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AVS user guide V2.2 - National Centre for Vocational Education

1. Username Name Status PC Training Organisation avs uati D yahoo com au TesterTen Active N Organisation 1 OrgAdminPC N X Organisation 2 N Organisation 3 showing 1 to 10f1 record s I 1of1 Add User Reset Password 2 To edit user details click anywhere on the line containing the user s current information The User Maintenance screen is displayed 3 To update user s personal details and settings enter the update information into the relevant fields and click Save 4 f you wish to change a user s AVS role or phone details within a particular organisation click on the pencil icon next to the appropriate organisation A pop up window is displayed Organisation Details Organisation Role PC status Phone Position Options Trading Name Organisation 1 Data N Active OOQU000000 adminis VET G ert OO Submitter trator e Remove Role Activate Inactivate Add Role Back 5 Select the user s new role phone number and position if appropriate and click Save Click Save again in the User Maintenance screen to complete the change AVETMISS validation software User guide Identifying the primary contact for your organisation The Primary Contact or Organisation Administrator roles can view all users in your organisation The Primary Contact is identified within the Users screen In the PC Primary Contact column a Y will be displayed if the selected user is the Primary Contact Organisation Details
2. gmail com s role will be defaulted to Data Validator Confirm Cancel 4 Click Confirm then Save The following message is displayed Warning The following user s have been defaulted to data validator due to changes in the primary contact Please review and assign e different roles or deactivate the user as required 5 The previous Primary contact s user role will default to that of Validator If a different user role is required for that user e g submitter or if the user is to be deactivated the Organisation administrator must make the required change via the maintain users function AVETMISS validation software User guide Section 4 Troubleshooting Other support documentation A Getting started checklist is available in the Help section of the AVS website Forgotten or incorrect password 1 If you have forgotten your password go to the AVS Sign in page at http avs ncver edu au and click on the Forgot password link Sign in Username Password E 2 The Forgotten Password screen is displayed Enter your Username and click the Reset Password button Forgotten Password Use this page to get your password sent to you Sign in Forgotten Password Forgotten Password Username Please enter your username we R will send you an email to remind 3 The message An email has been sent to your Username email address containing your new password is displayed Your new temporary password
3. 7 0 Year 2014 Period Start 01 Jan 2014 Period Annual Period End 31 Dec 2014 NAT00010 Training Organisation Records per page 100 E Type Code Description Count Error 3705 Invalid Postcode 19 Error 3707 State Identifier must be consistent with Postcode T Error 3801 Only one record is permitted for Training Organisation Identifier 1 Error 3830 Address First Line must not be blank 2 Error 3830 Training Organisation Identifier must not be blank 1 Error 3830 Training Organisation Name must not be blank 1 Error 4612 Training Organisation Identifier and Name in combination do not match any RTO 35 listed on TGA Error 4613 Training Organisation Identifier must exist in the Training Organisation Delivery 22 Location file or the Program Completed file B Error 4614 Training Organisation Type Identifier is invalid 13 Error 4652 Address Location and Postcode in combination must match the postcode 9 reference list Warning 4644 Training Organisation Name exists on the TGA list therefore the Training 35 Organisation Identifier should match the RTO code on the TGA list qu Warning 4645 Training Organisation Identifier should exist on the TGA list of RTOs 33 Total Error Count 174 Showing 1 to 12 of 12 record s 10f 1 Export Summary Export Details Summary Report To view a Summary Report click on the Export Summary button A pop up window will display confirming which format to view your report CSV or PDF Select either format and click
4. 36 gU QUIAE Po ME EE m eee a 36 How to generate a Duplicate report 37 Data profite 7 freg ency repor uei n Er EYE a IERI MENTRE REMO RIDERE RREKR UN EEER AMA RUE 38 Enrolments by Training Oreanisation report this report can only be generated on error free oia 39 GER SETTING EE 40 ACCO E I O S a a EEE AIE AEE E EAA S 40 EDanee POSS EE 42 ADMIN WHERE APPLICABLE EE 43 A EE 43 MAAT U E E aE E A NAA E EEE AT EN TE E AE EE A 46 Identifying the primary contact for your orggntsgtton ener 47 Changing the primary contact for your organisation esssessssssseees esee eene nnne rnt nnns 47 AVETMISS validation software User guide SECTION 4E TROUBLESHOOTING E 49 OTHER SUPPORT DOCUMENTATION eech 49 FORGOTTEN OR INCORRECT PASSWORD geheegt Eege 49 WHY DOESN T THE ERROR REPORT EXPORTED REFLECT THE CHANGES MADE TO PRELIMINARY CHECKS 50 WHY DOES ONLY PART OF MY TRAINING ORGANISATION NAME EXPORT IN THE FILE NAME OF MY COLLECTION PROCESSING SUMMARY e EE 50 AVETMISS validation software User guide Section 1 Introduction What is AVS The AVETMISS Validation Software referred to as AVS within this user guide is a web based data file validation and submission system designed for training organisations providing data to the National VET Provider National VET in Schools and National Apprentice and Trainee collecti
5. Export Export type CSV C PDF Export Cancel The Summary report will be saved to your PC and may be viewed in Excel CSV or via Adobe PDF or compatible software Details Report To view a detailed report click on the Export Details button The Details Report will be saved to your PC in CSV format only AVETMISS validation software User guide Auto population of known data Auto population of known data occurs automatically in AVS during the validation process This is the process of populating certain fields within your data files with national classification data available from other sources such as training gov au TGA Where known data are available fields may be left blank in your data files Any data that have been entered however will be overwritten by the auto populate function The following fields will be auto populated where known data are available File Field NATOOO10 Where the Training Organisation Identifier and the Training Organisation Name in combination match the code and name listed on the training gov au reference raining Organisation list the following field will be pre populated with data from the NCVER classification tables File e Training Organisation Type Identifier NATOOO 30 Where the Program formerly Qualification Course Identifier and the Program formerly Qualification Course Name in combination match the Code and Name in combination listed on the traini
6. Finalise Submission Filename Size Progress NATOO130 tet 861 b NATOOO0S txt 10 KB NATODDOT10 txt 16 KB NATOOO20 tet 7 KB NATOOOSO txt 7 KB NATOOO6O txt 3 KB NATOOOS8O tt 1 KB NATOO085 txt 2 KB NATOOOSO tt 292 b NATOO100 tet 269 b i 3 KB 1 LILI LI Li Upload Files AVS will begin uploading the files The Collection Processing screen will be greyed out and a message will appear warning not to navigate away from the screen whilst files are being uploaded You can see the progress of the upload by viewing the progress bars on the screen H Information Please do not navigate away frorn this page whilst files are being checked and uploaded This includes Not refreshing your browser Not closing your browser Not changing the web address AVETMISS validation software User guide Once all files have been uploaded your screen will no longer be greyed out The files will be displayed beneath the Submission Files section with a status of Uploaded The following message will displayed at the top of the screen i Information All data files have been successfully uploaded and ready for the validation process x Note if any files are missing AVS will display a status of Not Found AVS will not validate unless all mandatory data files are present 8 If you wish to delete any of the uploaded files select the checkbox next to the file you wish to delete and click Remove Selected
7. Organisation Role PC Status Phone Po Options Trading si Name tion Fr South Australia Jrganisati n Active 615 rg A cinmnic zr 4 d Administrator 4 Changing the primary contact for your organisation Only an organisation administrator can change the primary contact for your organisation 1 From the Home screen click Admin then Users The Users screen will be displayed Users Home Users Filter by Name Username Training Organisation Status E Username Name Status PC Training Organisation Test Name Test Active N TEST ORG oq Name N Second org 2 Toselect a new primary contact click anywhere on the line containing the new primary contact s current information The User Maintenance screen is displayed Click on the edit pencil icon next to the appropriate organisation in the options column Options A pop up window is displayed AVETMISS validation software User guide 3 Select the Primary Contact checkbox Enter the user s phone number and position Organisation Search test VPT 2397 1 TN VET test VPT 2397 1 C test VPT 2397 2 TN VET test VPT 2397 2 4 n d Organisation Role s Wn On nin Type Primary contact Phone number 0855855858 Position Primary Contact Save Cancel Click Save A pop up window will be displayed Confirmation Required Primary contact will be changed from contact gmail com to tavs2 aqmail com contact
