Capability and requirements matrix

Turn your needs into questions you can test.

Use this matrix to connect the work your people need to do with documented onCourse capability, implementation choices and the evidence to review. A status describes the available evidence, not approval by your subject-matter experts.

Open the sources for detailed handbook guidance. Print or copy this page for a requirements discussion, then record your own owner and acceptance decision.

Help learners understand and join suitable programs

Operational requirement: Publish clear course and class information, then support a suitable enrolment path.
How onCourse helps: onCourse connects published course information with enrolment records. The information collected, confirmations and any eligibility steps are configured for the proposed program.
Evidence and status: ConfigurationCreating an enrolment with Checkout
What to agree or test: Test required learner information, eligibility or application steps, consent, confirmation and staff exception handling.

Keep payment and reconciliation clear where fees apply

Operational requirement: Record the payer, invoice, payment or funded arrangement and reconcile the result with finance processes.
How onCourse helps: onCourse documents payment choices, funded-training progression and funding invoices for a single enrolment under a configured non-fee-for-service funding contract. A no-student-fee path must still be agreed and tested.
Evidence and status: ConfigurationFunded training Funding invoices
What to agree or test: Test the learner path, required information, payer and contract rules, confirmation messages, reporting, reconciliation and any zero-payment scenario.

Keep learners and staff informed at the right points

Operational requirement: Send appropriate confirmations, reminders and operational messages with agreed timing, recipients and controls.
How onCourse helps: onCourse documents automated enrolment confirmations and configured message templates. Further reminders or triggered communication depend on the workflow your team agrees.
Evidence and status: ConfigurationAutomatic messages in onCourse Message templates
What to agree or test: Check sender identity, recipients, consent, template wording, timing, failed delivery handling and who can change each message.

Understand interest before committing delivery resources

Operational requirement: Record useful expressions of interest and follow up when a suitable class becomes available.
How onCourse helps: Waiting lists record preferred courses, locations and times, giving teams evidence to review when planning another class.
Evidence and status: Documented capabilityWhy use waiting lists
What to agree or test: Agree what counts as interest, who reviews it, when people are contacted and how stale records are handled.

Keep delivery workable for staff and learners

Operational requirement: Coordinate sessions, tutors and rooms, with exceptions visible before delivery.
How onCourse helps: onCourse can flag timetable collisions involving tutors, rooms and session times for staff to review.
Evidence and status: Documented capabilitySession collision detection
What to agree or test: Test representative timetables and agree who resolves warnings. A warning is not a hard scheduling block.

Give staff access suited to their responsibilities

Operational requirement: Use individual accounts, roles, permissions and login protections.
How onCourse helps: Documented user roles and security settings provide a starting point for local access design.
Evidence and status: ConfigurationUser roles
What to agree or test: Map roles to real responsibilities, test least-privilege access and agree joiner, mover and leaver processes.

Connect course administration with existing systems

Operational requirement: Define record ownership, data movement, errors and support responsibilities for each connection.
How onCourse helps: Supported integrations and APIs can exchange agreed information. Each institution's systems and boundaries need separate validation.
Evidence and status: Separately scoped integration or developmentExternal integrations
What to agree or test: Confirm source and destination records, direction, frequency, failure handling, reconciliation and ownership.

See activity and explain progress

Operational requirement: Use reports and exports with agreed definitions, filters, permissions and reconciliation.
How onCourse helps: onCourse includes reports for everyday operational and financial work. Custom reports and cross-institution consolidation require separate assessment.
Evidence and status: ConfigurationBuilt-in reports
What to agree or test: Define each measure, source record, date basis, audience, access and reconciliation check before acceptance.

Coordinate several institutions without losing local control

Operational requirement: Retain institution-specific branding, settings, responsibilities and data boundaries within a repeatable approach.
How onCourse helps: ISH can use the maintained onCourse product and a repeatable onboarding method for dedicated institution environments.
Evidence and status: Further assessmentTAFE operating model
What to agree or test: Agree what is common, what stays local, the acceptance process and who approves each institution's setup.

