The WBT Integration is a subscription-based feature for Work Based Training providers only.
Please contact SELMA Support for any enquiries.

In this Section:

• WBT Configuration
• WBT Logs

WBT Configuration

Figure 1i. Navigate to Settings > Integrations

Figure 1ii. Work Based Training

Select the integration: Work Based Training.

Figure 1iii. WBT Configuration

Click the heading “Configuration” to expand the drop-down.

Figure 1iv. Enter Machine Account Details

A successful integration requires a Machine Account that has been enabled with the WBT API permissions in the DXP Ngā Kete.

Enter the relevant credentials in the configuration fields. Click the checkbox next to each field to unlock the input, and save one at a time.

• Endpoint: SELMA team to advise
• Client ID: Machine Account username
• Client Secret: Machine Account password
• Organisation ID: Provider EDUMIS number

Figure 1v. Authenticate and Test Connection

1. Click “Authenticate” to fetch a token to submit to the DXP Ngā Kete.
NOTE: There is a 20 minute expiry time on a newly generated authentication token. Click “Re-authenticate” to generate a new token.

2. Click “Test Connection” to verify that the integration is successful.

WBT Logs

The WBT Integration logs document all associated processes executed in SELMA in the background, such as changes to configuration and responses to data sent to and received from DXP Ngā Kete.

Figure 2. See System Information

Click the purple help icon to see a snippet of the raw data, or click the “Context” button to display the full code. The “Message” column is a translation of the raw data, for quick review of what’s occurred.

In this Section:

Programmes

• Create a Programme
• Edit the Programme

Organisations

• Create an Organisation
• Edit the Organisation
• Link the Organisation to the Student

Create a Programme

Please refer to the steps in Curriculum – Programmes.

Edit the Programme

Figure 2. Navigate to the Programme Tab

Fill in the “Approval Date” and “Expiry Date”.

Figure 3. Navigate to the NZ Compliance Tab

Set “Return type” as “WBT”. This must be done to show the Work Based Training card further down the page (please keep reading to see this).

Figure 4. Set-up a Qualification

Link an “Active” Qualification on the Programme. If you haven’t uploaded Qualifications to SELMA yet please see Compliance – Uploading Units & Qualifications – Importing Qualifications to SELMA.

Figure 5i. WBT Information

Figure 5ii. WBT Programme Actions

The “Create” buttons sends the Programme or Programme Version details within this card to the DXP, while the “Fetch” buttons bring in the Programme or Programme Version details from the DXP to this card.

• NOTE: A new Programme version is needed if you want to change any field other than the “Expiry date” or the “Programme Maximum Fees” under the NZ Compliance card.

Create an Organisation

Please refer to the steps in Organisations – Create and Manage an Organisation

Edit the Organisation

WBT required fields need to be updated on the Organisation under the “NZ Compliance” tab.

The fields required are:

• NZ Business Number – 13 Digit New Zealand Business Number issued by GS1 New Zealand

• Industry Code – Employer Industry Code (ANZSIC) is defined by Statistics New Zealand and identifies the industry the learner is primarily working in.

• NZ Region Code – A code defined by Statistics New Zealand that identifies the Region the Learner’s place of employment is located in.

• NZ Territorial Authority – A code defined by Statistics New Zealand that identifies the Territorial Authority the Learner’s place of employment is located in.

Figure 6i. Navigate to Organisation > NZ Compliance

Fill in all the relevant details under the Work Based Training card.

Link the Organisation to the Student

Figure 6ii. Navigate to Student > Stakeholders

Click the “+Add” button to link an Organisation.

Figure 6ii. Add Required Details and Save

The Organisation Status must be previously set to “Active” to display as an option in the drop-down list of the field “Organisation”.

In this Section:

• Enable Student – DXP Ngā Kete API
• Training Agreement
  • Actions Button
• Training Plans

Enable Student – DXP Ngā Kete API

Figure 1. Navigate to Student > NZ Compliance

Enable the WBT API from the NZ Compliance card, below. This will run validation rules, and error messages will prompt you to fill out required fields that are empty. Hover on the WBT icon on the left hand panel to see the date and timestamp when the Student was last synced to the DXP Ngā Kete (WBT).

Training Agreement

A Training Agreement is the contract between the Student, the Employer and the TEO.

Training Agreement data is sourced from both the Organisation and Student record in SELMA.

• Please first see Work Based Training (WBT) – Programme and Organisation Set-Up and follow the steps to:
  • Edit the Organisation
  • Link the Organisation to the Student

NOTE: You can create multiple Training Agreement Contracts to record in SELMA.

