Choose representative enrolment, training, outcome and reporting tasks, including an exception your team encounters. Identify the funding, reporting and learner arrangements that apply to your organisation. Confirm those requirements against current official guidance before treating them as a system test.
Start with the work and responsibilities that matter to you.
Ask each provider to follow the work relevant to your programs. Record whether each requirement is an existing capability, local setup or separately scoped work, and what evidence your team needs to review. Your organisation remains responsible for its data quality, interpretation and submissions.
Ask to see the work, including the exceptions.
AVETMISS reporting
Ask which NAT files the system produces, how validation is handled and where staff review is required before submission.
USI collection and verification
Review how the system supports USI collection and verification, consent requirements and exception handling.
VET funding compliance
Identify the state funding programs relevant to your organisation and confirm the supported reports, fields and update process.
CRICOS & international
If you serve international students, document the required CRICOS, PRISMS and attendance workflows before assessing fit.
Assessment & outcomes
Compare how outcomes are recorded, reviewed and connected to certificate or statement production.
Audit trails & data security
Available activity records, access controls and privacy responsibilities should be reviewed against your proposed configuration.
Comparison worksheet
| Capability | Questions to ask | Evidence to review |
|---|---|---|
| AVETMISS export | Which files and validation steps are supported? | A sample workflow using your reporting requirements |
| USI verification | How are verification and exceptions handled? | Configured workflow and responsibility mapping |
| State funding reports | Which relevant programs and formats are supported? | Current reporting scope and update process |
| CRICOS / PRISMS | If applicable, how are the required CRICOS / PRISMS records and staff responsibilities handled? | Demonstrated records, staff process and any separately scoped interface |
| Certificate printing | How are eligibility, approvals, templates and issue records controlled? | Sample documents and approval workflow |
| Hosting and service responsibilities | Who operates the environment, and what access, recovery and service arrangements apply? | Current technical and assurance information |
Critical questions for SMS providers
- How are AVETMISS files prepared, validation issues identified and staff review and correction handled?
- Is USI verification integrated at enrolment, or does it require a separate batch process?
- How quickly are state funding report formats updated when jurisdictions change requirements?
- How are certificate eligibility, approvals, templates and issue records controlled, including any enabled automation?
- Who supports the relevant reporting workflow, and how are responsibilities and escalation agreed?
- What happens to your data if you choose to leave: is export open and non-proprietary?
Bring one real example into the conversation.
If you are considering onCourse, bring a representative workflow and the requirements you need to check. We can show relevant existing capabilities, discuss the setup your team would need and identify any work that requires separate scope or further validation.
Talk through your requirements. You can also review onCourse capabilities or request a relevant demonstration.