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transcript
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VSN/VSR Vendor BriefingVSN Implementation Team
Updated 16 February, 2009
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Agenda
VSN/VSR Background
VSR System Overview
VSN Implementation Status
VSN Business Model
VSN/VSR Design Goals
VSR-Provider Integration Business Requirements
VSR-SIS Integration Options Documentation
Implementation
Implementation Timeline
Catholic Sector co-ordination
SIS Acceptance Testing
Contact Information and Further information
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VSN Basics
Compulsory for all Victorian school students and students aged up to 24 enrolled in all other sectors, excepting Universities (for now)
The VSN will be issued at a students first point of enrolment within the
Victorian education sector
The VSN will be known to the parent/student
It will co-exist with other existing provider identifiers such as CASES 21 StudentNumber
Some providers may elect to use the VSN as their primary identifier, or for use in a
particular application
All student movements to be notified to the Victorian Student Register
using the VSN
It is not proposed that a student card, or similar physical item, be issuedto link the student with the VSN
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VSN Components
A unique student identifier, to be known as theVictorian Student Number (VSN) A VSN is number assigned to a student, from which no inferences may be drawn in
respect to the students identity, ethnicity, gender or other characteristics
Issuance of a VSN will require presentation of evidence of identity
It is intended that a student is issued with only one VSN.
A central registry of Victorian students, to be known as the Victorian
Student Register (VSR) Maintains basic and minimalist identifying information relating to a student; name,
date-of-birth, gender
Maintains history of enrolment in Victorian providers - provider identifier, dateentered, date left,
The VSR is not a repository or aggregation point for other student information suchas achievements, results, health or pastoral information
Through linkages maintained in the VSR, it supports the drawing together of
individual student information from multiple providers, subject to policy and accesscontrols
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Provider Responsibilities
Legislation requires all providers to:
Maintain an accurate record of the VSN for all students enrolling withinprovider.
Enrolment
Exit
Change of key details (e.g. name change)
During student enrolment:
Through reference to the VSR verify a presented VSN, or
If a VSN is not presented,
check with the VSR for the existence of a previously assigned VSN for the student, or Register Student, and cause the generation of a VSN for the student where one does not already exist.
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VSR System Overview
Victorian
Student Register
Government
Schools
Non
Government
Schools
TAFEs
RTOs
ACE
Providers
PROVIDERS
DOWNSTREAM APPLICATIONS
Provider
Register
Student Movement
Application(s)
Research Data
Extraction
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VSR System Overview
Terminology
VSN 9 Digit number including check digit
Active or suspended
Registration Record Student registration details when
student is first enrolled and allocated
a VSN. Date of birth, gender, deceased
indicator, access restrictions, currentfirst name and current surname.
Participation Record Student participation at particular
provider including: enrolled first
name, enrolled surname,middlename, provider, providerstudent identifier.
VSN
Registration Record
Participation Records
Access Records
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VSN Implementation Status
VSN LegislativeA
mendment passed Ongoing program to be managed and operated by VCAA
VSR Central System under development (Jan 2009)
Government School SMS (CASES21) modifications under
way (Feb 2009)
May to September 2009 roll-out for Government Schools
June to September 2009 roll-out for Catholic Schools
June to December 2009 roll-out for Independent Schools
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VSN Business Operating Model
Business Operations
Providers notify enrolment, change details, exits and enrolment cancellation.
During student enrolment: Through reference to the VSR verify a presented VSN, or
If a VSN is not presented, Indicate whether the student has been enrolled at a Victorian Education Provider previously the VSR will
attempt to locate the student
Exceptions may occur during processing: EG. A student does not present their VSN on enrolment and the lookup performed by
the VSR does not return 1 exact match (eg. more than 1 exact match).
Exceptions managed centrally by VSR team, who contact providers to confirmstudent details.
Data integrity under control of VSR
Addresses privacy concerns
Less impact on school administration processes at time of enrolment.
