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What is PIR Reporting?

The Provider Information Request (PIR) is a request for information which is undertaken to ensure key data is available on all higher education providers to help inform TEQSA’s risk-based approach to regulation of the sector. This information will be used to minimise the reporting burden on providers associated with regulatory processes, such as a renewal of registration.

In this reporting framework, both Student and Staff data should be reported in 5 separate reports as below:

Report NameReport AliasDescription
Course of StudyPCOContains information on all courses to be provided for a reporting year
StudentPSDAll domestic, overseas, onshore and offshore students enrolled in or undertaking a course of study leading to a higher education award of the organisation
Past Course CompletionsPPSContains information about all courses completed by domestic and overseas students undertaking a course leading to an organisation's higher education award
StaffPSFAll current academic staff information
Half Year Load EstimatesPLEReporting of preliminary EFTSL data. The data reported should include students enrolled between 1 January and 30 June of the reporting year

Prior to this, you may also wish to visit the following resources to learn more about the reporting:

HEPCAT is the official application provided for approved higher education and VET providers to use in order to prepare, validate and submit data to HEIMS. Learn more about HEPCAT.

To understand further about the detail reporting scope and file structure of each individual reports, browse to the official HEIMS site and click on the latest format released for the current year

Data Preparation & Report ConfigurationReport GenerationReport SubmissionFAQ

Once you have understand the reporting requirement and data format, you can proceed with the Data Preparation & Report Configuration

Steps - Data Preparation & Report Configuration
  • RIO Education consists of all the fields required specified in the reporting structure
  • User will need to ensure that these fields are being populated with the correct value. Values can be directly populates into the reporting fields, or mirrored from an existing fields during the entries
  • Reports will need some configuration to ensure data is being extracted from the right sources. This is important if users are implementing RIO Education on top of an existing Salesforce Instance

Please contact WDCi to understand further about the data preparation and report configuration process in Rio Education

Once the TEQSA PIR report data mapping and configuration have been done, you may follow the steps below to generate the report:

Steps - Report Generation

Go to the Reporting App

Select the TEQSA PIR report export record

Ensure the following information is valid (by following the reporting guideline in HEIMS official site):

  • Report Version: latest report version
  • Reporting Year: Current reporting year
  • Reporting Period: Always set to 1
  • From and To date

Change the Report generation status to “Queue” and save the record

The report generation process will now be queued. The duration of generation will depends on the volume of data.

Once completed, the status will changed to:

  • Completed: If all reports have been generated successfully
  • Partial Completed: some of the reports have not been generated due to some unforeseen issue
  • Failed: All reports are failed to be generated

User can scroll to the Log Message to understand the generated status for each of the reports

For successful generation, the report will be output as a flat file compliance with HEIMS format requirement under the attachment section

Once you have the correctly formatted flat files ready, you can now utilise the reporting toolkit HEPCAT provided by HEIMS and proceed to validating and submitting the reports. In shorts, you may need to go through the following processes

Steps - Report Submission
  • Validation with HEPCAT: This is the stage of verifying any data issue. User may fix any data issue discovered and regenerate again using the reporting export engine
  • Submission with HEPCAT: Once the files are being validated, user can then submit the reports in HEPCAT
  • Verifying with HEIMS: Once the submitted reports are being received by HEIMS, they will proceed with some verification processes, ie cross checking against the past year’s submission to ensure data consistency. User will liaise with HEIMS directly for any discrepancy found

How to regenerate the report?


1. Go to the Reporting Export record again

2. Change the status from Completed/Partially Completed to Queue

By doing so:

  • Previous Level value will be reset
  • Previous Log Message value will be reset
  • Previous Notes & Attachments record will be removed

3. Wait for the generation will be completed



The information is accurate at the time this article were posted. It is the responsible of the user to ensure the data configuration is up to date with the latest configuration/requirement posted in the Official HEIMS website

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