Western Australian Apprenticeship Management System (WAAMS)

Introducing WAAMS

The Western Australian Apprenticeship Management System (WAAMS) online client portal, launched on 14 May 2018, now delivers significant benefits including improved access to view and manage training contracts and greater flexibility to manage your personal details and/or those of your organisation. For most types of training contract changes, WAAMS enables the digital submission of the requests (either individually or in bulk), replacing the current requirement to submit PDF forms by email, and resulting in much faster response times from the Department. In most cases, instant approvals to requests made in the client portal are possible.

 

A note about TRS
WAAMS replaces the current Training Record System (TRS) and as a consequence TRS is now decommissioned. All stakeholders currently using TRS will receive an email invitation to create a WAAMS client portal account.

 
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Instructional videos

The videos presented here have been produced by Apprenticeship Office to assist clients and stakeholders in using the new WAAMS portal. Please select one of the titles below to go to that video, or scroll down the page to view them all.

Submitting variations to contract information (for apprentices and employers)
Change of attendance type and/or hours (for employers and apprentices)
Submit a change of worksite location request (for apprentices and parent/guardian, and employers)
Upgrading a superseded qualification (for RTOs)
Notification of completion of the training contract (for RTOs)
Withdrawing a training contract (for employers and AASNs)
Submit or lift a training contract suspension (for employers)
Submit a training contract extension (for employers and apprentices)
Termination of a training contract with consent (for all users) 
Exporting data from WAAMS to Excel (for all users)   

 

If you have any queries, or require assistance, please contact us on 13 19 54 or via email to apprenticeshipoffice@dtwd.wa.gov.au.

 

 WAAMS – An overview of key features

This short video introduces the new Western Australian Apprenticeship Management System (WAAMS) portal. 

You'll see an overview of how WAAMS looks and works, and its key features. 

WAAMS – Overview of training contract changes (for all users)

This video provides an overview of the types of training contract changes that are available in WAAMS.

It shows the menus and navigation through the portal, and takes you through some example changes to demonstrate functionality of the portal. 

WAAMS introduction for organisation representatives (employers, AASNs, RTOs)

This video shows the WAAMS portal view when logged in as an organisation representative such as an employer, an AASN or a registered training provider. 

It explains the information presented on the home page, shows you the main menu items and options, and demonstrates how to view and edit organisation details.

It also shows how to view an organisation's contracts as well as notifications of recent events such as approved contract changes, completions, expiries and terminations to training contracts.  

WAAMS – Invite others from your organisation to use the WAAMS portal (for employers/organisations)

The Apprenticeship Office will send one portal invitation by email to the primary contact at each organisation.

This video demonstrates how to invite others in your organisation to have access to the WAAMS client portal.

Submitting variations to contract information (for apprentices and employers)

Within the WAAMS portal, employers and apprentices (and their parent/guardian if applicable) are able to change details on their training contract such as:

  • additional qualification(s) an apprentice is undertaking;
  • an apprentice’s business relationship with their employer;
  • new Australian visa/citizenship details;
  • if the occupation under the training contract has changed; or
  • the term of a contract (for qualifications with variable terms only). These are referred to as training contract variations.

This video demonstrates the process to submit these variations through WAAMS.

Submit a change of worksite location request (for apprentices and parent/guardian, and employers)

A change of worksite location is where an apprentice is required to move to another worksite of an employer.

Within the WAAMS portal, employers and apprentices (and their parent/guardian where applicable) are able to submit a change of worksite location request for a training contract. Where possible, the request will receive instant approval through WAAMS.

This video demonstrates the process to submit this change through WAAMS.

Managing worksite details and/or adding a new worksite (for employers)

A change of worksite location is where an apprentice is required to move to another worksite of an employer.

Within the WAAMS portal, employers are able to edit their worksite details, or add a new worksite. Where possible, the request will receive instant approval through WAAMS.

This video demonstrates the process to submit this change through WAAMS.

Change of attendance type and/or hours (for employers and apprentices)

Within the WAAMS portal, employers and apprentices (and the parent/guardian if applicable) are able to change the attendance type – ie full time, part time – and/or the number of hours of employment and training. Where possible, the request will receive instant approval through WAAMS.

This video shows how to request a change of attendance type and/or hours in WAAMS. 

WAAMS – Produce or reject a training plan (for RTOs)

This video demonstrates how to produce or reject a training plan via the WAAMS online portal.

WAAMS – Upgrading a superseded qualification (for RTOs)

This video demonstrates the process of changing a superseded qualification to its replacement qualification on a training contract, via the WAAMS online portal.

WAAMS – Submitting a change of qualification and/or RTO (for all users)

Within the WAAMS portal, employers and apprentices (and parents/guardians if applicable) are able to change their nominated qualification and/or registered training organisation (RTO), usually with instant approval.

This video shows how to do this in WAAMS.

WAAMS – Submitting a bulk change of qualification and/or RTO (for all users)

Within the WAAMS portal, employers can change the nominated qualification and/or registered training organisation (RTO) in bulk (ie; for more than one training contract) usually with instant approval. These changes can be made in bulk through WAAMS and where possible, the request will receive instant approval through WAAMS.

This video shows how to do a bulk change of qualification and/or RTO in WAAMS.

WAAMS – Notification of completion of the training contract (for RTOs)

This video demonstrates how to process a completion of the training contract, via the WAAMS online portal.

 

WAAMS – Submit a training contract extension

Within the WAAMS portal, employers and apprentices (and a parent/guardian if applicable) are able to extend a training contract. Where possible, the request will receive instant approval.

This video demonstrates the process of submitting a training contract extension.

WAAMS – Submit training contract extensions in bulk (for employers)

Within the WAAMS portal, employers are able to request an extension for multiple training contracts in one transaction. Where possible, the request will receive instant approval.

This video demonstrates how to do this change in the WAAMS portal.

WAAMS – Withdrawing a training contract (for employers and AASNs)

Within the WAAMS portal, employers and Australian Apprenticeship Support Network (AASN) providers are able to withdraw a training contract from registration.

This video shows how to do this in WAAMS.

WAAMS – Submit or lift a training contract suspension (for employers)

Within the WAAMS portal, employers are able to suspend a training contract or end (lift) an existing suspension. Where possible, the request will receive instant approval.

This video demonstrates the process of submittting a training contract suspension, or listing an existing suspension.

WAAMS: Termination of training contract within probation, and termination with consent by the apprentice (for all users)

Within the WAAMS portal, employers and apprentices (and the parent/guardian if applicable) and AASNs are able to submit a notice of training contract termination if the termination is during the probation period, or is consented by the apprentice.

Where possible, the request will receive instant approval through WAAMS.

This video demonstrates the process to submit this notification through WAAMS.

Exporting data from WAAMS to Excel

This video demonstrates how to export data out of the WAAMS online portal, into an Excel spreadsheet.

 

 

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Page last updated March 20, 2018