AVETMISS Data Entry Tool
Guide
Version 1.0
November 2013
National Centre for Vocational Education Research
Data Entry Tool Guide
Contents
Data Entry Tool
Guide
Contents
Start .......................................................................................................................................... 3
About ...................................................................................................................................... 3
Registration ............................................................................................................................... 3
Navigation ................................................................................................................................. 3
Tooltips .................................................................................................................................... 3
Look-up fields ............................................................................................................................ 4
Mandatory fields ......................................................................................................................... 4
Optional fields ............................................................................................................................ 4
State-specific fields ..................................................................................................................... 4
Footer navigation ........................................................................................................................ 5
Policies .................................................................................................................................... 5
Process overview ........................................................................................................................... 6
Register .................................................................................................................................... 7
Sign in...................................................................................................................................... 7
Maintain data ............................................................................................................................. 7
Export ...................................................................................................................................... 7
Validate ................................................................................................................................... 7
Submit ..................................................................................................................................... 8
Screens ....................................................................................................................................... 9
Sign in screen ............................................................................................................................. 9
Account Help screen .................................................................................................................. 10
Home screen ............................................................................................................................ 11
User profile screen .................................................................................................................... 12
User profile screen .................................................................................................................... 12
Entry screens ........................................................................................................................... 13
Maintenance screens .................................................................................................................. 14
Export screen ........................................................................................................................... 15
Data Entry Tool Guide
Contents
Data Entry Tool
Guide
Start
About
The Data Entry Tool can be used to enter VET student and training activity information in an AVETMISS-compliant
format. It is provided free of charge by the National Centre for Vocational Education Research (NCVER).
The Data Entry Tool has been specifically designed for use within small (100 students per year or fewer) registering
training organisations (RTOs).
The system generates AVETMISS compliant data files (NAT files) for the National VET Provider Collection.
Registration
To register your RTO to use the Data Entry Tool, simply visit https://det.ncver.edu.au/. Click on the Register here
link and enter all the required information. Sign in using your unique username and password and you’re away!
Navigation
Getting around the Data Entry Tool is easy. There are 5 menu buttons at the top of the page which are used to
navigate:
The AVETMISS Data Entry Tool button brings you back to the home screen at any time.
The Maintain data button provides access to all the fields that require data entry.
The Export button is used to generate the data (NAT) files.
The Support button provides links to support pages on the NCVER Portal, including Data
Entry Tool FAQs.
The User button displays your Data Entry Tool profile with links to update your profile and
change your password. You can also sign out of the Data Entry Tool from here.
Tooltips
Tooltips display helpful information
on the fields in the screens.
To display tooltip information, click
on the question mark icon next to
any field.
Note: The words in italics match the relevant data element. Definitions, context, rules, classification schemes and
format attributes for the data elements can be found in the relevant AVETMISS data element definitions document.
These documents can be found on the NCVER Portal, http://www.ncver.edu.au/avetmiss/21055.html.
Data Entry Tool Guide
3
Start - About
Data Entry Tool
Guide
Look-up fields
The Data Entry Tool retrieves some data and
classifications from the http://training.gov.au
website.
For certain fields (marked 'look-up field'), as you
enter details for you to select from, a list of suggested values will
appear (e.g. "comm cat").
Click on the correct value. A pop-up box will appear asking if you
would like to retrieve the data; click yes to confirm. The field(s) will
then be auto-populated.
Mandatory fields
Unless otherwise stated, all fields must be entered before saving the entry.
If mandatory fields are not entered upon saving,
an error message will appear at the top of the
screen and the required fields will be identified
by red error text.
Optional fields
Non-mandatory fields are
marked as '(Optional)'.
These fields will correspond with 'This field may be blank' in the AVETMISS National VET Provider Collection
specifications.
State-specific fields
State-specific fields may be entered through the 'State fields' tab of
the Client subject enrolment section.
