onCourse Changelog

What's new in onCourse 8.0.2 Build 41432

Nov 18, 2015
  • This is a minor update for all 8.0 users to fix a problem with merged tutor records not correctly updating the tutor’s skillsOnCourse records.
  • If you are on a cloud hosted onCourse instance, this fix was also included in the 8.4 update.

New in onCourse 8.0 Build 41001 (Oct 31, 2015)

  • MAJOR FEATURES:
  • Payment plans:
  • A new concept for enrolment fee payments has been developed to allow for online enrolments by paying a deposit, and regular payments thereafter.
  • Payment plans consist of scripts which can be applied to classes en masse, and plans in individual classes with payment dates and amounts which can be modified as required.
  • The student fee window in the class has changed to allow for more options in creating and setting a class fee with a deposit and then additional amounts payable in relation to the class start date.
  • During enrolment, the default option of payment of a payment plan class is for the deposit component only, but additional amounts up to the full class fee can be taken at this time.
  • Any discount that applies to an enrolment will be deducted from the final payment amount.
  • The invoice window layout has also had significant change to clean up the view and accommodate the payment plan schedule. Within the payment plan invoice, payable amounts and due dates can be adjusted, added or removed, for the individual student. Any invoice can be manually turned into a payment plan invoice if the balance was not paid in full on enrolment.
  • The printed invoice template has also been updated to include the payment plan schedule of dates and amounts payable, as have the email templates.
  • When a student has an invoice with payment plan amounts due in the future, and they enrol in another course, the future payable components will not be added to their amount payable in Quick Enrol. Only overdue payment amounts will be automatically added.
  • A new access right has been created for payment plans. Ensure you update your access roles to allow the appropriate permissions for your staff to create and edit payment plans within both classes and invoices.
  • A new chapter of user documentation has been written for Invoices and Payment Plans
  • 3rd Party Integration preferences:
  • A new window to create integration preferences has been added to onCourse for the following popular commercial tools:
  • Moodle – A free, open-source PHP web application for producing modular internet-based courses that support a modern social constructionist pedagogy
  • Mailchimp – Online email marketing solution to manage contacts, send emails and track results
  • SurveyMonkey – Create and publish online surveys in minutes, and view the results graphically in real time. SurveyMonkey provides free online questionnaire and survey software
  • SurveyGizmo – An exceptionally powerful survey tool designed to make even the most advanced survey projects fun, easy and affordable
  • These integrations allow you to create your own links to external services and products you have purchased, and define with a corresponding script how onCourse utilises these services. For more information, read the new onCourse integrations chapter of the user handbook
  • Custom field drop down boxes for onCourse and the web:
  • Custom fields for contact records can now be made into drop down selections of choices for use inside both the onCourse application and on your onCourse enrolment website. This feature allows you to define a list of choices inside the custom field settings, separating each item with a ; e.g. Radio; TV; Internet; *
  • If you include an asterisk (*) in the list as per the example above, then your users will also have the option to type in free text as a response. You can also log into your onCourse CMS to make these custom fields, show or be a mandatory question as part of the online enrolment, waitlist or mailing list process.
  • Retaining outcomes on enrolment cancellation:
  • Previously, when cancelling an enrolment in onCourse, all the outcomes associated with the enrolment were deleted as part of the cancellation process (unless those outcomes had been used to create a Statement of Attainment or Qualification record in onCourse, in which case they were kept). This meant that for funded courses, withdrawn students needed to be kept as active enrolments in the class to be reported.
  • Now when you cancel an enrolment, by default all outcomes with a status set will be retained. This allows you to cancel the enrolment for a funded student, making the place in the class available for another, while retaining their outcomes for reporting.
  • During the the enrolment cancellation a checkbox is ticked by default that says ‘Delete outcomes linked to this enrolment with status “not set”’. If you have not given any outcomes a status yet, this may mean all the outcomes attached to the enrolment. This will be desirable for most types of enrolments, where you do not want to report the student as having enrolled in this program at all for AVETMISS purposes.
  • If the student needs to be reported as a withdrawn student for AVETMISS purposes, you have two options. Either set the value of the outcomes before the cancellation process, and they will be retained by default. Alternatively, you can untick the option ‘Delete outcomes linked to this enrolment with status “not set”’ so all outcomes, both set and not set, will be retained. To avoid AVETMISS errors, you will need to make sure that any unset outcomes that are retained are given a valid outcomes status, such as 60 – Withdrawn after processing the cancellation.
  • There is no change to the cancellation process when cancelling a class. All outcomes will always be deleted, unless they have been used to to create a Statement of Attainment or Qualification record in onCourse before you cancel the class.
  • Addition of ‘Certificate Awarded’ and ‘Certificate Issued’ fields:
  • By default, the date the certificate was created on is added to the ‘Certificate Awarded’ and the date the certificate was printed is added to the ‘Certificate issued’ field. For both these new fields, you can manually edit the date to any date you want.
  • The default onCourse Statement of Attainment, Qualification and Transcript certificates now show these fields instead of the ‘Created on’ and ‘Printed on’ fields. If you have a custom certificate template and need assistance in updating it, please contact us
  • Addition of Skills Sets to the Qualification table:
  • You can now create courses in onCourse linked to Skill Sets rather than full Qualifications. This data is updated weekly from training.gov.au. The wording in various parts of the user interface has been changed to reference Qualification or Skill sets. From a course set up and AVETMISS reporting perspective, a skill set is treated similarly to a qualification. It is only during the certificate issuing process that a special type of Statement of Attainment will be issued, rather than an actual AQF Qualification.
  • Documentation links added to all onCourse edit window views:
  • In the bottom left hand corner of each window you will now see a question mark icon. Clicking on this icon will take you directly to the page of the onCourse user documentation that explains how to use that part of onCourse. The link to the top level of the documentation is still available in the Help menu.
  • User defined payment types:
  • onCourse now allows you to add your own type of payment methods, for example, VET FEE HELP, B-Pay or PayPal. You can also edit any existing payment type that is included in onCourse, or remove a payment type that you don’t allow at your organisation e.g. cheque, provided you have never taken any payments by that method.
  • Banking window restructure:
  • The new banking window allows you to see all payment in and out transactions grouped together on their banking date, including those banked automatically such as credit card and EFTPOS. This will assist with reconciliation process, as well as allow you to easily locate and edit the banking dates of transactions such as EFT/direct deposit. To access this window from the top menu by clicking on Financial -> Banking. You can manually bank money from this window by clicking on the ‘+’ icon inside the banking list view. Alternatively, the ‘Deposit banking’ window can still be accessed in the ‘Accounts’ tab of the dashboard.
  • Transfer enrolment wizard:
  • A transfer enrolment process has been added to the enrolment window cog wheel function. This is similar to the ‘cancel enrolment’ process with the addition of opening Quick Enrol at the end of the process, pre loaded with the student, payer and course details, allowing you to make a speedy transfer of the student to another class.
  • Re-style of all reports:
  • All standard reports have been reformatted for a more consistent look and feel, and to simplify the templates for custom changes.
  • Rebuild of all onCourse exports:
  • All export CSV, XML and other custom templates have been migrated to Groovy. This significantly reduces the load on your server when running large data sets for export, and allows for much simpler custom export editing.
  • New preferences windows:
  • All onCourse preferences settings have been moved into a single window with a more intuitive layout. Under File > Preferences > General… you’ll find all the general preferences previously available (College, Licences, Messaging, Class Defaults, LDAP, Maintenance & AVETMISS).
  • Financial general preferences has been merged into this window and a new preference has been created for adding Holidays (unavailabilities) for your whole of business timetable and scheduling availability.
  • MINOR FEATURES:
  • AVETMISS features and improvements:
  • A new field has been added to the AVETMISS preferences panel for QLD reporting RTOs to record their QLD RTO ID. For AVETMISS exporting purposes, when choosing the export flavour QLD, this value will export, instead of the standard national Identifier. It is important you retain your national RTO ID in the ‘Identifier’ field to allow for the USI SOAP Validation process to work (#25047)
  • Improvement to the AVETMISS export rules for all states to set the At School Flag to N when Labour Force Status Identifier equal to 01 (#24977)
  • Fix for the Victorian AVETMISS export: where course commencement date is earlier than the enrolment date then export the course commencement date in the enrolment date field (#24633)
  • Unicode characters are automatically replaced with ASCII characters in AVETMISS export files during the export process e.g. Zoë will be converted to Zoe for AVETMISS, but the student’s preferred spelling will be stored in onCourse and can be printed on their certificate (#24397)
  • Added additional validation to the AVETMISS export process to prevent outcomes with start and end dates different to their class dates from exporting if their date range doesn’t match those set in the export runner (#25004)
  • Exclude any outcomes with Outcome Status – National ‘Did not start – 66’ from AVETMISS exporting except in NSW Department of Education and NSW Smart and Skilled export flavours (#25549)
  • Find related and search features:
  • ‘empty’ and ‘is not empty’ search options have been added to all onCourse advanced search fields, allowing you to search for example for students who have a USI, rather than a specific USI (#24874)
  • Search option ‘created by’ added to applications advanced search options (#23985)
  • Added the VET FEE Help Census date field to the class advanced search options (#24667)
  • Add ‘debtors account code’ to advanced search options for invoice window (#25114)
  • Payroll number has been added to the contact advanced search options (#21464)
  • Add to invoice advanced search options the invoice line description (#21185)
  • Add find related invoices from products window cog wheel (#24215)
  • Add find related payslips from classes window cog wheel (#24508)
  • Find related courses has been added to the class cogwheel options (#25321)
  • Find related contacts, invoices, membership product and enrolments has been added to the memberships window (#25247)
  • Finance features:
  • Overdue column has been added to the invoice list view window to show the amount of the invoice that is currently overdue for payment. This is of particular use to invoices under payment plan agreements. (#24307)
  • The default sort order of the invoice window is ascending date order, so the newest invoices show at the top of the list (#17724)
  • A ‘Duplicate invoice’ option has been added to the invoice cog wheel. This allows you to quickly re-create invoices from a previous invoice template, but change contact, change the value or add a negative symbol for a credit note (#17723)
  • Payment out credit card reversal options only show payments that are valid to reverse (#13396)
  • User and login features:
  • Add ‘last login’ date to users list view, to assist with finding users who no longer log in to onCourse regularly (#24475)
  • Prevent users from logging in with the same user name credentials concurrently. Second login attempt will allow the user to kick out the first user (#24500)
  • Auto log out settings in the general preferences are now mandatory. Maximum time that can be set is 6 hours. (#24256)
  • Two factor authentication will be enabled for your users during their next log in if you select the option in their access role to ‘require two factor authentication’. If the user cancels this window, it will be shown to them again on every log in until it is enabled. (#23898)
  • New access control permission has been added to for editing and deleting record note items (#24277)
  • Show/Hide filter preferences persists when you close and reopen the window (#23042)
  • For new users, all windows open by default to 65% of their screen size, until they adjust their own layout and preference settings (#25704)
  • Discount and voucher features:
  • Change the discount default option to ‘classes tagged with’ to avoid users accidentally selecting all classes (#24319)
  • Improve voucher redemption process in Quick Enrol to show the voucher redemption balance available and to edit the value being redeemed as part of this purchase (#24130)
  • Allow promotional discounts and other discounts set to apply to all new classes as default, to apply to private classes being created in Quick Enrol (#24721)
  • Allow voucher payment in Quick Enrol to apply to payer’s previous unpaid invoices (#24732)
  • Course, class and enrolment features:
  • If you use the cogwheel to ‘Show courses on web site’ in the course list’, and the course status was set to ‘disabled’, the status will now be changed to ‘enabled and visible online’ (#25359)
  • Checkbox added to class duplication to retain or discard payable time (#24323)
  • Enrolments are now taggable. This allows you to create new tag groups to assign to the enrolment level, such as a funding type, so you can easily locate a group of enrolments for AVETMISS exporting (#24258)
  • Enrolments now have notes. This allows you to record ad hoc notes against a particular enrolment that will be automatically time and date stamped with the user name of the person making the note (#24258)
  • New checkbox added to class and enrolment cancellation to send credit note email. This option is checked by default. (#24053)
  • Added a checkbox to the class cancellation process to automatically create credit note reversals of any manual invoices joined to the class (#24785)
  • Membership expiry date is now editable during the Quick Enrol sales process for the membership. This allows you to override the automatically set date (based on the membership type preferences) to another date of your choice. (#24089)
  • The class cancellation process has been optimised to make it run faster (#21186)
  • The class duplication process has been moved to the server to make it run faster (#24958)
  • Suppress the send credit note email option and send cancellation message option when using the enrolment transfer wizard (#25398)
  • Pre-populate Quick Enrol with the course from the transferred enrolment, along with the payer and student details (#25398)
  • Sales features:
  • People > Purchased memberships list view has had additional columns and core filters added to the window to make it more readable and sortable (#25246)
  • A new edit purchased membership view has been added to the Purchased Memberships and Sales windows. When you double click on a membership that has been purchased you can change the expiry date and view the enrolments it has been used for (#25249)
  • Date purchased column added to Sales window (#25787)
  • ‘Delivered’ status and cog wheel function to set status to delivered added to product sales and products filter in Sales window (#25788)
  • Other features:
  • A new messages list view has been added to the ‘People’ menu option, showing all messages sent from onCourse. This is the same information that is available in the contact message window, and includes all messages sent automatically via script triggers (#24912)
  • All icons and images inside the onCourse application have been updated or otherwise adjusted to provide better visual support for retina displays (#23708)
  • Qualification name added to the certificate list display in the contact window (#17391)
  • Add onCourse student number to user choice of retention/replacement options in the contact merge feature (#22694)
  • Reports:
  • A new report has been added to the discount window called ‘Discount take up summary’. This report shows during the date range specified, and for each discount chosen, how many enrolments for each class have used that particular discount. This report is for marketing purposes, so show you the take-up success of a particular discount during a campaign date range. (#24468)
  • A new report has been added to show the detail of the enrolments which have taken up a discount offer, called Discounts Take Up. This report can be printed from the discount window, and groups by each discount type each class and its enrolments from the date range entered in the report runner. (#22885)
  • The standard Statement of Attainment, Qualification and Transcript reports were updated to include the student middle name field. If we have created a custom certificate report for you, this change was also made to your custom report. If you have created your own custom report and need assistance in updating it, please contact us (#24195)
  • A new report was added to show the projected pre-paid fee liabilty to income journals for each of the next 7 months from the date the report is run, for each class. This report can be found in the classes menu and is called ‘Income journal projection’ (#24109)
  • A fix was implemented for the trial balance report. Any accounts of type expense were displayed on the credit side, and they have now been correctly moved to the debit side (#24943)
  • Update all class roll reports that include the tutor names to use a consistent layout so tutor names display correctly. Custom rolls have also been updated and will be distributed directly (#25042)
  • Custom fields in reports can now be easily accessed using syntax like this: $F{contact}.passportNumber or if the field name contains spaces like this $F{contact}.customFieldValue(“how did you hear”).
  • The statement report now shows and opening and closing balance for the report time period selected (#22853)
  • A new Certificate template has been added for Skills Sets. Read the Certificate issuing section in the user guide for more examples of how to create, customise and issue Skill Set Statements of Attainment (#24920)
  • Class details report sorts in chronological order by default (#25624)
  • Scripts and templates:
  • When a change has been made to a script or template, onCourse will not automatically overwrite your files as you may have added your own customisations. You can choose to update your templates and scripts manually by accessing the latest versions on Git Hub.
  • Improvements have been made to the script edit view to allow you to check if you have the latest copy of the script and upgrade it with a single click (#24611)
  • A description has been added to each script to explain what it does
  • A link has been added to a CRON helper tool to enable you to change the script schedule to your choice of date(s)
  • A new script (send enrolment notice for tutors) and accompanying email template (enrolment notification) has been developed to send automatic notifications of enrolment to a defined tutor contact for all classes tagged with ‘notify manager’. You can create a tutor role called ‘course manager’ and the tutor assigned to the class with this role will receive the notification. This script is disabled by default.
  • An optional notification section for the USI reminder script has been added, to alert a manager to the number of students emailed each week. You can auto update your script using the button inside onCourse, or manually by adding to the end. You can manually change your script from preference.email.admin to the actual email address of your choice. (#24396) (#21733)
  • Add capacity to define the name of the export file inside a script (#25654) & (#25914)
  • A new event type ‘enrolment successful’ has been added to the onCourse scripting engine and can be used to trigger custom scripts (#25199)
  • All new exports can now be called from, scheduled and emailed from within a script (#25470)
  • Wording in the default Voucher purchase plain text and HTML template was made consistent, with the word ‘quick’ removed from the HTML voucher template. You can update the wording of your HTML template to the latest version available here.
  • Labels for tax amounts updated in the plain text Tax Invoice. Total is now shown inclusive of tax, and tax is itemized separately. You can update the wording of your plain text template to the latest version available here.
  • Payment plan payment dates and amounts payable have also been added to the Tax Invoice plain text and HTML templates. The link for the item above is directly to the plain text template which includes these changes. You can update the wording of your HTML text template to the latest version available here.
  • An optional clause can be added to the student and tutor reminder scripts to only send to classes that have met their minimum enrolment requirements – if ( courseClass.successAndQueuedEnrolments.size() >= courseClass.minimumPlaces ) {. Follow the links to update the script for the Student Class Commencement Notice and the script for the Tutor Class Commencement Notice
  • FIXES AND OTHER IMPROVEMENTS:
  • Search and find related fixes:
  • For find related ‘contacts purchased’ from product find contacts with successful purchases, and exclude contacts with failed purchase attempts (#24211)
  • For the advanced search option in contacts ‘number of enrolments’ only count active enrolments, and exclude failed, cancelled or credited enrolments (#24504)
  • Fix to advanced search results when you are searching for date type data ‘on’ a specific date. Previously a from and to date range was required to return valid results (#25094)
  • Improvements were made to the ‘find related’ options for vouchers so that find related invoice finds invoices created on voucher purchase (including $0 invoices) and any invoices created on voucher redemption, and find related enrolment finds any enrolment purchases where the voucher was used as a payment method (#25237)
  • A range of advanced search fixes to remove any instances of case sensitivity (#25674)
  • Course, class and enrolment fixes:
  • Quick Enrol window layout was adjusted so relationships window was better accessible as it was sometimes drawn off screen (#22983)
  • Ensure outcomes tab correctly updates UOC when the course code is changed to another course after class creation. The course code can not be changed for a class once the class has enrolments (#23570)
  • Quick Enrol will now select the class starting next by default (#24749)
  • Finance fixes:
  • Display payment out amounts in banking with a negative symbol in front of the the amount (#24015)
  • Improvement to the labeling and identification of failed payment attempts on the invoice payment summary (#24781)
  • Allow copy and paste in search fields (#25029)
  • Fix to the layout of the payment in and payment out window defaults so fields are not truncated from view (#25036)
  • Apply rounding options to final price instead of just discount value . This will correct some 1c rounding issues that may show on purchases which have GST applied. (#25094, #25059 & #24133)
  • Fix to the payment out post processing process to ensure the refund advice email is sent where enabled by the corresponding script (#10073)
  • Fix to the voucher expiry job to ensure that vouchers where the purchase price has been modified expire correctly. Old records that did not correctly expire will be corrected as part of the upgrade process (#25102)
  • Allow banking of inactive payment method types (#25587)
  • When creating a new manual tutor payslip, only allow clairvoyant lookup of contacts marked as tutors (#25489)
  • Invoice manual payment plan view row height increased to make values readable during edit (#25512)
  • CONTRA payments now display on the contact financial record summary to calculate the correct totals when a payment is reversed (#25526)
  • Time limitations on credit card payments out have been removed (#13396)
  • VET and certification fixes:
  • Improvement to the certification creation logic from the class cog wheel. In summary: When a course is ‘sufficient for qualification’ a qualification is created for student where all outcomes have been successfully achieved, a Statement of Attainment when some of outcomes are successful and some unsuccessful, and no certificate is created when all outcomes are unsuccessful. When a course is NOT ‘sufficient for qualification’, a Statement of Attainment is created when at least one outcome was successful, and no certificate is created when all outcomes are unsuccessful. (#24223) *Allow private classes and traineeships to be marked as self paced on creation (#25008)
  • General fixes:
  • Significant performance improvements were made to the loading of list windows in onCourse so they will open noticeably faster (#24489)
  • Emails that are unable to be sent due to mail configuration errors will stay in the mail queue rather than be marked as failed on the sending attempt (#24149)
  • Fix to user account permission ‘override tutor payrate’ to allow this to be enabled and disabled for different user roles (#24509)
  • Students TFNs were being cleared from their record when it was opened in Quick Enrol. This has has been fixed. (#25116)
  • Any ‘Special Needs’ notations made on the Documents tab are not being retained after saving and closing. This has has been fixed. (#25178)
  • Students that have no active enrolments are not displayed under ‘students currently enrolled’ filter (#19074)
  • Fix to discount window where save process could fail if classes are added before a discount name (#25269)
  • Fix to allow two tutor records to be merged successfully (#25298)
  • Improvements made to the payment replication process between onCourse and the web to reduce the occurrence records stuck in ‘in transaction’ state (#24905)
  • When cycling through enrolment records using the ‘next’ and ‘previous’ option, the VET Fee Help fee charged value updates to show the current record value as expected (#25343)
  • VET Fee Help charged value automatically calculates to be inclusive of any discounts or tax applied to the enrolment fee (#25513)
  • Improvement to the Class Budgets CSV export to make the values exported consistent with the values displayed in the class budget view (#25384)
  • Fix to the cancel voucher UI to allow a cancellation fee to be charged (#25790)
  • The “timetables” view has been removed from onCourse. This view was not well optimised for speed and the way it displayed all sessions from all classes in one big view wasn’t terribly useful. The poor performance of this view was giving new users a bad impression, where there are better ways to show a timetable from site, room, class, course, student or tutor views. We’ll restore this view once we have a more useful interface designed.
  • Improvements and fixes added since 7.10 release:
  • Fix to ‘Course details report’ to correctly display nominal hours and reportable hours (#26106)
  • Fix to MYOB summary export process which was not completing since 7.10 (#26031)
  • Load of preference window speed has been improved (#26076)
  • Change to end date of the discount period to mean 11.59pm on the nominated date. Previously is meant 12.00am on the date (#26050)
  • Deposit banking only shows payment out records that were successfully processed. Failed transactions are suppressed from this list (#26037)
  • $0 transactions are now suppressed from the student statement report (#25811)
  • onCourse users can not create export templates that begin with the key code ‘ish’. This is a reserved code to indicate that that the template was packaged with the onCourse product and is under version control. Users can create their own key codes containing their organisation name. (#26287)