8. Submission Files File Id File Name Records Warnings Errors Status m NATOOOOS submission to Managing Agent 1 Q Validated a NATOOO10 Training Organisation 4 2 0 Validated E NATOO020 Training Organisation Delivery Location 15 1 0 Validated E NATOOO30 Program 9 0 0 Validated m NATOOO6O Subject 18 0 0 Validated LI NATO0080 Client T 0 0 Validated v NATOOOSO Disability 0 Validated les NATOO100 Prior Educational Achievement 0 Validated m NATOO120 Enralment 19 0 0 Validated L NATO0O130 Program Completed 4 Validated les Export Summary Export Details Export AVS Rules Note This option is only available when validating a VET Provider collection AVETMISS validation software User guide A box will appear asking Are you sure you want to remove files Confirmation Required Are you sure you want to remove files No 9 Click Yes Note AVS will not allow validation to continue if a mandatory file is removed 10 When you have added all your files and all files have the Uploaded status click the Validate button Collection Processing eseseceseceseeesesdilo e Collection Details Organisations p oder 4 Type VET Provider Collection H Year 2044 E Period Annual AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 Add Files Preliminary Rm Finalise Submission Submission Files File Id File Name R
9. as it appears in the NATO0010 file ex RTO1 at the end of file name when the Collection Summary Report is downloaded from AVS The file name of the Collection Summary Report will read as follows CollectionsummaryReportRTO 1 Selecting No will instruct AVS exclude your RTO s name from the end of the file name when the Collection Summary Report is downloaded from AVS The Collection Summary Report file name will read as follows CollectionsummaryReport f you are reporting AVETMISS data through to your state training authority STA you will need to check with them as to whether they would like you include your RTO name in the file name of the Collection Summary Report or not Organisation details e Organisations Select the organisation for which you are validating data for e Phone Number Your contact phone number e Position Your position within the selected organisation e Roles Your role within the selected organisation read only Once you have completed updating your user settings click the Save button AVETMISS validation software User guide Change password 1 From the Home screen click Users menu button then Change Password d TesterFive Org amp dminPc Account settings Change Passwnrd The Change Password screen will be displayed e Enter your current password in the Change Password Current password field m e Enter your new password in the New Change your password password field e Enter your n
10. collection Add Files Preliminary Checks A browser box will open 4 Browse the directory for the folder in which your files are located Select the files you wish to add NCVER VET Provider Collection 2014 Y Jan Dec M D I 01 01 2014 31 12 2014 v Finalise Submission If the files are located in a ZIP file the ZIP file folder can be selected 5 Click the Open button file Upload A1 Look in O Test X My Recent Documents Desktop GI My Documents My Computer C LU My Network Places Full set zip natOO005 txt nat00010 txt nat D020 txt natooo30 txt natOOO6O txt matoooso txt natOoo8s txt natOO090 txt nat00100 txt nat D120 txt nat00130 txt File name Files of type AVS will display the files you have selected nat001 30 txt natO0005 txt nat D010 txt e al Files Q tom AVETMISS validation software User guide 6 If you wish to change any of the files you have selected repeat steps 3 and 4 selecting ALL the data files you wish to validate This will overwrite the original files you selected 7 Click the Upload files button Collection Processing Collection Details Organisations Provider 1 Type VET Provider Collection Year 2014 Period Annual z AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 Add Files Preliminary Checks
11. in the Count column If the error you are viewing can be grouped by error value the Collection Error Groupings screen will be displayed Here you can quickly identify common errors that may affect multiple records Click on the error number in the Count column to obtain error details for individual records AVETMISS validation software User guide Collection Error Details Home History Processing Error Summary Error Details Organisation Organisation 2 Type VET AVETMISS Version 7 0 Year 2014 Period Start 01 Jan 2014 Period Annual Period End 31 Dec 2014 Error 3830 Training Organisation Identifier Training Organisation Identifier Training Organisation Identifier must not be blank Total Error Count 1 Export Details Showing 1 to 1 of 1 record s The Collection Error Details screen will be displayed The Collection Error Details screen provides more detail about the individual error and the description field will advise why the error occurred With this level of detail you can pin point the error to be updated in your student management sytem AVS Business Rules To access a comprehensive document outlining all the warnings and errors generated by AVS select the Export AVS Rules button located at the bottom of the Collection Processing screen Once you select this option an excel spreadsheet will be downloaded to your system The AVS Business Rules document presents all of the erro
12. log out AVS will automatically log users out after 30 minutes if no activity is detected If this occurs you will automatically be taken back to the sign in page Re enter your username and password and click the Sign in button Note Your previous work will automatically be saved Note Forgotten or incorrect password If you have forgotten your password click on the Forgot Password link from the Sign in page Enter your AVS username and click the Reset Password button An email will be sent to your email address with a new temporary password You will be prompted to change your password when you next sign in to AVS AVETMISS validation software User guide Home screen Once you have signed in to AVS you are presented with the Home screen AVETMISS deg Collections lim Reports signot Messages News AVETMISS Validation Software Fri 19 07 2013 12 05 Classifications have changed on 14 Successful file validation June 2013 See links below for further AVETMISS Validation Software Fri 19 07 2013 11 09 dote Successful file submission le niti M pape Fri 19 07 2013 09 16 ms imus d E Updates to classifications and AVETMISS Validation Software Thu 18 07 2013 14 19 P Successful file validation validation rules AVETMISS Validation Software Thu 18 07 2013 14 15 Click the link below for updated Unsuccessful file validation Collections Organisation 3 Collection ZVET 19 Organisation 1 Collect
13. user settings and to change your AVS password In addition to these menu items the Home page contains some additional information to assist with AVS and AVETMISS related queries AVETMISS validation software User guide News window NCVER will post any news items relevant to AVS in the News window Links validation rules and classifications and system files will be visible here Messages window The Messages summary window contains a list of the 5 most recent system messages To read an individual message click on the message subject To view all messages click on the View all messages link The Messages page will Messages be displayed AVETMISS Validation Software Wed 15 05 2013 16 18 Unsuccessful file validation The Messages page will AVETMISS Validation Software Wed 15 05 2013 16 16 Unsuccessful file validation display all messages AVETMISS Validation Software Fri 10 05 2013 13 31 generated by AVS in Unsuccessful file validation AVETMISS Validation Software Tue 07 05 2013 15 58 relation to successful successful file validation or unsuccessful AVETMISS Validation Software Fri O3 05 2013 14 12 Successful file submission validations and submissions To Read an individual message click on the message subject and a new window will be displayed with the message detail Click Back to go back to the messages page Read Message Home Messages Read Message Subject AVETMISS Validation Software Successf
14. 0 Enrolment Uploaded a NATOO130 Program Completed E Uploaded a Files which are not replace will retain their original status of Validated 7 When all the newly added files have the Uploaded status click the Validate button Collection Processing Home History Processing Collection Details Organisations Beier TyP VET Provider Collection E Year 9014 E Period Annual E AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 Add Files Preliminary Checks Finalise Submission Submission Files File Id File Name Records Warnings Errors Status NAT00005 Submission to Managing Agent Uploaded r NATOO0010 Training Organisation Uploaded r NAT00020 Training Organisation Delivery Location Uploaded m NAT00030 Program Uploaded a NATOOO6O Subject Uploaded r NATOOO080 Client Uploaded ri NATOO090 Disability Uploaded r NAT00100 Prior Educational Achievement Uploaded r NATOO120 Enrolment Uploaded m NAT00130 Program Completed Uploaded r Validation will begin on the all full set of NAT files You will need to repeat this process until AVS shows a status of Validated against all files AVETMISS validation software User guide Finalise Submission Export and Submit Data Self registered organisations can use the Export function within the Finalise Submission screen to export collection data files in zip format to forward to their STA Both Self reg
