OVERVIEW
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Queensland
The DESBT Data Management team can provide assistance to RTOs with any issues pertaining to the submission of compliant data and the interpreting and correction of validation errors.
The list of error fact sheets can help in rectifying errors (updated October 2022).
New Validations have been introduced October 2022:
Compares duplicate activity with overlapping start and end dates. Nationally recognised subjects will generate an error and all other subjects will generate a warning where duplicate records have overlapping activity dates. Record comparison is based on:
Training organisation identifier, Unique student identifier, Subject identifier; or
Training organisation identifier, Client identifier, Subject identifier (if USI is blank/INTOFF/INDIV).
Identifies duplicate activity where Outcome identifier = 20 (Competency) and/or 51 (RPL-G) for one or both of the reported records. Record comparison is based on:
Training organisation identifier, Unique student identifier, Subject identifier; or
Training organisation identifier, Client identifier, Subject identifier (if USI is blank/INTOFF/INDIV).
Example error received for student #10597336:
Duplicate record. A record already exists with this record's primary key.
Common Errors
Fix
Multiple claim – this Module/Competency has been claimed previously
This error will occur where:
The student has already successfully completed the same unit of competency/module regardless of whether it was claimed under a subsidised program; and/or
A change is reported to an existing VET activity data record (i.e. amendment to training Activity start and/or Activity end dates, Outcome identifier, etc.) that has already been paid/reported under an agreement. When VET activity data is changed by a SAS, the system identifies the unit of competency/module as being claimed twice. This is known as a “false multiple”.
Note: We refer to these as Data Correction
To fix:
Check supporting_details_2 column on validation report for information on what has previously been reporting for the error
Apply any Credit Transfers (60) wherever possible
If you cannot report the unit as a credit transfer due to insufficient evidence, the unit of competency/module should be reported as fee-for-service
If believed to be a false multiple, note as Data Correction on the spreadsheet and wait 3-4 reports to see if it clears on its own
If the original record is in the current financial year a false multiple will rectify itself, however payment will not be reinstated until the following month (if applicable).
If the VET activity data falls outside of the current financial year, the false multiple error will not clear and will remain on the Validation Report. Will need to be reported as fee-for-service or contact DESBT
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Review
Notes
*See Information classification policy
Guide on How to Fix Errors Procedure
This section is divided up into two sections:
aXcelerate Validation Warnings/Errors – This section contains direction for guidance with common errors or warnings which may appear in aXcelerate due to its built in validation rules. These rules are not as strict as those found in the national or state validation software, therefor there may be additional errors once the data has been extracted/downloaded from aXcelerate and uploaded to state or national reporting authorities.
State/National Validation Warnings/Errors – This section contains guidance with common errors or warnings which may appear on error reports from state or national reporting authorities.
aXcelerate Validation Warnings/Errors
When an AVETMISS report is run, aXcelerate runs the data through some validations to check the data for discrepancies and identify possible errors prior to the data being submitted to state or national authorities.
The following is an example of how the errors appear from aXcelerate’s checks:
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The errors relate to data contained in each NAT file and by fixing one error for a student may fix another error in another NAT file that is directly related. For example of a student’s address is incorrect there may be an error in the NAT00080 file and the NAT00085 file as both files may contain some information that relies on or relates to each other.
The following table is a list of common errors and what may be done to fix them in aXcelerate prior to the NAT files being downloaded.
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Error Example
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Reason/Issue
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Fix
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Activity End Date for TLIA2013 (DD/MM/YYYY) must not be in the future for final outcome 20
Or
Activity End Date for CHCLEG001 (14/05/2020) must not be in the future for final outcome 60
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A final outcome (CT, Competent or RPL) has been awarded and the outcome date is in the future, this is not a possible combination.
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The end date should be the actual date the outcome was determined. The administrative assistant must correct the date in aXcelerate.
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Mandatory field Funding source (national) must not be blank
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Missing funding codes. These are required in order for the data to be submitted. Any enrolments not containing funding codes will never be reported.
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Update the funding fields attached to the students’ enrolment.
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Mandatory field USI must not be blank
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The student who has been reported with accredited training is Missing USI.
Important: A missing USI is a breach in reporting requirements.
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Must obtain a USI, we cannot choose to not report competencies for VET accredited training. The only allowance for not reporting an outcome is where the Fees have not been paid.
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USI for this contact has not yet been verified in aXcelerate
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A USI has not been verified. A USI must be verified to ensure that training data is not submitted against a USI which belongs to someone else.
Important: An unverified USI is a breach in reporting requirements.
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The USI must be verified prior to submitting the data.
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Activity End Date for MSS402051 (12/12/2019) has elapsed for interim outcome 70
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The student has a CA outcome and it is dated in the past.
