Video System Walkthrough - Registered Training Organisations




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How does a Training Provider assign competencies to multiple cardholders?


This article details how a Training Provider (Registered Training Organisation) can assign competencies to multiple RIW cardholders. 



This instruction applies to the following RIW System User Role: 

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your Training Provider credentials.


Step 2: Assign Competencies to Multiple People

Click on the Competencies tab and then the Assign Competencies to Multiple People shortcut.  Alternatively you can access the same screen via the home screen and the Assign Competencies tab.




Step 3: Locate cardholders

The following Add Competencies screen will display:



Enter the surnameRIW number and date of birth of the first cardholder to award the competency.


Note: the cardholders details must be entered correctly, else the record cannot be located. When located, their details will appear as per below.




Click on the cardholders profile, and then click Add to add them to the Selected People panel on the left of the screen. Repeat the process for each cardholder to add the same competency to.



Note: If you wish to remove a cardholder from the Selected People panel, simply click the red x next to their name and the record will be removed.


Step 4: Award competency

Once all cardholders have been added to the list, you can now select the competency to be assigned to these selected cardholders. Firstly, choose whether a National, Employer or Network competency is to be added by clicking on the relevant tab. In the following example we will add a National competency.


If known, select the Category from the drop down box. If you do not know the category the competency falls under, leave this field to Show All. Next, start typing the name of the competency in the Competency field as shown above. The system will return matching competencies as you begin to type, allowing you to quickly find the correct one. 

Select the required competency from the list presented and add an Award Date from the calendar. If the chosen competency has been defined as having a variable Expiry Date, this will also need to be added. Click Add to award the competency to the selected cardholders.

A confirmation popup will appear, confirming that the competency has been awarded successfully and to whom. If a competency requires mandatory evidence, a warning message will be displayed.



The message will advise that mandatory evidence is required for this competency. For each cardholder, click on the Select Files button and browse the computer to locate the appropriate evidence file for each cardholder. 


NOTE: The maximum file size per piece of evidence is 10mb, and only files with *.jpg, *.jpeg, *.pdf, *.png extensions are permissible.


When all the evidence has been located and uploaded, click the Finish button to upload the evidence files and assign the competency to these cardholders. A confirmation results message will display confirming that the competency has been awarded successfully.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000034330



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Under what circumstances can the ARA make a complaint to ASQA about an RTO?

To maintain the quality and integrity of the Rail Industry Worker Program, the Australasian Railway Association (ARA) reserves the right to make a complaint directly to Australian Skills Quality Authority (ASQA) about an RTO regarding:


  • The quality of training and assessment services being delivered by ASQA-registered providers, and
  • The marketing and advertising practices of registered training organisations (RTOs) and organisations claiming to be RTO’s.

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How does a Training Provider add, edit or delete from their list of assignable competencies?

This article details how to add, edit or delete an assignable competency to the Training Provider (RTO's) scope of delivery.


This instruction applies to the following RIW System User Roles: 

  • Training Provider User

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your RTO / Training Provider credentials.


Step 2: Confirm current assignable competencies 

To view which competencies are currently assigned to the Training Provider for awarding, click on the Assignable Competencies button on the homepage dashboard.



A list of competencies assigned to be delivered will be displayed.



Step 3

To add, edit or delete competencies from Awardable Competencies list, complete a Create/Edit/Delete Competencies (Network Operator, Employer Admin, RTO) Service Request on the RIW website at https://www.riw.net.au/contact-us/request-a-service/, detailing the particulars of the competency to be added, edited or deleted.





Alternatively, you can also submit a service request through the RIW Virtual Assistant located in the bottom right hand corner of the RIW website. You can either click on the below icon on the RIW website, or if you are already in the BOT, please click on the back arrow to return to the main menu.


https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51011694976/original/Koylo2sgSxhZa0Pj7AlLvR2RLfJDWtjISA.png?1611267047

 

Please choose the Service Requests menu item, enter in your contact details and then choose the Competency Management option when prompted. Complete the request and submit for action by the RIW Service Desk.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000136173



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Overview of Training Provider Main Dashboard


When a Training Provider User (Registered Training Organisation) logs into the RIW System, the Main Dashboard will be presented, which provides a range of shortcuts to commonly used functions. 



