Accessing TCSI services (PRODA)

Why do I need to register for PRODA?

PRODA provides you and your organisation a secure and safe way to access government online services. Your organisation will not be able to access and utilise the TCSI service without PRODA. The below information and steps have been designed to assist you.

We recommend you take the following steps to help you get ready to register your organisation. Failure to undertake these steps may delay your organisation’s ability to connect to the TCSI service.

Use the following steps:

  • Before you begin
  • How to register
  • Setting up for TCSI
  • Connecting your Student Management Software

Before you begin

You should check if your organisation is already registered in PRODA. This may require you to ask around within your organisation. Alternatively, as you attempt to register your organisation within PRODA, the system will advise you if your organisation is already registered.

See what services you can access with your PRODA account to help you identify if this may apply to your situation.

Frequently Asked Questions - Setting up for TCSI

Can a Member request to join your PRODA organisation within PRODA?

No, a Member cannot request to join your organisation within PRODA. They must be added within PRODA.

What happens if a staff Member gets a message “Your user account does not have permission to access TCSI….”?

This means they have not been assigned the relevant attribute to access that part of the TCSI service. See ‘Identify which delegations you want to apply to a Member’

What happens if my Associate or Authorised Contact leaves the workplace?

If possible, it is best practice to have more than one Director for your PRODA organisation. Only another Director within PRODA can remove another Director within PRODA.

Can I have more than one Director for my PRODA organisation?

Yes, you can. However, the Director will need to request to join your PRODA organisation and not be added as a Member. If they are added as a Member, they will identified in PRODA as a Member and will not have the same authority. See “How to register” for more information.

What happens if a staff member leaves the workplace?

A Member can easily be removed from your PRODA organisation. The Director or a Member with the Owner-Access or Employee-Management attribute can remove a Member from your PRODA organisation. The steps are similar to adding a Member, except you select the Member first and then click “Remove this Member”.

What happens if a Director leaves the workplace?

A Director can only be removed from your PRODA Organisation by another Director. See “How to register”

Do I need to renew my staff access within PRODA for my Organisation?

A Member can only be added to your PRODA Organisation for a set period time. Their access to your PRODA Organisation will automatically expire. If it expires, they will no longer be able access the TCSI service through PRODA. The staff member can easily be removed and re-added before or after the expiry date. See “Setting up for TCSI” for further information.

My Student and Staff information are in two separate systems. Do I need two separate PRODA accounts?

You only need to register your organisation once in PRODA, and all reporting should be done through this organisation. You should consult with your SMS developer on how they will manage your PRODA details across multiple systems, as there is some flexibility in how this can be achieved.

How to register

To access the TCSI services you will need to have registered as an individual and an organisation. You can complete this online. Please read through the below steps and access the Frequently Asked Questions if you need assistance.

Frequently Asked Questions - Time to register

What is an individual PRODA account? 

See How to register for an Individual account? for further information.

What is a PRODA organisation?

See How to register an organisation for further information

My responses to the Verify Your Relationship questions are not working

If you are attempting to answer these questions without the most update information from ABR, please be aware the information entered must match exactly.

See Help with Verifying Organisation Relationship for help with answering the questions.

Who can I contact if I have issues with my PRODA registration?

If you have any questions or issues with PRODA, you can contact PRODA Support at proda@servicesaustralia.gov.au or 1800 700 199 (option 1) 8am to 5pm local time.

If you have any TCSI specific questions, please email TCSIsupport@dese.gov.au.

Setting up for TCSI

Your organisation will now be able to add the TCSI service. It is important you follow the below steps. TCSI can only accessed by someone if the:

  • Service has been added to your PRODA organisation;
  • ‘Director’ or ‘Member’ is added to the PRODA organisation; and
  • Attributes have delegated to the ‘Director’ or ‘Member’ within your PRODA organisation.

Frequently Asked Questions – Before you begin

What is PRODA and why do I have to use it?

PRODA is the authentication method selected for the TCSI service. It provides both government and your organisation assurance that the correct people have access to view and report data using TCSI services. See Provider Digital Access for more information.

Why do I need my ABN?

PRODA checks with the ABR if the organisation details are correct and current and the person registering the organisation is listed on the ABR records (using their individual PRODA account details). The ABN for the organisation you create and use in PRODA, must also be the same ABN as the one listed against your Provider Code.

What is a “Director” in PRODA?

