WWW.TAFE NSWNSW.EDU.AU

TAFE NSW STANDARD

ENROLMENT PROCESS

Last updated: 18 April 2016 Last updated: 11th November 2016

Process Map Legend

Start

End

EBS

Process Step

Decision?

Beginning of the process

This process step is completed in the EBS system.EBS is the TAFE NSW Student Enrolment and Management System.

Decision step

Process step

End of the process

Client

Agent

Enrolment

Portal

This process step is completed in the Client EBS access portal

This process step is completed in the Agent EBS access portal

This process step is completed in the Enrolment Portal by the Learner

1

Glossary of TermsWe understand that some of the position names used within this process map differ across Institutes.

This glossary is to be used by Institutes to more easily align their Institute structure with this standardised

process.

Roles and Responsibilities

Key Process Tools

Name Description

Course Information Checklist A new document to be developed to assist Course Information Coordinators in establishing complete courses with accurate information

Offering Information Form A new document to be developed to assist the flow of information between the Head Teachers and Course Information Coordinator

Offering Register A new document to be developed to keep track of developed offerings to reduce work and decrease duplicates

USI Registry System Access to be established for all student administrators with the USI registry

Duplicate Record Guidelines A new document to be developed to provide guidance over the existence of duplicate Learner entries in EBS

Other funding source checklist

A new document to be developed to assist Student Administrative Services in the enrolment of Learners with accurate and eligible funding sources. To be developed in line with existing guidance.

Learner Enrolment Checklist A new document to be developed to assist Student Administrative Services in the enrolment of Learners with accurate and complete information

Withdrawal guidance document

A new document to be developed to assist Student Administrative Services in the withdrawal of Learners correctly, if they are eligible for withdrawal. To be developed in line with existing guidance.

Group Responsibilities Process Reference

Student Administration Services

Assist with the setup of new Learners (including data entry into EBS, upload information to STS Online Portal and validating USI's.)

Assist with the enrolment of Learners into Offerings (including data entry into EBS, credit transfers, verifying VFH information is complete, and issuing invoices)

Liaise and contact Learners for enrolment related queries and follow-up questions

Adjust Learner profiles based on Auto-Credit transfers

Assist with the withdrawal/refund processes

Process refunds

Rectify errors identified in the MACRO RevCheck Tool

- Learner Enrolment - Auto-Credit Transfer - Management of Learners in EBS - Management of Learners in EBS – Withdrawals - Management of Learners in EBS - Refunds

Course Information Coordinator

Establish Master Offerings from Master Products and seek relevant approval

Setup Offerings cloned from Master Offerings and seek relevant approval (eg. approval from Head Teachers, complete Course Information Checklist)

Publishing of offerings on website

- Creation of Master Offerings - Establishment of Offerings

Head Teacher

Initial planning of course Offerings and completion of required Offering setup documents (eg. TAS and Offerings Information Form, VFH Schedule)

Approve published offering on website via email

Review course eligibility for Learner enrolments into Offerings

Final review and approval functions in relation to manual credit transfers

Approving learner withdrawals

-Creation of Master Offerings - Establishment of Offerings - Learner Enrolment - Auto-Credit Transfer - Management of Learners in EBS - Withdrawals

Discipline Leader Review and approval of TAS Offerings Information Form and VFH Schedule

Review and approval of offering contents

Establishment of Offerings

Teacher Contact Learners to offer alternate courses when ineligible

Approve and sign Training Plans

Record participation, enter milestone assessment marks and update unit progress of Learners

Update EBS according to Training Plan

- Learner Enrolment - Management of Learners in EBS - Management of Learners in EBS - Withdrawals

Institute Finance Create fees types for Offerings and price bands

Approve refunds and raise credit notes where required

Export relevant reports from EBS revenue recognition purposes

Review identified issues in MACRO RevCheck Tool

Create a manual journal template for Smart and Skilled subsidy calculations

Upload journals to SAP

- Creation of Master Offerings - Management of Learners in EBS - Withdrawals - Management of Learners in EBS - Refunds

Quality Service Unit Creation of Master Products Creation of Master Offerings

NSW TAFE VET FEE HELP Commission

Approve VFH Offerings

Establishment of Offerings

2

Glossary of TermsSome of the position names used within this process map differ across Institutes. This glossary is to be

used by Institutes to align their structure with this standardised process.

