Home

Student Support Branch (SSB) HELP IT System (HITS) User Guide

1. 4 Toview the Decided estimate amounts select the check box for the desired record and click View details HELP IT System HITS User Guide V 2 0 March 2014 Page 96 Estimate list Estimate list Calendar Year Sector Status Decided total annual estimate Edit amount VET Finalised 244 500 00 Edit VET Draft 0 00 Edit 5 View the Estimate details box Estimate details Calendar year 20143 Sector VET Amount submitted by approved provider Reported HELP student loan gg 065 246 00 a Ez arf F gF E pt r Ez pr E IKET i to HEIMS Decided average an course cost 16 789 81 Decided average tak 400 00 Total annual estimate 12 444 607 00 rate amount Decided total annual 12 444 607 00 Status Finalised estimate amount internal notes Notes 1 Estimates can only be finalised by the Department HELP IT System HITS User Guide V 2 0 March 2014 Page 97 26 Fee Schedules Functionality has been removed for providers HELP IT System HITS User Guide V 2 0 March 2014 Page 98 27 Financial Performance Create a financial performance USER ROLES n ACCESS Provider Corporate Officer Can create a Financial Performance Provider Senior Officer Can create a Financial Performance Provider Finance Officer PFO Can create a Financial Performance Provider Editing Officer Not able to view this module Provider View Only Not able to view this modul
2. ecko check the decaration 5 The Estimate status will change to Submitted and a notification will be sent to the Department notifying them that a new estimate has been submitted by your organisation Notes HELP IT System HITS User Guide V 2 0 March 2014 Page 94 1 The attached payment schedule will continue to process payments associated with the old Estimate until such time as the Variation is submitted to the Department HELP IT System HITS User Guide V 2 0 March 2014 Page 95 25 Estimate Checking estimate status USER ROLES n ACCESS Provider Corporate Officer Provider Senior Officer Provider Finance Officer PFO Can view an estimate Provider Editing Officer Not able to access this module Provider View Only Not able to access this module Estimates that have been submitted to the Department will have an initial status of submitted The Department may approve the estimate or return the estimate to draft status where it requires changes Instructions 1 Select Organisation View Organisation details from the Navigation menu to display the Context Selector Select Estimate list from the sub menu items 3 View the status on the desired record noting the sector and calendar year If the status is Finalised the Department has finalised the estimate Estimate list Calendar Year sector Status Decided total annual estimate amount Y T C Finalised 244 500 00 E E 2014 VET Draft 0 00
3. Check this box also and then select Add estimate item which will navigate you to the Add Estimate item screen Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance YT T Y Y T No records to display Delete estimate item Add estimate item 2 Fill in all required fields and click Save this will navigate you to the Estimate of Advance Payments screen HELP IT System HITS User Guide V 2 0 March 2014 Page 82 Add Estimate item Estimate details Calendar year Sector Estimate item details ou must complete all Earliest census date Required eee De a required fields before E Field of Study Field of Study Required Choose Eligible students Number of eligible students by proportion of full time stygaToad for the calendar yar Please fill in st least one eligible student study load field 100 study load 75 study load bfo study load 50 study load 33 study load 25 study load Approximate EFTSL EFTSL expected to withdraw prior to tg last census date Required Revised EFTSL 0 0 Average annual course cost Requffed Expected total tuition income 30 00 Proportion of tuition fees expected to be paid through HELP Required Estimated advance 30 00 lt lt Back to Estimate 3 Repeat until you have added all the line items to your estimate Y
4. Choose First name Required Surname Required Position title Required Description of role Telephone Direct telephone Mobile International telephone Contact email address Required Email confirmation Required Physical address F Address line 1 Required 54 Orange Street Address line 2 Address line 3 City if country mot Australia Country Required Australis gt Suburb or postcode search Required Aberdare NSW 2325 5 When adding contacts for the first time the Mandatory Contact Summary details will display above the contact list The summary details will indicate which contact types have not been completed Once all mandatory contacts have been completed the Mandatory Contact summary details will stop displaying HELP IT System HITS User Guide V 2 0 March 2014 Page 28 Mandatory Contact summary B CEONC Accountant B Primary Contact For VET B Senio thorised Officer Completed In complete 6 Once you select Save you will be navigated back to the Contact list screen 7 Repeat above for all contacts Notes 1 For applicants HITS will temporarily display all mandatory contact types Once all the mandatory contacts have been created the display will disappear 2 Where a mandatory contact changes you must create a new contact for the contact type before you can delete the old contact details 3 There is no limit on the number of contacts for the same contact type being creat
5. e Skills Systems IAM Initial Access Request IAR form and e Skills User Security Declaration USD form The IAR form and a USD form for each IAMPCS officer must be scanned and returned to the Department to enable the users to be created in the IAM system The Department will send a confirmation email including their User ID temporary password and additional information to assist them with their role as IAMIPCS officers Please note that whenever an organisation changes their IAMPCS officers a new IAR form and USD form for a new user must be completed and forwarded to the Department via tsenquiries education gov au HELP IT System HITS User Guide V 2 0 March 2014 Page 128 38 IAM IAMPCS scent alaiak your HITS user role Can view all screens POI Financials Provider View Only Estimates Payments Provider Editing Officer PEO Provider Edit Officer as per PVO and including edit on screens they can view Provider Financial Officer as per PEO with the addition of Provider Finance Officer being able to view edit Estimates Provider Senior Officer as per PFO with the addition of being able to edit view POI lodge an application or RFI and submit bank account Provider Corporate Office CEO Provider Corporate Officer as per SAO with the addition of being able to submit an estimate to dept Updating your role Provider Senior Officer There are two roles allocated to IAM Provider Contract Security of
6. s ICT Systems under my User ID e will maintain the integrity of access to these Systems including but not limited to a not sharing my User ID nor using another person s User ID and b ensuring the safekeeping and confidentiality of my personal identification number s PIN passwords will not illegally access the Department s ICT Systems download or distribute inappropriate undesirable or offensive material e will not use the Department s ICT systems to violate copyright or infringe the intellectual property of software and the integrity of systems configurations and software e will identify and avoid conflicts of interest Where there is a perceived or actual conflict of interest will notify my Supervisor or manager and follow appropriate advice before accessing the Department s ICT Systems understand that e The Department will use my personal information to monitor my use of the Department s ICT systems as part of managing and administering the ICT systems protecting against unauthorised access verifying security problems and ensuring compliance with policies e may be required to consent to a criminal history check conducted by the Australian Federal Police e must report all suspected breaches of the Department s ICT Systems to the Department s IT Security at tsenquiries education gov au e My access may be suspended immediately without notice where it is suspected or alleged that there has b
7. Australian Government Department of Education Student Support Branch SSB HELP IT System HITS User Guide Version V 2 0 Document Status Current Document publishing date March 2014 HELP IT System HITS User Guide V 2 0 March 2014 Page 1 Change Control 17 May 2013 First version published 07 Jun 2013 IAM guides added amp format standardised 11 Jun 2013 Updated 36 only CEO amp SAO can lodge an RFI March 2014 Addition of the new sections and screens shots for all sections The following sections relate to requirements that providers are no longer required to perform or should not use e 26 Fee Schedule adding a fee schedule 31 IAM Accept decline an invitation to join an organisation Contents Migha eyo 6 sie ta a ree ores sere ea ear ett Anette ast Rea eeoy env Rea are ream re ce ee ery me E E T 5 SKIS Sytem UH 5 UR Pe Seistct rch seta a captaslent A ate aGeaheaase sata lea Gembusacnetnusens AAN 5 WED BrOWSECIS neoon a aie sth a N E wwe ahd Savane lato ava eee as 5 APPIE MaC 0 cs ce are eee eT eee ee ee ae cece eee 5 Tranne GOV AUC GAY eA 5 Tertiary Education Quality amp Standards Agency TEQSA ccccccssssecccccssssecsceeeeseeceeeeeeeeceeseeeneeeeeeaeenes 5 DET Te VS ASe 1 steered a as ee eect ye ase as bossa at ie A AE aut ate cane nt E A A AEE meee E ies 5 Application Application Status cccccccsssccccssseccceeseccceescceceesecessuaeceseeeeccesees
8. Back and provide the correct code There were errors found in the information you submitted The Organisation details provided has a matching record in the system Please contact your Organisation security administrator to access the application Contact TSEnquiries education gov au if you need further assistance Organisation name TGA Registered entity name Joe Bloggs Pty Ltd HELP IT System HITS User Guide V 2 0 March 2014 Page 16 5 Application Return to draft The Department reserves the right to return a submitted application where it is incomplete Where an application is returned to a Draft status the Application summary screen may include comments on why the application was returned You must address any issues raised in the comments before you resubmit your application Application summary Before lodging an application please refer to the Application Guide to ensure all requirements are complete in accordance with the legislation and guidelines Other requirements may include mandatory forms financial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an application must be lodged in HITS before any assessment can be undertaken Only a HITS CEO or SAO user role can lodge an application in HITS Current status Current status Draft Comments Your applicaton has not been accepted as it is substantially incomplete and an assessment canno
9. EFTSL fields then select Save 0 0 Average annual course cost Required total tuition income Estimated advance 0 00 Proportion of tuition fees expected to be paid through HELP Required lt lt Hack to Estimate Cancel 5 Repeat above steps to add additional estimate line items to your estimate You must check and confirm that all line items are correct before you continue You can either edit or delete any line item on the Edit Estimate of Advance Payments screen 6 To delete a line item check the Delete checkbox against the line item or items This will enable the Delete estimate item button HELP IT System HITS User Guide V 2 0 March 2014 Page 66 Edit Estimate of Advance Payments Estimate items Estimate item Earliest census EF ISL Take up rate Estimated Edit Delete description date advance z Undergraduate 16 07 2014 124 0 92 0 969 680 00 Edit E i Postgraduate 16 07 2014 59 3 ar 0 515 736 00 Edit Iw Postgraduate 14 05 2014 177 0 60 0 311 520 00 Edi Undergraduate 14 05 2014 75 2 91 0 342 251 00 Kit ice Postgraduate 12 03 2014 15 0 92 0 136 000 00 Edit E Undergraduate 12 03 2014 386 6 6r 0 p2 071 9000 Edit E When you check the Delete box against one or more line items the Delete estimate item button becomes enabled Add Delete estimate item Delete estimate ttem Add estimate ttem A confirmation message will display and if you click on the Yes button a Delete
10. From the Context selector select Course List to navigate to the Course list The Course list will display courses for each sector in which you have an application Course Name TAA Type Course Status d Y d cuss0109 ipga of Music Details Required Wocatio Graduate Diploma of Relationship CHCEO20E Details Required Counselling E CHC51712 Diploma of CoMgelli Details Required E BS86 0207 Advanced Diploma W Bugings Required J Vhere you have an application in both 81382NSW Advanced Diploma of Fillcactors all courses against your scope will begPequred 91395NSW Advanced Diploma afmigd Splayed for each sectors equired Tuition E 10037MAT Advanced Diplomg of Ministry Assurance Active Scheme Tuition 10036NAT Diploma of Mistry Insert Stream Assurance Active int Export to excel Higher Education sector Higher Education Course list E Course Code Course Name TAA Type Course Status d Y d vi CRS1200087 Bechelor of Applied Theology Korean Details Required E a CRS1200086 Master of Arts Christian Studies Details Required crs1200085 Graduate Certificate in Christian Leadership Details Required a CRS1200084 Graduate Diploma of Education Primary Details Required CR51200083 Master of Teaching Primary Details Required E CRS1200082 Bachelor of Contemporary Ministry Details Required cRs1200086 Master of Arts Christian Studies Details Required CRS1200087 Bachelor of Applied Theology Korean Details Requir
11. are yet to be paid Provider 9999 Joe Blogs Pty Ltd Lal ee 2013 VET View Report Id 41 oi b Pl a 100 Find Next WA 4 gh te HELP IT System Provider Payment Schedule Report Ieai Lan rene HITS ID 3999 Legal Name Joe Bloggs Pty Ltd Sector WET Calendar Year 2013 Payment Schedule ID 909 Payment Schedule Status Approved Amount Paid to date 59 550 216 83 Amount Pending S7 095 896 87 Total Schedule Amount No GST 566 646 112 70 Payment Schedule as at 17 Dec 2013 11 49 Payment ID Due Date Payment Type Payment Status Payment Status Date Amount No GST 2989 15 01 2013 Monthly Paid 16 01 2013 55 245 432 00 2990 15 02 2013 Monthly Paid 16 02 2013 55 245 432 00 2991 15 03 2013 Monthly Paid 16 03 2013 55 245 432 00 2992 15 04 2013 Monthly Paid 19 04 2013 55 245 432 00 3001 06 05 2013 Monthly Paid 07 05 2013 5 245 432 00 3243 15 06 2013 Monthly Paid 19 06 2013 5 245 432 00 3244 15 07 2013 Monthly Paid 16 07 2013 55 245 432 00 3245 15 08 2013 Monthly Paid 16 08 2013 5 245 452 00 3246 15 09 2013 Monthly Paid 17 09 2013 35 245 432 00 3247 15 10 2013 Monthly Paid 16 10 2013 55 245 432 00 3248 15 11 2013 Monthly Paid 16 11 2013 7 095 896 83 3249 15 12 2013 Monthly Lodged 17 12 2013 7 095 896 87 Printed by pe00i4 Printed on 17 Dec 2013 11 45 Page lofi HELP IT System HITS User Guide V 2 0 March 2014 Page 162 5 You can also export the report to the following d Notes 1 Only repo
12. please note that you must not use Internet Explorer 10 as your HITS web browser Step 2 Type or copy the URL link below into your web browser https extranet deewr gov au frontdoor Step 3 Enter your Username and Password and the select Sign In and you will be navigated to the Skills System welcome page Step 4 Save the address for this page as either a bookmark or favourite and then whenever you wish to log into HITS open a new tab within your web browser and use your bookmark or favourite to log in HELP IT System HITS User Guide V 2 0 March 2014 Page 170 Attachment B Application status Diagram The following diagram details how an application progresses through each application status from Draft through to Approved not approved HITS Application Status Diagram HELP IT System HITS User Guide V 2 0 March 2014 Page 171 Attachment C User Security Declaration Form Dept use only User Security Declaration Form insert full home address insert DOB acknowledge that have been provided access to the Department of Education the Department Information Communications and Technology ICT Systems for the purpose of administering Australian Government programs and have the following obligations e will only access the Department s ICT Systems for which have authorisation and for purposes which are relevant to my work e am solely responsible for all action taken on the Department
13. 0 Australian Government B Notifications 0 Sign out ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS HE Application Summary ion Giaa Application lication menu on the Navigation bar has the following options RFI List 2 Click lt lt sector gt gt Application summary the system will navigate you to the selected sector Application Summary screen 3 Click on Withdraw at the bottom of the screen the system will generate a confirmation message box with an option of Yes or No Application summary Before lodging an application please refer to the Application Guide to ensure all requirements are complete in accordance with the legislation and guidelines Other requirements may include mandatory forms financial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an application must be lodged in HITS before any assessment can be undertaken Only a HITS CEO or SAO user role can lodge an application in HITS Current status Current status a Comments Your applicaton has not been accepted as it is substantially incomplete and an assessment cannot be undertaken The Department s website at http education gov au applying become help provider provides information on application requirements Requirements for VET application Ls ORGANISATION COURSES Ev Li EY Organisation details EY Course details A Contact detail
14. Add Delete estimate item More than 50 active courses Delete estimate item Add estimate item A confirmation message will display and if you click on the Yes button a Deleted Successfully confirmation message will display on Edit Estimate of Advance Payments screen Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised FISL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y ie Y Y Y E 2 17 94VIC 12 05 2014 14 1 142 264 00 64 0 959 501 76 Edit E 7 E CHC50113 12 05 2014 36 2 p216 9564 20 15 0 169 237 07 Edit a E BS5B50207 29 03 2014 Aon S247 296 00 B L 192 590 66 dit E Deleted successfully confirmation message displayed and line item is removed from the list HELP IT System HITS User Guide V 2 0 March 2014 Page 80 Once you are satisfied with the Estimate of Advance Payment line items you are then required to consider the justification questions and provide justification for your advance where appropriate Note this is not a mandatory question 8 Select the down arrow to expand the Justification questions Justification questions 9 Add comments where applicable 10 Click Save as draft HELP IT System HITS User Guide V 2 0 March 2014 Page 81 Entering Estimate details by Field of Study 1 Select the check box for More than 50 active courses A new check box will then display titled Enter by Field of Study
15. Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date _ tuition income rate advance T i T i T i aT T E 21794VIC 12 05 2014 14 1 147 264 00 64 0 959 501_76 Edit m 7 E CHCE0308 10 06 2014 131 9 593 741 25 91 0 540 304 53 Edit CHC50113 12 05 2014 36 2 216 964 20 73 0 169 232 07 Edit E E BS5B50207 2o 0a 2014 49 5 247 296 00 76 0 192 690 68 Edit E Add Delete estimate item M More than 50 active courses Delete estimate item Add estimate item You must check and confirm that all line items are correct before you continue You can either edit or delete any line item on the Edit Estimate of Advance Payments screen 7 To delete a line item check the Delete checkbox against the line item or items This will enable the Delete estimate item button HELP IT System HITS User Guide V 2 0 March 2014 Page 79 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y Y 24794Vic 12 05 2014 14 1 142 264 00 64 0 959 501 76 Edit i CHC60308 10 06 2014 131 9 5993 741 25 91 0 540 304 53 Edit CHC50113 12 05 2014 36 2 22 16 964 20 73 0 169 252 07 Eg a BSB50207 29 03 2014 49 5 e247 796 00 76 0 192 590 86 dit When you check the Delete box against one or more line items the Delete estimate item button becomes enabled
16. Government ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS F YOU ARE HERE gt Home Publication Request Welcome to the HELP IT System My To Do List stem Informati 1 Input the information in the fields marked required 2 Go to Select Publication and choose the HELP Publication from the drop down list Select Publication Publication ID Publication Name Current Total Stock Amount Required Choose f83 HENG13A 2014 HELP Manual 921 f821LCOM13A 2014 VET FEE HELF flyer 16 755 7809LCOM13A 2014 VET FEE HELP booklet 16 910 12964 2013 2013 VET FEE HELP form 21 720 7821LCOM12A 2013 VET FEE HELP flyer 6 380 7809LCOM12A 2013 VET FEE HELP booklet 1 566 1296A 2014 2014 VET FEE HELP form 19 983 HELP IT System HITS User Guide V 2 0 March 2014 Page 157 3 Enter the Amount Requested and select Add Update Your requested publication will appear in the Publications Request list Select Publication Publication ID Publication Name Current Total Stock Amount Required TE0SLCOM13A 2014 VET FEE HELP booklet 16 910 Amount Requested Required 2000 Qn Add Update irae 4 Ifyou are requesting multiple HELP Publications complete actions ii and iii above and add to your list 5 When all the publications for the Provider Request appear in the Publication Requests list click the Submit The Publication Request is now complete Comments Notes 1 Only
17. IT System HITS User Guide V 2 0 March 2014 Page 72 23 Estimate Add and submit an estimate VET USER ROLES a ACCESS Provider Corporate Officer Can add and submit an Estimate Provider Senior Officer Can add an Estimate Provider Finance Officer Can add an Estimate Provider Editing Officer Not applicable Provider View Only Not applicable HITS will automatically create two draft estimates at the time of approval for both the current calendar year and the next calendar year The estimates will not have any other information and providers will have to edit the estimate before it can be submitted to the Department For existing approved Providers HITS will automatically create the next calendar years estimate at the start of the current calendar year ie 2015 estimate is created on 1 1 2014 Providers must not submit their next calendar years estimate until October Please note that you must have a user role of PFO SAO or CEO to edit an Estimate and CEO to submit an Estimate Instructions 1 Select Organisation View Organisation details from the Navigation menu to display the Context Selector 2 Select Estimate list from the sub menu items HELP IT System HITS User Guide V 2 0 March 2014 Page 73 Context Selector Organisation 1 Persons of Influence List Contact List mm Organisation details View Organisation details Contacts Persons of Influence Ad Hoc Documents Fee Sc
18. Next to load the next course otherwise navigate away from the screen HELP IT System HITS User Guide V 2 0 March 2014 Page 34 Add Course details SAVED SUCCESSFULLY Course details Course name Diploma of Management Course code BSB51107 Course status Active Tuition Assurance Arrangements Select a method of Tuition Assurance Arrangements students will be provided for this course Required Tuition Assurance Scheme Select the Tuition Assurance Scheme Required Provide the details of the Other Approved Scheme ACPET gt Select Next to load next course to be updated 1 You must upload evidence of your tuition assurance arrangements for each course that has a course status of Active Please see Documents Uploading a document Applicant or Approved Provider for details on how to upload documents Any new course added will have a course status of Details required For applicants you will not be able to submit an application until all courses have been updated from Details required 4 The Department uses the VET course list in HITS to update the Study Assist website Approved VET providers must keep their HITS course list up to date to ensure their Study Assist course list is also kept up to date 5 If your organisation is exempt from tuition assurance arrangements please contact the Department via tsenquiries education gov au The Department will update the course status for you to Min
19. Organisation details from the Navigation menu to display the Context Selector 2 Select Estimate list from the sub menu items HELP IT System HITS User Guide V 2 0 March 2014 Page 62 Context Selector Organisation 1 Persons of Influence List Contact List mm Organisation details View Organisation details Contacts Persons of Influence Ad Hoc Documents Fee Schedule Upcoming Milestones Financial Performance HITS ID TGA Register Entity name Legal Entity name Registered Business name i s Preferred Business name Former Entity names 3rd Party Arrangements Partnerships Parent body Head Office address Australian Business Number TGA ID _ TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type 16799 Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute St BILINGA QLD 4225 74599608295 Australian Company Number 186 TGA Registration expiry date 18 08 2015 Current Year entity first began to 1999 operate as an RTO HEI No Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission System Audit Information 3 Click the Edit link on the desired record noting the sector and calendar year This wi
