Creating and Managing Offerings - TAFE NSW · 4. Module 1: Introduction to Offerings 4.1 Context This module will provide an overview of Offerings in Client and the processes related

DRAFT

Creating and Managing Offerings

TAFE-SALM06

USER GUIDE

2.0

1

Version Number 1

NSW DEPARTMENT OF EDUCATION AND COMMUNITIES V1.0 WWW.DEC.NSW.GOV.AU 2

1. Table of Contents

1. Table of Contents ......................................................................................................... 2

2. Introduction .................................................................................................................. 7

2.1 Context ................................................................................................................... 7

2.2 Course Objectives................................................................................................... 7

3. Glossary of Terms ....................................................................................................... 8

4. Module 1: Introduction to Offerings ......................................................................... 11

4.1 Context ................................................................................................................. 11

4.2 Module Objectives ................................................................................................ 11

4.3 Introduction ........................................................................................................... 11

4.4 Key Benefits and Changes .................................................................................... 12

4.5 Educational Planning ............................................................................................ 12

5. Module 2: Creating a Course Offering ...................................................................... 14

5.1 Context ................................................................................................................. 14


5.3 Setting up Products and Offerings in ebs .............................................................. 14

5.4 Creating a Course Offering ................................................................................... 16

When does a Course Offering need to be created? ........................................................ 16

Pre-Requisites to creating a Course Offering .................................................................. 16

Creating a Course Offering .............................................................................................. 18

Key fields in the Offering Tab ........................................................................................... 23

5.5 Offering Types ...................................................................................................... 28

Offering Types .................................................................................................................. 28

VET FEE-HELP / FEE-HELP ........................................................................................... 29

Fee for Service ................................................................................................................. 30

TAFE NSW FEE ............................................................................................................... 31

Sponsored ........................................................................................................................ 31

TVET ................................................................................................................................ 32

5.6 Attaching Fees to a Course Offering ..................................................................... 33

5.7 Marketing .............................................................................................................. 35

Product Marketing Tab and TAFE NSW Website ............................................................ 36

Offering Marketing Tab and TAFE NSW Website ........................................................... 39

5.8 Enrolment Methods ............................................................................................... 43

Creating a Course Offering for Registration of Interest ................................................... 45

Creating a Course Offering for Applications .................................................................... 46

Creating a Course Offering for Enrolment ....................................................................... 48


5.9 Admissions Process .............................................................................................. 49

Maximum Places and Over Enrol Action ......................................................................... 49

Assessing Learners against Course Requirements and answers to application questions

...................................................................................................................................................... 50

Viability of Offering ........................................................................................................... 53

5.10 Performance Support Material .............................................................................. 55

6. Module 3: Creating a Unit Offering ........................................................................... 56

6.1 Context ................................................................................................................. 56


6.3 Creating a Unit Offering ........................................................................................ 56

Why and when does a Unit Offering need to be created? ............................................... 56

Pre-Requisites to creating a Unit Offering ....................................................................... 57

Creating a Unit Offering ................................................................................................... 57

Key fields in the Offering Tab for Unit Offerings .............................................................. 61

6.4 Creating Assessment Events and Generating a Student Assessment Guide report

63

Creating Assessment Events ........................................................................................... 63

Generating a Student Assessment Guide (SAG) Report ................................................. 65

6.5 Creating a teaching matrix .................................................................................... 67

6.6 Creating Learner Groups ...................................................................................... 70

6.7 Timetabling and Scheduling .................................................................................. 72


7. Module 4: Creating a Learning Plan Template ......................................................... 74

7.1 Context ................................................................................................................. 74


7.3 Creating a Learning Plan Template ....................................................................... 74

Linking in ebs ................................................................................................................... 74

Linking Unit Offerings to a Course Offering to form a Learning Plan Template .............. 75

Units from anywhere ........................................................................................................ 79

7.4 Validate Learning Pathway ................................................................................... 81


8. Module 5: Applying for Scope and Approving an Offering ..................................... 85

8.1 Context ................................................................................................................. 85


8.3 Scope of Registration ............................................................................................ 85

8.4 Approving an Offering ........................................................................................... 87

Note for EPIC/EBESS Users ........................................................................................... 88

9. Module 6: Creating a Training and Assessment Strategy Report .......................... 89


9.1 Context ................................................................................................................. 89

9.2 Objectives ............................................................................................................. 89

9.3 Background........................................................................................................... 89

9.4 The Training and Assessment Strategy Report ..................................................... 89

9.5 Sections of the TAS Report ................................................................................... 90

General Information ......................................................................................................... 91

Units Selected for Completion of Qualification ................................................................ 91

Staffing ............................................................................................................................. 92

Additional Delivery Information ........................................................................................ 92

Approval and Signature Fields ......................................................................................... 93

9.6 Generating a TAS Report for Approved Courses .................................................. 93

9.7 Generating a TAS Report for Unapproved Courses .............................................. 95

10. Module 7: Cloning an Offering .................................................................................. 98

10.1 Context ................................................................................................................. 98


10.3 Cloning Offerings .................................................................................................. 98

10.4 Performance Support Material ............................................................................ 103

11. Module 8: Managing Offerings ................................................................................ 104

11.1 Context ............................................................................................................... 104

11.2 Module Objectives .............................................................................................. 104

11.3 Impacts of Making Changes to Course Offerings ................................................ 104

Before the Offering has an Approved status .................................................................. 104

After the Offering has an Approved Status .................................................................... 105

Before Enrolment of Learners ........................................................................................ 105

After Enrolment of Learners ........................................................................................... 105

Other Statuses ............................................................................................................... 107

11.4 Introduction to the Product Manager ................................................................... 108

The Product Manager Layout ........................................................................................ 109

Using the Product Manager Grids .................................................................................. 109

11.5 The Ribbon Toolbar ............................................................................................ 111

11.6 Bulk Editing Products .......................................................................................... 112

The Flood Fill Process ................................................................................................... 113

Deleting an Offering ....................................................................................................... 115

11.7 Reporting ............................................................................................................ 116

Using the Product Manager Condition Builder to Generate Reports ............................. 117

11.8 Performance Support Material ............................................................................ 119

12. Course Summary ..................................................................................................... 119

12.1 Course Summary ................................................................................................ 119


13. Appendix .................................................................................................................. 120

13.1 Appendix 1: Product Code Naming Convention .................................................. 120

Product Code Naming Convention ................................................................................ 120

Award Code and Award Ruleset Naming Convention ................................................... 122

13.2 Appendix 2: Field Descriptions ............................................................................ 123

Offering Tab ................................................................................................................... 123

Application Tab .............................................................................................................. 128

Marketing Tab ................................................................................................................ 129

13.3 Appendix 3: Fields that are copied from the Product when creating an Offering .. 131

Cascading from the Product level at the point of Offering creation ............................... 131

13.4 Appendix 4: Summary of fields in the Offering tab relevant for Course or Unit

Offerings ........................................................................................................................ 132

Summary of Fields in the Offering Tab relevant for Course and Unit Offerings ............ 132

13.5 Appendix 5: Training Package Products Process ................................................ 133

Training Package Products Process .............................................................................. 133

13.6 Appendix 6: Sample Student Assessment Guide (SAG) Report .......................... 135

Sample SAG Report ....................................................................................................... 135

13.7 Appendix 7: Sample Training and Assessment Strategy (TAS) Report ............... 137

Sample TAS Report ....................................................................................................... 137

13.8 Appendix 8: Using the Custom Filter icon in the Product Ribbon......................... 139

13.9 Appendix 9: Generating a Course Structure and Completions Report ................. 141

13.10 Appendix 10: Sample Course Structure and Completions Report: CHC30113-

01V01 145

Sample Course Structure and Completions Report for CHC30113-01V01 ................... 145

13.11 Appendix 11: Changes to eScope ................................................................... 147

1. The ESCOPE Application ................................................................................... 147

2. Escope Changes ................................................................................................. 147

3. Key Screen Changes .......................................................................................... 149

3.1.1. Application Log in ........................................................................................... 149

3.1.2 New Request ..................................................................................................... 149

3.1.3 Product Lookup ................................................................................................ 150

3.1.4 New Request – Select Next Recipient ............................................................ 151

3.1.5 Add Units to Full Scope – New Feature ......................................................... 151

3.1.6 Copy/Re-Submit Unsent Requests ................................................................. 152

13.12 Appendix 12: TAFE NSW Website (HOWEX) Display Rules ........................... 154



2. Introduction

2.1 Context

This User Guide has been designed to provide you with the information required to

understand how to manage Course Products in Client.

This training course requires knowledge on basic Client functionality and terminology as well

as some knowledge of Products.

These topics are covered in:

TAFE-SALM01 – Introduction to the TAFE SALM system

TAFE-SALM03 – Introduction to Products and Offerings

2.2 Course Objectives

Having completed this course, you will be able to:

explain the education planning process

understand the importance of accurate Offering creation

create a Course Offering

create a Unit Offering

attach Unit Offerings to a Course Offering and form a learning plan template

create a teaching matrix

create a TAS and SAG report

market a Course Offering

explain the impacts of making changes to Offerings in ebs

bulk edit Offerings.


3. Glossary of Terms

Standard Term Definition

Award The qualification that the learner intends to achieve after

completion of all relevant units such as a Certificate IV or a

Statement of Attainment.

Calendar Occurrence Code Calendar occurrence is a time-based categorisation code that

defines the start dates and end dates of a Product Offering.

When combined with a Product code, it is used to help

uniquely identify a product offering. It indicates the academic

year and location that a Product Offering will occur. The Cal

Occ will be defined in reference data with the format YYENR-

NNN (YearLocation-Sequence Number).

Course A program of study made up of Groups and Units, which

when completed leads to an Award. It is the only type to

which an Award can be attached.

Course Offering Created from a course product, it defines a Course Product’s

intended delivery strategy. It also includes the location, dates,

fees, marketing, delivery mode and timetable. Unit Offerings

are linked to Course Offerings which create the learning plan

for a particular Offering.

Group A Product type that helps with the creation and application of

award structure and completion requirements.

Links A link is created between two Products or Offerings and it

describes the relationship between them. Links are used to

establish a product hierarchy. They are also used to define

learning plan templates. There are different types of links

indicating the relationship of the objects (Parent, Child, Pre-

requisite, and Co-requisite). The most common links are

between Courses, Groups and Units.

Master Reference Data Allows customisations to categorisation codes and fee

management. Has significant impact on reporting and data

quality.

Offering An Offering is used to describe the delivery of TAFE NSW’s

items of curriculum. It describes the where, when and how of



curriculum items. Product Offerings are created from

Products. They can include elements such as the location of

delivery, date of delivery, mode of delivery and mode of

attendance of a product. Unit Offerings would also include

assessment events.

Offering Code A unique code, similar to that in MEVI which identifies an

Offering.

Product A Product is used to collectively describe all of TAFE NSW’s

items of curriculum such as courses, units, groups and

training packages. Products must be set up in order for

enrolments to occur, fees to be linked and for awards,

assessments and timetables to be created. Products are

uniquely identified in ebs by a Product Code and are used

both for delivery and administrative functions.

Product Code A code which uniquely identifies each Product in ebs. All

Products have naming conventions in order to ensure each is

unique for reporting across all instances.

Product Manager An ebs tool which enables users to search for, view and bulk

edit products, Product Offerings and related fees and

assessments, through the use of the Condition Builder search

function.

Product Search The Product Search functionality allows users to search for

existing Product items (such as courses, groups and units)

using a variety of criteria to filter Product items. It is also from

here that new Products and Product offerings can be created.

Rule Set The set of rules which must be met for completion of an

Award. Rulesets are used for versioning when changes are

made to a course product.

Unit A type of Product. Units are unique as they can have different

progress codes, start dates and end dates. Units are

individual subjects/ modules that learners will take to

complete an award. This is the only Product type from which

assessments can be created.

Unit Offering Created from a Unit Product, it describes a Unit Product’s

delivery. Assessments are attached to Unit Offerings which



roll up to a Unit result which contribute to the completion of an

Award for a Course Offering. Units are the individual subjects

that learners complete each semester.


4. Module 1: Introduction to

Offerings

4.1 Context

This module will provide an overview of Offerings in Client and the processes related to

Course Product creation.

4.2 Module Objectives

Having completed this module, you will be able to:

explain an Offering

explain the key benefits and changes introduced by the ebs platform for Course

Offering management

understand the importance of maintaining accurate Offerings

4.3 Introduction

From the TAFE-SALM03 Introduction to Products and Offerings training, a Product is an

entity used to collectively describe TAFE NSW’s curriculum items such as courses, units and

groups. Products are an entity for administration and reporting for TAFE NSW. Offerings are

created from Products to form the delivery plan of TAFE NSW’s items of curriculum. They

describe the when, where and how of curriculum items. In legacy systems, Products were

accessed in CIDO.

Offerings are crucial elements within ebs as key functions of TAFE NSW such as learner

fees, timetabling, enrolments and assessments are all tied to Offerings. If an Offering is

incorrectly set up or incorrectly managed, some functionality within ebs may not work.

Course Offerings are created as the entities for marketing, registration of interest,

application, and enrolment of Courses. In legacy systems, they were created in MEVI.

Unit Offerings are created as the entities for assessments and delivery of Units. Unit

Offerings in ebs are equivalent to the CLAMS Rollbooks to record assessment results.


4.4 Key Benefits and Changes

Offerings in ebs are similar to what was managed in MEVI and ECRI, while the breakdown

of Course Offerings and Unit Offerings are similar to what was shown in SIS. One of the key

benefits of the LMBR reform is the simplification of educational delivery with capability from

systems such as CLAMS, CIS, CIDO, MEVI, ECRI and SIS all managed in ebs.

The reform provides TAFE NSW with a number of key benefits and changes including:

ability to start planning earlier through entering draft data in the system prior to the

enrolment Product/proposal being made available/published

ability to build a Product through the planning process using existing data; i.e. staff to

only provide data once

staff will need to manually create Unit Offerings for each unit (CLAMS Assessments)

offering approval process replaces the Authority to Run (ATR) process

marketing is now sourced in ebs with single data entry into one system

ability to have synchronised data across TAFE NSW and local Institute websites

only Products with active Offerings will be marketed on websites

ability to specify marketing period and enrolment dates

broader and less restricted system access with increased reliance on business

processes

ability to add and modify fees at both Course and Unit Offering level

increased visibility of information within an Institute of Product and Offering data

create Offerings that allows learners to apply online.

4.5 Educational Planning

The steps below present a simplified Plan Training Delivery process flow relating to Client in

the creation of Course Offerings for a Training Package Product. These steps can also be

applied for Non-Nationally Recognised and Higher Education Products. The modules of this

training will be based on this process.



5. Module 2: Creating a Course

Offering

5.1 Context

This module explains how to create a Course Offering. Information will also be provided for

different Offering types, enrolment options and admission.




distinguish the different types of Offerings

explain the impact of marketing in ebs

create a Course Offering for enrolment, registration of interest or applications

recognise the tools available for viability assessment of an Offering.

5.3 Setting up Products and Offerings in ebs

Offerings are created from Products. The ebs system steps involved in setting up a Course

to be offered to learners follow a six-step process outlined in the diagram below.

1. Create the Course Product

2. Create the Unit and Group Products

3. Link the Products to create the Course structure

4. Create Course Offerings

5. Create Unit Offerings

6. Link the Course and Unit Offerings


Note: There are other TAFE NSW processes and approvals that need to be followed prior to

creating Products or Offerings.