New in onCourse 7.1 Build 38931 (Apr 15, 2015)

  • Major Features:
  • USI validation improvements:
  • Once as USI has been validated, the student contact details for First Name, Last Name and Date of Birth, along with the USI lock for editing. When the student advises you they have changed their details with the USI Agency, a new option allows you to unlock the record, forcing a re-validation attempt with the new details.
  • A middle name field has also been added to contact records, allowing you to store this data separately from first names. Middle names stored with first names were making USI validation attempts fail.
  • A new type of class roll has also been added, showing if the student has supplied a USI and if that USI has passed validation or not, so your tutors can assist with the data collection process.
  • The USI verification process also now runs during the Quick Enrol creation, so if you choose to add a student’s USI to their record while processing an enrolment or other purchase for them, the SOAP verification will run the background.
  • The student merge process also only allows the verified USI data to be chosen when merging two students and will not allow two students with different USIs that have been validated to be merged. Students with the same validated USI can be merged.
  • The USI portal link sent out in the student enrolment confirmation and the USI reminder email has also been changed to a 7 day expiry, up from 3 days. You can also manually adjust this to a longer or shorter period yourself by editing your email templates.
  • Two factor authentication:
  • An optional added layer of security for users accessing onCourse cloud instances in particular, but also useful for locally hosted onCourse servers with VPN access enabled.
  • Two factor authentication requires both a password and a device generated one time token, so if a computer used to access onCourse has it’s security comprised, for example, has a malicious keylogger installed, your onCourse database access will remain secure. You may use a similar process when logging into internet banking. For two factor authentication log in access to be compromised, someone would need to have the onCourse users phone and also know their password.
  • An application installed on each onCourse users smart phone, such as Google Authenticator will generate the one time token required to successfully log in. The token has a limited life span and will automatically update every 30 seconds inside the app.
  • Two factor authentication is available for all onCourse users at no cost. There is no cost to install the software on your smart phone. More information about how to enable this feature is in the onCourse manual Users and Authentication Chapter
  • Notes field layout:
  • All notes fields are now multiple part records consisting of the note, with the time and dates and user details of who created it. This change has been made to the contact, course, class, site, room, application and invoice records.
  • Admin users can edit and/or delete existing notes. All other user types can create new notes only, but not change existing notes. Further access control options will be added in the next release of onCourse.
  • Enrolment tab redesign:
  • New fields have been added to allow for changed AVETMISS reporting requirements, as well as an overall layout refresh. Additional fields have been added to the enrolment level, particularly to cater for NSW Smart and Skilled reporting that include VET in Schools flag, Purchasing Contract Identifier (NSW Commitment ID), Outcome Identifier – Training Organisation, Associated Course Identifier (SA – SACE Student ID) and Funding source – State.
  • For some of these fields, such as the Purchasing Contract Identifier (NSW Commitment ID) you can set the value at the class level, enrolment level or outcome level. Values set at a higher level will automatically export at the lower level, except where a different value is set. For example, you can set a funding source value at the class that applies to all enrolments and outcomes, but if one student is funded under a different arrangement, you can set that funding source in their enrolment only.
  • AVETMISS exports update for NSW Smart & Skilled, NSW OLiV, VIC and SA
  • Two new AVETMISS export flavours – NSW Smart & Skilled and NSW OLiV have been added. The previous NSW DET option is still available and is unchanged as RTOs complete reporting for 2014 data.
  • The new Smart & Skilled export standard includes special rules such as exporting Outcome Status – National as blank for all outcomes which have not yet commenced (any outcome with a start date after the day you run the export).
  • Victorian and South Australian specific fields have been added to onCourse and the AVETMISS export options have been updated in line with the 2015 export formats.
  • Updated AVETMISS reporting information is available in the onCourse manual AVETMISS chapter
  • Minor Features:
  • Addition of the voucher redemption value in Quick Enrol voucher sales process to make it clear of the difference between the voucher sale cost and voucher redemption value (#20999)
  • Remember the last used location for attaching files, to avoid having to repetitively navigate through folder structures (#22104)
  • Added per unit wage type to tutor role preferences (#22967)
  • Removed unnecessary UI validation requiring the onCourse user to set RPL outcomes to delivery type ‘not set’. The AVETMISS export process sets this value as standard whenever an RPL outcome is encountered during export (#22612)
  • Add additional access control options for products, contact relation types, scripts and templates (#22412)
  • Add selection of background template option to the Banking Report print process (#22676)
  • Add new feature for scripts to include ‘tagged with’ options (#23565)
  • Added new fields in the VET tab of a student record called “Client Industry of Employment (VIC)” and “Client Occupation Identifier (VIC)” (#23885)
  • Add find related enrolments to the discount cogwheel option, to locate all enrolments that used a discount (#23417)
  • Printing of all class rolls now includes electronically completed marking results – Y for Yes – attended, N for No – absent/not attended. Sessions with no electronic mark continue to print as a blank space so they can be completed by hand (#23627)
  • Addition of two fields to the preferences window next to the mail server to configure an outbound mail server in order for email from onCourse to be delivered: (#23213)
  • - SMTP username (optional)
  • - SMTP password (optional)
  • You can now send templates from the following list views: (#24380)
  • - waiting list
  • - invoice
  • - application
  • - payment in
  • - payment out
  • Addition of new report in the class list “Enrolment summary by state”. This shows the detail of each state’s running and cancelled classes, and enrolment numbers by gender in each class
  • Addition of a new class roll “Class roll – Age”. This shows the students age in years next to their mobile phone number.
  • Addition of a new class roll “Class roll – USI”. This shows the units of competency covered in the class and the student’s USI status – not supplied, verified or not verified
  • Update to the enrolment fee sheet in the class budget tab, in preparation for the upcoming payment plan feature
  • Update to the invoice edit view layout, in preparation for the upcoming payment plan feature. Manual payment schedules can be created for an existing invoice in this release, but they will not be visible to your customers until the completed feature set is rolled out.
  • With the addition of manual invoices that can be linked to a class budget in 7.0, a number of budget reports required updates to include this new type of income. Updates have been made to Budget Details by Class, Budget Summary by Class and the Pre-Paid Fee Liability report (now only available in class list, no longer in the enrolment list)
  • Fixes:
  • Improved speed of drop down panels which were drawing in slow motion. This was particularly noticeable for Windows users. (#23736)
  • New validation message requires new record to be saved before attempting to attach documents (#23894)
  • Ensure selection of a top level tag also selects all records tagged with any of its child tags (#23439)
  • Country of Residency value was not saving when updated in the contact record (#23942)
  • Ensure contact merge retains saved values of AVETMISS enrolment question responses (#23997)
  • Quick search option in the applications window now searches by Student Name and Course Name (#23975)
  • Contact merge window has been resized so it won’t be truncated on lower resolution displays (#23696)
  • Improved speed of opening the cogwheel list when a large number of records have been selected (#23699)
  • Fix to application status to ensure it is correctly marked as ‘accepted’ when a student enrolment is processed via Quick Enrol from an ‘offered’ application (#24016)
  • Fix to payrate override function when two valid pay rates already exisit for the tutor role (#24101)
  • Prevent application selection from disabled courses (#23994)
  • Allow payroll and payslips to contain $0.00 lines as valid values (#24114)
  • Export OSPC for overseas delivery sites and student addresses in the AVETMISS NAT00020, NAT00080 and NAT00085 files (#24202)
  • Fix to the CSV Class Export file alignment when the class is not assigned to a site and room (#22611)
  • Fix to the VET FEE HELP export files where the class census date was incorrectly formatted (#24181)
  • Remove any information about GST (inc or ex) in relation to voucher products on the web as they are non-taxable supply (#23603)
  • Ensure invoices manually joined to a class are included in the income totals in the class budget (#24047)
  • Fix display of voucher ‘value available’ in Quick Enrol to only show the unused portions, excluding any amount applied to the current enrolment (#24161)
  • Customer reference field on printed invoice widened to allow for 24 characters (#23786)
  • Improved credit card payment failure handling to reduce the occurrence of enrolment stuck ‘in transaction’ (#18926)
  • Add Quick search option to voucher window. Quick search operates on the ‘Invoice to’ contact value (#24276)
  • Ensure ‘this record has been changed’ message does not appear when cancel is selected and no change has been made (#24025)
  • Fix the AVETMISS export dialogue so it says the ‘The AVETMISS files were created in…’ instead of ‘The null files were created in…’ (#24076)
  • Allow attachments uploaded in error to be deleted before saving and closing the record (#24192)
  • Enable voucher product URLs that have not been enabled for online sale to be accessible via direct URL for customers who have purchased them through the office (#24196)
  • Ensure email ‘undeliverable’ setting is only set automatically after 6 emails have attempted and failed to be delivered (#24398)
  • Improve the class to room join where the rooms have all been changed at the session level (#23926)
  • Allow shared saved searches to be deleted by any onCourse user (#24210)
  • Improvement to the user interface for opening documents from within records (#24528)
  • Ensure email receipt is not sent when the checkbox is unticked (#24566)
  • Include details of all invoices payment has been applied to on emailed payment receipt (#22297)
  • Fix to enrolment cancellation process that was preventing $0 enrolments from being cancelled (#24586)

New in onCourse 7.0 Build 38006 (Dec 19, 2014)

  • MAJOR FEATURES:
  • USI Creation and verification process:
  • Complying with the January 1 2015 USI requirements is important for our RTO customers, and there are a number of tools we have added to streamline this process for you. More information about what you need to do to be compliant is available on our forum.
  • The new enrolment confirmation email template contains a conditional string for VET students that explains what a USI is and why they need to tell you theirs. This email directs them to a special onCourse portal page (no log in required) requesting they supply their USI or go through the process to create one.
  • onCourse is now integrated with the USI Web services, so once you have received a student’s USI the web services verification process will run and mark the USI as either ‘verified’ or ‘not verified’. For students completing the self service portal, they will be prompted to update their name or date of birth in onCourse if this doesn’t match their official USI data e.g. Bob may need to update his name to Robert, as per his drivers license record.
  • Every Monday morning, all recently enrolled VET students who have not supplied you with their USI will be sent an automatic reminder email on how to complete this process and why it is important they do so. There is a customisable email template and script that runs this process which you can edit to meet your preferred business requirements.
  • A student who gives up or can not validate their USI will be flagged in onCourse for you to follow up.
  • Alternatively, you may need to undertake the creation and validation process on behalf of the student. On the student record AVETMISS tab you will see the USI field now has an additional option next to it that says ‘create a USI’. Once you enter a 10 character USI, the verification process will run automatically in the background. If the USI verifies, then there is nothing more for you to do. If the verification returns an error, you can edit the non-matching data (first name, last name or date of birth) and try again.
  • Additional validation has been added to assist your USI compliance. A student in onCourse who has a verified USI can’t have their first name, last name or date of birth changed without the USI agency having the updated change also.
  • As you are not allowed to issue certifications to students without a USI, the onCourse certificate print process now includes an additional validation check. If your certificate record was created after 1/1/2015, it will not print unless the student has a verified USI in onCourse. Certificates created prior to 2015 will continue to be printable without a USI. Additional access control levels have been added to allow you to override this print control for selected users.
  • New HTML and plain text email templates:
  • All onCourse system email templates have been re-written as part of this release in a new formatting language. System emails can have both a plain text and HTML version, allowing you to embed your own logos, links and layout options in the email directly.
  • New templates can be created at any time, and used to send automatic emails at the time of your choice using the the workflow and scripting engine, also part of this release.
  • New email templates have been added for:
  • Enrolment confirmation (including a USI request for VET students)
  • Tax invoice
  • Payment receipt
  • Refund advice
  • Voucher
  • USI reminder
  • Student notification of class commencement
  • Tutor notification of class commencement
  • Enrolment application accepted
  • Enrolment application rejected
  • More information about the new templates is in the Email templates chapter in the user documentation.
  • Workflow and scripting:
  • A major revision of the way onCourse sends templated emails has been implemented to allow for a much greater breadth of functionality and customisation for your business.
  • The new Scripting function also allows onCourse to become a completely customisable tool with your business workflow engine built right into our core product. You can create and update onCourse records on an event, send messages to key contacts when a record is created or changed, or automating the publishing, exporting or printing of data how and when you require it.
  • These scripts have been added for all users of onCourse, but are switched off by default. You can enable them in your database:
  • Send a reminder email to students one day before their class commences
  • Send a reminder email to tutors two days before their class commences
  • Send a reminder email to VET students every 7 days for the next month if they haven’t supplied their USI after enrolment
  • Send a receipt on the processing of a successful payment in for a payment taken not during the enrolment process
  • Send refund advice on creation of a successful payment out e.g. credit card refund
  • Send an email to a student to notify them their application has been accepted, what their custom enrolment fee is and how they can enrol
  • Send an email to a student whose application has been rejected
  • More ideas about how to use scripting in your business and how to create your own scripts is in the new onCourse Scripts and Custom Workflow chapter in the user documentation.
  • All onCourse license options can choose to enable or disable scripts provided by ish. All paid license plans can commission changes to existing scripts or request new custom scripts from ish. Customers with Enterprise level licensing can modify and add to their own scripts to onCourse themselves.
  • Enrolment by Application:
  • A new way to take enrolments has been added to onCourse. Enrolment by application allows you to add an approval process between the student requesting a place in a class and the enrolment and payment taking place.
  • By default, all current and new courses in onCourse have been set to ‘Open Enrolment’, located on the course general tab. When a course is changed to ‘Enrolment by application’ that will change the website to show any of the courses classes ‘Enrol now’ buttons to ‘Apply now’ and suppress the display of the class fee. The student will then complete the application process for their selected course/s, which are visible to you in onCourse as a new application record in the People menu. You can reject or approve a students application. When you approve an application, you can optionally set a fee override which will become the enrolment fee for that student (useful for enrolments in programs like Smart and Skilled) and optionally set a date where the offer to enrol expires.
  • Successful students will be sent a special link to the website allowing them to enrol in the class of their choice once their application has been approved. The link will not allow other contacts to enrol in that class who haven’t had an application approved.
  • Link manual invoices and credit notes to classes:
  • When creating an invoice or credit note manually, you can now select within the invoice line to link the income to a particular class by providing the course and class code.
  • If you select a class during this invoice creation process, the standard fee paid fees liability and income deferral rules will apply to this invoice.
  • The income (or credit) will appear in the class budget summary and the class session rules will apply to the income, journaling it from the pre paid fees liability account to your selected income account, as per your selected financial preferences. When creating a manual invoice line, you can still select an income account which may or may not be the same income account as defined at the class level.
  • The layout of the class budget tab has also been adjusted to cater for these additional income lines. We have simplified the view by hiding all sections which have no data.
  • To reverse the income out of a class that was created by a manual invoice, you can create a manual credit note linked to the same contact and class.
  • Find related records:
  • An exciting new way to search and locate records for reporting, marketing and more has been added to onCourse 6.1.
  • In earlier versions of onCourse, the contact window cog wheel had a ‘show related….’ function that allowed you to find records related to a set of contacts. This concept has been extended to every window in onCourse, allowing you to find related records, and then perform further searches, filters, reporting or exporting on that data set.
  • For example, to locate all the employers of all the students aged 18 to 25 in the last three months of VET programs to send the Employer Satisfaction Survey to you can search for all classes with a particular tag or use the advanced search VET course flag. Once you have those classes, you can highlight those delivered in the last three months, and select from the cogwheel ‘Find related….’ > Enrolled students. Once the student list has opened, you can search that list of results for students aged 18 to 25. With the reduced list of students, you can use the cog wheel ‘Find related…’ to select contacts related as Employer. From this new window, you can use the cog wheel to send a message to the student’s employers.
  • VET FEE Help Export:
  • A new cog wheel export option has been added to the class to export the VET FEE Help export files for your selected class or classes. This process works similarly to an AVETMISS export, creating a range of text files in your user home directory. These files can be uploaded to HEPCAT for validation and lodgement.
  • Note VET FEE Help exports are only available for customers on Professional or Enterprise support plans. Contact us if you would like to upgrade your support plan to access this feature.
  • MINOR FEATURES:
  • ‘Add this discount when creating or duplicating classes’ checkbox has been added to the Discount edit view on the Classes tab. If you select this checkbox, this discount will be added to all new classes on creation and is useful for global discounts like a 10% early bird discount, which might apply to all your programs. Selecting this option means you don’t need to return to the discount window to manually add new classes you’ve created.
  • Allow fractional discounts to one decimal place
  • More options for depositing you banking. An editable ‘Date banked’ field has been added to the Deposit Banking window. By default this will be set to ‘today’ but can be changed to the date of your choice. You can also chose to check and uncheck whole payment type groups (e.g. cash) or just individual transactions. Unchecking a group or item will hold it over until you run the next bank. Using this feature you can now choose single line items like EFT/Direct deposit payments and choose to bank them retrospectivly to the actual ‘date received’ into your bank account.
  • Added ‘Send email’ checkbox to manual invoice/credit note window. This option is checked by default. When you create a new invoice or credit note, and this option is selected, it will send your email template invoice to the contact when you save and close the record.
  • Added ‘Set log level’ and ‘view logs’ HELP menu function. This will allow you locate and send supporting files to ish if you are having any problems with your onCourse instance on your local machine.
  • Added scrolling to ‘add tag’ option in record windows, for very long tag lists
  • Gravatar images will automatically load for contact records if the user has a avatar linked to their email address at https://en.gravatar.com. Gravatar images can still be overriden with locally uploaded profile photos as per previous onCourse versions. These images will also display in the tutor portal on the class roll for student identification purposes.
  • The generation of payroll data has been moved to the onCourse server to make the process run significantly faster. To create payroll records, open the ‘Tutor Pay’ window and use the cogwheel option ‘Generate tutor pay…’. This will pick up all unpaid sessions for all classes up until the date you select in the window. The class cogwheel option is still in place, but better used for generating pay for single or small groups of classes.
  • REPORTS:
  • Examples of and detailed information for all new reports can be found in the onCourse documentation reports chapter:
  • A new report called ‘Class Tutor Pay Schedule’ has been added to the classes menu. This report provides the detail of the expected payslip lines that will be generated for all tutors attached to a class with wages in the budget, allowing you to confirm that the correct details have been entered at the class level prior to generating the tutor pay.
  • A new report called ‘Payslip report’ has been added to the payslip menu. This allows you to print the payslips for error checking prior to exporting them to your payroll system
  • A new report called ‘Class Timetable – Planning’ has been added to the classes window. This is an alternate version of the class timetable report which includes the session private notes field.
  • Updated the ‘Mailing list’ report to include date of birth, postal address and phone numbers
  • An important fix has been applied to the ‘Transaction Summary’ report available to print from both the Transaction window and Account window. There were some instances where when large numbers of records (> 2000) were selected prior to printing, that the reporting engine over calculated the totals. The date selector field for the print engine is now a date time field so you can clearly see the start and end of the data you wish to collect. By default, the start and end date will be 12am. To print all data for the range 1/1/2014 – 31/12/2014 enter the date range 1/1/2014 12.00am to 1/2/2014 12.00am
  • FIXES:
  • Remove timezone information from date of birth field when copying and pasting contact records from the contact list view (#21937)
  • On the Special Needs report, unset gender was displaying as Female. Report fixed to show Not Stated (#22058)
  • Remove label QLD only from the outcome 90 – Result Not Available, and allow this value to export for all flavours of AVETMISS (#22308)
  • Prevent users from creating multiple paylines for the same tutor, for the same class, of the same repetition type in the class budget, which caused an exception when the payroll was run (#21528)
  • Force window close after sending class cancellation message (#21553)
  • Ensure AVETMISS calculation for fee per unit when an enrolment fee is charged is never calculated at less than $1 per unit ( (#22593)
  • Fix minimum height of course brochure description field so that a large list of classes do not collapse it to an unreadable size (#22871)
  • If a class has been published to the web can not be deleted from onCourse, but can be unpublished or cancelled to prevent enrolments (#22298)
  • Only classes with active enrolments appear in the students timetable. Sessions from cancelled enrolments do not show. (#21468)
  • Allow for PDF backgrounds with rotations (#21609)
  • Prevent a tutor added to the class from being edited prior to the class record save (#21791)
  • Skip email addresses with formatting errors during batch sending processes and notify the onCourse user of any uncontactable addresses encountered (#22043)
  • Open payslips window to front focus after running the tutor pay process (#22336)
  • Ensure onCourse system users can not have a null administration location (#22606)
  • Re-enable operator alerts in the new Quick Enrol interface (#22807)
  • Remove title field from company record view in Quick Enrol (#22982)
  • Ensure class export data shows class site timezone instead of server time zone (#23031)
  • Ensure rounding for invoice reversals is calculated in the same way as invoices to avoid potential $0.01 differences (#21685)
  • Don’t display cancelled vouchers when the active filter is checked (#23288)
  • Update advanced search options in Users window to search for admin = true and active = true (#23371)
  • Correctly display membership fees inclusive or exclusive of GST as per their purchase price settings (#22779)
  • Correct date of birth errors that could alter entered data where timezone differences between client and server exisit (#21198)
  • Ensure CMS login passwords stay in sync with LDAP password changes (#23003)