15. 4 VET Annual 2014 Validated Adrian s RTO 6 Wed 01 01 2014 VET Annual 2014 Validated showing 1 to 2 of 2 record s lt on You can filter your submissions by collection type year and period by using the drop down lists Once selected click the Filter button 2 Select an organisation by clicking the relevant radio button and the list of AVETMISS files become visible 3 Select or deselect the file reference as appropriate for your requirements Click Generate and Email Report File Id File Name Records v NATOQO005 TXT Submission to Managing Agent 1 v NAT00010 TXT Registered Training Organisation 5 v J NAT00020 TXT Training Organisation Delivery Location 17 v NAT00030 TXT Program 9 v NATO00060 TXT Subject 20 v NATO00080 TXT Client i v NATO00090 TXT Disability 2 v NATO00100 TXT Prior Educational Achievement 3 v NAT00120 TXT Enrolment 21 v NAT00130 TXT Program Completed 4 Showing 1 to 10 of 10 record s Generate and Email Report 5 A message box will appear advising the report will be sent to your registred email address Click OK 6 AVS will send the Frequency report to your registered email address as a PDF attachment AVETMISS validation software User guide Enrolments by Training Organisation report this report can only be generated on error free collections 1 Select Enrolments by Training Organisation report from the Reports menu Enrolments by Enrolments by Trainin
16. 5 0 7 Error n NATOOO060 Subject 26 0 6 Error D NATOOO80 Client 5 0 2 Error a NAT00090 Disability 24 0 7 Error a NATOO100 Prior Educational Achievement 20 0 6 Error r NATOO120 Enrolment 23 0 4 Error D NAT00130 Program Completed 12 0 3 Error r 4 Browse the directory for the folder in which your files are located Select the corrected files you wish to add 5 Click the Open button WS ALXI lookin OTe dotem Full set zip d natOo00s Lt Yr natOO010 txt Documents natoo020 txt nat00030 txt nat00060 txt Desktop nat00080 txt natO0085 txt RES natoo090 txt E natO0100 txt My Documents S natOD120 txt E nat00130 txt wr e ka My Computer Im j a EE File name nat 30 txt nat 005 t t nat D010 rt e Places Files of type Jal Files AVETMISS validation software User guide 6 Click Upload Files AVS will overwrite the old version of the files with the new files The Status will be displayed as Uploaded for the new data files Submission Files File Id File Name Records Warnings Errors a NATOOOOS Submission to Managing Agent Uploaded NATOOO10 Training Organisation Uploaded L NATOOO20 Training Organisation Delivery Location Uploaded NATOOO30 Program Uploaded RS NATOOO6O subject E Uploaded E NATOOOS8O Client Uploaded a NATOOOSO Disability Uploaded a NATOO100 Prior Educational Achievement Uploaded RS NATOO12
17. Australian Government Department of Industry AVETMISS Validation Software User guide Version 2 8 March 2015 National Centre for Vocational Education Research The AVETMISS Validation Software is managed by National Centre for Vocational Education Research NCVER on behalf of the Australian Government and state and territory governments with funding provided through the Department of Industry Contents USER GUIDE serari a a a a a a a 1 SEC HONT INFRODUC TION BE 4 WT AE 4 SITE 4 SYSTEM REQUIREMENTS eege 5 EERSTEN 5 SECTION 2 REGISTRATION 6 RE Lei E 6 HOWTO SOU COIs OT TET 6 NCVER Eege 8 FHOW CO ING EE 8 24g 6 P SUE ICE VA E 11 cea 11 PCOS LOO OUl RE 11 pe iue E 12 Ee DU ONS det pecans 12 News window AREE 13 INC SSO SCS VITA GOW 13 COME CEIONS WINDOW EE 14 CSC I et 15 EEN 16 caca vez E 16 d VONG TON Me 16 Start a NEW COUO ON ee 17 View VITO ONCE OIG yoo care cession secrete c 23 AT 25 Auto pop lation or known data EE 27 estate 28 FOV UIC elei 30 FINALISE SUBMISSION EXPORT AND SUBMIT DATA 33 e deele 33 SUDUISSION and Siom Off EE 34 Data AuthorisatiOD KEDO EE 35 Dee
18. Click on the Collections menu button and select Collection History e Collections in Gen Collection History Mew Collection Messages The Collection History screen is displayed and contains a list of your previous collections and their Status Collection History Home Collection History E Organisation Date Type Period Year Uploaded Status Trading Name E Organisation 1 he Ta a VET Annual 2012 Yes Validated 2 E Organisation 2 Mon 29 07 2013 VET Annual 2012 Yes Error 08 12 8 Organisation 3 Fri 19 07 2013 16 23 VET Annual 2012 Yes Error Showing 1 to 3 of 3 record s eel 4 New Collection Delete Back 2 Select the collection you wish to re validate by clicking on the appropriate line in the Collection History screen The Collection Processing screen is displayed with details of your previous validation that contained errors AVETMISS validation software User guide 3 Click Add Files Collection Processing Collection Details Organisations Drovider 4 TyP VET Provider Collection z Year 201 4 B Period Annual AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 Add Files H Submission Files eliminary Checks Validate Finalise Submission File Id File Name Records Warnings Errors Status n NATOOO05 Submission to Managing Agent 1 0 1 Error r NAT00010 Training Organisation 44 0 3 Error r NAT00020 Training Organisation Delivery Location 42 0 7 Error n NAT00030 Program 5
19. NATOO120 Enrolment 19 0 NATOO130 Program Completed 12 0 B Export Summary Export Details Remove Selected 3 To change or remove any preliminary checks check or uncheck the box next to the applicable preliminary check and click Validate again The Validate button will only be enabled if you make a change to the preliminary checks If you wish to validate a different set of data files click Add Files to begin the process of adding and uploading a new data file set If you make a change to your Preliminary checks settings and navigate away from the collection processing screen before validating a message will be displayed warning that changes to Preliminary Checks will not be saved Changes to Preliminary Checks will be saved only after clicking the Validate button Similarly any error detail or summary reports you export after making a change to preliminary checks will only reflect the changes after validating with the new settings Note Preliminary checks are for internal use only Files validated with preliminary checks active are considered Part Validated Full validation must occur prior to sending data files to your STA or directly to NCVER for the national data collection AVETMISS validation software User guide Re validating data files Once data file errors identified in a previous validation have been corrected you will be required to load the corrected data files to repeat the validation process 1
20. SS validation software User guide im Reports Reports AVS produces a number of reports for your own use which can be generated on validated collections Overview of Reports e Duplicate Enrolments report VET and VET in Schools collections o Context This report allows you to identify and analyse how many times a certain field is repeated in your organisation s Enrolment file For example you may want to check whether a particular Client identifier and Subject identifier combination was repeated in your Enrolment file NATOO120 e Duplicate Clients report all collections o Context This report allows you to identify how many times a certain field is repeated in your organisation s Client file For example you may want to check whether a particular Client name and Date of birth combination was repeated in your Client file NATOOO80 e Duplicate Employers report Apprentice amp Trainee collection o Context This report allows you to identify how many times a certain field is repeated in your organisation s Training Contract Transaction file For example you may want to check whether a particular Employer identifier and Postcode combination was repeated in your Training Contract Transaction File APP00150 e Data Profile Frequency report all collections o Context Frequency reports show the proportion of missing values in your data e Enrolments by Training Organisation report VET collections this report can only be
21. activate Add Role Back Enter the new user s Email address into the Email field Email address into the Confirm email field First name into the First Name field Last name into the Last Name field 3 Click Add role button A pop up window will be displayed Organisation Search Organisation 1 VET amp Ref1001 Rorganisation 2 APP Ref1002 C Organisation 2 VIS Ref1002 C Organisation 2 VET Ref1002 C Oraanicatian 2 ADD Da f10072 x i Organisation Role s Data Validator Data Submitter Organisation Administrator Type L Primary contact Phone number Position co Cancel AVETMISS validation software User guide e Select your organisation by clicking on the radio button next to your organisation name e Select the new user s role by clicking on the appropriate Organisation Role e Enter the new user s Phone number and Position e Click Save The new user is now visible in the User Maintenance screen To save the new user click Save Organisation Details Organisation Role PC Status Phone Position Options Trading Name Organisation 1 Data i Active O nO00000000 adminis VET Ref1001 Submitter trator e Remove Role Activate Inactrzate Add Role Back AVETMISS validation software User guide Maintain users 1 From the Home screen click Admin then Users The Users screen will be displayed Users Home Users oe Usemame Training Organisation Status
