HEIMS Online Verification user guide
Contents
1. Sign Off an automated message is generated to confirm you have finalised your data This data will now be used as your final data for funding and publication purposes You can continue to view the signed off reports until verification commences for the next year or half year period However no further updates can be made to these reports HEIMS Online Verification User Guide Report functionality Report Component filter Most reports have Report Component options that are located at the top of the report However there are some that do not have any filters available When available enter your filter options as desired Once this has been done click the View Report button and the updated report will be displayed To change your filter re enter your options and click the View Report button Navigation To navigate through report pages select the page arrows to first next previous and last page of report or simply jump to a page by entering the page number in the text box Find e To search within a report enter search criteria in text box provided e Select Find to locate the first occurrence of the searched criteria e Select Next to locate the next occurrence of the searched criteria e NOTE The found text may be on a different page from where you were originally located Export To export the report first choose a format via the Select a format drop down box Formats available in2. must only sign off if you have checked your reports and confirmed that the data is accurate Year 2014 v Collection lt Select gt X lt Select gt HEP Student Full Year HEP Student Half Year VET Student Full Year VET Student Half Year Bclaimer privacy contact 5 When you have selected a Collection a table will be available with the various Verification categories This enables you to select a particular report grouping e g Student related Scholarships etc Once selected all the relevant reports for that category will be displayed Only options that are relevant to your provider and reporting year will appear often there will only be one 6 Select an Individual Report this enables you open up the specific report that you have selected within your chosen category Details of the reports are available for each provider type in the Verifying your data toolkit Verification reports by provider e Reports for Table A and B Higher Education Providers e Reports for Non Universit rivate Higher Education Providers e Reports for VET FEE HELP Providers HEIMS Online Verification User Guide Overview of the Verification process The Activated status appears when the department commences the formal verification process A snapshot of data is captured on the day of activation Verification reports are now ready to check See Figure 4 Figure 4 Formal Verification process Status af
3. variation Status Change Status HSE h 0 01 50 00 0 01 1 0 01 No Data e ee e TT ET Hasters by onersewor ee E co Graduate Diploma new area Graduate Diploma extending Graduate Certificate Bachelor s Graduate Entry Bachelor s Honours Bachelor s Pass Associate Degree Masters Extended Table 2 Variations are identified in the reports in the following way Difference Variation Status Less than 10 Between 10 and 30 Greater than 30 11
4. Australian Government Department of Education and Training HEIMS Online Verification User Guide A guide to Data Verification using HEIMS Online Contents OVERVIEW jecs cccsiets cabiccseaabehicceestesgecdiehe Ces AEEA a EAE AEA EA EEA E EA EAE TEA SAA 2 PUrpOS siie e E a E a e E EEEO E DERA E aa E 2 TATU E E A EE E A E E T E A E 3 Acc ss to HEIMS Online cpianseasoiecezasyancdanne gaieennduasea esatacciantuvareatensetrenivaasantaiaseaninndeuantddeunnsesne oui 4 Accessing the verification reports iiec siiessdsiaazansesicsecdesacisdusands cds tacaapie etadeinesadicsaaxeeacedstacceniveaatad 4 Verification reports by provider is oievscisdsanticicdencactconssaddaleiaasianriiiahe wanna deat wenasideeraes 5 Overview of the Verification PROCESSiciisccccrsicpaceasssbccennn te deeniiscelinteaastneainpedactsuaiareaiiaesee tauiumalines 6 StatU Sis creche rly atucesveeteacerdeabucdveceesededauutuadoesss a a a a 7 PO ON E vs acest nea E E E aed eins E E E E et agsen tannin ceneristG ian 8 Report functionality secsi EADAE ia SEEE 9 Report Component filter inssin ee Eaa sane ts Pana SEKENE ENE eE Ra sianed a SAREEK ESE 9 NAVIGATION sescesrei seess unenee a E E EEE E E EEE E EEEE EE EENE ESEE A 9 TAL AME EAE E EEEE AE E A S ATE A E EE E E udder volemgpsiiteeiontiioen 9 EXPOR egr A E A A A E AS 9 Print sitet srs a sale i wv sw hn aN aS nn ean aS 10 Variation Status oc sctccices sche ia ETE aa AE T EE O TOEA E E ATE 11 Opportunity through learning HEIMS O
5. ata Verification copyright disclaimer HEIMS Online Verification User Guide 3 Select the Year this is the year for which the reports are available Figure 3 4 Select a Collection this enables you to select the data to be verified for the current period full year half year data for Higher Education or VET student data or staff data primarily Table A and B Higher Education Providers Note that only the options relevant to your provider will appear Figure 3 Verification report options available from HEIMS Online Verification Reports The HEIMSHELP website provides detailed information on how and when to verify your data This includes HEIMS Online Verification User Guide information on the due dates for verification and other resources to help you understand this process Important information about Status The status indicates the progress of each verification report The status will be Activated when the department commences the verification process you can now select Start Verification The status will show Verifying after you have selected Start Verification you can start checking your reports The status of Data Refreshing appears after you have selected Refresh Reports you only refresh your reports if you detected errors and made a revision Reports are refreshed with new data overnight The Signed Off status appears after you have selected Sign Off you
