How to Add a Unit in the SMS

How to Add a Unit in the SMS

Overview

In your Student Management System, Programs are comprised of Units or Subjects, which can be added manually or automatically.  When setting up your Programs, it is good practice to create your Units or Subjects first to allow you to add these in your Programs and Program Instances. This ensures a seamless process when setting up your programs. 

This tutorial will demonstrate how to add Units/Subjects manually or using the sync feature in the SMS. 


Step Tutorial

Adding Units Automatically


When creating Nationally Accredited Programs, users have the option to use the Sync with TGA feature which will automatically add program details and related Units into the SMS as they are listed in training.gov.au. 

There are two ways to add Units using this sync function: 

  1. Sync with TGA (All Programs) - this button will sync all the Nationally Recognised Programs in the SMS with training.gov.au. This will add the program details and all the units of each program to the SMS. 


  2.  Sync Individual Programs - with this sync button, only the details and the Units for the selected program will be synced to the SMS. 


When the Sync with TGA function is used, related Units for the program/s will be added in the SMS along with the following information: 

  1. Unit Code - the Unit code will display as it is listed in training.gov.au
  2. Unit Name - the Unit name for the corresponding Unit Code will display as it is listed in training.gov.au
The following fields will have to be manually edited or completed: 
  1. VET Flag - select No if the Unit is not for VET use or for Non-accredited programs. Select Yes if Unit is used for Vocational Education and Training purposes. 
  2. Nominal Hours - enter the nominal hours for the Unit. This refers to the expected number of hours required to achieve the outcomes for the Unit of Competency. For Units of Competencies that are nationally recognised, Nominal hours can be found in the Agreed Nominal Hours page of NCVER. 
  3. Subject Identifier - Local (WA) - this field is only required for training delivered in WA. 
  4. Subject Field of Education Id - Select the Field of Education identifier for the Unit/Subject. 


Important Note: To use the Sync with TGA button, ensure that the program names and program codes in the SMS is an exact match to the program name and code as it is listed in training.gov.au. Adding Units using the Sync with TGA button can only be done for Programs that are available in training.gov.au.


Adding Units Manually


Users have the option to manually add Units, particularly when creating Units for Non-accredited programs. 

  1. In the side menu, go to Programs > Units. Click Add. 

  2. Complete the fields below:

    1. Unit Code - enter a Unit or Subject code for easier identification of the subject. 
    2. Active - toggle to specify if Unit is active and available for use. This defaults to Active. 
    3. Unit Name - enter the name for the Unit or the Subject. This should be a descriptive name that will allow users to easily identify the Unit. 
    4. VET Flag - select No if the Unit is not for VET use or for Non-accredited programs. Select Yes if Unit is used for Vocational Education and Training purposes. 
    5. Nominal Hours - enter the nominal hours for the Unit. This refers to the expected number of hours required to achieve the outcomes for the Unit of Competency. For Units of Competencies that are nationally recognised, Nominal hours can be found in the Agreed Nominal Hours page of NCVER. 
    6. Subject Identifier - Local (WA) - this field is only required for training delivered in Western Australia (WA)
    7. Subject Field of Education Id - Select the Field of Education identifier for the Unit/Subject. 
  3. Once required fields are complete, click Save to add the Unit. 

Important Note: When adding Units for Nationally Recognised Training, make sure that the Unit name and Code is an exact match to the name and code listed in training.gov.au to prevent errors when submitting State or National reports. Ensure there are no extra spaces, symbols, unnecessary quotation marks or apostrophes in the Unit Name or Unit Code. 

If the program is non-accredited, it is recommended to create or add your Units/Subjects first to streamline the program creation. If the programs are Nationally Recognised, programs can be created first and then synced with training.gov.au, allowing the related Units to be automatically added reducing time and effort required in creating Units. However, users always have the option to add Units manually even for Nationally Recognised Training. 

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Related Tutorial

How to Set Up a Dynamic Program Instance 3.0
How to Create a Program for a Qualification, Accredited Course, Unit/Modules or Skill Sets


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