3

1. Skills List Set Up

Lear

ner

Te

ach

er

TAFE

Q

SU

NSW

TA

FE

Vet

Fe

e H

elp

C

omm

issi

on

Inst

itut

e Fi

nan

ceH

ead

Tea

cher

Cou

rse

Info

rmat

ion

Coo

rdin

ato

r

Vet

Fee

H

elp

M

anag

er

Stud

ent

Ad

min

istr

atio

n S

ervi

ces

TAFE NSW

Start

Receive Skills List from Training Services NSW or a communication

containing a Smart and Skilled contract update

Product Classification Smart & Skilled Approved

is checked

Update the Skills List to reflect institute contracted

qualifications

EBS EBS

End

Client Client

Manager, Course Information Coordinator

Check that the activity schedule in EBS matches the approved Activity Schedule from Training Services NSW

EBS

Client

4

Upload Part quals to TEA and add to skills

list in ebs.

Client

EBS

2. Offering Creation (Master offer and Offering)TA

FE N

SW

Q

ual

ity

Serv

ice

U

nit

(TA

FE Q

SU)

He

ad T

each

erC

ou

rse

Info

rma

tio

n

Co

ord

inat

or

Stu

den

t A

dm

inis

trat

ion

Se

rvic

es

NSW

TA

FE V

ET

FEE-

HE

LP

Co

mm

issi

on

Inst

itu

te F

inan

ceD

isci

plin

e L

ead

erLe

arn

er

TAFE NSW

StartPlan master or

new Course Offering

Complete Training and Assessment Strategy (TAS) and Offering Information

Form consulting TVET/SBA/T & International staff as

required.

Provide VET Fee Help (VFH) /Fee

Help (FH) Schedule information for new

VFH/FH Offerings

Review TAS, Offerings Information Form and

VFH/FH Schedule (where required)

Approve TAS, Offerings

Information Form and VFH/FH

Schedule (where required)

Check if there is a suitable existing offering or requirement for new

master offering

EBS

Managers, CIC to approve new

master offering via email

Record new master offering on

Offering Register

Establish new master offering

and input required details

EBS

Is new master offering required?

Yes

No

New VFH/FH Offering?

Is additional information required?

YesRequest additional

offering information from Head Teachers

Send approval documents to

Course Information Coordinator team

mailboxNo

Process note: QSU creates nationally recognised qualification products and Institutes are to create non-nationally recognised products for courses and qualifications

Check all required information is in

the master offering, and the offering status

remains in draft

Create fee types and price bands

Yes

Client Client

5

No

3. Offering Creation continuedTA

FE

QSU

He

ad T

each

erC

ou

rse

Info

rma

tio

n C

oo

rdin

ato

rSt

ud

ent

Ad

min

istr

atio

n

Serv

ice

s

NSW

TA

FE V

ET

FEE-

HE

LP C

om

mis

sio

nIn

stit

ute

VFH

Te

am

Dis

cip

line

Lea

der

Lea

rne

rContinued from Offering Creation

TAFE NSW

Update the Offering using details from

TAS, Offering Information Form

and VFH/FH Schedule (If

required)

Complete Course

Information Checklist for each offering

Review offering against Institute standards for publication guidance.

Obtain additional information from Head

Teacher if required

EBS

Prompt Head Teacher review of offering

establishment/amendments with

instructions for website review (if

published to website)

Review VFH offerings

Offering status changed to 'Ready for

Faculty Approval'

No Approved

Review published offering on website to ensure information is displayed correctly. Confirm via email (if

published to website).

Clone new offering from

master offering

Save Course Information Checklist,

TAS and Offering Information Form and VFH/FH Schedule (if

required) electronically in central repository

Send VFH Schedule to TAFE NSW VFH

Commission

Course published (International offerings are uploaded to

TISIMS)

EBS

VET FEE-HELP Offering?