22. ails Organisations provider 4 Type VET Provider Collection zl Year 9914 Period Annual AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 jecks Finalise Submission Preliminary Data Checks Add Files Preliminary C n Preliminary Check Omit data cross reference checks Exclude all validations for NATOO030 Exclude all validations for NATOO060 Exclude all validations relating to Enrolment Activity End Date on NAT00120 Exclude all validations relating to Enrolment Activity Start Date on NAT00120 Exclude all validations relating to New Apprenticeships on NAT00120 Exclude validations relating to Outcome Identifier National on NAT00120 Exclude validations relating to Blank Outcome Identifier National on NATOO120 EE TEE AVETMISS validation software User guide 2 Now click the Validate button AVS will validate your data ignoring the selected criteria Any data files validated that include a preliminary check will display a status of Part Validated Any files that contain errors will still display a status of Error Submission Files File Id File Name Records Warnings Status a NATOOOOS submission to Managing Agent 1 0 1 Error a NATOOO10 Training Organisation 44 0 L NATOOO20 Training Organisation Delivery Location 42 0 a NATODO30 Program 55 0 L NAT OOO6O subject 26 0 a NATOOOSO Client 5 a NATODOSS Client Postal Details g 0 M NATODOSU Disability 24 D NATOD100 Prior Educational Achievement 20 0 a
23. ar of the Home screen and select New Collection Note A New Collection short cut button is also available from the Home page oo s Collections Collection History d guy C T ll cti an The Collection Processing screen will be displayed 2 Select the parameters for the specific data that is being validated Organisation Your account may have more than one organisation linked to it Select the organisation associated with the data you are validating Type There are three collection types e Apprentice and Trainee Collection e VET in Schools Collection e VET Provider Collection You will only be able to select the collection type associated with your organisation Year This relates to the year the data was collected in and may differ from the current calendar year For example if validating data files collected in 2014 select 2014 Period The VET provider collection is currently collected on an annual basis and Annual is to be selected for this collection Organisations may also choose Interim if validating data part way through a collection period Note interim collections cannot be submitted to NCVER For apprentice and trainee data the period may be one of the four quarterly options provided 3 Click Add Files AVETMISS validation software User guide Collection Processing Collection Details Organisations Type Year Period AVETMISS Version Collection Period validate RTO
24. bmit This will send your data files directly to NCVER Student names will be automatically encrypted as part of the submission process lam hereby authorised to submit data on behalf of this organisation and to the best of my knowledge the data contained in these files is true and correct Export Save Comment Back AVETMISS validation software User guide Data Authorisation Report You can produce a Data Authorisation Report by clicking on the Save As link in the Finalisation Submission screen The PDF report will be generated and may be viewed immediately or saved Your own comments may be saved in the report by entering your text directly into the comments field and clicking the Save Comment button prior to clicking Save As After clicking on the Submit button you will be notified via email of the successful submission in the format selected in your User Settings E AVETMISS Data Authorisation Report Please find below the data reported by your organisation for the National VET Provider Collection 2012 Description PublicFunds FFS Total UOC Module Enrolments Clients Nominal Hours 1 Please note that these hours refer to Nominal Hours and not Nationally Agreed Nominal Hours Collection Type VET Provider Collection Collection Year 2012 AVETMISS Validation Software Version AVETMISS Release 6 1 Submitter Ref Ref1001 Trading Name Organisation 1 Submitted By Submitted Date Fri 19 07 2013 11 09 Comments AVETMI
25. e Type the tmo words a Zen A e word s click on the reload icon next to the words This will present a set of new words If you are having difficulty with this process click on the help icon for more information e Once you have completed all mandatory fields and any optional fields you wish to complete click the Register button AVS will send an email confirming your registration to the email address you have used in the self registration process along with a temporary password Note Registration Registration of your username is only accepted once If you attempt to register a username more than once the message This email address is already in use Please enter a different email or cancel self registration will be displayed NCVER registration NCVER registration is required when a user needs to validate data for multiple training organisations e g with locations in different states or to submit fee for service data files directly to NCVER Please check with your STA about their requirements for submitting fee for service data How to NCVER register Table 1 How do register for the AVETMISS Validation Software e Open your web browser e Type http s avs ncver ed u au in You submit your validated data to your STA You submit your validated data to your STA Self register the address bar of your web browser You submit your validated data directly to NCVER a n d p less E n te r T
26. ecords Warnings Errors Status m NATOOO05 Submission to Managing Agent Uploaded r NATOOO010 Training Organisation Uploaded r NATOO020 Training Organisation Delivery Location Uploaded m NAT00030 Program Uploaded a NATOOO60 Subject Uploaded n NATOO080 Client Uploaded r NATOOO90 Disability Uploaded D NATOO100 Prior Educational Achievement Uploaded NAT00120 Enrolment Uploaded a NAT00130 Program Completed Uploaded AVETMISS validation software User guide Add Files Preliminary Checks Validate Finalise Submission Submission Files File Id File Name Records Warnings Errors Status NATOOO10 Training Organisation 2 Validating NATOOO20 Training Organisation Delivery Location 14 Validating NATOOO30 Program H Validating NATOOO6O subject 17 Validating NATOOO080 Client D Validating NATOO08S Client Postal Details li Validating NATOO085A Client Postal Details D Validating NATOOO90 Disability 2 Validating NATOO100 Prior Educational Achievement 3 Validating NATOO120 Enrolment 18 Validating NATOO130 Program Completed 4 Validating Export Summary Export Details Export AVS Rules Remove Selected AVS will display the status of Queued until NCVER s server is free to start validating your data files at which time the status will change to Validating Note Validated status may still mean that the data files contain warnings which should be corrected where p
27. ew password again in the Confirm password field e Click Save A confirmation pop up screen advises you your password has been changed successfully AVETMISS validation software User guide O Admin Admin where applicable The Administration section of AVS Admin is only available to NCVER registered users with a role of Primary Contact or Organisation Administrator Users with these roles can maintain user settings of other AVS users within your organisation Add user 1 From the Home screen click Admin then Users KA Admin SYSTEM Users a The Users screen will be displayed Users Home Users Filter by Training Organisation Status v Username Name Status PC Training Organisation T avs uat10 yahoo com au TesterTen Active N Organisation 1 OrgAdminPC N Organisation 2 N Organisation 3 Showing 1 to 10f1 record s E dort Reset Password 2 To add a user click the Add User button AVETMISS validation software User guide The User Maintenance screen will be displayed User Maintenance Home Users Maintenance Personal Details Email Confirm email First name Last name Settings Status Pending vj Date status changed Records per page 10 M Attach summary repot Yes C No Receive system emails Yes C No Organisation Details Organisation Trading Role PC Status Phone Position Options Name No data available in table Remove Role Activate In
28. fault setting AVS will send an email to your specified email address upon validation or submission of your data files These email messages will also be displayed in the Messages screen see Messages in the Home page navigation section of this User Guide e Include RTO name in the Collection Processing Summary Report Yes No Selecting Yes will instruct AVS to include your RTO s name as it appears in the NATO0010 file ex RTO1 at the end of file name when the Collection Summary Report is First Name Last Name Phone Number Position Records per page 10 Y Download format PDF Attach summary report e Yes No Receive system emails Yes No Include RTO name in Collection Processing Summary Report Yes No downloaded from AVS The file name of the Collection Summary Report will read as follows CollectionSummaryReportRTO1 Selecting No will instruct AVS exclude your RTO s name from the end of the file name when the Collection Summary Report is downloaded from AVS The Collection Summary Report file name will read as follows CollectionSummaryReport If you are reporting AVETMISS data through to your state training authority STA you will need to check with them as to whether they would like you include your RTO name in the file name of the Collection Summary Report or not AVETMISS validation software User guide RECENT e Type the two security words If you are unable to read th