Explore shared services only where they are useful

Operational requirement: Assess shared identity, coordinated discovery and consolidated reporting as distinct capabilities.
How onCourse helps: These are not represented as operating network capabilities. They are questions for architecture, privacy, governance and service scoping.
Evidence and status: Further assessmentTAFE shared-capability stage
What to agree or test: Validate identity boundaries, consent, data flows, metric definitions, permissions, support ownership and institutional approval.

Capability and requirements review matrix
Person and need	Operational requirement	How onCourse helps	Evidence and status	What to agree or test
Help learners understand and join suitable programs	Publish clear course and class information, then support a suitable enrolment path.	onCourse connects published course information with enrolment records. The information collected, confirmations and any eligibility steps are configured for the proposed program.	ConfigurationCreating an enrolment with Checkout	Test required learner information, eligibility or application steps, consent, confirmation and staff exception handling.
Keep payment and reconciliation clear where fees apply	Record the payer, invoice, payment or funded arrangement and reconcile the result with finance processes.	onCourse documents payment choices, funded-training progression and funding invoices for a single enrolment under a configured non-fee-for-service funding contract. A no-student-fee path must still be agreed and tested.	ConfigurationFunded training Funding invoices	Test the learner path, required information, payer and contract rules, confirmation messages, reporting, reconciliation and any zero-payment scenario.
Keep learners and staff informed at the right points	Send appropriate confirmations, reminders and operational messages with agreed timing, recipients and controls.	onCourse documents automated enrolment confirmations and configured message templates. Further reminders or triggered communication depend on the workflow your team agrees.	ConfigurationAutomatic messages in onCourse Message templates	Check sender identity, recipients, consent, template wording, timing, failed delivery handling and who can change each message.
Understand interest before committing delivery resources	Record useful expressions of interest and follow up when a suitable class becomes available.	Waiting lists record preferred courses, locations and times, giving teams evidence to review when planning another class.	Documented capabilityWhy use waiting lists	Agree what counts as interest, who reviews it, when people are contacted and how stale records are handled.
Keep delivery workable for staff and learners	Coordinate sessions, tutors and rooms, with exceptions visible before delivery.	onCourse can flag timetable collisions involving tutors, rooms and session times for staff to review.	Documented capabilitySession collision detection	Test representative timetables and agree who resolves warnings. A warning is not a hard scheduling block.
Give staff access suited to their responsibilities	Use individual accounts, roles, permissions and login protections.	Documented user roles and security settings provide a starting point for local access design.	ConfigurationUser roles	Map roles to real responsibilities, test least-privilege access and agree joiner, mover and leaver processes.
Connect course administration with existing systems	Define record ownership, data movement, errors and support responsibilities for each connection.	Supported integrations and APIs can exchange agreed information. Each institution's systems and boundaries need separate validation.	Separately scoped integration or developmentExternal integrations	Confirm source and destination records, direction, frequency, failure handling, reconciliation and ownership.
See activity and explain progress	Use reports and exports with agreed definitions, filters, permissions and reconciliation.	onCourse includes reports for everyday operational and financial work. Custom reports and cross-institution consolidation require separate assessment.	ConfigurationBuilt-in reports	Define each measure, source record, date basis, audience, access and reconciliation check before acceptance.
Coordinate several institutions without losing local control	Retain institution-specific branding, settings, responsibilities and data boundaries within a repeatable approach.	ISH can use the maintained onCourse product and a repeatable onboarding method for dedicated institution environments.	Further assessmentTAFE operating model	Agree what is common, what stays local, the acceptance process and who approves each institution's setup.
Explore shared services only where they are useful	Assess shared identity, coordinated discovery and consolidated reporting as distinct capabilities.	These are not represented as operating network capabilities. They are questions for architecture, privacy, governance and service scoping.	Further assessmentTAFE shared-capability stage	Validate identity boundaries, consent, data flows, metric definitions, permissions, support ownership and institutional approval.

Return to the TAFE journey Discuss your requirements