New in onCourse 6.0.1 Build 37040 (Sep 19, 2014)

  • Prepaid fees:
  • When you create an invoice in onCourse, the general ledger is not immediately credited with the income from training delivery. Instead, a liability is created called “prepaid fees”. onCourse then journals that liability to income as the class delivery takes place. Some onCourse users don’t use our general ledger or worry about pre-paid fees. In that, case this issue will not affect you.
  • A defect was discovered that has existed since onCourse 4.0. The issue is triggered when a student had only partially paid for one invoice, then enrolled in another class, creating a another invoice. The remaining fee liability component from the first unpaid invoice (or invoices) was reset to be the full balance of the original income, resulting in a potential over allocation of income from the liability account for that invoice. On upgrade to 6.0.1, the over allocated invoice’s income will be debited against the appropriate income account and credited to the fee liability account to bring all account balance back to the correct position. You will see these paired transaction lines posted on the date the upgrade takes place.
  • This is a once off adjustment which will bring your general ledger back into the correct position. For most users this means you will see a decrease in your income that corresponds with a decrease in your liability. This fix also prevents this error from occurring on any future invoices.
  • Web enrolments: parent/child relationships:
  • If you are using the new parent/child relationships for online enrolments, this fix will allow those relationships to flow back from the website to your onCourse system. All historic data will automatically be synchronised.
  • Locking issue:
  • We found and fixed a particular locking issue which would sometimes cause the contact window to freeze on trying to open a contact record. Mostly this was very rare, but annoying when it did happen.
  • Proxies and document management:
  • For users who have no direct connection to the internet, this will allow the new document management feature to work through their proxy server.

New in onCourse 6.0 Build 36554 (Aug 5, 2014)

  • JAVA 7 update required:
  • onCourse 6.0 now requires a minimum of Java Version 7 to run. If you are running Java 6 at the moment, download Java for free at www.java.com Most users will already be running Java 7 or even Java 8.
  • Major features:
  • Document management:
  • Document Management in onCourse has just become bigger and better. With the recently launched document delivery system in the onCourse portal, you now have the opportunity to easily provide resources to tutors and students via their portal login. Remember, the skillsOnCourse portal is available to all onCourse licensed users, even if you don’t have an onCourse website.
  • Documents can also now be attached directly to enrolments, so completed student assessment tasks can be stored in an easy to find way in onCourse. Public, private, tutor only and tutor and student resources can be centrally managed and controlled for greater transparency and compliance with AQTF and NVR document record keeping standards.
  • For documents like policies and procedures, assessment tasks and learning resources, you can choose to lock previous class instances to previous versions, while new classes will have access to more recent versions. With versioning, historic documents can never be deleted, even in error. Compliance is now made even easier with a complete audit trail always available.
  • Users of onCourse with a support contract have been given cloud storage for their documents. This gives you:
  • better performance for large files
  • version controlled history for every file
  • unlimited storage (costs apply)
  • Portal user switching:
  • For employers, HR managers, client managers or even parents who manage a group of students attending training at your college, you can now assign portal switching permissions based on contact relationships in onCourse. This allows approved users to login to the SkillsOnCourse portal and then switch the view to see the portal records for any of their related contacts.
  • Capture Parent/Guardian contact details for under 18’s during online enrolment:
  • The online enrolment process will now detect any enrolling student under 18 years of age, and request that emergency contact details are provided for their parent or guardian. This will create a new contact record in onCourse with a fixed relationship to the student. By default, the Parent/Guardian will be set as the payer for the enrolment and therefore be sent the invoice, but this can be switched back to the student or another contact at payment.
  • Add custom fields to online enrolment:
  • Custom fields that have been added to onCourse contact records can now be added to the online enrolment process. In the onCourse CMS you will see your custom fields and can make them shown, hidden or mandatory for enrolling students.
  • Define age restrictions for enrolment in a class:
  • All classes in onCourse now have two new fields to allow you define a minimum and/or a maximum age of enrolment. Some classes may be set to have, for example, a minimum age of 16 for enrolment while classes for children may have an age range set i.e. 6 to 9 years. For these rules to be enforced in the online enrolment process, you must have set the date of birth field as mandatory in the CMS settings.
  • If you do not wish to set varying enrolment age permissions at the class level, you still have the ability to set a global age minimum for enrolment in the CMS. If you choose to set an age restriction at the class level, this will override the CMS global preference for minimum enrolment age for that class only. For example, you could have your CMS global age minimum set to 18, and then have some specific children’s classes with lower minimum ages. Note there is no global preference for minimum age for taking enrolments through the office – the CMS setting only applies for student enrolling online.
  • Students who have previously provided a date of birth that doesn’t meet the class enrolment rules can not change their age during the online enrolment process and will be prompted to contact the college to complete the enrolment process.
  • During an office based enrolment, users will be prompted to complete the date of birth fields for customers enrolling in an age restricted class, and will also be notified of (and have the opportunity to correct) the date of birth of a student enrolling who is outside the set age range.
  • For more information, see the Quick Enrol FAQ
  • Minor features:
  • Include the Special Needs fields to the online enrolment process. This field can be shown, hidden or made mandatory in the onCourse CMS.
  • Two new fields were added to the timetable sessions – Public Notes and Private Notes. Public notes can be used to add information you want the potential students to see about what content will be delivered in the session, or any special resources they should bring. Public notes will be shown in the timetable on the class page on the website, and in the student’s portal. Private notes is for internal notes about resourcing or room configuration that may be required to deliver the session and is not publicly visible on the website, but printable in timetable reports.
  • Change in publishing rules to the course and class URL pages to ensure links sent via enrolment confirmation emails are always available, even once the class is no longer displayed on the public website for enrolments.
  • Improvements to the Victorian AVETMISS 7 to ensure enrolment fees are reported per hour, instead of per unit as per other states
  • Addition of Victorian only AVETMISS 7 fields to the NAT00010, NAT00020 and NAT000130 files
  • Improvements in AVETMISS 7 to the auto setting of outcomes after the reporting period to 70. Previously, outcomes with an end date after the export end date were automatically set to 70. Now, outcomes with an end date in the year after the year of the export end date are set to 70. This means that for partial year data exports, only outcomes ending in the following calendar year will be set to 70. Where unset outcomes ending in the export range calendar year will be exported as 00, 81 or 90 depending which override outcome is chosen in the export window.
  • Added payment type of EFTPOS. All transactions processed as type EFTPOS are automatically marked with a date banked of the day they were created so they can be immediately reconciled. We recommend type EFT is now used for direct bank deposits, rather then EFTPOS
  • Fixes:
  • Performance improvements for the class cancellation process (#21186)
  • Performance improvements for contact merging (#21181)
  • Fix to an AVETMISS export exception that occurs when the site postcode is non-numeric (#21611)
  • Fix to an exception that occurs when a tutor has multiple payroll lines for $0.00 (#21784)
  • Fix to search options in the Certificate table that were failing to return results when searching on the contact name (#21831)
  • Fix to the tabbed display of classes for non-admin users which sometimes hid the VET tab in self paced classes (#21918 & #21663)
  • Correct line break types in the AQTF Competency Completion export (#21900)
  • Remove AQTF Competency Completion export from the AVETMISS 7 menu. This export remains available to all users from the AVETMISS 6.1 menu (#21987)
  • Improvements to the address parsing for the AVETMISS 7 NAT0080/85 files (#21838)
  • Improvement to the calculation of the Commencing Course Identifier to ensure all outcome records for a student have the same identifier (#22318)

New in onCourse 5.0.1 Build 36102 (Jul 7, 2014)

  • Fixes:
  • Improve reliability of voucher redemption on the website
  • Under some situations MS SQL server would not successfully upgrade to 5.0
  • PaymentIn accepts Asset and Liability accounts now

New in onCourse 5.0 Build 35147 (Apr 16, 2014)

  • MAJOR FEATURES:
  • Quick Enrol user interface:
  • Months in the making, a sophisticated new design for Quick Enrol has been built so your staff can process enrolments, sell products, create invoices and record payments at lightning speed.
  • Some of the improvements include:
  • Improved contact look-up selection: See a full list of possible contact matches, with more data shown
  • Simpler class and product selection: search, show all, or choose for the quick list of recently sold items
  • Sell products and vouchers: Two new types of products, which can be bought along with the existing enrolment and memberships
  • More flexible invoicing: easily add custom invoice lines on the fly, and set the invoice due date into the future
  • Your choice of payment delegation: Manually select which historical invoices you wish the payment to apply to, or use our auto-calculate feature to disperse the value of this payment against the invoices outstanding
  • Redeem vouchers for payment: a new feature for this release, allowing vouchers to be redeemed during Quick Enrol
  • Choice of confirmation method: after enrolment, send emails, print confirmations or both
  • Vouchers:
  • Vouchers are a new way to sell training to your customers. Vouchers can be used in the traditional sense of a gift voucher, where the price of purchase is the dollar value available for redemption, for example, a voucher bought for $120 can be redeemed for $120 worth of training or product. In addition, a voucher can be sold for a different value to it’s redemption value, for example, you can sell for $90 a voucher with can be redeemed for $100, or give away free $20 gift vouchers as part of a promotion you are running.
  • But more exciting than traditional style gift vouchers is the new concept of vouchers as a way to bundle together the purchase of a group of enrolments at a special price. For example, if you want to sell a qualification as both a series of short courses and a full qualification, you can bundle together the short courses and sell the qualification as a voucher. The voucher will entitle the student to an enrolment in each of the short courses.
  • Another way to use a voucher could be to sell one to a company for 20 enrolments in a particular course, as they know they have 20 staff they wish to send along over the course of the year. As the staff enrol, they redeem an enrolment from the voucher one by one, giving them the freedom of selecting an advertised class from your schedule that fits around their commitments (but not the freedom to use the voucher to enrol in any other type of course). Or perhaps they all enrol in a custom class you have created just for them, but are responsible for completing the online enrolment process and filling out their contact details and AVETMISS responses, so you don’t need to do the data entry from paper forms.
  • Each voucher has a unique identifying code and an expiry period (set by you) and can be used in multiple transactions until it’s total value has been redeemed or it has expired. Vouchers can also been locked to send the redemption invoice to a nominated individual and can be edited to change the ‘invoice to’ and expiry date after sale.
  • Products:
  • Products, like textbooks, mugs, Certificate re-prints, and other fixed charge items can now be created in onCourse and sold during the enrollment process in the office or online.
  • Selling memberships:
  • Memberships can now be sold during the online enrolment process, along with products and vouchers.
  • MINOR FEATURES:
  • Western Australia specific reporting:
  • The West Australian RAPT and CQR exports are now implemented.
  • Additional WA only options have been added to the class delivery mode options, enrolment concession options and outcome status options to meet this requirement.
  • The RAPT export format is available in the list of AVETMISS 7 options in the File > Import/Export window, class cogwheel or enrolment cogwheel.
  • The CQR export format is available from the Certificate list cogwheel.
  • VET FEE HELP:
  • The first round of User Interface features for VET FEE HELP functionality has been added to onCourse. In the student AVETMISS record, class VET tab, and enrolment FEE-HELP tab additional fields have be added to record information that relates to VET FEE HELP reporting.
  • In following versions of onCourse, HEPCAT and CHESSN integration will be added.
  • Performance:
  • In this release we continue our work on improving performance over slow networks. A high speed NBN may now never happen, so every bit helps. In particular we compress network streams to get a 30% reduction (roughly) in bandwidth needed. There is a new option in onCourse.cfg to tweak the compression setting.
  • We have also moved the AVETMISS reporting system onto the server, so performance of this export will be dramatically improved (in some cases by a factor of 10).
  • OTHER FEATURES AND FIXES:
  • Quick Enrol:
  • Improvement to contact name clairvoyant look up to improve search behaviour on company names
  • Allow new concessions to be added to existing contacts in Quick Enrol
  • Messaging:
  • Improvement to the send message window, to allow contacts to be manually added to or deleted from the send list
  • Contacts:
  • New attachment types: tutors only, and tutors and enrolled students for attachments available via the onCourse portals
  • Fix to ensure attachments linked to contacts can be opened and viewed from within the contact window
  • Discounts:
  • Improvements to the membership discount relationship window to allow relationships to be edited and viewed
  • Allow classes to be added and deleted to the discount classes tab in a single action (previously, a record save was required between add and delete actions)
  • Course and class records:
  • Increased the field length for the course code from 10 to 32 characters. The course code creates the default URL for a course e.g. www.sttrinians.com.au/course/BCFS. With up to 32 characters now available you can create more SEO relevant URLs e.g. www.sttrinians.com.au/course/computerclassseniors
  • Fix to the display of the class attendance tab, where the final student’s sessions sometimes couldn’t be edited as they were hidden under the scroll bar
  • Fix to the timetable repeating session function so repeating every 2 or 3 days each week, skipping weekends, recreates the first session on the same day of the week as the original session
  • Improvement to class timetable sessions to allow session times of less than 15 minutes
  • Corrected an error in the onCourse calendar tool that in a mySQL database sometimes incorrectly rounded the session time to a few minutes past the selected time
  • Ensure self-paced cancelled classes are included in the cancelled classes filter
  • AVETMISS:
  • Improvement to AVETMISS to better comply with the new or continuing enrolment specifications in the NAT000120. When the course is marked as a full qualification, and the enrolment commenced before the ‘outcomes after’ date specified when running the AVETMISS export, then the value ’4 – continuing enrolment in the qualification or course from a previous year’ is exported. When the course is marked as a full qualification and the enrolment commenced after the ‘outcomes after’ date then the value ’3 – commencing enrolment in the qualification or course’ is exported. For all other enrolments, where the course is not marked as a full qualification, the value ’8 – units of competency or module only enrolment’ is exported. This fix is for both AVETMISS 6.1 & 7.
  • Fix to the NSW DET version of the AVETMISS 7 export to change the fill character for the Booking ID and Course Site ID are zeros instead of spaces.
  • Change to the AVETMISS 7 export to export all non-VET courses with an ISH123 or similar code, to prevent code duplication errors now onCourse allows 32 characters in this field, and AVETMISS allows only 12.
  • Update to the NSW DET Export to meet the March 2014 ePayments Data Extract File Technical Specifications. Changes include always including a qualification reference in the NAT00120 record, even for a short course and recalculating the NAT00130 export to export “Y” to indicate that training in the full qualification was completed successfully but “N” to indicate that the training was successfully completed in a partial qualification, or unsuccessfully completed for a full or partial qualification; or not completed in all UoCs enrolled.
  • Finance:
  • Improvement to the payslips ‘add custom line’ process to allow a description
  • Added payroll reference number to the payslip list view and made the contact name column in the payslip window sortable
  • Credit notes which automatically contra pay invoices, contra the originating invoice in the first instance, an improvement from defaulting to the oldest unpaid invoice
  • Ensure automatically reversed web payments for failed enrolment attempts reverse the originating income account, instead of the default income account
  • Add ‘reverse payment’ cog wheel feature to the payment in window
  • Email templates:
  • ‘Invoice due date’ and ‘Customer reference number’ now an available field to insert into the email template for the Tax Invoice
  • A new XML email template has been added to send the voucher code and redemption information on purchase
  • Reports:
  • Change record sorting for Class Contact List to be alphabetical
  • Sort order for invoice lines now grouped by class code
  • Invoice report now grouped into taxable items i.e. enrolment and product purchases and non-taxable items i.e. gift vouchers and enrolment vouchers
  • Bank process Banking report only shows cash and cheque payment type items
  • Fix to the Class Sign report to print the first session site and room information, rather than the default class site and room info
  • Fix for Statements of Attainment reports to ensure long unit of competency names on the certificate face wrap instead of truncate
  • Ensure rich text such as {blocks} and {image} textile in the course marketing copy is not printed in the Enrolment Confirmation report
  • Fix to the exception that could occur when printing the Trial Balance report, where onCourse gave an error ‘could not materialise value for key ‘accountOpeningCredit’
  • Fix to a range of printed Budget reports to ensure wage expense lines are itemized and included in totals
  • Improvement to the Payslip export to include the fields for the Course-Class code and the tutors payroll number
  • Fix to the Class Hours report to ensure the Student Contact Hours are correctly calculating
  • Ensure the Transaction Summary and Detail reports print the selected date range used to run the report, on the report

