt - special circumstances
Code 2 • Revised - Administrative error
Code 4 • Deleted - Administrative error
Code 5 • Additional record - New record
The details:How to revise unit of study
data
Student Revision Submission
Student Revision file
Finds the original record in HEIMS
Revised load liability file
Has the correct information to update HEIMS
HELP Due file(validated)
Has the student’s TFN and
personal details
There are three files that work together in the Revision Submission
Student Revision Submission
Student Revision Submission
HELP Due file must have a status of validated
Course
• Course of study E533
• Course code E307• Reporting
year/period E415
Enrolment
• Student Id E313• Course code E307• Reporting
year/period E415
Unit of study
• Student Id E313• Course code E307• Census date E489• Unit of study
E354• AOU E333
Key elements – how to identify a record
1. How to remit or delete a record
1. Add key elements2. Add variation reason code
Student Revision
file (VSR or SR)
3. No record required in this file
Revised load
liability file (VRL or RL)
4. No record required on the HELP Due file
HELP Due file
(VDU or DU)
Student’s record was reported in error, or student was granted a remission of debt in special circumstances
2. How to revise key elements - a two step process
• 1-Add key elements
• 2-Add variation reason code
Student Revision
file (VSR or SR)
• 3-No record required in this file
• 4-Submit revision submission
Revised load
liability file (VRL or RL)
• 5-Report student in another student submission with correct data
Student Submission
• 6-Add record to the HELP Due file if student has a debt
HELP Due file
(VDU or DU)
Correct unit of study code or census date
3. How to revise non-key elements
• 1. Add key elements
• 2. Add variation reason code
Student Revision
file (VSR or
SR)
3. Add the student unit of study record with correct data.
Revised load
liability file (VRL
or RL)
4 . Add a matching record to the latest HELP Due file if student has a debt
HELP Due file
(VDU or DU)
Revising $ amounts (debts, amounts charged/paid), EFTSL value
Key elements
Matching records
No original record
Validation rules
Troubleshooting errors
Be timely when revising data
Understand how the key elements and variation reason codes work
Use the step by step revision guides!
Points to remember:
Policy and program managementAdministration of FEE-HELP and VET FEE-HELP
Financial estimates and paymentsHELP IT System (HITS)
For all your policy queries
For all your reporting questions contactHEIMS Data Collections
Telephone: (02) 6240 7487
Need more help?