Transitioning to DXP Ngā Kete – Data System Refresh programme

Te whakawhiti ki te DXP Ngā Kete – te hōtaka Tāmata Pūnaha Raraunga

Last updated 20 May 2024
Last updated 20 May 2024

This page contains important information for tertiary education organisations (TEOs) about the transition to DXP Ngā Kete.

DXP Ngā Kete – what’s changing, when and what you need to do

20 May 2024: DXP Ngā Kete is live

Access

What’s changing?

  • New roles will be added to existing Education Sector Login (ESL) user profiles so that users have the access they need in DXP Ngā Kete.
  • Access to Services for Tertiary Organisations (STEO), Industry Training Register (ITR), Workspace 2 and the existing Ngā Kete will continue to be in place as we incrementally transition to DXP Ngā Kete.

What you need to know for transition:

  • 28 March – Roles and Access webinar
  • Mid-May – Access is added to user ESL profiles
  • Mid to end May – Users log in and check / update their user settings (instruction communicated via the DSR Update for Lead Contacts)  
  • Online resources – “How-to” user guides

1 June 2024: Data submissions – commitments and document sharing

What’s changing?

Begin using DXP Ngā Kete to:

  • access and submit 2025 Mixes of Provision (MoPs)
  • access and submit 2025 Educational Performance Indicator Commitments (EPICs), if EPICs are applicable for you
  • use the new MoP templates: Data requirements: Commitments
  • upload and view documents (including all documents relevant to the 2025 Plan/funding round).

Continue to use Workspace 2 for:

  • Other Fund Actuals data submission – until October 2024
  • Fees Free data submissions and Fees Free documents, including the monthly updates that we provide for eligibility and entitlements use – until 2025 (date to be confirmed)
  • Gateway schools’ data submissions and documents until September 2024.

What you need to know for transition:

  • 17 April – data submissions and document sharing webinar
  • Late May – training demonstration and information sharing webinar
  • June/July – online drop-in question and answer sessions
  • Online resources – “How-to” user guides, instructional videos and FAQs

8 July 2024: Single Data Return (SDR) pilot

What’s changing?

  • The purpose of the pilot is to refine the data submission process with a small group of TEOs so that the full transition for all TEOs is as smooth as possible. 
  • A small number of TEOs complete their August 2024 SDR submission in DXP Ngā Kete.
  • For all other TEOs there is no change – if you are due to submit an August 2024 SDR, continue do this via STEO.

What you need to know for transition (pilot TEOs only)

  • Late April/May – August SDR pilot intro sessions
  • June – training/user acceptance testing
  • July/August – transition support in place
  • Online resources – “How-to” user guides, SDR data specifications, instructional videos and FAQs

1 September 2024: Work-based (WB) pilot

What’s changing?

  • The purpose of the pilot is to refine the data submission process with a small group of TEOs so that the full transition is as smooth as possible.
  • A limited number of TEOs will begin to use the new integration between their Training Management Systems and DXP Ngā Kete.
  • For other TEOs there is no change – continue to use ITR as per the current process.

What you need to know for transition (pilot TEOs only)

  • July/August – information sharing webinars
  • August/September – transition support in place
  • Online resources – WB data specifications, and FAQs

1 October 2024: Other funds Actuals, Fees Free, Gateway schools and information products

What’s changing?

Use DXP Ngā Kete to:

  • access and submit Other Fund Actuals templates (eg, Intensive Literacy and Numeracy [ILN], Adult and Community Education [ACE]) and Gateway returns.

What you need to know for transition

  • August/September – intro demonstration and information sharing webinar
  • October – transition support in place
  • Online resources – “How-to” user guides, fund-specific data specifications/guidance, instructional videos and FAQs

Late 2024/early 2025: Work-based data full transition

What’s changing?

  • Transition of remaining WB TEOs for Integration between DXP and Training Management Systems to replace to ITR.

What you need to know for transition

  • TBC – information sharing webinar
  • TBC – transition support in place
  • Online resources – WB data specifications, and FAQs

1 February 2025: SDR registers

What’s changing?

  • Improvements for SDR registers such as course registers and Annual Maximum Fee Movement (AMFM).

What you need to know for transition

  • TBC – training demonstration and information sharing webinars
  • TBC – transition support in place
  • Online resources – WB data specifications, and FAQs

1 February 2025: SDR full transition and indicative returns

What’s changing?

  • Transition of remaining TEOs for SDR submissions. Availability of functionality to support the indicative return submissions.

What you need to know for transition

  • TBC – information sharing webinars
  • TBC – DXP Ngā Kete open for TEO to do preparation/dummy-run SDR data submissions
  • TBC – transition support in place
  • Online resources – “How-to” user guides, SDR data specifications, instructional videos and FAQs