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STAJ2020 - Export VET ECAF Details

Purpose

To export the VET Student Loans eligible students' course enrolment data from Callista SMS to the Government eCAF site

SubSystem

Statistics
Normally Run By Statistics specialist
Anticipated Frequency On demand, when the export is required.
Structure Block Export ECAF Details
Tab Parameters

 

This job exports the course enrolment data for VET Student Loan eligible students to the Government eCAF Site using the API provided by the Department.
It precedes the STAJ2030 job which imports students' VET Student Loans Eligible Student Status information as new Student Status records to the Record Student Status (ENRF3110) form in Callista SMS.

The process exports students when the following conditions are met:

  • Student is enrolled in a VET Student Loans Approved course (CRSF1210)
  • Student Course Attempt is assigned to a Fee Category where it has a Fee Type with the VET Student Loans Loan Scheme
  • The student's citizenship status maps to a govt citizenship status of 1, 2 or an 8 or is NULL (unknown)
  • The student course attempt has not previously been exported (in ENRF3700, either no VSL eCAF record exists or the ‘Exported to eCAF’ check box is not ticked on the latest VSL eCAF record). 
  • The student is over 18, or is under 18 and is Independent or has Parental Consent (as indicated in ENRF3060).

This job is only available to VET sector and cross sector institutions.

This job is accessed via the main menu.

 

Parameters Tab

'Only include students marked as Help Eligible' check box

Rules/Notes:

If the 'Only include students marked as Help Eligible' check box is selected (default) then the process only exports the students who are HELP Eligible as recorded in ENRF3060 and who also satisfy the conditions described in the introduction above.

When the job completes successfully, the following message is output to the job run log: 'STAJ2020 completed successfully. XX records processed. Check s_log_entry for any processing errors.'

 

Configuration

Initial Processes

  • Errors are raised if configuration details are not set up correctly. (See Errors below).
  • An S_LOG record of type ECAF-EXP is created to facilitate creation of S_LOG_ENTRY records during processing or any errors or warnings generated. (See Errors and Warnings below).

Processing each student

  • The process identifies students who meet the following conditions:
    • Student is enrolled in a VET Student Loans Approved course (CRSF1210)
    • Student Course Attempt is assigned to a Fee Category associated with a  VET Student Loans Loan Scheme in FINF2820.
    • The student's citizenship status maps to a govt citizenship status of 1, 2 or an 8 or is NULL (unknown)
    • The student course attempt has not previously been exported (in ENRF3700, either no VSL eCAF record exists or the ‘Exported to eCAF’ check box is not ticked on the latest VSL eCAF record). 
    • The student is 18 or over, or is under 18 and is Independent or has Parental Consent (as indicated in ENRF3060).
    • If the help eligible indicator checkbox has been selected in as the job parameter, then only process students configured as help eligible (PERSON_STATISTICS.CNFRMD_HELP_ELIGIBLE_NZ_IND = ‘Y ’)
    • Enrolment date is greater than 2 days before the export date
    • If a student doesn't have any student Unit Attempts they are not included.
  • For each student the enrolment details to send are sourced as described in the table below.
  • If the email_address, family_name, date_of_birth, gender, address, suburb or postcode are null, then an error is logged to the s_log_entry table (see errors below) and the record is not processed. Get course details from the student_course_attempt and course_version tables.
  • If the loan cap amount doesn’t exist for the SCA , then the current loan cap amount assigned to the course_version is used.
  • If the SHORT_TITLE, LOAN_CAP_AMOUNT, EST_CRS_COST, LOCATION_DESCRIPTION or COMPLETION_TIME are null, then an error is logged to the S_LOG_ENTRY log and the record is not processed.
  • If the export is successful, an eCAF record is created in ENRF3700 for the student's enrolment and an S_LOG_ENTRY: 'The student  + p_person_id – p_course_cd + has been successfully transferred to the Government eCAF site', is created.

When the job completes successfully:

  • The following is output to the job run log: 'STAJ2020 completed successfully. X successfully records processed. Check s_log_entry for any processing errors.'

Errors that may be generated for this job:

  • ECAF Interface endpoint not configured. Please check configuration in GENF5000.
  • ECAF Interface username not configured. Please check configuration in GENF5000.
  • ECAF Interface password not configured. Please check configuration in GENF5000.
  • Unable to determine if proxy is used for ECAF Interface. Please check configuration in GENF5000.
  • Proxy Server not configured. Please check configuration in GENF4600.
  • Oracle Wallet not defined. Check configuration in GENF4710.

Warnings that may be generated for this job:

  • The student enrolment ' + p_person_id + ' - ' + p_course_cd + ' cannot be exported to the Government eCAF site as the following fields are required: ' ||LIST OF MISSING FIELDS||

 

The following course enrolment data is exported from Callista SMS to the Government eCAF for VET Student Loans eligible students:

eCAF Webservice Field Source Mandatory

initialEmailAddress

The email address is sourced using a custom source database view - PERSON_GOVT_EMAIL_ADDR_V.
This view, by default, returns the email address field from the PERSON table but if institutions choose to change the view to source an email address from an alternative location, this job will return the alternative email address.