20. id Search Text Display a5 Single Page Total Search Results 1 Uber 10 Display Hame Org Contracted Org LAM Role Token h Active HELP IT System HITS User Guide V 2 0 March 2014 Page 119 6 From the Your Tasks list on the left hand side of the screen select Reset Password this will display the Reset Password screen Lam Identity amp Ac home manage a user user details Logout ae User Details Manage Users Details e Manage User s Roles Organisation Reset Password aj Unlock Users Account Roles User s Account Status Training Role Codeword Telephone E Mail iam Access Level iam Last Logon Created Token Serial Account Status Account Disabled Account Locked 7 Enter the new password in the Password field confirm the new password in the Confirm Password the password entered must meet the password security rules stated on the screen and select Submit liam home manage a user user details reset password Logout Reset Password Password Confirm Password User must change password at next logon For security reasons your password must follow these rules e Have a minimum of nine 9 characters Must not contain your UserlD Given Name or Surname Users can not change their password for forty eight hours immediately following their last change of password It must not be one of the last twenty 20 passwords used Contain characters from three of the following four categori
21. into HITS HELP IT System HITS User Guide V 2 0 March 2014 Page 108 _ amp _ Skills System Logon ID zz0000 Welcome to the Skills System Skills System Bulletin Skills System Programs Click on link or image to access the system HELP IT System 2 HELP IT System ernment 3 To log into HITS select the HELP IT System logo and you will be navigated to the HITS Home page where the following information or links are displayed a Inthe top right hand corner k V Your Logon Id zz0000 HITS ID this is your organisations HITS HEP ID 9999 Roles s Displays your IAM Organisation ID and your current role s 700000 CEO and Notifications displays the total number of notifications b Under the HELP IT System banner different options will be available based on your organisations status and by which user role you have For example the options below are i ii iii IV V Organisation Application Payments Publications and Reports c My To Do List navigates you to the Notification Centre System Information links to User Guides and Quick Reference guides Program Information links to the Departments Education Provider information website HELP IT System HITS User Guide V 2 0 March 2014 Page 109 _ HELP IT System B Notifications 1 Sign out ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS F YOU ARE HERE gt Home Welcome to
22. must check to confirm the information previously added is still current 2 You will not be able to remove any documents submitted with a previous application You must contact the Department via tsenquiries education gov au if you wish to have any document removed HELP IT System HITS User Guide V 2 0 March 2014 Page 10 3 Application Lodging an application USER ROLES a ACCESS Provider Corporate Officer Full access to lodge an application Provider Senior Officer Full access to lodge an application Provider Finance Officer PFO No access to lodge an application Provider Editing Officer No access to lodge an application Provider View Officer No access to lodge an application Lodging an Application Instructions 1 From the Navigation menu click on Application 2 Click lt lt sector gt gt Application summary the system will navigate you to the selected sector Application Summary screen If all the Categories and sub categories displayed on the Application summary are checked with a tick your application is ready to be lodged 3 Click on Lodge application for assessment at the bottom of the screen the system will generate a confirmation message box with the option of Yes or No HELP IT System HITS User Guide V 2 0 March 2014 Page 11 PF YOU ARE HERE Home gt Application summary Application summary Before lodging an application please refer to the Application Guide to ensure all requirements
23. new user You can assign multiple user roles to a user s account and you should consider what notifications and emails that are available when assigning a user role Potential existing matches Before you create a new user in IAM you should always perform a search against your Organisation Id to see if the user you wish to create exists or not If you perform a search and the user does not exist against your organisation but a possible existing match is displayed when you create a new user you must ignore the possible match and continue with creating the new user credentials against your organisation There are two likely reasons for a potential existing match 1 IAM performs a match on like surname first name and will return a match if they are similar and 2 The user may have one or more accounts with different organisations Instructions 1 Fromthe home screen click on Manage a User liam Identity amp Access Management home Logout Welcome Joe Citizen Learn About Identity amp Access Management Your Access Level Provider Contract Security Security Policy for External Users opens new Your Tasks Action Items Wika Security Declaration opens new window Providers Guide opens new window Create a User Invite User to Join Organisation Manage a User Sq Manage My Account 2 Perform a search using Organisation as the Search by field and your Organisation Id as your Search Text and select
24. on Organisation to view the Context Selector Click on Document List to view the Document list screen Context Selector Demo z Virgo Trainina Institute Course List Bank Account List Estimate List Persons of Influence List Contact List F YOU ARE HERE Home gt View Organisation details HITS ID TGA Register Entity name Legal Entity name Registered Business name s Preferred Business name Former Entity names ard Party Arrangements Partnerships Parent body Head Office address Australian Business Number TGA ID TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type System Audit Information View Organisation details Contacts Persons of Influence Financial Performance a Organisation details amp 16692 Demo Virgo Training Institute Demo Virgo Training Institute Demo Virgo Training Institute Demo Virgo Training Institute Demo Virgo Training Institute St ANNERLEY QLD 4103 74599609295 Australian Company Number 4714 TGA Registration expiry date 09 42 2013 Current Year entity first began to operate as an RTO HEI Yes Australian Company limited by Guarantee registered with ASIC the Australian Securities and Investments Commission 2 From the Upload Document section select the relevant category for the document to be stored under and click on Select button HELP IT System HITS User G
25. one active publication request can be submitted to the Department and must be approved rejected by the Department before another publication request can be submitted 2 If you wish to split a publication request over two sites please make sure you provide details in the delivery details section 3 If your organisation has multiple campuses and you wish to make multiple publications requests at the same time you must contact the Department via tsenquiries education gov au providing all the details as per the online publication request The Department will then create individual publication requests on your behalf Your organisation name and ID will be prepopulated on entry to the screen 5 A Notification message appears when an application is submitted to the Department Message Title Sentto Action Your publication request has been approved For information only Your publication request has been rejected You will receive advice from the Department via email providing the reasons why your request was rejected HELP IT System HITS User Guide V 2 0 March 2014 Page 158 48 Publications Withdrawing a publication request USER ROLES n ACCESS Provider Corporate Officer Can withdraw a Provider Publication requests Provider Senior Officer Can withdraw a Provider Publication requests Provider Finance Officer Can withdraw a Provider Publication requests Provider Editing Officer Can withdraw a Provider Publication requests Pr
26. organisation details View of Organisational Details Once your organisation is registered and available in HITS you will be able to view your organisation s details Instructions 1 From the Navigation menu click on Organisation this will navigate you to the screen which will display all the sub menu options available under the Organisation menu 2 Click on Organisation details to view the Organisation Details screen Notes 1 The main part of the screen displays your organisation information TGA and or TEQSA details and information about the type of organisation that you have provided P YOU ARE HERE Home gt View Organisation details View Organisation details Contacts Persons of Influence Financial Performance Organisation details Demo Libra Training Institute s HITS ID 16834 Course List TGA Register Entity name Demo Libra Training Institute Ana eee pee Legal Entity name Demo Libra Training Institute Registered Business CEO SAO amp PEO can phra Training Institute view these modules Estimate List Preferred Business Libra Training Institute Former Entity names 3rd Party Arrangements Partnerships Parent y Persons of Influence List a Training Institute St KURWONGBAH QLD 4503 this module Contact List Australian Business Number 74599608295 Australian Company Number TGA ID 490 TGA Registration expiry date 2203 2017 TGA Registration status Current CRICOS Number if Year en
27. password for you 5 Enter anew password and confirm password then select Submit HELP IT System HITS User Guide V 2 0 March 2014 Page 123 iam home initiate process challenge question responses gt set your password Forgotten Password Step 3 Set Your Password You password must not be similar to Password TTT any of the previous 20 passwords that you have used and must follow the Confirm Password eeeeeeeeees rules set out below For security reasons your password must follow these rules Must not contain your UserlD Given Name or Surname Contain characters from three of the following four categories o English uppercase characters A Z o English lowercase characters a z a Numeric 0 9 o Non alphanumeric eg or You will receive a confirmation message that your password has been changed Lam Identity amp Access Management logon change password User ID required Password required Logon with Smart Token Submit Forgotten your password HELP IT System HITS User Guide V 2 0 March 2014 Page 124 35 IAM HITS User roles IAM is directly linked with HITS in that all user credentials and user roles are created in IAM and the role determines what a user can view and or update in HITS The following table includes all existing user roles that an IAMPCS administrator can allocate to each users credentials It is important for IAMPCS administrators
28. payment to the nominated Bank Account for your Info CEO SAO changes to the status of organisation Provider legal name Provider HITS PFO Bank Rejected ID has not been processed because the Bank Account details are incorrect Please update your BSB details for the payment to be processed FO When a bank account is The Department has received changes in bank Info CEO SAO Submitted details for Provider legal name Provider HITS ID P Initial submission of a This message is to inform you that on DD MM Info CEO SAO new application by legal YYYY a formal application by legal entity name of entity Applicant to become a VET provider Higher Education Provider under the Higher Education Support Act 2003 was received and is being considered by Department When a payment HITS Notification Info Yes schedule is approved A reconciliation miscellaneous payment has been with an associated approved for your organisation Please see your payment type of either Payment Schedule for more information Reconciliation or Email Notification CEO VC Miscellaneous being Trigger When a payment schedule is approved one approved as partofthe with reconciliation or recovery schedule To CEO VC and SAO contact CC None From HITS system email Subject lt sector gt approval of Payment Schedule for lt calendar year gt with Reconciliation or Recovery Miscellaneous Body text This email is to inform you
29. sub menu options available under the Organisation menu In the context selector click on Document List to view the Document list screen 2 From the list of available documents select the check box beside the document you wish to view and click on the View details button Document list Select category _Select e Include Archived Document list E Sector Category Sub Category Document Name Submitted Replaced Date Archived v ud i v Y T Procedural f OET _ VET Grievance Requirements test 2 docx 19 03 2014 Requirements al lt a FEE Requirements test 3 docx 19 03 2014 ReEQUTements Organisational oe a E WET Establishing Documentation test 1 docx 19 03 2014 Information 3 The document details will be displayed for you to review click on the filename link You will be asked whether you wish to Open or Save the document HELP IT System HITS User Guide V 2 0 March 2014 Page 60 View Document details test 3 docx Document details Document name Category Procedural Requirement Sub category FEE Requirements Description Replacement document Replaced date Replaced by Archived NG Replacement details Select Maximum allowed file size 15 MB lt lt Back to Document list 1 of 1 4 Click the Open button on the File Download popup window 5 If you need to access more documents from the HITS View Document details screen click on the Back to Document list link and repeat
30. that payment schedule lt payment schedule number gt for insert legal entity name of Provider has been approved for lt SSS gt for lt calendar year gt advance payments Please log on to HITS for further information Note This email was automatically generated If you have any questions please contact the Payments HELP IT System HITS User Guide V 2 0 March 2014 Page 139 TGA Register Entity TGA has updated the legal name of the Organisation Info CEO SAO name on View Legal entity name PEO Organisation details screen is updated by TGA Any user updates the The Legal entity name of Registered entity name Info CEO SAO Legal Entity name on has been modified PEO View Organisation details screen When a Persons of Personnel information for POI first last name of Info CEO SAO Influence is Organisation legal entity type has been added updated modified added Three days before System Notification Message Action CEO SAO Yes Request for Further This message is to inform you that on deadline PFO PEO Information RFI date legal entity name of Applicant will be subject deadline to withdrawal unless it has responded to the Notice dated DD MM YYYY Email Notification Message CEO VC Trigger Three 3 days prior to Applicant Deadline SAO date ess Primary Contact From HITS System Message i Officer Subject HITS Request for Information RFI Body Text A Notice requiring
31. the HELP IT System My To Do List System Information Ly User Guides f y Program Information Noth 2 VIEIT VET FEE HELP program information FEE HELP FEE HELP program information Quick Reference The modules displayed in the banner are dependent upon the status of your application and the user role you have been assigned to HELP IT System HITS User Guide V 2 0 March 2014 Page 110 31 IAM Accept decline an invitation to join an organisation Do not use this functionality If you have used this function please contact the HITS Help Desk at tsenquiries education gov au to remove any links HELP IT System HITS User Guide V 2 0 March 2014 Page 111 32 IAM Create a user IAMPCS administrators only USER ROLES a ACCESS Provider Corporate Office CEO Provider Corporate Officer as per SAO with the addition of being able to submit application RFI and estimates to dept Provider Senior Officer SAO Provider Senior Officer as per PFO with the addition of being able to edit view POI and submit bank account provider Finance Officer PFO Provider Financial Officer as per PEO with the addition of being able to view edit Estimates Provider Editing Officer PEO Provider Edit Officer as per PVO and including edit on screens they can view Provider View Only PVO Can view all screens excluding POI and Financials including Estimates Payments The above User roles must be considered when creating a
32. the document has been uploaded Archived documents will not appear in your documents list however if you wish to view any archived document follow the instructions below Instructions 1 From the Navigation menu click on Organisation View organisation details to navigate to the View Organisation details screen Click on Document List to view the Document list screen P YOU ARE HERE Home gt Organisation list gt View Organisation details View Organisation details Context Selector Organisation 1 Demo Hubble Training Institute 745996082 Demo Hubble Training Institute 74599608 come esis econ cane Payment Schedule List Document List Upcoming Milestones Persons of Influence List Contact List Organisation details HITS ID TGA Register Entity name Legal Entity name Registered Business name s Preferred Business name Former Entity names 3rd Party Arrangements Partnerships Parent body Head Office address Australian Business Number TGA ID TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type HELP IT System HITS User Guide V 2 0 March 2014 Ad Hoc Documents Fee Schedule Upcoming Milestones Financial Performance 15655 Demo Hubble Training Institute Demo Hubble Training Institute Demo Hubble Training Institute Demo Hubble Training Institute Demo Hubble Training Ins
33. the provision of further information RFI in relation to your organisation s application to become a lt sector gt provider was issued on RFI issue date DD MM YYYY The information is to be provided to the Department by uploading the required documents in the HELP IT System HITS and lodging the RFI by 5 pm on deadline date An RFI may only be lodged by persons within your organisation designated a SAO or CEO role If the RFI is not lodged by the deadline date your organisation s application will be subject to withdrawal Please log on to HITS to view the Notice and respond Note This email was automatically generated If you have any questions please contact the tsenquiries inbox HELP IT System HITS User Guide V 2 0 March 2014 Page 140 Milestone due date lt provider name gt has a milestone requiring action Info CEO SAO reminder All the requirements of this milestone must be met PFO PEO by lt due date of milestone gt Please contact the Department as soon as possible if you have any questions about this milestone event lt line break gt new line lt short description of milestone gt Milestone overdue System Notification Message Info CEO SAO Milestone OVERDUE lt provider name gt has not PFO PEO confirmed that the requirements of an outstanding milestone have been met by the due date The due date for this milestone was lt due date gt The requirements of this milestone must be met imm
34. the requirements of the Milestone you must check the box against the statement The information requested has been provided Once the statement has been checked the Confirm button will be enabled for you to select to submit the milestone back to the Department FP YOU ARE HERE Home gt Organisation Details gt Upcoming Milestones gt Complete Milestone declaration Complete Milestone declaration Milestone details Milestone description Requirements Pack Milestone details Requirements Pack due shortly Milestone status Action Required One off milestone Notes 1 Any documents uploaded against your organisation via a Milestone will not be submitted to the Department until the Milestone has been submitted 2 You can only action a milestone where the Due date is within 3 months of today s date HELP IT System HITS User Guide V 2 0 March 2014 Page 137 41 Notifications Notifications are used in HITS to notify certain user roles whenever an action is required or where an action has occurred Notifications can either be in the form of a systems notification email or can be a combination of the two There are three types of notifications e Program Notifications e Action notifications and e Information notifications 1 Program Notifications Program Notifications are generated by the Department and are used to advise users of any issues that may impact on the HELP program the Skills System IAM or H
35. which the entity was a party been terminated for cause including non Required fe Yes performance ofthe contract by the entity 6 Has there been any financial recovery action on behalf of creditors of the entity or of relevant Required C yas persons of influence Comment log Enter comment and save to add to the comment log 8 Enter details regarding Contingency Funding and then select Save HELP IT System HITS User Guide V 2 0 March 2014 Page 154 Contingency Funding 11 Does the Entity have any other contingent liability not reported in the financial statements that Required C Yes No are likely to impact on the financial position of the Entity This would include recent legal cases against the Entity and the likely outcome Please provide details and supporting documents evidence Qi Ifthe Entity were to have an unexpected shortfall in funds please indicate what resources or contingency funding not disclosed in the Entity s financial statements might be available to address this issue 9 Once you have completed all the fields the Mandatory Persons of Influence Summary screen will no longer display Notes 1 If you are an applicant and you create a CEO or SAO contact HITS will automatically create a POI record as well You must update the associated POI record Required fields are indicated with the word required in red next to the field name 3 Completing the field Date no long
36. 0 March 2014 Page 164 PF YOU ARE HERE Home gt Organisation Details gt Request For Information RFI list Request For Information RFI list VET RFI list select RFI Name RFI Status RFI Status Date Current Applicant Deadline Date Edit Y T Y Y E 1st Notice Lodged 20 09 2013 23 09 2013 Edit j E 2nd Notice Issued 18 11 2013 13 12 2013 Edit Raise VET RFI Select template Required 3 Goto the lt sector gt RFI list 4 Select the RFI record from the list by selecting the check box against the record and the View details button will be enabled 5 Click on View details and the system will navigate you to the View RFI details screen PF YOU ARE HERE Home gt Organisation Details gt Request For Information RFI list Request For Information RFI list VET RFI list select RFI Name RFI Status RFI Status Date Current Applicant Deadline Date Edit Y Y Y Y tst Notice Lodged 20 09 2013 2309 2013 Edit 7 end Notice Issued 18 11 2013 13 12 2013 Edit Raise VET RFI Select template Required HELP IT System HITS User Guide V 2 0 March 2014 Page 165 51 Request for further information Lodging an RFI USER ROLES Po ACCESS Provider Corporate Officer CEO Can Lodge an RFI Provider Senior Officer SAO Can Lodge an RFI Provider Finance Officer PFO Cannot lodge an RFI Provider Editing Officer PEO Cannot lodge an RFI Provider View Only PVO Cannot lodge an RFI If your organisation has an application in th
37. 0 active courses Delete estimate item Add estimate item 9 Where you are satisfied that the Estimate of Advance Payment is complete check the Declaration tick box and click Submit Neclaration correct undertake to inform the Department immediately if become aware of information that means that this Estimate of Advance ments is no longer a reasonable and genuine estimate of the amount of HELP which is expected to become payable for the d covered by the Estimate acknowledge that giving false or misleading information to the Commonwealth or omitting any er without which the information is misleading is a serious offence under section 137 ofthe Criminal Code Act 1995 Cth Click to check the declaration 10 The Estimate status will change to Submitted and a notification will be sent to the Department notifying them that a new estimate has been submitted by your organisation HELP IT System HITS User Guide V 2 0 March 2014 Page 88 24 Estimate Add and submit a variation USER ROLES m ACCESS COD Na Provider Editing Officer No access to this module Provider View Only No access to this module You can only create a variation where your current estimate has been submitted and has a status of Finalised Estimate list Calendar Year Sector Status Decided total annual Edit estimate amount i Y i i 2015 VET Draft 0 00 Edit E 2014 VET 1 554 657 00 Edit Instructions 1 S