Yes

No

Process note: All amendments or updates to an offering should follow this process by using the Offering Request Form

Check course has been

uploaded with correct

information on TAFE Website

(or TISIMS)

Review and approve offering

contents. Offering

Published

No

Attach offering fee

types

End

EBSEBSEBS

Set delivery mode per Institutes

Activity Schedule and Offering

Information Form

Complete instalment

plan template if

required

EBS EBS

Yes Amendment required

Client Client Client Client Client Client Client

6

Amendment Required?

Amendment Required?

Yes

Yes

Client

EBS

4. Learner Enrolment – Application Courses

Lear

ner

TV

ET/S

BA

/T

Co

ord

TAFE

Q

SUIn

stit

ute

Fina

nce

He

ad T

each

er /

T

eac

he

r

Cou

rse

Info

rmat

ion

C

oo

rdin

ato

rSt

uden

t A

dm

inis

trat

ion

Ser

vice

s

TAFE NSW

End

StartEnter enrolment

details

EBS

Fee validated by Fee Calculator

Commercial fee provided

S&S offeringNot S&S offering

Assess learner for qualification

suitability

Call learner and offer alternate

learning options

Progress application (HT

or Admin)

Declined

Accepted

EBS

End

Receives email to re-engage,

accept offer and complete additional

detailsEBS

Check for duplicate

learner record (Online

enrolments only)

Merge record using Merging

Learner Record QRG

Duplicate enrolment

Allocate SRN

No existing record

Check learner profile against

the Learner Enrolment Checklist

Contact learner for additional

information if required

Choose payment method

Make payment (learner

enrolled and active)

Online enrolment

Staff assisted enrolment

EBS

Process notes:1. Learners can apply for CT or RPL throughout the duration of their qualification although it is recommended that this is completed upon enrolment2. The Disability Audit Report should be run on a daily basis to identify learners applying online requiring manual intervention

EBS

EBS

EBS EBS

Update application to

decline

ClientClient

ClientEnrolment

Portal

Enrolment

Portal

Enrolment

Portal

Enrolment

Portal

Enrolment

Portal

validate learner USI

Client

EBS

7

Learner accepts offer and enrols

Apply Centrelink waivers if

concession/ exemption requested

Start

Enter learner enrolment details into

existing or new record

EBS

Assist learner to obtain USI if required or

validate existing USI

Check for existing learner

record

EBS

Client

EBS

Enrolment

Portal

Enrolment

Portal

Fee validated by Fee Calculator

Commercial fee provided

EBS

EBS

Enrolment

Portal

Enrolment

Portal

EBS

Client

EBS

Client

5. Learner Application - SBA/T ApplicationA

ustr

alia

n A

pp

ren

tice

sh

ip

Su

pp

ort

Ne

two

rk (

AA

SN

)T

rain

ing

Pla

n T

ea

mS

BA

/T C

oo

rdin

ato

r

Retain copy of finalised Training Plan when

received and forward to Student Administration Services to attach to learner profile in ebs

Develop Training Plan per BOSTES

requirements in consultation with Head Teachers

Finalise Training Plan by obtaining sign off from key stakeholders in

line with TSNSW requirements

Start

Confirm course

availability through

consultation with Head Teacher

Issue draft Training Plan to AASN

Obtain copy of Finalised Training Plan from AASN and send to the Training Plan

Team for retention

Receive SBAT

notification from EVET

Learner declared a disability?

Request additional information from

the School

Is the SBAT notification completed

in full?

DAAWS Application?

Liaise with the DAAWS

Coordinator and relevant

stakeholders (Including learner, School and AASN)

about DAAWS application

Assess learner and determine

suitability in consultation

with Disability

Consultant

No

Yes Yes Yes

No

No

2, 5, 6

Create Employer Profile in

TPL

Does the Employer appear in the ‘Employer

Details’ list?

