Purpose

The process creates a Snapshot of the Enrolment and Load data used to create files for submission to DEST

SubSystem

Statistics

A Government Submission Snapshot is created using Create Government Submission Snapshot (STAJ0110). The snapshot is then used to create many of the extract files for submission to DEST. (The function populates the GOVT_STUDENT_ENROLMENT and GOVT_STUDENT_LOAD_LIABILITY tables with data from the ENR_STATISTICS_SNAPSHOT table. When the function is run for a System Submission Type parameter of 'REVISION', records are based on entries in the GOVT_STUDENT_ LIABILITY_REVISION table).

The data included in a Snapshot is controlled by the details specified in the Maintain Statistics Configuration (STAF1000), Maintain Government Snapshot Control form (STAF1340) and Maintain Government Snapshot Control (STAF1350) along with parameters provided to the job. STAJ0110 uses one of the Enrolment Statistics Snapshots (created by STAJ0100), to identify records for inclusion in the Government Submission. The Enrolment Statistics Snapshot used reflects the institution’s current enrolment situation.

The Enrolment Statistics Snapshot is used as a source for data required in the Government Submission Snapshot. The remaining required data is extracted or derived from other parts of the system. Checks are performed by the system to determine if records should be included in the Government Submission Snapshot.

Only Enrolments Statistics Snapshot records with a Government Reportable indicator of ‘Y’ (Government Reportable), or ‘W’ (Warning), and a Unit Census Date between the Submission Start and End Date are included in the Government Submission Snapshot.

Data capture is calculated on a Unit basis. Census Date dependent data, (for example, Person Statistics Records), are determined based on the earliest Census of the Units included in the submission for the Person/Course combination.

Retention Transaction Types are not included in any of the Tuition Fee calculations.

Special Note:

If a student does not have a valid Student Status, their Student Status will be given a value of 000 when they are included in the Government Submission Snapshot. Student Status is set up in ENRF3110 - Record Student Status. For information on Student Status descriptions, see ENRF0161 - Maintain Government Student Status.

Related/Dependent Jobs

This job produces an exception report (STAR0110).

This job is dependant on Create Enrolment Statistics Snapshot (STAJ0100).

This Job is accessed from the main menu.

The Create Government Submission Snapshot block contains:

Tab

Parameters

Create New Submissions sub-block

• Submission Year (LOV)
• System Submission Type (LOV)
• Submission Number (LOV)
• Start Date (view only)
• End Date (view only)
• Enrolment Statistics Snapshot (LOV)
• Use Most Recent Enrolments Statistics Snapshot check box
• Use RTS EFTSL Calculation check box

OR ...

Retrieve Errors From Previous Submission

• Previous Log Creation Date (LOV)

Report Production Details

• Report Level (Pop)
• Message Number

Rules/Notes:

Validations include:

• Revision processing needs an appropriate Enrolment Statistics Snapshot for the Revisions Record
• Highest Attainment, if not found, is set to 999999
• Student Status is required for the Student Unit Attempt details
• A valid CHESSN number is required for each student
• If Summer/Winter School Indicator = 2, and the Unit of Study Census Date is not in the range 11 November to 29 February, then a message will be reported in the error log
• If Summer/Winter School Indicator = 3, and the Unit of Study Census Date is not in the range 1 June to 31 August, then a message will be reported in the error log
• If Summer/Winter School Indicator = 2 or 3, and the Student Status is not one of the following codes: 220, 230, 231, 232, 233, 250, 260, 270, 301, 302, 303, 304, 305, 310 or 311, then a message will be reported in the error log
• From 2008 onwards; each GOVT_STUDENT_ENROLMENT record with a GOVT_EXEMPTION_INSTITUTION_CD value between 0-1000 or greater than 8000, will cause an error to be logged.
• Each GOVT_STUDENT_ENROLMENT record with a HIGHEST_ATTAINMENT value of the form 06YYYY, e.g. 062001, will cause an error to be logged.
• Generally the approach that STAJ0110 follows for errors, is that it will not alter values in the Government snapshot based on any errors that have been identified. i.e. Even if the value raises an error, it is recorded in the Government Snapshot. This approach ensures that the Callista values as indicated by an administrator are loaded into DESTPAC. DESTPAC will validate and flag any erroneous records. This leaves it in the hands of the administrator to determine the method to resolve any errors encountered. The administrator can manipulate the snapshot or the underlying Callista enrolment data at their discretion.
  Exceptions to this general approach are PRIOR_STUDIES_EXEMPTION and GOVERNMENT_CREDIT_USED in the Government Student Enrolment Table. For students commencing from 2008 onwards, these two values will be truncated if the value is too large. i.e. If calculated to be greater than 9999 it will be recorded as 9999.

Submission Year/Number:
Used to specify the submission for which the Government Snapshot is being run e.g. 2005 1, 2005 2 Select a submission from the list of values

System Submission Type:
This parameter determines where records should be selected from.

• If the System Submission Type is COM_ASST, then only Student Unit Attempts that have a Student Status which is Commonwealth Assisted is included in the Snapshot.
• If the System Submission Type is N_COM_ASST, then only Student Unit Attempts that have a Student Status which is Not Commonwealth Assisted are included in the Snapshot.
• If the System Submission Type is BOTH_COM, then no restriction needs to be made by the Student Status.
• If REVISION is selected, then the information is selected from the govt_stdnt_liability_revisions table.
• System Submission Types of SCHLSHP or PRE_2005 are not displayed in the LOVs.

