Tribal Professional Services configuration updates

The configuration changes to various grids in the Curriculum Manager and Learner Manager modules, that have previously been implemented by Tribal Professional Services following version upgrades, are now included in the base grid configurations. These changes enable Tribal Professional Services to focus on delivering additional functionality and added value for specific colleges.

The changes to the base grids are as follows:

Curriculum Manager > UIO

The base grid configuration has been updated with the following editable and non-editable fields.

Editable

The editable fields are as follows:

• Qualfication number

• Funding year

• Subject code

• Qual aim

• Qualification level

• Source of funding

• GLH

• RRQ tier 2

• College SSA tier 2

• Units of length

• CDR length of course

• Year of course

• Notional hours

• No of credits

• Allow learner child unit selection

• Allow learner child unit drop

• Allow Drop (Days)

• Allow Enrol (Days)

• UCAS Application year

• Qualification type

• QL Course Code

Non-editable

The non-editable fields from the UIO_PROSPECTUS table are as follows:

• Course overview

• Entry requirements

• Assessment methods

• Progression and careers

Learner Manager > Applications

The base grid configuration has been updated with the following editable and non-editable fields.

Editable

Learner choice

Non-editable

The non-editable fields are as follows:

• UIO location

• Owning organisation

• Offering organisation

• CDR qualification level

• UI qual level

• UI mode of provision

• UI category

• Offer code

• Offer type

• Interview event code

• Interview date

Learner Manager > Enrolments

The base grid configuration has been updated with the following editable and non-editable fields from the PEOPLE_UNITS_CDR table.

Editable

The editable fields are as follows:

• CDR source of funding

• Assessment level

• Target level

• Achieved level

• Outcome

• Leave reason

• Heard about course

• CDR award date

• CDR exam board grade

Non-editable

The non-editable fields are as follows:

• CDR mode of attendance

• Planned or actual destination of leavers from FE

• SLDD

• Unit category

• Mode of provision

• Owning organisation

• Offering organisation

• Location

• Campus

• Qualification level

• CDR course source of funding

• Total charges

• Total outstanding

Not applicable

CDR process updates

The CDR process has been updated as follows:

Manual

The CDR process now builds the reporting table in the six CNI ebs instances when the CDR is run and the output file is generated. The resulting table is named CDR_REPORTING in all six instances.

Therefore, any automated processes used by colleges to interrogate and report from this data will need to reference the CDR_REPORTING table, instead of the CDR_<college-abbreviation> tables that were previously used for specific college instances.

Because the population of the CDR_REPORTING table is now integrated directly into the ebs CDR processing workflow, Run CDR Process V4, there is no longer a requirement for Tribal Professional Services to append additional workflow activities to do this and the previous workflow variants below should be disabled:

• CNI Run Process V4 with Output Table

• Run CDR Process V4 with Output 23/24

• Run CDR Process V4 with Output 24/25

Scheduled

Because of the changes to the CDR process workflow, it will be necessary to disable or delete any existing schedules for the CDR process and re-create them based on the updated Run CDR Process V4 workflow.

As with the manually-run process, there is no need to apply the configured Tribal Professional Services workflows below in the new schedule:

• CNI Run Process V4 with Output Table

• Run CDR Process V4 with Output 23/24

• Run CDR Process V4 with Output 24/25

Not applicable

Central CNI instance update

In addition to managing the screen configuration for CNI, Tribal Professional Services has also built workflow processes that enable the CDR data from the six college instances to be automatically copied to the central instance accessed by the DfE (Department for the Economy) on a scheduled basis.

With the changes to CDR processing, this has also been updated to work with the new common source table, CDR_PROCESSING.

Not applicable

Additional fields available for Learner Manager > Enrolments grid view

The following fields can now be added to the Learner Manager > Enrolments grid view using Screen Manager:

• Student intends to take the exam?

• Participant Id

• Long term destination

• Long term employment

• Expected end date

• Work placement complete

• Prog achievement

Bulk Edit Enrolments

Update enrolment grid to include additional fields

The following fields are now available to edit and flood fill on the enrolments grid:

• Student instance ID

• Study intention

• Disabled student allowance

• Invoice HESA ID

• SCS mode

• Incoming exchange

• Study abroad

• Initiative 1

• Initiative 2

• Initiative 3

• Nonregfees

Bulk Edit Enrolments

Update overseas flag

When the overseas flag is selected for a learner, the Fee eligibility field is automatically populated with the value 02 Not eligible to pay home fees in the Enrolment Details > HESA Details tab when creating a new enrolment.

Not applicable

HESA Update Output to only return planned end dates within bounds of reference periods

For the Module entity, it is no longer required to return end dates if they fall outside of the HESA reference period.