TAFE-SALM05 – Creating Products – NNR and RTO Skillset Products and TAFE-

SALM23 – Creating Products – Accredited, Training Package and Higher Education

Products will cover steps 1 to 3.

TAFE-SALM06 – Creating and Managing Offerings will cover steps 4 to 6.

In ebs, information and associated elements can be completed or created at either the

Product level or the Offering level. Any information that sits under the Offerings icon is

known as the Offering level. Conversely, any information that sits above the Offerings icon is

known as the Product level.

Every Product in ebs is uniquely identified by a Product Code. The Product Codes are

different from the TAFE Course number and are based on the National Code for

training.gov.au (TGA) Qualifications and Units. The Product Codes for Training Package

Qualification Course Products will also have a sequence number to indicate different

pathways and/or specialisations for the same National Code.

Please refer to Appendix 1 for a full list of the Product Code Naming Conventions for each

different Product Type and Sub-type.


5.4 Creating a Course Offering

When does a Course Offering need to be created?

New Course Offerings are to cater for different:

learning plans for a Course Offering

fee variations for a Course Offering

date and time periods for a Course Offering

enrolment locations or ownership (teaching section) of a Course Offering

award outcomes

stages, groups or cohorts of learners.

Pre-Requisites to creating a Course Offering

When a Course Offering is first created, it is created with the status of “Draft” before going

through business approval processes. Prior to creating a new Course Offering, staff should

check the following to ensure the Course Product is ready to be offered:

The Product is ready to be offered. This can be determined by checking the Product

Status of the Product from which the Offering will be created. Below is a table which

summarises the Product Statuses.

Product Status Can Offering be set to a status of

Approved? (Y/N)

CURRENT Y

DELETED Y

DRAFT N

OBSOLETE N

PENDING N

SUPERSEDED Y – only in exceptional circumstances,

provided the end date of the Offering occurs before the end date of the Product

TEACHOUT Y – only in exceptional circumstances,

provided the end date of the Offering occurs before the end date of the Product

TGAREF N

Scope for Nationally recognised Products has been applied for or approved. If the

Scope Value field is not ‘A’ or ‘P’, an Offering cannot have a status of ‘Approved’.


Only an Offering with the status of ‘Approved’ can be marketed, have applications and

enrolments occur and be published on Institute and TAFE NSW websites

Local business rules and ASQA requirements must be followed prior to creating an

Offering for a Product with a ‘SUPERSEDED’ or ‘TEACHOUT’ status.

Note: Non-Nationally Recognised Offerings (NNR) and RTO Skillset Course Products do not

require scope application or approval to have an Offering status of ‘Approved’. Units

attached to RTO Skillset Course Products will require scope of registration.

Application questions (if any) have been created at the Product level.

Fee types have been created.

The relevant Award(s) have been attached for NNR and RTO Skillset Products.

For a VET FEE-HELP Course Offering

Course Product needs to be listed on the VET FEE-HELP approved register.

The VET FEE-HELP checkbox is ticked in the Product’s Classifications tab.

For a FEE-HELP Course Offering

Course Product needs to be listed on the FEE-HELP approved register.

The FEE-HELP checkbox is ticked in the Product’s Classifications tab.

For a TVET Course Offering

Course Product needs to be listed on the TVET approved register.

The TVET checkbox is ticked in the Product’s Classifications tab.

Please refer to TAFE-SALM22 Managing Learner Cohorts for further information on

setting Offerings for these Learner Cohorts.

Staff will also need to check if the Course Product’s Release Number field matches what is

displayed on the training.gov.au website. If there is an update to a Training Package

Qualification, Central will review the changes and version increment if necessary. If there are

no changes required, Central will update the Release Number field to reflect the

training.gov.au release number. If the Release Number does not match the training.gov.au

website:

check if the incorrect version of the Course Product is being used. Check the version

number at the end of each Product Code (for example, “CHC30113-01V02”) and


conduct a Product search with another version to see if the Product exists (for

example, search “CHC30113-01V03”). If it does not exist, then;

the Training Package Qualification has not been reviewed by Central.

Creating a Course Offering

The following is an overview of how to create a Course Offering from the Client Home Page.

1. Launch Product Search from the Client Start Ribbon

2. Search for the Course Product, from which the Offering will be created, in the

Product Search screen.


Select ‘Course’ from the Product Type drop-down to ensure only Course Products are

displayed. Double click on the relevant search result to open the Product in Product Details.

Note: The Product Manager can also be used to search for the relevant Product.

3. Double click on the relevant Product in the search results panel.

4. Select the Offerings icon

5. Choose from the following:

a. Right-click the Offerings icon on the navigation tree and click ‘Add’ OR

b. Click ‘Add’ on the Product Ribbon


A pop-up will display.

6. Select Yes.

A New Record will be opened, allowing you to complete the relevant fields to create the

Course Offering.

7. Complete the relevant fields to create the Course Offering.

Client mandatory fields will be marked as Required with an orange border around the

relevant fields. Once these ebs Client mandatory fields are completed, staff are able to Save

the Offering with a status of ‘Draft’ allowing them to return to Offering creation at a later time.


Some fields will automatically pre-populate and copy down based on information entered at

the Product level. In ebs, this is known as ‘cascading down’. In the screenshot above, it can

be seen that the following fields have been pre-populated:

Product Code

Intended Award

Award Ruleset

Start Date

Nominal Hours

Delivery Hours

Please refer to Appendix 3 for a full list of fields and associated elements that cascade

down from the Product level to the Offering level at the point of creation.

There are seven tabs at the Offering level to be completed, depending on the type of

Offering and enrolment method being created.

Section 5.5 will describe the tabs to be completed for each Offering type.

Section 5.8 will describe the tabs to be completed for each enrolment method.

Note: All tabs at the top of the Product Details screen are part of the same page. The tabs

are used to group fields together. Moving between tabs will not automatically save changes.

When changes are saved, changes across all tabs will be saved.

8. Upon completion of the relevant fields, Save to create the Course Offering by

choosing from one of the following:

a. Click the T Button and click Save


b. Press Ctrl + S to save (as a keyboard shortcut)

Upon clicking Save, the following fields and associated elements will be pre-populated as a

result of cascading down information from the Product level.

Product Status

Product Type

Product Subtype

Product Name

Fees (if any were created at the Product level)

Requirements (if any were attached at the Product level)

Staff (if any were attached at the Product level)

The steps outlined above are the basic system steps to create a Course Offering.


For this training:

Fees will be explored in Section 5.6 and TAFE-SALM19 Managing Fees

Administration.

Groups are more relevant for Unit Offerings and will be covered in Section 6.

Links will be further explored in Module 4.

Requirements will be further explored in Section 5.9.

Staff are more relevant for Unit Offerings and will be explored in Section 6.5.

Note: After an Offering is created, some changes made at the Product level will not cascade

down into the existing Offering. New changes will only come into effect for new Offerings

created after any amendments. This will be further explained in Section 11 of this User

Guide.

Assessments cannot be attached to a Course Offering.

The next section will explain the key fields of information in creating an Offering.

Note: Please refer to QRG: Anytime Enrolment and/or QRG: Multi Year Enrolment

located in TAFE-SALM12: Managing Staff Assisted and Online Enrolments for more

information on creating an anytime enrolment Offering or a multi-year Offering.

Key fields in the Offering Tab

For a full description of each field within the Offering tab, please refer to Appendix 2 of this

user guide.

Calendar Occurrences and Start Dates and End Dates

A Cal Occ Code, when combined with a Product Code, uniquely identifies the Course

Offering created within ebs.

When creating an Offering:

choose the next available sequential Cal Occ Code to indicate the calendar year and

enrolment location of the Course Offering

enter the Start Date of intended delivery in that calendar year.


Calendar Occurrences are time-based categorisations to uniquely identify each Offering

within a Product. A Calendar Occurrence indicates the calendar year and location that an

Offering will occur at. Calendar Occurrences provide default start and end dates of an

Offering depending on what has been defined in the Master Reference Data.

A Calendar Occurrence Code (Cal Occ Code) is an ebs system code that allows staff to

identify each Calendar Occurrence. The creation and management of Calendar Occurrence

codes will be managed by each Institute.

A Product is uniquely identified by its Product code whilst an Offering is uniquely identified

by the combination of a Product Code and its Calendar Occurrence Code. Each Calendar

Occurrence code can only be used for one Product Code.

Each Calendar Occurrence Code will use the following naming convention:

The 3 digit code is a sequential number with no meaning. When creating an Offering, it is

recommended that staff select the next available Cal Occ Code, with the relevant year and

location code, for maintenance and tracking purposes. The Cal Occ Code assists in

identifying the start year and the enrolment location of the Offering. For example, if there is a

three year course offering, starting in 2015 and occurring at Nirimba campus, select any Cal

Occ Code which starts with “15NIR”.

When a Calendar Occurrence has been chosen, the Offering’s Start Date and End Date

will default to the Start and End Dates of the year.

When creating an Offering, enter the intended Start Date of delivery for the Course Offering,

which must occur inside the Cal Occ Code’s calendar year. For example, if the Cal Occ

Code, “15NIR-003” is selected, the Start Date of the Offering must occur inside the calendar

year of 2015.

The End Date of the Offering can occur outside the year of the Cal Occ Code.


A bank of Calendar Occurrence codes has been created in Reference Data for each Institute

and will be managed by system administrators.

Offering Code

The Offering Code field is equivalent to the Offer Code field in MEVI where staff can enter a

unique code to identify a particular Offering. It is still used to help staff to identify Products

from a Course and Unit level perspective. Refer to local Institute naming conventions.

Intended Award and Award Ruleset

Staff can select the Intended Award for the learners enrolling into the Course Offering. This

information comes from the Award(s) that have been attached to the Course Product at the

Product Level. If the field is left blank, it will default to the Award that has been marked as

the Main Award at the Product level.

Institutes will be responsible for creating Awards for NNR and RTO Skillset Products. TAFE

NSW will be responsible for creating Awards for Nationally Recognised Products and

Withdrawal Awards to generate Statements of Attainment.

The Award Ruleset drop-down allows staff to select which ruleset a particular Course

Offering will be following within an Award. Rulesets in ebs are the equivalent of versions in

CIDO and CIS. It is important to select the correct award and ruleset as these will impact

learners’ completions. If this is left blank during Product creation, it will default to the most

recent rule set.

Offering Status

The Offering Status drop-down determines the state of an Offering. Approved, Draft and

Cancelled are the three Offering Statuses that are relevant across all Institutes and have

system wide effects. The rest are provided as labels to cater for individual Institute business

rules and processes. Below is a table which outlines the mapping of Offering Statuses to ebs

functionality of Offering state.


Offering Status Offering State

Approved ACTIVE

Draft

INACTIVE

Ready for Faculty Approval

Ready for Marketing Approval

Work Required - Faculty

Work Required - Marketing

Cancelled

WITHDRAWN Deleted

Rejected

When a Course Offering is first created, it needs to be created with the status of ‘Draft’ and

follow the Plan Training Delivery approval process and Institute business processes. The

statuses: ‘Ready for Faculty Approval’, ‘Ready for Marketing Approval’, ‘Rejected’, ‘Work

Required – Faculty’ and ‘Work Required Marketing’ can be used by Institutes to manage

Offerings with individual local business rules. Changing the Offering to any of these statuses

will not have any system impact as it will not be published on TAFE NSW websites or

Institute websites or be made available for timetabling.

ACTIVE Offering state will automatically tick the Campus Enrolments checkbox.

INACTIVE Offering state will automatically untick the Campus Enrolments checkbox.

WITHDRAWN Offering state will automatically untick the Campus Applications and Campus

Enrolments checkboxes.

After going through local Institute approval processes and the Course Offering is approved,

the status can be changed to ‘Approved’. This will allow timetabling to occur, enrolments to

occur and the Course Offering will be published on the TAFE NSW website and local

Institute website.

Note: Offering Status cannot be changed back to Draft once it leaves Draft stage.

For Nationally Recognised Products, Course Offerings cannot have ‘Approved’ Offering

Status unless the TGA scope-of-registration application has been submitted and approved

and considered in-scope. The Scope Value field can be found in the Product Tab of the

Product.


Note: Any user provisioned a role that enables them to edit Offerings has the capability to

change the Offering Status to ‘Approved’. Therefore it is important to follow business rules in

progressing Offering Statuses.

Further information on how the Product Statuses affect the management of Course Offerings

can be found in Section 11.3.


5.5 Offering Types

Offering Types

There are different types to cater for the different fee-based variations of learners. All Course

Offerings must have an Offering Type selected. The Course Offering types are:

Offering Type MEVI Description Description

Fee for Service COMM Offering A Commercial Product with full tuition fee.

FEE-HELP COMM Offering with FEE-HELP

attribute

Federal Government subsidised training for

Higher Education Courses.

Sponsored COMM Offering with no price

per student.

Learners who do not have to pay fees due

to a commercial arrangement with an

external party.

TAFE NSW FEE MAIN or RENR Offering State Government subsidised training which

includes pre-entitlements.

TVET TVET Offering School students undertaking VET programs

at TAFE NSW.

VET FEE-HELP COMM Offering with VET FEE-

HELP attribute

Federal Government subsidised training for

VET Courses. It allows for instalments of full

tuition fees for eligible courses.

When creating these different Course Offering types, there will be different validations and

attributes required to correctly create these Offerings.


Below is a summary of all the tabs and elements that are to be completed for each Offering

Type:

FEE-HELP

Fee for Service

Sponsored TAFE NSW

FEE TVET

VET FEE-HELP

Offering Tab Y Y Y Y Y Y

Application Tab O O N/A O N/A O

Marketing Tab Y Y N/A Y Y Y

VET FEE-HELP Tab Y N/A N/A N/A N/A Y

TVET Tab N/A N/A N/A N/A Y N/A

Assessments N/A N/A N/A N/A N/A N/A

Fees Y Y Y Y N/A Y

Learner Groups O O O O O O

Links Y Y Y Y Y Y

Requirements O O O O O O

Staff Y Y Y Y Y Y

Key

Y Needs to be completed/attached

O Optional

N/A Not Applicable

Within the Offering tab the Registration, Applications and Enrolments checkboxes can be

ticked or unticked at the Institute’s discretion regardless of Offering type.

The Marketing tab information can also be entered at the Institute’s discretion regardless of

Offering type.

VET FEE-HELP / FEE-HELP

When a VET FEE-HELP or FEE-HELP Course Offering is created, the following must be

completed:

At the Product level:

Course Costs Estimates field in the Product tab

VET FEE-HELP Approved or FEE-HELP Approved checkbox must be ticked in the

Classifications tab

EFTSL field in the Classifications tab

At the Offering level:


Offering Type drop-down must be selected as ‘VET FEE-HELP’ or ‘FEE-HELP’ in the

Offering tab

For VET FEE-HELP, if the course is government subsidised, tick the Gov’t Sub Course

checkbox

Select the relevant Funding Source field in the Offering tab for VET FEE-HELP Course

Offerings

Select the relevant Funding Source field in the Offering tab for FEE-HELP Course

Offerings

VET/FEE-HELP tab must be completed

For VET FEE-HELP Course Offerings, a Unit of Study Product and Offering needs to be

created, linked to the Course Offering, and flagged as Auto Enrol. Fees will be attached to

a Unit of Study Product which will be linked to the VET FEE-HELP Course Offering.