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Either the subject:
Should have a Competent outcome or
Has a proposed end date which needs to be set to a future date.
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Mandatory field Delivery mode identifier must not be blank
and
Mandatory field Predominant delivery mode must not be blank
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The Subject is missing a Predominant delivery mode and/or delivery mode
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The student has a subject or subjects which are missing their delivery mode information and this needs to be updated.
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Activity Start Date for TLIB2008 (01/12/2019) must not be in the past for not-started outcome 85
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A subject which has an outcome of Not Yet Started has a date which is in the past, this is not a possible combination.
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Either the subject:
Should have a Continuing Activity (outcome 70) or
Requires its proposed end date to be set to a future date.
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Activity End Date for CHCCOM005 (22/11/2019) must not be before the Activity Start Date (26/12/2019)
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Either:
The end date for a subject has been set to a date before the correct start date or
The start date has been set to a date after the correct end date.
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Update the end or start date to the correct date, both should match when either commencement activity or the outcome was awarded/occurred.
State/National Validation Warnings/Errors
National (For Total Data submission)
See the following NCVER links for guidance on amending validation errors and warnings:
https://www.ncver.edu.au/rto-hub/avetmiss-for-vet-providers
AVS Rules - This document lists all of the errors and warnings, as well as the field and the Business Rule it relates to. It also notes whether it is Lenient for the preliminary data run.
AVETMISS VET Provider Collection specifications: release 8.0 - This document describes the NAT files and which fields are collected within each, as well as the formats and overall rules for each field. It also outlines where the data can be found in the NAT files. The Position refers to “Col” number in the NAT file (see below image for reference). The Length refers to how many spaces the field will be.
AVETMISS data element definitions: edition 2.3 - This document has the data field definitions, context, rules, classifications, and formats. It will explain what the field is and the guidelines for using it.
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Errors
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Fix
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Activity Start Date (XXXXXXXX) must not be more than 5 years before the Collection Period Start Date
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This error will occur where:
A student has been enrolled in the same qualification/unit for more than 5 years.
Note: this information only applies to Fee For Service training, state funding rules may be different.
To fix:
Double check the Activity Start and End Dates fields
If correct, Strategix will need to apply for an exemption*:
All other errors must first be corrected, with only this error remaining
You then need to submit a request in writing (to support@ncver.edu.au) outlining the period and error you are requesting an exemption on
Your request must also provide details as to why the exemption is required i.e. explanation as to why the student has taken 7 years to complete the single unit of competency
This will then be sent off for review and the outcome of the review advised in writing. Note: If approved, you will be required to complete this exemption request for all subsequent submissions in which this error is triggered for this client
*Information sourced from email received from NCVER Support to Complaince on 15 Nov 2023. See information for student Ruth Taylor for more guidance.
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'Time between Activity End Date (XXXXXXXX) and Activity Start Date (XXXXXXXX) must not be greater than 5 years'
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*See Information classification policy
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Guide on How to Fix Errors Procedure
This section is divided up into two sections:
aXcelerate Validation Warnings/Errors – This section contains direction for guidance with common errors or warnings which may appear in aXcelerate due to its built in validation rules. These rules are not as strict as those found in the national or state validation software, therefor there may be additional errors once the data has been extracted/downloaded from aXcelerate and uploaded to state or national reporting authorities.
State/National Validation Warnings/Errors – This section contains guidance with common errors or warnings which may appear on error reports from state or national reporting authorities.
aXcelerate Validation Warnings/Errors
When an AVETMISS report is run, aXcelerate runs the data through some validations to check the data for discrepancies and identify possible errors prior to the data being submitted to state or national authorities.
The following is an example of how the errors appear from aXcelerate’s checks:
...
The errors relate to data contained in each NAT file and by fixing one error for a student may fix another error in another NAT file that is directly related. For example of a student’s address is incorrect there may be an error in the NAT00080 file and the NAT00085 file as both files may contain some information that relies on or relates to each other.
The following table is a list of common errors and what may be done to fix them in aXcelerate prior to the NAT files being downloaded.
