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THE DOWNLOADS EXPLAINED

The various download services........................................................................Page 2 Changes versus snapshots ..................................................................................Page 3

UNDERSTANDING YOUR ACCESS RIGHTS

What type of DETConnect user are you?................................................Page 4 Who controls access to Training Downloads?.....................................Page 5 Who controls what can be downloaded?.................................................Page 6 Who controls access within Training Downloads? ..........................Page 7

HOW TO USE TRAINING DOWNLOADS

Accessing downloads.................................................................................................Page 8 Setting download defaults....................................................................................Page 9 Administering user access....................................................................................2

OF 13 TRAINING DOWNLOADS HELP v1.3 Last updated 21 February 2008

THE DOWNLOADS EXPLAINED

The various download services

There are three distinct download services available in Training Downloads:

1. Training Contracts:

• Approved Training Contracts

These downloads contain information relating to training contracts with registered Queensland apprentices/trainees. This information is intended for organisations that are a service provider for registered contracts.

• Refused Training Contracts

These downloads contain information relating to individuals who sought registration as a Queensland apprentice/trainee but did not obtain registration approval. This information may be available to organisations listed as a service provider to the contract.

2. RTO Registrations:

• Qualifications/Courses

These downloads contain information relating to registration of Registered Training Organisations (RTOs) for delivery of qualifications and/or accredited courses in Queensland.

• Units of Competency/Modules

These downloads contain information relating to registration of RTOs for delivery of units of competency and/or modules in Queensland.

3. User Choice/Other Contracts:

• User Choice/Other Contracts

These downloads contain information relating to contracts between RTOs and the department for delivery of training and/or related services.


Changes versus snapshots

For each of the available download services outlined in The various download services, there are two sets of reports:

1. Changes:

• These reports provide details about the changes made to an organisation’s available records in the last three months.

• These reports are intended to provide users with the most recent changes to their organisation’s available information in the department’s business systems.

• These reports allow the user to select the date from which to include changes, up to a maximum of three months ago. This defaults to the day after the download was last made by the organisation, unless the last download was more than three months ago.

2. Snapshots:

• These reports include all records that qualify as active for the organisation. Users can also choose to access records that have been removed from the active list within the previous three months due to their status becoming inactive (for example, withdrawn or cancelled training contracts).

• These reports are intended to provide users with their organisation’s available information from the department’s databases.

Information in the changes and snapshot reports is updated at the end of each working day.


UNDERSTANDING YOUR ACCESS RIGHTS

What type of DETConnect user are you?

It is important to know what type of DETConnect user you are, as your access rights within DETConnect are dependent upon this.

There are two types of DETConnect users:-

1. DETConnect administrators

These users:

• Are able to create and manage the access for other DETConnect users in their organisation.

• Have access to all services available within DETConnect.

• Receive requests for DETConnect access from prospective administrators or general users in their organisation.

• Gained access to DETConnect either as part of their organisation’s DETConnect registration process, or by being granted administrator access by another administrator in their organisation.

2. DETConnect general users

These users:

• Were provided with DETConnect access by an administrator within their organisation, after submitting a request to the administrator using DETConnect.

• Are not able to create or manage other DETConnect users in their organisation, and their access to services within DETConnect is managed by administrator/s within their organisation.

If you are general user and have questions in relation to your DETConnect access you should contact an administrator in your organisation by going to the My Account page of DETConnect.


Who controls access to Training Downloads?

DETConnect administrators control the Training Downloads access for other DETConnect users in your organisation, via the Organisation Administration section of the My Account tab in DETConnect. They set whether users in their organisation are administrators or general users, and which services are able to be accessed by the general users – including Training Downloads.

If you are a DETConnect administrator:

• Your access to Training Downloads is automatic, and it appears as an individual ‘portlet’ when you log into DETConnect.

• It is your responsibility to enable access to Training Downloads for general users within your organisation if required (access to Training Downloads is not automatic for DETConnect general users).

If you are a DETConnect general user:

• The services that are made available to you by a DETConnect administrator in your organisation will appear as individual ‘portlets’ when you log into DETConnect.

• To request access to Training Downloads, contact a DETConnect administrator in your organisation by going to the My Account page of DETConnect.


Who controls what can be downloaded?

There are two things that affect what you can access within Training Downloads:

1. Your organisation’s role/s

• These are assigned by the department as part of the initial DETConnect registration process for your organisation. Your organisation may have one or more of the following roles:

o Australian Apprenticeships Centre o Registered Training Organisation o Group Training Organisation o School Association o Local Government Association o Racing Agency

• The organisation roles determine the available downloads for your organisation, as well as the information contained within each download. For further information on organisation roles in Training Downloads, refer to Accessing downloads and Administering user access.

2. Your individual Training Downloads access rights

• These are assigned to you within Training Downloads. For further information on who controls your individual Training Downloads access rights refer to Who controls access within Training Downloads?


Who controls access within Training Downloads?

Training Downloads administrators control the access of users in their organisation, including their own access. All Training Downloads users are assigned one of three possible access levels:-

1. Administrators:

• These users have access within Training Downloads to administer access rights for Training Downloads users in their organisation (including their own access). For further information, refer to Administering user access.

• Every organisation has at least one user with this level of access.

• DETConnect administrators initially receive this access level by default, though this may be changed.

• These users have access to all downloads available by default to their organisation.

2. General users:

• The downloads that are available to these users is controlled by Training Downloads administrator/s in their organisation.

• DETConnect general users receive this access by default, though this may be changed by a Training Downloads administrator in their organisation.

