Education providers in Australia are obligated to ensure their student data is consistent and accurate for their compliance reporting. This includes their FEE-Help reporting, Provider Information Request (PIR) reporting, Australian Vocational Education and Training Management Information Statistical Standard (AVETMISS) reporting etc.
However, some education providers face a common challenge in reporting – a lack of data readiness. This occurs during the report submission period where most of the time data is incomplete or inaccurate.
The above timeline explains how easy it is for education providers to fall into the last-minute-reporting-stress category.
Some education providers choose to collect minimal student data during application and enrollment. This ensures that the enrollment process is simple for the students. Unfortunately, when the reporting period approaches, student data is deemed insufficient. Therefore, there is a need to collect the remaining student data in a very short timeframe. This can lead to data inaccuracy.
While there is no full-proof method that can eliminate the data issues 100% – we can reduce some of the issues instead.
The below methods have been broken down into different levels. Level 1 being the least complex approach and Level 5 being the most complex approach.
Education providers are required to submit text-position file. This means that all data must adhere to the specific character limits of each column. This is where Salesforce field type and length can control the data length captured from the users.
Apart from character limits – correct starting positions of each columns, desired output values and formats are also important. This is covered by RIO Education’s reporting engine, which has metadata that specifies and converts the starting positions, output value and format.
Certain levels of warnings to alert the user on data inconsistencies within the student record in RIO Education – Salesforce. This can preempt the users to fix the data before the actual reporting date.
A configuration to set reminders for the student to provide/fix their own details. This is done by a pop-up window (if student is given access to the student community) to correctly fill in their details or email. This will alert the student to update their details accordingly before the actual reporting date.
The final level of reporting validation is where all the errors found are listed before information can be downloaded for submission. Users will be able to identify what needs to be fixed before submissions, in order to reduce the number of submission errors.
Stay tuned for more details regarding each of the levels above.
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