6. ation Refresh Reports Confirmed as accurate by this organisation Sign Off OS HELP Activated Start Verification Refresh Reports Confirmed as accurate by this organisation Sign Off Commonwealth Scholarship Activated Start Verification Refresh Reports Confirmed as accurate by this organisation Sign Off Award Course Completions Activated Start Verification Refresh Reports Confirmed as accurate by this organisation Sign Off The statuses are e Activated The department has activated the reports and they are ready for your verification Once you select Start Verification for any report the verification process has started and the status will be updated to Verifying e Verifying Verification is currently in progress The verification process has been activated and the reports ready to be assessed If updates are required you will need to refresh the report by selecting Refresh Reports to ensure the changes loaded to HEIMS are reflected in the report If unsure of how to make required updates they can be coordinated through the department e Data refreshing Data is being updated overnight with latest data in HEIMS This has frozen the verification report as it is being refreshed with the latest data from HEIMS HEIMS Online Verification User Guide Signed off Data has been confirmed as accurate and is now final This has frozen the report If a report has been signed off when it shouldn t have or add
7. clude the following Excel TIFF file Word Acrobat PDF file XML file with report data Not supported CSV comma delimited Not supported MHTML web archive Not supported Click on the Export text to start the export process in the previously selected format Open or Save the report as required HEIMS Online Verification User Guide Print e Click on the Print icon to open a standard printing dialogue box e Click on the Preview button to print preview your report e Click on the OK button to print report to selected printer e Click on the Cancel button to return to the report window Figure 7 View Report options Report Component Gender Citizenship Indigenous Report Component filter Id 4 fi of2 gt Di 100 v t Select a format v Export Data Verification Enrolment Summa View Report Navigation Find search Export Print View Report 10 HEIMS Online Verification User Guide Variation Status The variation statuses compare data for the selected year with data reported for the previous year Where there is a significant variation the system automatically highlights the differences as these variations may be an indicator of incorrectly reported data or issues that require further investigation Figure 8 Variation status flags Commencing Student Studen Varia Student Student Student Student
8. ed as accurate by this organisation HEIMS Online Verification User Guide The following is a description of the four actions and status with corresponding screen shots Figures 5 and 6 Status The status table displays the progress of each of the reports in the current verification process Figure 5 Verification statuses available from HEIMS Online Verification Reports The HEIMSHELP website provides detailed information on how and when to verify your data This includes HEIMS Online Verification User Guide information on the due dates for verification and other resources to help you understand this process Important information about Status The status indicates the progress of each verification report The status will be Activated when the department commences the verification process you can now select Start Verification The status will show Verifying after you have selected Start Verification you can start checking your reports The status of Data Refreshing appears after you have selected Refresh Reports you only refresh your reports if you detected errors and made a revision Reports are refreshed with new data overnight The Signed Off status appears after you have selected Sign Off you must only sign off if you have checked your reports and confirmed that the data is accurate Year 2013 Collection HEP Student Full Year X Verification Status Student ae Start Verific
9. from the Overview pages for each data collection e Higher Education Student Data Collection e Higher Education Staff Data Collection e VET FEE HELP Data Collection e The University Applications and Offers Data Collection is not included in the formal verification process HEIMS Online Verification User Guide Access to HEIMS Online If you do not already have access to HEIMS Online as an authorised user you must submit a completed Access to HEIMS applications form Accessing the verification reports 1 Enter your user ID and password on the HEIMS Online home page Figure 1 Figure 1 HEIMS Online home page Australian Government Department of Education and Training Login Login to HEIMS Online Register Enter your login iD Enter your password Login 2 Help I ve forgotten m ssword Institution Payment Information 2 Select the Data Verification tab from HEIMS Online Figure 2 Figure 2 Data Verification reports available from HEIMS Online i You are here HEIMS Online gt HEIMS Online HEIMS Online Welcome to the HEIMS Online Portal My account The HEIMS Online portal HEIMS Online is your one stop entry point to Logout all HEIMS web sites and applications From HEIMS Online you access all your HEIMS applications You can also access HEIMS Help and view reports and publications Institution Payment Information ters Heims Data View D