New in onCourse 4.1.5 Build 34144 (Feb 18, 2014)

  • This update is only relevant to customers already reporting 2014 data using the new AVETMISS 7 standard. These fixes will also be included in the next major release if you choose not to update at this time.
  • Fix to the AVETMISS 7 NAT0085 export file to export the contact addresses in a parsed format as per the standard requirements
  • Fix to AVETMISS 7 NAT00120 for NSW DET to export Y when enrolment fee exemption is set to ‘Y – Yes’, otherwise export N
  • Fix to AVETMISS 7 NAT00120 for NSW DET to export N as the default for training plan developed, or Y when this option is selected in the enrolment
  • Improve performance for loading Mailing List records and the send message window

New in onCourse 4.1.3 Build 33428 (Dec 17, 2013)

  • Improve calculation of delivery site information, so all virtual sites report the head office/admin site as their training location
  • Remove possible duplicate entries in the NAT00020 file
  • Fix a display issue in the Financial Preferences window which prevents the first three choices from being selectable
  • Fix an issue where certificates that create a record in the NAT00130 file would sometimes not create a corresponding record in the NAT0030 file

New in onCourse 4.1.1 (Dec 17, 2013)

  • Changes:
  • Allow contact records to merge which were failing validation if both records had the same tags applied
  • A specific fix for mySQL database clients which failed to print reports containing more than 2000 records.

New in onCourse 4.1 Build 32107 (Aug 19, 2013)

  • New features:
  • CorporatePass:
  • The CorporatePass feature is designed to be used for training which is paid for by the student’s company or the client’s agency, to allow the student to enrol online without payment, and the invoice to be sent to the nominated company representative for payment.
  • The CorporatePass feature is only available to users with an onCourse enrolment website as they are only used during the online enrolment process. As always, users of the standalone onCourse application can create, and issue, unpaid invoices to third party payers at any time.
  • Printing backgrounds:
  • Although you have always been able to customise the reports in onCourse, you are now able to add your own customisations with greater ease. Just create a PDF file with your letterhead or any other design which will appear behind the reports. When you print a report you are then given an option to upload that PDF and make it a background for your printed report. Once you have done this, the background underlay is available for all users of your onCourse system for any report.
  • This function is especially useful for colleges who wish to create custom Certificates. Using the standard onCourse template and text, you can print a certificate that also includes your logos, college details, borders and images, and NRT and other AQF logos on the background.
  • You can even create a multiple page PDF. The first page will appear behind the first page of your report and the second page will appear behind all subsequent pages. onCourse remembers the last background you used for each type of report and auto selects it next time you print the report.
  • Course relations:
  • Courses can now be linked to other courses. This allows you to create relationships between courses such as between French level 1 and French level 2; or perhaps to lead them from “MYOB for beginners” to “Strategies for small businesses”. On the website these relations will be shown to students as suggestions for other courses they may be interested in. This is a simple marketing device to encourage students to explore the full breadth of what you have to offer even if these choices are in other subject categories on your website.
  • USI and AVETMISS 7:
  • onCourse includes the new USI (Unique Student Identifier) field and capacity to export to the AVETMISS 7 version of the standard, in preparation for reporting requirements which will come into place in January 2014. We export to the AVETMISS 7 national standard, plus the South Australia modified standard. For other states, we’ve taken a guess as to what they want (and it may be almost right) however we await formal documentation from each state for their interpretation of the non-standard standard. This summarises the current state of affairs.
  • Both the 6.1 and 7.0 AVETMISS reporting standards are currently available within onCourse due to transitional reporting requirements.
  • 
The USI field is located on the student contact record AVETMISS tab. Data entered into this field will only export if AVETMISS 7.0 is chosen as the export standard
  • Improvements:
  • Performance:
  • We have spent significant effort in this release to improve network performance and reduce memory usage. This will impact the entire application, but in particular the class edit screen has been a focus of our efforts. You may not notice any difference if you were on a fast local network, but remote connections should see significant improvement. In some cases on a very slow link we observed open the class edit view improve from 30 seconds to 5 seconds.
  • Tagging:
  • Tag groups can now no longer be available to both courses and classes at the same time. This has caused quite a lot of confusion for our users over the years, and the use-case for such a feature is so narrow that we figure it is time to restrict this option to what people mostly want to achieve. Tagging classes should be a pretty rare thing anyway, and if you have a tag group linked to both courses and classes, the class tags will be deleted by this upgrade. In 99.99% of cases that’s what you were probably trying to do. If not, contact us before you run this upgrade.
  • Report improvements:
  • New outcomes export, allowing you to export all students and their outcomes from a selection of classes to CSV format to confirm their outcome status. Report available from File > Import/Export > Export Classes > Class outcomes CSV
  • New Trial Balance report, showing transactional movement in and out of all accounts during the chosen date range period. Report available from Financial > Summary Extracts > Trial Balance
  • Include both Certificate issued and Certificate printed dates on standard onCourse template certificates and transcripts, inclusion of the onCourse student number on the transcript and removal of the embedded logos now they are handled by background printing options
  • Fix to the Discounts by Class report to ensure manual discounts were included in the discount totals, improvements to the way combined discounts are handled by the report, and to ensure non-active enrolments are excluded from the report
  • Invoice report includes customer Purchase Order details in the printed report
  • Improvement to the content of the invoice line title and description for printed invoices – now shows the course and class code and name for the enrolment, plus the name of any discount applied. Note this improvement only applies to new invoices created after upgrade
  • Update Total Discounts report to use a clearer layout and provide more information about percentage take-up of discounts
  • Fix to the layout of the Student Special Needs report which was previously printing one record per page
  • A fix to the total of the Class Invoice Record report to ensure the total only takes the invoice lines relating to the class selected into account
  • Minor improvements:
  • Screen re-size capabilities for attendance window improved
  • In class tutor add window, updated wording from ‘add the selected new tutor to class sessions’ to ‘add selected tutor to all class sessions’ to make the intent of the checkbox clearer
  • Improvement to AVETMISS 80/85 student import process to avoid validation errors
  • Disable the outcome status options 52 RCC granted & 54 RCC not granted as they are no longer valid in AVETMISS. Existing records with these outcomes will retain their status, only new and unset outcomes can not be set to this status.
  • Improvement to the contact window financial tab to identify payments in and out, and payment types
  • Improvement to discount ‘add classes’ user interface, plus the new ability to add classes based on tag group
  • When processing a payment out by credit card, all previous payments in are shown in reverse chronological order to assist with transaction identification
  • Improvement to discount window – now allows addition of classes by tag group, plus simplification of the other ‘add classes’ options
  • Modification of QLD AVETMISS export to allow for the reporting of new Certificate 3 Guarantee Program, including the addition of the new QLD specific outcome status code 65 – Superseded qualification.
  • Fixes from 4.0/4.01:
  • Fix to allow for changes to multiple session session duration, where tutor pay could be set to null and disallow record save. 0min payable time is now the default value when the payable time value is removed
  • Fix of +/- 1c GST rounding issue for Memberships where GST applies
  • Fix of field validation issue for onCourse User accounts which was preventing changes being made to user accounts within onCourse
  • Fix to restore labels to email and mobile phone fields within Quick Enrol contact view
  • Fix to the Concession Types access control option which was disabled in the user interface and couldn’t be applied to a role other than admin
  • Failed credit card payment attempts made post invoice creation (e.g. payments not made during Quick Enrol, when the invoice is created) no longer ask the user if they want to reverse the invoice. Failed credit card payment attempts during Quick Enrol still ask if you want to keep or abandon the invoice.
  • Fix to AVETMISS export to ensure that the fee paid (inclusive of discounts) is reported in the Student Tuition Fee field, instead of the full class fee
  • Fix to the AVETMISS export to ensure that the ‘Not stated’ response for Prior Educational Achievement is reported as a non response (@) in the NAT00080, instead of a Yes (Y), creating a ‘Miscellaneous’ NAT00100 record
  • Disabled the name field for the email templates, to prevent user changes that could stop templates being sent for default events
  • A fix to the training plan feature to ensure units removed at the course level (when allowed, prior to any enrolment) are also removed in the class training plan

New in onCourse 4.0.1 Build 24164 (Mar 25, 2013)

  • Changes:
  • Ensure that students enrolled in module only enrolments are reported as enrolling and working towards a qualification (note for non QLD users, the opposite applies in other states – module only enrolments report with no links to a parent qualification, as the student has not indicated their intent to enrol in, and complete, a full qualification).
  • Note that this does not comply with Queensland Department of Education’s own published guidelines, however they insist on this reporting change.

New in onCourse 4.0 Build 23839 (Feb 28, 2013)

  • Major features:
  • Self paced delivery:
  • Flexible delivery classes can now be defined. This is useful for online classes where students might have a maximum time to complete the class (say 6 months) but there is no start or end date. These classes can be assigned to virtual sites, but do not have a timetable i.e. no fixed meeting pattern.
  • Instead, the start date is taken as the time of enrolment and the end date is start date plus time to complete. These classes also display on the website available for online enrolment in a slightly different format, showing the words ‘self paced’ and the approximate hours of duration. These classes can also be assigned to the new ‘virtual sites’ which are sites without a physical location. You could define multiple virtual sites like online, Recognition of Prior Learning (RPL) or correspondence to assign classes to.
  • Training plans:
  • The addition of training plans at the class level allows onCourse VET program managers to schedule the delivery of the embedded course units over the delivery period of the class. This allows outcome based reporting to funding bodies which shows accurate commencement and completion dates for each unit of competency, and improved AQTF evidence collection showing which trainers/assessors are responsible for the delivery of which units across a clustered unit or whole qualification class.
  • In the class timetable, for each session, each unit of competency that is applied from the parent course can be checked or unchecked for delivery. The mapping of the tutors and units for each session can be printed in a comprehensive Training Plan report that can be provided to class participants, employers and teaching staff to ensure all stakeholders have access to detailed information about their scheduled class sessions.
  • For AVETMISS reporting purposes, the start and end date for each student’s outcome will be inherited from the training plan rather than just the start and end date of the class period.
  • Java 7, OSX 10.8 and Windows 8:
  • Certified these platforms for general use. The client and server applications are now cryptographically signed for both OSX (Gatekeeper) and Windows, removing some warning dialogs that used to appear. We’ve also done some work to ensure Java 7 behaves itself and onCourse looks good in Windows 8. Well, as good as it is ever going to look given that Microsoft has achieved new levels of ugly for all the bits outside our onCourse windows. :-)
  • Performance:
  • Tweaked knobs and introduced new threads (internal parallel processes) to make the whole application more responsive. This is especially noticeable if you have several millions records in your database or are running over slow links between the client and server. More improvements will be coming in future releases, but this release has improved things in quite a number of areas.
  • Other features:
  • Certificate and VET record management improvements:
  • Improve Certificate editing rules, so unprinted certificates can be edited e.g. units added or removed, while printed certificates are immutable.
  • Display revoked Certificates in a light grey font, like cancelled classes
  • Added a ‘Create Certificates’ option to the enrolment window to create certificate records based on the outcomes linked to a particular enrolment
  • Improve display of Qualification and Module data by showing additional Name/Code data from the record when using clairvoyance searching
  • Make all columns in outcomes list sortable
  • AVETMISS improvements:
  • Changed the way the NAT00120 commencing course identifier is calculated. Now, enrolments will only be set as commencing (3) if the course they are linked to is flagged as a full qualification. All other enrolments will be set as module only (8). Previously, commencing enrolments were set on any course linked to a qualification record. For most clients, this will result in reporting less commencing students and improve subsequent completion rates.
  • Altered the AVETMISS standard export to include the NSW outcome of 66 Did Not Start, instead of converting it to a nationally valid 40 Withdrawn. This change is specifically for Community Colleges reporting though OLiV.
  • Improved the export of the NAT00130 data to ensure that record end dates exported to not exceed the exporting period (if set)
  • Finance improvements:
  • Major change to the layout of the contact Financial tab. All invoices and payments are now shown in a single panel, fixed into date order and showing a running balance total in the final column. This improves clarity of the debtors balance outstanding and also prevents any failed transactions being added into the contact totals.
  • Use a credit note to contra pay another outstanding invoice for the same contact via the invoice cog wheel function. This will balance a credit note against an outstanding invoice to reduce the balance outstanding
  • Display credit card payer name in the payment in window
  • New CSV export option for class budgets from the classes table
  • Allow tutor wage rate to be set to $0.00
  • Allow payable time to be set to greater than the session duration
  • Sort payslip window records by created date by default, so the newest records show at the top of the list
  • Improvement to the invoice CSV export file to include additional fields and more useful data for manual reporting options
  • Add Business Number field to company contacts
  • Waiting list improvements:
  • Enrol students on waiting list directly into the next available class using the cogwheel function. This also removes them from the waiting list.
  • New CSV export option from wait list table
  • Discount improvements:
  • Added active and inactive filters to discount window to automatically hide discounts which have expired
  • Improvement to the wording in the concession window to differentiate between concession types available for self service online, and those that are only visible online to students whose records already have the concession details populated
  • Add function to allow discounts to be accessed via the website or only via enrolments processed through the office
  • Add ability to suppress the display of discount fees in the online advertising to hide ‘internal’ discounts like staff pricing
  • Add core filters for active and inactive to membership products
  • Added validation to discounts so all discounts must be linked to 1 or more classes
  • Added display information to discounts with expiry dates, to display expiry date in hover on website
  • Printing and Reports:
  • Print preview. All reports open first in preview mode using your PDF reader. If you are on Windows, make sure you have Acrobat Reader installed. OSX users already have a PDF viewer as part of their operating system. Once the PDF opens you have the choice of printing to a printer, sending by email, uploading, and more. Plus you get more control over printing: colour, black and white, double sided, resizing, etc.
  • Reporting printing windows have been updated to an improved layout. Each report now includes a descriptive summary of the reports purpose and content, visible in the window when you have clicked on the report name in the print dialog.
  • New liability report available from the enrolments menu, showing the breakdown of the outstanding liability held on each enrolment (enrolment fee component not yet posted to the defined income account), grouped by class and sorted by start date.
  • Class start and end date added to ‘Budget Summary by Class’ report
  • Reports listed within print dialogue box of a given window now display in alphabetical order.
  • Banking report now includes payments out in addition to the payment in data
  • Fix to the layout of the class sign report to allow for very long class names and printing of absolute dates instead of relative dates
  • Other improvements:
  • Allow course lookup in class by code or name
  • Added link to onCourse EULA from splash screen (About onCourse)
  • Allow attachments to be set as public, private or students. Public attachments appear in the marketing content of the website, student attachments will only appear via the student portal (to be implemented) and private attachments never are visible on the web.
  • Show disabled courses in list view in light grey font, enabled but not visible on web in mid grey font, and enabled and visible online in normal black font
  • Improved filters in enrolment window to now show under core filters, current, cancelled, completed and other enrolments
  • Moved the File > Preferences > General Preferences > Export tab list to it’s own window, like reports, now available via File > Preferences > Exports
  • Allow keyboard arrow keys to be used to scroll between list items e.g. timetable sessions
  • Improvement to the re-send email process for enrolment confirmations and invoices to notify the user when the email sending fails because the contact does not have a valid email address on file
  • When a class or enrolment is cancelled, a template email and SMS message is generated and opened in a new window for the list of affected students, to notify them that their class is not proceeding as scheduled. You can modify the message contents or remove people from the list before proceeding to send it.
  • Unsubscribe option for emails sent using the mailing list feature. If the contact clicks the unsubscribe link in the bottom of the email, they will have the mailing list tag removed from their contact record.
  • Improved error message for course deletion which is not allowed due to related records (classes or waiting lists)
  • Ability to edit the CMS has been added as a checkbox within the User edit view of onCourse. This will mean that Colleges are no longer reliant on ish to grant CMS access to staff, as they can now manage this themselves. Login credentials for CMS and onCourse will be the same.
  • Automatic detection of mismatched onCourse client and server versions with a prompt to download the correct client version automatically.
  • Added ‘VET Course’ query option to class advanced query list
  • Fixes:
  • Fix for Assessment Outcome Report to prevent duplicate columns printing for each unit code
  • Improved validation for the manual addition of units of competency to an outcome
  • Fixed student details report to show the concession type and concession number details
  • Improved user interface messages for AVETMISS exporting exceptions
  • Ensure XML and brochure exports round GST amounts to the nearest 5 cents
  • Merge note fields from both records in the ‘merge contacts’ process
  • ‘Is offered’ option in the unit of competency and qualification had been disabled for selection. These fields are now enabled again for users to restrict onCourse to their scope of qualifications and units.
  • Improve the user interface in the private booking option to auto-create the next available class code and to calculate class fees either GST inclusive or exclusive
  • Enforce unique names for tags with a tag group
  • Improvements to timetable resource collision detection performance to confirm new allocation availability before record is saved. This has improved the speed of opening the class page and adding new sessions.
  • xls and docx file extensions were not being recognised for attachments added to onCourse for download on the web. This is now fixed along with many other file extensions.
  • Fixed issue whereby fixed income budget line item would initially reset to show per enrolment calculation if you adjusted the projected and maximum enrolment numbers within the budget tab of the Class. Fixed income budget line item now remains as entered when you adjust enrolment numbers.
  • Closed loophole whereby you could record a payment in entry despite initial payment attempt being ‘in_transaction’. System now prevents operator from recording a payment in entry until the ‘in_transaction’ status is resolved.
  • Adjustment made to which date is shown for CC payment within the context of a Payment Out refund via Credit Card. Whereas previously the system would display the originating CC payment date as the date of settlement, this has now been adjusted to show date paid.
  • Improved validation in Qualification Certificate record, so any certificate marked as a Qualification has to be linked to a nationally recognised qualification to save, where a Statement of Attainment can be optionally linked to a nationally recognised qualification
  • Improved validation for deleting or removing mandatory tags from records and show better user messages when a tag has been set as mandatory
  • Fix to the onCourse preferences set print logo setting which was not allowing some images to be assigned
  • Prevent non-enrolment process failed payment attempts from creating an automatic credit note to reverse the invoice