No

Yes

1

Continue to ‘Process Map 7:

Learner Enrolment – Enrolment Course’

Provide Student

Administration Services with

learner documentation

34

8

6. Learner Application – TVET Learner Application

TV

ET

/ S

BA

/T C

oo

rdin

ato

rT

VE

T/S

BA

T M

an

ag

er

Collate Intent to

Purchase responses

Notify School of learner offers and enrolment details

Receive Intent to

Purchase from EVET

Liaise with School to perform eligibility

assessment

Determine viability of courses in

consultation with Faculty Management

Intent to Purchase completed in full?

Assess learner needs and determine

suitability in consultation with

Disability Consultant

Learner declared a disability?

Yes

Yes

Offering requires an eligibility

assessment?

No

Yes

No

Start

Request additional information from

School

No

Provide Student Administration Services with

learner documentation

Continue to Process Map ‘Learner Enrolment TVET’

1

9

7. Learner Enrolment – Enrolment Courses

Lear

ner

Teac

her

TAFE

Q

SU

NSW

TA

FE V

ET

FEE

HEL

P C

omm

issi

on

Inst

Fi

nan

ce

Hea

d T

eac

he

r

Cou

rse

Info

rma

tion

C

oord

inat

or

Stud

ent

Ad

min

istr

atio

n S

ervi

ces

Start

Start

Enter learner

enrolment details into existing or new record

EBS

Enter enrolment details

EBS

Indicative fee validated by Fee

Calculator

Commercial fee provided

Smart and Skilled Offering

Non Smart andSkilled Offering

If USI required assist learner to

obtain USI or validate existing

USI

Merge record using

Managing Duplicate

Learner QRG

Duplicate enrolment

Allocate SRN if

not yet allocate

d

No existing record

Check learner profile against

the Learner Enrolment Checklist

Contact learner for additional informatio

n if required

Choose payment method

Make payment (learner enrolled

and active)

Online enrolment

Staff assisted enrolment

EBS

Process notes:1. Learners can apply for CT or RPL throughout the duration of their qualification although it is recommended that this is completed upon enrolment2. The Disability Audit Report should be run on a daily basis to identify learners applying online requiring manual intervention

Check for existing learner record

EBS

EBS

EBS

EBS EBS

Client Client

Enrolment

Portal

Enrolment

Portal

Enrolment

Portal

Enrolment

Portal

Enrolment

Portal

EBS

If USI required, validate existing

learner USI.

Client

EBS

10

Enrolment

Portal

Enrolment

Portal

Learner accepts

offer and enrols

Apply Centrelink waivers if

concession/ exemption requested

Indicative fee validated by

Fee Calculator

Commercial fee provided

EBS

EBS

Enrolment

Portal

Enrolment

Portal

Client

EBS

CRN validated automatically

CRN validated automatically

Update funding source if required

EBS

Enrolment

Portal

EBS

Enrolment

Portal

EBS

Client

EBS

Client

EBS

Client

Is learner a TVET?

Enter learners special details and ensure TVET

billable box ticked (ensure duplicates checked first)

YesIs learner an

SBA/T?

No

YesEnter Learner

TCID

Obtain sCID from TSNSW website and manually input sCID, subsidy and loadings

in ebs

Ensure SBA/T box is ticked

Select correct VTO

Select Employer

Details

Identify online

enrolment at the end

of each Day

Start

Smart and Skilled Offering

TVET, SBA/T

Non Smart andSkilled Offering

Check for Duplicate

learner record (online

enrolments)

No

Continue to

‘Process

Map 10

Statement

TPP

Continue to

‘Process Map

9: TVET SBA/T

Enrolment

Finalisation’

Note: International student drop into ebs from TISIMS and enrolment completed at international orientation day by staff assistance

8. TVET / SBA/T enrolment finalisation

Stu

de

nt

Ad

min

istr

atio

n S

erv

ice

sT

ea

che

rT

VE

T / S

BA

/T

Coo

rdin

ato

r

Complete TVET / SBA/T Learner

Enrolment Checklist

Generate Enrolment

Confirmation Form and provide to Teacher

Update learner statistics and,

if required, learner

information

Additional information required?

