HEPCAT User Guide Part 1
Contents
1. Help and Support Q Help Add or Remove Programs Install or remove pr Administrative Tools Configure administr Automatic Updates Install or remove programs and Windows components Date and Time mme SA Display Change the appear 3 Select HEPCAT and click Remove F Add or Remove Programs Currently installed programs C Show updates Sort by Name Change or Adobe Flash Player 9 Activex Size Remove Programs gT Adobe Reader 7 0 8 Size WA Alt Tab Task Switcher Powertoy for Windows XP Size 5 ATI Display Driver Ca Compatibility Pack for the 2007 Office system DEST PDMS j DESTPAC Software jB HEIMS Client Tool HEPCAT Size 36 85MB Click here for support information Used frequently Last Used On 12 03 2008 To change this program or remove it from your computer dick Change or Remove emove i HEPCAT Installer Size jB HEPCAT Prerequisites 3 8 Size p Higher Education Provider Client Assistance Tool Internal Cx Image Resizer Powertoy for Windows XP Size fey InfraEnterprise Controls Size j5 Intel R Graphics Media Accelerator Driver 4 The Add or Remove Programs dialogue box will be displayed Add or Remove Programs 2 re you sure you want to remove HEPCAT v4 0 0 0008 From your computer 5 Click Yes and HEPCAT will be removed from your system The HEPCAT dialogue box will indicate progress HEPCAT v4 0 0 0008 LELELELELELE2. Your options are to e Click Retry to see if the connection has become available perhaps after waiting for a number of minutes or e Click Start HEPCAT to start HEPCAT anyway This will allow you to commence a Test session 7 Starting HEPCAT when a new version of HEPCAT is available When HEPCAT is able to connect to the internet and the department HEPCAT checks that you have the latest version installed If you do not have the latest version HEPCAT displays the following message New version of HEPCAT detected 4 new version of HEPAT is available Ih is recommended that the new version is installed now Unless you intend just to view your existing data or start a test session you should click OK close HEPCAT and upgrade to the new version Note You will not be able to submit data to the department using the old version Last updated March 2015 Page 9 HEPCAT User Guide Part 1 8 To upgrade to the new version of HEPCAT As described above HEPCAT will advise you when a new version is available To install the new version 1 Close HEPCAT if open 2 Remove HEPCAT via the Control Panel option Add Remove Programs Start button gt Control Panel amp Control Panel File Edit View Favorites Tools Help gt wi 2 Search Wey Folders Gi G Control Panel Name 4 Comments See Also Accessibility Options Adjust your comput S Add Hardware Installs and trouble
3. Logon to Test HEPCAT will prompt you to select a provider type for your current session Note HEPCAT will allow only show the submission types related to the provider type you select for that session To change from one provider type to another use the Tools Change HEP Code menu option see 2 7 Change provider account Change HEP Code in Part 3 of this User Guide Alternatively you can close HEPCAT then restart and log back in Last updated March 2015 Page 6 HEPCAT User Guide Part 1 5 HEPCAT will then boot and display the Welcome page retrieve status updates from HEIMS and update VET Courses from VITS Status updates If you have recently submitted data to the department and HEIMS has processed those submissions the status of those submissions will be updated to accepted or rejected See also 11 the department accept reject status update in Part 2 of this guide VET Courses If you are a VET provider and courses have recently been approved or updated in VITS a record of those courses will be copied to HEPCAT See also 12 Approved VET Courses in Part 2 of this guide HEPCAT will display the following message An Update of your approved VET courses from the VET FEE HELP system i available These courses will be copied into HEFCAT OF ON The Main Menu allows users to undertake a range of HEPCAT functions the user starts HEPCAT and may contain messages that the Department wishe
4. 02 6123 7899 Last updated March 2015 Page 3 HEPCAT User Guide Part 1 2 HEPCAT Prerequisites installation 2 1 Description of HEPCAT Prerequisites The first part of HEPCAT installation involves downloading and then installing HEPCAT prerequisites The HEPCAT prerequisite installation contains a number of software packages that must to be installed for HEPCAT to run The HEPCAT prerequisite software packages contain the following Windows 7 Version SQL Server 2012 Service Pack 2 Express Windows Installer 3 1 Microsoft NET Framework 4 5 SP 1 Microsoft Report Viewer 2010 SP1 Microsoft Windows with Administrator privileges is required for the initial installation of HEPCAT and its prerequisites and for further HEPCAT upgrades required 2 2 Step by step guide to downloading and installing the prerequisites Windows 7 Prerequisite Installation J 3 HEPCAT Application installation 3 1 Step by step guide to installing HEPCAT If you had a previous production version of HEPCAT installed on the computer remove that version using the Add or Remove Programs in Control Panel and delete your temporary internet files See Section 7 To upgrade to a new version of HEPCAT Windows 7 Application Installation J Last updated March 2015 Page 4 HEPCAT User Guide Part 1 4 Starting HEPCAT the typical scenario 1 Click the Windows start button on your PC then select gt All Programs gt HEPCAT gt HEPCAT HE