For FEE-HELP Course Offerings, each Higher Education Unit Product and Offering must

be linked to the Course Offering, flagged as Auto Enrol and have a fee attached to it. Fees

will be attached to the Higher Education Subject Unit Products.

Note: Please refer to the TAFE-SALM22 Managing Learner Cohorts for more

information on setting up Course Offerings for VET FEE-HELP and FEE-HELP learners.

Fee for Service

A Fee for Service Course Offering is a commercial Offering with full tuition fee.

When creating a Fee for Service Course Product, the following must be completed:


Course Fee can be attached to the Product in the Navigation Tree if staff wish to

specify an Institute wide fee for a particular Course.


Offering Type must be selected as ‘Fee For Service’ in the Offering tab

A Commercial fee must be attached at the Offering level

After Payment Information field must be completed.


Please refer to TAFE-SALM19 Managing Fees Administration for more information on

creating a Commercial Fee type for a Fee for Service Course Offering.

Note: Please refer to the Quick Reference Guide: How to create a TAFE NSW FEE/

Fee for Service/Sponsored Course Offering for a summary on creating this Offering

type.

TAFE NSW FEE

A TAFE NSW Fee Course Offering allows for learners to be government funded.

When creating a TAFE NSW FEE Course Offering, the following must be completed:


Funding Source must be selected as ‘001’ in the Product tab.


Offering Type must be selected as ‘TAFE NSW FEE’ in the Offering tab

A TAFE NSW FEE Course Offering must have at least one fee attached with a

category of “TAFE NSW FEE”

After Payment Information field must be completed.


creating a TAFE NSW Fee type for a TAFE NSW Fee Course Offering.

Note: Please refer to the Quick Reference Guide: How to create a TAFE NSW FEE/

Fee for Service/Sponsored Course Offering for a summary on creating this Offering

type.

Sponsored

A Sponsored Course Offering allows for the enrolment of learners who do not need to pay

fees due to a commercial arrangement with an external third party.

When creating a Sponsored Course Offering, the following must be completed:



Offering Type must be selected as ‘Sponsored’ in the Offering tab

the Publish to Website field checkbox must be unticked

the Campus Enrolment and Online Enrolments checkboxes must be ticked.

A $0 fee will need to be attached to the Course Offering as the amount is charged to an

external third party and not to the learners. The Fee Type should be selected as a

Commercial Course Fee.

The Institute will negotiate a contract with a company to delivery training and will raise a

Sales and Distribution (S&D) invoice in SAP. This does not follow the Third Party Process.

The amount charged to the company is the total cost of delivery, and could include travel

and material costs. There may also be different rates for different numbers of learners.

Note: Please refer to the Quick Reference Guide: How to create a TAFE NSW FEE/ Fee

for Service/Sponsored Course Offering for a summary on creating this Offering type.


creating a $0 fee for a Sponsored Course Offering.

TVET

When a TVET Course Offering is created, the following must be completed:

At the Product level;

TVET Unit Cost Category field must be completed in the Product tab

TVET checkbox must be ticked in the Classifications tab

TVET/BOS tab must be completed.


TVET tab at the Offering level must be completed

Offering Type field must be set as ‘TVET’ in the Offering tab

Select the appropriate Funding Source in the Offering tab

Select “TVET” from the Default Offer Waiver drop down in the Offering tab

Day of Week, Start Time, End Time fields must be completed in the Marketing tab

(which can be supplemented with the Attendance Text field)

After Payment Information field must be completed


Two staff must be attached to the Course Offering: one needs have a TVET Campus

Coordinator role and the other needs to have a TVET Course Coordinator role.

No fees are attached to a TVET Course Offering.

‘BOS Course’ Unit Offerings need to be created and linked to the TVET Course Offering.

Note: Please refer to the TAFE-SALM22 Managing Learner Cohorts for more

information on setting up Course Offerings for TVET learners.

5.6 Attaching Fees to a Course Offering

Fees are created at the Offering level. However in rare circumstances, they can also be

created at the Product level. Fees attached at the Product level for Course Products will

“cascade” down to the Offering level. However, staff can specify additional fees at the

Course Offering level, such as a Materials Charge fee. The steps below will only cover the

system steps to attaching additional fees.

Note: For further information on Fee setup, please refer to the TAFE-SALM19 Managing

Fees Administration training.

A Course Offering must have at least one or more fees if the Offering Type is set as TAFE

NSW FEE, Fee for Service or Sponsored.

To create a fee for an Offering:

1. Search for the Offering using the Product Search screen from the Client Home

page.

2. Select the Offering in the navigation tree of the Product Details screen

3. Choose either of the following:

a. Select the Fees button under Offerings, from the Navigation Tree and click on

the Add icon in the Product Ribbon and select Yes when prompted by the

pop-up OR

b. Select and right click the Fees button under Offerings on the Navigation Tree

and select Add Fee to initiate Fee creation.


This will open up a new Offerings Fee screen.

4. Complete the relevant information to create the fee.


Note: After the fee type has been selected, it will inherit the cost objects and other

information that was defined at the time the fee type was established.

For further information on completing the fields, please refer to the TAFE-SALM19

Managing Fees Administration training.

5. Upon completion of the relevant fields, Save to create the Fee by choosing from one

of the following:



5.7 Marketing

Marketing for Products and Offerings are managed in ebs through the Marketing tab at the

Product level and at the Offering level. This allows for easier synchronisation of

information between the TAFE NSW website and Institute websites.

This section will explain how fields entered at the Product level and Offering level will impact

the display of information on the TAFE NSW website.


Information completed at the Product level will be displayed in the “Overview” tab of the

respective course on the TAFE NSW website. Whilst information entered at the Offering

level will appear in the “Location and Fees” tab of the TAFE NSW website.

Please refer to Appendix 12 for a summary of when Offerings will be sent to the TAFE NSW

Website.

Product Marketing Tab and TAFE NSW Website

The Marketing tab at the Product level will provide information about the Course Product to

potential customers.

Tick the Publish to Web checkbox in the Product tab in order to publish this information on

the TAFE NSW website and local Institute websites.


The Marketing Description field will appear on the Institute website whilst the TAFE NSW

Website Description field will appear on the TAFE NSW Website.

The Marketing Description field allows Institutes to customise wording appropriate for

customers on their websites.

If the TAFE NSW Website Description field is edited, it will have no impact on the TAFE

NSW website unless the Product is a Non-Nationally Recognised or RTO Skillset Product.

All fields except the Marketing Description tab are populated by Central or the TGA

interface for Training Package Products.


Other fields such as Career Opportunities, Entry Requirements, and Articulation will

also appear in the TAFE NSW website when entered.

Note: Each field in the Marketing tab at the Product level has a character limit to which

Institutes will need to adapt their marketing text. Please refer to Appendix 2 for the list of

fields with their descriptions and character limits.


Offering Marketing Tab and TAFE NSW Website

The Marketing tab at the Offering level allows staff to customise the information regarding

the delivery of the Course Product for the particular Institute.

If the Publish to Web Sites check box is ticked, the Course Offering will be published on

both the TAFE NSW website and the local Institute website.


The Offering Start Date, Enrolment Location, Registration, Application and Enrolment

checkboxes in the Offering tab will determine the information buttons that will appear on the

TAFE NSW website.


The Attendance column is affected by the Attendance Mode drop-down in the Marketing

tab.

Fees attached to the Course Product will also appear in this screen. Staff entered at the

Contact Staff Code field will be displayed on the Offering page on the TAFE NSW Website.

Below is an example of how fields in the Marketing tab, at the Offering level, will be

displayed in the TAFE NSW website.


Fees and Staff attached to the Course Offering will also be displayed on this page.

Note: The Web Publish Start Date, Web Site Publish End Date, and Enrolment Open

Date/Time will influence the timing of the display of the buttons on the TAFE NSW website.

Please refer to Appendix 2 for a description of all the Marketing Fields.


5.8 Enrolment Methods

There are three different enrolment methods:

Registration of Interest

Application

Enrolment

Their enrolment methods and display on the TAFE NSW website are controlled by a number

of checkboxes in the Offering tab as well as date fields in the Marketing tab (Offerings).

The image below shows the relevant fields in the Offering tab.

The fields highlighted below represent the relevant fields in the Marketing tab (in Offerings).

The “Online” checkboxes will influence what is displayed on the TAFE NSW website and

what action learners can perform in the Enrolment Portal.

The “Campus” checkboxes influence what functions staff can perform in Client and

Applications in relation to the Course Offering.

The “Publish to Web Sites” checkbox influences whether the Offering will display on the

TAFE NSW website and local Institute websites. Leave this checkbox unticked if the Offering

being created is Commercial-in-Confidence.

Offerings will only display on websites if the following conditions have been met:


the Publish to Web Sites checkbox has been ticked

the Offering Status drop-down is set to either Approved or Cancelled

the current date (today’s date) is inside the range of the Web Publish Start Date and

Web Publish End Date located in the Marketing tab or Offerings or there are no

dates in these fields.

Once these conditions have been met, Course Offerings will display on TAFE NSW website

with a Status as either: Proposed, Available, Standby or Withdrawn.

Use of the checkboxes allows staff to set up different admission methods. Buttons on the

TAFE NSW website will display when the current date (today’s date) is on or after the

Enrolment Open Date/Time field in the Marketing tab. If this field is left blank, the button will

be immediately displayed when the Offering is published to the TAFE NSW website.

These buttons will not display if the number of consumed places exceeds the Maximum

Places field and/or the Over Enrol Action is not set to ‘Oversubscription Allowed’.


A Consumed place in ebs is defined as any learner that has enrolled and paid fees. You

can view the number of Consumed Places in an Offering by clicking on the Statistics tab.

The Over Enrol Action is triggered when the number of Consumed Places is greater than

the number specified in the Maximum Places field.

If Over Enrol Action drop-down has been selected to ‘Oversubscription not allowed’ or

‘Oversubscription warning message’, learners will be unable to register for interest, apply or

enrol into a Course Offering.

Please refer to Appendix 12 for further information on how these fields affect how Offerings

are displayed on the TAFE NSW Website.

Creating a Course Offering for Registration of Interest

To create a Course Offering for Registration of Interest, the following checkboxes should be

ticked:

Publish to Website

Campus Applications

Online Registrations (optional, leave unticked if staff want learners to enrol on campus)


This will display the “Register Interest” button on the TAFE NSW website.

The Applications Tab can be optionally completed if staff wish to display questions for a

learner’s registration of interest.

Staff can then use ebs Applications to review learners’ registrations of interest. Learners will

have the Progress Code of “0.0 ROI (Registration of Interest)”.

Note: For more information on using ebs Applications, please refer to the TAFE-SALM11

Managing Applications training.

Creating a Course Offering for Applications

To create a Course Offering for Applications, the following checkboxes can be ticked:

Publish to Website (leave unticked if Commercial-in-confidence)

Campus Applications

Online Applications (Optional, leave unticked if staff want learners to enrol on campus).


This will display the “Apply” button on the TAFE NSW Website.

Next complete the Application Tab of the Course Offering.

The Application Tab allows Institutes to create application questions for specific Offerings. At

the Product level, an Institute can define application questions for a Course Product in a

Product level Application Tab. Those questions will cascade down to all Offerings, but will

not be visible in the Offering level’s Application Tab. Any questions written at the Offering

level tab will over-ride any questions created at the Product level and will be published on

the Enrolment Portal when the Display Application Questions checkbox is ticked. If the

questions here are left blank and the Display Application Questions checkbox is ticked, then

the application questions at the Product level will be displayed on the TAFE NSW and

Institute websites.

For example, if Question 2 is specified at the Offering level, only Question 2 is over-written at

the Product level when displayed on the website. This tab is only relevant for Course

Offerings.

A description of all fields in the Application tab can be found in Appendix 2.

Note: The Institute should define best practice for entering Application Questions at either

the Product level or the Offering level.

Any staff with ebs user permissions to edit or create an Offering will have user permissions

to create Application questions.


Complete the Interview tab if staff wish to schedule an information session with all learners

who apply to the Course Offering. The information entered will be sent to all learners who

apply.

If staff wish to schedule interviews with individual learners, leave the Interview tab blank and

use ebs Applications to schedule individual interview times with prospective learners.

For more information, please refer to TAFE-SALM11 Managing Applications for more

information on scheduling interviews.

Creating a Course Offering for Enrolment

To create a Course Offering for Enrolment, the following checkboxes can be ticked:

Publish to Website (leave unticked if Commercial-in-confidence)

Campus Enrolments

Online Enrolments (Optional, leave unticked if staff want learners to enroll on campus)

This will display the “Enrol” button on the TAFE NSW website.


Note: If a Course Offering is a Commercial-in-Confidence Offering, the Publish to Website

checkbox can be left unticked. This will still allow for learners to apply online through a non-

advertised hyperlink.

If there is oversubscription and the Over Enrol Action has been selected to

‘Oversubscription not allowed’ or ‘Oversubscription warning message’, learners will be

unable to register interest, apply or enrol into a Course Offering.

Note: If the Over Enrol Action drop-down has been set to allow oversubscription or waiting

lists, the buttons will still appear.

If the Offering Status is set to “Cancelled”, it will display on the websites with the status of

the Offering as “Cancelled”.

The Campus Enrolment checkbox will be ticked automatically when the Offering’s status is

set to ‘Approved’.

Note: Please refer to QRG: Anytime Enrolment and/or QRG: Multi Year Enrolment

located in TAFE-SALM12: Managing Staff Assisted and Online Enrolments for more

information on creating an anytime enrolment Offering or a multi-year Offering.

5.9 Admissions Process

The Admissions process is about the selection of learners who wish to study at TAFE NSW.

It involves:

determining maximum places to be offered and Over Enrol Action

assessing learners against Course Requirements and assessing their answers to

application questions

Viability Assessment.

Maximum Places and Over Enrol Action

For all Offerings created, the Maximum Places field must be completed. The Over Enrol

Action field is triggered when the number of Consumed Places is greater than the number

of places specified in the Maximum Places field.


There are four options for the Over Enrol Action field:

Create record in waiting list – this will create a standby list

Oversubscription warning message – a warning message will appear for staff assisted

enrolments if the Course Offering is full. However, the enrolment portal will still allow

enrolments to occur.

Oversubscription not allowed – enrolment portal will not take additional enrolments

Oversubscription allowed – full enrolments will be allowed.

When a learner enrols into an Offering which has ‘Create record in waiting list’ selected,

Client will “enrol” the learner into the Offering with the Progress Code of 0.1 STBY Stand By.

To view the waiting list of learners for any Offering, staff will need to use the Learner

Manager Condition Builder in Client and apply the following conditions:

Enrolment tab

Progress Code – 0.1 STBY Stand By

Product Code of the Offering

Cal Occ Code of the Offering

Assessing Learners against Course Requirements and answers to


Requirements in ebs are course requirements that need to be fulfilled prior to a learner

enrolling into a course. These include:

Over 18

Criminal Record Check

Working with Children Check


Having a Driver’s Licence

Access to Work Place

Other.

The list of requirements is determined by Master Reference Data.

Staff can set up requirements to be assessed in ebs Applications by using the Requirements

screen of an Offering.

Note: Requirements attached in this screen will appear in the Applications screen and

therefore the functionality will only work with Course Offerings created for Registration of

Interest or Applications. If the Course Offering is an enrolment Offering, staff will need to

manually (on a separate spreadsheet/document) assess and check each learner to ensure

that they have the relevant requirements.

To add a Requirement for a Product:

1. Search for the Product using the Product Search screen from the Client Home

page.