38. 16 07 2014 59 3 r o 515 736 00 Edit a E Postgraduate 14 05 2014 177 0 65 0 311 520 00 Edit a Undergraduate 14 05 2014 75 2 91 0 342 251 00 Edit E Postgraduate 12 03 2014 15 0 92 0 138 000 00 Edit E E Undergraduate 12 03 2014 366 6 67 0 2 071 906 00 Edit a Add Delete estimate item Add estimate item 4 Where you are satisfied that the Estimate of Advance Payment is complete check the Declaration tick box and click Submit Neclaration correct undertake to inform the Department immediately if become aware of information that means that this Estimate of Advance ments is no longer a reasonable and genuine estimate of the amount of HELP which is expected to become payable for the d covered by the Estimate acknowledge that giving false or misleading information to the Commonwealth or omitting any ter without which the information is misleading is a serious offence under section 137 of the Criminal Code Act 1995 Cth eect check the decaration 5 The Estimate status will change to Submitted and a notification will be sent to the Department notifying them that a new estimate has been submitted by your organisation HELP IT System HITS User Guide V 2 0 March 2014 Page 71 Estimate list SUBMIT TED SUCCESSFULLY Estimate list Estimate successfully Decided total annual Edit estimate amount Calendar Year Sector O 2015 VET 0 00 Edit g C 2014 VET 0 00 Edit HELP
39. 4 Page 153 The following questions must be completed once all Persons of nfluence have been added For the purposes of determining the entity s ability to comply with the VET and higher education quality and accountability requirements under the Act and for ensuring fit and proper person requirements are met please respond to each of the following questions and if applicable provide details of all such events relevant to the Entity over the following period The past 10 years for Entities that are applying for approval or the previous twelve months for current approved providers If yes is answered relevant information must be uploaded 11 ls there any matter referred to in paragraphs 6 1 4 to 6 1 h ofthe Eit and Proper Person Required yes eciied Matters 2012 instrument relevant to the entity Q2 Is there any matter referred to in paragraphs 6 1 i to 6 1 0 of the Eit and Proper Person Specified f Required Yee Matters 2012 instrument relevant to any person of influence 3 Has there been any matters including past current pending or finalised litigation against the Required Yes entity or relevant persons thatis relevant to the entity s business dealings or the honesty knowledge and ability of the relevant persons a4 Has any person of influence been involved in or with a business thatis or has been in voluntary Required s Yes administration receivership or wound up 25 Has any contract to
40. 4503 Contact List Australian Business Number 74599608295 Australian Company Number TGA ID 190 TGA Registration expiry date 29 03 2017 TGA Registration status Current CRICOS Number if Year entity first began to applicable operate as an RTO HEI Is the entity applying as a No Trustee for a Trust Organisation Entity type Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission system Audit Information 2 From the Upload Document section select the relevant category for the document is to be uploaded to and click on Select button HELP IT System HITS User Guide V 2 0 March 2014 Page 55 From Document List Document list ices Context Selector __ Select category a ae mi oe ENN i i Include Archived i Demo Virgo Training Institute i Select ao Course List Document list Bank Account List C Sector Category Sub Category Document Name Submitted Replaced Date Archived Estimate List Y Y YT T T Persons of T O ver Influence Details Test archive document 62 2014 REP IPTG aa as nos for UAT 90003 docx Upcoming Milestones Persons of O WET Influence Details test 1 docx 06 03 2014 Persons of Influence List Information Contact List S Poced 0 VET Grievance Requirements test 3 docx Requirements Export to excel Select the appropriate upload type ie Ad Hoc if you want your document to be submitted straight awa
41. 499 TGA Registration expiry date IOODI0IT Current Year entity first began to operate as an RTO HEI Yes Australian Company limited by Guarantee registered with ASIC the Australian Securities and Investments Commission 2 From the list of available document select the check box beside the document you wish to replace and click on the View details button HELP IT System HITS User Guide V 2 0 March 2014 Page 46 Document list Select category Select Include Archived Document list E Sector Category Sub Category Document Name Submitted Date Y Y W Procedural E VET i Grievance Requirements test 3 docx Requirements Persons of Test archive document ce Details nos for UAT 90003 docx Information You can only replace a document that has been submitted View details Export to excel Replaced Archived Y 3 The View Document details screen will be displayed for you to review If you wish to replace a document click on the Select button to upload your new document View Document details Document details Document name Test archive document no3 for UAT 90003 docx Category Persons of Influence Information Sub category Details Description Replacement document Replaced date Archived NO Replaced by Replacement details Confirm document is correct then select ai Sciex the Repiacement detais button to upload new document Maximum allowed file si
42. 5 You will be navigated back to the Persons of Influence list screen where a notification message will be Complete all required fields and click the Save button displayed to confirm the person was created successfully 6 Acheck will also appear against POI requirement to acknowledge that the minimum requirement of one POI has been added successfully If you need to add more POls repeat above steps HELP IT System HITS User Guide V 2 0 March 2014 Page 152 Persons of Influence List Mandatory Persons of Influence summary Persons of Influence B Statement Contingency Funding Persons of Influence Select Title First Mame Sumame Position Status Edit Y Y Y Y Senior Authorised Officer E E Mr Eddie Boothe director secretary of Active Edit company El Add person of influence Please provide details of ALL RELEVANT people directly involved with the organisation Relevant people are people with the potential to exert significant influence over the management and operation of the organisation and fhe use and recording of funds Examples of relevant people would be KEY members of the governing body ALL directors office holders presidents council members fhe chief executive officer and fhe chief financial officer 7 After you have added all persons of influence you must complete the statement upload all relevant documents and or enter comments and save HELP IT System HITS User Guide V 2 0 March 201
43. Anew SMF ONTE ELP i L PLATEN DOSANE 323 PM komati The instructions are listed pie DIP TO CONTENT mars HELP IT System nokea first and then the screen A mir ater 4 GB wottestons 1 the instructions relate to is displayed Tow ARS ee Welcome My To Do List System Information Program information HELP IT System HITS User Guide V 2 0 March 2014 Page 6 1 Application Application Status Select Application Application summary for the sector you have applied for to see the current status of your application The Application summary screen lists the mandatory components that must be completed before an application can be submitted Mandatory components are as follows Organisation e Organisation details e Contact details e Person of Influence details Courses e Course details For new applicants the Requirements will initially default to incomplete by displaying an X against each component however for previous applicants who re apply only the Course details will default to incomplete This is because HITS does not delete any information previously added to an old application Supporting documentation may also need to be uploaded in HITS To upload supporting documentation either select Navigate to Document list link illustrated or select the Document list from the left navigation bar Application summary Before lodging an applica
44. ELP IT System HITS User Guide V 2 0 March 2014 Page 104 3 Enter your Username and Password then Sign In You will be navigated to the Skills System welcome page Australian Government welcome to skillsSystem Username pe0014 Password Ee Sign In Change password If you do not have a Skills System user name and password please contact your Skills System Organisational Security Contact for access Copyright 2012 Commonweaith of Australia 4 Save the address for this page as either a bookmark or favourite Saving this web address as your favourite bookmark will refresh the anti phishing rule and will ensure that you don t experience any errors when you log in HELP IT System HITS User Guide V 2 0 March 2014 Page 105 g i m UU S n n _ ETEN Ge g https extranet deewr gov au FrontDoor Bulletin a D Citrix XenApp Log QO Skills System Home x Ai File Edit Ie Fa tes Tool Hel js S HITS RAS SIAM TGA E TEQSA W Her Y ABN KJ asic MTE 4 HHelp wz amp wc W w c BoM G ByZ EN ANow sm SMH SKIP TO CONTENT Last logon 15 03 2012 2 23 PM 4 Logon ID e welcome to g p comm Skills System Te e Go Welcome to the Skills System Skills System Bulletin No Bulletins to display Manage Bulletins Skills System Programs Click on link or image to access the system HELP IT System ny welcome to ees E aa HELP T System Australian Governme 5 Onc
45. Faid 16 03 2013 15 04 2013 Monthly 20 375 00 Paid 17 04 2013 6 05 2013 Monthly 20 375 00 Paid 07 05 2013 15 06 2013 Monthly 20 375 00 Paid 16 04 2013 15 07 2013 Monthly 20 375 00 Paid 16 04 2013 15 08 2013 Monthly 20 375 00 Approved 16 04 2013 15 09 2013 Monthly 20 375 00 Approved 16 04 2013 15 10 2013 Monthly 20 375 00 Approved 16 04 2013 C 1511 2013 Monthly 20 375 00 Approved 16 04 2013 a 3 View the Payment list box if the status of the payment is Paid then the payment has been cleared by the Reserve Bank of Australia Payment details Payment status Date Amount no GST SAP ID i T i 15 05 2013 20 375 00 69000171039 Payment details Payment Recovery type Due date Payment Recovery Monthly Payment Amount no GST Status Action Notes 1 If the status is Bank Rejected then you will need to update your bank account details HELP IT System HITS User Guide V 2 0 March 2014 Page 149 2 A Payment record status will change in HITS when the finance system processes the payment and sends HITS an update for that payment record 3 You will also receive a notification message after each monthly payment is processed HELP IT System HITS User Guide V 2 0 March 2014 Page 150 45 Person of Influence POI Adding a POI USER ROLES n ACCESS Provider Corporate Officer Full access to add persons of influence information Provider Senior Officer Full access to add persons of influence
46. Guide V 2 0 March 2014 Page 126 10 You will receive a confirmation message that your questions have been completed HELP IT System HITS User Guide V 2 0 March 2014 Page 127 37 IAM IAMPCS administrators HITS has a devolved IT user security arrangement whereby each organisation will manage their own staff s access to HITS through two nominated IAM Provider Contact Security Officer IAMPCS administrators IAMPCS administrators will be responsible for managing all access to HITS including e Creating new users e Resetting passwords for existing users e Updating user roles and e Terminating access for users who no longer require access to HITS Organisations may have up to two IAMPCS administrators at any one time and for new applicants these must be created as soon as possible after registering a new application in HITS as they will not be able to complete all the components without assigning appropriate user roles If you are a new applicant during the registration and apply process in HITS you will have nominated a primary contact officer This officer will automatically be created as a user in HITS with a default user role of Provider Edit Officer PEO and will receive an email with their new User ID and temporary password The Department will contact this officer via email shortly after they register an application in HITS to arrange the completion of the following forms that will enable IAMPCS officers to be created
47. ITS 2 Action Notifications Action notifications are notifications that require the organisation to undertake an action in HITS The notification will specify what action is required 3 Information Notifications Information notifications are used to confirm an action has occurred The following table contains all notification messages that are issued in HITS and the User role that is able to view the notification If you wish to view notifications assigned to more than one user role you will need to have each role assigned to you in IAM What action causes this Notification text Type notification to be sent When the application You have been approved as a VET FEE HELP Info CEO SAO status is changed to To provider Approval documentation will be sent to PFO be FRLI registered for your designated contact person soon Approved VET VET sector FEE HELP provider responsibilities are detailed in the VET Administrative Information for Providers When the application You have been approved as a FEE HELP provider Info CEO SAO status is changed to To Approval documentation will be sent to your PFO be FRLI registered for designated contact person soon Approved FEE HE sector HELP provider responsibilities are detailed in the HE Administrative Information for Providers HELP IT System HITS User Guide V 2 0 March 2014 Page 138 team should the funds not be received within this timeframe When a payment A
48. Instructions 1 From the Navigation menu click Organisation Organisation details to view the Organisation Details screen 2 Select the Contacts tab to navigate to the Contact list screen ARE HERE Home gt View Organisation details Organisation details Contacts Persons of Influence Ad Hoc Documents Financial Performance History Organisation details 3 For new applicants the Mandatory Contact summary details will display until such time as all the mandatory contacts have been created Once they have been created the Mandatory Contact summary details will disappear Click the Add contact button HELP IT System HITS User Guide V 2 0 March 2014 Page 26 Contact list Mandatory Contact summary bss B CEONC B Accountant B Primary Contact For VET B Senior Authorised Officer B Auditor Contacts E First Name Surname Sector Position Title Edit No records to display The Mandatory Contact summary field will display until all contacts have been created lt lt Back to Organisation Details 4 Complete all required contact information fields and click the Save button HELP IT System HITS User Guide V 2 0 March 2014 Page 27 Add Contact details Contact details Penmission granted to contact for chiligucati Accounting Company ields marked Required Auditing company
49. Search HELP IT System HITS User Guide V 2 0 March 2014 Page 112 Lam home manage a user Logout Manage A User Search by organisation Search Type begins with Sort Order user id ki You can obtain your Organisation Id Search Text gt via Home Manage My Account Display as Single Page Total Search Results 7 User ID Display Name Org Contracted Org IAM Role Is Active NC2715 CEO Nawaz 602681 True NP2629 PFO Nawaz 602681 True NP2630 PVO Nawaz 602681 TE E r E re True NP2672 SAO Rosina 602681 ape True NS2754 SAO Nawaz 602681 True PS52778 PEO Peter 607681 True SA0123 40123 Nawaz 602681 True 3 If the new user does not appear in your list you may proceed with creating the user Click on Home and then on Create a user which will take you to the Enter User Details screen from here you are required to enter the new user s details home Logout Wekome Learn About Identity amp Access Management Your Access Level Provider Contract Security Security Policy for External Users opens new indow Your Tasks Create a User ei eee a X i Security Declaration opens new window invite User to Join Organisation es e Providers Guide opens new window Manage a User Manage My Account N 4 Enter details in the following required fields Given Name Surname Email and DOB you may choose to enter details in remaining fields but this is not required HELP IT
50. System HITS User Guide V 2 0 March 2014 Page 113 Lam home enter user details Logout Create User Step 1 Enter User Details You must complete all field marked with an asterisk Given Name Joe Surname Citizen These four fields are mandatory E Mail joe_citizen com_au DoB 1 vis AGS Number Departmental use only do not use Codeword Used to identify the caller Telephone Acceptible formats are 02 2222 2222 or 13 22 22 or 1300 222 2227 These fields are not madatory Fax Acceptible formats as per Telephone Mobile Acceptible format is 2222 222 222 5 Click Continue to display the Set Password screen 6 In the Password field enter a password that matches all password rules displayed on the screen re enter the password in the Confirm Password field and click Continue This will display the Select Roles screen iam identity amp Access Management home enter user details set password Logout Create User Step 2 Set Password Password Confirm Password User must change password at next logon Continue For security reasons the password must follow these rules e Have a minimum of eight 9 characters e Must not contain the users UserlD Given Name or Surname Contain characters from three of the following four categories o English uppercase characters A Z o English lowercase characters a z o Numeric 0 9 o Non alphanumeric eg or ee 7 Check the box against your organi
51. User Guide V 2 0 March 2014 Page 168 52 Glossary CEO Provider Corporate Officer HITS HELP Information Technology System IAMPCS IAM Provider Contact Security PEO Provider Edit Officer PFO Provider Financial Officer PVO Provider View Only RFI Request for Further Information SAO Provider Senior Officer SSB Student Support Branch TGA Training gov au TEQSA Tertiary Education Quality and Standards Agency HELP IT System HITS User Guide V 2 0 March 2014 Page 169 Attachments Attachment A Skills System HITS URL THE HITS URL as an embedded anti phishing rule that times the URL out after it is first used If you have already used the URL to log into HITS you cannot use the URL again otherwise you will receive the following error www deewr gov au There was a problem accessing the site Try to browse to the site again If the problem persists contact the administrator of this site and provide the reference number to identify the problem MSIS7001 The passive protocol context was not found or not valid If the context was stored in cookies the cookies that were presented by the client were not valid Ensure that the client browser is configured to accept cookies from this website and retry this request Reference number 06499196 65477 4ec0 abs6 bcQaSlezdb76 To avoid receiving the above error message please follow the steps below Step 1 Open your web browser
52. above steps View Document details Document details Document name test 3 docx Category Procedural Requirements Sub category FEE Requirements Description Replacement document Replaced date Replaced by Archived NO Replacement details Select Maximum allowed file size 15 MB HELP IT System HITS User Guide V 2 0 March 2014 Page 61 22 Estimate Add and submit an estimate HEP USER ROLES a ACCESS Provider Corporate Officer Can create and submit an Estimate Provider Senior Officer Can create an Estimate Provider Finance Officer PFO Can create an Estimate Provider Editing Officer User role cannot view this module Provider View Only User role cannot view this module HITS will display estimates at the time of approval for both the current calendar year and the following calendar year Estimates will also be created for each sector in which there is an active application The estimates will not contain any other information and where appropriate you will have to edit the estimate before it can be submitted to the Department For existing approved Providers HITS will automatically create the following calendar years estimate at the start of the current calendar year You must not submit the following calendar years estimate until October Please note that you must have a user role of PFO SAO or CEO to edit an Estimate and CEO to submit an Estimate Instructions 1 Select Organisation View
53. ame Citizen E Mail Joe com au Codeword Telephone Fax Mobile a A Successful confirmation message and details of the new users Logon Id and organisation the user has been created against will also display iam home enter user details verify details Create User Summary Venfy Details UserID Contracted Org 600002 Joe Bloggs Pty Ltd Ore 600002 Roles PEO PFO Given Name Joe Surname Citizen E Mail Joe com au Codeword Telephone Fax Mobile Succesful Detailed Message User JCO001 created with Contracted Org and Org set to 600002 Joe Bloggs Pty Ltd gt 600002 HELP IT System HITS User Guide V 2 0 March 2014 Page 116 Notes 1 You must obtain a signed User Security Declaration Form before you create any user in IAM see attached C 2 IAM does not send out an email confirmation when you create credentials for a new user It is your responsibility to notify the person of their new Logon ID and Password and provide them with the URL links to IAM and HITS You must also advise the new user that they must change their password before they attempt to log into HITS 3 Donotcreate duplicate accounts for the same person You should assign multiple user roles to the same record Where a duplicate record is created it should be immediately deleted 4 It is the responsibility of the IAM Provider Contract Security IAMPCS administrator to manage all user access for their organisat
54. are complete in accordance with the legislation and quidelines Other requirements may include mandatory forms financial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an application must be lodged in HITS before any assessment can be undertaken Only a HITS CEO or SAO user role can lodge an application in HITS Current status Current status Draft Comments Requirements for VET application ORGANISATION COURSES Ev fa EY Course details EY Contact details B Person of Influence details Both modules are showing as complete Note Please complete and submit the Financial Performance in accordance with the Financial Viability In applicable lt lt Navigate to Document list Withdraw Lodge application for assessment 4 Click Yes if you wish to submit your application If you are not sure you have completed your application click NO and you will be navigated back to the Application summary screen 5 HITS will display a confirmation message on the top of the same screen and the application status will change from Draft to Initial Completeness Check HELP IT System HITS User Guide V 2 0 March 2014 Page 12 Application summary SUBMITTED SUCCESSFULLY Before lodging an application please refer to the Application Guide to ensure all re legislation and guidelines Other requirements may include mandato
55. ate Required 5 Click View details to navigate to the View RFI details screen 6 Scroll to the bottom of the screen System displays the Upload Document button 7 Click Upload Document to upload the requested documentation as part of an RFI F YOU ARE HERE Home gt Organisation Details gt Request For Information notification RFI list gt View RFI details View RFI details RFI name and Deadline date details RFI name 2nd Notice RFI status Issued Applicant Deadline date 09 12 2013 Revised Applicant Deadline 13 12 2013 date RFI description lt appears you dont have a PDF plugin for this browser You can click here to download the PDF file User is required to respond appropriately which may include uploading relevant documents To upload click Upload document button Upload document confirm that the requested information for this RFI has been provided lt lt Back to RFI list HELP IT System HITS User Guide V 2 0 March 2014 Page 167 8 Once the documents have been uploaded successfully navigate back to View RFI details screen by following the steps 1 to 3 9 Scroll to the bottom of the screen System displays the confirmation check box I confirm that the requested information for the RFI has been provided 10 Select the check box system will enable the Lodge button at the bottom right of the screen PF YOU ARE HERE Home gt Organisation Details gt Request For Information notificati
56. ble Reports There are currently three reports available in HITS for approved providers Provider Cash flow Displays all finalised payments and recoveries by date Payment Reconciliation Report This report compares data from the Higher Education Internet Management System HEIMS and HITS Advance payments in order to reconcile advance payments with actual student load liability reported by you Provider Payment Schedule Report This report displays financial information regarding the current payment schedule for calendar year that payments have been made to your organisation Viewing Reports From the Navigation menu go to Reports you will be navigated to the Reports screen which will display a list of Report Categories HELP IT System HITS User Guide V 2 0 March 2014 Page 160 sale welcome to V a HELP IT System ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS Reports N The reports you can view in HITS are based on your user role and can be selected by clicking on the Hyperlink under each Category Instructions 1 Select the required report from the list of available reports Financial Payment Reconciliation This report will compare data from HEIMS and HITS Payment Schedule in order to reconcile Payment Schedules Provider Cashflow This report lists all finalised payments or recoveries with a due date in a specified date range Provider Payment Schedule This report will disp