Actions Button 

You can perform four actions using the Training Agreement card on the Student’s NZ Compliance tab:

• Create Training Agreement
  • This uses the WBT API to update the WBT copy with the new Training Agreement details you have added in SELMA
    • The only Training Agreement details that can be changed is the Signed Date and End date.
• Update Training Agreement
  • This uses the WBT API to update the WBT copy with theTraining Agreement details you have edited in SELMA
    • The only Training Agreement details that can be changed is the Signed Date and End date.
• Change Training Agreement Status
  • There are multiple Statuses you can select through this action.
    • NOTE: If you have loss of employment, dismissal or redundancy, the Status “In grace” must be chosen. The WBT will then hold the Training Agreement for a period of 42 days before marking it as “Withdrawn”, and withdrawing the corresponding Enrolment.
• Fetch Training Agreement
  • This updates the Training Agreement in SELMA, with the details in the WBT.

Figure 2. Create, Update and Fetch Training Agreement

You can “Change Training Agreement Status”, however, the status: “In grace” affects the Enrolment status, after a period of 42 days (see above note).

Training Plans

The Training Plan is displayed on the Student profile page, adjacent to the Training Agreement. However, for a Training Plan to be created the Student must have a current, valid NZA Enrolment with the WBT.

NOTE: The Training Plan card is hidden if the Student Return Type is not set as “WBT”.

Figure 3. Navigate to Enrolment > NZ Compliance Tab

Set the Study Type Code to “NZA”, if it is validated with the WBT. This Study Type Code must match that on the Programme level, on the Work Based Training card.

Figure 4. Navigate to Student > Training Plan

Click the cog icon on the top right corner of the “Training Plan” card to select an action:
Create TP (updates the WBT copy with new details), Update TP (updates WBT copy with edited details), Fetch TP (updates SELMA copy with WBT details).

• Intake Compliance
• Enrolment Compliance and Status
  • Completing the Enrolment
  • Training-Plans
  • Off Job Delivery

Intake Compliance

Intakes will inherit the Return Type and Funding Source defined at the Programme level. However, you can still check and edit these fields directly at the Intake level if necessary.

Figure 1. Navigate to Intake > NZ Compliance

Edit the Return Type and Funding Source of the Intake.

Enrolment Compliance and Status

Enrolments will inherit the Return Type and Funding Source defined at the Intake level. However, you can still check and edit these fields directly at the enrolment level if necessary.

Please follow the guidance from the latest version of WBT Data Specification for critical parameters such as Funding Source and Study Type Code.

Important things to note:

• Ensure that Return Type is “WBT” to enable real time data synchronisation.
  
• The Study Type Code of an Enrolment must match the same value set on the Programme level.
  
• Changes to the Training Agreement Status (set at the Student level) will also be displayed on the Enrolment level – refer to image below.
  
• The Enrolment Status (SELMA) is displayed above the Student Training Agreement Status (DXP).
  
• The Enrolment Status is automatically changed to “Withdrawn” if the Training Agreement Status is “In Grace”, and held for more than 42 days.

Figure 2i. Navigate to Enrolment > NZ Compliance

Completing the Enrolment

Before you can mark the Enrolment Status as “Completed”, you must report the Unit Standards to NZQA, manually, which will then sync with the WBT.

• Please refer to NZ Compliance – NZQA Unit Standard Reporting (F23)

Training Plans

All providers who offer apprenticeships to Students require Training Plans.
Training plans cannot be created unless the Enrolment “Study Type Code” is NZA (New Zealand Apprenticeship).

Figure 3. Signed Date

Set the “Signed Date”. This can be the Enrolment Start Date, however, it must be on or after the associated Training Agreement “Signed Date“.

Off Job Delivery

If configured on a Component Level, the “Off Job Delivery” parameters will be inherited by Intake Components and Enrolment Components.

Please read the following steps to verify the Enrolment Component configuration:

Figure 4i. Edit an Enrolment Component

Figure 4ii. Enrolment Component > NZ Compliance Tab

On the NZ Compliance tab, click the pencil icon to edit the Compliance information fields.

Figure 4iii. Select Off Job Delivery

Click the “Off Job Delivery check-box” and select an “Off-Job Delivery Provider”.

If any required fields are left empty, SELMA will highlight the missing fields in red. Add the necessary information to enable the blue “Save” button.

Figure 5. Reporting and Syncing Off Job Delivery

Click the actions button (purple cog icon) to “Auto Sync Off Job Delivery”. This action sends a request to verify that the Enrolment Component exists as “Off Job Delivery” in the WBT. If it does, it updates the WBT details. If it doesn’t, it sends off the data to create a new copy in the WBT.

NOTE:

• The “Report Off Job Delivery” and “Update Off Job Delivery” allows you to achieve the same outcomes as the “Auto Sync”, but manually.
• “Delete Off Job Delivery” removes the Off Job Delivery record from the WBT.