VETtrak 21.4.0 Release Notes - 11/01/2022

Version 21.4.0 is a major update from 21.3.x and includes database updates. If your VETtrak is locally installed, ensure you have a backup of your database before updating. If at all unsure please contact VETtrak Customer Support on 1800 838 872 or email support@vettrak.com.au.

A webinar recording covering the highlights of the 21.4 release is available here

Changes in 21.4.0.2 patch (23/02/2022)

Victoria superseded subject attended hours reporting

Changes have been made to allow Attended Hours to be reported for outcome 61 "Superseded subject" units in the NAT120 file in VIC from 2022. You can now record the "Superseded subject" result just like a Withdrawn result, which gives you the opportunity to enter the actual hours to be reported.
There are two ways you can record this result and enter the actual hours:
  1. Right-click an individual enrolled unit under a VIC enrolment and select "Withdraw unit/module". In the "Outcome (withdrawal type)" field, select the "Superseded subject" result. You can then enter the Finish date and the Actual Hours.
  2. Right-click a VIC enrolment and select "Bulk record results". If you select a Result Type of "Superseded subject", the "Hours (actual)" column will appear in the grid. This allows you to select multiple incomplete units to record the "Superseded subject" result against and enter the Actual Hours against each one.
The following changes have been made to the reporting of the NAT120 file in Generate State AVETMISS in VIC from 2022 to accommodate this:
  1. The actual hours will now be reported as the Attended Hours if the outcome is 61 (Superseded subject) or 40 (Withdrawn)
  2. A new claim exclusion option for "Superseded outcomes with 0 hours" has been added. If ticked, the claim exclusion code of "EXC" will be reported for any NAT120 record with an outcome of 61 and Actual Hours of 0
  3. A new warning The enrolled unit is superseded but the actual hours is 0 will be shown if the outcome is 61, the Actual Hours is 0, and claim exclusion option "Superseded outcomes with 0 hours" is not ticked

 Other changes:

  1. Client Unit of Study Wizard: An error has been fixed where the previously saved Remission reason (E446) was not displayed when editing.
  2. aNewSpring. Fixed a time zone issue with activity start dates when transferring results from aNewSpring.

 

Changes in 21.4.0.1 patch (2/02/2022)

  1. TAS AVETMISS changes.These changes have been made to AVETMISS reporting in TAS for reporting Not Yet Started program enrolments:
    1. Added a validation error to the NAT120 file when the program enrolment status is Not yet started (85) and the unit result is not Not yet started (85)
    2. Added a validation error to the NAT130 file when the program commencement date is empty
  2. VIC AVETMISS changes.These changes have been made to AVETMISS reporting in VIC:
    1. Changed the NAT120 file validation for 'workplace ABN missing' from an error to a warning
    2. Fixed an error that would occur during the generate state AVETMISS wizard when reporting continuing placements finishing in the past
  3. NSW ACE AVETMISS. Fixed an issue with results not reporting as continuing for activity marked as competent in a future reporting period for NSW ACE AVETMISS reporting.
  4. VSL - TCSI upload. Fixed an issue that would cause clients to appear in the TCSI upload wizard after deleting their course of study.
  5. TCSI - Test PRODA URL. The preconfigured test PRODA URL has been changed from "https://vnd.PRODA.humanservices.gov.au/" to "https://vnd.proda.humanservices.gov.au/" to fix a connection issue.
  6. Calendar manager - Online class link. Fixed an issue with the online class link not populating when editing a class in the calendar manager.
  7. Transfer enrolment. Fixed an error that would occur in the transfer enrolment wizard when using the ‘Create invoice and transfer any payments’ checkbox if the enrolment had no pricing items to invoice. Also, fixed an issue with the start and finish date filters not applying when typed.
  8. aNewSpring. Fixed a time zone issue with activity completion dates when transferring results from aNewSpring.
  9. Finance integration - MYOB. Fixed an issue checking MYOB account permissions in the finance payment import wizard that prevented the import of payments from MYOB.
  10.  

Changes in 21.4.0 Update (11/01/2022)

The most significant changes in VETtrak 21.4 are:

VIC AVETMISS 2022 reporting changes

  1. Specialisation. The Specialisation Name for an award can be reported in the NAT130 file in VIC from 2022. See below for more information.
  2. Commenced while at school. A new "Commenced while at school" field has been added to the AVETMISS page in VIC. This will be reported in the NAT130 file in VIC from 2022. This is the client's "at school" status at the time the enrolment commenced, and should not be changed for the duration of the enrolment even if the client's "at school" status changes. During the database upgrade, all existing enrolments will have this set from the client's "at school" status. When creating a new enrolment, this field will be set from the client's current "at school" status.
  3. Client tuition fee. The client tuition fee field in the NAT120 in VIC will now be reported as 0 if the outcome is 54 or 85 (this is in addition to the existing logic that also reports a 0 client tuition fee if the outcome 53 or 60, or if there's a fee waiver).
  4. ERA claim exclusion. The "Exclude from reapportioning" (ERA) claim exclusion code is no longer valid from 2022. This option will no longer appear in the list for an enrolment that starts in 2022 or later, and will produce a validation error if it was selected for such an enrolment.
  5. Commencing program cohort identifier. An empty field has been added to the NAT130 file for the Commencing Program Cohort Identifier for future use. This field has not yet been defined by SVTS.
  6. Workplace ABN. You can now use placements in VETtrak to report the Workplace ABN for workplace-based delivery, or generate the special units for reporting practical placements. See below for more information.