29. g Organisation For Organisations RTOT Filter by Trading name RTO Collection type VET Provider Collection x Year 2014 v Period All 7 Submissions show 10 entries Organisation Date Type Period Type Year Status RIOT Wed 02 07 2014 GC Interim 2014 Validated showing 1 ta 1 of 1 recordirs 4 Training Organisation Report page will be displayed 2 You can filter your results by selecting the Collection period Year and Collection type for the Enrolments by Training Organisation report that you wish to generate 3 Select the submission that you wish to report on by clicking the radio button next to the listed submission and then click the Generate and email report button 4 A dialog box will appear advising the report will be sent to your registered email address Attention Required Report will be sent to your email address once generated EA 5 Click OK 6 AVS will send the Enrolments by Training Organisation report to your registered email address as a PDF attachment AVETMISS validation software User guide User Settings The user menu allows individual users to maintain their own AVS settings and to change their password Account settings 1 From the Home screen click the Users ES menu button then select Account Settings 2 TesterFive OrgAdminPC Account settings Change Password The Account Settings screen will be displayed Account Settings Modify your account details
30. generated on error free collections o Context This report is primarily for state training authorities consolidating data for multiple RTOs into a single submission It allows you to determine what percentage of your enrolment data is against each reported training organisation To access the reports click the Reports menu button from the AVS home page and select the required report type Reports DUPLICATES FREQUENCY Duplicate Enrolments Profile Frequency Report Duplicate Clients Enrolments by training organisation Duplicate Employers AVETMISS validation software User guide How to generate a Duplicate report This process applies to all three duplicate reports 1 Select either the Duplicate Enrolments Duplicate Clients or the Duplicate Employers report from the Reports menu the selected Duplicate Report screen will be displayed Duplicate Clients Report RTC For Orga Home Duplicate Clients Collections Organisation trading name Date Type Period Year Status Type Wed 02 07 2014 16 04 VET Interim Validated Showing 1 to 1 of 1 record s mom mm Match On Client Id Client Name sg Date of Birth 7 Sex Postcode Country Language Id Indigenous Status Id Highest School Level Completed Year Highest School Level Disability Flag Prior Education Achievement Flag At School Flag Labour Force Status Id Proficiency In Spoken English Id select all Select none e Generate and Email Report 2 Select
31. gistration guide will then be displayed AVETMISS validation software User guide e Consult Table 1 and select the link Self register This will bring up the Self rgistration page e Enter your Email Address and your personal details Note AVS sends system messages and or emails regarding the progress of validations to the self registered user s email address therefore it is important that your email address is valid and checked regularly e Records per page select from 10 default 20 50 or 100 records per page from the drop down list This setting will define how many records are displayed on your browser when viewing errors etc This setting can be changed later e Download format select between PDF default or CSV from the drop down list to choose in which format you prefer your reports to be displayed PDF allows you to read the report using a PDF reader such AVS Registration Guide Sign in Registration Guide The The AVETMISS Validation Software AVS is a web based data validation and reporting system Registered training organisations can use the software to validate and submit their AVETMISS data to the National VET Provider Collection There are two different ways to register for AVS self registration and NCVER registration You can find out which registration process to use by consulting the table below Definitions State managed training Training funded or administered by the state or terri
32. he Si gn n wi n dow You submit all validated data to your STA Self register will be displayed on the right side of You sum your sat managed dt tyr STA ent youre cer oit the page Please note NSW QLD VIC and WA have their own validation software Please use their validation software to submit your data Please confirm with your STA that you can submit your data on non state managed training to them z n Please see our factsheet Where when and how to submit your AVETMISS data for more information on the AVETMISS data registration guide will then be displayed i i pay NCVER Submitter Registration e Consult Table 1 and select the Register to submit directly to NCVER NCVER register link Sign in Registration Guide Submitter Registration e Start by entering in your RTO Code Organisation details RTO Code To register the RTO code must be listed on TGA S This wi ll pre populate you j Please be aware that TGA needs organisational details from before it is available on AVS WWW training 90V au TGA Organisation Trading Name e Please note You will not be able to complete the NCVER Submitter Registration form if your RTO details are not on TGA AVETMISS validation software User guide Primary Contact SE The Primary Contact is usually the Chief Executive Officer or Registering your training organisation with NCVER enables you to set up an online Manager of your organisation Confirm Email i g who is responsible fo
33. ion ZVET 19 Organisation 2 Collection ZVET 19 information on past and current updates View all messages Wa ecnccsnnencsenanccenecesenccsoncccnenccescsacsconccccctitecccencces to classifications and or validation rules in the validation system Updates as of 14 June 2013 Selected classifications required for Date Type Period X Status AVETMISS reporting are supplied in Fri 19 07 2013 12 05 VET Annual Validated electronic format to assist those organisations providing data for the national collection of vocational Fri 19 07 2013 09 12 VET Annual Validated education and training statistics Fri 19 07 2013 11 09 VET Annual Submitted Here a summary of messages and your most recent collections is displayed In addition a menu bar is displayed at the top of the home page Clicking on a menu item will navigate you to another area of AVS Menu buttons ZX AVETMISS Validation Software ep Col ectiorns lin Reports E Admin 2 The Home menu button provides a link to the AVS home page The Collections menu is where you can begin a new validation or view your collection history You can also view all AVS messages from this menu The Reports menu allows you to run various reports on your validated data The Admin menu is only visible to the Primary Contact and Organisation Administrator roles This menu gives the option to maintain users within your organisation The Account Settings menu allows you to update your own
34. istered and NCVER registered organisations can also use the export function to gain access to the auto populated data that may have been added to the data files during the validation process see section on auto population of known data You may export data files with or without errors however data with errors may not be used to submit to a national collection Organisations authorised to submit their data files directly to NCVER may do so within the Finalise Submission screen Exporting data files 1 After you have validated your data files click the Finalise Submission button in the Validation Processing screen Add Files Preliminary Checks Validate Finalise Submission Submission Files File Id File Name Records Warnings Errors Status a NATOOOOS submission to Managing Agent 1 E Validated 8 NATODO T U Training Organisation 4 Validated NATODO20 Training Organisation Delivery Location 15 Validated a NATOOOSO Program 9 Validated NATODDSO Subject 18 e Yalidated E NATOODBO Client 7 Validated a NATOOOSO Disability 2 Validated a NATOO100 Prior Educational Achievement 3 E Validated a NATOO120 Enrolment 19 E Validated a NATOO130 Program Completed 4 Validated a 2 The Finalise Submission screen will be displayed To export your data click the Export button Finalise Submission Desc Mortar Court CotecDon Type Cottection Vesi AVE TMISS Valetation Software Vers AVE TMISS Reteese ubriner Ref Tatto
35. me of my Collection Processing Summary Report Some Firefox users may find that when exporting their Collection Processing Summary Report the file name only includes part of their training organisation name This will occur specifically for RTOs whose training organisation name contains spaces RTOs who are experiencing this issue and who are required to have the full name of their training organisation within the file name of this report are recommended to switch to another supported web browser AVS is also supported by Google Chrome and the latest version of Internet Explorer AVETMISS validation software User guide
