Purpose

This function enables the submission of batch requests to HEIMS for Student Entitlement details

This function enables the submission of batch requests to HEIMS (Higher Education Information Management System) for Student Entitlement details from the HEIMS database.

A batch transaction can actually comprise of three method calls: The first call contains any request-specific information plus any transaction data. The server accepts the request and marks it for processing. The second (and optional) call polls the server and checks if processing for this request is complete. The third and final call queries the server for the results of the job. If the job has completed, the results are returned back to the caller. Otherwise, the server will inform the client that the original request is still being processed.

The function:

• Checks the Batch Limit

The maximum number of requests per day (HEIMS time) is defined in the configuration table. See 'Availability and Downtime' in the Rules/Notes below.

• Creates a Request Record

The request type for Batch Entitlement requests is ‘ENTLMT_BAT’

The request must have a unique identifier.

In the context of processing the request, the request statuses and their meanings are:

• Identifies students for inclusion in the request using a parameter form
• Validates Data

A Person will be reported and logged as an error when that Person does not have a CHESSN and either of the following applies (1) They have a Student Status (SS) that is Commonwealth supported and or (2) They have a citizenship code (1, 2, 3, and 8);

Descriptors of DIISRTE Element 358:
1. Australian citizen (including Australian citizens with dual citizenship)
2. New Zealand citizen or a diplomatic or consular representative of New Zealand, a member of the staff of such a representative or the spouse or dependent relative of such a representative, excluding those with Australian citizenship. (Note: includes any such persons who have Permanent Resident status)
3. Students with Permanent visa other than Permanent humanitarian visa
4. Student has a temporary entry permit or is a diplomat or a dependent of a diplomat (except New Zealand) and resides in Australia during this unit of study
5. Not one of the above categories and student is residing outside Australia during the unit of study
8. Students with permanent humanitarian visa

A Person will NOT be logged as an error when the Person does not have a CHESSN and the following applies

1. They have a Student Status (SS) that is not Commonwealth supported and

2. They don’t have a citizenship code (1, 2, 3, or 8).

Note: A Commonwealth supported student has a Student Status where GOVT_HECS_PAYMENT_OPTION.COMMONWEALTH_ASSISTED_IND = ‘Y’

Where a student fails the above validation, a message is created in the HEIMS_TRANSACTION_MESSAGE table, the transaction status is set to INVALID and the student is excluded from the request submission to HEIMS.

• Create Transaction records

A HEIMS transaction record is created for each student included in the batch.

• Transmit the Request

The Request Control Data and Request Transaction data are sent to HEIMS for processing.

• Receive Acknowledgement

The transaction statuses applicable during the request process are:

IF the request is not received successfully by HEIMS any messages returned by HEIMS will be inserted into the HEIMS_REQUEST_MESSAGES table

The required data, the source and validations are:

The process is that the user submits an entitlement request based on selected parameters entered in this job. Validations are performed on students included in the request and these can be reported by running ADMR3930 - Entitlement Request Report. ADMR3930 is triggered from ADMJ3930 - Batch Entitlement Request Report.

Other HEIMS related forms and jobs include:

• Maintain Person CHESSN Details - ADMF32W0
• Batch CHESSN Allocation Request - ADMJ3900
• Batch CHESSN Allocation Results - ADMJ3910
• Batch Entitlement Request Report - ADMJ3930
• Entitlement Request Report - ADMR3930
• HEIMS Password Change - GENJ0030
• Maintain HEIMS Interface Configuration - ORGF0123

This job is accessed from the main menu.

The block contains:

Parameters Tab

• Entitlement Request Context
• Calculation As At Date
• SLE Usage
• FEE HELP Balance
• OS-HELP Usage
• Student Status 1 (LOV)
• Student Status 2 (LOV)
• Student Status 3 (LOV)
• Fee Category (LOV)
  
• Person ID Group

More Tab

Enrolment Context

• Census Date
• Census Start Range Date
• Census End Range Date
• Course Attempt Status (LOV) - 3 fields

Admission Context

• Admission Period (LOV)
• Admission Outcome Status (LOV) - 3 fields

Entitlement Request Context may be ENROLMENT or ADMISSION.
When running in an ADMISSION context:

• The Course Attempt Status will not be considered when determining the students in the request.
• The Fee Category and Student Status will be sourced from the ACAI locations rather than the SCA contexts.
• The user may specify the Admission period and up to three Outcome Statuses to filter the records.