This instruction applies to the following RIW System User Role:

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Main dashboard

The main dashboard consists of 3 sections which contain shortcuts:


  • My Assignable Competencies
  • People
  • Assign Competencies



Step 3: Shortcut - Assignable Competencies


The Assignable Competencies function provides a list of all the competencies the RTO is approved to award to RIW cardholders. For details on how to add, edit or delete competencies from the list of awardable competencies, please refer to our RIW Knowledge Centre article How does a Training Provider add/edit/delete from their list of assignable competencies?



Step 4: Shortcut - Search for People


Search for People allows the RTO to search for individual cardholders to award competencies. This shortcut is also available on the main People tab. Once a cardholder has been located, individual competencies can be awarded to them by following the instructions in our RIW Knowledge Centre article How does a Training Provider assign a competency to a cardholder?



Please note that all 3 search criteria is required to be completed correctly to accurately search for an individual cardholder, which includes the cardholders surname, RIW number and date of birth.



Step 5: Shortcut - Assign Competencies



The Assign Competencies function enables the Training Provider / RTO to award competencies to more than one cardholder simultaneously. This shortcut is also available from the Competencies tab. For further instructions on how to use this function, please refer to the RIW Knowledge Centre article How does a Training Provider assign competencies to multiple cardholders?




RIW Knowledge Centre Article:

https://support.riw.net.au/support/solutions/articles/51000153507




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How can a Training Provider view their assignable competencies?


This article details how a Training Provider (Registered Training Organisation) can view the competencies assigned to them for delivery.



This instruction applies to the following RIW System User Roles: 

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Assignable Competencies

Click on the Assignable Competencies shortcut on the Main Dashboard.



Step 3: View Assignable Competencies

A list of the competencies that can be awarded by the Training Provider will display.



For more information on how to update assignable competencies, please refer to the RIW Knowledge Centre article How does a Training Provider add, edit or delete from their list of assignable competencies?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153523


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How does a Registered Training Organisation assign a competency to a cardholder?

Registered Training Organisations can award competencies to cardholders direct in the RIW System.  These competencies need to be assigned for awarding in the RIW System prior to awarding to cardholders.  Please refer to the RIW Knowledge Centre article How does a Training Provider add, edit or delete from their list of assignable competencies?


This instruction applies to the following RIW System User Roles:

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: People tab

 

To start the award competencies process, the cardholder profile needs to be found.  Click on the People tab on the top right side of the screen, then click on the Search for People shortcut.


 


Alternately, click on the Search for People shortcut from the main dashboard.



Step 3: Searching for a cardholder

Enter the surname, RIW number and date of birth of the cardholder to be assigned the competency.  Click Search.  The cardholders profile will now display.




Note: All three key pieces of information must be entered correctly to surface the cardholders profile.



Step 3: Cardholder profile

Highlight the cardholder by clicking on their profile and click Award




The next screen will display the selected cardholder’s profile. By default, the first tab on the left hand side menu, Core Details is selected, however, clicking through the tabs will display any existing entries for the selected menu, e.gNational Competencies tab will list all existing National Competencies held by the cardholder selected etc.



Details of Job Roles, Employer Job Roles, Employment History and Medicals can only be viewed.


Note: Cardholder’s who have been blocked from working nationally or on a specific Network is clearly marked in red with Blocks exist for this person. Permissions to add or lift blocks is tightly controlled - only able to be placed by a Network Operator or by the National Rail Industry Cardholder Governance Committee (NRIWGC) via the RIW Service Desk. If you have a query about issuing a competency to a cardholder with a current block, please contact the relevant Network Operator or the RIW Service Desk.



Step 4: Award a competency to a cardholder

To award a competency to the selected cardholder, select the relevant menu, National Competencies, Employer Competencies or Network Based Competencies. The Award Competency screen will be display displayed.  In the following example, a National Competency will be awarded.



First, select the Category. There are two optionsHealth & Safety and Rail. If you do not know the category the competency falls under, leave this field to Show All. Next, start typing the name of the competency in the Competency field as shown above. The system will return matching competencies as you begin to type, allowing you to quickly find the correct one.


Select  the required competency from the list presented and add an Award Date from the calendar. If the chosen competency has been defined as having a variable Expiry Date, this will also need to be added.


If the competency being awarded has been defined as requiring evidence, an Evidence button will display. Click the Select Files button and when prompted.