2. Select the Product in the navigation tree of the Product Details screen


a. Select the Requirements button under Offerings, from the Navigation Tree

and click on the Add icon in the Product Ribbon and select Yes when

prompted by the pop-up OR

b. Select and right click the Requirements button under Offerings on the

Navigation Tree and select Add Requirements.


This will create a new row under the Offering Requirements panel.

4. Complete the relevant information to create the fee.

Users will need to select the Requirement and Approval Status.

Note: Please refer to TAFE-SALM11 Managing Applications for more information in

viewing submitted Applications and making Offers to Learners.





Viability of Offering

To assess the viability of a Course Offering, staff can use the Statistics Tab.

The Statistics Tab provides staff with a summary of learner enrolment for Course Offerings.

It is a useful screen for decision makers to assess the viability of a Course. The information

displayed in this tab is based off Learners’ Progress Status which is determined by their

Progress Codes.

Note: Please refer to TAFE-SALM15 Managing Progressions for more information on the

mapping of Learner Progress Codes to their Progress Status.


A Consumed place in ebs is defined as any learner that has enrolled and paid fees. The

table below describes all the fields of the Statistics Tab.

Description of each field available under the Statistics Tab

This field Holds this information

Applications Column

Active The number of Active Applications.

Note: All Progress Codes are mapped to the Progress

Status of ‘A (Active)’.

Waiting List The number of learners enrolled into the Offering with the

Progress Status of ‘L (Waiting List)’.

Reserved Places The number of places that have been reserved via the

Organisations- Reservations module.

Reserved Places (Waiting

List)

The number of places that have been placed on a waiting

list via the Organisations > Reservations module.

Enrolments Column

Remaining Places The number of enrolment places left on this Offering is

displayed here. System generated from Total places

minus active learners.


This field Holds this information

Pending Enrolments The number of learners enrolled into the Offering with the

Progress Status of ‘N (Non Starter)’.

Active The number of learners enrolled into the Offering with the

Progress Status of ‘A (Active)’.

Transferred The number of learners enrolled into the Offering with the

Progress Status of ‘T (Transferred)’.

Withdrawn The number of learners enrolled into the Offering with the

Progress Status of ‘W (Withdrawn)’.

Finished The number of learners enrolled into the Offering with the

Progress Status of ‘F (Finished)’.

5.10 Performance Support Material

Performance Support Material File Name

Application Simulation How to search for Offerings using Product

Search and Product Manager (App Sim 1)

How to create a Course Offering (App Sim 2)


6. Module 3: Creating a Unit

Offering

6.1 Context

This module explains how to create a Unit Offering, create a teaching matrix and generate a

Student Assessment Guide.




create a teaching matrix for a Unit

generate a Student Assessment Guide (SAG) report.

6.3 Creating a Unit Offering

Why and when does a Unit Offering need to be created?

Unit Offerings are created as the entities for assessments and delivery of a Unit. Unit

Offerings in ebs are equivalent to the CLAMS Rollbooks to record assessment results.

Learners will need to enrol in Unit Offerings to participate in assessments and to meet

completion requirements.

New Unit Offerings are created for different reasons, they include:

attendance

dates and time periods for a Unit Offering

enrolment locations or ownership (teaching section) of a Course Offering

unit delivery modes

delivery hours

different stages, groups or cohorts of learners

for timetabling and registers

assessments and marking schemes


training and assessment strategies.

Pre-Requisites to creating a Unit Offering

When a Unit Offering is first created, it is created as a “Draft” whilst going through local

Institute approval processes. Prior to creating a new Unit Offering, staff should check the

following to ensure the Unit Product is ready to be offered:

Product Status is set to ‘CURRENT’, ‘TEACHOUT’, ‘SUPERSEDED’ and ‘DELETED’

(Note: creating Offerings for a TEACHOUT, SUPERSEDED or DELETED Product

occurs in exceptional circumstances)

Fee types have been created (for Higher Education Products)

Scope for Nationally recognised Products has been applied for or approved. If the

Scope Value field is not ‘Y’, an Offering cannot have a status of ‘Approved’.

Note: Non-Nationally Recognised Unit Offerings (NNR) do not require scope application or

approval to have an Offering status of ‘Approved’.

Creating a Unit Offering

The system steps to create a Unit Offering are the same system steps to create a Course

Offering as outlined in Section 5.4. The only difference to be aware of is that staff should

set the Product Type search criteria to ‘Unit’ to ensure that they will be searching for Unit

Products.


Staff can verify that they are viewing a Unit Offering by looking at the top of the Navigation

Tree in Product Details where it displays the Product type in brackets. If you are viewing an

Offering from a Unit Product, then you are viewing a Unit Offering.

When viewing the relevant Unit Product, follow these steps to create a Unit Offering:

1. Select the Offerings icon


a. Right-click the Offerings icon on the navigation tree and click ‘Add’ OR

b. Click ‘Add’ on the Product Ribbon

A pop-up will display.

3. Select Yes.

A New Record will be opened, allowing you to complete the relevant fields to create the Unit

Offering.


4. Complete the relevant fields to create the Unit Offering

For Unit Offerings, only the Offering tab needs to be completed.

ebs Client mandatory fields will be marked as Required with an orange border around the

relevant fields. Once these ebs Client mandatory fields are completed, staff are able to Save

the Offering with a status of ‘Draft’ allowing them to return to Offering creation at a later time.

Some fields will automatically pre-populate and copy down based on information entered at

the Product level. In ebs, this is known as ‘cascading down’. In the screenshot above, it can

be seen that the following fields have been pre-populated:

Product Code

Start Date

Nominal Hours

Delivery Hours

Note: Please refer to Appendix 3 for a full list of fields and associated elements that

cascade down from the Product level to the Offering level at the point of creation.

5. Upon completion of the relevant fields, Save to create the Unit Offering by choosing

from one of the following:




Upon clicking Save, the following fields and associated elements will be pre-populated

based on the information entered at the Product level.

Product Status

Product Type

Product Subtype

Product Name

Assessments (if any were attached at the Product)

Fees (if any were created at the Product level)

Requirements (if any were attached at the Product level)

Staff (if any were attached at the Product level).

The steps outlined above are the basic system steps to create a Unit Offering.


Key fields in the Offering Tab for Unit Offerings

Please refer to Appendix 2 of this user guide for a description of every field in the Offering

tab.

Please refer to Appendix 4 for a matrix explaining which fields are relevant for a Unit

Offering.

Intended Award and Award Ruleset

Staff are unable to select the Intended Award and Award ruleset. This is because Unit

Products cannot have Awards attached to them.

Offering Type

Offering Type is not relevant for Unit Offerings.

Offering Status

Unlike Course Offerings, Unit Offerings can only have a status of ‘Draft’ or ‘Approved’.

Please follow local Institute business rules before moving Unit Offerings to Approved.

When a Unit Offering is first created, it needs to be created with the status of ‘DRAFT’ and

follow the Offering approval process and Institute business processes.

Unit Offerings in ebs cannot have an ‘Approved’ Offering Status unless the TGA scope-of-

registration application has been submitted and approved. This is only relevant for Training

Package Units and Accredited Units.

Approved Offering state will automatically tick the Campus Enrolments checkbox. Draft

Offering state will automatically untick the Campus Enrolments checkbox.

Once an Offering Status has been selected as Approved, it will allow the Offering to be

timetabled in Timetables and Registers.

Note: Offering Status cannot be changed back to ‘Draft’ once it leaves Draft stage.

Cal Occ Code, Start Dates and End Dates


Select the next available Cal Occ Code to indicate Year starting and Enrolment location.

Enter the Start Date of delivery for the Unit Offering. The End Date can occur outside the

calendar year of the Cal Occ Code. The Start and End Dates entered will be reflected in the

Student Assessment Guide (SAG) and the Training and Assessment Strategy (TAS).

Unit Delivery Mode

Select the relevant Unit Delivery Mode for the Unit from the drop-down list. The available

options are:

Blended Delivery

College/Campus Class

Distance Education

Electronic Delivery

On the Job Training

On the Job Distance

Class Self-Paced

Simulated Workplace

Registration, Application and Enrolment Checkboxes

The Online Registration, Online Application, Online Enrolment and Campus Applications are

not relevant for Unit Offerings. When creating Unit Offerings, leave these checkboxes at

default settings.

Maximum Places

Specify the maximum places of enrolment available for this Unit Offering.

Funding Source

Multiple funding sources can be selected at the Product level, however at the Offering level,

staff can only select one funding source. Staff can assign different funding sources to

different units within the Offering based on the unit hours to indicate proportion attributable to

each funding source.


6.4 Creating Assessment Events and Generating a Student Assessment Guide report

Creating Assessment Events

Unit Offerings allow for assessments to be attached. Assessments created at the Product

level will ‘cascade’ down to the Offering level. However staff are able to modify, add or

remove assessments at the Offering level. Higher Education assessments are an exception

to this.

The section will only cover the system steps to creating assessments at the Offering level.

Note: For further information on creating and managing assessments, please refer to the

TAFE-SALM17 Creating Assessment Event Results training.

Assessments help determine the outcome of a Unit which is related to Awards and

completions.

To create an Assessment Event for an Offering:


page.



a. Select the Assessments button under Offerings, from the Navigation Tree

and click on the Add icon in the Product Ribbon and select Yes when

prompted by the pop-up OR

b. Select and right click the Assessments button under Offerings on the

Navigation Tree and select Add.


This will create a new row under the Offering Assessment panel.

4. Complete the relevant fields

Note: For further information on completing the fields, please refer to the TAFE-SALM17

Creating Assessment Event Results training.

Note: Assessments cannot be modified for Higher Education Units at the Offering level.

5. Upon completion of the relevant fields, Save to create the Assessment Event by





Generating a Student Assessment Guide (SAG) Report

The Student Assessment Guide (SAG) Report can only be generated from Unit Offerings.

This report details the number and type of assessments for a Unit with due dates and

weightings for the student to download as a PDF from the Learner Portal. The SAG Report

can only be generated if the Unit Offering has assessment events created for it. It can be

generated by staff in the Enrolments screen and in the Product Details screen. This

section will only show the system steps to generating a SAG report from the Product

Details screen.

Note: Please refer to TAFE-SALM27 Using Learner Portal for more information on

generating a SAG report from the Learner Portal.

Please refer to TAFE-SALM04 Using ebs Reports for more information on generating a

SAG report from the Enrolments screen.

Please refer to TAFE-SALM17 Creating Assessment Event Results for more

information on creating an Assessment Event.

The SAG report will use the following information to compile into a report:

At the Product Level:

Product Code

Product Name

Grade Code (at the Product Level)


Any Product Links marked as “Pre-requisite”.

At the Offering Level:

SAG What you will need

Any Assessments created displaying:

Assessment Type

Assessment Name

Due Date

Weighting

To generate a SAG Report:

1. Search for the relevant Unit Offering using the Product Search screen from the

Client Home page.


3. Click on the SAG icon drop down arrow in the Product Ribbon

4. Select a relevant action:

a. Print SAG will print the SAG Report to the default printer

b. Preview SAG will allow staff to view the SAG Report in PDF

c. Email SAG will allow staff to email the SAG report


6.5 Creating a teaching matrix

Creating a teaching matrix for a Unit occurs in the Staff screen of ebs.

The Staff screen allows Institutes to attach staff and define their role in the Offering. Staff

names are recorded in a master list in SAP HR. Staff attached at the Product level will

automatically cascade to the Offering when an Offering is created. You can add or delete

staff at the Offering level. The attachment of staff to Products and Offerings is a manual

process. This functionality does not automatically filter out staff that do not have the relevant

qualifications to teach certain units.

Institutes have the flexibility to determine whether staff should be defined at the Course level

or the Unit level. If staff are attached at the product level, an Institute wide teacher matrix

can be created. However, when offerings are created, all attached Institute staff will cascade

to the Offering and those not relevant to the Offering will need to be deleted.

Institutes attach staff in order for their contact information to be displayed on the learner

portal, mark assessments or have their name appear in warning letters for BOS Units.


The ability to mark assessments for a Unit is dependent on both the Staff Type set at the

Unit Offering level and on the Organisational roles set up in the Organisations section of

ebs. A member of staff can mark assessments if they are attached to the Unit Offering with a

staff type of either Teacher or Part-Time Teacher, and their Organisational role allows them

to mark assessments. If a member of staff has an Organisational role of Head Teacher, they

will automatically have access to assessments across the Teaching Section.

In ebs, there are six different staff roles:

Staff Type Description

Owner Not required unless the member of staff is to appear in the Learner

Portal in addition to the teacher. If a member of staff requires access to

assessments, it is accessible based on organisational role as opposed to

staff types.

Teacher Allows the attached member of staff to mark assessments in Agent

provided they have the correct organisational role. It also puts the staff

member as a contact on the Learner Portal.

Contact Staff The Contact Staff member for the Offering.

Offering Builder Not required. For information only, the member of staff creating and

saving the Offering in Client.

TVET Campus The TVET Campus Coordinator.

TVET Institute The TVET Institute Coordinator. The member of staff who will appear in

Board of Studies warning letters.

To attach Staff to an Offering:


page.

2. Select the Offering in the navigation tree of the Product Details screen.


a. Select the Staff button under Offerings, from the Navigation Tree and click on

the Add icon in the Product Ribbon and select Yes when prompted by the

pop-up OR

b. Select and right click the Staff button under Offerings on the Navigation Tree

and select Add.


This will create a new row under the Offering Staff panel.

4. Select the Person Code and Staff type.

5. Upon completion of the relevant fields, Save to attach the Staff by choosing from one

of the following:




Assigning staff to a role will enable staff to access and record attendance, participation

and assessments for the particular Offering.

Note: Staff attached to the Offering will flow to Timetabling and Scheduling which has

search functionality to filter out all staff except those attached to an Offering.

6.6 Creating Learner Groups

Learners enrolled into an Offering are able to be further divided into Learner Groups. These

groups may represent separate cohorts, fee types or anything the user specifies. The

advantage of this is that it allows for the management of multiple learner cohorts in one

Offering without requiring multiple Offerings to be created. For example, the Unit Offering

can have a Learner Group to represent the mainstream learners, a Learner Group to

represent the Temporary Visa Holder Learners and a Learner Group to represent the TVET

Learners. Although these learners may be enrolled in different Course Offerings for fee

purposes, they can all enrol into the same Unit Offering and can be managed in a single

timetable.

Learner Groups can be set up in Client and Learners can be individually enrolled into

separate groups. Alternatively, create Learner Groups in Timetables and Registers and

assign learners to groups in bulk. This will be covered in TAFE-SALM07 Managing

Timetabling and Scheduling training.

To create a new Learner Group:



page.



a. Select the Groups button under Offerings, from the Navigation Tree and click

on the Add icon in the Product Ribbon and select Yes when prompted by the

pop-up OR

b. Select and right click the Groups button under Offerings on the Navigation

Tree and select Add.

This will create a new row under the Learner Groups panel.

4. Enter a name for the Learner Group and tick the checkbox if it is active


5. Upon completion of the relevant fields, Save to create the Learner Group by




6.7 Timetabling and Scheduling

Unit Offerings are timetabled in ebs Timetables and Registers. This can be accessed from

Client on the Start ribbon.

ebs Timetables and Registers also has functionality to create timetables by learner groups.

Note: Please refer to TAFE-SALM07 Managing Timetabling and Scheduling for more

information on timetabling and scheduling Unit Offerings for delivery.