Validations include:

• Only one of Census Date or the Date range parameters can be set
• Both a Start Range Date and End Range Date must be specified
• Start Range Date must be less than or equal to the End Range Date
• End Range Date must be greater than or equal to the Start Range Date

Only one instance of a job can be run at any given time.

The Person ID is used as the Transaction ID

The parameters are used to limit the set of students for which details are requested.
See Comments in the table below for information about how these parameters are used.

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Rules/Notes:

Availability and Downtime

DIISRTE is committed to providing a high performance, reliable, available and fully supported HEIMS production environment. DIISRTE will provide the following environment to all approved HEIMS users:

• Batch Transactions – 95% of Batches will be processed within a maximum of 24 hours normal working days, from receipt by DIISRTE provided no more than 500,000 transactions in total are submitted by the sector per day. 10,000 compressed/1,000 uncompressed transactions will be allowed.
• Real Time transactions – 95% of transactions within 5 seconds turnaround measured from receipt by DIISRTE to the time the response leaves the DIISRTE firewall. 500 transactions per institution per day will be allowed.

These response figures do not include network transport times. In other words, the response times given are from the time DIISRTE servers receive the request to the time the results are sent back.

The daily limits start at 12 midnight HEIMS server time ( Canberra) and apply for the following 24 hours, rather than conforming to a 24 hour rolling window.

It is intended that HEIMS Web Services will be available 24 hours a day, 7 days a week with the following possible exceptions:

• A weekly infrastructure maintenance window on Thursday evenings, 7.00pm-12.00am AEST/AEDT. HEIMS Web Services will generally be available during this period but interruptions to server availability may occur;
• A production migration window on Wednesday evenings, 8.00pm-11.00pm AEST/AEDT with 1 week notification by DIISRTE. System availability in this period will depend on the number and type of production migrations required; and
• A HEIMS system maintenance window as required but on Saturdays with 1 week notification by DIISRTE. System availability in this period will depend on the amount of production maintenance required.

Field Type

Format Mask or Length

Comments

Text

Date DD/MM/YYYY

Any student with a FEE-HELP As at date, SLE As at date, OS-HELP As at date or CS As at date which is prior to the date entered will be included in the request. IF NULL, this parameter will not be considered.
The default value is NULL.

Text

Number 990.000

If not NULL, students with a SLE Usage (Recorded in Callista) equal to or greater than the amount specified will be included in the batch.

Text

Number 990.000

If NULL, this parameter will not be considered.The default value is NULL.
If not NULL, students with a FEE-HELP Balance (Recorded in Callista) equal to or less than the amount specified will be included in the batch.

If NULL, this parameter will not be considered
The default value is NULL. If not NULL, students with a OS-HELP Usage (Recorded in Callista) equal to or less than the amount specified will be included in the batch.

Text (with LOV)

Varchar2(10)

If NULL, this parameter will not be considered
Three input fields, the first input is default to %, and the other 2 are blank.
IF not % or blank, students with a matching Student Course Student Status or Student Unit Student Status will be included in the batch.

Text

Varchar2(60)

Text (with LOV)

Varchar2(10)

Text

Varchar2(60)

Text (with LOV)

Varchar2(10)

Text

Varchar2(60

Text (with LOV)

Varchar2(10

Text

Varchar2(60)

Text (with LOV)

Varchar2(10

If not NULL, persons in the Person ID Group will be included in the batch.
If NULL, this parameter will not be considered

Text

Date DD/MM/YYYY

If not NULL, students enrolled in Units with this Census Date will be included in the batch.
If NULL, this parameter will not be considered

Text

Date DD/MM/YYYY

If not NULL, students enrolled in Units within this Census Date Range will be included in the batch.
If NULL, this parameter will not be considered

Text

Date DD/MM/YYYY

see above

Text (with LOV)

Varchar2(10)

Three input fields; % is the first field default and the other 2 are blank.
If not % or blank, students with the Course Attempt Status matching their Course Attempt record will be included in the batch.
If % or blank, this parameter will not be considered
The default values are NULL.

Text (with LOV)

Varchar2(10)

Text (with LOV)

Varchar2(10)

Text

Varchar2(60)

Person ID Group description

Text (with LOV)

Varchar2(10)

Text (with LOV)

Varchar2(10)