Choose file to locate the appropriate evidence file on the computer for the cardholder.




Note: The maximum file size per piece of evidence is 10mb and only files with *.jpg *.jpeg *.pdf and *.png extensions are permissible.


To add a second piece of evidence and so on, click the Add Another Evidence File button and repeat the process described above.


Should the piece of evidence be incorrect, click the Remove Evidence File button to remove it, and the last piece of evidence uploaded will be removed.


Click OK when all relevant evidence files have been uploaded to attach the evidence file(s) to the cardholder record.


Step 5: Add the awarded competency

The Award Competency screen will appear.  Complete the awarding of the competency by clicking the Add button.




Step 6: Invalid competencies

If a competency could not be validated, e.g. the cardholder does not have the required medical level, it will not be displayed in the Valid Only list of competencies. Select the Show All radio button and any invalid competencies will also be displayed in red with a , specifying the reason why it is invalid in the Information column.



Competencies may be invalid for several reasons including:

  • The competency may have been manually suspended, (i.e. temporarily or permanently removed from the cardholder);
  • The competency has expired.
  • The cardholder may require a medical level that the cardholder does not currently meet.

 

Once the reason for the invalid status has been corrected, the competency will automatically become valid.

Where appropriate, the Expiry Date for each competency is also shown and will turn red once this date has been reached. It will appear in amber for the three months prior to its expiry.


Once a competency has expired it will remain visible for 12 months following the expiry in the Show All view.

Where a particular competency has been defined such that it can be recertified/renewed, both the initial award date when the competency was first awarded (First Award Date), and the date the competency was recertified (Award Date) will be shown.


Note: A competency can only be extended if the previously held competency is not past its original expiry date. Where a competency is defined as not re-certifiable, or where the existing competency held has already expired, a new record of the competency will be recorded, separate to the one originally awarded.


 To view an uploaded evidence file, click on the appropriate   icon in the Evidence column and the select the file under the View column in the screen displayed.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153732






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How to add, edit or delete a Training Provider User



Registered Training Providers can manage multiple RIW System User accounts.  Training Provider RIW System User accounts can be added, edited and deleted within the RIW System.



This instruction applies to the following RIW System User Roles:

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: My Account tab

Click on My Account tab which can be found at the top right hand side of the screen



Step 3: Manage Colleague Logins shortcut

Click on the Manage Colleague Logins shortcut.



Step 4: Adding an administrator account

Click on the Add button.




Step 5: Create the administrator account

Fill in the new administrator details, noting that all fields marked with a red asterisk are mandatory. Please ensure the email entered is both unique to the user and correct, as an email will be sent automatically to the individual containing their username and a link to set their own password.  When creating a new username, it must be unique and have a maximum of 20 characters.


Select Save when complete.






Make sure that the email address is accurate as this is where the password setting link will be sent.



Step 6: Editing an RIW System User account

Go to Step 4.  Highlight the user requiring amendment and click on the Edit button.




Step 7: Editing details

The Edit Colleagues' Logins box appears.  Amend the appropriate fields as required and click on the Save button when complete.



Note: The username and training provider fields cannot be changed.


The RIW System automatically locks out a Training Provider User if they enter incorrect login details five times.  If an user does become locked out, the Is Locked out? box will be ticked. Simply remove this tick to re-enable their account. This box can also be ticked to disable access for an user if required


Step 8: Deleting an administrator account

Go to Step 4.  Highlight the user required and click on the Delete button.



A confirmation box will appear.  Click OK to confirm.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153855


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What RIW System reports are available to Training Providers (Registered Training Organisations)?


This article details the existing reports available to Training Providers (Registered Training Organisations) in the RIW System



This instruction applies to the following RIW System User Roles: 

  • Training Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Reports tab

Click on the Reports tab which is found at the top right hand of the screen.



Step 3: Existing Reports shortcut

Click on the Existing Reports shortcut.


Step 4: Reports List

A list of existing reports will appear.  Click on the required report. 






Step 5: Competency Award Report for RTO

The Competency Award Report for RTO will surface a list of competencies awards to RIW cardholders by the Training Provider between two specified dates.  To proceed, enter a Competency Award From Date and To Date.  Click on the Run Report button.



Step 6: Report output

The report will surface on screen.  To have the report available as a spreadsheet, click the Export button.  The output of the report will be sent to the user's email address.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153872




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