Application Simulation How to create a Unit Offering (App

Sim 3)


7. Module 4: Creating a Learning Plan Template

7.1 Context

This module explains how to attach Units to a Course Offering to form a learning plan

template. It will also show you how to validate the learning plan template according to the

Award rules.



describe the concept of linking in ebs

link Unit Offerings to a Course Offering to form a learning plan template

validate the pathway in ebs using the Test Awards functionality.

7.3 Creating a Learning Plan Template

Linking in ebs

Links created between Products or Offerings in ebs are critical for defining Awards and

completion rulesets and learning plan templates. They are used to create the structure of

courses. Links can occur at either the Product level or the Offering level. Links at the

Product level will allow for Award Rulesets to function when ebs is determining whether or

not a learner has successfully obtained an Award. Links created at the Offering level allow

for the creation of Individual Learning Plans and auto-enrolments to function. This section

will only cover links at the Offering level.

In the TAFE-SALM15 Managing Progressions training, staff will be taught how to use

progression codes and links to automatically progress and enrol learners into units when

they enrol into a particular Course Offering. If the links are incorrectly created at the Offering

level, learners may not be automatically enrolled into the next unit they are to complete.


Linking Unit Offerings to a Course Offering to form a Learning Plan

Template

To create a learning pathway for a Course Offering, use the Links screen in the Course

Offering. Staff will need to manually link all the Unit Offerings to the Course Offering to form

the learning plan template. This is equivalent to choosing the Units in MEVI.

Prior to links being created between Offerings, please ensure all relevant Course and Unit

Offerings have been created.

There are two different Link Types that can be created at

the Offering level:

Parent

Child

For example, a Course Offering (parent) is linked to a Unit Offering (child).

Note: since Offerings cannot be created from Group Products, staff will need to link Unit

Offerings directly to Course Offerings.

To attach Units to a Course (linking Unit Offerings to a Course Offering):


page.



a. Select the Links button under Offerings, from the Navigation Tree and click

on the Add icon in the Product Ribbon and select Yes when prompted by the

pop-up OR

b. Select and right click the Links button under Offerings on the Navigation Tree

and select Add.


This will create a new row under the Offering Links panel.

4. Complete the required fields in the Offering Link Details panel.


The table below outlines all the fields and their descriptions for the Offering Links section.

Field Field Type Description

Product

Code Search Search for the Product that you aim to link with

Product Type Read-only

From the Product Code, this field will display the Product

type after you have searched and selected the required

Product Code.

Cal. Occ.

Code Drop-down

The drop-down will populate with Cal. Occ. Codes that have

been used to create Offerings within the Product selected

from the Product Code field.

Link Type Drop-down

The link type of the Product. The Link Type can be:

Parent

Child

Description Read-only The description associated to the linked Product. This will

auto-populate when the Product Code is entered.

Linked

Offering

Start Date

Read-only The start date of the linked Offering.

Linked

Offering End

Date

Read-only The end date of the linked Offering.

Auto. Enrol Checkbox

Tick this box to enable mandatory enrolment. This will

automatically enrol learners into the linked Unit Offering

when a learner enrols into the Course Offering. This can be

used where learners are to be automatically enrolled in core

or elective units.

Core Checkbox

Tick this box to mark the linked Unit Offering as a Core Unit.

This will flag the Unit as “Core” on the Learner Portal. Leave

unticked for elective units.



Default

Progress

Code

Drop-down

Select the Progress Code of the linked Unit Offering. This will

be applied and displayed to the learner on the enrolment

portal after their Progress Code of the Course Offering has

been set to ‘ACTIVE’.

This field should be set as PENDING if the linked Offering is

not due to start soon.

Offering

Code Read-Only

The linked Offering’s Offering code which is entered in the

Offering tab.

5. Upon completion of the relevant fields, Save to create the Link by choosing from one

of the following:



6. Repeat steps 1-5 to create another link to another Offering. Note: ebs does not have

functionality to multi-select Unit Offerings whilst creating links. Staff will need to link

each Unit Offering individually to the Course Offering.

To create a Learning Plan Template for a particular Course Offering, link all core Unit

Offerings to the Course Offering and select the ‘Core’ checkbox. Then link all the elective

Unit Offerings to the Course Offering. Unit Offerings will need to be created from each Unit

Product and linked to the Course Offering to complete the course structure. However,

assessments do not need to be created until closer to the offer date. Different Course

Offerings will need to be created for each unique learning pathway.

To create pre-requisite, co-requisite and sequencing of Units, the Start Date of each Unit

Offering that is being linked needs to have been entered accurately. The Start Date reflects


the actual start of delivery allowing for pre-requisite, co-requisite and sequencing

requirements of Units when linked to a Course Offering.

The range of pre-requisite examples outlined on TGA currently cannot be accommodated

within ebs. This would mean that unit pre-requisites could be grouped and that students can

complete a:

• Choice group or electives (OR);

• Number of elects (and)

• Combination of and/or

Staff will be required to manually check the pre-requisites for each learner.

Note: Links from the Product level will not cascade down, neither will links created at the

Offering level cascade up.

Note: ebs does have functionality to warn staff that there are co-requisite or pre-requisite

units accidentally omitted from the learning plan template (links screen). Staff will be

required to manually validate all co-requisite and pre-requisite units have been added.

Note: ebs does not block from linking Unit Offerings that occur outside the Start and End

Dates for a Course Offering. ebs will only display a warning message if this occurs. Staff can

also generate a Training and Assessment Strategy report to review the learning plan

template to manually check this.

Units from anywhere

To manage Units from anywhere, there are two methods that staff need to be aware of.

For data migrated Course Products, an elective Group Product is attached to the Course

Product. This particular elective Group Product will contain Unit Products from other

qualifications. The Award rules for data migrated Course Products are programmed to use

the Group Product to cater for Units from anywhere.

If staff need to add units to a Course, Institutes will need to request Central to add these

units to the elective Group Product of the Course. However, if the Course Product has been

version incremented post go-live, the Award rules will receive an update in their


programming allowing staff to use the Links screen at the Offering level to link the Unit

Offering to the Course Offering. Alternatively, staff can use the Manage Children

functionality and add an elective to the learner’s Course Offering enrolment.

To determine which method to use, staff will need to view the Award Ruleset field in the

Offering tab of the Product Details screen. Alternatively, staff can view the Award Ruleset

field in the Enrolments screen of a learner when a Course Offering is selected. If the Award

Ruleset contains a 5 digit number representing the old TAFE number (for example,

“BSB20112-01V01-11458-1”), then Institutes will need to request Central to add the Unit

Product. If the ruleset does not contain a 5 digit number (for example, “BSB20112-01V01”),

then staff can use the Links screen at the Offering level to link the Unit Offering to the

Course Offering.

Alternatively, staff can use the Manage Children functionality to add an elective to the

learner’s Course enrolment.


For new Training Package Qualifications Course Products, the rules will be programmed

differently and staff are able to either link units from anywhere using the Links screen of the

Course Offering, or use the Manage Children functionality and add an elective to the

learner’s Course Offering enrolment.

Note: Please refer to TAFE-SALM12: Managing Staff Assisted and Online Enrolments

for more information on using the Manage Children and Add Elective functionality.

7.4 Validate Learning Pathway

After the learning pathway has been created, ebs has functionality to validate the pathway to

ensure that it fulfils the requirements of the Award. It uses the Test Awards process icon in

the Product ribbon.


The Test Awards Process button allows you to determine if the created Course Offering

(with all relevant unit Product links) would contribute to the attainment of an Award if a

learner enrols.

Institutes can specify learning plan templates at the Offering level and customise these for

learners. The Test Awards process button will check the learning plan set up for the Offering

to determine if it will meet the set Award completion rules of the intended Award.

It is best practice to run the Test Awards process after the creation and linking of Course and

Unit Offerings to ensure that learners enrolled into the Course Product can complete to

obtain the Award.

To validate the pathway:

1. Select the relevant Course Offering in the navigation tree

2. Click on the Test Awards icon in the Product ribbon.

This will open the Test Awards screen allowing you to select the Award to test.

3. Select the relevant Award

4. Click OK to test the Award


Upon clicking OK, the results will be displayed.

If any Rules show up with a , it indicates that either the Rule has been entered

incorrectly or that the Product Links are incorrectly set up. Double check the Learner

pathway and re-validate the pathway.

If all Rules result in a , the Course and Rules logically work and their criteria can be

fulfilled.

The Pass Column indicates the outcome of an Ungraded Award if the rules are met.

v


The Grade Column indicates the outcome of a Graded Award if the rules are met.

5. Click Cancel to close the window.



Application Simulation How to create a learning plan

template (App Sim 4)


8. Module 5: Applying for Scope and Approving an Offering

8.1 Context

This module explains the scope of registration process and the impact of moving an

Offering’s status to “Approved”.



explain the scope of registration process

describe the impacts of changing an Offering’s status to ‘Approved’.

8.3 Scope of Registration

Scope of registration is required for regulatory purposes and for changing the status of

Course and Unit Offerings to ‘Approved’. If an Institute does not have Scope of Registration

for a particular National Code, it cannot offer the course. Scope of Registration is not

required for Non-Nationally Recognised Products or Higher Education Products.

Application for Scope of Registration is split between ebs and eScope. eScope is a system

that allows an Institute to apply for Scope of Registration in order for it to offer Products.

In ebs, there is a TGA Interface which loads Training Package Qualifications and Accredited

Course Products overnight from TGA into Client. The Products will have a status of

TGAREF.

Institutes will be using the information from the TGAREF Course Products and selected Unit

Products to create a Training and Assessment Strategy (TAS) in ebs as well as inputting

information into eScope to apply for Scope of Registration. eScope will provide ebs with the

Scope of Registration outcomes based on the National Code. All Products with the same

National Code (Courses and their associated units) will receive the Scope of Registration


outcome from eScope. Client will use the National Code field in the Product Details

screen.

In parallel, TAFE NSW will be creating an enrolment Product to push out to Institutes to use.

Once Scope has been granted and the Product has been pushed out, Institutes are able to

market, take applications and enrolments for a Product Offering.

Note: ebs does not have the capability to view all Products that have scope of registration

approval at a campus or state level. This information however can be viewed in eScope.


Please refer to Appendix 11 for information on the changes to the eScope process. The full

TCS document can be found on the DEC Intranet page.

8.4 Approving an Offering

Before approving an Offering;

Local Institute approval processes will need to be followed before Course and Unit

Offerings can have their status changed to ‘Approved’.

The Scope Value field for a Course Offering must either be ‘A’ (approved) or ‘P’ (partial

linked units have approved scope)

The Scope Value field for a Unit Offering must be ‘Y’

Only Products with a status of ‘CURRENT’, SUPERSEDED’ and ‘TEACHOUT’ can

have Offering statuses set to ‘Approved’. However local business rules and ASQA

requirements must be followed prior to creating an Offering for a Product with a

‘SUPERSEDED’ or ‘TEACHOUT’ status.

When the status of an Offering moves to ‘Approved’, the following will occur in ebs:

the Offering will be published on the TAFE NSW and Institute websites if the ‘Published

to Web Sites’ checkbox is ticked

events can be created for the Offering in Timetables and Registers which allows the

creation of timetables and registers to record attendance and participation

learners can enrol, apply or register their interest into the Offering

the Course Offering can appear on ebs Applications allowing staff to review, progress

and offer applications if the Campus Applications checkbox is ticked.

if learners enrol, it can allow fees to be charged and payments to be received

results can be entered for assessment events for Unit Offering.

An Institute’s approval process may include checking the following:

Scope of Registration has been granted

the Learning pathway has been validated

Assessments have been created

correct fees have been attached

staff have been attached to the Units

marketing information has been entered correctly at both the Product and Offering level


Application Questions have been correctly configured at both the Product and Offering

level

relevant Learner Groups have been created.

Note: When the Course Offering moves its status to ‘Approved’, not all the Units need to

have their status move to ‘Approved’. Only the first few immediate Units which learners will

enrol in will need to have their status set to ‘Approved’. Units occurring later in the year or

next year can still be in Draft whilst Assessment Events are being created.

Note: When moving an Offering to ‘Approved’, staff will need to tick the online enrolment

checkbox if they wish to advertise it. The online enrolment checkbox is read-only in draft

status.

Note for EPIC/EBESS Users

A new course planning tool called EPIC will be integrated with ebs. Institutes that elect to

use EPIC in conjunction with ebs have a slightly different approval process. The main

difference is that Offerings must be approved in EPIC prior to being approved in ebs.

Product Offerings created in ebs will also be displayed in EPIC for staff to assign costs and

edit certain fields, before being back into ebs. The fields that can be edited in EPIC are:

Delivery Hours

Maximum Places

Approved for Delivery

An Offering cannot have its Offering Status moved to “Approved” if the Offering has not

had its “Approved for Delivery” field triggered by EPIC. This setting can be activated

through the “Products to be Approved by EPIC” field in Institution Settings of Client.


9. Module 6: Creating a Training

and Assessment Strategy

Report

9.1 Context

This module explains how a TAS report can be created in ebs.

9.2 Objectives


create a Training and Assessment Strategy (TAS) Report

9.3 Background

Prior to advertising and delivering a course, staff must follow internal business processes

before approving an Offering. Staff must generate a Training and Assessment Strategy

(TAS) Report.

9.4 The Training and Assessment Strategy Report

The Training and Assessment Strategy (TAS) Report is used to ensure that delivery and

assessment strategy for a Course Offering has been planned and resourced. The TAS

Report needs to be prepared when applying for Scope of Registration and for every learner

cohort.

TAS Reports are generated from ebs Reports which can be accessed from the Start Ribbon

on the Home Page of Client.


Note: Please refer to TAFE-SALM04 ebs Reports for more information on using ebs

Reports.

In ebs, there are two types of TAS Reports that can be generated:

TAS Report for Approved Courses

TAS Report for Unapproved Courses

Both of these reports are similar in content and layout. The TAS Report for Approved

Courses is run on Course Offerings created from Training Package Course Products which

do not have a Product Status of ‘TGAREF’. The TAS Report for Approved Courses is used

for an existing Training Package Product with a Course Offering that already has Scope of

Registration approved.

The TAS Report for Unapproved Courses is only run on Course Products which have a

status of ‘TGAREF’. The TAS Report for Unapproved Courses is used when a new Training

Package Qualification has been released by the TGA and an Institute needs to apply for

Scope of Registration using TGAREF Products prior to the complete pathway being defined

by Central.

When generating a TAS Report, information will be drawn from ebs and the respective

Product or Offering chosen. The more information entered in ebs, the less manual data entry

is required when completing the TAS Report. However, there are certain sections where

staff will need to manually edit and complete as the information is not mastered in ebs (such

as the Additional Delivery Information). Staff will need to export these documents into an

editable file such as a Microsoft Word® document to modify and complete the TAS Report.

9.5 Sections of the TAS Report

The TAS Report is split into 5 sections:

General Information

Units selected for completion of qualification

Staffing

Additional Delivery Information

Approval and Signature fields.


General Information

In the General Information section, the TAS Report will display the following information

which is drawn from information entered at the Product or Offering level:

Institute

College

Tracking Code

Head Teacher

Contact Number

Faculty

Qualification/Accredited Course Title

National Code

Training Package Title

Training Package Code

Link to Training Package Details

Grading

Entry Requirements

Staff also have the option to enter additional specific Training Package Requirements and

the number of units required for this pathway to the qualification.

Units Selected for Completion of Qualification

The next section of the TAS Report will display a list of Units selected for the completion of

the Training Package Qualification.