The HESA output has been updated so that end dates are not returned if the date is greater than the reference period. For example, If a module starts on the 1st July and is due to end 30th November it will not be included in the output. However, for a module that starts on the 1st July and ends on the 31st July then it would be included because the return is due in October.

Not applicable

Update output for Reason ended with qualification awarded entity

When the Reason for engagement ending field has a value other than 01, then the Qualification Awarded entity will not be included in the output.

Not applicable

Update output to exclude VENUEID when distance/outside of UK

The HESA output will not include the Qualification awarded entity in the following scenarios:

• Study location distance is 01 or 02.

• Engagement primarily outside the UK is 01 and Student course session study abroad is 01.

Not applicable

HESA Student - Update qualification awarded entity - Handle exit awards

The output has been updated to include Exit Awards under the Qualification awarded entity.

Not applicable

Add Tailored Learning Purpose and Tailored Learning Outcome fields to Learner Manager

The Tailored Learning Purpose and Tailored Learning Outcome fields have been added to the Learner Manager > Enrolments tab.

Bulk Edit Enrolments

Core LARS table imports now optional

When importing the LARS.mdb file into ebs, the import of Core LARS tables is now optional rather than automatic.

Not applicable

The following options have been added:

• SDR 2025+ Return - December 2025

• SDR 2025+ Return - August 2025

• SDR 2025+ Return - April 2025

• SDR 2025+ Return - Indicative Enrolment 2025

Not applicable

Allow null values for Discounted Course Tuition Fee and Discounted Compulsory Course Costs Fee

The Discounted Course Tuition Fee and Discounted Compulsory Course Costs Fee on the Curriculum Details tab can now be saved with null values.

UIO Details

Course Title updated character limit

The course title, that is Long Description field, character limit has been increased to 225 characters.

UI Details

SP2 Course Register updates

The following changes have been made to course registers:

New fields

Two new fields, Learning Hours and Volume Research Factor have been added to the Curriculum > UIO > Details tab and the Course Register output file.

Updated fields

The field Tuition fee paid by international fee paying student in the Course Register output file is populated based on specific criteria for onshore international learners with learner types B, C, or D. The following criteria are no longer valid for identifying onshore international fee-paying learners:

• Source of Funding is set to 01

• Category of Fees Assessment is set to 06

The TEC (Tertiary Education Commission) has removed the value 06 from the learner view. As a result, this value is no longer used when determining international fee-paying status.

UIO Details

SDR Field Mappings Appendix

SP2 Course Enrolment updates

The following changes have been made to course enrolments:

• The Apprenticeship field has been added to the Course Enrolment output file. The apprenticeship field is mapped to Enrolments > Enrolment Details > Managed Apprenticeship (2.13.1).

• The selectable codes for Enrolments > Enrolment Details > Int Fees Assess (2.8) have been updated to add (13) Person with refugee or protected person status and (14) 2021 Resident visa pathway. Note that the code (06) Foreign research based post-graduate has been removed.

• The Secondary School Programme Indicator has been added to the Course Enrolment output file. The field is mapped to Enrolments > Enrolment Details > Secondary School Programme Indicator.

  The Secondary School Programme Indicator field indicates whether a course has been undertaken as part of the student’s or trainee’s school learning programme or secondary-tertiary programme.

• The Actual Course Fee field has been added to the Course Enrolment output file. The Actual Course Fee field is mapped to Enrolments > Enrolment Details > Actual Course Fee.

  The Actual Course Fee field indicates the total cost charged to the learner for enrolment in the course, that is tuition fees and compulsory course cost fees. The amount recorded must be inclusive of any discounts or scholarships and must include GST.

SDR Field Mappings Appendix

Collecting Learner SDR Data

Maintain Enrolments

SP2 Qualification Completion updates

The following changes have been made to qualification completion:

• The IRD Number field has been added to the output files for Learner and Qualification Completion.

  The IRD number appears in both the learner and the qualification completion files because the IRD number can be recorded on the qualification completion file if the IRD number is not known at the time of enrolment.

• The Linked Qualification for Fees Free field has been added to the Qualification Completion output file. The field is mapped to Enrolments > Attainment Details > Linked Qualification for Fees Free.

  The Linked Qualification for Fees Free field defines the qualification that the original course enrolments and course fees are reported under to calculate the learner's entitlement for fees. Note that this only applies for exit qualifications or expired qualifications when the learner’s course enrolments have been reported under a different qualification code than the one completed.

• The Qualification Completion Date field has been added to the Qualification Completion output file. The field is mapped to Enrolments > Attainment Details > Date Awarded.

Collecting Learner SDR Data

SDR Field Mappings Appendix

Manage Attainments