Contact School to obtain additional

information

End

Have learner review and sign printed Enrolment

Confirmation Form

Manually change

Learner Status in ebs to ‘Active’

Change ‘Who to Pay’ from ‘Learner’ to ’MKTINGPTNR

Sponsor Marketing’ and enter the Sponsor Code for

the School or Sector and the Sales Contract Number

(non-Gov) or Sales Order Number (Gov)

No

Yes

Is the learner SBA/T or TVET?

TVET

Change ‘Who to Pay’ from ‘Learner’ to ‘TPPSAP (TPP)

to pay’ and enter the Sponsor Code for the School

or Sector and the PO number

SBA/T

Push TPP to SAP,

automatically making learner ‘Active’ in ebs

Check correct Fee Type and

amount has been applied

to the Learner

Save signed Enrolment

Confirmation Form to a

central repository

Client

EBS

Client

EBS

Client

EBS

Client

EBS

Client

EBS

Client

EBS

1, 2

2, 3

Is the learner Government or

Non-Government?

Change ‘Who to Pay’ from ‘Learner’ to ’MKTINGPTNR

Sponsor Marketing’ and enter the Sponsor Code for the School or Sector and

the Sales Contract Number

Client

EBS

Apply Marketing Partner

Payment Type, automatically

making learner ‘Active’ in ebs

Government

Non-Government

2, 3

Continued

from 8.

Learner

Enrolment

11

9. Learner Enrolment: Fee Statement or Third Party Payment (TPP) Enrol or Apply Now

Lear

ne

rTe

ach

erTA

FE

QSU

NSW

TA

FE

Vet

Fee

He

lp

Com

mis

sio

n

Fina

nce

and

B

usin

ess

Serv

ice

sH

ead

Tea

cher

Cou

rse

Info

rma

tio

n

Coo

rdin

ato

r

Stud

ent

Ad

min

istr

atio

n Se

rvic

es

Vet

Fee

H

elp

M

anag

er

Continued from Learner Enrolment: Other

Determine if Third Party Payment

requested

Learner profile reviewed against the Learner Enrolment

Checklist and per the Enrolment

Instructions

Learner pays fee and progress status

changes to ‘Active’Learner Enrolled

EBS

Create fee statement (ensure any instalments

against Non VFH are applied if required

Forward fee statement to Learner

TPP authority (purchase Order / email / contract)

TPP requestedChange to “sponsor to pay’ - ensure Business Partner is

approved and in ebs

No

Yes

Push TPP at end of each day (best

practice unless held for a group push)

End

Is it a Group Employer

EBS EBSEBS

No

Arrange Instalments / Sales orders as required through

SAP

Yes

End

Continued

from 8.

Learner

Enrolment

12

10. Daily Smart and Skilled push to TSN

Lear

ner

Te

ach

er

TAFE

Q

SU

Sha

do

w

Da

tab

ase

/ E

IMP

(e

nte

rpri

se in

fo

man

age

pla

tfo

rm

Inst

itut

e Fi

nan

ceH

ead

Te

ach

er

Cou

rse

Info

rmat

ion

C

oord

inat

or

Vet

Fee

H

elp

M

anag

er

Stud

ent

Ad

min

istr

atio

n Se

rvic

es

TAFE NSW

Upload Output files from TSN to EIMP

Download Output files from TSN

Upload file to TSN

TSN TSN EIMP

Note: The enterprise information management platform (EIMP) application identifies enrolments that require a CID, assigns a notification status to these enrolments, validates that selected enrolments meet TSN file specification requirements and highlights data validation errors to enable data cleansing.

End

Generate Input file from EIMP

EIMP

13

Start

Extract 2017 S&S enrolment data from Shadow database to EIMP (refreshed from ebs

overnight 5days/week)

Uploaded files contain rejected file and successful

file and assigns statuses

11. Auto-Credit Transfer In

stit

ute

Fi

na

nce

NSW

TA

FE V

et

Fee

Hel

p

Co

mm

issi

on

TAFE

QSU

Dis

cip

line

Le

ad

erH

ead

Tea

cher

/ Te

ach

er

Co

urs

e

Info

rma

tio

n

Co

ord

inat

or

Stu

den

t A

dm

inis

trat

ion

Ser

vice

sLe

arn

er

Start

Download weekly Credit Transfer/RPL/Auto Credit Report (Shadow Database)

TAFE NSW

Complete Auto Credit transfer

process

Auto Credit report extracted

Adjust Learner Units of Study and Fee where required

EBS

Credit Transfer approved?

