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Victorian student number   vcaa unit managers presentation - 20110706-gc -mg
 

Victorian student number vcaa unit managers presentation - 20110706-gc -mg

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  • ?
  • Pam
  • Pam
  • Pam
  • Pam
  • Schools/ Training Providers submit enrolment, change student detail and exit transactions How they submit them differs by sector and provider VSNs assigned automatically Direct matching (80% in VET sector) Exceptions are transactions that need VSN Operations research This is what most of the team does most of the time Requires multiple searches different Name spellings (Kate v. Katherine, Chinese name v. English name, Transliterations i.e. Arabic Mohammed) keyboard error (dates) Detective work – can’t really be carried out by computer Some exceptions require phone calls and additional identifying information Birth certificates and enrolment forms VSNs are returned to the School/ Training Provider – they own the data Legislative obligations lie with the provider Exceptions numbers fluctuate, but rarely reach zero – an imperfect process Continual striving for perfect identifications Identification dependent upon the source of the information
  • Pam
  • Many providers have the perception that the VSR is a single system Widely dispersed architecture – different components VSR Cases21 – real time submission SMSs for Independent and Catholic Schools VET Integration System – different business rules Monthly No exits and enrolments Eduweb, logging in – authentication and authorisation
  • Mark

Victorian student number   vcaa unit managers presentation - 20110706-gc -mg Victorian student number vcaa unit managers presentation - 20110706-gc -mg Presentation Transcript

  • Victorian Student NumberVCAA Operations Team
  • VCAA Operations team35 Spring Street~ 18 personsTeam leaders • Pam Gawith and Mark Graham
  • What is it & who has one?A nine digit numeric identifierAll students under 25 yrs enrolled in • Schools, or • RTOs and TAFEs (specifically those undertaking accredited courses or government funded training)
  • How many? 1,070,000 VSNs issued 2233 schools • 1537 Government • 487 Catholic • 209 Independent 545 VET Providers of (~1100) • Recent Commonwealth ASQA registration has changed the scope (298 of 675)
  • How is it done ?VCAA responsible for: • The Victorian Student Register (VSR) • The VET Integration System • Provider Student Management SystemsDEECD responsible for: • CASES21 & CASES21 Mirror • CASES Integration System
  • How is it done, cont… Simplified Workflow: • Schools/ Training Providers submit enrolment, change student detail and exit transactions • VSNs assigned automatically • Exceptions are those transactions that need VSN Operations staff to research • Some exceptions require phone calls and additional identifying information • VSNs are returned to the School/ Training Provider – they own the data • Exceptions numbers fluctuate, but rarely reach zero – an imperfect process
  • VSR Details & Metrics Doppelgangers • 106 Known pairs of students with identical details # Students, Students @ schools • 900,000 active students • 1.4 million participation records • 2 million transactions handled by VSR • 700,000 in the last 12 months # Exceptions • 5413 as of 5 July • Has been as high as 14 000 • 102 351 exceptions received in 2010
  • Summary diagram of the VSN VSR system – business responsibilities V 0.3 Schools/Providers Non-government Private RTOs – Registered Training schools – Non-government Non-integrated Organisations (RTOS Government schools - schools – Integrated student student and TAFES) – CASES21 application Non-integrated student management management Integrated student system management system systems management systems DEECD corporate CASES21 mirror VET Integration DEECD Service solution Gateway – (Helpdesk) Eduweb CASES21 mirror – VSR Integration solution Currently all schools use the DEECD Service Manual Interface to VSR Non-government school Gateway to lodge users need a User id requests for assistance and password to access for the VSN. the VSR. Victorian Student Register (VSR) VSR At least 10 vendors and many single For RTOs with integrated school bespoke systems . The For schools that maintain One system for all Government student management process is invisible to the school student records using schools. The process is invisible to the systems, a periodic batch file users that use specific student products such as XL and school users, except when contact must to the VIS and a download of management systems.. Some Access, or have paper be made by the VSR Central VSNs from the VSR. student management systems records only. Data flow one- Administrative team to process/resolve Otherwise online require the school to download a file directional = school capture an Exception in the data. maintenance directly to the and upload to the VSR through the of VSN problematic VSR ? VSR interface.
  • 1 July 2011Handover day • The Secretary to delegate responsibility to John FirthVET Implementation • Implementation not finished • Remainder organisations will be covered operationally