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Design Goals
Simplicity of operation Minimal change to provider administrative procedures
Well integrated solution
Central responsibility for VSR data integrity
Improved data entry standards and conventions
Centrally managed roll-out
Just-in-time training
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VSR Provider Integration Business Requirements
B
R1 - Capture a students VSN status upon enrolment. BR2 - Notify the VSR when a student enrols at the provider.
BR3 - Notify the VSR when a students details change.
BR4 - Notify the VSR when a student exits the provider.
BR5 - Notify the VSR when a students enrolment is
cancelled.
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VSR Provider Integration Business Requirements
B
R6 - Notify a student of their VSN on confirmation ofenrolment communications.
BR7 - Notify a student of their VSN on their academic
transcript/student report card.
BR8 - Notify a student of their VSN on their exit
notifications.
BR9 - Include a students VSN on their student transfer
documentation.
BR10 - Ability to generate a VSN notification for a student
on request.
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VSR Provider Business Requirements
B
R11 - Process communications from the VSR that indicatethe status of processed notifications and include the VSNs
allocated to students.
BR12 - Ability to update student details as requested by
VSR Analysts as part of exception resolution.
BR13 - Process communications from the VSR that indicatethe status of processed exceptions and include the VSNs
allocated to students. (i.e. in case of batch processing -
process response and reconciliation batch files).
BR14 - Upon initial implementation of the VSR, the provider
must provide details about all currently enrolled students to
the VSR.
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VSR Provider Business Requirements
B
R15A
bility to securely maintain VSR user id andpassword
BR16 Ability to generate a report to list student names
that may not conform with VSR name consistency
guidelines (optional)
BR17 Ability to notify the VSR if a VSN is manuallyupdated by a user by issuing a Change transaction
(optional)
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VSR SIS Integration Options
Web Service incl. Batch file based communication, automated by Student Information
System (SIS) RequestBatch sent by SIS containing enrol, change details, exit and cancel enrolment tx.
ReturnBatch retrieved by SIS from VSR containing a response to each tx in the RequestBatch. Response may be Success indicator + VSN OR exception indicator.
Reconciliation Batch retrieved by SIS from VSR containing response to each tx in exception Response will be Success indicator + VSN
Resolution Batch retrieved by SIS from VSR containing information about tx that the VSR hasperformed relating to students at the provider eg. VSN links and suspensions.
VSR Web Batch file upload As per above, but batch file upload and retrieval are manual tasks performed by a school based
operator.
VSR Web pages direct, manual data entry School operator notifies information for each student individually via web pages
School operator receives indication of success or exception at time of entering information.
If there is an exception, a VSR central team member contacts school at a later date/time toresolve the exception
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VSR SIS Integration Documentation
Provider Integration Business Requirements VSR API
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Implementation Timeline
End of Term 2, 2009 Government Schools Pilot. Pilot lasts for 6 weeks.
Term 2-3, 2009
Government Schools implementation
Term 3, 2009
Catholic Schools implementation.
Term 3 and 4, 2009
Independent Schools implementation
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Catholic Sector Implementation
Implementation co-ordination Need to schedule specific school + implementation type (50 schools
per week).
Co-ordination between CEO, DEECD/VSR, Schools, Vendors
Schools must be ready and have applied data consistency guidelines
Vendors/SIS must be ready and have a system that has passed acceptance
testing. VSR must be ready and setup schools and allocate staff to resource exception
handling.
Monitoring and tracking of implementation
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SIS Acceptance Testing
DEECD will implement and manage an acceptance testingprocess.
Tests implementation of key business requirements by SIS that wish
to implement automated interchange.
Business scenario based + input data
Check the generated request batch
Provide a return batch
Provide input data to simulate exception handling
Provide a reconciliation batch
Process to be available from March 2009 onwards.
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Further information
Victorian.Student.Register@edumail.vic.gov.au
Yahoo developer discussion group:
Please contact us at the above email and we will send you an invitation to
the Victorian Student Register Group.