Detach duplicate Units of Competency

Yes

Detach the Credit Transfer and record

decision details in the Learner Training Plan

No

Forward advice to Student

Administration on Auto Credits approved for

Targeted Priority courses

Combine RPL and CT for Targeted Priority

only: Calculate adjusted fee

EBS

EBS

Process note: There is a manual credit transfer process in place which may occur throughout the course. Educational staff should complete this process at the Learners’ request and notify Student Administration Services of outcome to confirm adjusted fee with STS

Learner pays adjusted fee, receives refund or has instalment plans updated for new fee

EBS

Create fee statement

Forward fee statement to learner

EBS

End

Client

Client

ClientClient

Enrolment

Portal

Client

EBS

14

StartLearner requires

RPL/CT quote based on expected results

RPL report

Confirmation of expected UoC

RPL/CT

Advise Learner of expected RPL/CT fee adjustment and upload to learner record (if

learner record)

Process held until learner enrolled and Fees adjusted by

TSN advise for S&S Ent or manual adjustment for Targ Prior

12. Management of Learner in EBS

Lear

ner

Te

ach

er

TAFE

Q

SU

NS

W T

AFE

V

et F

ee

He

lp

Com

mis

sio

n

Inst

itut

e Fi

nan

ceH

ead

Te

ach

er

Cou

rse

Info

rmat

ion

C

oord

inat

or

Stu

den

t A

dm

inis

trat

ion

Serv

ices

Start

TAFE NSW

Approve and sign Training Plan

Retain copy of complete training plan with learner and educational staff signature

Review and update unit assigned to Learner in EBS according to the Training Plan where

required

Create and action e-register if applicable throughout the course

(Moodle records to be uploaded to learner each Semester for online

delivery) TVET SBA/T and International must have eRegisters

set up and actioned daily.

Enter assessment results as occurred

Publish all assessment

results which will result in

UoC completion

EBSEBS

EBSEBS EBS EBS

Is learner a Trainee or Apprentice?

Completes Training Plan

Yes

Agree on Training Plan

Learner to complete required VSL/FH documentation

Check Learners profile completed with all VSL/FH information

required

EBS

VSL/Fee Help payment option?

Yes

Complete Individual Learning Plans

No

The VET Student Loan process can happen at any stage up

until census date for each Unit of Study

This process is completed at enrolment and reviewed

periodically

No

Client

Client Client Client Agent Agent Agent

15

Learner signs Training Plan/ ILP (and employer as

required)

Continue to

Completions

13. Completions – National Recognised Training (Not NNR)

Lear

ner

Teac

her

Cen

tral

Su

ppo

rtSy

stem

He

ad

Te

ach

er

Cou

rse

Info

rmat

ion

Coo

rdin

ato

r

Stu

den

t A

dm

inis

tra

tio

n S

erv

ice

s

Award Completion checking occurs when

minimum units completed

Start

16

Award Ruleset met

Yes

No

Report to identify any courses that turned off

auto completeComment: identify standardised report

Start

Note: Process Could also start from Completion of

Withdrawal Form.

Award Ruleset met

Weekly testamur/transcript bulk print (validation by OIST)

For distribution within 30 days of completion

(ASQA)

Report to identify students who have completed course

delivery with successful unit outcomes and should possibly be

completeComment: identify standardised report

Request manual completion

Yes

Receive and Validate award rules and

manual complete

NO - Manage learners – assessments/result/ILP

Action manual completion requests

Continue to

Graduation

Start

Start Checklist for other Rrequirements for testamur issuance eg USI,

financial status

Learner receives qualification

14. Graduations

Lear

ner

Teac

her

Cen

tral

Su

ppo

rtSy

ste

mH

ea

d T

ea

che

rC

ours

e In

form

atio

n

Coo

rdin

ato

rSt

uden

t A

dm

inis

trat

ion

Ser

vice

s

17

Report to identify awarded and potentially

complete students

Graduation actioned as per TAFE NSW

Graduation Guidelines (to be developed by ….)