57. cesscceeesececeeseceeeeneceesenes 55 21 DOCUMENTS VIEWING a COCUMENL c cescccsscccesscecenececenecceeneeeaenceceueceseneceeeneeeseseessneceseueceneneeees 60 22 Estimate Add and submit an estimate HEP ne nienia a 62 23 Estimate Add and submit an estimate VET ccccsscsccccceccseeesseeecccceesaaeeseeeeceseesaueeseeeeeeeeesaaas 73 24 Estimate Add and submit a variation cccccccccccssssssseeecccceceaeesseeecceeeesaueuseeecceeesssuauseeeeeeeeesaaas 89 25 EStiMate Checking estimate Stats cssicicccaicnc aie nna e eacndi aww E ik hae iw eee ees 96 HELP IT System HITS User Guide V 2 0 March 2014 Page 3 DOs Fee Schedules vires wiepscecaiso sins vaniltstutcs ligt cave doled ueliethas tot aacenaiesiueyss 98 27 Financial Performance Create a financial PErfOrMaNCe cssccccssseccccesscceeeesecesseseceeseeeceeseees 99 28 Financial Performance Updating and submitting eeccceeseccceeseeceeeeseeeeeeeeceeeeeeceeseeeeeeten 102 29 HITS Logging in for First time USEIS cccccescccccsssccccensececeesececeeeccceeeecceeeeecessunecesseneceeseeeeeenes 104 30 JAITS Logging n TO EXIStING USCIS onenian a dtacstuuttolalieuasatindyetenamauet abel ds 108 31 IAM Accept decline an invitation to join an organisation ccccccccccccsseeeseeeeesseseeeeeceeeceseeess 111 32 IAM Create a user IAMPCS administrators Only ccccccccccssseeccceeeeseecceeeeeeecceeeee
58. d Document list a sector Category Sub Category Document Name submitted Replaced Date _ Archived 7 T rd Y T Procedural k jl E VET Grievance Requirements test 3 docx Requirements Persons of eee est archive documen E WET Influence Details 26 02 2014 i nos for UAT 90003 docx Information Export to excel Notes 1 A document can be removed if your application status is Draft or you uploaded the document when your application was in a status of Awaiting Further Information Once the Application or an RFI is submitted the document cannot be removed by you you must request the Department to remove it for you where the document is not required for assessment purposes 2 All documents uploaded but not submitted will be submitted with the milestone 3 Ifyou require a document to be removed and you do not have the functionality to remove it please send a request to tsenquiries education gov au providing all the necessary information The Department will remove the document for you HELP IT System HITS User Guide V 2 0 March 2014 Page 45 18 Documents Replacing a document a S e Provider Corporate Officer CEO Over time documents that have been previously submitted by your organisation and assessed by the Department may become out of date HITS will allow you to replace any document that has been submitted Provider Senior Officer SAO Provider Editing Officer PEO Provider View Only PVO Pr
59. d Successfully confirmation message will display on Edit Estimate of Advance Payments screen HELP IT System HITS User Guide V 2 0 March 2014 Page 67 Edit Estimate of Advance Payments DELETED SUCCESSFULLY Estimate items Estimate item Earliest census EF TL Take up rate Estimated Edit Delete description date advance Undergraduate 16 07 2014 124 0 97 0 5969 690 00 Edit 7 E Fostgraduate 14 05 2014 177 0 60 0 311 520 00 Edit a a Postgraduate 12 03 201 15 0 9 138 000 00 Edit E E Undergraduate 12 03 20 306 6 67 0 o2 071 908 00 dit a Deleted successfully confirmation message displayed and both line items removed from the list Once you are satisfied with the Estimate of Advance Payment line items you are then required to consider the justification questions and provide justification for your advance where appropriate Note this is nota mandatory question 7 Select the down arrow to expand the Justification questions Justification questions 8 Add comments where applicable 9 Click Save as draft The last requirement is to advise the frequency that you would like to receive advance payments from the Department 10 Select Periodic payment type Periodic Payments Periodic payment type Periodic 23 Payments System Audit Information lt lt Back to Estimate list Cancel Save as draft HELP IT System HITS User Guide V 2 0 March 2014 Page 68 11 Click Save as draft butto
60. d i E Physical 12 05 2014 62 6 p826 454 00 39 0 135 544 06 Edit a Sciences E Education 19 05 2014 154 0 900 943 29 971 0 019 656 39 Edit Food Hospitality E and Personal 25 02 2014 102 4 255 875 00 69 0 227 728 75 Edit Senices When you check the Delete box against one or more line items the Delete estimate item button becomes enabled Add Delete estimate item M More than 50 active courses M Enter by Field of Study Delete estimate item Add estimate item A confirmation message will display and if you click on the Yes button a Deleted Successfully confirmation message will display on Edit Estimate of Advance Payments screen HELP IT System HITS User Guide V 2 0 March 2014 Page 85 Edit Estimate of Advance Payments DELETED SUCCESSFULLY Estimate items Estimate item Earliest RevisedEFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y i Natural and F E Physical 12 05 2014 62 6 026 454 00 69 0 735 544 06 Edit a Sciences E Education 19 05 2014 154 900 943 29 571 0 019 858 39 Edit Deleted successfully confirmation message displayed and line item is removed from the list Once you are satisfied with the Estimate of Advance Payment line items you are then required to consider the justification questions and provide justification for your advance where appropriate Note this is nota mandatory question 5 Select th
61. e Instructions From the Navigation menu select Organisation View Organisation details from the Sub menu items to display the Organisation Details screen Then click on the Financial Performance tab to display the Financial Performance list screen 1 Click Create to navigate to the Create Financial Performance Financial Performance list Select Legal name Financial Status Edit Reporting 3 Period End No records to display A lt lt Back to Organisation Details 2 Input the information in the fields marked required 3 You must enter a value or C in all of the 75 fields of the Financial Performance HELP IT System HITS User Guide V 2 0 March 2014 Page 99 Edit Financial Performance Legal Name Required Joe Bloggs Pty Ltd ABN Required ACN dis r4 599 608 795 Reporting Period End Date Required status Draft 34 42 2013 DD MMIYYYY All questions are mandatory and require whole numbers or zero Revenue Full Fee Overseas Student Income You must complete all fields j a ff by entering a value or 0 1 Overseas Student Fee Income revenue received for vocational of higher oi y ng education courses delivered on shore to students who are MOT i Australian Citizens ii Permanent Residents or iii humanitarian Visa holders Full Fee Domestic Student Income 2 Domestic Student Fee Income HECS HELP HECS HELP revenue receiwedg from the department for higher education co
62. e Provider HITS ID has been approved Please see the payment schedule for more information Email notification message Info CEO VC SAO From HITS system email Subject lt sector gt approval of Payment Schedule for lt calendar year gt Body text This email is to inform you that payment schedule lt payment schedule number gt for insert legal entity name of Provider has been approved for lt SSS gt for lt calendar year gt advance payments Please log on to HITS for further information Note This email was automatically generated If you have any questions please contact the Payments team should the funds not be received within this timeframe When an Applicant System notification message Info status is changed to Approved This message is to inform you that legal entity name of Applicant has been registered on FRLI with a date of effect of DD MM YYYY CEO VC SAO Primary Contact Officer Email notification message From HITS System Message Subject lt sector gt provider approval FRLI registration Body Text This email is to inform you that insert legal entity name of Applicant has been registered on the Federal Register of Legislative Instruments FRLI with a date of effect of lt Approved date gt Please note these approvals are subject to a 15 day disallowance period in both houses of Parliament Depending on the Parliamentary cycle it can be a while before the disallowance per
63. e description i A description of the milestone tones Mestone Status Milestone Type Milestone Description T 23 12 2013 Action Required Administration Requirements Pack 3 This milestone has a status of Action Required and has a due date of 23 12 2013 You may action this milestone up to 3 months prior to the due date 4 Toactiona milestone click on the check box against the milestone you wish to action and select View details to view the Milestone details screen Upcoming Milestones Upcoming Milestones Due Date Milestone Status Milestone Type Milestone Description Y Y Y Y 2312 2013 Action Required Administration Requirements Pack ii Export to excel HELP IT System HITS User Guide V 2 0 March 2014 Page 136 5 The Milestone details screen will display a short description and details on what is required to complete the milestone and also a link to upload documents via Upload document It also displays the current status of the Milestone and in the example below the status is Action Required FP YOU ARE HERE Home gt Organisation Details gt Upcoming Milestones gt Complete Milestone declaration Complete Milestone declaration Milestone details Milestone description Requirements Pack Milestone details Requirements Pack due shortly Milestone status j ED One off milestone Due date 93 49 9013 The information requested has been provided 6 Once you have completed all
64. e down arrow to expand the Justification questions Justification questions 6 Add comments where applicable 7 Click Save as draft HELP IT System HITS User Guide V 2 0 March 2014 Page 86 Submitting an Estimate Provider Corporate Officer CEO only 6 From the View Organisation details page select Estimate List from the Context Selector List 7 Click the Edit link on the desired record noting the sector and calendar year This will navigate you to the Estimate of Advance Payments screen Estimate list Estimate list Calendar Year Sector Status Decided total annual Edit estimate amount T T Es 2015 Draft 30 00 Edit VET Edit 2014 C VET Draft 0 00 Edit CaF 8 Select the Estimate items box to see a summary of all records in the Estimate items list You should check all line items to ensure they are accurate before proceeding HELP IT System HITS User Guide V 2 0 March 2014 Page 87 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance T Y Y T T gn E 217 94VIC 12 05 2014 114 1 147 264 00 64 0 959 501_76 Edit m 7 E CHCE0308 10 06 2014 131 9 593 741 25 91 0 540 304 53 Edit CHC50113 12 05 2014 36 2 216 964 20 73 0 169 232 07 Edit E E BS5B50207 2o 0a 2014 49 5 247 296 00 76 0 192 890 88 Edit E Add Delete estimate item M More than 5
65. e status of Awaiting Further Information and an RFI in the status of Issued in HITS you will be able to lodge an RFI for your organisation Instructions 1 From the Navigation menu click on Application this will navigate you to the screen which will display all the sub menu options available under the Application menu Click on RFI List to view the RFI list screen welcome to HELP T System Australian Government gt YY ASSESS MANAGE ORGANISATION Fr PAYMENTS PUBLICATIONS REPORTS ADMIN VET Application Summary HE Application Summary RFI List on the report title Create Application Canteyt Selector 2 On the RFI list screen you will see a table which will list all the current or past RFls created raised or lodged against the current sector application for your Organisation You are now ready to lodge an RFI 3 Goto the lt sector gt RFI list Select the RFI with the status of Issued by selecting the check box against the record and the View details button will be enabled HELP IT System HITS User Guide V 2 0 March 2014 Page 166 F YOU ARE HERE Home gt Organisation Details gt Request For Information RFI list Request For Information RFI list VET RFI list select RFI Name RFI Status RFI Status Date Current Applicant Deadline Date Edit Y Y Y T 1st Notice Lodged 20 09 2013 23 09 2013 Edit 7 2nd Notice Issued 16 11 2013 13 12 2013 Edit Raise VET RFI Select templ
66. e you have saved the bulletin page as a favourite bookmark click on the HELP IT system logo to log into HITS HELP IT System HITS User Guide V 2 0 March 2014 Page 106 Logon ID nc2715 welcome to j ieee 5 se i i t Sign out Australian Government S YS e l i Welcome to the Skills System Skills System Bulletin No Bulletins to display Skills System Programs Click on link or image to access the system HELP IT System Australi 2 welcome to fis Once you have saved the URL of the HELP IT Syste m qm bulletin page as a favourite bulletin click to the HELP IT System logo to log into HITS HELP IT System HITS User Guide V 2 0 March 2014 Page 107 30 HITS Logging in for Existing users You should always log into HITS using your saved favourite or bookmark to avoid experiencing errors see previous section to set up your favourite bookmark Instructions 1 Enter your Username and Password and select Sign In and you will be navigated to the Skills System welcome page gi Australian Government ye SkillsSystem Username Password ange passworc 2 The Skills System welcome page provides the following information a Inthe top right hand corner your Logon Id and Sign out button b The Bulletin section which provides information relating to the Skills System and HITS availability c Skills System Programs section which displays the HELP IT System logo which is used to sign
67. ecessenecesseneceeseneeeetes 7 2 Application Organisation already exists in HITS cccccccssseccccsseccceeeseceeeesecesseeceeseeecessuaeceesenes 8 3 Application Lodging an applicatio Mirese a e death eulaidg ube Seacte tenance duaedeanadeeb tenets 11 4 Applicaton NEW aD DIICANUS arennau 14 De Applicaton RECUN TO Ca iG eaaa a a a a 17 6 Application s mmary SCreenicich nn E A Gane 18 7 Application Withdrawing your application cccccescccccsseccccesscceceesececceeceeeeeecceseeecessugeceesenes 20 8 Bank account Creating a bank account essseseresereresrererereressererereressrrerereressrrersreresserersreresseree 23 9 CONTEXT electo sonna e a TN 25 dO Contacts AQdine T CONTA CE sara a a N a E 26 Ti CONTACTS Updatine a COM Ga CU aane A anstusateeecctade eames rnieeks 30 12 Course Activan a COUS Ena Ean E E A A 32 13 C o rse inactivate d COUS E eri a a A R i 36 14 Documents Additional Notes esa O a E E 38 15 DOCUMEMS ArNe A a a a a a a a aE 39 16 DOCUMENT categorie Sies mna E EE E E 41 17 Documents REMOVING a GOCUIMENT sinss a a a aai 42 18 Documents Replacing a document eessessseesssseresrrerssrrressrerssrrressrereserressrereserressrereseeresereesseerese 46 19 Documents Uploading a document applicant ssesssessseesesrersssrerssrrresrrereserresereresrereserereseerese 51 20 Documents Uploading a document Approved Provider ccccccsseccc
68. ed crsiz00085 Graduate Certificate in Christian Leadership Details Required J a CRS1200084 Graduate Diploma of Education Primary Details Required Export to excel 2 Click on one or more courses that you wish to update from the displayed search results HELP IT System HITS User Guide V 2 0 March 2014 Page 33 VET Course list Course Code Course Name TAA Type Course Status BSB51107 Diploma of Management Details Required E x BSBSU Diploma of Business Administration Details Required O BSB50207 Swag of Business Details Required SIT60307 Details Required M that you wish to Add details Details Required K Diploma of Tourism Details Required Sm60107 Advanced Diploma of Tourism etails Required Export to excel 3 Click the Add details button the Add Course details screen will be displayed Add Course details Course details Course name Diploma of Management Course code ASBS51107 Course status Details Required Tuition Assurance Arrangements Select lt lt Back to Course list First 1 of 3 Next Last 4 There are two options for you to select three if you are an applicant a Tuition Assurance Scheme b Other c Tobe advised for applicants only 5 Select the appropriate Tuition Assurance Arrangement and complete all mandatory fields Once complete click the Save button and confirmation button 6 If you have selected more than one course select
69. ed however notification emails will only be sent to the earliest created contact 4 Atleast one contact phone mobile number is required either a telephone OR mobile phone number 5 If your contact details are in another country you must include the city in which you live HELP IT System HITS User Guide V 2 0 March 2014 Page 29 11 Contacts Updating a contact USER ROLES n ACCESS Provider Corporate Officer Full access to update contacts Provider Senior Officer Full access to update contacts Provider Finance Officer Full access to update contacts Provider Editing Officer Full access to update contacts Provider View only Can only view contacts You should update contact details where appropriate however it is important to consider the order in which contacts with the same contact type are listed This is due to HITS notifications and email notifications as where there is more than one contact with the same contact type notifications emails will be sent to the first listed contact Instructions 1 Click on Organisation then click on Organisation details to view the Organisation Details screen 2 Select the Contacts tab to display the Contact list screen 3 From the list of contacts click on the Edit hyperlink for the record that you wish to update HELP IT System HITS User Guide V 2 0 March 2014 Page 30 Contact list x First Name Sumame Contact Type sector Position Title Edit Y T i T i T a T a Bentley Ci
70. ediately Please contact the Department immediately to explain why this milestone has not been met by the due date if you have not already done so lt line break gt new line lt short description of milestone gt Email notification message From HITS System Message Subject Overdue lt sector gt provider milestone Body Text This email is to inform you that a milestone for insert legal entity name of Applicant was due on date of milestone due date and it requires your urgent attention CEO VC SAO Primary Contact Officer To action this milestone please login to HITS from the link provided below and select Organisation View then Upcoming Milestone to read and complete this milestone If you do not have access to HITS please request the appropriate person from your organisation with HITS access to action this milestone or contact your organisation s IAMPCS Officer to arrange access It is important to note that only certain user roles CEO SAO and PFO are able to action and declare that a milestone has been completed Please log on to HITS for further information Note This email was automatically generated If you have any questions please contact the HELP team enquiries inbox HELP IT System HITS User Guide V 2 0 March 2014 Page 141 Approval of Payment System Notification Message Info CEO SAO Schedule PFO The payment schedule for Calendar year of the schedule for Provider legal nam
71. een inappropriate usage of data records and information and or where the obligations outlined above have not been met The Department reserves the right to deny future requests for access to the Department s ICT systems e tis acriminal offence to provide false or misleading information or to access or modify HELP IT System HITS User Guide V 2 0 March 2014 Page 172 restricted data This includes unauthorised access to or modification of restricted data by a person which is an offence under section 478 1 of the Criminal Code Act 1995 and punishable by 2 years imprisonment Unauthorised access to the Department s ICT systems or providing false or misleading information may result in criminal and or civil action being taken against me e tis acriminal offence for a Commonwealth officer to publish or communicate information obtained from the Department s ICT systems Disclosure of information by Commonwealth officers is an offence under section 70 of the Crimes Act 1914 and is punishable by 2 years imprisonment Disclosure of information obtained from the Department s ICT systems may result in a criminal or civil action being taken against me Conflict of Interest The onus is on you to be alert and identify any actual or potential conflict of interest financial or otherwise A conflict of interest is defined as a situation where a staff member has or could be perceived as having a personal interest in a matter that is the sub
72. elect Organisation View Organisation details from the Navigation menu to display the Context Selector 2 Select Estimate list from the sub menu items 3 Click the Edit link on the desired record noting the sector and calendar year This will navigate you to the Estimate of Advance Payments Estimate list Estimate list Calendar Year sector Status Decided total annual Edit estimate amount i i W vr 2015 VET Draft 0 00 Edit i E 2014 VET Finalised 1 554 657 00 Edit HELP IT System HITS User Guide V 2 0 March 2014 Page 89 4 Scroll to the bottom of the page and select Create Variation System Audit Information Cancel Back to Estimate list You will receive a confirmation message that the variation has been created successfully Edit Estimate of Advance Payments Estimate item Earliest Revised ER Estimate items SL Expected total Take up Estimated Edit Delete description T census date tuition in eS rate advance Natural and y E Physical 12 05 2014 62 6 026 454 00 69 0 735 544 06 Edit a Sciences E Education 19 05 2014 154 0 900 943 29 91 0 019 856 39 dit Confirmation message that Estimate variation has been created successfully 5 The status of the Estimate will also be updated to Draft Variation HELP IT System HITS User Guide V 2 0 March 2014 Page 90 Estimate list Estimate list Calendar Year Sector Status Decided total annual Edit estimate am
73. ems the Delete estimate item button becomes enabled Add Delete estimate item M More than 50 active courses M Enter by Field of Study Delete estimate item Add estimate item 8 Repeat above steps until the Estimate items summary box displays the desired estimate amounts to submit for the whole calendar year 9 Complete the Justification questions where appropriate 10 Click Save as draft to save the information on screen or Submit if you have finished HELP IT System HITS User Guide V 2 0 March 2014 Page 92 Estimate list SUBMITTED SUCCESSFULLY Estimate list Calendar Year Sector Status Decided total annual Edit estimate amount Y W Y W a 2015 VET Draft 50 00 Edit i 2014 VET 1 554 657 00 Edit Confirmation message that estimate variation has been submitted successfully and status also updated to Submitted Submitting a Variation Provider Corporate Officer CEO only 1 From the View Organisation details page select Estimate List from the Context Selector List 2 Click the Edit link on the desired record noting the sector and calendar year This will navigate you to the Estimate of Advance Payments screen Estimate list Estimate list Calendar Year Sector Status Decided total annual estimate Edit amount T i T 2073 qm ver Draft 0 00 i 2014 VET Draft 0 00 3 View the Estimate items box to see a summary of all records in the Estimate items list You s
74. en Pty Ltd Role Display Name Description E CEO Chief Executive Officer E FEO Provider Editing Officer E PFO Provider Finance Officer E PWO Provider View Only SAO Provider Senior Officer Succesful Detailed Message Orgs successfully added r Roles successfully added Notes 1 The HITS role above is NOT connected to the Contacts list in HITS If you are a CEO and have added your contact details in HITS you must also have CEO role assigned to you in IAM HELP IT System HITS User Guide V 2 0 March 2014 Page 132 39 IAM Reset your password Instructions 1 Select the Change Password link which is below the Sign In button The Identity amp Access Management Change Password screen will then be displayed SKIP TO CONTENT HELP welcome to skillsSystem Username Password Sign In Change password If you do not have a Skills System user name and password please contact your Skills System Organisational Security Contact for access Copyright 2012 Commonwealth of Australia HELP IT System HITS User Guide V 2 0 March 2014 Page 133 2 Populate the following fields Current Password New Password and Confirm New Password the new password must comply with password rules listed on the change password screen iam Identity amp Access Management logon change password Change Password UserID Current Password New Password Confirm New Password For security reasons your password must foll