New in onCourse 4.0 RC1 (Nov 27, 2012)

  • Online classes:
  • Flexible delivery classes can now be defined. This is useful for online classes where students might have a maximum time to complete the class (say 6 months) but there is no start or end date. Instead, the start date is taken as the time of enrolment and the end is six months later (unless you define other completion dates for specific outcomes).
  • Training plans:
  • The addition of training plans at the class level allows onCourse VET program managers to schedule the delivery of the embedded course units over the delivery period of the class. This allows outcome based reporting to funding bodies which shows accurate commencement and completion dates for each unit of competency, and improved AQTF evidence collection showing which trainers/assessors are responsible for the delivery of which units across a clustered unit or whole qualification class.
  • In the class timetable, for each session, each unit of competency that is applied from the parent course can be checked or unchecked for delivery. The mapping of the tutors and units for each session can be printed in a comprehensive Training Plan report that can be provided to class participants, employers and teaching staff to ensure all stakeholders have access to detailed information about their scheduled class sessions.
  • For AVETMISS reporting purposes, the start and end date for each student’s outcome will be inherited from the training plan rather than just the start and end date of the class period.
  • Performance:
  • Tweaked knobs and introduced new threads (internal parallel processes) to make the whole application more responsive. This is especially noticeable if you have several millions records in your database or are running over slow links between the client and server. More improvements will be coming in future releases, but this release has improved things in quite a number of areas.
  • Certificate and VET record management improvements:
  • Improve Certificate editing rules, so unprinted certificates can be edited e.g. units added or removed, while printed certificates are immutable.
  • Display revoked Certificates in a light grey font, like cancelled classes
  • Added a ‘Create Certificates’ option to the enrolment window to create certificate records based on the outcomes linked to a particular enrolment
  • Improve display of Qualification and Module data by showing additional Name/Code data from the record when using clairvoyance searching
  • Make all columns in outcomes list sortable
  • AVETMISS improvements:
  • Changed the way the NAT00120 commencing course identifier is calculated. Now, enrolments will only be set as commencing (3) if the course they are linked to is flagged as a full qualification. All other enrolments will be set as module only (8). Previously, commencing enrolments were set on any course linked to a qualification record. For most clients, this will result in reporting less commencing students and improve subsequent completion rates.
  • Finance improvements:
  • Major change to the layout of the contact Financial tab. All invoices and payments are now shown in a single panel, fixed into date order and showing a running balance total in the final column. This improves clarity of the debtors balance outstanding and also prevents any failed transactions being added into the contact totals.
  • Use a credit note to contra pay another outstanding invoice for the same contact via the invoice cog wheel function. This will balance a credit note against an outstanding invoice to reduce the balance outstanding
  • Display credit card payer name in the payment in window
  • New CSV export option for class budgets from the classes table
  • Allow tutor wage rate to be set to $0.00
  • Allow payable time to be set to greater than the session duration
  • Sort payslip window records by created date by default, so the newest records show at the top of the list
  • Improvement to the invoice CSV export file to include additional fields and more useful data for manual reporting options
  • Add Business Number field to company contacts
  • Waiting list improvements:
  • Enrol students on waiting list directly into the next available class using the cogwheel function. This also removes them from the waiting list.
  • New CSV export option from wait list table
  • Discount improvements:
  • Added active and inactive filters to discount window to automatically hide discounts which have expired
  • Improvement to the wording in the concession window to differentiate between concession types available for self service online, and those that are only visible online to students whose records already have the concession details populated
  • Add function to allow discounts to be accessed via the website or only via enrolments processed through the office
  • Add ability to suppress the display of discount fees in the online advertising to hide ‘internal’ discounts like staff pricing
  • Add core filters for active and inactive to membership products
  • Added validation to discounts so all discounts must be linked to 1 or more classes
  • Printing and Reports:
  • Print preview. All reports open first in preview mode using your PDF reader. If you are on Windows, make sure you have Acrobat Reader installed. OSX users already have a PDF viewer as part of their operating system. Once the PDF opens you have the choice of printing to a printer, sending by email, uploading, and more. Plus you get more control over printing: colour, black and white, double sided, resizing, etc.
  • Reporting printing windows have been updated to an improved layout. Each report now includes a descriptive summary of the reports purpose and content, visible in the window when you have clicked on the report name in the print dialog.
  • New liability report available from the enrolments menu, showing the breakdown of the outstanding liability held on each enrolment (enrolment fee component not yet posted to the defined income account), grouped by class and sorted by start date.
  • Class start and end date added to ‘Budget Summary by Class’ report
  • Reports listed within print dialogue box of a given window now display in alphabetical order.
  • Other improvements:
  • Allow course lookup in class by code or name
  • Added link to onCourse EULA from splash screen (About onCourse)
  • Allow attachments to be set as public, private or students. Public attachments appear in the marketing content of the website, student attachments will only appear via the student portal (to be implemented) and private attachments never are visible on the web.
  • Show disabled courses in list view in light grey font, enabled but not visible on web in mid grey font, and enabled and visible online in normal black font
  • Improved filters in enrolment window to now show under core filters, current, cancelled, completed and other enrolments
  • Moved the File > Preferences > General Preferences > Export tab list to it’s own window, like reports, now available via File > Preferences > Exports
  • Allow keyboard arrow keys to be used to scroll between list items e.g. timetable sessions
  • Improvement to the re-send email process for enrolment confirmations and invoices to notify the user when the email sending fails because the contact does not have a valid email address on file
  • Automatic wording and send lists for an email and SMS messages are generated for cancelled enrolments or classes, to notify students their class is not proceeding as scheduled.
  • Unsubscribe option for emails sent using the mailing list feature. If the contact clicks the unsubscribe link in the bottom of the email, they will have the mailing list tag removed from their contact record.
  • Improved error message for course deletion which is not allowed due to related records (classes or waiting lists)
  • Ability to edit the CMS has been added as a checkbox within the User edit view of onCourse. This will mean that Colleges are no longer reliant on ish to grant CMS access to staff, as they can now manage this themselves. Login credentials for CMS and onCourse will be the same.
  • Fixes:
  • Fix for Assessment Outcome Report to prevent duplicate columns printing for each unit code
  • Improved validation for the manual addition of units of competency to an outcome
  • Fixed student details report to show the concession type and concession number details
  • Improved user interface messages for AVETMISS exporting exceptions
  • Ensure XML and brochure exports round GST amounts to the nearest 5 cents
  • Merge note fields from both records in the ‘merge contacts’ process
  • ‘Is offered’ option in the unit of competency and qualification had been disabled for selection. These fields are now enabled again for users to restrict onCourse to their scope of qualifications and units.
  • Improve the user interface in the private booking option to auto-create the next available class code and to calculate class fees either GST inclusive or exclusive
  • Enforce unique names for tags with a tag group
  • Improvements to timetable resource collision detection performance to confirm new allocation availability before record is saved. This has improved the speed of opening the class page and adding new sessions.
  • xls and docx file extensions were not being recognised for attachements added to onCourse for download on the web. This is now fixed along with many other file extensions.
  • Fixed issue whereby fixed income budget line item would initially reset to show per enrolment calculation if you adjusted the projected and maximum enrolment numbers within the budget tab of the Class. Fixed income budget line item now remains as entered when you adjust enrolment numbers.
  • Closed loophole whereby you could record a payment in entry despite initial payment attempt being ‘in_transaction’. System now prevents operator from recording a payment in entry until the ‘in_transaction’ status is resolved.
  • Adjustment made to which date is shown for CC payment within the context of a Payment Out refund via Credit Card. Whereas previously the system would display the originating CC payment date as the date of settlement, this has now been adjusted to show date paid.

New in onCourse 3.0.2 (Aug 24, 2012)

  • User interface improvements:
  • Remove empty tutor wage record from budget when class is duplicated and “assign the same tutors..” option is not selected
  • Improvement to the visual layout of the Quick Enrol window to ensure the delete record icon doesn’t get hidden behind the scroll bar
  • Class budget now deduct manual discounts from the total income
  • After removing the entire class timetable, the class start and end dates would be retained. Now they are removed.
  • Added ability to query on enrolment or invoice source fields
  • Increased default server permgen memory from 64 Mb to 256 Mb to prevent out of memory errors when running complex data exports
  • Report improvements:
  • Sales Report fixed to print all records on a single page
  • The class CSV export has been fixed to only count active enrolments
  • Improve the Transaction Detail report to show the account name on every page, the contact reference name for every invoice and payment in record and correct the page by page account totals to always show the account total.
  • Fix the transaction detail and summary report to show the data of transactions to the COS Discounts given account
  • Added new Transaction CSV and XML export options
  • Fixed Discounts by Class and Total Discount reports to exclude GST for discount fee income reported
  • Transaction record improvements:
  • Display the deferred income journal method in cases where the college had not explicitly chosen a setting. If you have not selected a Post prepaid fees option in the financial preferences, the applicable income for each class will be posted every session to your chosen income accounts. See the Deferred Income chapter in the user manual
  • Fix to transaction record details to balance GL transaction account debits and credits where default account options had not been selected by the college
  • Invoice transactions in the general ledger would sometimes be posted at midnight instead of the correct time of day
  • Added server start up trigger to transfer pre-paid fees in advance liability to the designated income account, for college who shut down their server overnight. The standard process is for this job to run at 12.30am.
  • Tagging improvements:
  • Improvements to tagging and filter results when multiple entity types are tagged with the same tag
  • Removed advanced search options “Not tagged with” and “Not tagged with (or parent of this tag)” and added “tagged with (including children)” as part of the re-factoring to tag filters and searches to improve the return of accurate cross table results
  • Improvement to the filter user interface in the sidebar options of every window. Now tag filter groups can be collapsed and hidden from view.
  • New feature: Tag groups for courses and classes are shown twice as filter options in the contact window, once for filtering students enrolled in, and a second time to filter for tutors teaching classes that are tagged with that tag option.
  • Show tag long name inside onCourse user interface list views. Only use short name for URL generation.

New in onCourse 3.0.1 (Jun 29, 2012)

  • Fixes:
  • Improvements to the backup process to ensure only one backup is running each day
  • Fix to the saved search function to ensure correct results are returned in subsequent searches
  • Do not attempt to send confirmation emails or invoices from Quick Enrol when email preferences have not been set
  • Report improvements:
  • Class roll – single session didn’t excluded cancelled students. Corrected to only print enrolments which are active.
  • Fixed total on Class Invoice Record report to equal sum of column instead of class fee x total enrolments
  • Updated all Budget Reports (Budget Details by Class, Budget Details by Subject, Budget Summary by Subject, Budget Summary by Class) to match layout and details of updated onCourse class budget feature.
  • Fixed pagination for Transaction Summary, Waiting List Report, Class Funding Report, Class Hours, Class Tutor list, Payment In, Debtors and Creditors Report, Discounts by Class to correct single line per page printing
  • Fixed missing content for report Student Special Needs

New in onCourse 3.0 (Jun 23, 2012)

  • Major features:
  • Dashboard - The onCourse dashboard has been implemented. This shows a graphical representation of recent enrolment and financial activity for an ‘at a glance’ view of your college’s business activities
Budget - New layout has been implemented for the class budget tab to provide more and clearer information about actual and budgeted income and expenses. In particular a whole new mechanism has been implemented to estimate the dollar value of discounts given away. The fields for enrolment minimum, maximum and projected which were previously located on the general tab, have been moved to the budget tab to improve the layout and now show for all budgeted items a comparison between the income and expenses for maximum, projected and actual columns.
AVTEMISS - AVETMISS export options have been updated to meet the AVETMISS 6.1 requirements including the addition of the Specific Program Identifier field in the NAT00120 and the capacity to automatically set outcome status 90 for all outcomes not yet set during the export process
Deferred income - Rather than posting income to the general ledger at the time of enrolment, fees are posted to a “pre-paid fees” liability account in the onCourse GL. This is then journalled over to income as the class delivery occurs, giving you a much better view of actual income measured against delivery. This is particularly significant when you take enrolments in batches (eg at the start of term) and delivery stretches out over several months.

  • Minimum requirements:
  • onCourse 3.0 increases some of the minimum requirements.
  • If you are running MS-SQL Server as the database backend, you need to be running version 2008 or better.
  • Java 6 is now required as a minimum. This means that some older G4 Macs which cannot run Java 6 are now excluded.
  • Other features:
  • Automatically send email confirmations and invoices to contacts through Quick Enrol, where an email address has been provided. User options are now limited to selecting to print or not print at the end of the enrolment process.
  • Automatically remove students from a waiting list once they have enrolled in a class from the course they were wait listed
  • Allow onCourse administrative users to change their own passwords
  • When processing a refund, automatically create a zero dollar payment with a special type/status of “CONTRA” which matches the invoice to the credit note. Note that it may not pay 100% of the invoice since the refund could be for less than the total.
  • Change the message in the enrolment status column of the enrolment window to show that the student has completed the course. If the enrolment is active, it will now display ‘complete’ when the end date of the enrolment has passed.
  • Allow tagging on rooms
  • Display list of certificate records issued to a student in their student enrolment tab
  • Add country field to site records
  • Add timezone field to site records, to correctly display class times on websites when crossing timezones e.g. daylight savings. This will be important if you have delivery locations in multiple timezones.
  • New advanced search option for contacts to located contacts ‘with concession type’
  • Allow for $0 tutor wage to be set
  • New options to export payslip to CSV and XML formats
  • Added tutors list and enrolment count to classes CSV export
  • Allow invoice due date to be edited after invoice creation
  • Allow editing of invoice billing address after invoice creation
  • When creating a class, allow the parent course to be found by course code search
  • Apply alphabetical sorting of rooms in timetable creation drop down menus
  • Allow refunding of administration fees to a different general ledger account than the enrolment fees
  • Created a new payment type called ‘other’ to use for payments that are neither cash, credit card, cheque or EFT
  • Emails can be larger than 32kB
  • Added totals to the financial sections of the students record, to see at a glance the outstanding balance of a student’s account and updated layout of payment in/payment out data to make transaction information clearer
  • Addition of a Student Transcript Report to provide to students mid-enrolment and advise them of all their current outcome statuses
  • Added sold/max and male/female subtotals totals to Class by Subject report
  • Addition of class defaults to the general preferences tab to set default enrolment minimum and maximum, delivery mode and national funding sources for all new classes created
  • Fixes:
  • Prevent the use of “/” character within tag names as it adversely effects automatic URL generation
  • Prevent record exception when tutor is deleted and then re-added to a class
  • Override rounding of GST amounts in full class fees where fees would previously round up or down 1c or 2c from the whole dollar.
  • Removed ‘offer automatically’ option in discount window. All discounts are always offered automatically when a promotional code is not required and the client otherwise meets the set discount requirements.
  • Allow outcome statuses 81 and 82 as valid options for setting VET unit of competency outcomes.
  • Corrected advanced query options in enrolment window so you can search for enrolments in classes which start or finish in a specific date range
  • Fixed class duplication process where sites and rooms weren’t being carried forward when this option was selected
  • Correctly display per unit costs in the budget summary with the correct per unit label
  • Set all traineeship courses as full qualification courses by default
  • Correct display of inherited outcome delivery mode e.g. now displays mode set in class, instead of not set, when the outcome hasn’t had it’s delivery mode overridden locally
  • Improvement to timetable session editing to ensure only the session in focus has the time or date change applied
  • Validation fixed for setting VET outcome statuses of RPL or RCC type, allowing delivery mode to be set as NA (90)
  • Fix tax preferences default to allow no GST as a default option
  • Retain marked attendance records even if an enrolment is cancelled
  • Do not delete outcome records that have been used to create certificates even if an enrolment if cancelled
  • Accurate tag search results when searching across records with multiple tag types
  • Recognition of more attachment types, allowing files to be later exported out of onCourse
  • Prevent auto export of outcome 81 for outcomes where units were added to the student record post enrolment
  • Changed the label in enrolment record from Fee Paid to Fee Charged to clarify that the payer has been invoiced this amount for the enrolment, but may not have paid for the enrolment in full
  • Improve processing speed and efficiency for running exports. Efficiency gain shows that exporting 1000 records now reduced down to 1 to 2 minutes, improvement aids the export of larger data sets

New in onCourse 2.1.13 (Jun 4, 2012)

  • A minor bug fix release which has only one change in it.
  • Upgraded the jetty server library to 7.6.3 to order to avoid some issues with serving SSL connections.
  • The problem manifested very rarely and if you aren’t having trouble with the server stopping unexpectedly, then you will get no benefit from this release.