Continuing from

completions

15. Management of learner in EBS – Withdrawals and Deferrals

Lear

ner

Teac

her

TAF

E

QSU

TVET

/SB

A/T

co

ord

Sch

ool

He

ad

Teac

her

Inte

rnat

ion

al U

nit

Stud

ent

Ad

min

istr

atio

n S

ervi

ces

Learner not participating in

training Start

Contact Learner. If withdrawal required, complete Withdrawal

Form

Review withdrawal per Withdrawal Form and update all UoC results

for After Class withdrawal

StartComplete a

Withdrawal FormSend Withdrawal Form to

Teacher for approval

Process withdrawal per Withdrawal

Guidance

EBS

Approve withdrawal per Withdrawal Form

End

Client

Learner not participating in

training Start

Sign/approve withdrawal and

forward to teacher

Is the learner SBA/T or TVET?

No

Forward information to TVET SBA/T coordinator

by email

Yes

Contact school if withdrawn required. Complete withdrawal

form for school approval

VSL/FH Offering?

Before census Date?

Yes

Commercial?No

No Refund

Refunds may be given based on Institute

policy for Smart and Skilled Refunds or

Census dates. See “Management of

Learners in EBS - Refunds”

Smart and SkilledNo

Change course code for learner to relevant

withdrawal code to open Withdrawal

Wizard.

Input correct data into Withdrawal

Wizard to complete withdrawal.

Within the Institute refund policy

threshold?

Yes

No

Yes

EBSEBS

Reverse Fees/Loan and refund

Yes

No

TVET

No

Before census?

No

If before census and learner is billable

uncheck TVET billable box in

learners profile in ebs

yes

18

Is the learner an International

student?No

Contact Unit (follow international procedures &

standards)

Yes

16. Management of learner in EBS - Refunds

Lear

ner

Teac

her

TA

FE

QSU

NSW

TA

FE

Vet

Fee

He

lp

Co

mm

issi

on

Inst

itut

e Fi

na

nce

Hea

d Te

ach

er

Co

urs

e In

form

atio

n

Coo

rdin

ato

rSt

uden

t A

dm

inis

trat

ion

Ser

vice

s

TAFE NSW

Calculate refund amount based on

Institute Instalment Plan /

Unit Of Study census dates

(refund policy)

Confirm refund type and amount

Confirm original method of payment

Approve/Cancel/Edit Refund and

raise credit note if required.

Process refund through appropriate

refund method

Document action taken on learner

recordEnd

Direct Credit

Cheque

Third Party Payment (Shared Service Centre)

Complete Withdrawal/

Refund Form with refund information

Save approved Withdrawal Form on learner record

EBS EBSEBS EBS

Client Client Client Client

Start

19

17. Revenue Recognition - Month End Processing

Revenue Recognition – Government Subsidy Calculation

Revenue Recognition – Ongoing data review

Inst

itu

te F

inan

ceIn

sti

tute

Fin

an

ce

Inst

itu

te F

inan

ceSt

ud

en

t A

dm

inis

tra

tive

Se

rvic

es

Start

TAFE NSW

TAFE NSW

TAFE NSW

Start

Rev Check tool is reviewed for identified

data errors on an ongoing basis

Error lists are made available to Student

Administration Services for review

Rectification of errors reported from

RevCheck in EBS based on

standardisation rules

EBS

End

4 x Revenue Recognition Reports exported from EBS as per TAFE NSW

Work Instructions:Enrolments

FeesReceipts

VFH/FH Loans

TISIMS Report generated by DECI

MACRO

Ledger Report

Transaction File

Payment Journal

Revenue Recognition Journal

Reasonableness check of data

Upload to SAP

Saved for enquiry and audit purposes.