This is the term used within PRODA that represents the person with authority to commit the organisation to business dealings and should be the same person as the Associate or Authorised Contact.

How do I know who to talk to about my organisation’s ABN and ABR record?

It may be worth reaching out to your organisation’s financial function as a starting point, to find out details about your ABN Authorised Contact or Associate. It is also likely that your Associate is a senior Member of your organisation, e.g. a Director, CEO, CFO, partner etc.

What happens if I’m unable to provide sufficient proof of identity when creating my PRODA account?

See How to register for an Individual account? for more information.

How do I know who to talk to about my organisation’s ABN and ABR record?

It may be worth reaching out to your organisation’s financial function as a starting point, to find out the details about your ABN Authorised Contact or Associate. It is also likely that your Associate is a senior member of your organisation, e.g. a Director, Chief Executive Officer, Chief Finance Officer, Partner etc.

My organisation will only be using the TCSI portal to submit data. Will we still need to use PRODA?

Yes, the TCSI portal will use PRODA as its authentication method. Anyone in your organisation that will be using the TCSI portal will need to have created their own individual PRODA account.

What about staff who will only be using SMS software to report data through APIs? Will they need their own PRODA accounts?

Generally no, unless they also plan to use the TCSI Data Entry, TCSI myHELPbalance or TCSI Analytics portals. Staff members who will only be using SMS software to report via APIs will not need their own PRODA accounts.

How many email addresses do I need?

Individuals will need their own unique email address. The Associates or Authorised Contacts will also need access to a second email address. This is referred to as the “Organisation’s Email Address” and cannot be the same as their unique email address. This may be a shared email address where many users may have access to it.

Connecting your Student Management Software

If your organisation is using Student Management Software (SMS) to report through APIs, follow the instructions below to set-up up your Software Instance in PRODA to connect to TCSI. To create a Software Instance/B2B Device, you must be at least a Member of the organisation in PRODA with the ‘Device-Management’ attribute.

Frequently Asked Questions - Connecting your Student Management Software

How do I renew the activation period of the B2B device?

You can generate a new Device Access Code (before the device expires) by:

  1. Navigating to your Organisation in PRODA.
  2. Expanding the “B2B Devices” section, and clicking on the device name.
  3. Clicking “Disable B2B Device” under “Device Management”, and clicking “Yes” in the prompt that appears.
  4. Navigating back to the “B2B Devices” section, and clicking on the (now disabled) device name.
  5. Clicking “Generate New Code” under “Device Management”, and clicking “Yes” in the prompt that appears.

Please note: The unique “Device Activation Code” (DAC) will display on screen and is valid for 7 days. If it expires, see “How do I reactivate an expired B2B device”.

Why does my B2B Device expire every 6 months? 

Your B2B device is designed to expire every 6 months as a security measure to help ensure that your Student Management Software has continued authorisation from you to authenticate through your PRODA Organisation.

You can disable the device at any time before the 6 months expires by generating a new “Device Activation Code” (DAC). This will allow you to renew the device for another 6 months.

How do I reactivate an expired B2B device? 

You can generate a new Device Access Code (for an expired device) by:

  1. Navigating to your Organisation in PRODA.
  2. Expanding the “B2B Devices” section and clicking on the device name.
  3. Clicking “Generate New Code” under “Device Management” and clicking “Yes” in the prompt that appears.

Please note: the unique “Device Activation Code” (DAC) will display on screen and is valid for 7 days. If it expires you will need to repeat this process.

How do I remove a B2B Device?

You can remove a B2B device by:

  1. Navigating to your Organisation in PRODA.
  2. Expanding the “B2B Devices” section and clicking on the device name.
  3. Clicking “Remove B2B Device” under “Device Management” and clicking “Yes” in the prompt that appears.

Can I delegate the authority to someone else in my organisation to manage my organisation’s B2B devices?

Yes. You can assign the “Device Management” attribute to a Member of your PRODA organisation, which will allow them to manage your B2B devices, including generating Device Access Codes.

Is adding the TCSI service within PRODA going to expire?

No. Once you have added the TCSI service you will not need to re-add the service.

Who can I contact if I have issues with my PRODA registration?

 If you require assistance with registration of your Individual PRODA account or Organisation in PRODA, you can contact PRODA Support at proda@servicesaustralia.gov.au or 1800 700 199 (option 1).

If you have any TCSI specific questions, please email TCSIsupport@dese.gov.au

Need to update all email addresses once we go live with the mailbox.