New in onCourse 2.1.12 (Apr 3, 2012)

  • Improvements to website replication process that caused some types of edge case enrolments and payments to fail within onCourse
  • Improvements to payment confirmation process to prevent in transaction enrolment and payment states
  • Updates to student details replication to include additional address data (state) in student portal

New in onCourse 2.1.11 (Feb 9, 2012)

  • Bug fixes:
  • During NAT20 export the default country code was wrong, now correctly showing Australia. This only affected sites which did not have an explicit country set.
  • Significant improvements to the synchronisation of data between website and onCourse including attendances and outcomes, contact phone numbers and postcodes, notes field for waiting lists and more.
  • Preventing rare scenario where contact and/or student record could be duplicated when synchronising data to the website
  • Wide range of improvements to the synchronisation of enrolment data with the website. Fixed issues with enrolments not updating their ‘in transaction’ status
  • Refunding enrolment after entering wrong credit card details could lead to application freeze.
  • Enrolments not linked to any invoice are now correctly opening in edit view
  • Fixed an issue upgrading onCourse 1.7 to 2.1.11 when using a MS-SQL database and particular types of data
  • Minor formatting and display fixes in cancelled classes printed report
  • While compiling a new printed report possible error messages shown are more meaningful to the user

New in onCourse 2.1.10 (Jan 5, 2012)

  • Since onCourse 2.1.0 the Qualification selected in Course could change to a different qualification. In reality, this did not happen often which is why it hasn’t been seen until now. The only real impact is typically related to AVETMISS exports.
  • Allowed creating Courses with Unit of Competency but no Qualification
  • Invoices created in Quick Enrol should be linked to the Account derived from Class. Fixed problem where this Account could change to the default account defined in preferences.
  • Added field ‘Country’ in the Site user interface
  • In NAT0020 export default country is Australia
  • ‘Credit note’ heading appeared in overpaid Invoice, when printed. ‘Invoice’ heading appeared on overpaid Credit Note, when printed.
  • Tutors were missing when upgrading onCourse. This only affects customers upgrading from 1.7 to 2.x who are using an MS-SQL database
  • Reduced onCourse memory footprint during upgrade process from 1.7

New in onCourse 2.1.9 (Dec 12, 2011)

  • Bug fixes:
  • Failed and ‘in transaction’ enrolments should not be able to be refunded.
  • Setting ‘is Offered’ and ‘reportable hours’ for qualifications would sometimes be reset
  • Sending lots of tags to the website at once sometimes did not work.
  • Mailing lists were not updating on the website
  • A successful enrolment/payment could sometimes report as failed in onCourse.
  • Display of class budgeted income, was not accounting for some costs
  • Upgrading onCourse from 1.7 version to 2.1.8 might fail due to some data upgrades.
  • Attendance would sometimes fail to update on the website, meaning that the skillsOnCourse portal would be missing some students in the class roll.
  • Some outcome records would not update on the website
  • Preferences window layout was visually ugly when credit card payments are enabled
  • Rolling over a class potentially resulted in start/end dates one day out for 2012, due to improper handling of daylight savings and leap year.
  • Reduced memory usage for some data upgrades
  • Enrolment last modification timestamp was not recorded properly in the database.
  • Changing Courses and Classes subject tags did not apply correctly to the website
  • Class notes duplicate outside of class box in some instances

New in onCourse 2.1.8 (Nov 9, 2011)

  • Improved performance of Quick Enrol dramatically for colleges with over 100,000 contacts
  • Payment out and payment in CSV exports were missing some columns in the output file. This is fixed.
  • When you print multiple reports together, some pages after the first page did not start on a new page with a proper header.
  • The certificates for vet classes with no qualification specified are now created correctly.
  • Fixed display of the date of message sent date in the contact edit screen.
  • Fixed Headings incorrectly placed on Banking Report.
  • Fixed tutor details report not fully rendering resume.

New in onCourse 2.1.7 (Sep 20, 2011)

  • Improvements:
  • For the NAT00085 AVETMISS exports we previously added a field to onCourse called “title”, so this will now export any data you have entered in the title field in the NAT00085 file. We have also added a rule that will export Mr where gender = male and Ms where gender = female if no title has been entered. Only students without a gender or title will still export blank titles for AVETMISS purposes. This is particularly important in Tasmania where they have a special validation rule for this which no other state does.
  • Changed the VET course validation rules to allow courses to be created with units of competency but no reference to a qualification. This will allow the creation of Skill Set courses. In addition, the new style templates for Statements of Attainment allow you to reference a skills set by adding ‘public notes’ to the certificate face. Customers with custom templates may want to review their certificate options in light of this new AQF requirement.
  • Release of 64bit Windows Service Application, to take full advantage of RAM availabilities in high intensity environments
  • Major fixes:
  • Errors relating to tutor wages and tax amounts, preventing class duplication, adding new wage lines to budgets and merging contacts have been resolved
  • Data upgrade to amount owing for invoices to resolve problems with user interface showing an incorrect balance that may conflict with printed report amounts
  • Fixed a race condition that stops large message lists from building in a timely manner. This was preventing high volume messages from being created.
  • Fixed an issue with the display not updating when email messages had been sent successfully, resulting in messages showing queued status even after successful sending
  • Exporting to CSV would sometimes fail due with problematic data.
  • Fixed validation problems where units could be deleted or changed in a student record, but changes would revert on save and record re-open. Units can again be successfully deleted or modified from the student enrolment record as required.
  • Minor fixes:
  • Corrected use of class core filters running in combination with tag record filters, to show expected results. Selecting cancelled classes was not correctly populating results.
  • Fixed results for subject filters in tutors list to mean ‘tutors teaching classes linked to courses tagged with…’
  • Fixed bug that allowed you to open a dialog within a dialog (class > enrolment > outcome > add) but not let you save changes. Dialog within dialog opening is now prevented, records can be accessed and modified via other methods.
  • Postcodes in the North Territory would export to AVETMISS 85 as three digits rather than four.
  • Enabled ability for users to deleted unprinted certificate records. Printed certificates can not be deleted for auditing purposes.
  • Ensure file extensions are correctly rendered even when user preferences have disabled system wide file extension display
  • Other changes:
  • Show only classes currently running or running in the future by default in Quick Enrol
  • Display cancelled classes scheduled currently or in the future by default in Quick Enrol
  • Reports:
  • Date and time selectors have been added to financial reports for Transaction Summary, Transaction Detail, Payment In, Banking Report & Reconcile Report to allow for more accurate and specific ranges to be selected on report generation
  • New Report: Cancelled Classes Count, available from the class window. This report sums all the enrolments that existed prior to cancelling the class and the income that was received. This report will assist with the management of future class scheduling and accountability of programming staff.
  • Statement report corrected to show all entries sorted by date order
  • Traineeship Training plan report fixed and will print successfully
  • Print invoice balances have been corrected to show negative balances for credit notes
  • Improved layouts and summary data of the Sales Report and Sales by Course Location reports
  • Improved layouts and added tutors to the Classes Report
  • Added printed date range information to Transaction Summary report to meet financial audit requirements
  • Allow printing of Transaction Summary and Detail reports from both the Accounts and Transactions windows
  • Improvements to Invoice and Credit Note layout with better headings and suppression of payment advice information where there is a $0 balance outstanding
  • Fixed word wrapping in Enrolment Confirmation for long site and room names
  • Added tutor name to Classes List report
  • Correct data for start and end dates in Class Tutor List report

New in onCourse 2.1.6 (Jul 19, 2011)

  • A number of bugs have been fixed and a few features added, particularly with regard to the way the onCourse Server starts up.
  • Made the server startup clearer for users and when a problem occurs, a dialog will tell you what is wrong.
  • Holding Shift down during startup to select a different data file has gone away: instead the server will prompt you for the data file you wish to open every time it starts up.

New in onCourse 2.1.5a (Jun 28, 2011)

  • A very minor release which corrects a race condition between two threads when uploading attendance records to an onCourse website. This could result in certain records not being updated because they were 'stuck behind' the attendance. For users without an onCourse website, this upgrade will not make any difference.

New in onCourse 2.1.5 (Jun 14, 2011)

  • Major fixes:
  • Symptom: when sending large numbers of emails in one go, multiple copies could be delivered to the recipients. The threshold for what constitutes a ‘large number of emails’ will differ depending on the speed of your onCourse Server hardware and the speed of your mail server. We expect this to vary between 25 (remote slow mail server) and 2000 (local good quality mail server).
  • Details: A mail processing thread wakes up every minute to deliver emails created within the onCourse system. This queuing mechanism was created so that your onCourse server could be shut down, your mail server be offline or your internet connection down, and when services are restored all queued emails are sent without missing any emails.
  • However, if the number of emails to be sent was large, the sending of those emails would not complete within one minute and a second thread would wake up to start sending emails to the queue. In itself this would not be a problem since the first thread would be marking emails as ‘delivered’ and saving that status to the database as soon as each email is sent. However the first thread already had loaded the list of emails into memory, so when the second thread started to pass the first one with regard to which record it was trying to send (as it would since it had less work to do) it would then started sending emails that the first thread would shortly also deliver to. This would then deliver duplicates to some of the recipients in the original list. Since email sending wakes up for delivery once a minute, the problem would only occur if email delivery took more than one minute. If email delivery continued into the third minute, then some users might get 1 email, others 2 and others 3.
  • Corrected this problem in two ways:
  • only one email sending thread is created at a time, even if it takes a long time to finish running. This in itself is sufficient to fix the problem.
  • each email to be sent is refetched (in batches of 25) before sending, to recheck that its status hasn’t already changed to sent. This will limit the problem to at most 25 emails which will usually be sent within one minute. This was done to ensure that even if some future issue allows multiple threads to run at once we have another way to limit the problem.
  • Minor fixes:
  • Further improvements to data upgrade scripts for MySQL and Microsoft SQL backends

New in onCourse 2.1.4 (Jun 9, 2011)

  • Important fixes:
  • Some problems were introduced in 2.1.2 which prevented some parts of the onCourse Web from being updated after changes in onCourse. This is now fixed.
  • In an attempt to fix the advanced search on tags, 2.1.3 broke search on subject tags in the class list view. This is now fixed. Searching on more than one tag at once in the advanced search still has problems and the fix is targeted for 2.1.5 in the next few weeks. This issue has proven more complex than we hoped.
  • Some users running MS-SQL and MySQL back end databases had troubled upgrading past 2.1.1. This fixes the problem.

New in onCourse 2.1.3 (Jun 3, 2011)

  • Important fixes:
  • wages calculations with added oncost are now correct
  • oncosts are editable again for all class budget entries
  • access to users list and editing is now following the permissions
  • whitespace characters do not corrupt xml export
  • removed duplicate lines from xml export
  • during startup the data file location is handled in a better way, avoiding problems with spaces in the path
  • server application and service shutdown now does not fail
  • Minor fixes:
  • Documentation updated
  • in some cases user interface widows with tabs were displaying incorrectly
  • next/previous buttons don’t disappear for users with view access rights
  • copy/paste works again in clairvoyance/quick search text fields
  • when creating new certificate some modules were not available, fixed
  • searching on Course status is fixed
  • xml export does not include not relevant related records
  • Important notes:
  • the wage records which do not inherit the oncost from tutor role have to be re-created or edited to include the oncost. All new wages are working properly.

New in onCourse 2.1.2 (May 24, 2011)

  • Improvements:
  • Speed and responsiveness of the client and server application improved
  • Exporting AVETMISS from classes now allows you to filter outcomes by date range
  • Server startup is now much faster
  • Added AVETMISS field: “Still at school” to student window
  • Added new contact fields: title and honorific (eg. “Dr” and “B.Sc”)
  • Added ‘Do not report for AVETMISS’ field to classes to always suppress all related records from any type of AVETMISS export
  • Added choice about assigning same classes and rooms during class duplication process
  • Added additional fields to Certificate window list view and advanced search options to improve user interface, including full qualification identifier, certificate number, date created and date printed
  • Important fixes:
  • Certain dollar amounts for classes would not be rounded correctly, meaning they could be several cents away from the desired amount
  • Budget tab calculations would sometimes not update onscreen in response to other changes even when the values in the database were correct
  • Many improvements to the timetabling feature: visual display, behaviour of entry fields, speed improvements
  • Server startup, upgrade and reference data import has been made more reliable
  • Printed report templates are now properly updating when new versions of reports are released by ish
  • Sometimes reference data was not updating properly. This has been fixed.
  • Incorrect class venue was shown on website where class venue was different to the Course venue
  • Minor fixes:
  • College name and administration site now always visible on the client dashboard
  • Outcome can now be edited from student screen
  • Improved messaging (email, sms, post) interface
  • Reduced size of data file by detecting and avoiding duplicate attachment files
  • Innodb is now the default for mysql. This only affects users creating new databases.
  • fixed AVETIMISS export issues, mainly for QLD
  • fixed NSW DET AVETMISS export length to meet the change in standard requirements
  • minor adjustments to user interface layout and size
  • Fixed ability to revoke incorrectly issued VET Certificates
  • Re-enabled ability to create new concession types
  • Re-enabled ability to delete attachments from records
  • Allow sales of $0 memberships
  • Automatically assign the outcome of 81 to VET flagged courses during AVETMISS export, if not set to another value by the user
  • Allow edit of global unavailability rules
  • Improved implementation of access rights with timetable editor interface
  • Allow sort by student name in enrolment window
  • Reports:
  • Fixed all financial reports where $ displayed as ?
  • Added new report ‘Class Information’, like enrolment confirmation but without student particulars
  • Added new report ‘Sales by Course Location’, groups enrolments within data range by class site and shows number of enrolments and total fees paid for each class
  • Added discount column to ‘Class Invoice Report’
  • Fixed printing options for ‘Deposit Banking Report’ and added totals to the footer of the report
  • Enabled printing of the ‘Transaction Summary and Detail Reports’ from the transaction window
  • Suppress printing of tutor details in ‘Enrolment Confirmation Report’ when the tutor is not marked as being in publicity
  • Added the student name and invoice number to Transaction Detail report to improve reconciliation
  • Suppress display of cancelled class sessions in Room Details report
  • Display website label and enrolment count for Sales Report where enrolments are processed online
  • Fixed wrapping for long Unit of Competency names in Certificate Transcripts
  • Improved layout of ‘class roll – contact no’ report
  • Suppress printing of unsuccessful units on Statement of Attainment, but ensure they print on student transcripts with results (for standard and customised reports)
  • Fixed sorting of the ‘Budgets’ report and added a new report ‘Budget Summary’ to only show totals by subject tag grouping
  • Important notes:
  • Searching on tags in advanced search has been removed for this release. It has a number of problems which are still unresolved and need extensive work. They will return in a future release.

New in onCourse 2.1 (Apr 4, 2011)

  • New features:
  • AVETMISS: Add additional field and change to export to meet 2011 NSW APL requirements. ‘Training plan developed’ field added to enrolment window.
  • Message controller: GUI refresh to show in a single list users receiving email, SMS or post, including manual deselect options and ability to open list view of un-contactable students.
  • Messaging improvement: Add ‘including people who are emailed’ to postal option. Allow users not to post marketing material to people who have been emailed.
  • Private booking: Auto populate class fee, account code and GST status from last instance of class, auto populate next available class code and auto populate the enrolment for all students in the quick enrol instance.
  • Tutors: Added Legal name option to differ payroll from publicity
  • Outcome list: display unit National code column
  • Enrolment list: Add date column to Enrolment list view
  • Database constraints: added a range of protection in the back end database to prevent null and corrupt or broken records
  • Copy & paste list view records into excel. Run your desired query, highlight the records you want in the list window and copy. Open excel to paste records.
  • New reports:
  • Sales by Course location. Available from the enrolments menu, groups sales for onCourse software users by their administrative location. Useful for calculating sales commissions.
  • Room Details Report. Available from room menu, shows all sessions running in a room in a given date range, including details of the tutor(s) assigned and no. of enrolments.
  • Class Timetable Report. Available from the class menu. Shows all sessions for a given range of classes in a specified date range. Useful for providing detailed timetables for students or tutors enrolled in multiple classes at once.
  • Class invoice record. Available from the class menu. Shows the related invoices for all students enrolled in a given class and the payment status of those invoices.
  • Single session class roll: Available from the class menu. Designed for sessions where the students are required to sign the roll and return the completed roll to the administrative centre after each class session.
  • Important fixes:
  • Timetable display: fixed instances where timetable display would not show the tutor name or venue as selected
  • Greatly improved tags and timetables component speed for editing
  • Fixed tutor window where some record edits prevented save
  • Improved sending speed large volumes of messages (email/SMS/post)
  • Tags: couldn’t save records were tag type was defined as mandatory. Mandatory tags now allowed again.
  • Tags: unexpected results were displayed when tags applied to multiple record types. Expected results now display.
  • Payment out: Certain user settings prevented contact record credit notes loading into payment out window so a refund could be processed.
  • Report fixed: Invoice: Total invoice amounts incorrectly calculated to $0
  • Report fixed: Class tutor reports: Shows class date range again in report
  • Minor fixes:
  • Label “Per hour” budget cost -> Per unit”
  • Fix class cog -> select ‘create certificates’ – print dialogue to display correct options for VET certificates and non-VET certificates of attendance
  • Add better exception handling and user messages for server start up fail
  • Enrolment confirmation: remove details from the enrolment confirmation when ‘in publicity’ is unchecked
  • AVETMISS: Training Contract ID and Training Contract Client ID validation, if one field is completed, the other must be also.
  • Could not send messages to contacts marked as companies
  • Custom filters by active enrolments didn’t return expected results. Query fixed.
  • Enrolments all search for students enrolled in multiple classes didn’t return expected results. Query fixed.
  • ‘Display only sessions for current classes’ check box in Timetable tab of Contact window did not function as intended
  • Display enrolled class sessions in students timetable
  • Course status ‘enabled and visible online’ did not always properly update the database values correctly, making the course unavailable in quick enrol
  • Prevent total message failure where bad contact validation stops email sending
  • Reverted quick enrol to open into class enrolment option first, instead of contact details
  • Windows 7 & Vista incorrectly reported that onCourse was not correctly installed due to lack of registry changes

New in onCourse 2.0.4 (Feb 3, 2011)

  • Fixed performance problem in the timetable view when there are a large number of sessions in the database
  • Fixed a problem sending SMS which could cause them to be sent multiple times if you also happened to update a waiting list item. This only affects onCourse customers who have a website or SMS sending facility.

New in onCourse 2.0.3 (Jan 13, 2011)

  • fixed error which could sometimes occur when creating ConcessionType
  • fixed error which occured under certain conditions while validating tags (tag not multiple, but not mandatory). This would result in other records linked to those tags which would not save

New in onCourse 2.0.2 (Jan 13, 2011)

  • massive performance improvement inside the Quick Enrol window, particularly with regard to autocomplete.
  • fixed code which prevented creating new students/certificates or invoices in a blank new database
  • Don’t export qualification to the 030 AVETMISS if the outcome has no module (it is a pretend course)
  • Export 81 if course has no modules, not if it just isn’t VET flagged.
  • Export the admin site if we used it in the 120 file, even if that was just used as a default site
  • Don’t export 130 AVETMISS file records if any of the outcomes for the enrolment are past the export end date
  • Don’t export certificates which are revoked or deleted in the 130 file

New in onCourse 2.0 RC2 (Nov 29, 2010)

  • A few bugs fixed and improvements around the upgrade process. A couple of customers with slightly odd data had trouble upgrading, so this has fixed all their issues.

New in onCourse 2.0 RC1 (Nov 16, 2010)

  • Lots of issues were resolved in this last testing and fixing cycle, most notably with private bookings and reporting.