This section is automatically completed if it is generated through the TAS Report for an

Approved Product as the information required is only available if Course and Unit Offerings

are created and linked to teach other.

If generating a TAS Report for an Unapproved Product, staff may be required to manually

enter in each Unit’s Information. If Unit Products are linked to the Course Products, the

report will display a list of linked Unit Products.

For each Unit Offering, the TAS Report will display the:

Product Code


Cal Occ Code

Unit Name

Delivery Date

Whether the Unit is a Core or elective Unit

Whether the Unit is Graded or Not Graded

Delivery Mode

List of Assessment Types created for each Unit Offering

There is also a box for staff to enter the Target Group Information, which is entered at the

Course Offering level or can be manually entered if a Course Offering has not been created.

Staffing

Following the list of Units, the TAS Report will also list all staff members that will be teaching

these Units, their role and qualifications that they hold; this includes their Industry

Qualifications and VET Qualifications.

For a TAS Report for an Approved Course, the information for the Staff will be drawn from

staff attached to the Unit Offerings linked to the Course.

For a TAS Report for an Unapproved Course, the information for staff will be drawn from

staff attached to the Unit Products linked to the Course.

Each staff member’s qualifications are drawn from SAP HR.

Additional Delivery Information

The TAS Report will have a section for teachers to manually enter other requirements and

planning information including:

Industry/Community Consultation

Teacher Resources

Learner Resources

Assessment Tools

Recognition

Assessment Validation Strategies

Special Needs/Support

Physical Resources


Risk Assessment

Monitoring of the TAS.

Approval and Signature Fields

The last section of the TAS Report allows for two members of staff to Date, Name and sign

their approval for the Training and Assessment Strategy for the qualification.

9.6 Generating a TAS Report for Approved Courses

The TAS Report for Approved Courses is generated when staff will be offering a Course

Offering that already has Scope of Registration approved.

This report can only be run on Product Offerings created from Training Package

Qualification Course Products that do not have a Product Status of ‘TGAREF’. When

generating a TAS Report, there are certain fields which will need to be manually populated

by staff members.

To generate a TAS Report for an Approved Course:

1. Click on Reports on the Start Ribbon in the Client Home Page

2. Click on the + icon next to the Assessments folder to expand it

3. Click on Training and Assessment Strategy for Approved Course


4. Select the relevant field to search for the correct Product code and Cal Occ Code to

identify the Course Offering to run the TAS Report on.

5. Click on View Report


6. Click on the Save icon to view export options

7. Click on Word to export the TAS Report to Microsoft Word®

8. Save the TAS Report to your computer

9. Open the TAS Report in Microsoft Word® to modify and complete the TAS Report.

9.7 Generating a TAS Report for Unapproved Courses

The TAS Report for Unapproved Courses is generated when staff need to apply for Scope of

Registration in order to offer a course at their Institute. This report can only be run on

Products which have a Product Status of ‘TGAREF’.

To generate a TAS Report for an Unapproved Course:

1. Click on Reports on the Start Ribbon in the Client Home Page

2. Click on the + icon next to the Assessments folder to expand it

3. Click on Training and Assessment Strategy for Approved Course


4. Select the relevant fields to search for the Course Product to run the TAS Report on.



6. Click on the Save icon to view export options

7. Click on Word to export the TAS Report to Microsoft Word®

8. Save the TAS Report to your computer

9. Open the TAS Report in Microsoft Word® to modify and complete the TAS Report.


10. Module 7: Cloning an Offering

10.1 Context

This module demonstrates the cloning functionality within ebs to speed up the Offering

creation process.



clone an Offering

10.3 Cloning Offerings

Client has a cloning functionality which will copy Products or Offerings with their associated

elements for a new Product Code, time period or calendar occurrence.

This functionality can be used to quickly create new Course Offerings with all their Unit

Offerings, fees and requirements attached. Alternatively, this functionality can be used to

create new Unit Offerings with their fees attached. An example of how this functionality can

be used is when staff needs to create another Course Offering for a different learner cohort,

attendance mode or fees. Another example is cloning a Course Offering to modify it for a

different learning plan template.

To clone an Offering:

1. Select the relevant Offering

2. Click on the Clone icon in the Product Ribbon to initiate the cloning process which

will open the Clone Curriculum wizard.

The Offering selected to be cloned will be the “source” Offering, whilst the new cloned

Offering will be the “target”.


The first screen of the Clone Curriculum wizard allows staff to enter information for the

target cloned Offering.

3. Enter information for the target cloned Offering and select the associated elements of

the source offering to be cloned across.


In the Offerings section of the wizard, enter the information for the output Offering.

The Include Associated Elements section of the wizard allows you to check which

associated elements of the source Offering will be cloned to the new Offering. If no elements

are attached, you will not be able to check the checkboxes.

4. After entering and selecting all relevant information, click the Next button in the

bottom right corner to progress to the next step.

5. If Links was selected, the wizard will allow you to select which child Offering links will

be cloned and linked to the target Offering.

Note: if the Links checkbox is ticked, the Clone Curriculum wizard will only clone Child links.

For example, if a Unit Offering (Child) being cloned is linked to a Course Offering (Parent),

the link will not be cloned across to the new target Offering.


The Select column allows you to check which links will be cloned across.

6. Specify the Cal Occ Code in the Target Cal Occ Code column.

The Target Cal Occ Code field in the top right corner will flood fill all selected rows with the

same Cal Occ Code. The Target Cal Occ Codes default to the chosen Offering’s Cal Occ

Code.

Staff can specify any Cal Occ Codes in the Target Cal Occ Code cells. If Offerings do not

exist for them, they will automatically be created and linked to the target Course Offering.

For example, in the screenshot above, the Product Offering CHCECE003 has a Cal Occ

Code of 15NIR-001. If ’15NIR-001’ is entered in the Target Cal Occ Code column, the wizard

will link the existing Offering to the target Offering. If ’15NIR-002’ is entered and the Offering

does not exist, the wizard will create a new Offering with the new Cal Occ Code and link it to

the target Offering. Staff will be required to check all new Offerings created to ensure the

correct information has been entered.

7. Once all relevant child Offering links have been selected with the relevant Cal Occ

Codes, click Next to progress to the next step.


A summary page will be displayed informing staff of all new records that will be created.

8. Click Finish to execute the cloning process.

The Product Manager screen will open and display all newly created Offerings (both the

Course Offering being cloned and any linked Unit Offerings being cloned across).


As the newly cloned Offering is an exact copy of the source Product, it is recommended to

view the Offering in Product details to check and correct fields such as the Start and End

Dates, Offering Status, Enrolment location and TAFE NSW website checkboxes.



Application Simulation How to Clone an Offering (App Sim 5)


11. Module 8: Managing Offerings

11.1 Context

This module explores the impact of changes to information and settings in Offerings.

Relevant process steps will also be highlighted.



explain the impact of changes made to Offerings to the ebs platform

use the flood fill functionality to bulk edit Offerings

generate reports related to Offerings.

11.3 Impacts of Making Changes to Course Offerings

Changes made to Course Offerings can be grouped into the following categories:

before the Offering has an ‘Approved’ status

after the Offering has an ‘Approved’ status (prior to enrolment of learners)

before enrolment of learners

after enrolment of learners.

Staff can determine if a Course Offering has had learners enrolled by viewing the Statistics

tab in the Product Details screen.

Before the Offering has an Approved status

There are no downstream system impacts if changes are made before an Offering has an

Approved status.


After the Offering has an Approved Status

As covered in Section 9.4, when an Offering moves from ‘Draft’ to ‘Approved’, the following

can occur in ebs:

the Offering will be published on the TAFE NSW and Institute websites if the ‘Published

to Web Sites’ checkbox is ticked.

events can be created for the Offering in Timetables and Registers which allows the

creation of timetables and registers to record attendance and participation.

learners can enrol, apply or register their interest into the Offering.

the Course Offering can appear on ebs Applications allowing staff to review, progress

and offer applications if the Campus Applications checkbox is ticked.

if learners enrol, it can allow fees to be charged and payments to be received.

As the Offering will now be advertised on the TAFE NSW and Institute websites, all changes

will need to be carefully considered.

Before Enrolment of Learners

Prior to enrolment, any changes to fees, assessments, award rulesets, timetables,

requirements and staff can be made, however staff will need to update relevant marketing

information on the Offering to reflect the changes.

After Enrolment of Learners

After the enrolment of learners or after the start date of an Approved Offerings, staff will

need to carefully consider any changes that need to be made to the Offering.

Any changes made to an Offering’s attributes and associated elements will not affect

currently enrolled learners.

Unmarked Assessments are the only exceptions to this rule. If an Assessment Event has

not been marked, any changes, deletions or new Mandatory Unit Assessment Events at the

Product level or Offering level will cascade down to enrolled learners. Non-Mandatory

Events will not cascade down to enrolled learners. The Grade Code field at the Product

level will also cascade down to learners after enrolment.


Fees cannot be changed or deleted once they are calculated to enrolled learners. Fees can

be created and attached to an Offering post-enrolment of learners, but it will not

automatically apply to learners currently enrolled. Staff will need to manually Generate Fees

for each learner in the Learner Details section to attach the newly created fee after the

learner has been enrolled in the Offering.

If changes are required for Start Date, End Date, Intended Award, rulesets, learner pathway

(links), or Requirements to affect currently enrolled learners, a new Course Offering will need

to be created and learners will need to be transferred into the new Offering. Staff should

follow business processes and notify relevant stakeholders before creating a new Course

Offering.

If learners have been enrolled but their award or ruleset needs to change, ebs does not have

capability to change the award for a group of learners using the Learner Manager. Staff must

instead manually access each learner’s Enrolment tab to change the intended Award and

ruleset. Please refer to TAFE-SALM12: Managing Staff Assisted and Online Enrolments

for more information on accessing and using the Enrolments tab.


Note: Staff should mark the incorrect Course Offering with an Offering Status of ‘Cancelled’

and explain the reason in the Notes for Staff field in the Offering tab. This cannot be done

for Unit Offerings as they can only have a status of “Draft” or “Approved”. Staff will need to

use the Notes functionality at the Offering level to display a pop-up that the Unit Offering has

a status of deleted.

Creating a new Course Offering or Unit Offering will require staff to re-timetable the event in

Timetables and Registers.

Other Statuses

If an Offering has the status of ‘Draft’, ‘Ready for Marketing Approval’, ‘Ready for Faculty

Approval’, ‘Work Required – Faculty’ or ‘Work Required – Marketing’, staff can make as

many changes as required and the Offering will not be shown on external websites. The next

section will explain how to make bulk changes to Offerings and will assume the Offerings

have one of these statuses.


Note: ebs does not have functionality to “freeze” Offerings to prevent them from being

edited. If an Offering needs to be prevented from being edited, staff must use the Notes

functionality at the Offering level to highlight that no changes are to be made.

11.4 Introduction to the Product Manager

As covered in the TAFE-SALM03 Introduction to Products and Offerings course, the Product

Manager is a powerful tool used to search and filter for Products or Offerings and bulk edit

any information presented in the Product Details tabs. It is also from the Product Manager

that you can navigate to different aspects of a Product such as fees and awards. Finally, this

information can be exported as a .csv file.

The Product Manager presents information in a spreadsheet format, which provides a view

of all Product or Offering fields to be populated on a single view.

Users will have the ability to use the Condition Builder functionality to refine the list of

Products and Offerings.


The Product Manager Layout

The Product Manager layout is similar to a spreadsheet view, divided into rows and

columns to allow for ease of use in managing Products and Offerings.

a Row represents a specific Product or Offering

a Column represents a Product or Offering field

Using the Product Manager Grids

Users can modify the Product Manager search results grid by right-clicking on the column

headings.

You can select the following options to customise their view:

Field Description

Frozen All columns to the left of the column that was right clicked

will be static and not scroll horizontally.


Hide Column This will hide the currently selected and right-clicked

column.

Visibility This allows you to specify what columns you would like to

have visible in the Product Manager grid.

Wrap This will start a new line in each cell if the text is longer than

the width of the cell. This applies to all columns.

Autofit Re-adjust cell sizes so that all text will fit in one line. This

applies to all columns.

Users can save and name their view settings using the Display Settings group in the Product

Ribbon.

The ALL COLUMNS drop-down icon will allow you to select any of the saved Display

Settings.

Save Config allows you to save the current view settings in Product Manager.

Manage Config allows you to delete or rename view settings.


Right-clicking on individual Products or Offerings in the Product Manager allows you to

select a variety of options available from the ribbon. This is highlighted in the screenshot

above.

11.5 The Ribbon Toolbar

The Ribbon Toolbar which is displayed across the top of the Product Manager screen

provides access to functions that allow for easy and effective management of Products and

Offerings.

The Go To option allows you to jump to Product and Offering specific screens, such as the

Enrolments, Products, Offerings and their associated Assessments, Fees and Awards.


Note: Certain options under the Go To button cannot be selected when you are on specific

tabs. For example, when viewing the Products Assessments tab in the Product Manager, the

Product Assessments option in Go To will be greyed-out as you are already in this view.

Enrolments will only be available under the Offerings tab. Products will only be available in

the Offerings tab and vice versa.

Users can Add and Delete Products and Offerings through the Product Manager. Products

and Offerings can be created covering the previous steps.

The Export button allows you to export results displayed in the Product Manager into CSV

format. The Current Year button limits the selection of Offering records for the current

enrolment year only.

Note: The Current Year will be defined based on the reference data settings. Ensure that the

Current Year button is not highlighted for Products and Offerings that have availability dates

outside of the current year.

11.6 Bulk Editing Products

This section will teach you how to bulk edit Offerings, but the same methodology can be

used for Products and related Fees, Awards and Assessments.


The Flood Fill button is the primary tool to allow you to bulk edit Offerings. This can be

accessed via the ribbon or by right clicking on the grid below the Condition Builder.

Some scenarios of where a user may require the flood fill process may include:

changing the Offering Status

changing the Website Publish Dates of an Offering

changing the Enrolment Open Date/ Time fields.

The Flood Fill Process

In order to Flood Fill:

1. Conduct a relevant search in the Product Manager to display all

Products/Offerings/Awards/Assessments to be edited.

2. Select and edit the relevant field in the column to flood fill from

3. Execute flood fill by either: a. Click on the Flood Fill button in the Product Ribbon.

b. Right-click the relevant field and select Flood Fill from the right-click menu.


4. Select the relevant option to either flood fill All Rows or flood fill the Selected Row Down.

The column will then fill with the same value that you decided to flood fill.

5. Once all changes have been made, double check all changes as highlighted by green cells

6. Upon completion of the relevant fields, Save to create the Link by choosing from one

of the following:




The Flood Fill process is now completed.

Note: If staff realise an error prior to clicking Save, they can correct the changes by clicking

on Discard Changes in the ribbon to undo the flood fill. However this will also undo all

unsaved changes.

Deleting an Offering

Offerings should not be deleted as this may impact enrolled learners. Instead, the Offering

Status should be marked as ‘Deleted’ in the system.

Use the Flood Fill functionality in Product Manager to bulk process Offerings and mark their

Offering Statuses as ‘Deleted’.


If an Offering does need to be deleted, the learners will need to be transferred to another

Offering prior to deletion.

11.7 Reporting

In ebs, there are many reports that can be generated that are related to Offerings. The table

below provides some examples with their description and purpose.

Report Name Description

Course Structure and

Completions Report

This report shows how a course organises its groups and units

and the rules that will apply to attain the award.