75. eneceeeteeenes 112 33 IAM Change an existing user s PASSWOM ccccceseccccessececeesececeesececeeeecceseuseceseusecesseneceesenaeeeeas 118 34 JAW Forgotten your DASSW Old aiid tos e E E ee a 122 35 WAI HITS USCROIOS iiu calc ce neetiacsbes cata a A a a Gu heati nce lane hea date 125 36 IAM Manage my forgotten password ccscccccsssccccessececeesececeusecceeenecceeeesecessuaecessegeceesanaeeenes 126 37 gt IAM TAMPCS SCiministr atO Saan o a E a AAE 128 38 IAM IAMPCS Updating your HITS user rol eessssssensessensssersssrrsssrereseresssreresererssrereserereseeress 129 39 JAM Reset yvour Pass WO droienn a N a E a heeds 133 40 Milestone View SUBMIT viiviclcceocticed ice resuerdenadusiccessoneersapadauvedtnedune Muted earsincuenasiiebendestbedenetuelsuneswuls 135 41 NOUPFICATIONS oneens O E easeebaaeses 138 42 Organisation details Update details vericescasiveedvicspesacotiwevsstosaetacesaebeies ne S EE NENE 144 43 Organisation details View detailS s seseeussseenssrrrsssreressrrsssreresererssreresereesseeresererssrereserersseere 146 44 Payments Viewing PAYMENTS cccsscossccsscessccsscessceesceescsesctesceesceessseeseeseeeseeseessceeseeeseeeseeess 148 45 Person of Influence POI Adding a POl csscccccsscsssscccsecnsescessecnsecsessecnscssesseensessessecnsssscs 151 46 Person of Influence Updating a POL sesssesssessessresereressrrersreresserersreresse
76. ent that has been submitted to the Department Locked documents can only be removed by the Department Unlocked documents An unlocked document is a document that has been uploaded into HITS but has yet to be submitted It can be removed from HITS at any time Documents uploaded using the Document List or via a milestone are unlocked until a milestone is submitted A submitted milestone will lock all unlocked documents against the provider Unlocked documents cannot be replaced by another document they should be removed instead New Applicants to HITS New applicants who have not registered in HITS previously will have no documents in their document list and whenever they upload a document it will remain unlocked until such time as they submit their application An unlocked document is a document which can be removed by the applicant Applicants with a previous application who re apply If your current application is inactive ie it is withdrawn and you reapply any documents that you uploaded previously will still appear in your document list You should immediately review these documents and request the Department to remove any that are out of date Contact the Department via tsenquiries education gov au HELP IT System HITS User Guide V 2 0 March 2014 Page 38 15 The Department will archive documents that are no longer current ie they have been replaced by a more up to Documents Archived date version or a newer version of
77. ents There are two ways in which documents can be uploaded into HITS Provider Finance Officer PFO Access to upload documents Document List Upload documents via the documents list when your documents relate to a milestone Using the document list upload will not submit the document and should you decide a document is not relevant you can remove it Ad Hoc documents Upload documents via the Ad Hoc document upload when you are not uploading documents associated with a milestone Documents upload via Ad Hoc upload will automatically be submitted to the Department Instructions 1 From the Navigation menu click on Organisation to view all available sub menu options Click on Document List to view the Document list screen View Organisation details Contacts Persons of Influence Upcoming Milestones Financial Performance Context Selector Organisation details Demo Libra Training Institute HITS ID 1683 4 aoe TGA Register Entity name De ra Training Institute Bank Account List Legal Entity name De ra Training Institute j Registered Business name Demo Libra Training Institute Estimate List s ayment Schedule List Preferred Business Li Approved providers can upload F Fotitv names fdocuments via Ad Hoc or via the Document List Document list Partnefships Upcoming Milestones Parent body Persons of Influence List E Head Office address Demo Libra Training Institute St KURWONGBAH QLD
78. equired Choose Sub category Required Select Upload attachment Required Select Maximum allowed file size 15 MB 11 Your documents have been uploaded and will now appear in your document list Document list Select category Select Include Archived Document list Sector Category sub Category Document Name submitted Replaced Date Archived i Y i Y Y Fersons of s E VET Influence Details Information Persons of a uid raining Gontrac VET Influence Details E search and List docx Information Persons of a VET Influence Details LAFHA Process docx Information Notes 1 You must ensure document names are no more than 100 characters in length If they are too long you will get the following error message similar to An application error occurred and has been logged Please advise your administrator and provide them with this error code ada3827c fc25 446a bc49 c7a20 2 All documents uploaded during the preparation of your application will be submitted to the Department at the same time that you submit your application HELP IT System HITS User Guide V 2 0 March 2014 Page 54 20 Documents Uploading a document Approved Provider USER ROLES Po ACCESS Provider Corporate Officer CEO Access to upload documents Provider Senior Officer SAO Access to upload documents Provider Editing Officer PEO Access to upload documents Provider View Only PVO Cannot upload docum
79. er Security Declaration opens new window Invite User to Join Organisation Providers Guide opens new window Manage a User Manage My Account ar eee 3 From the My Account screen select Manage My Roles liam Identity amp Access Management home manage my account My Tasks Change My Password Manage My Details Manage My Forgotten Password Manage My Roles Reset My Password My Account Citizen Joe IAM Role Provider Contract Security Organisation 600002 Joe Blogs Pty Ltd Role PEO Training Role None _ HELP IT System HITS User Guide V 2 0 March 2014 Page 130 4 The Manage My Roles screen displays your current Role and you may update the role by checking any other role Before Update iam identity amp Access Management home manage my account manage my roles Logout Manage My Roles Select Roles Contracted Org Eog Erea so ub mart Org Display Name Description a 600002 Joe Citizen Pty Ltd Role Display Name Description El CEO Chief Executive Officer Provider Editing Officer E PFO Provider Finance Officer E PVO Provider View Only E SAO Provider Senior Officer HELP IT System HITS User Guide V 2 0 March 2014 Page 131 After Update liam Identity amp Access Management home manage my account manage my roles Logout Manage My Roles Select Roles Contracted Org Submit Org Display Name Description 500002 Joe Citiz
80. er a person of influence will inactivate that record The Statement and Contingency Funding panels on the Persons of Influence list screen must reviewed or updated after adding a POI record HELP IT System HITS User Guide V 2 0 March 2014 Page 155 46 Person of Influence Updating a POI USER ROLES n ACCESS Provider Corporate Officer Full access to update persons of influence information Provider Senior Officer Full access to update persons of influence information Updating a Person of Influence From time to time you may be required to update existing persons of influence POI information for your Organisation To update existing information please follow the steps outlined below Instructions 1 Log into HITS with your assigned User ID and personal password From the Navigation menu click on Organisation this will navigate you to the screen which will display all the sub menu options available under the Organisation menu Click on Organisation details to view the Organisation Details screen Go to the Persons of Influence tab and click the Persons of Influence list screen will be displayed From the list of Persons of Influence find the one you would like to update and click the Edit hyperlink Fersons of Influence Select Title First Name Sumame Position status Edit i iv i Senior Authorised Officer E Mr Eddie Boothe director secretary of Active company Add person of influence 4 Update the rele
81. es o English uppercase characters A Z o English lowercase characters a z o Numeric 0 9 o Non alphanumeric eg or ne HELP IT System HITS User Guide V 2 0 March 2014 Page 120 8 The system will notify you that the change has been successful 9 Email the user their temporary password and advise them that they must change their password via the Change password link on the Skills System sign in page SkillsSystem Username Password Sign In Change password ate Sal if you do not have a Skills System user name and password please contact your Skills System Organisational Security Contact for access Copyright 2012 Commonwealth of Australia Notes 1 You can also search for a user by selecting any of the following a UserID b Givenname c Surname d E mail address e Admin role f Organisation 2 Ifthe new password entered does not meet the password security requirements an error message will be returned 3 LAM access is linked to HITS you should be able to Log into HITS Using the same username and password 4 Sharing your password is a breach of ICT systems policy as you are responsible for maintaining the integrity of HITS by not sharing your user ID and password with any other person HELP IT System HITS User Guide V 2 0 March 2014 Page 121 34 IAM Forgotten your password If you have set up your Forgotten my password account questions you can re
82. ficers an IAM system administration role which will enable you to manage all other users for your organisation and a HITS User role which determines what you can view and or update in HITS iam identity amp Access Management home gt manage my account Logout My Account Citizen Joe IAM Role Provider Contract Security Joe Blogs Pty Ltd My Tasks Change My Password Manage My Details Manage My Forgotten Password Manage My Roles Reset My Password N Organisation HITS Role SAO Training Role None Your IAMPCS administration role is created by the Department and where you do not have an existing username or password your initial access to HITS will also be created As the Department does not know what your role within your organisation is you will be assigned the lowest editing role of Provider Editing Officer PEO IAMPCS officers may update their HITS user role from PEO by following the steps below Instructions 1 Log into IAM using your user ID and password this will display the IAM Home screen HELP IT System HITS User Guide V 2 0 March 2014 Page 129 2 From the home screen click Manage My Account to navigate to the Manage My Account screen am identity amp Access Management home Welcome Your Access Lewel Your Tasks Joe Citizen Learn About Identity amp Access Management Prades Conic ai Security Policy for External Users opens new oo window Create a Us
83. he TGA TEQSA Registered entity name is the correct entity name of your organisation and click Next Note If your registered entity name is not the correct entity name click Cancel and contact the Department via tsenquiries education gov au HELP IT System HITS User Guide V 2 0 March 2014 Page 14 welcome to HELP IT System Australian Government Account Confirmation If the following is the name of your Organisation please continue by selecting Next else select Back and provide the correct code TGA Registered entity name Joe Bloggs Pty Ltd oe cae 5 Complete all required fields and click Submit i F 7 welcome to HELP T System Australian Gove Registration Joe Bloggs Pty Ltd has relevant sector registration enabling it to continue with this application to apply to offer HELP Please provide the contact details for the person in your organisation who will be completing the application The User name and email address you supply will be used to create a HITS account By logging in to your account you can complete the online application Please note that if you are an existing Skills user you can use your existing User ID to logon Organisation details TGA Code 123456 TEQSA Code Registered name Joe Bloggs Pty Ltd Create HITS account Title Date of birth Required Choose First name Required Surname Required Mandatory fields Password reset email Required Co
84. hedule Upcoming Milestones Financial Performance HITS ID TGA Register Entity name Legal Entity name Registered Business name i s Preferred Business name Former Entity names 3rd Party Arrangements Partnerships Parent body Head Office address Australian Business Number TGA ID _ TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type 16799 Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute Demo Capricorn Training Institute St BILINGA QLD 4225 74599608295 Australian Company Number 186 TGA Registration expiry date 18 08 2015 Current Year entity first began to 1999 operate as an RTO HEI No Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission System Audit Information 3 Click the Edit link on the desired record noting the sector and calendar year This will navigate you to the Estimate of Advance Payments HELP IT System HITS User Guide V 2 0 March 2014 Page 74 Estimate list Estimate list Calendar Year Sector tatus Decided total annual Edit estimate amount T Y Y Y Edit gt E 2015 VET Draft 20 00 m 2014 m VET Draft 0 00 Paf You have two choices on how to enter your estimate either at course leve
85. hen only the first listed CEO VC will receive the email HELP IT System HITS User Guide V 2 0 March 2014 Page 143 42 Organisation details Update details USER ROLES m ACCESS Provider Corporate Officer Full access to update organisation details Provider Senior Officer Full access to update organisation details Provider Finance Officer PFO Full access to update organisation details Provider Editing Officer Full access to update organisation details Provider View Only Cannot update organisation details Instructions 1 From the Navigation menu click on Organisation View Organisation details this will navigate you to the View Organisation details screen 2 Scroll to the bottom of the screen and click on Edit button Organisation Entity type Other type of Entity lf the Applicant approved provider is not a company registered with ASIC please provide the following information Name of the State Territory Act or Regulation State Territory jurisdiction Identification number system Audit Information VET sector FRLI details Organisation Applications 3 Youcan update any field that is not greyed out HELP IT System HITS User Guide V 2 0 March 2014 Page 144 Edit Organisation details Contacts Persons of Influence Financial Performance Organisation details HITS ID Required 16834 TGA Register Entity name Demo Libra Training Institute Legal Entity name Re
86. hould check all line items to ensure they are accurate before proceeding HELP IT System HITS User Guide V 2 0 March 2014 Page 93 Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y iy Y Agriculture EJ Environmental SSF e i C 09 08 2013 46 6 233 135 50 82 0 191 171 11 Edit C and Related Studies Food Hospitality C and Personal 30 08 2013 70 6 529 576 50 93 0 49 506 14 Edit E Services E Education 04 09 2013 173 1 1 904 061 50 73 0 1 359 964 89 Edit E Add Delete estimate item M More than 50 active courses M Enter by Field of Study Delete estimate item Add estimate item 4 Where you wish to review the estimate select Save as draft or where you are Satisfied that the Estimate is complete check the Declaration tick box and click on the Submit button Neclaration correct undertake to inform the Department immediately if become aware of information that means that this Estimate of Advance ments is no longer a reasonable and genuine estimate ofthe amount of HELP which is expected to become payable for the d covered by the Estimate acknowledge that giving false or misleading information to the Commonwealth or omitting any ter without which the information is misleading is a serious offence under section 137 of the Criminal Code Act 1995 Cth Submit
87. information Provider Finance Officer PFO No access to this module Provider Editing Officer No access to this module Provider View Only No access to this module Information that is required to be input into this component is considered sensitive to add update or view the information you must have a senior user role of SAO or CEO Adding a Person of Influence On the Organisation Details screen you will see a series of tabs across the page This is where you can select the Persons of Influence tab Note that in order to view this tab your user role must be either SAO or CEO View Organisation details Contacts f Persons of Influence Ad Hoc Documents Upcoming Milestones Financial Performance t 1 From the Navigation menu click on Organisation this will navigate you to the screen which will display Instructions all the sub menu options available under the Organisation menu Click on Organisation details to view the Organisation Details screen Go to the Persons of Influence tab and click the Person of Influence list screen will be displayed Click the Add persons of influence button HELP IT System HITS User Guide V 2 0 March 2014 Page 151 Persons of Influence List Mandatory Persons of Influence summary B Persons of Influente B statement ax Contingency Funding Parsons of Influence sHed Tile First Name SUM ame Poston Slats Edit Mo records to display Add person of influence
88. iod ends Please log on to HITS for further information Note This email was automatically generated If you have any questions please contact the tsenquiries HELP IT System HITS User Guide V 2 0 March 2014 Page 142 When the RFI status is From HITS System Message Action CEO SAO Issued Subject HITS Request for Information RFI Primary Body Text Contact A Notice requiring the provision of further Officer information pursuant to the Higher Education Support Act 2003 in relation to your organisation s application to become an approved lt sector gt provider has been issued in the HELP IT System HITS A response is to be provided to the Department by uploading the required documents in HITS and lodging the RFI by 5 pm on the deadline date stipulated in the RFI Notice Failure to respond by the deadline may result in withdrawal of the application It is important to note that only certain user roles CEO and SAO are able to lodge an RFI Please log on to HITS to view the Notice and respond Note This email was automatically generated If you have any questions please contact the HELP team enquiries inbox 1 Where there are brackets in a notification such as Registered entity name the brackets will display the current information in the field 2 Where an email is sent the information is the recipient is drawn from the contacts list If there are more than one of any email contact ie CEO VC t
89. ion Persons of VET Influence Details test 1 docx 06 03 2014 Information l Procedural ae E VET Grievance Requirements test 3 docx Requirements Documents with a submitted date are locked F Export to excel If you are replacing a previously uploaded document please ensure you select Replace functionality on View Document screen Upload Document Select upload type Required select category Required Choose Select Notes HELP IT System HITS User Guide V 2 0 March 2014 Page 58 3 The Ad Hoc function is only enabled once an application has been approved If your organisation has never registered in HITS previously and lodges a new application you will only be able to upload documents via the Document List 4 Ifyou upload a document via the Document list and you are not subject to a milestone you will need to remove the document and then upload it via the Ad Hoc function If you leave the document un submitted it will only be submitted when you are next subject to a milestone HELP IT System HITS User Guide V 2 0 March 2014 Page 59 21 Documents Viewing a document USER ROLES Po ACCESS Provider Finance Officer PFO Access to view documents Provider Editing Officer PEO Access to view documents Provider View Only PVO Access to view most documents Instructions 1 From the Navigation menu click on Organisation this will navigate you to the screen which will display all the
90. ion This also includes removing the access of staff who no longer works for the organisation HELP IT System HITS User Guide V 2 0 March 2014 Page 117 33 IAM Change an existing user s password How to Change an existing Password in IAM Instructions 1 Log into IAM using your User ID and password this will display the IAM Home screen 2 Click the Manage a User link to display the Manage a User screen home Logout Welcome Learn About Identity amp Access Management Your Access Level Security Policy for External Users opens new x window Your Tasks Create a User 1 i Security Declaration opens new window invite User to Join Organisation e Providers Guide opens new window eum Manage a User Manage My Account j HELP IT System HITS User Guide V 2 0 March 2014 Page 118 3 Select to search by User ID and enter the User ID of the user whose password you wish to reset in the Search Text Lam home manage a user Logout Manage A User Search by user id hi Search Type begins with hd Sort Order user id bd Search Text Search Display as Single Page F 4 Click Search to return a list of all users that match your search criteria 5 Click the radio button of the User ID whose password you wish to reset this will display the User Details screen for the selected user home Mmanape a user Logout Manage A User Search by user id Search Type begins with Sort Order user
91. isterial Exemption 6 If you tuition assurance arrangement is by an agreement or guarantee the course status will be updated to Ready You must forward details of the agreement guarantee to the Department via tsenquiries education gov au The Department will then determine whether to agree to the arrangements and where they do they will update the course status to Active 7 If you update a course status to Inactive HITS will permit you to add tuition assurance arrangements where you wish to activate the course again HELP IT System HITS User Guide V 2 0 March 2014 Page 35 13 Course inactivating a course CEO Full access to inactivate courses Full access to inactivate courses Full access to inactivate courses PEO Full access to inactivate courses PVO Cannot inactive a course Applicants and approved HELP providers can inactivate any course from their course scope in HITS where they no longer offer the course Instructions 1 From the Context selector click on Course List to view the Course List View Organisation details Contacts Persons of Influence Ad Hoc Documents Fee Schedule Upcoming Milestones Financial Performance Context Selector Assign Milestones History Organisation 1 Demo Halley s Training Institute 74599608 HITS ID 16178 Demo Halley s Training Institute 74599608 TGA Register Entity name Demo Halley s Training Institute Legal Entity name Demo Halley s Training I
92. ject of a decision or duty of the staff member A personal interest includes but is not limited to a direct or indirect past current or planned future financial management organisational membership or any other interest by the staff member or by a business associate family member or friend of the staff member Your employer should refer you to an internal policy in relation to responding to conflict of interest situations Privacy Notice The Department is collecting this information for the purposes of verifying your identity to determine whether access is provided to the Department s ICT systems The Department may use this information for the purposes of managing and administering ICT systems protecting against unauthorised access verifying security problems and ensuring compliance with policy The Department will not disclose this information unless it is required or authorised by or under law Alternatively the Department may seek your consent to disclose this information have read and understood my obligations outlined in this Declaration am not currently before the Court charged nor have been found guilty with any fraud related or unauthorised access offences Signature Date Witness Signature amp Date Workplace insert place of employment 1 This includes all data on the Department s systems that you are not authorised to access or modify HELP IT System HITS User Guide V 2 0 March 2014 Page 173
93. k Account list Bank Account list Bank Account Name BSB Bank Account Number Status VET HE Joe Bloggs Pty Ltd 063244 012345678 Yes No Notes 1 A bank account can only be submitted once the application is approved The Department must approve a bank account before payments can be processed into that account A Provider can only have one approved bank account per sector at any one time A new bank account must be approved in order to replace an existing approved bank account A HITS notification message is generated see Notifications section for details eS HELP IT System HITS User Guide V 2 0 March 2014 Page 24 9 Context selector Provider Corporate Officer CEO Can use the Context Selector Provider Senior Officer Can use the Context Selector Provider Editing Officer PEO Can use the Context Selector Provider View Only Can use the Context Selector The Context Selector appears on most screens in HITS and enables you to navigate between frequently used modules that you have access to Provider Finance Officer Can use the Context Selector Instructions 1 Select a hyperlink from the Context Selector sub menu items You will then be navigated to the selection screen in HITS View Organisation details Contacts Persons of Influence Financial Performance Context Selector Joe Bloggs Pty Ltd HITS ID 7280 Course List TGA Register Entity name Joe Bloggs Pty Ltd Bank Account List Legal Entity na