New in onCourse 2.0 Beta 13 (Nov 8, 2010)

  • AVETMISS fixes:
  • End date filter corrected – when exporting from the file menu, outcomes or classes with end dates after the collection period were being suppressed from export. Classes or outcomes that start in the date range are now exported, regardless of their end date (this did not affect exports from the cog wheel)
  • Hours attended field not correctly filled – the VIC & QLD hours attended field for withdrawn students was exporting left aligned numbers instead of right aligned. Field now correctly filled with 0 e.g. 12 now exports as 0012
  • Cancelled students exporting – when exporting classes from the cog wheel, students whose enrolment had been cancelled were exporting in the NAT00080 & NAT00085 files. Now only details of current students are exported.
  • Outcome end date calculation – changes to the timetabling system was defaulting b12 end dates to 7 days after the start date. Class end date now correctly calculated.
  • Enrolment failed to create outcomes – changes to enrolment code was preventing VET enrolments from correctly creating all outcomes in the student’s record. This fix corrects new and historical data.
  • Non-VET enrolments can’t have outcome set – all non VET outcomes were displaying null in the user interface. Can now select 81 or 82 again.
  • Reports:
  • Class by Subject Report – changes to budgeting had caused this report to print null data.
  • Profit and loss – this report updated to two new versions with more data and sorting – now called the Transaction Summary (same as old profit and loss) and Transaction Detail.
  • Invoice from Quick Enrol fails to generate data – invoice report now fixed to correctly call data from QE.
  • Debtors and Creditors report – missing invoice values in where their were multiple outstanding invoices for a single debtor. Now displaying all invoice values across the aged debtors columns.
  • New Report: Class by Venue – same data as the Class by Subject report, but grouped by class site.
  • Timetable:
  • Fill room with first room by default when a class site is selected
  • Budgets:
  • Total class profit recalculated incorrectly on record save
  • Income/Expense type per student contact hour updated to calculate correctly
  • ‘Per timetabled hour’ rate displayed incorrectly in budget line as ‘per hour’
  • Budget line “per sessions” total incorrect, even though summary total was correct
  • Other:
  • An unaltered class record promoted the user to save changes on record close
  • Private booking – two identical records appeared in the class select list where only one was required
  • Error on searching on notes with ‘is’ option corrected
  • Advanced search: ‘Tagged with’ drop down options did not draw wide enough on the sheet to be readable
  • Quick Enrol: Error message where no email settings were found required two clicks to close window
  • Class filter tag showing unexpected (un-tagged) results

New in onCourse 2.0 Beta 11 (Oct 1, 2010)

  • 931 Payroll export produces empty files
  • 3289 Problem with enrolments ALL search (issue has existed since 1.0)
  • 3798 Tags not appearing in Advanced Find (specific to certain data for one college)
  • 5788 Class: Timetable tab does not fit ‘Create session’ button (cosmetic)
  • 6789 Student: After printing student details screen becomes blank (cosmetic and not reproducible yet)
  • 6806 Student: Enrolment tab, system shows status as null (cosmetic)
  • 6993 Timetable: Saving class without creating sessions

New in onCourse 2.0 Beta 8 (Aug 18, 2010)

  • 443 view only roles don't behave as expected
  • 549 Honour default windows printer on windows
  • 1532 provide update for onCourse to fix historical web payments with imbalanced amounts owing
  • 1881 Expiry date pushed to membership with relation incorrect
  • 1896 Tag filtering sometimes wrong
  • 2036 Tickbox behaviour confusing
  • 2059 Membership discount error in Sydney DB copy
  • 2150 Change course web visible status in bulk
  • 2170 Private booking - class code creation
  • 2172 New private booking won't validate
  • 2248 SMS delay issue
  • 2278 Payment in financial record contains extra line
  • 2714 Set rooms for all sessions - migrate and remove default
  • 2884 Victorian AVETMISS compliance
  • 2990 Advanced Find: "Any" option not working for multiple search criteria?
  • 3036 display validation when changing many2many relations
  • 3149 Unable to cancel a sheet when starting edit screen is for a new record.
  • 3383 License keys visual display
  • 3426 AVETMISS - VIC Industry Code (ANZSIC)
  • 3833 list view tag filtering - very slow
  • 3988 Testing Dingo with SCC data
  • 4081 adding custom field does not appear on SCC server
  • 4084 xml import bug
  • 4114 SA AVETMISS requirement
  • 4982 Waiting List sending bulk emails
  • 5243 Preferences set is_global =1 for existing licenses
  • 5404 Duplicate names in Sending Messages Function
  • 5556 onCourse MySQL data upgrade fails
  • 5614 Creating classes without override access for tutor roles
  • 5616 Tutor role
  • 5651 Check ip directive in onCourse.cfg binds correctly
  • 5802 EULA updates
  • 5828 Class Fee: Budget line
  • 5907 Budget: Other income line display error
  • 5936 Request for save data prompt
  • 5972 duplicating class duplicates the fee class cost
  • 5979 QE fails when concession enrolments removed
  • 5985 Warning triangle in QE not applied correctly
  • 6032 Display of class after saving strange
  • 6039 Membership & Discount: System allows saving without entered name
  • 6040 Class: Create session button is active if duration less that payable value
  • 6050 rename payroll to tutor pay
  • 6059 problems with sortOn report property
  • 6061 Class: System recalculates payable into negative
  • 6063 Payment out: Incorrect warning for owed contact
  • 6064 Payment In: Save button stays disabled after uncheck/check action with item to pay line
  • 6074 Cannot create new class - course name clairvoyance broken
  • 6094 No warning on failed enrolment
  • 6096 Invoice: Exception after adding lines
  • 6097 Script the uploading of the onCourse binaries
  • 6101 EULA save creates a blank file
  • 6104 $ sign on report is not appearing correctly
  • 6122 Remove Oracle support
  • 6126 Performance: tagging records in bulk
  • 6143 class duplication fails, class cost orphaned
  • 6144 class duplication fails, thread deadlock
  • 6147 Add State Funding field to class list of searchable fields
  • 6169 high cpu load on server: replication
  • 6171 Reconcile report: error on creating
  • 6172 Deposit Banking report: System shows incorrect symbols instead of $
  • 6176 Class general tab: label typo
  • 6177 Spelling mistake: General Preferences > Messaging
  • 6179 Problem with interaction between advanced search and subject filter
  • 6181 Backup service runs too frequently
  • 6184 Typo Class Screen - "requered" should read "required"
  • 6187 StudentIndustryANZSICCode is int
  • 6188 cleanup: ant + libraries
  • 6190 Next button causes freeze sometimes
  • 6205 Cayenne 3.0.1 upgrade
  • 6212 Splash screen: Login user name and location advice
  • 6217 custom reports not importing
  • 6229 Add wage from budget: Validation error
  • 6231 Class: Tutor Attendance not drawing correctly
  • 6234 Attendance GUI: Set individual session to 'partial attendance'
  • 6235 Approved for payroll duration
  • 6244 Class record load speed
  • 6245 Create sessions load speed
  • 6246 ClassSessionsReport-ACT report throws error on printing all records
  • 6249 Class general tab: Discount fee payable labels
  • 6251 Classes: Class by subject report throws error
  • 6252 circumflex accent prefixing fee amounts in printed reports
  • 6293 Editing existing payment out
  • 6294 class costs have trouble counting sessions
  • 6308 Problem when create new course in brand new db
  • 6325 Payroll: Attendance variables don't effect payroll generation
  • 6327 Payroll: Payslip only calculating one hour of pay per session
  • 6337 npe on course class edit view

New in onCourse 1.7.21 Build 9873 (Jun 2, 2010)

  • The Bug Fix:
  • We resolved a bug where failed and declined payments in and payments out were being recorded against the Trade Debtors account (by default code 11500) and cheque account (default: 11100)
  • Incorrect transactions are removed when onCourse is upgraded to 1.7.21.
  • The amount owing on invoices is not affected by this bug.

New in onCourse 1.7.20 Build 9649 (May 7, 2010)

  • When a class income account differed from the onCourse default, web enrolments would generate invoices which still used the onCourse default. This is now fixed.

New in onCourse 1.7.19 Build 9561 (Apr 19, 2010)

  • Better messages and handling of bad data when importing AVETMISS80/85 files into onCourse.
  • Fixed a problem with the debtors report where the total was not the correct value.
  • Fixed a problem with class duplication where it could freeze onCourse client. The class list does not display progress until the duplication process is complete but all other windows will now be usable.
  • Prevented custom fields from being saved without a name. When they were saved without a name, they would cause contact details to not appear correctly.
  • Fixed a number of problems with students not merging correctly.
  • Class list report enhanced
  • increased width of class code
  • enrollments now totalled
  • Fee with tax displayed
  • Class code, date and time added back to Tutor Class List report
  • Addition of SA AVETMISS flavour to AVETMISS export to allow for SA specific requirements.

New in onCourse 1.7.17 Build 9294 (Feb 25, 2010)

  • Bug fixes:
  • Fixes relating to start and end dates with outcome 70 when exporting a list of classes, which should never happen.
  • Deleted class could be appear and be selected in QE under certain situations
  • Prevented confirmation emails from being sent when the status is unknown (ie waiting for payment gateway to respond)
  • New features:
  • An additional ClassSign report (used for hanging directions/information about a venue)
  • Added QLD additional outcome status 90 to the user interface for AVETMISS reporting

New in onCourse 1.7.16 Build 9207 (Feb 5, 2010)

  • Fixed a bug that was preventing Deposit Banking from completing in certain scenarios.
  • Fixed a bug with find on dates when using the date picker.
  • Fixed a bug which prevented searching on student number
  • Fixed a bug which prevented onCourse server with a MS SQL server backend from upgrading to 1.7.15
  • Number of AVETMISS changes:
  • Fix to AVETMISS proficiency in English when language at home is English or similar language.
  • Purchasing contract schedule should be exported to the AVETMISS 120 file.

New in onCourse 1.7.15 Build 8964 (Dec 10, 2009)

  • Fixed enrolment confirmation reports missing session details.
  • Fixed some formatting that was breaking DET field for AVETMISS. This affected NSW exports only.
  • Fixed a bug with AVETMISS report from the class list would sometimes export no data
  • Fixed a bug that was causing certain reports to show inactive and cancelled enrolments when they should not have been displayed.
  • Fixed a bug that was not allowing the creation of new Contact Relation Types.
  • Icons next to Waiting lists that were meant to open Contacts records when clicked are functioning correctly.
  • Filtering view on Sessions by clicking on the tags in the left pane is fixed.

New in onCourse 1.7.14 Build 8870 (Nov 30, 2009)

  • Features:
  • Re-enables the ability to define via a checkbox whether a discount is automatically applied to users via Quick Enrol. Previously discounts were always automatically applied if the student was eligible to receive that discount.
  • Bug fixes:
  • Fixes a bug where the tag assignments could be relinked to refer to the tag group (e.g., Subjects) if redefining the tag definition.
  • Fixes the export of xml for class prices over $999 (removing comma separators)
  • Fixes mysql binary data storage definitions to allow attachments over 32kB.
  • Fixes a problem where message sending could send multiple emails to some contacts when one or more of the contacts on the list had invalid data. Emails are now sent and tracked individually.
  • Fixes a server-side problem where refunds could fail (the banks would somtimes reuse their tracking numbers).
  • Fixes the contact list view tag filtering for ‘Currently enrolled’ and ‘Currently teaching’
  • Fixes a problem where the quit button in the login window didn’t quit the application.
  • Extensive improvements to the AVETMISS export for State specific export formats in NSW, QLD, Tasmania and (almost) Victoria. You can now export AVETMISS for specific classes in any of these formats.

New in onCourse 1.7.13 Build 8465 (Sep 29, 2009)

  • Fixed a problem with downloading AVETMISS related modules, and qualifications where the records downloaded would reach a certain number and refuse to download more.
  • Fixed a number of server shutdown issues: the server window would not go away and requires a Force Quit in order to quit onCourseServer.
  • Fixed a rare bug in QE where setting the discount value manually in the class selection pane equal to the total value of enrolments would credit the payer 10% of the total when the enrolment was saved.
  • Fixed a problem when trying to import XML import files.
  • Fixed not being able to share saved finds.
  • Enrolment confirmations now correctly display all lines in the address block, instead of just the first line.

New in onCourse 1.7.12 Build 8438 (Sep 17, 2009)

  • Fixed a problem with downloading AVETMISS related modules, and qualifications where the records downloaded would reach a certain number and refuse to download more.
  • Fixed a number of server shutdown issues - the server window would not go away and requires a Force Quit in order to quit onCourseServer.
  • Fixed a rare bug in QE where setting the discount value manually in the class selection pane equal to the total value of enrolments would credit the payer 10% of the total when the enrolment was saved.
  • Fixed a problem when trying to import XML import files.

New in onCourse 1.7.11 Build 8318 (Aug 12, 2009)

  • Fixed bug introduced in 1.7.5 with fee override feature in discount. Discount type was never updated, with all discounts being of ‘percent’ type.
  • Prevented an exception when adding a new contact to QE when previous contact did not have a class selected
  • Resolved the issue where financial preferences could not be opened twice in the same session.
  • Resolved the issue where users with limited access rights to classes could not view the class correctly.
  • Resolved the following issue with the class by subject report:
  • The reported value of maximum places in class was not taken from the maximum places field in class correctly
  • Resolved the issue with the disability report to include the special needs field data from the student table.
  • The merging process no longer exposes the password field for either contact.
  • Improved the quick search field in invoice, enrolment, payments and contact list.
  • Allowed arbitrary account codes to be set by the user.
  • Added validation warning for mandatory tags for existing records.
  • Resolved the issue where tutor names and class codes were displaying incorrectly on the class contact and details report
  • Resolved issue when typing complete class code, if class was full, would auto select a different class
  • Resolved issue where private booking was failing if end date was not specified.
  • Tags are now sorted according to weight & name, which prevents tag groups appearing in random order.
  • Amended message when credit card payment is declined to include two options to either:
  • keep the invoice, charges and enrolments for later payment, or
  • cancel the enrolments and create a credit note so that this transaction is reversed from onCourse
  • The special needs field has been re-added to the Contact edit views.
  • Ensured merging contacts now merge tags correctly.
  • Introduced sort order in contact screen to include sort by lastname, then firstname, rather than only on lastname with firstnames being arbitrary.
  • Fixed validation issue for course field of education.
  • Resolved issue where if a qualification was chosen, it was not possible to enter a field of education that differs from qualification

New in onCourse 1.7.4 Build 8072 (May 25, 2009)

  • Our calendaring plugin is the only closed source library we use and an unfortunate error with the license keys has caused it to expire on midnight of 24 May 2009. This problem is now resolved and an automated test implemented in our system to ensure this cannot happen again. At ish we tend to avoid closed source libraries whenever possible for exactly this reason: we were eventually able to diagnose the problem by decompiling the library and discovering exactly what it was doing, something that is far easier when dealing with open source code libraries. On the other hand, this calendaring plugin is very reliable and gives us the gorgeous interface you see in the calendaring parts of onCourse.
  • Fixed a bug where stepping through a list of elements in clairvoyance would lose the highlight on the typed text
  • Don’t highlight a class when the class is full in QE
  • Fix problem which prevented the removal of concession card types related to discounts for the web site
  • Fix population of invoice line amounts from web site when a discount was applied. The amount would be out by the value of tax on the concession. This only applies to web payments.

New in onCourse 1.7.3 Build 8054 (May 15, 2009)

  • Bug fix release:
  • QE filtering displays current classes initially.
  • Fixed a bug where the enrolment is properly filled in after adding an additional contact in QE.
  • Trying to attach an file with no extension would throw an exception.
  • Fixed a bug which prevented the Class Tutor list from printing.

New in onCourse 1.7.2 Build 8031 (May 8, 2009)

  • Fixed a bug which prevented companies from being created as contacts.
  • Fixed a problem with Tag additon and removal from edit windows not being being displayed until the record was saved and closed.
  • Fixing a problem with removing records from sub records – this was most noticable on removing concession from classes.
  • Fixing a problem with printing reports when the content contains HTML.
  • Fixed a problem that prevented the class listing from showing when sending a confirmation email from QE.
  • Improved replication between website and onCourse.

New in onCourse 1.7.1 Build 8005 (Apr 30, 2009)

  • Fixed a bug where concessions could not be removed from classes.
  • Fixed a bug which could QE to hang after no printing or emailing options were ticked.
  • Searching contacts on postal/sms/email delivery status and opt in/out states fixed.
  • Fixed a bug where banking reports were not marking payments as FAILED correctly.
  • QE show finished classes tickbox works immediately
  • Other Charges in QE now works correctly.
  • Fixed a number of issues where records were not updating to the website.

New in onCourse 1.7 Build 7966 (Apr 23, 2009)

  • Private Booking - This function allows users within the Quick Enrol screen to create a custom class with a room, tutor and cost assigned and then enrol one or more students. You could use this feature to create a private class for a corporate client, to deliver a personalised training program to an individual or small group, or to create a 1-on-1 coaching session. The class can have one or more sessions, with the maximum enrolment set to the number of student(s) you enrol at the time of creation. Once scheduled, the class will be recorded within the database just like your other classes, with enrolments created and entries in the timetables for your students, room and tutors recorded.
  • Scheduling collision detection for resources - Double booked rooms and tutors have warning icons appear next to them on the Calendar view. You can drag and drop the session within the calendar to a different time, that doesn’t conflict with another booking. or you can keep the session double booked, for example if you want to purposely book two classes into a room in case one is cancelled. Along with the Private Booking feature, this would greatly suit our users who often arrange small private sessions.
  • Improved relationship options in Quick Enrol - When using Quick Enrol there are a number of options available to take advantage of relationships.
  • You can set a relationship between contacts and the payer of the enrolment at the time of enrolment. This is useful when enrolling friends together or a when a parent pays for a child’s tuition.
  • If existing relationships have already been set for contacts, we take advantage of this when adding contacts in Quick Enrol.
  • As example if you add a contact that is a parent, the child(ren) will appear as an option when clicking on the “+” icon when choosing to add an additional contact. More information for using this feature is available here
  • Increased speed over the internet
  • We have optimised the communication between client and server to much it much faster over slow links (eg. when using onCourse over an internet link). This, combined with our SSL encryption of the channel, makes onCourse very usable across multiple sites and even wireless links.
  • XML Export - Throughout almost all list views in onCourse a new export feature allows the user to export raw XML data, or data transformed into a wide range of possible options. Because we chose the XSLT technology as a way of transforming the export data, users are able to write their own transforms. You can use an XSL stylesheet to export data as pdf, Word, csv, tab delimited or almost any other data format you can imagine.
  • Server configuration file
  • Allows some useful parameters to be specified for the server such as database location, IP address(es) and ports to listen on. This file will allow onCourse to be more easily customised for those who have unusual requirements on their network when the usual onCourse defaults don’t quite fit.

New in onCourse 1.6.2 Build 7670 (Mar 16, 2009)

  • Fixed: When duplicating a class if the date is not selected using the date picker, the date would of the class would be off by a day.
  • Fixed a bug where importing pdfs would throw an error message.
  • Added year of birth to Class Contact list report.

New in onCourse 1.6.1 Build 7517 (Feb 4, 2009)

  • Bugs squished:
  • Non-admin users with the correct access could not create a credit note.
  • An exception which was preventing onCourse server using an MySQL database from booting up. If you have previously attempted to run a MySQL database with onCourse, please contact us.
  • Duplicating classes meant that it started a day earlier or a day later.
  • Banking payments where not correctly set as banked.
  • When printing banking reports where the print button would not be enabled.
  • $0 payments had incorrect “queued” status.
  • It was not possible to retrieve attachments to courses by saving them to disk.
  • Class Tutor list reports – tutors are now ordered alphabetically by surname.