36. n 1 Open your web browser e g Google Chrome 3 Username Firefox 1 2 Inthe address bar of your web browser type http avs ncver edu au and press Enter Fassword The Sign in page will be displayed li 3 In the Sign in box in the top right of the Sign i screen enter your Username and Password 4 Click the Sign in button 5 If you are signing in for the first time you will be prompted to change your Chan password Modify your accc ge Password ount details password an d informatior e Manually enter your Current Password EUIS OO Cem i Change your password Current password received via email when you first Geen registered in the Current Password ris stone posed un fo Doing Tu New password e Must be between 8 and 30 characters long field Miri pou pud iiid RN e Cannot be identical to any of your three previous passwords Confirm password e Must fulfill 3 of the following 4 criteria e Type your new Password in the New eegen si contain atleast 1 numeric character 0 9 Password field Sofisreetidgst nis e Re type your new password in the e um Confirm Password field e Click the Save button Note Your new password must contain at least 1 character and 1 number and be between 8 to 20 alpha numeric characters in length When you have successfully logged in or you have changed your password the Home page will be displayed To Sign out click on the Sign Out link on the AVS menu bar Automatic
37. n are feet n Sutretted Oete x AVETMISS validation software User guide 3 An Export Data Files dialogue box will appear If you do NOT want client names visible within the exported file click the check box Export with encrypted client names Your STA may require you to provide client names unencrypted Please confirm with your STA as to their requirements 4 Click Export Export Data Files Export with encrypted client names 5 A dialogue box will be displayed depending on your browser allowing you to save or open the exported data files Exported data files will be in zip format You will require appropriate unzip software to view the exported files Submission and sign off If your organisation is registered with NCVER as a Direct Submitter and you have been authorised to submit data by your Primary Contact or your Organisation Administrator you will be able to submit your data files directly to NCVER using AVS 1 After you have successfully validated your data files click the Finalise Submission button in the Collection Processing screen 2 The Finalise Submission screen will display a summary of the training activity for the specified collection period 3 Click the check box that states I am hereby authorised to submit data on behalf of this organisation and to the best of my knowledge the data contained in these files is true and correct This will enable the Submit button 4 Click Su
38. nfirm if you are required to validate your AVETMISS data via AVS or submit data via a different process If you are required to use AVS the first step to getting started is deciding which type of registration is best for your organisation There are two types of registrations to consider e Self registration for organisations that provide publicly funded data to their state training authority STA e NCVER registration for organisations that validate data for multiple training organisations or organisations that submit their fee for service data directly to NCVER Self registration The majority of AVS users will be Self registered Self registered users have a single role type that of a Data validator This person accesses processes validates and cleanses the data prior to submission to their STA Self Registered users are able to e add data files e validate data files e export data files e change their own account settings e access reports Note The direct submission of data files to NCVER is not possible for this registration type and the submit function is not be available Please check with your STA as to their requirements Sign in Username How to self register LZ e Open your web browser Password e Type http avs ncver edu au in the address bar of your web browser and press Enter The Sign In window will be displayed on the right side of the page e Click on the Register link The AVS re
39. ng gov au reference list the following fields will be auto populated with data from the NCVER classification tables Program File Formerly Course File e Program Recognition Identifier e 11 when National Qualification table is used e 12 when National Course table is used e Program Level of Education Identifier e Program Field of Education Identifier e ANZSCO Identifier NATOOO60 Where the Subject Identifier formerly Module Unit of Competency identifier and the Subject Name formerly Module Unit of Competency Name in combination subject File match the Code and Name listed on the training gov au reference list the following Formerly l fields will be auto populated with data from the NCVER classification tables Module Unit of Competency e subject Flag C 7 File e Subject Field of Education Identifier Whenever a match is found AVS will automatically populate that field with information from the NCVER classification tables of training gov au data If data already exist within those fields any information will be overwritten with the data from the NCVER classification tables during the validation process To access the auto populated information you can export your data using the Export function within the Finalise Submission screen see the section on Export Data for more information If your registering body or STA requires you to provide data that differs from what is held on training gov au you will need
40. oftware User guide e Enter in the details for the NCVER Submitter Registration Primary Contact and eelere Sign in Registration Guide Submitter Registration Organisation Administrator if RTO Code required We strongly recommend assigning an dM Organisation Administrator so that at least two people CN within your organisation have Primary Contact access to AVS and the ability to maintain users y Confirm Email First Name e Next tick the boxes to authorise AVS to send you system and service messages that you have read and understand NCVER s Privacy Contact phone number Policy and that you are authorised to submit data directly to NCVER Organisation Administrator recommended e Enter in the text from the CAPTCHA box as it appears in the image below e Select register to submit your Registration for approval e Next you will receive an email from supportencver edu au confirming your NCVER registration This email will include your login details and a link to access AVS You will be prompted to change your password to something more secure upon first sign in e Once you have changed your password the NCVER registration process is finished 2 Success Form successfully submitted to NCVER for approval The Primary Contact provided will receive an Email confirming the detasds AVETMISS validation software User guide Section 3 Using AVS Signing in Sign i
41. ollection y vear 2014 Period Jan Dec B AVETMISS Version 7 0 Collection Period 01 01 2014 31 12 2014 Preliminary Checks WEES Add Files Finalise Submission Submission Files Records Warnings Errors Status File Id File Name NAT00010 Training Organisation 2 0 Validated NATO00020 Training Organisation Delivery Location 14 0 Validated NAT00030 Program 9 0 Validated NAT00060 Subject 17 0 Validated NATO0080 Client 7 0 NATOO085 Client Postal Details T 0 Validated NATOO085A Client Postal Details T 0 Validated NAT00090 Disability 2 0 Validated NAT00100 Prior Educational Achievement 3 0 Validated NAT00120 Enrolment 18 0 Validated NAT00130 Program Completed 4 0 Validated Export Summary Export Details Export AVS Rules Remove Selected AVETMISS validation software User guide 2 The Collection Error Summary screen will be displayed Collection Error Summary Organisation Adrian s RTO 2 Type WET AVETMISS Version 7 0 Year 2014 Period Start 01 Jan 2014 Period Annual Period End 31 Dec 2014 NAT00010 Training Organisation Records per page 100 el Type Code Description Error 3705 Invalid Postcode Error 370r State Identifier must be consistent with Postcode Error 3801 Only one record is permitted for Training Organisation Identifier Error 3830 Address First Line must not be Wank Error 3830 Training Organisation Identifier must not be blank Error 3830 Training Organisation Name must n
42. ons either via their State territory Training Authority STA or directly to NCVER AVS requires user registration and is accessed via a standard web browser using a unique user login and password The functionality of AVS is determined by individual user roles Organisations who submit data to their STA can self register directly via the AVS system Organisations who submit data files directly to NCVER need to register with NCVER to obtain a unique user login and password After your training organisation has registered for AVS and data has been extracted from your student management system users import data files into AVS for validation on NCVER s server If a data file contains errors several levels of detail are available as to why the data are not AVETMISS compliant Once identified errors within the data files must be corrected within the organisation s own student management system a new set of data files created and then validated once more through AVS Once data files have been successfully validated and are error free AVS provides access to a number of reports for your own information If your organisation is registered to submit data directly to NCVER submissions are also completed via AVS If not AVS will export the validated data files to a folder on your PC ready to be sent to the relevant STA s First time users If you are using the AVETMISS validation software AVS for the first time we recommend reading the Ge