5. LLLL Cancel Last updated March 2015 Page 10 HEPCAT User Guide Part 1 6 Then delete your temporary internet files Go to your internet browser and click on Tools gt Internet Options gt Delete Browsing history on General tab gt Delete Files 7 Install the new version of HEPCAT as described in the Section 2 HEPCAT Application 9 Proxy Settings Note In Release 5 of HEPCAT July 2009 some enhancements were made to the HEPCAT start up procedure Although unlikely this could mean that your proxy settings need to be reset If you have been able to successfully log on to HEPCAT using your User Name and connect to the department since the release of version 5 of HEPCAT in July 2009 please do not change the web proxy settings as described in this section If you have not previously been able to log on to HEPCAT using your User Name i e you can only Logon to Test and if HEPCAT is unable to connect to the Internet please follow these instructions to set your web proxy server authentication 1 Click Proxy Settings Unable to connect to the interne _ _ z You must be connected to the Intemet to log in to your organisation s account Please check your connection to the Intemet or adjust your proxy settings fou may stat HEPCAT and log on to Test without an Intemet connection Please select an option Last updated March 2015 Page 11 HEPCAT User Guide Part 1 HEPCAT wi
6. PCAT will check for the following e Connection to the Internet e Connection to connect to the department e Current application version e Available updates z E w hi Australian Government i ad Oo a fo rs Production Release 15 0 0 0015 Updates completed Click Start to continue If there are updates available for HERPCAT HEPCAT will download the updates the dialog box will show you this is happening then prompt you to click Start If there are no updates HEPCAT will start and prompt you to log in Click Start in the HEPCAT Start up dialog box if prompted Enter your HEPCAT User Name and Password and click OK Enter Username amp Password reese JK Cancel Logon to Test Alternatively you can leave the User Name and Password fields blank and click Logon to Test If you Logon to Test you can practice using HEPCAT with full functionality except you cannot submit test data to the department Last updated March 2015 Page 5 HEPCAT User Guide Part 1 4 Dual providers and Test logons Select Provider Type Higher Education Provider O Vocational Education amp Training Dual providers If your organisation is both a higher education provider and also an approved VET provider a dual provider when you enter your User Name and Password HEPCAT will prompt you to select a provider type for your current session Test If you selected
7. a Australian Government Peat sug Department of Education and Training HEPCAT USER GUIDES PART 1 Table of Contents 1 Overview 3 1 1 Purpose of this document 3 1 2 Objectives of HEPCAT 3 1 3 Contacts at the department 3 2 HEPCAT Prerequisites installation 4 2 1 Description of HEPCAT Prerequisites 2 2 Step by step guide to downloading and installing the prerequisites 3 HEPCAT Application installation 3 1 Step by step guide to installing HEPCAT 4 Starting HEPCAT the typical scenario 5 5 Starting HEPCAT when unable to connect the Internet 8 6 Starting HEPCAT when unable to connect to the department 9 7 Starting HEPCAT when a new version of HEPCAT is available 9 8 To upgrade to the new version of HEPCAT 10 9 Proxy Settings 11 9 1 Alternative access to Proxy Settings 13 10 Arranging access to HEPCAT 13 Last updated March 2015 Page ii HEPCAT User Guide Part 1 1 Overview 1 1 Purpose of this document This document is Part 1 of a three part user guide on the Higher Education Provider Client Assistance Tool HEPCAT By the end of Part 1 you will know e What HEPCAT is for e Who to contact at the department for help with HEPCAT e Howto Download the HEPCAT prerequisites e How to Install the HEPCAT application e How to set your web proxy server authentication e Howto start HEPCAT e What to do when a new version of HEPCAT is released e Howto arrange access to HEPCAT Part 2 provides det
8. ails on the primary functions of HEPCAT creating importing editing validating submitting and exporting submissions Part 3 provides details on administrative functions logging on changing user settings and managing your database 1 2 Objectives of HEPCAT The purpose of HEPCAT is to enable Higher Education Providers HEP and approved Vocational Education and Training VET providers to prepare validate and transfer data required under the Higher Education Support Act 2003 HESA to the department Higher Education providers are required under section 19 70 of HESA to provide to the Minister information related to the e Higher Education Student Data Collection e Higher Education Staff Data Collection and e University Applications and Offers Data Collection VET providers are required under subclause 24 1 of Schedule 1A of the Higher Education Support Act 2003 HESA to provide information to the Minister for the e VET FEE HELP Data Collection HEPCAT is the tool that prepares and validates data submissions and then submits that data to the department s Higher Education Information management System HEIMS 1 3 Contacts at the department The following website provides further help for HEPCAT and the Higher Education Information Management System HEIMS e http heimshelp education gov au Or you can contact the helpdesk directly e Email HEIMS datacollections education gov au e Telephone 02 6240 7487 e Fax