94. l or if you have more than 50 courses you may choose to select to enter by field of study Itis important that you only select field of study if you are offering VET FEE HELP to more than 50 courses otherwise the Department reserves the right to return your estimate to draft status If an estimate is returned to draft status and you have to change from Field of Study to Course HITS will delete all existing estimate line items and you will have to start your estimate again HELP IT System HITS User Guide V 2 0 March 2014 Page 75 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated description census date tuition income rate advance Y i T Y Y No records to display If you have more than 50 active courses you may select More than 50 active courses check box Otherwise select the Add estimate item button Add Delete estimate item More than 50 active courses Edit Delete You must complete all the following steps before you Estimate can be submitted to the Department e Add one or more estimate items e Complete Justification questions and e Acknowledge the declaration Entering Estimate details by Course 4 Click Add estimate item to navigate to the Add Estimate item screen HELP IT System HITS User Guide V 2 0 March 2014 Page 76 Estimate of Advance Payments Estimate items Estimate item Earliest census Revi
95. lay information about the current Payment Schedule for a calendar year 2 Forthe Payment Reconciliation report you will be able to select the Sector and Calendar Year to view all payments including offsets adjustments and overpayment recoveries processed in that year You can also export the report to the following a XML file with report data b CSV comma delimited c Acrobat PDF file d MHTML web archive e Excel f TIFF file g Word HELP IT System HITS User Guide V 2 0 March 2014 Page 161 Back to Report page Sector Code VET Lz lt a Calendar Year 2013 lt i Es Id 4 1 of 1 D Di 4 100 _ gt ie 4 Bb XML file with report data Payment Reconcil ree HELP IT System WM aa Reporting Year 2013 Acrobat PDF file MHTML web archive Australien arverrnoment lt q Reconciliation data as at 17 Dec 2013 HEIM Total Latest Census EFTSL al Date Imt Provider Legal Name Sector Decided EFTSL Decide Joe Blogs Pty Ltd VET 2 0 2 995 00 100 5 990 00 30 Aug 2013 1 1 Printed by pe2523 Printed on 17 Dec 2013 11 01 3 For the Provider Payment Report you will be able to select the final payment schedule for each calendar year in which you received a payment Back to Report page Provider Joe Blogs Pty Ltd be EEr lt Select a Value gt v lt Select a Value gt 4 The report will display all payments processed and any advance payments left in the Calendar year that
96. ll navigate you to the Estimate of Advance Payments HELP IT System HITS User Guide V 2 0 March 2014 Page 63 Estimate list Estimate list Calendar Year E 2015 E 2013 sector HE HE C fzo Ga HE HELP IT System HITS User Guide V 2 0 March 2014 Status Draft Closed Draft Decided total annual Edit estimate amount Y 0 00 Edit 0 00 Edit 30 00 Page 64 Estimate of Advance Payments Estimate items Estimate item Earliest census Revised EFTSL Expected total Take up rate Estimated Edit Delete description date tuition income advance No records to display F timate item More than 50 active courses Jelete estimate item Add estimate item 4 Complete all required fields and Save to navigate to Estimate of Advance Payments screen HELP IT System HITS User Guide V 2 0 March 2014 Page 65 F YOU ARE HERE Home gt Organisation Details gt Estimate List gt Estimate of Advance Payments gt Add Estimate item Add Estimate item Estimate details Calendar year sector 201 Estimate item details Earliest census date Required Undergraduate Postgraduate Required Undergraduate Eligible students Postgraduate ation pi Undergraduate Number of eligible students by pr Please fill in at least one eligible student study lost 100 study load 66 study load 50 study load 5 study load Complete all appropriate
97. ls Required Tuition BSB51107 Assurance Active Scheme Expor to excel 3 Click the Inactivate button at the bottom of the screen system will prompt the confirmation message box with option of Yes or No 4 Click Yes then select the next course to be inactivated and then continue to until you have actioned all the courses View Course details Course details Course name Diploma of Business Course code BSB50207 Course status Active Tuition Assurance Arrangements Method of Tuition Assurance Tuition Assurance Scheme Arrangements students will be provided for this course Tuition Assurance Scheme ACPET Details of the Other Approved Scheme Select Inactivate confirm you wish to continue and then select the next course Back to Course list Notes 1 You can reactivate an inactive course by following instructions in section 12 Course Activating a course HELP IT System HITS User Guide V 2 0 March 2014 Page 37 14 Documents Additional notes Ad Hoc document upload Use the Ad Hoc document upload when you are NOT uploading documents against a Milestone Using this method automatically submits the document to the Department Document List upload Use the Document List upload function when you are uploading documents that are related to a Milestone Using this method allows you to remove any document or change any information Locked documents A locked document is a docum
98. m allowed file size 15 MB p lt lt Back to Document list Cancel submit 4 Select the Sector s and sub category Search for the file to be uploaded by clicking on the Select button Once you have located the file click on the Open button of the File Download popup window the name will be displayed below the Select button Attachment details Sector Required Choose Sub category Required Select gt Upload attachment Required Select LAFHA Process doc X Remove Training Contract Search and List x CodeClaimTypes xls X Remove Maximum allowed file size 15 MB lt lt Back to Document list If you need to upload more files to a different category or sub category from the HITS Upload Document screen click on the Back to Document list link and repeat J HELP IT System HITS User Guide V 2 0 March 2014 Page 57 Attachment details Sector Required Choose sub category Required Select Upload attachment Required Select Maximum allowed file size 15 MB 8 Submitted documents will have the date the document was submitted in the Submitted Date field Document list Select category Select T Include Archived Document list C Sector Category Sub Category Document Name Submitted Replaced Date Archived Y Y Y Y Y Y Persons of va d j T VET inf Detail Test archive document uence tails i no3 for UAT 90003 docx Informat
99. me PP TE Pty Ltd Registered Business name s Job Bloggs Pty Ltd Preferred Business name Payment Schedule List Former Entity names N A Document List 3rd Party Arrangements f None SEEPS Partnerships Upcoming Milestones Parent body Se oe Head Office address Joe Corner Port William NSW 9999 Contact List Australian Business Number 00000000000 Australian Company Number TGA ID 999999 TGA Registration expiry date 21 02 2014 TGA Registration status Current CRICOS Number if applicable Year entity first began to operate 29099 as an RTO HEI Is the entity applying as a No Trustee for a Trust Organisation Entity type Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission System Audit Information HELP IT System HITS User Guide V 2 0 March 2014 Page 25 10 Contacts Adding a contact USER ROLES n ACCESS Provider Finance Officer Full access to add view contacts Provider Corporate Officer Full access to add view contacts Provider Senior Officer SAO Full access to add view contacts Provider Editing Officer Full access to add view contacts Provider View Only Can only view contacts The contacts screen is where you provide information to the Department on all key contacts within your organisation for each sector you have an active application For applicants it is mandatory to have a minimum 5 contacts for a single sector application or 6 for a dual sector application
100. n Submitting an Estimate Provider Corporate Officer CEO only 1 From the View Organisation details page select Estimate List from the Context Selector List 2 Click the Edit link on the desired record noting the sector and calendar year This will navigate you to the Estimate of Advance Payments screen Estimate list Estimate list Calendar Year Sector Status Decided total annual Edit estimate amount Y Y Y Y E 2015 VET Dratt 0 00 Edit M 92014 lt a VET Draft 0 00 a gt Edit Pa 3 Select the Estimate items box to see a summary of all records in the Estimate items list You should check all line items to ensure they are accurate before proceeding HELP IT System HITS User Guide V 2 0 March 2014 Page 69 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Estimated description census date z tuition income a advance 21794VIC 1 142 264 00 959 501 76 Edit CHC60308 593 741 25 540 304 53 Edit CHC50113 216 964 20 169 232 07 Edit BSB50207 247 296 00 192 690 86 Edit Add Delete estimate item More than 50 active courses Delete estimate item Add estimate item HELP IT System HITS User Guide V 2 0 March 2014 Page 70 Edit Estimate of Advance Payments Estimate item Earliest census EF TSL Take up rate Estimated Edit Delete description F date z advance 7 E Undergraduate 16 07 2014 124 0 92 0 969 650 00 Edit 7 E Postgraduate
101. n TGA or TEQSA record and populating these details into HITS Instructions 1 To apply to become a HELP provider the first step is to register your new application details in HITS You can do this by clicking on Register and Apply or by typing the following URL into your web browser https extranet deewr gov au SkillsSystemHits Registration Eligibility 2 Select the sector or sectors and Click Next Sector options are Dual Sector Higher Education Sector or VET Sector welcome to HELP T System Apply to be a HELP Provider National Register details Sector selection Please select the sector related to this application CERD Eon a 3 Enter your organisation s Training gov au TGA and or Tertiary Education Quality and Standards Agency TEQSA code and click Next Note If you do not know your Organisation s TGA TEQSA code please contact the Department via tsenquiries education gov au A wh OVET Iie iy lt Australian Government welcome to HELP T System Apply to be a HELP Provider National Register details Please select the sector related to this application Required VET Sector r Organisation National Register code information VET Sector National Register Please provide Training gov au TGA code for your Organisation Qa If you do not know the TGA code of your organisation you can search for it here 4 wt 4v Australian Government 4 Check and confirm that t
102. n all fields have been completed Total Equity MUST equal Net Assets l Cancel lt lt Back to Financial Performance list 5 You will be navigated back to the Financial Performance List and you Financial Performance will have a status of Submitted Financial Performance list SAVED SUCCESSFULLY Select Legal name Financial Status Edit Reporting Y Period End i Y Joe Bloggs Pty Ltd 30 06 2013 cat E E lt lt Back to Organisation Details Notes 1 Once a FP has been submitted it is locked for editing purposes You must contact the Department via tsenquiries education gov au and request the FP be returned to draft where the FP requires updating 2 To edita financial performance you application must be in a status of Draft Approved or RFI 3 Where you are a Dual Sector organisation and one of your sector applications is approved you will be able to edit all your financial performance Should you wish to update a financial performance that is associated with your application you must notify the Department first to gain their approval before updating your financial performance HELP IT System HITS User Guide V 2 0 March 2014 Page 101 28 Financial Performance Updating and submitting USER ROLES n ACCESS Provider Corporate Officer Can update and submit a Financial Performance Provider Senior Officer Can update and submit a Financial Performance Provider Finance Officer PFO Can u
103. nancial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an applicaty Current status is Draft and comments indicate that ertaken Only a HITS CEO or SAO application has been returned to applicant as it was substantially incomplete when initially submitted and Requirements for VET applicaton which indicates that from all mandatory fields have been completed Draft Your applicaton has not been accepted as it is substantially incomplete and an assessment cannot be undertaken The Department s website at user role can lodge an applicato Current status Current status Comments http education gov_au applying become help provider provides information on application requirements Requirements for VET application ORGANISATION COURSES Organisation details EY Course details Person of Influence details Gi B Contact details B Note Please complete and submit the Financial Performance in accordance with the Financial Viability applicable Notes 1 All the categories and sub categories in the requirements section are hyperlinked to the screen that requires actioning 2 The availability of the Lodge application for assessment and Withdraw buttons for selection is dependent on the application s current status and your User Role HELP IT System HITS User Guide V 2 0 March 2014 Page 19 7 Application Withdrawing y
104. nd Replaced date 6 03 2014 Replaced Ifsubcategory has not changed Archived NO lt lt Back to Document list 1 of 1 7 The replaced document name and link will be displayed under the Document details section Document list Select category Salect Include Archived Document list E Sector Category sub Category Document Name submitted Replaced Date Archived Y Y Y Y Y Y Persons of Replaced J O ver Influence Details fa t Test archive document 6 02 2014 i e no3 for UAT 90003 docx Information Persons of VET Influence Details test 1 docx i document mO Information Procedural PIN VET Grievance Requirements test 3 docx Requirements Export to excel 8 Ifyou need to replace another document click on the Back to Document list link and repeat Notes HELP IT System HITS User Guide V 2 0 March 2014 Page 49 1 Adocument can only be replaced when it has been submitted 2 The new document is automatically submitted when uploaded HELP IT System HITS User Guide V 2 0 March 2014 Page 50 19 Documents Uploading a document applicant Provider Corporate Officer CEO Provider Senior Officer Provider Finance Officer Provider Editing Officer Provider View Only Instructions i Access to upload documents SAO Access to upload documents Access to upload documents PEO Access to upload documents PVO Cannot upload documents 1 From the Navigation menu click
105. nels within the organisation details screen can be opened and closed by clicking on the arrow symbol Page 147 44 Payments Viewing payments USER ROLES n ACCESS Provider Corporate Officer Can view a Payment Schedule Provider Senior Officer Can view a Payment Schedule Provider Finance Officer Can view a Payment Schedule Provider Editing Officer Cannot view a Payment Schedule Provider View Only Cannot view a Payment Schedule Viewing VET Sector Payments You can check the status of a payment at any time 1 Select Payment Schedule List from the Context Selector to view the Payment Schedule List Payment Schedule list Payment Schedule list Payment Schedule ID Calendar ear Sector Schedule Status Status Date Updated By i Y Y Y i i a 2013 VET Approved 16 04 2013 Migration a 244 2013 VET Replaced 19712 2012 Migration 243 2012 VET Approved 15 05 2013 Migration View details 2 Tick the row of the Payment Schedule you wish to check and click View Details HELP IT System HITS User Guide V 2 0 March 2014 Page 148 Payment Schedule details Payment Schedule ID Calendar Year schedule status Total schedule amount no GST Amount paid to date Amount pending 244 500 00 142 625 00 101 875 00 Payment list Due date Payment type Amount no GST Status Status date i i T i i 15 01 2013 Monthly 20 375 00 Paid 16 01 2013 a 15 02 2013 Monthly 20 375 00 Paid 16 02 2013 15 03 2013 Monthly 20 375 00
106. nfirm email Required Telephone eu 0Di c emo lt a 6 Your new user ID and a temporary password will be sent to the email address you provided You will automatically be assigned a Provider Edit Officer PEO role You will also be contacted by the Department shortly after you have registered with information on how to register additional users 7 See IAM Change own password for details on updating your temporary password Notes 1 Itcan take up to 15 minutes for the security application IAM to update the HITS system with your user credentials 2 You will be contacted by the Department within a week of registering your new application in HITS to set up two IAM Provider Contract Security IAMPCS administrators for your organisation Administrators will be responsible for managing all access to your HITS application including creating new users HELP IT System HITS User Guide V 2 0 March 2014 Page 15 assigning user roles managing existing users resetting passwords You will not be able to complete your application if you do not have administrators assigned to your organisation Please contact the Department via tsenquiries education gov au if you have not been contacted within a week of your new application 3 If you have an existing record HITS will display the following error message Account Confirmation lf the following is the name of your Organisation please continue by selecting Next else select
107. nstitute es Business name Demo Halley s Training Institute s Preferred Business name Demo Halley s Training Institute ie names Course List lt a I Provider Risk Partnerships Parent body Bank Account List Head Office address Demo Halley s Training Institute St SURRY HILLS NSW 2010 Estimate List l Australian Business Number 74599608295 Australian Company Number Payment Schedule List E TGA ID 140 TGA Registration expiry date 15 01 2016 TGA Registration status Current mi Mi 3 aoe Eales CRICOS Number if Year entity first began to oe atic applicable operate as an RTO HEI Is the entity applying as a No Contact List Trustee for a Trust Organisation Entity type Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission System Audit Information 2 Select one or more courses from the Course list by selecting the check box and then select the View details button HELP IT System HITS User Guide V 2 0 March 2014 Page 36 VET Course list Course Code Course Name TAA Type Course Status Y Y Y Y M ame SB50407 Diploma of Business Administration Details Required E C BSB50207 aaga of Business Details Required Iw padai Advanced Diploma oP Prrmaiali Details Required Select one or more course V abana Diploma ot Hospitalit that you wish to in activate Details Required O sms0107 Oaks ot Tourism Details Required m aeti Advanced Diploma of Tg Detai
108. nts Provider Senior Officer SAO Full access to remove documents Provider Finance Officer PFO Full access to remove documents Provider Editing Officer PEO Full access to remove documents Provider View Only PVO Can only view documents Removing a document effectively deletes it from HITS and should only be used when the document was uploaded incorrectly You can remove any document that has not been submitted ie there is no Submitted Date see example below Document list Select category Select You can remove any document that is not submitted Document list E Sector Category Sub Category Document Name submitted Replaced Date Archived w Y v i Y Procedural VET i 7 Grevance Requirements test 3 docx Requirements Organisational VET gan a Establishing Documentation test 1 docx Information Persons of Test archive d est archive document E E Influence etails S 26 02 2014 aa eee Hi no3 for UAT 90003 docx Information Only Departmental users can remove a submitted document viens Help Text If you are replacing a previously uploaded document please ensure you select Replace functionality on View Document screen To remove a document follow the instructions below Instructions HELP IT System HITS User Guide V 2 0 March 2014 Page 42 1 From the Navigation menu click on Organisation to navigate to the View Organisation details screen Click on Document List to view the D
109. ocument list screen Context Selector Demo Libra Training institute Course List Bank Account List Estimate List Document List Upcoming Milestones Persons of Influence List Contact List 4 View Organisation details Contacts Persons of Influence Financial Performance Organisation details HITS ID TGA Register Entity name Legal Entity name Registered Business name s Preferred Business name Former Entity names 3rd Party Arrangements Partnerships Parent body Head Office address Australian Business Number TGA ID TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type 16834 Demo Libra Training Institute Demo Libra Training Institute Demo Libra Training Institute Demo Libra Training Institute Demo Libra Training Institute St KURVWWONGBAH QLD 4503 74599608295 Australian Company Number 190 TGA Registration expiry date 29 03 2017 Current Year entity first began to operate as an RTO HEI Other type of Entity Ifthe Applicant approved provider is not a company registered with ASIC please provide the following information Name of the State Territory Act or Regulation State Territory jurisdiction Identification number System Audit Information 2 From the list of available documents select the check box beside the document you want to
110. of Influence Details Date Add docx 05 03 2014 ARC Information 4 HELP IT System HITS User Guide V 2 0 March 2014 Page 40 16 Document categories Each document uploaded into HITS must be attached to one of the following categories and their associated subcategories 1 Organisational Information a Establishing documentation b Other 2 Persons of Influence Information a Details b Other 3 Course Requirements a Tuition Assurance Requirements b Statement of VET Tuition Assurance SVTA c Fee Schedules d Other e Variation with Ministerial approval 4 Procedural Requirements a Fair Treatment and Equal Opportunity Requirements b FEE Requirements c Grievance Requirements d Student Refund and Student Review Requirements e Personal Information Privacy Requirements f Other 5 Financial Requirements a Financial Statements b Business Plan c Project Budgets d Declaration Certificates and other supplementary information e Risk Mitigation Strategies including Deeds of Guarantee f Deed of Undertaking g Estimate of Advance payments First Year Survey and Estimate declaration h Strategic Plan i Other 6 Administration a Applicant provider correspondence b Statutory declaration c Other HELP IT System HITS User Guide V 2 0 March 2014 Page 41 17 Documents Removing a document USER ROLES f ACCESS Provider Corporate Officer CEO Full access to remove docume
111. on RFI list gt View RFI details View RFI details RFI name and Deadline date details RFI name Ind Notice RFI status Issued Applicant Deadline date 09 12 2013 Revised Applicant Deadline 13 12 2013 date RFI description Printable version of RFI Document PDF it appears you dont have a PDF plugin for this browser You can click here to download the PDF file ker is required to respond appropriately which may include uploading relevant vents To upload click Upload document ton Upload document lt lt Hack to REI list 11 Click Lodge The system will then generate a confirmation message box with an option of Yes or No 12 Click Yes to lodge the RFI 13 If successful the system will navigate you to the RFI list screen and display a confirmation message that the RFI has been successfully lodged Notes 1 The confirmation check box needs to be ticked before the RFI can be lodged 2 On successful lodgement status of the application will change to To be assessed 3 On successful lodgement status of the RFI will change to Lodged 4 A Notification message will display 3 days prior to the date your RFI is due Message Title This message is to inform you that on deadline Refer to the RFI Submission date legal entity name or organisation will be immediately subject to withdrawal unless it has responded to the Notice dated DD MM YYYY HELP IT System HITS
112. on has one of following application status e Discarded e Withdrawn or e Revoked You can check to see the current status of any application by selecting Organisation view Organisation Details on the navigation bar then scrolling to the bottom of the screen and selecting the drop down arrow to display Organisation Applications In the example below the current application has a status of Withdrawn so the organisation can make another application in the Higher Education sector al Entity Name Sector Application nt Status Date Status Y y Y Y Demo Halley s Training Institute HE Withdrawn ves 23 08 2010 EI Demo Halley s Training Institute HE Withdrawn No 13 01 2009 E Instructions 1 To apply select Application Create Application and you will be navigated to the Create Application screen Logos 0O WITS 10 2 HELP IT System lt Aa eee cnet torri Notfications 1 Welcome My To Do List System Information Program Information HELP IT System HITS User Guide V 2 0 March 2014 Page 8 2 Select the sector then add your TGA and or TEQSA ID and click Submit Create Application Please select the sector related to this application Higher Education Sector A 2 m n Bel p m mp T t M lat ornai Kec fo A mora f Higher Education Sector National Register Please prowde Tertiary Education Quality Required and Standards Agency TEQSA code for your Organisa