Upload to SharePoint for input

to RevCheck Tool

End

End

NOTE: All journal upload files are kept for audit purposes

End

NOTE: All journal upload files are kept for audit purposes

Start

Client

20

EBS ETL Enrolment File

Offerings Input File

Macro Month End Transaction Output File

Government Subsidy database

Database calculates the relevant

government subsidy for local offerings

Analysis to determine what specific subsidies

should be calculated

Database is recalculated

Calculated tab is exported to an Excel

spreadsheet matched tab

A journal template is populated with the data from the Excel matched tab

The Journal is uploaded to SAP

18. Revenue Recognition - Month End Processing: SBA/T Student Fee Calculation

Revenue Recognition – Month End Processing: SBA/T Government Subsidy Calculation

Revenue Recognition – Ongoing Monthly Data Review

Processing of Subsidy Payments for SBA/T s

Insti

tute

Fin

an

ce

Insti

tute

Fin

an

ce

Insti

tute

Fin

an

ce

Stu

den

t

Ad

min

istr

ati

ve

Serv

ices

Insti

tute

Fin

an

ce

Start

4 x Revenue Recognition Reports exported from EBS as per TAFE NSW

Work Instructions:Enrolments

FeesReceipts

VFH/FH Loans

TISIMS Report generated by DECI

IRR MACRO 8

Ledger Report

Transaction File

Payment Journal

Revenue Recognition Journal

Reasonableness check of data

Upload to SAP

Saved for enquiry and audit

purposes. Upload to SharePoint for

input to RevCheck Tool

End

End

This process is consistent with the Standard Enrolment process

EndStart

EBS ETL Enrolment File

Offerings Input File

Macro Month End Transaction Output File

Input data into Government

Subsidy database

Database calculates the

relevant government

subsidy for local Offerings

Analysis to determine what

specific subsidies should be calculated

Database is recalculated

Calculated tab is exported to an

Excel spreadsheet matched tab

A journal template is populated with the data from the

Excel matched tab

The Journal is uploaded to SAP

Filter data for ‘MAIN’, ‘SMAR’, and subset of

‘TVET’ (Fee Type ‘SSAPP’ or ‘SSTRA’)

1

This process is consistent with the Standard Enrolment process

2

StartRevCheck tool is reviewed for identified data errors on

an ongoing basis

Error lists are made available to Student

Administration Services for review

Rectification of errors reported from RevCheck in

EBS based on standardisation rules

End

This process is consistent with the Standard Enrolment process

Client

EBS

EndStartInstitute receives

RCTI for subsidies

Create banking Journal to

recognise receipt of cash, and clear accrued revenue

of subsidies

Complete eReporting

eReporting successful?

YesInstitute receives subsidy amount from TSNSW

The Journal is uploaded to SAP

No

2

1 – It is critical that the TVET Offering Type be filtered correctly. Incorrect filtering could result in an incorrect Government Subsidy amount being calculated and an overpayment being received2 – All journal upload files are kept for audit purposes

21

19. Revenue Recognition - Month End Processing: Non-Government TVET Learners

Revenue Recognition - Month End Processing: Government TVET Learners

Institu

te F

ina

nce

TV

ET

Ma

na

ge

rIn

stitu

te F

ina

nce

TA

FE

NS

W C

orp

ora

te

Fin

an

ce

Start

Create sales contract in SAP at census date with appropriate billing

milestones

Run automated SAP revenue recognition

processes at the end of each month

1 – Confirm with each school the method and timing of payment and document Purchase Order Number to enable invoicing if required by the school 2 – Manual accruals or deferrals may be required based on the sales contract creation date

End

Confirm enrolled learners at census

date

Provide Institute Finance with a

request to raise a sales contract including SAP

codes, amounts and start and finish dates

Receive signed Course Cost

Proposal from the School

Start

Create sales order in SAP at census

date with appropriate billing

milestones

Run intra-company journals

to allocate amounts to

Institutes at the end of each month

End

Confirm enrolled learners with

Sponsor Code 9002861

Obtain Purchase Order Number if required by the

school

1

2

22