Enrolment Statistics Snapshot:
Used to specify the Enrolment Statistics Snapshot to be used, by this job, to produce the Government Snapshot. Either specify a snapshot here, or leave this parameter blank and use the next parameter

Use Most Recent Enrolment Statistics Snapshot:
Options are to have the box ticked or unticked. By ticking the box, causes the most recently produced Enrolment Snapshot to be used by this process. If the box is ticked, the Enrolment Statistics Snapshot parameter must be blank. This parameter must be unticked where a snapshot has been specified for the previous parameter.

Use RTS EFTSL Calculation:
This can be used to indicate if the snapshot should use the special flat-rate RTS EFTSL calculation instead of the standard EFTSL calculation for RTS students. The flat-rate RTS EFTSL calculation is based on the nominated student course attempt attendance type.

Previous Log Creation Date:
By specifying a Previous Log Creation Date, the exception report from a previous run of this job can be reproduced. Select a previous log record from the list of values. If this parameter is used, the Enrolment Statistics Snapshot parameter must be blank and the 'Use Most Recent.....' parameter must be unticked.

Report Level:
Options are 'SUMMARY ONLY' or 'ALL'. SUMMARY ONLY should be used for an initial run of this job for a particular government submission. This produces a statistical summary of the various errors (exceptions) logged during the process. Large volume errors can then be addressed en-masse. Subsequent runs should use the ALL option, so that lower volume errors can be addressed on a record by record basis.

Message Number:
Specifying an error log message number here, causes only those records with that message number to be displayed in the exception report. This is useful for isolating, and dealing with, one error at a time.

Create Government Submission Snapshot Process

Enter the Submission Year. The Submission Number is restricted to display records that are defined by the Submission Year.

The same restrictions apply to selecting either the System Submission Type or Submission Number first.

Use RTS EFTSL Calculation. The EFTSL for an Student Unit Attempt is calculated at 100% for the Unit, regardless of how many Disciplines are defined to the Unit. EFTSL within the Enrolment Statistics Snapshot table is split for each Discipline defined to the Unit Version – it ignores the calculated EFTSL value for each Discipline defined to the Unit Version and calculates EFTSL at 100%.

The Government Submission Snapshot process is run in order to capture a Snapshot of data from Callista. The 'Snapshot' consists of collecting data from throughout Callista and storing it in separate Callista tables. The database tables populated by this process contain all the data required to create the extract files used in DEST. Separate jobs are run to create each extract file from the Government Snapshot (refer to The Government Statistics Process).

Details of the data included in the snapshot are provided in How the Government Statistics Process Works.

Government Snapshot tables can be used to check data, to trial data through the Government Submission Process for the purpose of ensuring data integrity and as a source of statistical information if the institution desires.

At an appropriate time after the Census Date, one of the Enrolment Snapshots is selected as being representative of the Enrolment situation at the Census Date, and is used in the production of the Government Snapshot. The Enrolment Snapshot used is specified as a parameter to this job.

Rules/Notes:

System Submission Type are used to control data included in the snapshot:

• Commonwealth Assisted students only:
  If the System Submission Type is Commonwealth-Assisted only Student Unit Attempts with a Student Status (either at unit or course level) that has the Commonwealth Assisted Indicator selected is included in the snapshot.
• Non-Commonwealth Assisted students only:
  If the System Submission Type is non-Commonwealth Assisted then only Student Unit Attempts with a Student Status (either at Unit or Course level) that does not have the Commonwealth Assisted indicator selected is included in the snapshot.
• Both Commonwealth Assisted and Non-Commonwealth Assisted students:
  If the System Submission Type is Both Commonwealth Assisted and Non-Commonwealth Assisted, all reportable Student Unit Attempts are included in the snapshot.
• Revision
  If the System Submission Type of Revision is used then only Revisions records created by STAJ1610 will be included in the snapshot.
  

The Highest Attainment value can be selected directly from the Person Statistics table along with the other existing fields. However, if the Commencing Student Indicator is 'N', then the highest Attainment will be returned as 010000. If not found, the above Validation applies.

If no valid CHESSN record is found, an error is logged in the s_error_log table. Person CHESSN Detail can be found and updated within ADMF32W0

One of the values recorded is the Tertiary Entrance Score (E369). When reported to DEST, the Score must have a value of 001, or 999, or in the range 030 to 100.

Exception Report

Exception Report STAR0110 is a report of exceptions that are logged while creating the Government Submission Snapshot. It is used to identify data anomalies for rectification. The aim is to provide a 'clean' set of data for the government submission files and for internal reporting.

Rules/Notes:

In extraordinary circumstances this job will fail. This will occur if pre-requisite data has not been set up correctly. If the job fails, an error is written to the Job Run Log. This error should be checked against the setup pre-requisites and the problem fixed. Correct setup will ensure that these errors do not occur. The following is a list of those circumstances which could cause this job to fail. They all relate to setup problems. Refer to pre-requisites section for further information:

• Cannot determine the default Attendance Type value (part time).
• Cannot determine the default Attendance Type value (full time).
• Cannot determine the Attendance Mode value (Internal).
• Cannot determine the Attendance Mode value (External).
• Cannot determine the Attendance Mode value (Multi-modal).
• Cannot determine the Government Semester for - <load calendar instance, teaching calendar type>
• Cannot determine the Teaching Census Date for - <teaching calendar instance>
• Cannot determine the government submission reportable value <details of record>
• Person data not found for person - <person id>
• Cannot find student course attempt data - <student course attempt>
• Cannot determine the attendance type for - <student course attempt>
• Cannot determine the attendance mode for - <student course attempt>
• Cannot find unit data - <unit version>
• Cannot find student course attempt data - <student course attempt>