Apprenticeships Data Management System (ADMS) 043-22032902

Item

Description

1

Requesting ADMS and eSAM access

Access to ADMS is:

• administered and approved by DEWR for Services Australia Service Officers
• suspended after 40 days of inactivity. To request reactivation of ADMS access, see Item 3

Service Officers need to complete eSAM registration before requesting ADMS access.

If a Service Officer is already registered for eSAM, for example, if using Access Apprenticeships, see Item 3.

Access to eSAM is removed after 90 days of inactivity. If eSAM access is removed, Service Officers need to re-register for eSAM and request ADMS reactivation.

To register for eSAM:

• go to the eSAM Portal
• select VANguard SSO, then Sign in to go to the Authentication Service screen
• key 'Services Australia' into the search field when prompted to select 'Which organisation do you represent' and select Services Australia from the options presented (do not select Services Australia – Protected)
• select Continue to go to the User Security Declaration Acceptance screen
• after reading the User Security Declaration, tick the I Accept box
• select Submit

2

eSAM Home page

On the eSAM home page, add a primary phone number:

• select My details
• in the Primary phone number box, enter Team Leader’s full desk phone number, including area code. A primary phone number must be recorded in eSAM for access to ADMS
• select Submit
• a green banner stating User Updated successfully will display

Take note of the ESS User ID displayed in the My details section displays. This must be provided when requesting access to ADMS.

Use of personal information:

After registering in eSAM, personal details in My details (for example name and phone number) are disclosed to DEWR.

DEWR collects this information to verify identity to determine whether access can be provided to ADMS.

DEWR may use the information to manage and administer ADMS, protect against unauthorised access, verify security problems and ensure compliance with the relevant policies.

For staff:

• processing claims for Youth Allowance, Austudy and ABSTUDY as a full-time apprentice, see Item 3
• undertaking Apprenticeship Wage Subsidy (AWS) work, see Item 4

3

Requesting ADMS access for processing claims for Youth Allowance, Austudy and ABSTUDY as a full time apprentice

Send an email to the Youth, Education and Employment (YEE) Service Delivery Support Team.

Service Officers are required to provide their ESS User ID and the date of eSAM registration when submitting a request. The ESS User ID is located on the My Details page in eSAM.

Staff and their manager will receive a confirmation email when ADMS access is granted or reactivated.

4

ADMS access for staff undertaking Apprenticeship Wage Subsidy (AWS) work

Staff are granted SARW - BAC Admin level access

Staff should access ADMS regularly as:

• ADMS access will be suspended if not used for 40 consecutive days. Re-request access to ADMS to remove the suspension
• eSAM access is removed after 90 days. Make a new access request to both eSAM and ADMS, to remove the suspension

See Item 5.

5

Logging into ADMS

To log into ADMS:

• Select the ADMS hyperlink
• On the ADMS landing page, select the Services Australia logon hyperlink
• When prompted, select the text field and key 'Services Australia'. Select Services Australia from the menu of options, and press Continue
• The ADMS home page will display

The ADMS system will time out after a period of 40 days of inactivity. If access is required before 90 days has expired email the Youth, Education and Employment (YEE) Service Delivery Support Team.

If 90 days have passed staff must re-register for ADMS access.

Status

Definition

Ready

Claim application has been generated and is ready to be actioned by the employer

Withdrawn

Claim application has been withdrawn by the employer

Expired

Applied to claim applications once the expiry date has past

Future

Displayed in filter options, but not used for Apprenticeship Wage Subsidy (AWS) claim

Ineligible

Applied to a claim application after ADMS has run weekly checks and updated the claim status if it has been found to be no longer eligible in Ready, Draft or Returned

Draft

Employer has commenced updating the claim application, but has not yet submitted

Submitted

Claim application has been submitted by employer for assessment

Approved

Claim application approved

Rejected

Claim application rejected

Returned

Claim application has been returned to employer by a Service Officer for more information

Verified

Claim application marked eligible (either through automation or by a Service Officer), pending completion of the DEWR delegation approval process. Once this process completes, the status is updated to Approved

Assessment

Claim application has been submitted and requires manual assessment by a Service Officer