113. ou must check and confirm that the details entered are correct before you continue HELP IT System HITS User Guide V 2 0 March 2014 Page 83 Edit Estimate of Advance Payments SUCCESSFULLY CREATED Estimate items Estimate item Earliest Revisgd EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y Y a Education 19 05 2014 1540 900 943 29 51 0 019 658 39 Edit E f Food Hospitality and Personal 2902 2014 182 4 255 875 00 09 0 beef P2675 Edit a DEVICES Agriculture Envir antal B eee 0908 2014 44 8 223 824 00 83 0 185 773 92 Edt P and Related studies Each time you create and save a line item you will be navigated back to the Edit Estimate of Advance Payments screen and a Successfully created message will display to confirm that the latest line item has been created You must check and confirm that all line items are correct before you continue You can either edit or delete any line item on the Edit Estimate of Advance Payments screen 4 Todelete a line item check the Delete checkbox against the line item or items This will enable the Delete estimate item button HELP IT System HITS User Guide V 2 0 March 2014 Page 84 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y Y Y Natural an
114. ould be the completion of the Requirements Pack for newly approved providers Applicants Providers can action any milestones up to 3 months prior to the due date Instructions 1 Click on Organisation View Organisation details to view the Organisation Details screen ORGANISATION APPL CATION PAYMENTS View Organisation details Course List 2 Click on the Upcoming Milestones tab to view the Upcoming Milestones screen View Organisation details Contacts Persons of Influence Ad Hoc Documents Financial Performance 3 The Upcoming Milestones page has two sections Upcoming Milestones and Milestones The Upcoming Milestones section will display any milestone that requires action The following fields are on this page a Due Date i Is the date that the milestone must be actioned by li You can action this milestone up to 3 months before the due date b Milestone Status i Action Required Action is outstanding on this milestone HELP IT System HITS User Guide V 2 0 March 2014 Page 135 ii Once you have actioned a milestone by submitting the milestone the milestone will be removed from the Upcoming Milestones page Please note that if the milestone is a recurring milestone a new milestone will be added with a future date which is on the anniversary of the latest submitted milestone c Milestone Type i Administration ii Course iii Financial iv Organisational V Personnel vi Procedural d Mileston
115. ount W Y W Y E 2015 VET Draft 0 00 Edit a 1 554 657 00 Edit E 6 To edit existing rows click on the Edit link in the Estimate items list or select the Add estimate item link if you wish to add a new line item This will navigate you to the Edit Estimate item or Add Estimate item screen Make the required updates then click Save Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y Y Y T Natural and P Physical 12 05 2014 82 6 826 454 00 89 0 735 544 06 Edit Sciences Education 19 05 2014 154 0 900 943 29 91 0 819 858 39 r Edit any existing line item and or add a new item Add Delete estimate item More than 50 active courses M Enter by Field of Study Add estimate item 7 To delete an estimate item tick the Delete tick box and click Delete estimate item HELP IT System HITS User Guide V 2 0 March 2014 Page 91 Edit Estimate of Advance Payments Estimate items Estimate item Earliest Revised EFTSL Expected total Take up Estimated Edit Delete description census date tuition income rate advance Y Y T Y Natural and E Fhysical 12 05 2014 62 6 026 454 00 69 0 735 544 06 Edit Sciences Education 19 05 2014 154 0 900 943 29 91 0 019 853 39 dit E When you check the Delete box against one or more line it
116. our application USER ROLES n ACCESS Provider Corporate Officer Full access to withdraw an application Provider Senior Officer Full access to withdraw an application Provider Finance Officer PFO No access to withdraw an application Provider Editing Officer No access to withdraw an application Provider View Officer No access to withdraw an application Withdrawing your application If your organisation has an application that is not approved you will be able to withdraw it You will only be able to withdraw your application in a sector where the application has one of the following application statuses e Draft e Initial Completeness Check e To be assessed e Awaiting Further Information e Recommended Decision You can check to see the current status of your application by selecting Organisation view Organisation Details on the navigation bar then scrolling to the bottom of the screen and selecting the drop down arrow to display Organisation Applications Note The Current status of the application must be set at Yes Organisation Applications al Entity Name Sector Application Current Status Date Status Y Y Y Y T Joe Bloggs Pty Ltd VET Draft Yes 28 01 2014 Instructions 1 From the Navigation menu click on Application to view all available sub menu options HELP IT System HITS User Guide V 2 0 March 2014 Page 20 sicome Logon ID zz0000 weicome to fee HITS ID 9999 HELP System L a
117. ovider Finance Officer PFO Replacing a document does not remove or delete the replaced document instead it links one or more replaced documents with the current version Please note that this functionality is only available to approved providers Instructions 1 From the Navigation menu click on Organisation to navigate to the View Organisation details screen Click on Document List to view the Document list screen F YOU ARE HERE Home gt View Organisation details View Organisation details Contacts Persons of Influence Ad Hoc Documents Upcoming Milestones Financial Performance Context Selector Organisation details HITS ID TGA Register Entity name Demo Aquarius Training Institute 16882 Demo Aquarius Training Institute Sause Lis Legal Entity name Demo Aquarius Training Institute reas Business name 5 Bank Account List Demo Aquarius Training Institute Estimate List TA Preferred Business name Demo Aquarius Training Institute Former Entity names 3rd Party Arrangements Partnerships Parent body Document List Upcoming Milestones Head Office address Persons of Influence List Australian Business Number TGA ID TGA Registration status CRICOS Number if applicable Is the entity applying as a Trustee for a Trust Organisation Entity type System Audit Information Demo Aquarius Training Institute St SAMFORD VILLAGE QLD 4520 745996082795 Australian Company Number
118. ovider View Only Cannot withdraw a Provider Publication requests Withdrawing a Publication Request If a HELP Publication Request has been submitted to the Department but has not been approved or rejected you may withdraw the publication From the Navigation menu go to Publications and select Request Publications from the sub menu items this will display the Publications Request screen Instructions 1 The publication request you previously submitted is displayed 2 Click Withdraw Publication Requests List Publication Profile ID Publication Name Amount Already Approved T800HENG13A 2014 FEE HELP flyer 0 7810HENG13A 2014 FEE HELP booklet 0 1292A 2014 2014 FEE HELP form commencing students 0 Comments Comments 3 Aconfirmation message will be displayed HELP IT System HITS User Guide V 2 0 March 2014 Amount Requested 500 2000 2000 D De Page 159 49 Reports Viewing reports USER ROLES ACCESS Can view following reports Provider Corporate Officer e Provider Cash flow e Payment Reconciliation and e Provider Payment Schedule Can view following reports Provider Senior Officer e Provider Cash flow e Payment Reconciliation and e Provider Payment Schedule Can view following reports Provider Finance Officer e Provider Cash flow e Payment Reconciliation and e Provider Payment Schedule Provider Editing Officer Cannot view Reports Provider View Only Cannot view Reports Availa
119. ow these rules e Have a minimum of nine 9 characters Must not contain your UserlD Given Name or Surname Users can not change their password for forty eight hours immediately following their last change of password e t must not be one of the last twenty 20 passwords used Contain characters from three of the following four categories o English uppercase characters A Z o English lowercase characters a z o Numeric 0 9 o Non alphanumeric eg or iil cams 3 Click Submit a Aconfirmation message will be displayed stating that your password has successfully been changed Notes 1 If the new password that you enter does not meet the password rules the system will return an error HELP IT System HITS User Guide V 2 0 March 2014 Page 134 40 Milestone View submit USER ROLES Po ACCESS Provider Corporate Officer CEO Can View update and submit a milestone Provider Senior Officer SAO Can View update and submit a milestone Provider Finance Officer PFO Can View update and submit a milestone Provider Editing Officer PEO Can View update and submit a milestone Provider View Only PVO Can view a milestone only There are two types of milestones that are generated by the Department e Recurring Milestone and e Aone off Milestone An example of a recurring milestone would be submission of audited financial statements either ending 30 June or 31 December of each year A one off milestone example w
120. pdate and submit a Financial Performance Provider Editing Officer Not able to access this module Provider View Only Not able to access this module How to Update Financial Performance A Financial Performance record can only be updated if it has a status of Draft You can view the status of your Financial Performance from the Financial Performance list Instructions 1 From the Navigation menu select Organisation Organisation Details from the Sub menu items to display the Organisation Details screen Then select the Financial Performance tab to display the Financial Performance list screen View Organisation details Contacts Persons of Influence Ad Hoc Documents Upcoming Milestones 2 Click the Edit button for the selected Financial Performance the Edit Financial Performance screen will be displayed HELP IT System HITS User Guide V 2 0 March 2014 Page 102 Financial Performance list SAVED SUCCESSFULLY Select Legal name Financial Status Edit Reporting PeriodEnd Y r E Joe Bloggs Fty Ltd 30 06 2013 Submitted E C Joe Bloggs Pty Ltd 31 12 2012 Draft El lt lt Back to Organisation Details 3 Update any information in the Financial Performance Click Submit 5 The updates made to the Financial Performance will be saved the Financial Performance will have a status of Submitted and the Financial Performance list screen is displayed gt Notes 1 You will no longer be able
121. quired Demo Libra Training Institute Registered Business name s Demo Libra Training Institute Preferred Business name Demo Libra Training Institute Former Entity names 3rd Party Arrangements Partnerships Parent body 4 When validating your Head Office address HITS will return the closest match If this match is not your correct address you can check the Confirm this address is correct box to update your details with the details that you input Head Office address Demo Libra Training Institute St KURWONGBAH QLD 4505 Modify Head Office address Do not include post office boxes Building Information Level number Shop number Room number Unit number Street number Street name 20 Richie Street Suburb Postcode search Forrest ACT 2603 Ifyou know the address Validate Address you entered is correct check this box to HUGHES ACT 2605 rs KINGSTON ACT 2604 NARRABUNDAH ACT 2604 O MALLEY ACT 2606 mi 5 After all details have been added updated select the Save button HELP IT System HITS User Guide V 2 0 March 2014 Page 145 43 Organisation details View details USER ROLES m ACCESS Provider Corporate Officer Full access to view organisation details Provider Senior Officer Full access to view organisation details Provider Finance Officer Full access to view organisation details Provider Editing Officer Full access to view organisation details Provider View Only Full access to view
122. remove and click on the View details button HELP IT System HITS User Guide V 2 0 March 2014 Page 43 Document list Filters Select category Select el Include Archived Document list E Sector Category Sub Category Document Name submitted Replaced Date Archived y Y y Y Y Procedural j L VET Grievance Requirements test 3 docx Reguirements Organisational See A gan Establishing Documentation test 1 docx Information Persons of Test archive document E WET Influe Detail 26 02 2014 pea iai no3 for UAT 90003 docx z Information Export to excel 3 The document details will be displayed for you to review If you want to remove this document click on the Remove button View Document details Document details Document name test 1 docx Review details to ensure it is the Category Organisational Information BEELER ULL ED TRUE Sub category Establishing Documentation Description Replacement document Replaced date Replaced by Archived NG lt lt lt Back to Document list 4 Youwill be navigated back to the Document list screen and a confirmation message will display confirming that the document was successfully removed HELP IT System HITS User Guide V 2 0 March 2014 Page 44 Document list DOCUMENT TEST 1 D0CX WAS REMOVED SUCCESSFULLY confirmation that document select category removed from the Document list Select Include Archive
123. rersreresserersreresserersreressenee 156 47 Publications Creating a publication request cceccccceseccccesecccceesececeesececeeeeecessusecesseneceeeenes 157 48 Publications Withdrawing a publication reQueSt ccscccccsssccceessececcenececeeeeccesseeceeseneceeeeees 159 AO Reports VIEW INS PE DONMIS 1 3 ccssscnascasnbanco sass nthoasundeceassabaaesenbdscouase a aa 160 50 Request for further information RFI Viewing an RFI c cesesecccccesseececeeeeeeceseeeeeeceeeeeeeees 164 51 Request for further information Lodging an RE1 cccccesseccccsseccceesecceceeseceeeeececseeeceeseeeeeeas 166 De GOSS AMY EEA EL E isin te E E case Ned th lattice tet iad ie Pe E ta 169 Attachment A Skills System HITS UR bisissececaes avian eabowensys teaade de baeavaceaesaealdveeiandeacieUstdmeubadsarsaunbieds 170 Attachment B Application status Diagrarn ccccccssesccsosssscssossvecconssscnenssscstosvecuonesscneossessonsses 171 Attachment C User Security Declaration FOr ccccccsssccccessececceseceeeeescceceesececeeneceeseasecetsuneees 172 HELP IT System HITS User Guide V 2 0 March 2014 Page 4 Introduction The HELP Information Technology System HITS is the IT application that organisations must use to lodge applications to become approved HELP providers HITS also manages ongoing compliance with the VET FEE HELP and FEE HELP loan schemes HITS is accessed via the Skills Sy
124. rnal Users opens new Your Tasks Action Items het Declarati eae e ane ae C ea Security Declara ion opens new window Providers Guide opens new window ee 8 Select Manage My Forgotten Password home manage my account Logout My Account M M My Tasks e Change My Password pina igi e Manage My Details ante a tinn 6OOO0 Joe Blogas Pty Lt e Manage My Forgotten Password a R en E e Reset My Password Role CEO V Training Role None 9 Complete all 3 questions If you do not like any of the questions you can change them by clicking on the Change button After you are satisfied with your answers click on the Submit button home manage my account manage my forgotten password Logout My Securty Questions Change Q Ifyou could choose another profession what would it be Password Self Service Information A it is recommended that your answers e All three questions must be answered boxer are all in lower case and one word as Sed aE ee ee ee eee rug i Questions have been randomly selected you need to match the answers exactly ee Change Q Who is your favourite singer or band to be able to change your password Ifyou do not have an answer for one of the questions click on the Change button for that question to select another A Q What is your favourite movie quote t A If you don t like the question select the Change button to refresh the question HELP IT System HITS User
125. rts viewable by your access level will be visible to you m hopo XML file with report data CSV comma delimited Acrobat PDF file MHTML web archive Excel TIFF file Word HELP IT System HITS User Guide V 2 0 March 2014 Page 163 50 Request for further information RFI Viewing an RFI USER ROLES Provider Corporate Officer cae Can View an RFI Provider Senior Officer Can View an RFI Provider Finance Officer PFO Can View an RFI Provider Editing Officer Can View an RFI Provider View Only Can View an RFI Viewing a Request for Further Information If your organisation has an RFI in the status of Issued or Lodged in HITS you will be able to view an RFI for your organisation Instructions 1 From the Navigation menu click on Application this will navigate you to the screen which will display all the sub menu options available under the Application menu Click on RFI List to view the RFI list screen welcome to HELP T System vale mye Es on Australian Government ASSESS MANAGE ORGANISATION APPLICATION t PAYMENTS PUBLICATIONS REPORTS ADMIN VET Application Summary HE Application Summary RFI List on the repor title Create Application Coanteyt Selector 2 On the RFI list screen you will see a table which will list all the current or past RFls against the current sector application for your organisation You are now ready to view an RFI HELP IT System HITS User Guide V 2
126. ry forms fi applications will not be accepted by the Department ts are complete in accordance with the tion and student policies Incomplete Please be advised that an application must be lodged in HITS before any assess user role can lodge an application in HITS e undertaken Only a HITS CEO or SAQ Current status Current status Comments Requirements for VET application ORGANISATION COURSES B Course details B Organisation details Ev Contact details Ev Person of Influence details Note Please complete and submit the Financial Peformance in accordance with the Financial Viability applicable Notes 1 An application can only be lodged where the status of the application is in Draft 2 You must ensure that you have uploaded all documents as requested in the FEE HELP and VET FEE HELP Provider Application Guide 3 Each sector application will have its own Lodge application for assessment button A HITS notification message is generated see Notifications section for details HELP IT System HITS User Guide V 2 0 March 2014 Page 13 4 Application New applicants New applicants are considered to be organisations that do not have an existing record in HITS New applicants will apply through a separate process to those organisations that do have an existing record in HITS The reason for the separate process is that the initial registration includes setting up a direct link with the organisatio
127. s Training Gov Au TGA HITS has a web services interface with TGA and sources all organisation and course information for VET applicants Tertiary Education Quality amp Standards Agency TEQSA The Department sources organisation details and course information from TEQSA similar to what is sourced from TGA TEQSA data is updated in HITS once per month Using this guide This user guide and the revised information on the Education website are intended to assist both Higher Education HE and Vocational Education and Training VET providers with using HITS to manage their applications and ongoing compliance requirements under the Higher Education Support Act 2003 HESA Click on the above link or type the link below into your web browser to access the Departments website http education gov au help and other information HELP IT System HITS User Guide V 2 0 March 2014 Page 5 The user guide is set out in alphabetical order of the main components within HITS and IAM to make it easier to find the information Each section is structured so that the instructions are outlined first and then an example is displayed to provide a visual representation of the instructions As an example Instructions 1 To apply select Application Create Application and you will be navigated to the Create Application screen fe Eda Yes Fgvontes Toots Hep amp EHTS Oras TGA E TeQss BP He Th an Ga TE He az Owce F wc eom E oyz
128. s fm Person of Influence details Note Please complete and submit the Financial Performance in accordance applicable lt lt Navigate to Document list 4 Click Yes to complete the process of withdrawing your application 5 If successful the system will display a confirmation message and the application status will change to Withdrawn HELP IT System HITS User Guide V 2 0 March 2014 Page 21 P YOU ARE HERE Home gt Application summary Application summary SUBMITTED SUCCESSFULLY Before lodging an application please refer to the A legislation and guidelines o ensure all requirements are complete in accordance with the cial information and student policies Incomplete applications will not be ac Tal as been withdrawn and status updated Please be advised that an o Withdrawn also ent can be undertaken Only a HITS CEO or SAO user role can lodge an api Current status Current status Comments COURSES g Surse details Ex Contact details fy Person of Influence details 6 Click No if you do not wish to withdraw your application HELP IT System HITS User Guide V 2 0 March 2014 Page 22 8 Bank account Creating a bank account USER ROLES fo ACCESS Provider Corporate Officer Can create view and submit a Bank Account Provider Senior Officer Can create view and submit a Bank Account Provider Financial Officer PFO Can create view and submit a Bank Accoun
129. sations to display all available user roles HELP IT System HITS User Guide V 2 0 March 2014 Page 114 Lam Identity amp Access Management home enter user details set password select roles Create User Step 3 Select Roles Contracted Org 600002 Joe Blogs Pty Ltd Org Display Name Description EI Check the box to display all available User roles Role Description Chief Executive Officer Provider Editing Officer Provider Finance Officer Provider View Only Provider Senior Officer iam identity amp Access Management home enter user details set password select roles Create User Step 3 Select Roles Contracted Org 600002 Joe Bloggs Pty Ltd Org Display Mame Description amp 600002 Joe Bloggs Pty Ltd Role Display Hame Description Chief Executive Officer S Provider Editing Officer Provider Finance Officer Provider View Only Provider Senior Officer HELP IT System HITS User Guide V 2 0 March 2014 Logout Logout Page 115 9 This will display the Verify Details screen Once you have verified the details are correct click on the Submit button to create the user iam identity amp Access Management home enter user details set password select roles verify details Create User Summary Venfy Details UserID Contracted Org 600002 Joe Bloggs Pty Ltd org fe00002 Roles PEO PFO Given Name Joe Surn
130. sed EFTSL Expected total Take up rate Estimated Edit Delete description date tuition income advance No records to display F timate item More than 50 active courses Jelete estimate item Add estimate item 5 Complete all required fields and Save to navigate to Estimate of Advance Payments screen HELP IT System HITS User Guide V 2 0 March 2014 Page 77 Add Estimate item Estimate details Calendar year Sector 2014 ET Estimate item details You must complete all Earliest census date Required AAE O i s required fields before Course Required Eligible students Number of eligible students by proportion of full time sigaToad for the calendar year Please fill in at least one eligible student study load field 100 study load 75 study load ao study load 50 study load 33 study load 25 study load Approximate EFTSL S EFTSL expected to withdraw prior to the la ensus date Required Revised EFTSL 0 0 Average annual course cost Required Expected total tuition income 0 00 Proportion of tuition fees expected to be paid through HELP Required Estimated advance 30 00 lt lt Back to Estimate 6 Repeat above steps to add additional estimate line items to your estimate You must check and confirm that all line items are correct before you continue HELP IT System HITS User Guide V 2 0 March 2014 Page 78 Edit Estimate of Advance Payments Estimate items
131. set your own password following the instructions below Instructions 1 Log into IAM or type https www deewr gov au IAM pages applicationlist aspx into your browser To navigate to the IAM log in screen 2 Click on Forgotten your password iam logon Identity amp Access Management logon change password Logon User ID required Password required 3 Enter your User Id and Email address and select Continue HELP IT System HITS User Guide V 2 0 March 2014 Page 122 Lam identity amp Access Management home initiate process Forgotten Password Step 1 Initiate Process User Id AAODOO0 e Mail Address Joe com_au Initiate Instructions You must enter both your user id and email address You must previously have registered your questions and answers to use this facility 4 Answer all 3 questions and click Continue liam home initiate process gt challenge question responses Forgotten Password Step 2 Challenge Question Responses Q What is your favourite song A Pangie Your answers must be identifical Q Who is your favourite author Se ee when you set up your account Q What is your favoug movie A alien Continue If you answered all questions correctly you will be directed to the set your password screen If you did not answer your questions correctly you may attempt to answer them again of contact one of your IAMPCS officer to reset your