9. he Internet using your browser then click Retry If HEPCAT is still unable to connect to the internet you need to check your proxy settings To check your proxy settings please follow the instructions in Section 9 Proxy Settings below to set your web proxy server authentication Note If you have been able to successfully log on to HEPCAT using your User Name and connect to the department since the release of version 5 of HEPCAT in July 2009 please do not change the web proxy settings as described in this section If you are not connected to the Internet HEPCAT can still start however you will not be able to log on successfully with your User Name HEPCAT can commence a Test session only and contact the department to rectify the issue Last updated March 2015 Page 8 HEPCAT User Guide Part 1 6 Starting HEPCAT when unable to connect to the department Once HEPCAT is able to connect to the Internet it then attempts to contact the department If a connection to the department can not be made HEPCAT displays the following error message Unable to connect to DEEWR lt appears that the connection to DEEWR i not currently available This means HEPOAT ts unable to check for or apply updates or to log you into your organisations account ou may log onto Test without a DEEWA connection Please select an option You will not be able to log into HEPCAT with your User Name if HEPCAT can not connect with the department
10. ll display the Reset Proxy Settings window The default setting is No proxy Proxy Settings Proxy Settings O No proxy Auto detect proxy settings Manual proxy configuration If your computer sits behind an authenticating proxy server then you Will need to fill in all the boxes below Click Auto detect proxy settings Click Test Settings HEPCAT will then check your connection to the Internet and display a message to indicate if the settings are valid or invalid If the settings are valid click Ok on the message box and click Ok on the Proxy Settings box then Click Retry on the Unable to connect to the internet message box HEPCAT should now connect to the internet start and prompt you to log in 4 Ifthe settings are invalid click Manual proxy configuration and enter your User Name and Password This is the username and password you would normally use to access HEIMS applications In the Proxy box type the address of the proxy server this is the Proxy Server IP address You may need to talk to your IT support staff to obtain this In the Port box type the port number and click Test Settings HEPCAT will then check your connection to the Internet and display a message to indicate if the settings are valid or invalid If valid click Ok on the message box and click Ok on the Proxy Settings box Click Retry on the Unable to connect to the internet message bo
11. s to communicate to HEPCAT users Alternative view of current submission status syer ate ert Garw rx aau we er HERT 25 ew ede de mere pga eto Fre imee Diu L aan r farmer apatite he Pe aail din L g ipani etl a gt R ee ae rga a O a o RU ae Sep OD we we ame RO fies anca mwa be AA Phew paian p r te gt gt fe ery of Oe l Weer wtew hee 42 eT 4h ete of G Peg ot ered Be EET Lene ete ee ot renee y Fe EL enters of Tirna oe ete ee et ee he a mam te g fee Arete amp ry eee eee ee e The left hand navigator Submission Type allows the users to view existing submissions D See oo viad Describes the metadata of ae each submission selected teory ee tarry wot le gt ine E SSS SSS SSS SSS Last updated March 2015 Page 7 HEPCAT User Guide Part 1 5 Starting HEPCAT when unable to connect the Internet When you start HEPCAT HEPCAT attempts to connect to the Internet If a connection can not be made HEPCAT displays the following error message aan Unable to connect to the int l i ch You must be connected to the Intemet to log in to your organisation s account Please check your connection to the Intemet or adjust your proxy settings fou may stat HEPCAT and log on to Test without an Intemet connection Please select an option First check you internet connect by checking all cables are connected to your PC and you are able to access t
12. x and HEPCAT should now connect to the internet start and prompt you to log in If the settings are still invalid check the User Name or Password and the wrong Proxy or Port or contact the department to rectify the issue Last updated March 2015 Page 12 HEPCAT User Guide Part 1 9 1 Alternative access to Proxy Settings After HEPCAT has started either in a Test session or after logging in with your User Name you can view and change your proxy settings using the Tools User Settings menu option Proxy Settings Proxy Settings No proxy Auto detect proxy settings Manual proxy configuration If your computer sits behind an authenticating proxy server then you will need to fill in all the boxes below This option provides the same functionality as referred to above You should not change your proxy setting if you have been able to log in to HEPCAT using your User Name 10 Arranging access to HEPCAT After HEPCAT is installed any person can start a test session in HEPCAT See 2 6 Logging in to test in Part 3 of this guide To submit data to the department however you must log in with a user name and password To obtain an authorised user name for one or more staff please contact the help desk at HEIMS datacollections education gov au Last updated March 2015 Page 13
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