0. Work Based Training – SELMA Integration Overview

The WBT Integration is a subscription-based feature for Work Based Training providers only.

The articles on this section of the SELMA Resource Centre walk you through every step needed to report real learners via the WBT API to DXP Ngā Kete, from the integration setup, curriculum design, compliance configuration, student and enrolment reporting, training agreements and training plans. Each section builds on the last, so you can follow them in order and know that nothing is missing.

Each step must be correctly completed before the next will work. All syncs are real-time via the WBT API. In summary, here’s an overview of the steps to setting up Work Based Training in SELMA:

Integration → Programme → Components → Organisation → Student → Training Agreement → Intake → Enrolment → Training Plan → Visits → Report Unit Standards and Qualifications.

Step 1 — Configure the WBT Integration

Refer to WBT Integration Setup

Step 2 — Set Up the Programme

Create a Programme under Curriculum (follow standard Programme creation steps).
On the Programme tab, fill in the Approval Date and Expiry Date.
On the NZ Compliance tab:
- Set Return Type to WBT — this reveals the Work Based Training card.
- Link an Active NZQA Qualification to the programme.
Fill in all WBT fields on the Work Based Training card (study type codes, mode of delivery, maximum fee, etc.).
Use the Create button on the WBT card to push the programme to DXP Ngā Kete, or Fetch to pull details back from DXP.
- Note: Any change other than Expiry Date or Maximum Fees requires a new Programme Version.

Step 3 — Set Up Components

Create components under Curriculum and map them into the programme.
Each component should have the relevant Unit Standard or Skill Standard number and version.
On the component’s NZ Compliance tab, fill in Course EFTS and any other required compliance fields.
Map the components to the programme — this structure is inherited by intakes and enrolments.

Step 4 — Set Up the Employer Organisation

Create or open the employer Organisation (under Organisations).
On the NZ Compliance tab, fill in all WBT required fields:
- NZ Business Number (13-digit GS1 number)
- Industry Code (ANZSIC)
- NZ Region Code
- NZ Territorial Authority
Ensure the Organisation status is set to Active.

Step 5 — Set Up the Student

Open the student’s profile and navigate to the NZ Compliance tab.
Enable the Work Based Training checkbox — this triggers background validation.
Resolve any validation errors highlighted. Required fields include:
- NSN (numeric), Ethnicity, Disability Status, English as a Second Language status, Last Secondary School, First Tertiary Education Year, Iwi (if Māori).
Save — SELMA will automatically sync the student to DXP Ngā Kete (create or update). A green success pop-up confirms the sync.
Link the employer Organisation to the student:
- Go to Student > Stakeholders, click +Add, and select the Organisation (must be Active).

Step 6 — Create a Training Agreement

The Training Agreement must exist before any enrolment can be created.

Navigate to Student > NZ Compliance tab and scroll to the Training Agreement card.
The agreement draws data from both the student record and the linked employer organisation.
Use the cog/actions button to:
- Create Training Agreement — pushes the agreement to DXP.
- Update Training Agreement — syncs edits (only Signed Date and End Date can be changed).
- Change Training Agreement Status — use “In Grace” for loss of employment/dismissal (holds 42 days before withdrawing).
- Fetch Training Agreement — pulls the current DXP copy back into SELMA.
Multiple Training Agreement contracts can be recorded per student.

Step 7 — Create an Intake

Create an Intake for the WBT programme following standard intake creation steps.
Ensure the intake is linked to the correct programme and has the relevant components and compliance fields configured.

Step 8 — Create an Enrolment

Enrol the student into the programme/intake via the standard enrolment process.
Ensure the correct Funding Source is selected.
Select the Study Type Code. This field must match the Programme Study Type.
Link a Training Agreement to the enrolment.
Navigate to Enrolment > NZ Compliance tab and Create Enrolment in WBT.

Step 9 — Create a Training Plan

Required for NZA enrolments only.

Navigate to Student > NZ Compliance tab and locate the Training Plan card (adjacent to Training Agreement).
The student must have a current, valid NZA enrolment in WBT before a Training Plan can be created.
Use the cog icon to:
- Create TP — pushes the Training Plan to DXP. The Signed Date must be on or after the Training Agreement Signed Date.
- Update TP — pushes edits to DXP.
- Fetch TP — pulls the DXP copy back into SELMA.
The Training Plan can also be created directly from the Enrolment page, where you can set the signed date (defaulting to the enrolment start date if left blank).

Step 10 — Create Training Plan Visits

Navigate to the Enrolment > Events tab.
Create a new event and select Training Plan Visit as the type.
Enter the details and Save. SELMA sends this to WBT in the background. You’ll see a Pending → Success / Error notification status.

Step 11 — Report Unit Standards and Qualifications

Once students complete unit standards or qualifications as part of their WBT enrolment, you must report these achievements to NZQA within two months of completion.

Report Unit Standards (F23)

Prerequisites:

The component has a linked NZQA unit standard.
The enrolment component has a completion date and successful completion code
The enrolment component’s NZ Compliance extension has Exclude from NZQA unchecked.

Steps:

Navigate to Reports > NZQA Reports
Click New > Unit Standard (F23).
Use filters (programme, intake, campus, student) to search and select which students and components to report.
Click Generate Files — SELMA builds the F23 text file.
Download the file and submit it to NZQA via their portal.

Report Qualifications (QE1)