Enrolment Statistics Report This report can provide a report for enrolment counts by course,

location, Institute or college and payment summary.

Product Validation Report This report shows the course assessment requirements that

must be distributed to learners. It gives:

• course qualification name and number

• course outcome details

• course structure and completion criteria

• late and absence assessment options

• result review procedures

Student Assessment Guide

(SAG)

Ensures students are aware of the assessments they will be

required to complete and the due dates

Training & Assessment

Strategy For Approved Course

To ensure delivery and assessment strategy are planned,

appropriated and resourced

Training & Assessment

Strategy For Unapproved

TAFE Course

To ensure delivery and assessment strategy are planned,

appropriated and resourced

Vocational Training Order

Report

The purpose of this report is to obtain a summarised view of

qualification courses that have a VTO arrangement.

All reports can be generated through ebs Reports which is accessed from the Start ribbon

on the Client Home Page.

Note: Please refer to the TAFE-SALM04 ebs Reports training for more information on

accessing and using ebs Reports.

Alternatively, for some reports such as the SAG report, they can be generated from within

the Product Details screen using the “Offering Reports” or the “SAG” icons in the Product


ribbon. Ensure that the relevant Offering is highlighted in the navigation tree before clicking

on these icons.

Using the Product Manager Condition Builder to Generate Reports

The Product Manager can also be used to generate reports for staff. It requires using the

condition builder to refine the selection of Products or Offerings in order to export the list as

a .csv file to view in Microsoft Excel®. The condition builder can be used on Products,

Offerings and their related fees, assessments and awards.

1. Click on the Product Manager icon from the Start ribbon on the Client Home page

2. Select and enter the relevant conditions in the condition builder 3. Click Search


4. Click Export in the Product ribbon 5. Click All to export all results

Alternatively, highlight the relevant Products, Offerings or associated elements to be

exported and select Selected in the Export icon on the Product ribbon.

Note: the Current Year icon will ensure that only Products, Offerings and their associated

occurring in the current year will be displayed. The dates for the current year are defined

based on reference data settings.

6. Save the .csv file to your computer 7. Open the .csv file in Microsoft Excel® to make edits and remove irrelevant entries

and save the file to save changes.




Application Simulation How to bulk edit Offerings (App Sim 6)

12. Course Summary

12.1 Course Summary

In this course, you have learnt how to create and manage a Course Offering.

Having completed this course, you should be able to:

explain the education planning process

understand the importance of accurate Offering creation



attach Unit Offerings to a Course Offering and form a learning plan template

create a teaching matrix

create a TAS and SAG report

market a Course Offering

explain the impacts of making changes to Offerings in ebs

bulk edit Offerings.


13. Appendix

13.1 Appendix 1: Product Code Naming Convention

Product Code Naming Convention

Product Type

Product Sub-type

Naming Convention Example Comment

Training Package

Training Package

(TGA Download)

<As on TGA>R<Release Number>

SIS10R1 N/A

Course

Accredited Course

<As supplied by ASQA (TGA)>V<Version Number>

86799NSWV03

Versions are performed by cloning the last version of the course and then making the change to the specific group only and renaming that group and then adjusting the rule set as necessary.

Higher Education

Course

HE<unique 5 digit number>V<Version Number>

HE20501V01 For data migration, this would be the current number with a HE prefix.

Non-Nationally

Recognised Course

<Institute Code>-<random 5 digit number>V<Version Number>

161-48322V01 For data migration, the 5 digit code would be the TAFE Course Number.

RTO Skillset <Institute Code>-<random 5 digit number>V<Version Number>

161-28376V01 For data migration, the 5 digit number would be the TAFE number.

Training Package

Qualification (TGAREF)

<National Code><Release Number>

SIS50410R3

Release number is only included in the Product Code for the TGA reference Product, NOT cloned Products. The release number is a separate field for cloned Products.

Training Package

Qualification (Cloned)

<National Code>-<Sequence Number>V<Version Number>

SIS50410-02V01

The Product sequence number is used to indicate the number of different pathways and/or specialisations for the same national code.

A new Product with a new Product Code is created when a new version is required.

Training Package Skillset

(TGAREF)

National Code-Release Number

SISSS00003-R3

The Release Number is only included in the Product Code for the TGA Reference Product, NOT cloned Products. The Release Number is a separate field for cloned Products.


Product Type

Product Sub-type

Naming Convention Example Comment

Training Package Skillset

(Cloned)

National Code-<Sequence Number>V<Version Number>

SISSS00003-02V01

The Product sequence number is used to indicate the number of different pathways and/or specialisations for the same national code. A new Product with a new Product Code is created when a new version is required.

Unit

Accredited Unit

Unit Code + '-G' if graded

NSWT86799A OR NSWT86799A-G

Associated with Accredited Course, Identified by first 4 characters of unit code = NSWT* '-G' is only added if the unit is graded.

Higher Education Subject

<Higher Education Subject Number> + '-G'.

AFPLN201A-G '-G' is only added if the unit is graded.

Non-Nationally

Recognised Unit

<Institute Code>-<Unit Identifier>

165-48322A For Data Migrated Units, the UI Code is the Unit code.

Training Package Unit

Unit Code + '-G' if graded

SISXCCS402A OR SISXCCS402A-G

'-G' is only added if the unit is graded. This is added by Central and does not come from the TGA.

BOS Couse As per BOS number 64054 N/A

Group Group

For Groups: <Course Product Code>-<Sequence Number>V<Version Number>G<Group Number>

SIS50410-01V01G01

For Sub-Groups <Course Product Code>-<Sequence Number>V<Version Number>G<Group Number>S<Sub-Group Number>

SIS50410-01V01G02S01

Unit of Study

Unit of Study <Central instance code>-UOS<alpha-number>-<version number>

900-UOSABC30271-01

N/A


Award Code and Award Ruleset Naming Convention

Field Naming Convention Example

Award Code <National Code>-<Sequence Number> CHC30113-02

Ruleset Title (for data migrated awards)

<Course Product Code>-<old TAFE number> CHC30113-01V01-25272

Ruleset Title (for new award or version incremented awards)

<Course Product Code (including sequence number and version number)>

CHC30113-01V01


13.2 Appendix 2: Field Descriptions

Offering Tab

Field Field type Description

Product Code Read-only Displays the Product Code of the Product from which the

Offering is being created.

Product Status Read-only

Displays the status of the Product from which the

Offering is being created. A Product’s status should

either be:

Current

Teachout

Superseded

Product Type Read-only Displays the Product type of the Product from which the

Offering is being created.

Product Subtype Read-only Displays the Product Subtype of the Product from which

the Offering is being created.

Product Name Read-only Displays the name of the Product from which the Offering

is being created.

Intended Award Drop-down

The intended Award for the Course Product. The drop-

down draws information from the Awards that are

attached to the Course Product.

If this is left blank, when a Course Offering is saved, it

will automatically default to the Main Award that has

been set at the Product level.

[Required]

Award Ruleset Drop-down

The ruleset of the intended Award for the Course

Product. The drop-down draws information from the

rulesets that are attached to the chosen intended Award.

If this is left blank, when a Course Offering is saved, it

will automatically default to the most recent ruleset that



has been set in Awards Manager.

[Required]

Offering Status Drop-down

The status of the selected Product. An Offering’s status

can be set as:

Approved

Cancelled

Deleted

Draft

Ready for Faculty Approval

Ready for Marketing Approval

Rejected

Work Required – Faculty

Work Required – Marketing

[Required]

Offering Type Drop-down

All Course Offerings must have an Offering Type

selected.

The Offering sub-type being offered. An Offering’s type

can be set as:

FEE-HELP

FEE for Service

Sponsored

TAFE NSW FEE

TVET

VET FEE-HELP

Enrolment

Location Search

The administrative owner of the enrolments of the

Offering. It will use three letter alpha characters to define

each enrolment location.

Delivery Location Text

A free text field to indicate location of delivery. Only use if

this location is different to the enrolment location.

Maximum 240 characters.



Cal Occ Code Search

Calendar Occurrence Code. The Calendar Occurrence

Code is used to specify the period in which a Product will

operate and will default the start and end dates.

[Required]

Offering Code Text

To be used by Institutes to indicate the Offering Code as

displayed in MEVI and CLAMS. All Course Offerings

must have an Offering Code. Maximum 40 characters.

Start Date Date with

Calendar

The date that the Offering is due to start. The usual

format for dates is dd/mm/yyyy.

A default will be provided from the Calendar Occurrence

specified above, but these dates should be edited to

reflect the actual start of delivery.

[Required]

End Date Date with

Calendar

The date that the Offering is due to finish. The usual

format for dates is dd/mm/yyyy.

A default will be provided from the Calendar Occurrence

specified above, but these dates should be edited to

reflect the actual end of delivery.

[Required]

Anytime Enrolment Check-box

Tick to allow learners to enrol at any time throughout the

Offering’s start and end dates. However learner start and

end dates apply.

Refer to the QRG: Anytime Enrolment located in TAFE-

SALM12: Managing Online and Staff Assisted

Enrolments for more information.

Anytime Duration

(Days) Numeric field

Enter the number of days the “Anytime Enrolment”

Offering will occur, this will automatically change the End

Date of the Offering based on the number of days

entered.

Refer to the QRG: Anytime Enrolment located in TAFE-



SALM12: Managing Online and Staff Assisted

Enrolments for more information.

Campus

Applications Check-box Tick to allow staff assisted applications in Client.

Campus

Enrolments Check-box Tick to allow staff assisted enrolments in Client.

Eligible for

Instalments Check-box

Tick to indicate if the Offering is eligible for payment of

fees in instalments. This will create a default Instalment

Plan for the Offering.

Publish to

Websites Check-box

Tick to publish the Offering to TAFE NSW and the

Institute websites. If this is checked, the Contact Staff

Code field must be completed unless the Offering status

is ‘Draft’ or ‘Cancelled’.

Online

Registrations Check-box

Tick to enable registration of interest of learners for the

Offering online.

Online

Applications Check-box Tick to allow learners to apply for the Offering online.

Online Enrolments Check-box Tick to allow learners to enrol into the Offering online.

Nominal Hours Read-only Displays the nominal hours of the Product as entered in

the Product Classifications tab.

Delivery hours Numeric field Used for advertising, a numeric field used for unit.

Products representing the actual hours of delivery.

Teaching Section Search

Enter the teaching section that is owning or delivering the

Offering. This field must be completed for other ebs

functionality such as recording assessment event results

and progressing a learner in Agent.

Faculty Search The faculty that is owning or delivering the Offering.

Unit Delivery Mode Drop-down A drop-down to indicate how a Unit Offering will be

delivered.

Minimum Places Numeric field

The minimum number of learner places before Offerings

can be offered for delivery. This is used to assist in

viability management.

Target Places Numeric field The ideal number of learner places enrolled that the

Offering should have for delivery.

Maximum Places Numeric field The maximum number of learner places before an Over



Enrol Action is triggered for the Offering.

Over Enrol Action Drop-down

A drop-down box to configure how ebs and the

Enrolment Portal respond when the number of

enrolments exceeds the Maximum places setting.

The available options are:

Create record in waiting list – this will create a

standby list

Oversubscription warning message – enrolment

portal will not take additional enrolments and a

notification will be sent to staff

Oversubscription not allowed – enrolment portal will

not take additional enrolments

Oversubscription allowed – full enrolments will be

allowed.

Funding Source Drop-down

Source of funding for this particular Product. If left blank,

it will match the Funding Source information selected at

the Product level.

After Payment

Information Text

Same as currently done in MEVI. This field will print on

learner receipts and provide next step instructions (eg.

Room and time). This is the last form of communication

prior to a learner attending a class. Maximum 2000

characters.

This field must be completed if the Offering Status is set

to ‘Approved’ and either Campus and Online Applications

or Enrolments checkboxes have been ticked.

Enrolment Pay By

Date

Date with

Calendar The date by which enrolled learners need to pay.

SAG What you will

need Text

For Unit Offerings only. This field will be displayed in the

SAG Report when it is generated. Maximum 2000

characters.

Learning Tools

URL Text

A URL must be provided for a Course or Unit Offering for

which the Attendance Mode (in the Marketing tab) is



selected as ‘Online’. This will appear in the learner

Portal.

Offering URL Read-only

Applicable for Course Offerings only. ebs will

automatically generate a URL to the Enrolment portal if

either Online Registration, Online Application or Online

Enrolment checkbox is ticked.

Teaching Contact Search The teaching staff for students to contact for enquiries

regarding the Offering.

Notes for Staff Text Any additional notes and comments. Maximum 240

characters.

Last Modified By Read-only The last user who modified the Offering details.

Date Modified Read-only The last date and time when the Offering was modified.

Application Tab


Total applications Text Specifies the maximum number of applications to be

received.

Lapse Days

Text The number of days that an offer to a learner will be

kept before it is lapsed. If an application Offering is

being created, this field must not be left blank or be

set to “0”. ebs will automatically lapse a learner’s offer

if it is left blank or set to 0.

[Require if Online Application checkbox has been

ticked]

Application Next Steps

Text Next steps information provided to all applicants who

submit an application.

[Required if Online Registration or Application

checkbox has been ticked]




Display Application

Questions

Check-box Tick to display application questions on the

Institute/TAFE NSW website.

Question 1-6 Text Application Questions for the Offering. Maximum 2000

characters.

Selection Criteria

Text Internal use only. Used to communicate how staff

should score applications. (Optional).


Marketing Tab


Web Publish Start

Date

Date with Calendar The date that the Offering will be displayed on

the Institute/TAFE NSW website.

Web Publish End

Date

Date with Calendar The last date that the Offering will be displayed

on the Institute/TAFE NSW website.

Enrolment Open

Date/Time

Date with Calendar and

Text

The date and time when enrolments to the

Offering will open.

Contact Staff Code Search The staff who will be the main point of contact

for all marketing enquiries. This will be

displayed on the TAFE NSW website.

Public Display Name Text This name will be displayed in TAFE NSW and

Institute websites. Maximum 240 characters.

Number of

Hours/Week

Numeric field Allows staff to specify weekly hours to help

potential learners understand the time

commitment required to undertake the course.

This field will also provide information to

learners to determine if they are eligible for

travel concession cards, Centrelink

concessions or AUSTUDY concessions.

For Drop-down Select duration of the course in weeks or

years.

Day of Week Drop-down Single select day of week when Offering will

occur. If the Offering occurs across multiple



days, use the Attendance Text.

Duration Numeric Field 3 digits to specify the minutes of duration. This

field is used for TVET Offerings.

Start Time Time Select the start time of the timetable. This field

is used for TVET Offerings.

End Time Time Select the end time of the timetable. This field

is used for TVET Offerings.

Attendance Mode Drop-down A drop down to specify attendance mode. Will

also be displayed on TAFE NSW/Institute

websites.

Attendance Text Text Any additional attendance details. This field

can be used to specify additional days of the

week that classes will occur. Maximum 240

characters.

Additional Marketing

Information

Text Information displayed on websites for any

additional information potential applicants may

need to know. This field also acts as a notes

field for other additional information. Maximum

2000 characters.

About This Offering Text Information displayed on websites describing

the specific Offering. Maximum 2000

characters.

How to Enrol/Apply Text Information displayed on websites on how to

enrol or apply for the Offering. Maximum 2000

characters.

Fee Explanatory Text Text Information regarding Offering fees. Maximum

2000 characters.

Other Offering

Requirements

Text Free text field to indicate any other Product

requirements such as age limits, or access to a

suitable workplace. This is a text version of the

Requirements screen that will be displayed on

websites. Maximum 2000 characters.