43. ossible 11 Once full validation has been completed and if you have selected yes to receive system emails in the user settings AVS will send an email confirming that validation has been completed on your data and will confirm if it contained errors If your data did not contain any errors the status for each file in AVS will be changed to Validated The finalise submission button will also be activated see section on Exporting and Submitting data for more detail on this function AVETMISS validation software User guide View validation errors AVS may detect errors in your data during basic validation or full validation This functionality allows users to view error and warning detail summaries by file error type and error codes that have been returned as a result of validating data files All errors and warnings where possible must be corrected in your student management system new AVETMISS data files created and added into AVS for validation Data cannot be submitted to a national collection if it contains errors If any files contain errors during validation the status will change to Error for those files In addition the Collection Processing screen will display a count of how many errors and warnings exist against each data file 1 Click on the Error in the Status column to view the summary of errors and warnings for that individual file type Collection Details Organisations Gro Y TYP VET Provider C
44. ot be blank Error 4612 Training Organisation Identifier and Name in combination do not match any RTO listed on T amp A E O Error 4613 Training Organisation Identifier must exist in the Training Organisation Delivery 22 Location file or the Program Completed file Error 4614 Training Organisation Type Identifier is invalid 22000 13 Error 4652 Address Location and Postcode in combination must match the postcode reference list Warning 4644 Training Organisation Name exists on the TGA list therefore the Training Organisation Identifier should match the RTO code onthe TGA list yn Warning 4645 Training Organisation Identifier should exist on the TGA list of RTOs Total Error Count The Collection Collection Error Groupings Error Summary screen displays Home History Processing Error Summary Error Groupings the different Organisation 2 Type VET AVETMISS Version 7 0 errors associated Year 2014 Period Start 01 Jan 2014 Period Annual Period End 31 Dec 2014 with that file NAT00010 Training Organisation Records per page 100 E Errors are sorted Error 3705 Postcode by code number So eseription Count m Invalid Postcode OSPC 8 and a description Invalid Postcode AbcD 1 Invalid Postcode 262 E indicates the Total Error Count 8 reason for the tS rt Detail Showing 1 to 12 of 12 record s l 1071 To obtain further information about an error click on the number
45. password and information Personal Details First name Client Lastname Support Email address Supporti ncveredu au Settings Records per page 0 z Download Format PDF D Attach summary report Yes No Receive system emails EI Yes No Include RTO name in Collection Processing Summary Report EI Yes No Organisation Details Organisation s Select an organisation D Phone number Select an Organisation first Position select an Organisation first AVETMISS validation software User guide From the Account Settings page you can update Personal details e first name e last name Settings e Records per page 10 to 100 This changes the number of records per page that you view in any one screen within AVS e Download format PDF or CSV Reports may be saved in PDF or CSV formats Select your preferred default format e Attach summary report Yes No Selecting Yes will attach a report in your nominated format CSV or PDF to the email notifactions of your validations e Receive system emails Yes No Selecting Yes will instruct AVS to send messages to your nominated email account Messages will still be availailable within AVS within the Home menu Selecting No will instruct AVS to only display messages within AVS and will not send an email e Include RTO name in the Collection Processing Summary Report Yes No Selecting Yes will instruct AVS to include your RTO s name
46. r the profile for your organisation This profile accuracy of data submitted to NCVER The Primary Contact includes a number of roles which can be a iii BEE assigned to staff within your organisation To access a detailed table outlining the various roles select the link to view AVS user roles This will bring up the following table Contact phone number AVS User Roles Maintain users Submit data to NCVER Validate data Primary The Primary Contact Contact is the key contact person for the organisation has the authoirty to perform all functions in AVS including creating other users Only one person within the organisation can be nominated as the primary contact Organisation he Organisation Administrator can maintain users for their Administrator training organisation Ak Data Submitter A Data Submitter can import validate export and submit data to es Yes NCVER on behalf of the training organisation Data Validator A Data Validator can import validate and export data but is not authorised to submit data to NCVER Once you understand the different user roles you can close the table and complete the NCVER submitter registration form You will only be given the option to assign the Primary Contact and Organisation Administrator on the registration form All other user roles can be assigned once you have logged in to AVS AVETMISS validation s
47. rs and warnings by file and field You can search filter through this document to find specific warning and or error details It describes the underlying business rules that trigger errors and warnings and shows the error and warning messages that are displayed To a report on the error and or warning messages received during a validating please see the following section Submission Files File Id File Name Records Warnings Errors Status NAT00010 Training Organisation 2 0 0 Validated NAT00020 Training Organisation Delivery Location 14 0 0 Validated NAT00030 Program 9 0 0 Validated NATO00060 Subject Un 0 0 Validated NAT00080 Client 7 0 1 Error NAT00085 Client Postal Details 7 0 0 Validated NATOO085A Client Postal Details 7 0 0 Validated NAT00090 Disability 2 0 0 Validated NATO00100 Prior Educational Achievement 3 0 0 Validated NAT00120 Enrolment 18 0 0 Validated NAT00130 Program Completed 4 0 0 Validated Export Summary Export Details Export AVS Rules AVETMISS validation software User guide Error reports At each level of viewing errors the option to produce an Error Summary or Error Details report exists These reports are for your information and contain the same information available on screen These reports may be helpful in identifying where errors occur in your student management system Collection Error Summary Home History Processing Error Summary Organisation Adrian s RTO 2 Type VET AVETMISS Version
48. stages Basic Validation Basic validation checks your AVETMISS files for correct file formatting Those checks are e Record lengths i e this is the minimum number of characters required for each line in the file e Mandatory fields i e that they are not blank e Validity of field types i e numbers characters Once basic validation is complete any formatting errors detected will be displayed in the Status column in AVS AVS will not proceed with full validation until all errors are corrected within your student management system new AVETMISS files created and those files uploaded into AVS and validated again In correcting errors you must ensure that e there are no short records e all mandatory fields contain data e there are no invalid characters If basic validation does not identify errors AVS will automatically move to Full Validation Full Validation Full validation checks against the rules outlined in the relevant AVETMIS Standard including e Determined data values against reference tables e Data ranges e File cross reference checks e Record sequencing and dependencies e Complex business rules e Rules with tolerances applied Again if errors are detected they must be corrected within your student management system new data files created uploaded and revalidated in AVS AVETMISS validation software User guide Start a new collection 1 To begin a new Validation click on Collections in the menu b
