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Provider Information Request

The following graphic shows the destination of PIR collections. Student and Staff data are reported in HEPCAT. Financials are submitted into the HEIMS IT System (HITS). Survey results are emailed directly to TEQSA. PIR reporting

This page sets out everything you need to know about reporting your PIR Student and Staff data.

Use the tabs below to navigate around this page and find out what to report and how to report it.

Before you start

Gaining access to HEIMS applications

There are two applications that you will use to report, check & certify your PIR data:

  • HEPCAT
  • HEIMS Online

All users must be registered and have their own log on ID and password to report data with HEPCAT and access the HEIMS Online. Please complete and return the form below.

HEIMS system requirements

This document provides an overview of the environmental requirements that your organisation will need to access HEIMS and submit data to the department. It includes information such as minimum hardware and operating system specifications, connectivity and applications required to use and connect to departmental systems.

 

See the top PIR Frequently Asked Questions.

 

Reporting your data

How do you report?

HEPCAT

PIR data is reported using the Higher Education Provider Client Assistance Tool (HEPCAT) which is a PC based application provided by the department. It helps you to prepare, validate and submit your data to HEIMS.

Please follow the Installing HEPCAT for the first time instructions if you have not yet installed HEPCAT.

If you have already installed HEPCAT previously and just need to update the application please follow these instructions to install this application update.

How to create a HEPCAT data file from an Excel spreadsheet

To import data into HEPCAT your data must be in a flat (or text) file format. If your data is in an Excel spreadsheet this guide explains how to convert the data in the spreadsheet to a flat file format that can then be imported directly into HEPCAT.

Note: All files will need to adhere to the applicable file naming formats i.e with NO .txt file extension.

Naming your files

HEPCAT will only allow you to import files that conform to the file naming convention for the submission type you have selected. This is explained in Section 7.3 of the HEPCAT User Guide.

The following document describes the naming format for files sent to the department through HEPCAT.

When do you report?

The 2021 PIR collection is due to be reported through HEPCAT and verified in Opens in a new window: HEIMS Online by 30 June 2021.

When creating new PIR submissions in HEPCAT due 30 June 2021 what year do I create the submissions for both Student and Staff collections?

Your submissions files for both Student and Staff collections are to be created as 2021 submissions and the table below lists the applicable E415 (Reporting year & period code) value required for each of the submission types.

What values do I report for the Reporting Year/Period (E415) for the 2021 PIR collection?

File Type Reporting Year/Period (E415)
PIR Course of Study 2020
PIR Half Year Load Estimates 2021
PIR Past Course Completions 2020
PIR Student 2020
PIR Staff Methods 1 & 2 – 2021

Validating your data

For information relating to Validating your data see our webinar presentation.

HEPCAT Validations by file

HEIMS Validations by file

Validations by number

Revising your data

Generally revisions to course of study data must be coordinated through the department.

A revision can only be made to course information where a particular code has been reported incorrectly through a genuine administrative error. For example, if an incorrect value was reported for any of the key elements they can be revised to reflect the correct information.

Data specifications

PIR data elements

 

 

PIR file scopes

PIR file structures

 

 

Certification

PIR data is now certified using the HEIMS Online Verification process.

There are four simple steps in the Data Verification tab of Opens in a new window: HEIMS Online to verify your data:

Link to text description

 

Our HEIMS Online presentation contains information relating to checking and verifying your data

 

Coding notes for the PIR collection are available to assist with reading your reports.

Training

Our webinar presentations and talk notes are all provided below.

 

HEPCAT Basics - online training videos

HEPCAT basics is a four part online training package that explains how to install HEPCAT, create files and submit data. Each part is under 10 minutes to view.

Do you need a customised training session for your staff?

Do you have some particular training needs not covered in our standard sessions for your team? You can request an individual or customised training session at a time that suits you. These sessions provide you with an opportunity to work with our team to focus on specific challenges you are facing with reporting or particular topics where your staff are looking for more detailed information. We have face to face training available with our staff in Canberra or via a webinar ‑ whatever works best for you.

If you are interested in customised training please contact us.

 

Contact us

Department of Education, Skills and Employment

HEIMS Data Collections team

Telephone Helpline

(02) 6240 7487

Email Support

TCSIsupport [at] dese.gov.au

 

HITS

If you have any questions on how to use the Opens in a new window: HELP IT system (HITS) please contact Higher Education Enquiries at HEenquiries [at] dese.gov.au.

TEQSA

TEQSA's Information Management team can be contacted at collections [at] teqsa.gov.au.