These fields are not required if you submit your data directly to
NCVER; they correspond with ‘below-the-line’ fields in the AVETMISS
National VET Provider Collection specifications.
'Below-the-line' fields are those listed after the Record length for
national data collection line in the field tables.
Data Entry Tool Guide
4
Start - Look-up fields
Data Entry Tool
Guide
Footer navigation
Each page of the Data Entry Tool has a consistent footer at the bottom of the page.
The footer contains links to relevant websites and information associated with the Data Entry Tool.
Also found in the footer:




NCVER copyright information
NCVER ABN information
Software version
Date and time of the last update to the system
Policies
Please note that by using the Data Entry Tool you are bound by the User Agreement and Conditions of Use.
Data Entry Tool Guide
5
Start - Footer navigation
Data Entry Tool
Guide
Process overview
Register
Register
Sign in
Sign in
Maintain data
menu
Export menu
Import/validate via
AVETMISS validation
software
Submit data
Maintain data
menu
Add training
organisation
Add training
organisation
delivery location
Add program
(if applicable)
Add subject
Add client
Personal
Address
Background
Add client
enrolment
Client
Program
Subject
Add client
subject
enrolment
Subject
Details
Disability
Prior
Education
State fields
(if applicable)
Add program
completion
(if applicable)
Data Entry Tool Guide
Export menu
Export files
Import files into
AVETMISS
validation software
Validate files using
AVETMISS
validation software
6
Submit data
Process overview - Policies
Data Entry Tool
Guide
Register
The Data Entry Tool requires you to register. To do so, click the Self Register
link on the sign in screen. This is a once-off registration where you will be
able to choose your own username and password.
Sign in
Once you have registered, you can sign in with your username and password
to use the Data Entry Tool.
Maintain data
To set up the system for the first time, click the Maintain data menu. You may also amend data from the Maintain
data menu.
Only the Training organisation section will be available. Set up a profile for each training organisation you will be
entering data for. Click the Add New button to add a new entry, or click the pencil icon to amend an existing entry.
Note: If your username has more than one training organisation associated with it, you will be asked on the Home
screen to select which training organisation you are editing data for.
On completion of the training organisation set up, you will be presented with more data entry options:






Training organisation delivery location – maps to the Training organisation delivery location file
Program - maps to the Program file
Subject - maps to the Subject file
Client - maps to the Client, Client postal details, Disability and Prior educational achievement files
Client enrolment (and New client subject enrolment) - maps to the Enrolment file
Program completion - maps to the Program completed file
Enter your AVETMISS data by navigating through each option, following the same process used to set up the training
organisation(s).
Export
Once all data has been entered, you can export the data files for validation or archive. The export is done through the
Export menu.
Note: While the Data Entry Tool will allow you to export files in TXT or XML format, NCVER's AVETMISS Validation
Software will currently only accept files for validation in TXT format.
Validate
Exported files from the Data Entry Tool can be validated using NCVER's AVETMISS Validation Software, available from
http://www.ncver.edu.au/avetmiss/21058.html.
Note: State/Territory Training Authorities (STAs) may have additional software they require you to use. We
recommend contacting your STA directly to discuss.
Data Entry Tool Guide
7
Process overview - Register
Data Entry Tool
Guide
Submit
Once the files have been successfully validated (without errors) you will be able to submit them. Where and how you
submit will depend on your organisation and the state(s) you operate in. For more information please refer to
http://www.ncver.edu.au/avetmiss/21058.html.
Data Entry Tool Guide
8
Process overview - Submit
Data Entry Tool
Guide
Screens
Forgot password
Sign in
Self register
Sign in screen
Click here if you have
forgotten your username or
password.
If you have previously
registered, enter your
username and password
here to sign in.
Click here to register to use
the Data Entry Tool.
Welcome screen
messages
Keep updated with the
latest information, news
and changes to the Data
Entry Tool.