New in onCourse 1.6 Build 7456 (Jan 20, 2009)

  • Ability to edit student contact details without opening additional windows.
  • Ability to choose from current and past classes for enrolment.
  • Automatic display of course list includes current classes that are full or cancelled so when a student requests a class that is unavailable, you have the information at your fingertips to provide an alternative class.
  • More detail shown in class summary, including number of sessions, number of enrolments, vacancies, tutor, fee and start date.
  • Intuitive user selection in list views, just like other onCourse windows.
  • The ability to duplicate one student’s enrolment for a second student e.g. two friends enrolling together in the same two classes.
  • Visual clues and more use of icons e.g. email and postal settings for confirmations, amount discounted, payments and additional charges.
  • Option to email and/or print tax invoices and confirmations.
  • both tax invoice and enrolment reports are printed now after saving QE (when required).

New in onCourse 1.5.1 (Oct 29, 2008)

  • When creating messages for “post” the exported csv file did not contain any information and messages were being sent by SMS instead of marked as post.
  • Clairvoyance link icons sometimes displayed twice.
  • Fixed replication of gender (male/female) attribute after being updated on the web.

New in onCourse 1.5 (Oct 24, 2008)

  • Contact profile picture feature.
  • Added ldap authorisation as well as authentication. Roles are given to users when the log in from data in the LDAP data source.
  • Prevented phantom changes to the invoice, causing the “there are un-commited changes” dialog to show up
  • Clean up the preference view layout.
  • Changed label for concession name entry to avoid confusion
  • Fixed sheet drawing issues – opening the sheet bigger than a frame does not cause painting grief. now it is positioned in the centre.
  • Fixed a bug where “Send Email” is truncated at the top of the messaging window
  • The database backup service is not available if the database backend in not Derby (default database)
  • Corrected behaviour on record cancelling (or pressing prev/next button) where it was possible to save record without proper permissions using “Keep Changes”
  • Debtors and creditors report improved: added student id column, phone fields made wider, alignment fixed
  • Fixed button spacing on subrecord list
  • Made the screen for adding discounts/promo codes to class more comprehensible
  • Allow searching fields in view on list view by default rather than just last name which is more intuitive.
  • UserListController shouldn’t subclass TaggableListController as SystemUser is not Taggable.
  • Adjusted the minimum size of discount and promocode views, now they both look good in sheet
  • Fixed the link icon, now the implementation allows traversing through the relationships (allowing to display the link on contact relation table for example)
  • Profit and loss for class report breaks down the totals per account.
  • The sheet dialog size is fixed (the spacer between buttons was causing the layout to blow up)
  • Reducing number of times contacts (and their relations) are validated.
  • Optimisations: These two together significantly reduce the time lag for QuickEnrol:
  • queries by utilising local_cache for non-shared contexts.
  • validation calls are reduced by having objects register themselves for validation (and thus if already validated for the ValdationResult not doing so again).
  • Because this code is called so often (7500 times just to press tab in QE), the logger debugs are taking all of 500ms combined. We don’t really need them in production code since the logs they create are a bit overwhelming.
  • Performance improvement for tag validation.
  • Fixed typo in the reconcile screen
  • Re-added room combobox to the session create dialog
  • Removed double call to the validation on selecting contact with clairvoyance on QE
  • Fixed exception when creating session in Course view (the automatic assignment of tutors wont work, since a course does not have relation to tutors)
  • Using common lock for graph-related methods in order to safeguard from deadlocks.
  • Reducing validation for CVV. It should only provide a warning which should not prevent saving of the payment.
  • Frame disposal is posted to the event dispatch thread, this way a collision between two threads (one closing frame one refreshing etc) is avoided.
  • Don’t log user passwords when debugging is set to full
  • Fixed the problem with preference view, the ldap server port preference is an integer.
  • Login: the password is sent as encrypted already, no need to re-encrypt it again on server.
  • Refactor the security filter. This resolves some earlier LDAP issues and also simplifies all the code considerably.
  • Fixed sizing of dialogs, some information was not visible.
  • The payment view in sheet could not be closed, now behaves correctly.
  • Two data upgrades, one fixing a typo in the contact relation table, second setting the default values for ldap
  • Enabling/disabling widgets on the ldap preference tab. Friendly message when ldap licence is off and user tries to enable it.
  • Email from should never be different from reply to email address (for messages sent from onCourse)
  • Fix problem with posix style LDAP accounts.
  • Fixed course class tutor report, was broken after the change in schema which allowed linking many tutors to a class/session.
  • Improved speed of sending emails by batching the process
  • Improved user experience of sending emails by providing visual feedback on progress
  • Improvement in session drawing time by not displaying tutor information
  • Improvement in session colour coding for sessions when grouped by course and displaying over 500 sessions
  • Removed extended info on the session blob in calendar, tradeoff for faster calendar drawing
  • Added “core filter” to the session list
  • Fixed issue where the copy/cut/paste menu items did not work on windows.
  • Enrolment confirmations need the student first/last names as options. (Fixing labels)
  • Fixed problem with module clairvoyance not accepting values.
  • On windows hitting close toolbar button, then answering no does not cause toolbar window to go away.
  • Payment status is set to success when the payment gateway is not contacted.
  • Fixing issue where selecting the datafile would create a new one inside of it.
  • onCourse does not use the system set web proxy on Mac OS X. This fixes the problem with web proxy preventing connecting to server.
  • Removed webpages GUI – webpages are now edited directly on the website.
  • Improved the code forcing repainting of the sheet. This resolves issue with sheet becoming transparent when window looses focus, and also avoids the flickering effect.
  • Catching and munching an exception which does nothing serious. It happens at random when disposing sheet.
  • Fixed see-through effect caused by search field on list view
  • Fixed problem with processing CC payments when gateway is inaccessible (or other generic Internet related problem occurred)
  • Updating the null status enrolments, all enrolments, not only the one with invalid status were set to success
  • Fixed exception raised when opening certain Courses (with qualification which does not define value in isOffered field)
  • Show error message when try to use old server version with newer data file.
  • If an outcome is not classroom based or employment based, then don’t export the attached site.
  • Updating properties to allow obtaining soap stubs from a local instance. Also setting payment testing to true for run targets
  • Fixed validation problem when saving created session records.
  • Course qualification validation was not executed properly in conjunction with preference for reducing the visible qualifications to offered only.
  • Fixed layout glitches in preference view
  • Fixed class cast exception in automatic logout time
  • Do not close dashboard when ESC pressed.
  • Add mandatory custom fields to new object.
  • Clean up all known issues with the HeartBeatThread. This should make it more resilient and the code is now MUCH smaller and simpler to follow.
  • Remove window and buttons decoration, change size and background color.
  • Better error message + updating JavaDoc for setAccountOut
  • the data upgrade is now less automatic, more manual but allows better control over the order of the data updates.
  • Clean up messages when untrusted SSL key is received by client.
  • removed deprecated search option from the class list view (tutor confirmed date). There is another search option which can be used (tutor confirmed on)
  • Contents of the sheet was not drawn when the frame lost focus. Added additional code to force repainting of the frame.
  • Fix for duplicate queued records resolving during dequeuing of onCourse records for replication
  • fixed the exceptions on server startup when the keystore already exists (or entry within the keystore)
  • keystore file name changed.
  • Re-added dialog when cancelling edit
  • Fixed a problem setting the enrolment status when the web gateway is not enabled.
  • Copy, cut and paste buttons on menu work as expected.
  • Fixed a bug when calculating student contact hours
  • Student contact hours calculated more robustly
  • Session edit controller must be invoked in new frame, not in sheet. This matches up with the behaviour of other edit controllers
  • Added search on the class start date
  • Force build to use JDK 1.5 and not 1.6 to help avoid accidentally using Java 6 constructs.
  • Fix 100% CPU load in idle state.
  • Fixes for thrashing heartbeat thread and shutdown hangs.
  • Added dialog that shows that the enrolment confirmations were sent
  • Capturing all exceptions when courseclass duplication fails and displaying a message to the end user
  • Overview calendar colour coding
  • Allowing multiple sort of data for reports
  • Printing the class funding fixed
  • Re-enabled the funding source field in class
  • Added feature to re-send enrolment confirmation
  • Added rollover picture for session toolbar button
  • Added session overview:
  • selecting session in calendar highlights the session in the table + scrolls it to make visible
  • selecting a session in table highlights the session in the calendar + scrolls it to make visible
  • swapped port field and find server button on login screen
  • fixed the icon display in Clairvoyance field
  • Minor improvements to tab names in general preferences.
  • Add date picker for every text field with date.
  • AVETMISS changes:
  • Fix language proficiency in AVETMISS export.
  • Fix Aboriginal export to AVETMISS.
  • Fix suppression of newlines in AVETMISS export and write test case for this problem.
  • Split address across newlines for AVETMISS export.
  • If no additional language spoken at home other than English, then the Australian government doesn’t want to know how well you speak English. Sigh…
  • Fix commencing course identifier export logic.
  • Only export successful enrolments.
  • Courses can have 6 or 4 character field of educations in different circumstances.
  • Prior education and disability choices need to have NONE as a choice.
  • Site name now uppercase.
  • Export only unique records for AVETMISS
  • If street address blank then export ‘NOT PROVIDED’ for AVETMISS.
  • Fix handling of state and postcode when bad data supplied for AVETMISS export.
  • Export @@ for students who didn’t answer language other than English question.
  • Is suburb not supplied then export “NOT PROVIDED”
  • If string longer than desired AVETMISS field, then truncate. Also strip newline, return and tab.
  • Change exported Avetmiss files to use file names required by NCVER.
  • Fixed: avetmiss 120: For outcomes not set, export 00 instead of 0. Space not allowed in the field.
  • “Training Orgainsiation Type Identifier” in NAT00010 updated from release 5 to 6
  • Upper case for the Suburb in site and Course/Qualification name
  • Fixed: “No records should appear in that files unless their is a corresponding enrolment record in the NAT00120” get outcome list from course classes and then get all data (students, sites, qualification, …) from that outcome list.
  • Avoid showing an error which could sometimes occur when shutting down client
  • Simplified SSL certificate handling for the client-server encryption.
  • Fixed error when doubleclicking on tutor in class edit view
  • Fixed fonts when printing certificate.
  • Fixed problems with certificate report page turning.
  • Small tweak which makes sure that any mass edit action can access a frame to allow progress display. (was not working for edit controllers)
  • Fixed problem with creating sessions in ClassEditView
  • Fixed problem with textfield for email url, the formatter was missing.
  • Removed code which was supposed to prevent showing records when an empty tag is checked. it is more complex than it seems.
  • If on list view a checkbox next to a tag is checked and this tag is not found then no records are displayed (cf all records were displayed)
  • “Untag all” action added
  • Improved the enrolment cancellation process
  • Fixed validation message on course field of education field
  • Mass web enable message tweaked when enabling or removing a single class, fixed grammar of action completed message
  • Added a tax field to enrolment/class cancel screen
  • More information about a class is displayed in the combobox on QE
  • Allowed for drag and drop of modules to the list in course
  • Fixed problems with user interface of adding a discount to class
  • The validation on clairvoyance not always set the background
  • Fixed alignment and text on the attendance certificate
  • Disable textfield in ldap tab if there is no license for ldap authentication
  • Added weight to the tags. This will allow users to adjust which order tags are displayed on the website. Ie. Subject categories
  • Fixing conditions for running replication.
  • doesn’t depend on website being licenced (otherwise you can’t update the licence from willow)
  • doesn’t depend on nighttime or weekends (as colleges like tango run classes on weekends and nights)
  • Tweaked the mass editing:
  • showing progress and notification upon completion
  • moved execution to a separate thread – no gui blocking
  • added the mass edit actions to cog wheel
  • Usability improvement for session view, the split between calendar/list of sessions has been pulled higher
  • Adding class location to enrolment confirmations.
  • Display information “student on waitinglist” in contact edit view only if contact is a student.
  • Changed waiting list info on student dialog from central alignment to left alignment
  • Mailing Lists: Bounce processing
  • Outcome enrolment’s invoiceline total price unavailable, throws an exception. The field is only for det export.
  • Cleanup of some bash variables in script, and making windows clients log to a different file to the server
  • Optimization for dataupgrade
  • Added validation for the refund amount when cancelling the enrolment
  • Added ‘fee paid’ to the enrolment list view
  • “network connection lost” during automatic logout was disabled
  • Fixed reported bugs related to automatic logout:
  • If I uncheck the tick box, I still end up getting logged out.
  • If I take the value out of the box, I can’t save the record, even with the checkbox unticked.
  • Allowed search for TutorClasses date confirmed.
  • Tutor name displayed on the class list, sending message to multiple classes does not put the same student multiple times on the list
  • Added “Friend” as available contact relation type
  • Find on Contact list fixed
  • Added labels to student edit view (left bottom) and course edit view for number of students on waiting list.

New in onCourse 1.0.1 (Jul 31, 2008)

  • Fixed a problem which prevented the opening of a list view
  • Fixed the problem with counting places left in the QE, simplified the code
  • Quick search is smarter now accepts ',' and space for contact list, allowing first names to be used again.
  • Avoiding issues with sorting records when printing. still one report does not work (funding)
  • Better information when printing fails.
  • Fixed problem where QE was applying the discount twice.
  • Fixed two things: pressing next/prev is now consistent with opening new view for payment in/out; payment out validation on amount is now correct
  • Fixing queued enrolments (awaiting confirmation) not being picked up for processing
  • Better fixes for NPE that's causing postprocessing to fail
  • List of final statuses was incomplete - and was thus stopping the replication of cancelled/refunded enrolments
  • Improved wording of the error messages caused by exceptions in oncourse-willow communication
  • Fixed another problem with class tutor list report
  • Fixed problem with class tutor list report
  • Greatly simplified Money.getCents code
  • The 1c off bug fixed.
  • Fixing logic for whether payment is success.
  • Ensuring payments with zero dollars are not sent enrolments are not set to corrupted status if payment obtained this status. Enrolments can try again.
  • Fixed problem wih invoice with no queued enrolments but still was picked up for cc processing
  • Windows service runs correctly with external db URIs
  • Ensure firstName, lastName, email addresses are trimmed when setting values
  • Data-upgrade to ensure that firstName, lastName, email fields do not start or end with whitespace
  • Spelling mistake corrected: 'To get into another course of study'
  • Fixed tagging issues where core filters were not always displaying correctly
  • Optimizations in server frame for display of data path / uri
  • Network dabatase uris, to include host, port, database name, user and password

New in onCourse 1.0 (Jun 16, 2008)

  • Access control - Want to lock certain users out of parts of onCourse? Now you can control users� rights to almost every part of the application, down to �view�, �edit�, �create�, �delete� and �print� right levels. For SMS and email, you can even control which users can send up to 50 messages and which can blast your entire customer base with many more. Access control sounds simple to describe, but it has been a big effort to implement and test throughout the whole application.
  • Quick find in lists - It has always been possible to search for records in classes, tutors, courses, rooms, and in fact in any list view within onCourse. That search functionality is still there and even improved, but there is now a quick way to search directly in the list view, select tagged items and restore saved searches.
  • Quicker ways to view related records- We�ve added our goto icon () in more places - as usual clicking on this will open up the related record in a new window. As an example, in the following image, if you click on on the icon(), this will open the student record in a new window.
  • Tagging and Untagging more than one record at once - One of the features that was requested was a means to manage tags in bulk, we�ve included this feature now in our latest release. Assuming that you�ve already created some tags, highlight the records that you�d like to tag and right click the tag on the left. This should give you the option to eitheradd the tag to the highlighted records or remove the tag from the highlighted records.
  • Class budgets - Each class can be allocated a set of costs: fixed, per session, per hour or per enrolment. This allows you to define costs such as room rental per hour, materials costs per student and so on. You can also enter your target enrolments, enter funding arrangements (eg. government contributions) calculate minimum break-even, report on target vs actuals over any period and produce budgets.
  • External backend database choices - MySQL, Microsoft SQL and Oracle are now additional choices for backend database in addition to the existing built-in Derby engine. These new choices allow the system to scale effectively to enterprise level customers, allow for clustered databases and improve server speed, reporting and backup options.
  • AQTF 2007 Competency Completion Quality Indicator export - A new AQTF requirement has been imposed on all RTOs in Australia. onCourse is the first enrolment package to support this new export and does it without requiring any additional work from you.
  • Flexible outcome creation - 99% of the time, an accredited course is built in advance with a qualification and the appropriate units of competancy/modules linked. But sometimes, the actual units taught can vary only after the class has started when a tutor makes decisions based on the competencies of the class. English as a Second Language (eg. CSWE) is often in this category. In this case onCourse now allows for this flexibility, giving you the option to create outcomes individually per enrolment. For example, some students may complete one outcome, while others may engage with, and complete more.

New in onCourse 0.8 build 5867 (Apr 4, 2008)

  • Added phone field to 'Class Roll' report
  • 'Enrolment Confirmation' report now consistantly displays the web description
  • added fields to reports to meet AQF standards - set field blank when RTO code is null in title subreport
  • Allowing search on course web visible
  • Export classes now saves output as UTF-8 rather than just pretending it is UTF-8.
  • Enrolment confirmations are now only sent once to each one student enrolling.
  • Payment types and statuses in Payment view once again display as strings instead of numbers.
  • Server icon should have server cog wheel in dock (MAC OS X fix)
  • Fixed the issue where if the payment (in or out) was $0 and not matching two (or more) invoices which added up to zero would not be accepted by validation
  • Fixed minimum size of the sheet when editing/creating Certifcate which prevented it from being usable
  • When a contact is a company, the full name is derived from the company name, not first/last name. This change fixes a bug in the Indesign export.
  • Fixed problem with node short name when upgrading from oncourse 0.7
  • Newly created taxonomies are allowing multiple tags and are not required.
  • Fixed enrolment confirmation report header showing 'null' when address line1 is empty in Avetmiss Preferences
  • Tag groups: "Next" and "Previous" button now work correctly
  • Allowing search on invoice customer reference in Invoice list
  • PaymentIn and PaymentOut validation added: the assigned amount must equal to the payment amount.
  • Fixed a problem which preventing printing class rolls when the site's suburb was not set.
  • Updated calendar to deal with daylight savings information.
  • Fixed a bug which was causing newly created or updated records to not display correctly, until client was restarted.
  • Fixed a problem which prevent contacts from being merged.

New in onCourse 0.8 Beta 3 Build 5676 (Feb 22, 2008)

  • Improved memory usage and caching which reduces memory footprint of the server considerably. This has proved very successful for a college with 150,000 records in their database.
  • The upgrade process in beta 2 was sometimes failing when upgrading from 0.7
  • Each system user now has a email field which will tie into future features and notifications. This can be set by going to Preferences -> User
  • When viewing a tutor record where list of classes being taught by the tutor were not displaying correctly
  • Improvements to default views to improve performance with large numbers of records
  • Student window: lists currently enrolled students
  • Tutor window: lists tutors currently teaching classes
  • Currency symbol ignored the locale settings and always used $ in emails
  • Deleted sessions were still appearing in the calendar
  • Enrolment confirmation emails sometimes not sent out
  • Improved visibility split pane on Sessions on Windows platform - this split pane separates the timetable view from the list of sessions on the bottom. Prior to this fix, the split pane icon could not be seen easily.
  • Further improvements to importing from external systems via xml
  • Opening invoice window or creating a new invoice could hang the onCourse client
  • Improved the appearance of printed certificates
  • Profit and Loss reports for classes were not displaying balances correctly