OVERVIEW
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*See Information classification policy
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PUBLIC-FACING |
Content of policy. Use BOLD Headings 1, 2, 3 & 4 to break up content.
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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:
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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.
Error Example | Reason/Issue | 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 | 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 |
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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 |
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Multiple claim – this Module/Competency has been claimed previously | This error will occur where:
To fix:
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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.
First Possible Error Point - During the initial validation via the NCVER
Potential Errors | Fix |
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Activity End Date (19072018) must not be before the Collection Period Start Date | No fix required - This error must be ignored |
Record for this Client Identifier (C007187131) contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS. | No fix required - This error must be ignored |
Outcome ID - 70 should not be used for this Activity End Date (30092019), unless reporting an Interim collection for future dated activity. | No fix required - This error must be ignored |
All other errors | Guidance on fixing all other errors is located on https://www.ncver.edu.au/rto-hub/rto-fact-sheets: |
Second Possible Error Point - Through the Validation Report on STS Online
The Smart and Skilled eReporting –Technical Specifications and Business Validations lists validation errors and information that may assist in correcting errors. If the link no longer works, this document is available in STS Online by clicking on the Supporting Documents page, under Smart and Skilled Contract Management.
Common Errors | Fix |
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Training Activity Data has been finalised for Commitment Id [{0}]. No further data can be accepted | The final data for this student has been successfully submitted and the Commitment ID has a status of finalised. No further data will be accepted. More of a notification - The coordinator will need to tick the following box in the student enrolment on aXcelerate: “AVETMISS: Do NOT report AVETMISS for this Student” This will ensure the enrolment no longer reports and will not be included in the next submission. |
Third Possible Error Point - Email received from department
Sometimes while data passes initial Smart and Skilled validations, on further review of the data by the department inaccuracies may be found and the data may be rejected for the following reason(s):
Common Errors | Fix |
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Incorrect training activity data has been reported | Follow instructions on email. They usually detail what was reported incorrectly. Example:
Action required: This means our data in aXcelerate collected from the enrolment form does not match what has been entered into the Commitment ID. This is to be reviewed and updated accordingly by the coordinator. Example:
Action required: Review start and end dates, rectify and submit updated training activity data for the noted student(s). This is generally either the start and end date being too close together (within 2 days) or more than 4-5 units with the same start date. |
Student Fee Change | The fee adjustment(s) may be for one or more of the following reasons:
Action required: You must now charge the student the "new student fee". This can be viewed in the 'eReporting - Update Student Details' screen on https://online.training.nsw.gov.au/, where you can also view the "new subsidy" and "new loading(s)". Review any invoices sent and amend if needed. |
Training Activity Data clarification required | Follow instructions on email to find what data need to be clarified. Example:
Action required: Confirm that this Training Activity Data has been reported correctly by explaining how the student has Participated in Subsidised Training that exceeds mere attendance in multiple UoCs commencing on the same day. Example:
Action required: Confirm that the Training Activity Data has been reported correctly by explaining how all of the training and assessments were conducted within a short period of time. |
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IMPORTANT - If data is corrected or changed for any reason for a finalised enrolment (which has the “AVETMISS: Do NOT report AVETMISS for this Student” box ticked), this box must then be unticked. If it is left ticked, it will not be included in the next submission and therefore the updated data will not be reported. This could result in non-payment. |
South Australia
When actioning SA data it is possible to encounter errors at two points of the process, both are identified with instructions below.
First Possible Error Point - During the initial validation via the NCVER
Potential Errors | Fix |
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Activity End Date (19072018) must not be before the Collection Period Start Date | No fix required - This error must be ignored |
Record for this Client Identifier (C007187131) contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS. | No fix required - This error must be ignored |
Outcome ID - 70 should not be used for this Activity End Date (30092019), unless reporting an Interim collection for future dated activity. | No fix required - This error must be ignored |
All other errors | Guidance on fixing all other errors is located on https://www.ncver.edu.au/rto-hub/rto-fact-sheets: |
Second Possible Error Point - Through the Validation Report on STELA
The STELA NAT Upload Validations – Errors and Warnings (Excel) spreadsheet lists validation errors and information that may assist in correcting errors.
Third Possible Error Point - Through the Claims Errors
Western Australia
In Western Australia, there are 3 instances where errors may occur (outside of aXcelerate) throughout the submission process. These Errors can appear during the Student Text file upload and during the Enrolment Text file upload (pre and post validations).
Student Text File Errors: The list of errors is substantial and can be found in the department's “Text File Specifications” document. - View here:
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Refer also to the
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Enrolment Text File Errors:
Pre-validation Errors - The most common issues are able to be resolved by checking the items listed below. Also refer to the Text File Specifications.
Check for invalid data with each column against the Text File Specification
Data left blank when data is required in the field
Column width format (increase in length)
Additional blank columns
Full stops, excess spaces before and after field content
Check each line of data has a carriage return at the end
Post-validation Errors - Post validation issues can occur when RAPT/TAMS RTO portal has identified specific text file business rules or contractual requirements are not being met or an illogical field entry has occurred. The list of errors is substantial and can be found in Appendix 1 of the department's “Manual for Payments and Reporting” document.
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STANDARDS AND REGULATORY REQUIREMENTS |
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