Changes for reporting Workplace-based delivery or Practical placements in VIC

Changes in Victoria for 2022 mean that an ABN must be reported for all workplace-based delivery or practical placements. This could previously be accomplished in VETtrak by assigning an Employer to the "Workplace employer" field on the enrolment. You can still use the Workplace employer field to report an ABN for workplace-based delivery, but using this field will report the ABN of the employer assigned to this field for all units in the enrolment.

If you need to manage individual unit workplace-based delivery, or report practical placements, you can do so using the updated Placement functionality instead.

To report different Workplace ABNs for different units using the Placements feature:

  1. When a placement is linked to an enrolment, the Placement wizard now shows a second page allowing you to select which units in the enrolment are associated with the placement.
  2. Alternatively, you can turn on the new Placement column in the Enrolment Results wizard and select a placement (from a list of those that are linked to the enrolment) for each unit in that wizard.
  3. The "Workplace ABN" of enrolled units linked to a placement will be reported in the VIC AVETMISS NAT120 file as the ABN of the "Host employer" selected on the placement (this takes precedent over any "Workplace employer" that may be selected on the enrolment).
  4. You can have multiple placements linked to the same enrolment, linked to different units, allowing you to report different Workplace ABNs for different units in the enrolment. However, each enrolled unit can only be linked to one placement. VIC advises to report the predominant Workplace ABN for each unit.

In addition, VETtrak also now allows easier reporting of program-based practical placements as additional entries in the NAT120 file in VIC from 2022, using the special unit codes PRAC000001 or PRAC000002, by using the Placements feature. This should be used when the program requires a practical placement, that is not specific to any particular units.

  1. Placements have a new "This is a program-based practical placement" tickbox. If this is ticked, and the placement is linked to a VIC state-reportable enrolment, the Placement wizard will indicate that the placement will be reported in AVETMISS. This will trigger extra validation rules, that the new "Result type" must be entered, and the "Host employer" must have an ABN entered.
  2. The new "Result type" field in placements is only mandatory and only limited to outcomes 70, 81, 82 or 85 for placements that will be reported in VIC AVETMISS.
  3. Placements have a new "Total scheduled hours" field. During the database upgrade, and when adding a new placement, this will default to the number of full weeks between the placement start and finish dates, multiplied by the "Hours per week". This will be reported as the hours in the NAT120 when the placement is reported in VIC AVETMISS.
  4. The new "Placement arranged by student" tickbox will determine which unit code is reported in the NAT120 if this placement is reported in VIC AVETMISS.
  5. VIC AVETMISS generations from 2022 will include an additional NAT120 entry for each placement that is in the reporting period with "This is a program-based practical placement" ticked and is linked to a VIC state-reportable enrolment. The NAT120 record will contain:
    1. Unit code of "PRAC000001" if "Placement arranged by student" is unticked, or "PRAC000002" if "Placement arranged by student" is ticked (with a NAT60 entry generated for it if needed, you do not need to set these up as actual units in VETtrak).
    2. Delivery Mode will be reported as "NNN".
    3. Delivery Provider ABN will be reported as empty.
    4. Location and Workplace ABN will be reported from the Host Employer on the placement (with a NAT20 entry generated for the host employer's address if needed).
    5. Start Date, End Date, Scheduled Hours and Result Type will be reported from the placement, and a new VIC enrolment identifier will be generated for it.
    6. All other NAT120 fields will come from the enrolment linked to the placement.
  6. Note you can report multiple placements for a VIC program enrolment (even with different host employers) by creating multiple placements and linking them to the VIC reportable enrolment.
  7. Only Placements assigned to enrolments will be used for Placement reporting. Placements assigned to a contract will be ignored.
  8. You must not use this feature on any existing enrolments where you're already reporting a practical placement by manually entering and reporting a PRAC000001 or PRAC000002 unit. You should use placements for this reporting on new enrolments going forward.