Welcome screen
messages
Keep updated with the
latest information, news
and changes to the Data
Entry Tool.
Links
Click these links for access
to the AVETMISS Validation
Software and the NCVER
Portal.
Data Entry Tool Guide
9
Screens - Sign in screen
Data Entry Tool
Guide
Account Help screen
Forgotten
username/password?
Click the radio button
that applies to you. You
will be asked to enter
either an email address or
username.
Click the 'Reset' button
and a reset email will be
sent to the email address
associated with your
account.
Reactivate account
When you request a
password reset, you will
receive an email that
includes a security token.
To reset your password,
enter the security token,
your username and your
new password, then click
the 'Activate' button.
Data Entry Tool Guide
10
Screens - Account Help screen
Data Entry Tool
Guide
Home screen
Maintain data menu
User menu
Click here to set up a
training organisation and
start entering data.
Click here (head icon) to
update your profile,
change your password or
sign out.
Home logo
Click the Data Entry Tool
logo from any screen to
return to the home screen.
Select training
organisation
If you are associated with
more than one training
organisation, select the
organisation you wish to
add/amend data for.
Support menu
Click here for support,
including contact details
and Frequently Asked
Questions (FAQs).
Data Entry Tool Guide
You will first need to add
these through the
Maintain data menu.
11
Screens - Home screen
Data Entry Tool
Guide
User profile screen
Change password
Here you can change the
password you use to log in.
Update profile
Here you can update the
name and email address
associated with your
account.
Note: Your username
cannot be changed.
Password policy
Click for information on
how to choose a strong
and reliable password.
Your password must
adhere to the listed rules
to be accepted.
Data Entry Tool Guide
12
Screens - User profile screen
Data Entry Tool
Guide
Entry screens
Page heading
The page heading indicates
the page you are currently
viewing.
Search
Edit entries
Entering text into this box
allows you to search the
existing entries on the
current page.
Click the pencil icon to edit
an existing entry.
Navigate pages
Where your entries are
more than 10, they will
be displayed over
multiple pages.
Number of entries shown
Choose how many entries
you would like to view on
the page.
Additional pages can be
accessed through these
buttons.
You can navigate pages in
order, or jump to a
specific page.
Sorting
Click on the headings to
sort the list underneath by
field.
Number of entries
Add new entry
To add a new entry, click
the Add New button.
Data Entry Tool Guide
The entries you are
viewing and the total
number of entries will be
listed here.
13
Screens - Entry screens
Data Entry Tool
Guide
Maintenance screens
Page heading
Tooltips
The page heading tells you
which page you are
currently maintaining.
Click on the tooltip '?' icon
to display more
information about the
field.
Field names
The field names that
require data are listed
here.
These names refer to the
field names listed in the
AVETMISS data element
definitions.
Optional fields
Fields that are not
mandatory will be listed
as '(Optional)'.
Omitting these will not
affect saving.
Saving
There are two save
options.
Save and Close will save,
then take you back to the
list of entries.
Save and New will save,
then create a new entry.
Data Entry Tool Guide
14
Screens - Maintenance screens
Data Entry Tool
Guide
Export screen
Client postal details
Tick this box if you wish
to include the Client
postal details (NAT00085)
file with your export.
Collection period
Collection dates
Select the year and type
(interim or annual) of
collection that you wish to
export.
Once the collection period
has been chosen from the
drop-down menu, the
collection dates will be
displayed here.
This file is only required
when submitting publicly
funded data.
Verify export criteria
Funding source
If not, errors will be
displayed.
You can choose to export
fee-for service and
publicly funded data
separately, or all data
together in the one
export.
If everything checks out,
the Export button will
become visible. You will
be prompted to open or
save the exported files.
Click this button to check
that the data you have
entered is complete.
Collection history
File format
Any previous exports that
have been run will be
displayed here.
Choose the format you
wish to export the files in
(Text or XML).
Data Entry Tool Guide
15
Screens - Export screen