TAS Target Group Text Used in prepopulating the TAS document.




Keywords Text Enter keywords that will feed to TAFE NSW

and Institute website search functionality.


13.3 Appendix 3: Fields that are copied from the Product

when creating an Offering

Cascading from the Product level at the point of Offering creation

The following table explains what fields and associated elements at the Offering level are

cascaded from the Product at the point of creation for both Course and Unit Offerings.

Field in Offering Level Source at Product Level Course/Unit Offering

Product Code Product Tab Both

Product Name Product Tab Both

Product Type Product Tab Both

Product Subtype Product Tab Both

Product Name Product Tab Both

Product Status Product Tab Both

Funding Source Product Tab Both

Intended Award Attached Awards Course Offering

Award Ruleset Attached Awards' Rulesets (versions)

Course Offering

Nominal Hours Classifications Tab Both

Assessments Attached Assessments Unit Offering

Fees Attached Fees Both

Requirements Attached Requirements Both

Staff Attached Staff Both


13.4 Appendix 4: Summary of fields in the Offering tab

relevant for Course or Unit Offerings

Summary of Fields in the Offering Tab relevant for Course and Unit

Offerings

Y = Required O = Optional N/A = Not Applicable

Course Offering Unit Offering

Product Code Read-only Read-only

Product Status Read-only Read-only

Product Type Read-only Read-only

Product Subtype Read-only Read-only

Product Name Read-only Read-only

Intended Award Y N/A

Award Ruleset Y N/A

Offering Status Y Y

Offering Type Y N/A

Enrolment Location Y Y

Delivery Location O O

Cal Occ Code Y Y

Offering Code O O

Start Date Y Y

End Date Y Y

Anytime Enrolment O O

Campus Applications O N/A

Campus Enrolments O Y

Eligible for Instalments O N/A

Publish to Websites O N/A

Online Registrations O N/A

Online Applications O N/A

Online Enrolments O N/A

Nominal Hours Read-only Read-only

Delivery hours Y Y

Teaching Section Y Y

Faculty O O

Unit Delivery Mode N/A Y

Minimum Places O O

Target Places O O

Maximum Places Y Y

Over Enrol Action Y Y

Funding Source O O


After Payment Information Y N/A

Enrolment Pay By Date Y N/A

SAG What you will need N/A Y

Learning Tools URL O O

Offering URL Read-only Read-only

Teaching Contact Y Y

Notes for Staff O O

13.5 Appendix 5: Training Package Products Process

Training Package Products Process

Courses are formed by creating and linking Course Products, Unit Products and Group

Products in ebs.

For Training Package Products, the training.gov.au (TGA) interface will download Course

and Unit Products in ebs with most of the information completed. Course Products (Training

Package Qualifications) will be downloaded with a status of ‘TGAREF’ and Unit Products will

be downloaded with a status of ‘CURRENT’. TAFE Central will create an enrolment Course

Product based off the TGAREF Products for which they will be responsible:

creating Awards and rulesets

creating Group Products

linking the Unit, Course and Group Products to form the course structure.

Once complete, the Training Package Qualification Course Products will be pushed to

Institutes for Offering creation for marketing and enrolment.

Institutes will also receive Training Package Qualification Products with a status of

TGAREF through the TGA interface. These Products can be used for demand assessment

and Institutes can use them to apply for scope of registration.

Courses can easily be identified by their Product Codes with a sequence number after the

National Code and Product Status of ‘CURRENT’. For example ‘CHC30113-01V03’ will be

an enrolment Product for Institutes whilst ‘CHC30113-R3’ will be the TGAREF Course

Product that was downloaded from TGA. Institutes can create Course Offerings from the


Course Products created by TAFE Central. Please see Appendix 1 for a summary of the

naming conventions for all Product types and sub-types.

Although links to Groups and Units were created at the Product level, they will not

cascade down to the Offering level. This provides Institutes with the flexibili ty to customise

Learning Pathways for each Course Offering.

Institutes are provided with the flexibility to edit the following details at the Product level:


fees

marketing information to be displayed on the Institute website

assessments (for Unit Products)

requirements

staff

Changes made at the Product level will not affect existing Offerings that have been created

prior to the change. Only Offerings created after any changes at the Product level will be

affected.


13.6 Appendix 6: Sample Student Assessment Guide (SAG)

Report

Sample SAG Report



13.7 Appendix 7: Sample Training and Assessment

Strategy (TAS) Report

Sample TAS Report



13.8 Appendix 8: Using the Custom Filter icon in the

Product Ribbon

When viewing the Product Details screen, ebs will display a list of all Offerings that have

been created from the Product. However, staff can narrow the number of Offerings displayed

by using the Current Year or the Custom Filter icons in the Product Ribbon.

To activate a filter, click the icon to enable it. A highlighted icon indicates that the filter is

active. Click a highlighted filter icon to deactivate the filter being applied.

The Current Year filter icon, when enabled, will only display Offerings that have their Start

Dates occurring in the current year (which is defined by Institution Settings).

The Custom filter icon, when enabled, will only display Offerings that fit the criteria you

specify.

To use the Custom Filter icon:

1. Click on in the bottom right corner of the Filter Group in the Product Ribbon. The Custom Filter Settings pop up will be displayed.


2. Enter the relevant settings to filter the list of Offerings 3. Click Apply when complete

4. Click on the Custom Filter icon to activate the filter and the list of Offerings displayed will be reduced.


13.9 Appendix 9: Generating a Course Structure and

Completions Report

Please refer to TAFE-SALM04 Using ebs Reports for more information on accessing and

generating reports.

A Course Structure and Completions Report can be generated by following the steps below:

1. Click on the Reports icon in the Client Start Ribbon

2. Click on the “+” icon next to the Curriculum folder to expand it


3. Click on the “Course Structure and Completions Report” link

4. Select the relevant Product Subtype (for example, “Training Package Qualification”)

5. Use the Filter Product field and type the Product Code of the Course Product

6. Select the relevant Product Code from the Product drop-down

7. Select the relevant Award from the Award Type/Award Code/Award Description

drop-down

8. Select the relevant Award Rule Set from the Award Rule Sets drop-down



10. Click the Save icon to export report and save it to your computer; OR


11. Click the Print icon to print the report to the default printer.

The Course Structure and Completions report will display:

the completion rules of the Award Ruleset that was selected

a list of all Groups attached to the Course Product with the Plain English

Completion text

under each Group, a list of all Units attached to it with their nominal hours.

Please refer to Appendix 10 for a sample Course Structure and Completions Report.


13.10 Appendix 10: Sample Course Structure and

Completions Report: CHC30113-01V01

Sample Course Structure and Completions Report for CHC30113-

01V01



13.11 Appendix 11: Changes to eScope

Note: Please use the following URL to access the TCS Systems Support User Guide for

eScope for further information on changes to the eScope process.

https://detwww.det.nsw.edu.au/tafe/csupport/helpdesk/tafe_sys_supp.htm

1. The ESCOPE Application

The ESCOPE application is a web based client. This web based client utilises the security of

existing SSO (Single Sign On) currently in use by the DEC portal and other web based

applications.

Additional changes have been as to how the application retrieves information from the

SALMT database instead of the legacy SIS. It has also been developed to communicate

directly with ebs in transmitting information of approved courses.

2. Escope Changes

The following changes have been made to the new ESCOPE application, and are different to

how these functions are achieved in the current SCOPE application.

No Function Description Change Type

1. Application

Access

Access to the application will be through a URL.

The new URL will be provided to TAFE users.

Note: It is suggested that the URL location be bookmarked

in the default browser for ease of access.

Non-

Functional

2. General

Usability and

Navigation

Deploying a browser based application interface results in

inherent differences in screen navigation.

Users using ESCOPE will be able to access the key

functions, such as New Request, Revoke Request etc. using

a menu list.

In comparison, the existing SCOPE application uses radio

selection to access these key functions which it delivers

using independent and multiple windows.

Non-

Functional

3. Authority to Users will no longer be able to access ATR functionality from Functional



Run within ESCOPE. This functionality will be offered directly by

ebs.

4. Course Details The new ESCOPE application will no longer display the

following course attributes as these are not supported in

SALMT

1. Delegation 2. Sponsor 3. Program Area 4. Previous courses replaced 5. Course Version Number

This change will impact all screens where one or more of

these attributes are displayed, such as

1. Course Details screen, and 2. Course Look Up screen

Non-

Functional

5. Thin Client ESCOPE application does not require installation of JAVA

software since it is a web based application accessed

through the web browser.

Non-

Functional

6. New Request When creating a new request, the users will no longer be

able to view the following course attributes previously

available in SCOPE

1. Delegation 2. Sponsor 3. Program Area 4. Previous courses replaced

Functional

7. Product Look

Up

When searching for a product, the search screen opens in a

pop-up.

The Search is based on

1. National Course Code and/or 2. Product Name.

This form will no longer list the following course attributes

previously available in SCOPE

3. Sponsor 4. Program Area

Functional

8. Accredited

Courses

eScope is extended to give scope to Accredited Courses

which has a product subtype of ‘AC’.

Functional

9. Add Units to

Full Scope

Course added

eScope doesn’t allow duplicate requests raised for same Full

Scope Course at the same Institute. When TGA adds new

Units to a Full Scope Course, there is no way to give scope

Functional



later by TGA to that added Unit. Through this new Menu Item, Users can

search for such Courses and directly Approve the extra

Units scope and send it to ebs without going through whole

Approval Process.

10. User Look Up When searching for a user, the search screen opens in a

pop-up. This form will no longer list the following user

attributes previously available in SCOPE

1. Title 2. Location 3. Phone

Instead, the users will see the following additional attributes

1. Email 2. Username

Functional

11. Change Role /

Logout

In ESCOPE, the users will be able to log out of the

application, and then log back in with a different role.

Functional

3. Key Screen Changes

3.1.1. Application Log in

User will login using Single Sign On.

3.1.2 New Request

The following details will no longer appear in ESCOPE when creating a new request:

1. Delegation

2. Sponsor


3. Program Area

4. Previous courses replaced

3.1.3 Product Lookup

The following two attributes of the course will not be listed when searching for a Product:

1. Sponsor

2. Program Area


3.1.4 New Request – Select Next Recipient

When searching for a user, the search screen opens as a web pop-up. This screen will no

longer list the following user attributes previously available in SCOPE:

1. Title

2. Location

3. Phone

Instead, the users will see the following additional attributes:

1. Email

2. Username

3.1.5 Add Units to Full Scope – New Feature

A separate menu item (Add Units to Full Scope Request) is provided in Requestor Screen

where user can skip the whole Approval workflow Process to add scope to the new units of a

full scoped course.

This had been implemented because the normal workflow process would not allow the User

to raise a duplicate Request for a Course which had already been given Full Scope.

Select the Product by Product Lookup entering its National Course Code.

Click on Display Units. Only those Units which are added newly are displayed. Select the

Unit(s) and click on Approve. Skipping the entire Approval Process, a message is sent to


EBS4 with Course and Unit Details and upon success, Successful Approval Message is

displayed to the User.

This can also be used as a workaround to add Scope again to those Units which were

revoked as part of multiple Courses.

3.1.6 Copy/Re-Submit Unsent Requests

Search for Unsent Requests by entering Search Criteria, select from the list and click on

View Details and User can View the information and submit it. Copy Request is also

available on click of Copy Request button.



13.12 Appendix 12: TAFE NSW Website (HOWEX)

Display Rules

The selection of Offering attributes in Client will affect how each Offering is displayed on the

TAFE NSW Website.

Products will be displayed on the TAFE NSW Website when:

The Publish to Web checkbox is ticked in the Product tab at the Product level

the ANZSCO and ANZSIC codes are entered in the Classifications tab at the

Product level

Active and published Offerings exist for the Product in order for it to be advertised on

the TAFE NSW Website

o the Publish to Web Sites checkbox has been ticked in the Offering tab at the

Offering level

o the Offering Status drop-down is set to either Approved or Cancelled

o either the Online Registration, Online Applications or Online Enrolment

checkboxes are ticked in the Offering tab.

o the current date (today’s date) is inside the range of the Web Publish Start

Date and Web Publish End Date located in the Marketing tab or Offerings

or there are no dates in these fields.

The How to Enrol buttons such as Register Interest, Apply Now or Enrol will only appear

when:

Online Registration, Online Applications or Online Enrolment checkbox is ticked

the current date (today’s date) is inside the range of the Web Publish Start Date and

Web Publish End Date located in the Marketing tab or Offerings or there are no dates

in these fields

the number of consumed places is less than the number of maximum places OR if the

Over Enrol Action drop down is set to either ‘Oversubscription Allowed’, ‘Create Record

in Waiting List’ or ‘Oversubscription Warning Message’


Below are examples of how ebs will display Offerings depending on what information has

been completed in Client.

Scenario 1

The status of the offering is not approved or Cancelled

The publish to prospectus flag is not set

The publish to prospectus flag is set, however the current date is outside of the

publish offering to and end dates

HOWEX Display Rules:

If any of the above are attributes of the Offering, the Offering will NOT be displayed on

HOWEX regardless of the setting of any of the other flags relating to the Offering.

Scenario 2

The publish to prospectus flag is set, the current date is within the publish offering to

and end dates or these dates have not been set

The current date and time is post Enrolment open date and time or this date and time

have not been set

The status of the offering is approved

Consumed Places Less than number of places available or max applications


Consumed Places Less than Number of places available or max applications

Offering Status Approved

FLA

GS

Staff Assisted Can Apply

x x x

Staff Assisted Can Enrol

x x x x x x x

Can Apply Online

x x

Can Enrol Online

x

Publish x x x x x x x

Can Register Interest

x x

HOWEX Display

Proposed Proposed Available Available Available Available Available

HOWEX Buttons

Register Interest

Register Interest

On

Campus

On

Campus Apply Enrol Apply


Scenario 3




have not been set


Consumed Places more than Number of places available or max applications

Overall Enrol Action indicator is set to waiting list




FLA

GS


x x x


x x x x x x x

Can Apply Online x x

Can Enrol Online x



x x

HOWEX Display Proposed Proposed Standby Standby Standby Standby Standby

HOWEX Buttons

Register Interest

Register Interest

On Campus

On Campus

Apply

Enrol

Apply

Scenario 4



The current date and time is pre Enrolment open date and time and this date and

time have been set


Consumed Places Less than number of places available or max applications


The HOWEX Display will be ‘Planned’ and no HOWEX Buttons will be available.


Scenario 5

The publish to prospectus flag is set, the current date is within of the publish offering

to and end dates or these dates have not been set


have not been set



Overall Enrol Action indicator is set to allow oversubscribe




FLA

GS


x x x


x x x x x x x

Can Apply Online

x x

Can Enrol Online

x



x x

HOWEX Display

Available Available Available Available Available Available Available

HOWEX Buttons

Register Interest

Register Interest

On

Campus

On

Campus Apply Enrol Apply


Scenario 6





Overall Enrol Action indicator is set to warning oversubscribe or reject oversubscribe


The HOWEX Display will be ‘Full’ and no HOWEX Buttons will be available.

Scenario 7



The status of the offering is Cancelled


The HOWEX Display will be ‘Withdrawn’ and no HOWEX Buttons will be available.

Documents

Creating and Managing Offerings - TAFE NSW · 4. Module 1: Introduction to Offerings 4.1 Context This module will provide an overview of Offerings in Client and the processes related