49. the submission that you wish to report on by clicking in the radio button next to the listed submission A list of available matches will be displayed 3 Select the fields you wish to match on by clicking the check box next to the each field For example in the Duplicate Enrolments reports you may want to match on Subject ID and Outcome ID National When generating the Duplicate Clients report you may want to match on Sex and Year Highest School Level and for the Duplicate Employers report you may want to match on Postcode and Employers Legal Name Once you have selected the fields for the duplicate report you wish to generate click the Generate and email report button 4 A dialog box will appear advising the report will be sent to your registered email address 5 Click OK Attention Required Report will be sent to your email address once generated ER 6 AVS will send the Duplicate report to your registered email address as a PDF attachment AVETMISS validation software User guide Data profile frequency report 1 Select Data Profile Frequency Report from the Reports menu The Data Profile Frequency Report page will be displayed Data Profile Frequency Report For Organisations RTO 6 STA 1 Home Profile Frequency Filter by Trading name Collection type All EN Year All Period Filter Submissions Organisation Date Type Period Type Year Status Adrian s STA 1 Wed 01 01 201
50. to supply your original data files and not use the Export function Note Programs that are not nationally recognised cannot have blank fields There is no nationally maintained register of classifications for these courses for auto population AVETMISS validation software User guide Preliminary checks Preliminary checks can be used when you need to validate data files but omit some of the validation rules You may use this feature when running an interim validation part way through a collection period You can select the following rules to omit All Collections e Omit data cross reference checks VET amp Vet in Schools Collections Only e Exclude all validations for NATOO030 e Exclude all validations for NATOO060 e Exclude all validations relating to Enrolment Activity End Date on NAT00120 e Exclude all validations relating to Enrolment Activity Start Date on NAT00120 e Exclude all validations relating to New Apprenticeships on NAT00120 e Exclude validations relating to Outcome Identifier National on NAT00120 How to use Preliminary Checks 1 At the Collection Processing screen after adding and uploading your files the Preliminary Checks button becomes active By default preliminary checks are set to Off To turn on preliminary checks click on the Preliminary checks button and the list of available exclusions become visible Click the check box of any exclusions you wish to apply Collection Processing Collection Det
51. tory Non state managed training All other training including enterprise and other privately funded training training paid for by the client and training funded and managed by the Commonwealth Table 1 How do register for the AVETMISS Validation Software You submit your validated data to your STA Self register You submit your validated data to your STA Self register NCVER register You submit your validated data directly to NCVER You submit all validated data to your STA You submit your state managed data to your STA and your non state managed data directly to NCVER Please note NSW QLD VIC and WA have their own validation software Please use their validation software to submit your data Please confirm with your STA that you can submit your data on non state managed training to them Self register NCVER register Please see our factsheet Where when and how to submit your AVETMISS data for more information on the AVETMISS data submission process elf Registration Register VER Personal Details Email Confirm Email as Adobe Reader text cannot be manupilated A CSV file will open in Microsoft Excel and content may be manulipated and saved as a text file e Attach summary report When validations are completed a report will be attached to the confirmation email in the format preference specified Yes is the default Receive system emails Yes No If you choose Yes de
52. tting started checklist available from the Help section of the AVS website http avs ncver edu au avs before reading this user guide AVETMISS validation software User guide System requirements The minimum client computer specifications are as follows Minimum Recommended 0 Operating system e Windows Vista XP 2000 Win 7 Windows 7 e MAC OSX 10 7 e MAC OSX 10 8 or later Memory mm 466 Ra e 100MB of free disk space e 500MB of free disk space Processor e acre processor OOOO O Browser Firefox e Latest version of Firefox Google Chrome e Latest version of Chrome Internet Explorer latest version Internet e e 100Mbs or faster Connection Related documentation NCVER has produced additional documentation to support you in using AVS available from the AVS home page Getting started checklist provides information on what you will need in order to use AVS successfully AVS Registration Quick Guide details how to register for AVS AVS Quick Guide guides users through the basic functionality of AVS Comparison PC to web outlines the key differences between the PC based validation software and web based AVS AVS User role description provides overview of the various user roles within AVS and their associated functionality AVETMISS validation software User guide Section 2 Registration If you are required to submit data to a state training authority under contractual obligations your STA will co
53. ual submitted Collection VET 19 Organisation 2 Fri 19 07 2013 09 12 VET Annual Validated Collection VET 19 For a more comprehensive look at collections please refer to the Collections section of this user guide AVETMISS validation software User guide Useful links At the bottom of the AVS home page there are a number of useful links for your convenience NCVER Tools support Policies Contact us Register AVETMISS compliance Data access Help Ability Conditions of use The Contact us link takes you to an NCVER Web page that contains support contact details including a hyperlink to AVETMISS support in your state or territory AVETMISS validation software User guide The Register link directs you to the Self Registration online form The AVETMISS Compliance link directs you to an NCVER web page containing FAQs on becoming AVETMISS compliant The Help link contains the AVS help resources From this screen you will be able to access relevant help materials The Data access link contains publications detailing NCVER protocols policies and procedures The Accessibility link takes you to an NCVER web page containing NCVER s Accessibility policy The Privacy link contains the NCVER privacy policy from the NCVER web site The Conditions of use link contains the standard NCVER conditions of use page on the NCVER web site e 8 Collections Collections Validation of your data files occurs in two
54. ul file validation From AVETMISS Validation Software Sent Fri 19 07 2013 12 05 Date Fri Jul 19 07 2013 12 05 CST z Subject AVETMISS Validation Software Successful file validation Please do not reply as this is an automated email m Dear TesterEleven The validation of your AVETMISS data files for Organisation 3 Ref1003 the VET Provider Collection 01 01 2012 31 12 2012 has been successful with the status Validated If this data is required to be submitted for a National Data Collection please ensure all of the files are sent to the appropriate reporting body or NCVER directly B Delete CD AVETMISS validation software User guide To Delete messages click the check box next to each message you wish to delete and click the Delete button AVETMISS Validation AVETMISS Validation Software Successful file Fri 19 07 2013 12 05 software validation showing 1 to 10 of 10 record s mE CO Back To return to the AVS home page click on the NCVER menu button or click Back Collections window The Collections summary window displays your most recent validations and their status You can also start a new collection from this window by clicking the New Collection button To view all collections click on the View All Collections link Collections d Ven Colection P Date Type Period Status Organisation 3 Fri 19 07 2013 16 23 VET Annual Error Collection ZVET 19 Organisation 1 Fri 19 07 2013 11 09 VET Ann
55. will be sent to your email address Success An email has been sent to your linked email account with instructions on resetting your password X 4 Click the Back button This will take you back to the Sign in screen 5 Retrieve your new temporary password from your email account and Sign in You will automatically be prompted to change your password Refer to Sign in section of this User Guide Note Passwords Password must be between 8 and 20 alpha numeric characters long You must use at least one alpha character and one number No upper case characters are required but they can be used AVETMISS validation software User guide Why doesn t the error report I exported reflect the changes I made to preliminary checks Error summary and error details reports will only reflect the most recently saved state of your collection i e your most recent validation If you add remove or make any changes to your preliminary checks settings you must validate again to save the new settings If you make a change to preliminary checks and attempt to export a summary or detail report without validating again a pop up screen will advise that your changes will not be retained Click Leave this page to export your report without changes Click Stay on this page to return to the Collection Processing screen where you can re validate with your new settings Why does only part of my training organisation name export in the file na

AVS user guide V2.2 - National Centre for Vocational Education

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