10. itional data has been reported that needs to be reflected in the verification report please contact the department Actions Figure 6 Action buttons available from HEIMS Online Verification Status Student Activated Confirmed as accurate by this organisatio OS HELP Activated Confirmed as accurate by this organisatio Commonwealth Scholarship Activated Confirmed as accurate by this organisatio Award Course Completions Activated Confirmed as accurate by this organisatio The actions are Start Verification Click on the Start Verification button to initiate the verification process The verification reports will be populated with the data reported to HEIMS The information in the reports will remain static Refresh Reports Click on the Refresh Reports button to refresh your reports with any new data or revisions to existing data that have been loaded into HEIMS since selecting Start Verification This is an overnight process The options to Start Verification or Sign Off will again become available the following day once the reports have been refreshed NOTE The revision guides on HEIMSHELP explain how data in each submission can be revised if required Sign off once you have ticked the checkbox you can click on the Sign Off button to confirm that the data in the verification reports accurately represents the data for your institution and is correctly recorded in HEIMS Once you click
11. nline Verification User Guide Overview HEIMS Online provides a centralised access point for higher education and VET providers to view their own data reported to the Higher Education Information Management System HEIMS HEIMS Online enables providers to directly access e Data submission reports e HEIMS Data View records Data View and General reports e Formal verification reports e MyUniversity Profile data Purpose The purpose of this document is to assist higher education and VET FEE HELP providers to formally verify their data using the Verification Reports on HEIMS Online The Verification process formally confirms the accuracy of data reported to HEIMS in all submissions over the reporting year half year period Data verification is the final stage in completing the reporting requirements under the Higher Education Support ACT 2003 HESA for Higher Education and Vocational Education and Training provider s data collections e HEIMS verifications reports display static data i e data which has been fixed at a particular point in time for purposes such as funding statistics and publications including the data published on MyUniversity and uCube e This reporting requirement is exempt for providers who have not reported any data to HEIMS for the specified timeframes This contrasts with the HEIMS Data View reports and records which display live or active data i e the most recent data reported and successfully
12. stored in HEIMS This includes all revisions to data The HEIMS Online Data View user guide provides detailed information on the HEIMS Data View reports and records in HEIMS Online A list of the reports that must be verified and information about how to interpret them can be found in the Verifying your data toolkit Information on viewing and updating MyUniversity Profile data is available in the MyUniversity Submitter profile user manual HEIMS Online Verification User Guide Timing Verification of student data occurs twice a year e Verification of first half year data commences in September e Verification of full year data commences in April of the following year Verification of Completions data occurs once a year in April Verification of staff data occurs once a year commencing in July Table 1 outlines the timeframes for the different collections Table 1 Timeframes for Verification Verification Provider type Completion date First half year student Higher education amp 15 September 15 October verification VET FEE HELP last submission 31 August Full year student Higher education amp 15 April 15 May last submission 31 March VET FEE HELP Student Completions Higher education amp 1 May 15 May Annual submission 30 VET FEE HELP April Staff HE 15 July 15 August Annual submission 30 Table A amp B providers June All reporting requirements and deadlines can be accessed
13. ter the provider selects eStatus after the Refresh Reports provider selects Sign eProviders refresh their Off eActivated Status appears when the department commences the verification process eStatus after the provider Starts Verification Providers can starts checking their verification reports reports when errors Sign off only after are detected anda reports are checked revision is made and there are no eReports are ready for checking errors To commence verification select Start Verification The category will then be in the status of Verifying When you select Start Verification the department knows that you have commenced verifying your data You only select Refresh Reports if you have made a revision after you started verification The status of Data Refreshing will appear when you select Refresh Reports You will only refresh your reports if you detect errors and you submit a revision You can select refresh reports as soon as your revision has been accepted by HEIMS Reports refresh overnight The next day the status should appear as Verifying again allowing you to re check the report or reports that you need The last step is to sign off Once you are confident that your reports are correct you can select Sign Off Your status will then appear as Signed Off e You can only sign off after you tick the checkbox indicating that that data has been confirm
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