Validating your data

Webpage:http://heimshelp.education.gov.au/sites/heimshelp/support/pages/webinar-validating-your-data

What are validations?

When does the system validate your data?• HEPCAT validations• HEIMS validations

Understanding the rules

You control validation vs validation controlling you• Principles and tips

Overview

What are validations?

• A set of rules • The system checks your data

when you submit

HEPCAT• Checks your data that you have

imported into HEPCAT

HEIMS• Checks your data against

previously reported data

When does the system validate data?Two validation processes

Validation Relationships

Course

HELP Due

Student

OS-HELPSA-HELP

Revisions

Course HELP Due file

Enrolment file

Load Liability

file

HELP due Snapshot

Student Submission

• Warning • Data can be submitted• But may cause additional errors in HEIMS

• Fatal• Incorrect data in HEPCAT• Must be corrected before it can be submitted

Types of HEPCAT validation errors

HEPCAT Submission

Validation Summary Report

Validation Summary Report

Validation Summary Report

HELP Due snapshotEnrolment fileLoad Liability file

Validation Summary Report

Errors by validation level

Validation Summary Report

Errors by validation level

Validations

Enrolment file 5 levels

Load Liability file 6 levels

Load Liability file data grid

Level 1 – Level 1 – Field

Level 1 – Level 2 – X-Field

Reported HELP Debt of $8,000

Level 1 – Level 3 – X-Record

Level 1 – Level 4 – X-File

Level 1 – Level 5 – X-Sub: Time

Reported submissions will be listed under the status of “Accepted”

This level checks against Course, Student and HELP Due Submissions

Level 1 – Level 6 – X-Sub:Type

HEPCAT Error Reports

Validation Summary Report

HEPCAT functionality

Filter Errors button allows you to view the records that failed a

validation rule.

Controlling validations

Validations

Validations

clear all validations

Preliminary validation checks

Select levels 1 and 2 on both files

Preliminary validation checks

17 errors listed in previous error report, with preliminary check only 4 errors are listed.

Correcting validation errors

Correcting validation errors

Correcting validation errors

Correcting validation errors

Validated Submission

To submit your data all validation must be selected.

All submissions are now validated ready to be reported to the department.

Note: Your HELP due file is not submitted unless requested by the department.

Understanding validation rules

If ThenMust

Checks for data consistency

• Students• Courses• Units of Study

HEIMS Validations

Warning • Data is accepted in HEIMS• But may impact on verification

Fatal• Incorrect data reported• Data rejected, must be corrected

Types of HEIMS Validations

HEIMS Online - Submission Reports

LORRAINE TO UPDATE NOTES TO REFLECT ERRORS IN THIS REPORT

HEIMS Online - Submission Reports

• Collect the information for reporting

• Conduct preliminary validations

• Review your HEPCAT warnings

• Review your HEIMS warnings

• Update Student Management Systems

Validation principles

• Save your error reports• Validation rules are easier broken down • Files share key elements• Element documents can help you

understand the validation rules• HEPCAT training videos

Useful tips

• Check your data - HEIMS Online Data View Reports

• Fix any errors

• Then you will be well prepared for verification

Best advice

Need more help?

For all your data questions contactTertiary Information Management

and Analysis Section

HEIMS.datacollections@education.gov.au

Telephone: (02) 6240 7487

For all your policy queries Policy and program management

Administration of FEE-HELP and VET FEE-HELP Financial estimates and payments

HELP IT System (HITS)

Contact: TSEnquiries@education.gov.au