NSW reporting changes

  1. ACE reporting. NSW ACE reporting support has been added. Various ACE NSW state funding sources have been added. Ticking the new "NSW ACE reporting" tickbox in the Generate State AVETMISS wizard for NSW will produce AVETMISS files for ACE reporting. These files don't apply any of the NSW Smart and Skilled rules, instead they include all state and nationally-reportable enrolments in NSW. A "Fee exemption" field has been added to the NSW AVETMISS page in the Enrolment wizard for use with ACE reporting - this is only reported for NSW enrolments when performing an ACE generation.
  2. NSW Smart and Skilled Provider Calculator fields. The new option 6 "Certificate IV or above with Acquired Disability" has been added to the Highest Post School Qualification field. Fee or Waiver Codes W281, W302, W321, W341 and W381 have been added.

Specialisations

Although specialisations are only reported in VIC from 2022, they are available for use by all users.

  1. Configuration. In the Configuration Manager, use the new Specialisations node to add, edit and delete specialisations.
  2. Qualifications. You can assign a Specialisation to a qualification/course. This will be used as the default specialisation when you create a new enrolment and select that qualification/course. This is useful if you're already using multiple qualifications with the "Report as qualification" option to model different specialisations.
  3. Enrolments. You can assign a Specialisation to occurrences and enrolments.
  4. Awards. You can assign a Specialisation to awards. This may be useful to use in award reports. When creating an award for an enrolment, the specialisation will be defaulted from the enrolment. The specialisation that is selected on the award will be reported in the NAT130 file in VIC from 2022.

Placement improvements

The changes to placements as described in the VIC AVETMISS section are also available for optional use by all users, including:

  1. For a placement that is linked to an enrolment, the ability to link the placement to units in the enrolment.
  2. New Total Scheduled Hours, Result Type and Placement Arranged By Student fields on the placement. The Result Type will also be shown in placement tree nodes.

Transferring payments when transferring enrolments

When transferring an enrolment, an invoice will be created for the new enrolment and any payments made against invoices for the old enrolment, will be transferred to the invoice for the new enrolment.

Report Filename Templates

In the Configuration manager, a new category of merge templates has been created for report filenames.
The user has the option of using a report filename template, to specify the name of report files generated when creating bulk reports in the Bulk Run Reports wizette.

Classes

  1. Custom fields. Custom fields can now be added to classes in the Class wizard.
  2. An error where the current number of clients in a class was not cleared when duplicating a class (either directly or as part of duplicating an occurrence), has been fixed.
  3. An issue that could cause the current number of clients to be incorrect in a new class created by duplicating an existing class (either directly or as part of duplicating an occurrence), has been fixed
  4. In the Occurrence Class Add Clients wizard, an enrolment status column has been added.
  5. A new checkbox has been added to the Class type wizard to allow the user to control showing (or not) a class's location, in the Student Portal

Data Insights

  1. Custom fields. Custom fields can now be displayed for Awards, Classes, Invoices, Qualifications and Units..
  2. Client Employment. For the client employment table, the field, Employee code, has been renamed as Employee number, to match the label for this field in the Client Employment wizette.

Finance Integration

  1. An error when deleting a price type which is linked to a finance item, has been fixed.
  2. An error when deleting a payment type which is linked to a finance account, has been fixed.
  3. An error where saving a new price type does not save the link to a selected finance item, has been fixed.
  4. An error where saving a new payment type does not save the link to a selected finance account, has been fixed.

Other changes

  1. Prevent Ezidebit client from changing frequency. A new "Allow clients to customise frequency" tickbox has been added to the Payment Plan Provider configuration wizard for Ezidebit. This is ticked by default, but if it is unticked, VETtrak will include an additional parameter in any new Ezidebit eDDR URLs to prevent the client from being able to change the payment frequency on the eDDR form.
  2. Log into aNewSpring. The Log into aNewSpring function will now prevent the login if you are using aNewSpring Essentials, as Essentials does not support Single Sign-on.
  3. Unit AVETMISS generation log. An error that occurs when opening the AVETMISS Generation Log wizard for an enrolled unit has been fixed.
  4. Client enrolment grid. Agency and Commission rule have been added as optional fields to the client enrolment grid in the Client manager.
  5. Public Holidays. Public holidays have been added for 2022.
  6. Paying invoices. The Pay now menu item for an invoice is now controlled by a security entity: Finance > Payments > Enable credit card payments within VETtrak.
  7. Tasmanian state funding sources. The list of Tasmanian state funding sources has been updated to comply with 2022 requirements.
  8. Progress Portal. For the Progress Portal, a new concept type entity has been added to the Security Manager for Employee occurrence enrolment.
  9. Clearing unit result. In the Enrolment Results wizard, when an existing enrolled unit with an incomplete result has its result type, start and finish dates manually cleared, the finish date will now be cleared and the result reset date will be set to be consistent with the behaviour of Reset unit/module result.
  10. Digital credentials - Live Acclaim API URL. The preconfigured live Acclaim API URL has been changed from "https://youracclaim.com" to "https://api.credly.com/v1/" to comply with changes by the API provider.

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