# Workflow
# Overview
This is the central location to access the most frequently used actions for a levy collection.
It is divided into two groups: levy collection tasks and provider tasks.
Levy collection tasks update the levy collection in some way. For example, updating the status to "Communicating" once the levy collection has been prepared so that notices can be sent to levy collection providers.
Provider tasks perform a bulk action on the selected levy collection providers. For example, sending a group of providers their levy estimate.
Note: this page does not include all available actions of the system.
# Who can use it?
Any user logged in to the system can view the Workflow tasks for a levy collection.
Every levy collection and levy collection provider task has a unique permission, so they are noted below each task below.
# How is it used?
# Levy collection status
The current status of the levy collection is displayed at the top of the page.
# Available and unavailable tasks
Available tasks display at the top, in rough order of sequence (noting that not all tasks are sequential). Unavailable tasks are moved to the bottom with an explanation as to why they are not currently available.
Available levy collection tasks include a count of the number of providers running the task will affect and those it is not available for. An explanation is given for the non-available providers. For example, the Send early advice notice task may be not applicable because the notice has already been sent.
# Sample Workflow
A typical workflow for a levy collection year could be:
- Under Set-up, configure the Data sources
- Under Set-up, configure the Risk factors
- Import in-scope providers OR Upload in-scope providers
- Start communicating
- Send information session notice
- Send early advice notice
- Import online parameters and calculate levies OR Upload offline parameters
- Upload levy parameters and calculate levies
- Sandbox mode
- Send estimated levy notice
- Publish public levy estimator
- Raise invoice
- Send invoice notice
- Send payment due reminder notice
- Send payment overdue warning notice
- Finalise levy collection
# Levy collection tasks
# Delete levy collection
The levy collection must be at Preparing status.
If deleted, the full history of the deleted levy collection will be captured in the system log for reference.
# Upload in-scope providers
This is normally one of the first tasks completed when preparing to collect a levy.
The LTPS system imports Higher Education and VET provider data from the HITS database and VSL datamart via the Provider Import scheduled job. Providers must then be added to a levy collection in order to be levied.
Providers must also be re-added to each new levy collection ever year because leviability can change from year to year. A provider may also be leviable for more than one type of levy.
The system will automatically add providers to the levy collection that meet the following rules:
- Not a Table A provider
- Not a TAFE
- Not a Government owned entity
Technical Notes
Table A is defined as OrganisationClassification = TAA TAFE is defined as OrganisationOwnership = PUB and OrganisationClassification = STG Other Government owned entities is defined as OrganisationOwnership = PUB and OrganisationClassification <> STG
A warning will be displayed if any providers will be removed as a result of running the task.
Once a provider has been removed from a levy collection, the Import in-scope providers task ignores them after that and won't add them back in.
# Upload offline levy parameters
Used to upload provider levy calculation parameter data that is not available from an online system, such as provider financial strength and non-compliance risk factor data.
# Import online parameters and calculate levies
This action can run if the Data source for levy parameters under Setup has the data source selected as importing from a database.
Imports the data needed to calculate the levy for the in-scope providers, including student numbers and loan amounts paid.
# Upload levy parameters and calculate levies
This action can run if the Data source for levy parameters under Setup has the data source selected as uploading from a spreadsheet.
Uploads the data needed to calculate the levy for the in-scope providers, including student numbers and loan amounts paid.
# Start communicating
Running the Start communicating levy collection workflow task moves a levy collection from Preparing to Communicating status. It signals that the levy collection setup has been reviewed and updated as needed, and is ready to begin sending notices to providers.
It also allows the public levy estimator to be published if desired.
# Publish public levy estimator
Prior to publishing, the supporting text can be updated using the public estimator templates and can be previewed internally before publishing.
Once published, the URL can be sent to providers in a notice or other communication. This allows providers to view the levy calculation for a levy collection, as well as enter data to see the effect on the levy amount.
It can also be unpublished if there is a need to remove public access prior to the finalising the levy collection.
# Provider tasks
Levy collection provider tasks can be run against a the provider from the levy collection provider screen, or can be run against multiple providers at once from here.
NOTE
Not all levy collection provider tasks can be run against multiple providers at once. For some tasks it is because information needs to be entered (e.g. when adjusting levy calculations), for other tasks it is for safety reasons (e.g. you cannot reverse invoices for multiple providers).
# Send information session notice
Sends a notice with details of upcoming information sessions if any are planned for the levy collection. An additional Information session notice can also be sent if required.
# Send early advice notice
Sends a notice with key details of the upcoming levy collection and links to further information so providers can begin preparing.
# Send estimated levy notice
Sends a notice with a link to the online provider levy estimator where providers can view their a breakdown of their levy calculation.
# Raise invoice
Raises the invoice in SAP and generates the invoice PDF.
An invoice can be raised for a provider if:
- The levy collection is at Invoicing status
- The provider has been added to the levy collection
- The provider is at Levy estimate sent status
- The provider doesn't have another 'active' invoice
# Send invoice notice
Sends a levy invoice notice with an attached invoice for payment.
# Send payment due reminder notice
Sends a reminder to pay notice to providers with an outstanding invoice that is not yet overdue and who haven't already been automatically sent a reminder notice by the system.
# Send payment overdue warning notice
Sends a notice requesting immediate payment to providers with an outstanding invoice that is past the due date and who haven't already been automatically sent a reminder notice by the system.
# Send ad hoc notice
Sends a notice that can contain whatever information is required to manage a nonstandard situation.