Error Example | Reason/Issue | Fix |
|---|---|---|
Activity End Date for TLIA2013 (DD/MM/YYYY) must not be in the future for final outcome 20 Or Activity End Date for CHCLEG001 (14/05/2020) must not be in the future for final outcome 60 | A final outcome (CT, Competent or RPL) has been awarded and the outcome date is in the future, this is not a possible combination. | The end date should be the actual date the outcome was determined. The administrative assistant must correct the date in aXcelerate. |
Mandatory field Funding source (national) must not be blank | Missing funding codes. These are required in order for the data to be submitted. Any enrolments not containing funding codes will never be reported. | Update the funding fields attached to the students’ enrolment.  |
Mandatory field USI must not be blank | The student who has been reported with accredited training is Missing USI. Important: A missing USI is a breach in reporting requirements. | Must obtain a USI, we cannot choose to not report competencies for VET accredited training. The only allowance for not reporting an outcome is where the Fees have not been paid. |
USI for this contact has not yet been verified in aXcelerate | A USI has not been verified. A USI must be verified to ensure that training data is not submitted against a USI which belongs to someone else. Important: An unverified USI is a breach in reporting requirements. | The USI must be verified prior to submitting the data. |
Activity End Date for MSS402051 (12/12/2019) has elapsed for interim outcome 70 | The student has a CA outcome and it is dated in the past. | Either the subject:
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Mandatory field Delivery mode identifier must not be blank and Mandatory field Predominant delivery mode must not be blank | The Subject is missing a Predominant delivery mode and/or delivery mode | The student has a subject or subjects which are missing their delivery mode information and this needs to be updated. |
Activity Start Date for TLIB2008 (01/12/2019) must not be in the past for not-started outcome 85 | A subject which has an outcome of Not Yet Started has a date which is in the past, this is not a possible combination. | Either the subject:
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Activity End Date for CHCCOM005 (22/11/2019) must not be before the Activity Start Date (26/12/2019) | Either:
| Update the end or start date to the correct date, both should match when either commencement activity or the outcome was awarded/occurred. |
State/National Validation Warnings/Errors
National (For Total Data submission)
See the following NCVER links for guidance on amending validation errors and warnings:
https://www.ncver.edu.au/rto-hub/avetmiss-for-vet-providers
AVS Rules - This document lists all of the errors and warnings, as well as the field and the Business Rule it relates to. It also notes whether it is Lenient for the preliminary data run.
AVETMISS VET Provider Collection specifications: release 8.0 - This document describes the NAT files and which fields are collected within each, as well as the formats and overall rules for each field. It also outlines where the data can be found in the NAT files. The Position refers to “Col” number in the NAT file (see below image for reference). The Length refers to how many spaces the field will be.
AVETMISS data element definitions: edition 2.3 - This document has the data field definitions, context, rules, classifications, and formats. It will explain what the field is and the guidelines for using it.
Errors | Fix |
|---|---|
Activity Start Date (XXXXXXXX) must not be more than 5 years before the Collection Period Start Date | This error will occur where: A student has been enrolled in the same qualification/unit for more than 5 years. Note: this information only applies to Fee For Service training, state funding rules may be different. To fix:
*Information sourced from email received from NCVER Support to Complaince on 15 Nov 2023. See information for student Ruth Taylor for more guidance. |
'Time between Activity End Date (XXXXXXXX) and Activity Start Date (XXXXXXXX) must not be greater than 5 years' |
Queensland
The DESBT Data Management team can provide assistance to RTOs with any issues pertaining to the submission of compliant data and the interpreting and correction of validation errors.
The list of error fact sheets can help in rectifying errors (updated October 2022).
New Validations have been introduced October 2022:
Compares duplicate activity with overlapping start and end dates. Nationally recognised subjects will generate an error and all other subjects will generate a warning where duplicate records have overlapping activity dates. Record comparison is based on:
Training organisation identifier, Unique student identifier, Subject identifier; or
Training organisation identifier, Client identifier, Subject identifier (if USI is blank/INTOFF/INDIV).
Identifies duplicate activity where Outcome identifier = 20 (Competency) and/or 51 (RPL-G) for one or both of the reported records. Record comparison is based on:
Training organisation identifier, Unique student identifier, Subject identifier; or
Training organisation identifier, Client identifier, Subject identifier (if USI is blank/INTOFF/INDIV).
Example error received for student #10597336:
Duplicate record. A record already exists with this record's primary key.
Common Errors | Fix |
|---|---|
Multiple claim – this Module/Competency has been claimed previously | This error will occur where:
To fix:
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Data Quality Errors
The AVETMISS data which Strategix submits to DESBT is forwarded on by DESBT to NCVER each quarter. During this process each quarter, there may be validation errors that arise, which are the Data Quality Errors received from stac@desbt.qld.gov.au.
When received, the errors are to be corrected and the data for the relevant collection year must be re-submitted. Note: Depending on the enrolment data, this may be more than one collection year. Once we respond to DESBT, they will re-run the validation on their end and let us know if any further errors pop up.
Common Errors | Fix | ||||
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DQ_Overlaps | This error will occur where:
To fix:
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DQ_Postcodes_StateID | This error will occur where:
To fix:
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DQ_ProgramAudit | This error will occur where:
To fix:
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All other errors |
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New South Wales
When actioning NSW data it is possible to encounter errors at three points of the process, which are identified with instructions below.
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