Yes

givenNames

If USI Personal Detail with Transaction Type PROCESSED does not exist:
PERSON.GIVEN_NAMES (until the first space)

Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists:

  • If Single Name specified:
    Null
  • Otherwise:
    USI_PERSONAL_DETAIL.FIRST_NAME

No

middleNames

If USI Personal Detail with Transaction Type PROCESSED does not exist:
PERSON.GIVEN_NAMES (after the first space)

Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists:

  • If Single Name specified:
    Null
  • Otherwise:
    • If Middle Name specified:
      USI_PERSONAL_DETAIL.MIDDLE_NAME
    • Otherwise:
      • If USI First Name = start of Person Given Names:
        PERSON.GIVEN_NAMES (after the first space)
      • Otherwise:
        Null

No

familyName

If USI Personal Detail with Transaction Type PROCESSED does not exist:
PERSON.SURNAME

Otherwise, if USI Personal Detail with Transaction Type PROCESSED exists:

  • If Single Name specified:
    USI_PERSONAL_DETAIL.SINGLE_NAME
  • Otherwise:
    USI_PERSONAL_DETAIL.FAMILY_NAME

Yes

hasOneName

TRUE if pe.given_names = null

If hasOneName=false

dateOfBirth

PERSON.BIRTH_DT

Yes

gender

PERSON.SEX

Yes

residentialStreetAddress

PERSON_ADDR_GOVT_POST_V. ADDR_PART_1 + PERSON_ADDR_GOVT_POST_V. ADDR_PART_2

Yes

residentialSuburb

PERSON_ADDR_GOVT_POST_V. SUBURB_TOWN

Yes

residentialState

STAP_GET_GOVT_STATE (PERSON_ADDR_GOVT_POST_V.POSTCODE, )

Yes

residentialPostcode

PERSON_ADDR_GOVT_POST_V. POSTCODE

Yes

campusName

LOCATION.DESCRIPTION

Yes

providerCode

This field is not required in the request  and is derived by the ecaf response, based on the org unit registered against the security user.

Yes

providerName

This field is not required in the request  and is derived by the ecaf response, based on the org unit registered against the security user.

No

providerTradingName

This field is not required in the request  and is derived by the ecaf response, based on the org unit registered against the security user.

No

studentIdentificationNumber

STUDENT_COURSE_ATTEMPT.PERSON_ID

Yes

courseOfStudyCode

crfc.reference_cd where rct.s_reference_cd_type =’QUAL’. If NULL then use the STUDENT_COURSE_ATTEMPT.COURSE_CD

Yes

courseOfStudyName

COURSE_VERSION.SHORT_TITLE

Yes

estimatedCourseCost

COURSE_VERSION.EST_CRS_COST

Yes

courseCap

STUDENT_COURSE_ATTEMPT.LOAN_CAP_AMOUNT if exists. Else current course_version_loan_cap_dtl record for enrolled course version

Yes

enrolmentDate

sua.enrolled_dt of earliest SUA record

Yes

censusDate

Earliest daiv.alias_val from all teaching periods in the SUA

Yes

estimatedCourseDurationYears

DECODE(att.govt_attendance_type, 1, cv.std_ft_completion_time, 2, cv.std_pt_completion_time, cv.std_ft_completion_time) /10 completion_time,

Yes

estimatedCourseDurationMonths

DECODE(att.govt_attendance_type, 1, cv.std_ft_completion_time, 2, cv.std_pt_completion_time, cv.std_ft_completion_time) /10 completion_time,

Then get fraction after decimal point and convert to months by multiplying by 12 and rounding.

Yes

citizenship

DECODE(cc.govt_citizenship_cd, 1, 'AustralianCitizen',2, 'NewZealandCitizen', 8, 'PermanentHumanitarianVisa',  'Unknown') citizenship

Yes

uniqueStudentIdentifier

pu.person_usi if exists

No

chessn

PERSON_CHESSN.CHESSn where status=’ACTIVE’ if exists

No

australianResidentForDuration

True if citizenship = ‘PermanentHumanitarianVisa’

Yes

newZealandSpecialCategoryVisaHolder

True if citizenship = ‘NewZealandCitizen’

Yes

newZealandEnteredAustraliaAsChild

True if citizenship = ‘NewZealandCitizen’

Yes

newZealandBecameResident10YearsBefore

True if citizenship = ‘NewZealandCitizen’

Yes

newZealandBeenInAustralia8Of10Years

True if citizenship = ‘NewZealandCitizen’

Yes

newZealandBeenInAustralia18MonthsOfLast2Years

True if citizenship = ‘NewZealandCitizen’

Yes

additionalProviderData

sca.course_cd (this is used in the import job.  See staj2030 DDS for details)

No

Technical Information
Tribal Callista interacts with the Government Web Service to manage all aspects of dealing with an external API, including authentication when calling the API and managing the response details to correctly record audit details and process error details appropriately.
The Government API uses HTTP status codes to indicate the success or failure of a request. Error codes are returned with a JSON object in the body containing a message providing further details on the error.
If any errors are returned by the API, they are logged. All the log entries are extracted to the S_LOG table with LOG_TYPE = ECAF-EXP .

 

Last Modified on 31-Oct-2022 2:54 PM

History Information

Release Version Project Change to Document
25.0, 25.1 & 26.0 2603 - eCAF Portal Inclusion of VET in the job name and recording of the eCAF record in ENRF3700 (instead of ENRF3000)
24.1, 25.0 & 25.1 2583 - Middle Name New info for Name fields in table of course enrolment data
19.0.0.3, 19.1.0.3 & 20.0.0.2 1662 - Compliance - eCAF Integration for VET Student Loans New Online Help page