• These users cannot administer the access rights for Training Downloads users in their organisation.

3. Disabled:

• These users have been restricted from performing any downloads or administering user access by a Training Downloads administrator in their organisation.

• These users retain access to the Getting Started tab.

Note: A Pending access level is shown for new users that have not logged into Training Downloads for the first time, nor had access rights updated by an administrator. By default, these users have inherited the access level that corresponds to their DETConnect access even though it is not initially displayed.

If you have questions in relation to your Training Downloads access rights, contact a Training Downloads administrator in your organisation. If you are unsure who to contact, contact a DETConnect administrator in your organisation by going to the My Account page of DETConnect.

OF 13 TRAINING DOWNLOADS HELP v1.3

HOW TO USE TRAINING DOWNLOADS

Accessing downloads

1. Log into DETConnect and proceed into Training Downloads.

2. Select the Downloads tab.

3. A list of downloads and a drop-down box containing one or more organisation roles should be displayed in the download menu (for an explanation of the downloads, refer to The downloads explained).

Example:

Note: Your organisation and individual access rights affect what will be displayed. If you do not see any downloads, or do not see the organisation roles and/or downloads that you expected, refer to:-

Who controls what can be downloaded? Who controls access within Training Downloads?

If you have questions in relation to your access rights, contact a Training Downloads administrator in your organisation. If you are unsure who to contact, contact a DETConnect administrator in your organisation by going to the My Account page of DETConnect.

4. If your organisation has multiple business roles, you can select a different role in the drop-down box. This enables you to access information relating to each role.

5. Select a download by clicking a download name.

Last updated 21 February 2008


Setting download defaults

1. After you have selected a download (in the previous step), you will be presented with the defaults for the download.

Example of a changes download:

From Date is only available for

changes downloads

• For changes downloads you can select the date from which to include changes (changes are available for the last three months). This defaults to the day after the download was last made by your organisation, unless the last download was more than three months ago. Refer to Changes versus snapshots.

To enter a different from date, select the calendar.

• Select your preferred file type.

Available formats Description

Microsoft Excel Worksheet data in Microsoft Excel format; ready for use in Microsoft Excel

Comma separated values Text data with values separated by commas; easily imported into Microsoft Excel or another database

Tab separated values Text data with values separated by tabs; easily imported into Microsoft Excel or another database

• Select whether file compression is enabled.

If file compression is enabled, the report will be downloaded as a compressed (zipped) file, thereby reducing the file size and download time. If you are using an operating system other than Windows XP/Vista, the file may require decompression with a tool such as WinZip.



Setting download defaults

• For snapshot downloads you can select Active or Removed records. Select Removed if you want to access records that have been removed from the active list within the previous three months due to their status becoming inactive (for example, withdrawn or cancelled training contracts).

Example of a snapshot download:

Record Status is only available for

snapshot downloads

2. To change what information is retrieved and how it is sorted, click Edit Download Options to open the report columns and sort order options.

Example:

Save Download Options is only available to certain users (see p.11)

Drag and drop columns to include your preferred columns and sorting. The green arrows indicate how the individual columns included in the sort order are sorted -

ascending, or descending. Click once above ‘asc’ or ‘desc’ to change the setting.



Setting download defaults (continued)

3. When you finish selecting your preferred columns and sorting, how you proceed depends upon:

• If you have access to the Save Download Options button

You have administration access to store the column and sorting options. Click Save Download Options if you want the column and sorting options to be available the next time you or other users in your organisation access the download.

• If you do not have access to the Save Download Options button

You do not have access rights to store the column and sorting options, as other user/s in your organisation have these rights.

For more information about individual access rights, refer to Who controls access within Training Downloads and Administering user access.

4. To proceed with the download, click Download File. Your download should begin shortly thereafter. Pop-up blockers may prevent the download, and may need to be temporarily disabled.


Administering user access

Note: In order to administer user access for Training Downloads users in your organisation, you must be a Training Downloads administrator. For more information, refer to Who controls access within Training Downloads?

1. Log into DETConnect and proceed into Training Downloads.

2. Select the User Access tab.

3. A list of your organisation’s DETConnect users who have access to Training Downloads should be displayed. For more information, refer to Who controls access to Training Downloads?

Select a user by clicking once on the user’s user id.

Example:

4. The user in this example has a Pending access level. This is shown for new users who have not logged into Training Downloads for the first time, nor had access rights updated by an administrator. By default, these users have inherited the access level that corresponds to their DETConnect access even though it is not initially displayed.

Example:

If the user you have selected has a Pending access level and you wish to set their access rights, select one of the three available access levels.



Administering user access (continued)

5. The access rights for the selected user can now be viewed and edited.

Example:

Making a selection in this box changes all of the selections

below it

In addition to the user’s access level, all downloads available to your organisation should be listed. For more information on the listing of the downloads, refer to Who controls what can be downloaded from Training Downloads?

The user may be assigned one of three possible access levels:-

• Administrator - the user has access to administer access rights for Training Downloads users in your organisation (including their own access).

• General user - the user cannot administer the access rights for Training Downloads users in your organisation.

• Disabled - the user is restricted from performing any downloads or administering user access. The user will only have access to the Getting Started tab.

The user may be provided with one of the following types of access to each of the available downloads:

• Administrator – the user can access and customise the download report and also save the customised settings as a default for all users of that download in your organisation.

• General user – the user can access and customise the download report but is unable to save the customised settings as a default for all users of that download in your organisation.

• Disabled – the user has no access to the download.

6. Click the Update button to save changes. Changes to the user’s access rights will take effect the next time the user logs into DETConnect.


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