132. stem which is the Department of Education s portal for programs including the Higher Education Loan Program HELP HITS is currently the only application that is active within the Skills system To gain access to HITS you must first have user credentials created in the Identify and Access Management system IAM IAM is the IT application which manages all security for HITS including users user roles passwords etc Your logon ID and password will enable you to access both IAM and HITS Skills System HITS URL The Skills System URL contains an embedded anti phishing rule that prevents hackers from following your login to HITS that times out the URL once it has been used to log into the Skills System The anti phishing rule times the URL link out for 30 minutes which means that if used within that time you will either receive an error message or you will be required to enter your password a number of times before you can log in Please follow the directions in Attachment A to set up the URL link as a favourite Web Browsers We recommend using Internet Explorer 8 Internet Explorer 9 or Firefox as your web browser Please do not use Internet Explorer 10 Internet Explorer 11 or Google Chrome to access HITS or IAM as you will experience errors including not being able to change your password or HITS not recognising date formats Apple Mac Users The Department does not support Apple Mac All applicants providers must use Microsoft Window
133. t Provider Editing Officer Cannot view bank account module Provider View Only Cannot view bank account module Instructions 1 Goto the Navigation menu and select Payments to display the sub menu items 2 Select Bank Account List Logon ID GULI 2 welcome to 9999 a HITS ID 9999 A a HELP T System ee Australian Government re B Notifications 0 Sign out ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS Estimate List F YOU ARE HERE gt Home Payment Schedule List Welcome to the HELP are Mv Tn Nn liet Svetam Infarmatinn Pronaram Infnarmatinn 3 Click Create Bank Account and you will be navigated to the Create Bank Account screen Bank Account list Bank Account list Bank Account Name BSB Bank Account Number Status VET No records to display c Create Bank Account 1 All fields on the screen which display the word Required are mandatory and must be completed 2 Once all the required information is completed click Submit HELP IT System HITS User Guide V 2 0 March 2014 Page 23 Create Bank Account Bank Account details Required Account used for VET Provider Legal name Joe Bloggs Pty Ltd BSB Required Bank Account name Required Account number Required Back to Bank Account list 3 The Bank Account status will change to Submitted PF YOU ARE HERE Home gt Organisation Details gt Bank Account list Ban
134. t be undertaken The Department s website at http feducation qov au applying become help provider provides information on application requirements HELP IT System HITS User Guide V 2 0 March 2014 Page 17 6 Application summary screen USER ROLES fo ACCESS Provider Corporate Officer CEO Full access to view Application summary Provider Senior Officer SAO Full access to view Application summary Provider Finance Officer PFO Full access to view Application summary Provider Editing Officer PEO Full access to view Application summary Provider View Officer PVO Full access to view Application summary If your organisation is applying to be a HELP provider has an existing application or is an approved provider in HITS you will be able to view the Application summary screen Instructions 1 From the Navigation menu click on Application 2 Click lt lt sector gt gt Application Summary The system will then navigate you to the selected sector Application summary screen Logon ID zz0000 id welcome to Ae HITS ID 9999 S a HELP I System mra a Australian Government B Notifications 0 Sign out ORGANISATION APPLICATION PAYMENTS PUBLICATIONS REPORTS HE Application Summary ion lication menu on the Navigation bar has the following options RFI List Create Application The Application summary screen is applicable to each sector in which you have an application and it will display details of all applica
135. tion If you do not know the TEQSA code of your organisation please contact the Department senquinesi innovatio A new application will be created with an application status of Draft You will be able to confirm this by selecting the application via the Application VET or HE Application summary screen Application summary Before lodging an application please refer to the Application Guide to ensure all requirements are complete in accordance with the legislation and guidelines Other requirements may include mandatory forms financial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an application must be lodged in HITS before any assessment can be undertaken Only a HITS CEO or SAQ user role can lodge an application in HITS a Curent status Current status Draft Comments Requirements for Higher Education application ORGANISATION COURSES L Ev Organisation details B Course details Ex Contact details g Person of Influence details Note Please complete and submit the Financial Performance in accordance with the F applicable Withdraw Lodge application for assessment HELP IT System HITS User Guide V 2 0 March 2014 Page 9 1 When you reapply any information you added to your previous application will be preserved This includes contacts persons of influence and any documents that you uploaded You
136. tion please refer to the Application Guide to ensure all requirements are complete in accordance with the legislation and guidelines Other requirements may include mandatory forms financial information and student policies Incomplete applications will not be accepted by the Department Please be advised that an application must be lodged in HITS before any assessment can be undertaken Only a HITS CEO or SAO user role can lodge an application in HITS Current status Current status Draft Comments Requirements for VET application ORGANISATION COURSES E Ex Ordanis aloe 1S Ex Course details B Contact details B ees ee tail Showing as incomplete Note Please complete and submit the Financial Performance in accordance with the Financial Viability Instructions FWI if applicable lt lt Navigate to Document list Withdraw HELP IT System HITS User Guide V 2 0 March 2014 Page 7 2 Application Organisation already exists in HITS Organisations who have previously applied but where not approved or are approved in a sector and wish to make an application in the other sector must log into their HITS record to make an application If you are unsure whether you have an existing HITS record you can contact the Department via tsenquiries education gov au HITS will only permit a new application in a sector where there is either no previous application or where one or more exists the latest or current applicati
137. tions for the sector In the example below the organisation has applied 3 times in the VET sector and the latest application will have details displayed on the Application summary screen Legal Entity Name sector Application Current Status Date Status 05 08 2013 j Joe Bloggs Pty Ltd VET Withdrawn No 08 05 2013 Joe Bloggs Pty Ltd VET Discarded No 31 03 2011 The Application summary screen has two parts the Current status and the Requirements for lt sector gt in which you have applied HELP IT System HITS User Guide V 2 0 March 2014 Page 18 In the example below the current status of the application is Draft and the comments indicate that the application was returned to draft because the application was incomplete upon the initail submission The requirements for VET application section indicates that all mandatory fields have been completed It is important to note that where you re apply HITS will reset all courses to Details required however HITS will not remove any information that you previously uploaded or edited The Requirements will therefore usually only require course Tuition assurance arrangements to be upload however you should check the other modules and update where appropriate Application summary Before lodging an application please refer to the Application Guide to ensure all requirements are complete in accordance with the legislation and guidelines Other requirements may include mandatory forms fi
138. titute St BOX HILL VIC 3128 74599608295 Australian Company Number 87 TGA Registration expiry date 28 02 2015 Current Year entity first began to operate as an RTO HEI No Australian Company limited by Shares registered with ASIC the Australian Securities and Investments Commission system Audit Information Page 39 2 Check the box against Include Archived statement and select Filter select category Select e F Include Archived Document list l oview Archived documents check E Sector Category Sub Category UT the Include Archived check box and then click on the Filter button Persons of VET Detail Test archive document or ata REP a i A ane zp no3 for UAT 90003 docx ee Information Persons of VET Influence Details test 1 docx 06 03 2014 Information Procedural E VET Grievance Requirements test 3 docx Requirements 3 Document list with Archived documents included Archived documents have a code of ARC Document list Select category Select l Include Archived Document list E Sector Category Sub Category Document Name submitted Replaced Date Archived i Y i ra Y Y Persons of ae bar r Test archive document 76 02 2014 l i UencE Pi Ld REP oe nos for UAT 90003 docx Information Persons of a VET Influence Details test 1 docx 06 03 2014 Information Procedural E WET Grievance Re test 3 docx Requirements Persons
139. tity first began to applicable operate as an RTO HEI Is the entity applying as a Trustee for a Trust Organisation Entity type Other type of Entity Ifthe Applicant approved provider is not a company registered with ASIC please provide the following information Name of the State Territory Act or Regulation State Territory jurisdiction Identification number system Audit Information HELP IT System HITS User Guide V 2 0 March 2014 Page 146 2 The panels towards the bottom of the screen display Federal Register of Legislated Instruments FRLI details and a list of applications that has been submitted by your organisation and their current status VET Federal Register of Legislative Instrument Approval reference number Disallowance date Revocation number HE Federal Register of Legislative Instruments Approval reference number Disallowance date Revocation number F2010L999999 FA006L999999 F2073L000000 Organisation Application History Legal Entity Name Demo Halley s Training Institute Demo Halley s Training Institute 3 HELP IT System HITS User Guide V 2 0 March 2014 Approval reference date Approval date Revocation date Approval reference date Approval date Revocation date sector Application Status Y VET Approved WET Withdrawn 19 08 2010 20 08 2010 09 03 2006 10 03 2006 22 03 2013 Current Status Date Y Y Y Yes 24 08 2010 No 13 01 2009 El Pa
140. tizen Accountant internal VET Student administrative Edit pes Citizen saves Authorising VET Student administrative Edit Officer manager E Farker Citizen CEOVC VET Company Director Edit a Primary contact i E Fiper Citizen VET VET Financial Edit E Riley Citizen Auditor internal VET Company Secretary Lal Update the relevant fields and click on the Save button 2 You will be navigated back to the Contact list Repeat this action if you need to update any further contacts Notes 1 Required fields are indicated with the word required in red next to the field name 2 Atleast one phone number either a telephone OR mobile phone number is required HELP IT System HITS User Guide V 2 0 March 2014 Page 31 12 Course Activating a course USER ROLES a ACCESS Provider Corporate Officer CEO Can view update a Course Provider Senior Officer SAO Can view update a Course Provider Finance Officer PFO Can view update a Course Provider Editing Officer PEO Can view update a Course Provider View Only PVO Can view a course but not update Activating a Course VET The Department sources all course data for VET applicants and providers from training gov au TGA If you area new applicant all active courses against your TGA scope will be added to your course scope in HITS and will have an initial course status of Details Required Details Required refers to your Tuition Assurance arrangemen
141. to consider the role of each user as HITS notifications are assigned to user roles see Notifications for further details USER ROLES ACCESS Can view components excluding Persons Of Influence POI Provider View Only Estimates and Payments Provider Editing Officer Ce eat me Pele Y aia As per PVO and can also edit ee As per PEO with the addition of being able to view edit bank Provider Finance Officer account Estimates and payments As per PFO with the addition of being able to edit view POI and submit application request for further information and bank account to the Department Provider Corporate Office CEO As per SAO with the addition of being able to submit an estimates to the Department Provider Senior Officer HELP IT System HITS User Guide V 2 0 March 2014 Page 125 36 IAM Manage my forgotten password If you wish to self manage forgotten passwords you simply need to complete the 3 questions in AM under Manage my account Manage my forgotten password Once you have set up your Forgotten Password account you will no longer need to contact the department regarding forgotten passwords Instructions 6 Log into IAM or type https www deewr gov au IAM pages applicationlist aspx into your browser To navigate to the IAM log in screen 7 Click on Manage My Account home Logout Welcome m m Learn About Identity amp Access Management Your Access Level No Role Security Policy for Exte
142. to edit your Financial Performance once it has been submitted HELP IT System HITS User Guide V 2 0 March 2014 Page 103 29 HITS Logging in for First time users The HITS URL has an embedded anti phishing rule that times the URL out for 30 minutes after it is first used The link must always be refreshed otherwise a user may experience an error or have to enter their password several times before they can log in Please note You must use one of the following web browsers to access both HITS and IAM e Internet Explorer 8 e Internet Explorer 9 or e Firefox To ensure that you do not experience an error when attempting to log into HITS please follow the steps below 1 Open your web browser ke tester toa Sels Ste E New To Fil e Edit View I Tools He elp sf HITS a DA TGA TEQSA W HELP FES aBn KJ Asc MTE 4 HHep QA wz amp wc W w c BOM ByZ BY ANow sm SMH Your most popular sites E Discover other sites you might like Show sites Reopen closed tabs v Reopen last session 2 Type or copy the URL link below into your web browser o https extranet deewr gov au frontdoor 2 ates ees _hitps earanet deem govau frontdoor QM cisicxenspp tog E stilsSystem News a A File Edit 5 E Hms RAS IAM TGA wie E HELP FES ABN KJ ASIC TE 4 HHelp Q wz amp wc W w c Bom Byz BY ANow sm SMH VIE Favontes Tools hep orites Your most popular sites H
143. ts and must be added for each course that you are offering VET FEE HELP After initial registration whenever a new course is added to your scope in TGA it will automatically be downloaded to your scope in HITS with a status of Details Required You will receive a notification message to advise you that a new course has been added to your scope It is the responsibility for organisations to manage all courses added to their course scope in HITS as the Department will use your course list to update Study Assist website Updating a Course HE The Department receives each month from TEQSA a data file containing all public information on approved higher education sector providers All courses that are accredited by TEQSA will be uploaded to your course scope in HITS when you first apply Thereafter new courses will be added to your scope each month after TEQSA refreshes their data All courses added to an application or approved provider record will have their course status default to Details Required You will need to add your tuition assurance arrangements for every course that you intend to offer FEE HELP unless you are exempt from tuition assurance arrangements It is your responsibility to manage your course list in HITS This includes updating course status to Inactive when a course becomes superseded or expires and is no longer offered HELP IT System HITS User Guide V 2 0 March 2014 Page 32 Instructions 1
144. uide V 2 0 March 2014 Page 51 Document list Select category Selact F Include Archived E Sector Category Sub Category Document Name Submitted Replaced Date Archived Y Y Y Y Y Y No records to display If you are replacing a previously uploaded document please ensure you select Replace functionality on View Document screen Upload Document Select category Required Select Select Organisational Information Persons of Influence Information Course Requirements Procedural Requirements Financial Requirements Administration Feedback Disclaimer Privacy Skils System Security Policy Accessibility Copyright amp 2014 Commonwealth of Australia Te Local intranet Protected Mode Off fa 100 3 The Upload Documents screen will be displayed All required fields must be completed HELP IT System HITS User Guide V 2 0 March 2014 Page 52 P YOU ARE HERE Home gt Organisation Details gt Document list gt Upload Documents Upload Documents Context Selector Demo Virgo Training Institute 4 Document List Sub Category Upcoming Milestones Contact List No records to display Sector Required Choose Sub category Required Select Upload attachment Required Select Maximum allowed file size 15 MB lt lt Back to Document list On successful submission the document will be successfully submitted to the department Doc
145. ument Name Date Uploaded Replacement Document Y y Replaced By Date 4 4 Select an appropriate Sector and Sub category for your document 5 Choose the file to be uploaded by clicking on the Select button 6 Once you have located the file click on the Open button of the File Download popup window the name will be displayed below the Select button 7 Attachment details Sector Required Choose sub category Required Select Upload attachment Required select H LAFHA Process doc x Remove Training Contract Search and List i CodeClaimTypes xls x Remove Maximum allowed file size 15 MB lt Back to Document list If you need to upload more documents for the same category and sub category repeat the above steps x Remove 8 Review the documents that you have uploaded You can remove any document that is not appropriate by selecting the Remove button appropriate for the document Once you are satisfied you have uploaded all the documents for that category click on the Submit button You will receive a Saved Successfully confirmation message if documents have been uploaded successfully HELP IT System HITS User Guide V 2 0 March 2014 Page 53 10 If you need to upload more documents to a different category or sub category from the HITS Upload Document screen click on the Back to Document list link and repeat above instructions Attachment details Sector R
146. urses only do not indude any vocational education revenue on this line 3 Domestic Student Fee Income FEE HELP FEE HELP revenue received 0 from the department for higher education courses do not include any vocational education revenue on this line 4 Domestic Student Fee Income VET FEE HELP from Direct Training ooo Delivery VET FEE HELF revenue received from the department for vocational education courses delivered directly to students by the RTO do not indude any higher education revenue on this lime 5 Domestic Student Fee Income VET FEE HELP from ard Party Training Delivery VET FEE HELP revenue received from the department for vocational education courses not delivered directly to students by the RTO eg provided through ard party arrangements do not indude any higher education revenue on this line 6 Domestic Student Fee Income excluding above often the langest part of 1 253 504 Foe 4 Itis recommended that you regularly click the Save button to ensure you are not timed out of HITS When you are satisfied that you have uploaded all information select Submit to lodge your Financial Performance HELP IT System HITS User Guide V 2 0 March 2014 Page 100 Net Assets Equity T Parent entity interest T1 Contributed Eguity T2 Revaluation Reserves T3 Other Reserves T4 Accumulated profit losses insert negative values for losses T5 Other Equity Interests Save as you go and submit whe
147. vant fields and click Save 5 You will be navigated back to the Persons of Influence list If there is more than one existing Persons of Influence whose details need to be updated repeat above steps Notes 1 Required fields are indicated with the word required in red next to the field name 2 Completing the field Date no longer a person of influence will inactivate that record 3 The Statement and Contingency Funding panels on the Persons of Influence list screen may need to be reviewed or updated after editing a POI record 4 Panels within the Persons of Influence list screen can be opened and closed by clicking the arrow symbol HELP IT System HITS User Guide V 2 0 March 2014 Page 156 47 Publications Creating a publication request USER ROLES n ACCESS Provider Corporate Officer Can create Provider Publication requests Provider Senior Officer Can create Provider Publication requests Provider Finance Officer Can create Provider Publication requests Provider Editing Officer Can create Provider Publication requests Provider View Only Cannot create Provider Publication requests Creating a Publication Request To create a HELP Publication Request for your Organisation log into HITS with your assigned User ID and personal password Instructions From the Navigation menu go to Publications and select Publication Request from the sub menu items SKIP TO CONTENT HELP Welcome to HELP IT System Australian
148. y Upload Document E for Milestone if you have a number of documents tof Select upload type Required el gupload and are subject to a Milestone _ Choose Ad Hoc upload Milestone upload From Ad Hoc Documents P YOU ARE HERE Home gt Organisation Detais gt Ad Hoc documents Ad Hoc documents Upload Document Context Selector Select category Required eet amet Demo Virgo Training Institute 4 Select E Course List l Organisational Information i Persons of Influence Information Document List Course Requirements Procedural Requirements Financial Requirements Administration Upcoming Milestones Contact List 3 The Upload Documents screen will be displayed All required fields must be completed before you can select the Submit button HELP IT System HITS User Guide V 2 0 March 2014 Page 56 P YOU ARE HERE Home gt Organisation Details gt Document list gt Upload Documents Upload Documents Context Selector Help Text On successful submission the document will be successfully submitted to the department Demo Virgo Training Institute 4 Course List Course Requirements Document List Sub Category Document Name Date Uploaded Replacement Replaced By Date Document Upcoming Milestones Y T Y Contact List No records to display Attachment details Sector Required Choose Sub category Required Select Upload attachment Required Select Maximu
149. ze 15 MB lt lt Back to Document list 1 of 1 HELP IT System HITS User Guide V 2 0 March 2014 Page 47 4 Choose the file to upload and click the Open button 5 The filename will be displayed in the Replacement details section click on the Replace button to confirm to save your replacement document in HITS View Document details Document details Document name Test archive document no3 for UAT 90003 docx Category Persons of Influence Information Sub category Details Description Replacement document Replaced date Document to be replaced i and document replacing it Archived NO Replacement details Select test 1 docx Maximum allowed file size 15 MB x Remove lt lt Back to Document list 1 of 7 6 Once you have replaced the document you will receive a confirmation message It is important to note that replacing a document does not change the Category or Sub category of the replaced document HELP IT System HITS User Guide V 2 0 March 2014 Page 48 View Document details SAVED SUCCESSFULLY Document details Document name Test archive document no3 for UAT 90003 docx Category Persons of Influence Information STL Seo Details Confirmation message that document Test archive Description document no3 for UAT 90003 docx has been Replacement document lt a replaced by test 1 docx j It is important to note that the catergory a

Student Support Branch (SSB) HELP IT System (HITS) User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents