Section 01

Introduction to VCCMS

VCCMS (Vocational Competency Content Management System) is a compliance-grade curriculum management platform purpose-built for Australian Registered Training Organisations delivering nationally recognised training under the AQF.

ASQA audits can shut down an RTO. Most RTOs currently manage compliance in spreadsheets and shared drives — a fragmented, error-prone approach. VCCMS replaces that entirely: every unit has a compliance score, every trainer credential is tracked, every validation event is timestamped, every TGA change is detected and shown as a detailed comparison. One-click audit pack.

1.1 What VCCMS Does

Feature	Description
Compliance Governance	Every unit carries a live score across 12 compliance indicators. Alerts fire when credentials expire or validation deadlines pass.
Version Control	Two-track versioning detects TGA regulatory changes (Track 1) and enrichment updates (Track 2). Colour-coded diffs show exactly what changed.
Evidence Mapping	Central evidence library linked to units, with expiry tracking and one-click ASQA audit export.
Curriculum Authoring	AI-assisted enrichment for every Performance Criteria — explanations, industry examples, workplace scenarios, and quality coaching.
Learner Delivery	Moodle plugin displays enriched units with tabs, progress tracking, bookmarks, personal notes, quizzes, and exercises.
Document Management	LAG, TAS, and Session Plans authored in the Builder with AI assistance and delivered via Moodle modal popups.

1.2 Two-Component Architecture

VCCMS has two distinct components. The Builder is where content is created and governed. The Moodle plugin is where students and teachers consume that content.

VCCMS Builder

Standalone PHP Web Application

Import units from TGA (training.gov.au)
Author enrichment content with AI assistance
Manage compliance, trainers, and evidence
Author LAG, TAS, and Session Plans
Expose all content via versioned REST API

mod_vccms (Moodle)

Moodle Activity Module + Plugins

Display enriched units to students
Tab and accordion layouts with colour themes
Progress tracking and Moodle completion
Bookmarks, notes, quizzes, and exercises
LAG / TAS / Session Plan modal buttons

1.3 User Roles

Role	System	Key Capabilities
Curriculum Developer	Builder	Import units, author enrichment, manage workflow, submit for approval, author LAGs and session plans, use AI tools.
RTO Administrator	Builder	All developer permissions plus: approve content, manage users, export audit packages, configure API keys, approve all documents.
Teacher / Trainer	Moodle	Create courses, add VCCMS activities, select elements/PCs, configure layout and theme, monitor student progress.
Student / Learner	Moodle	View unit content, use bookmarks and personal notes, complete quizzes and exercises, track own progress.

Section 02

VCCMS Builder — Getting Started

The VCCMS Builder is a standalone web application accessed via your browser. It is completely independent of Moodle. Curriculum developers and administrators use it to author all content, manage compliance, and govern the platform.

2.1 Logging In

Navigate to your Builder URL (e.g. vccms-builder.yourrto.edu.au)
Enter your email address and password
Click Sign In — the Dashboard loads immediately

VCCMS Builder — Login

Fig 2.1 — The VCCMS Builder login screen. Navigate to your Builder URL and enter your credentials.

NOTE

Your administrator will provide login credentials. Passwords are stored using bcrypt and cannot be recovered — only reset by an administrator.

2.2 The Dashboard

After login, the Dashboard shows a live overview of your RTO's curriculum health with real-time statistics.

VCCMS Builder — Dashboard

Fig 2.2 — The VCCMS Builder dashboard showing live stats, validation workflows, and recent activity.

Widget	Description
Enrichment %	Percentage of PCs across all units with approved enrichment content in all five fields.
Compliance %	Average compliance score across all active units, based on 12 compliance indicators.
Expiring Credentials	Trainer currency evidence expiring within 60 days. Click to view affected trainers.
Milestones	Upcoming cohort delivery milestones due within the next 30 days.
Validation Workflows	Units progressing through the 3-stage validation pipeline that need attention.
Activity Feed	Recent actions by all Builder users — publications, approvals, imports, and key events.

Section 03

Working with Units of Competency

3.1 Importing a Qualification

Click Qualifications in the top navigation
Click Import Qualification
Enter the qualification code (e.g. ICT50220) or keywords, then click Search
Select the qualification from the results and click Import
VCCMS fetches all units and Performance Criteria from the TGA API automatically

TIP

Import takes 10–30 seconds depending on the number of units. The job runs in the background — you can navigate away and check progress on return.

3.2 The Units List

Units List

Fig 3.1 — The units list showing status badges and the Docs dropdown for quick access to TAS, LAG, and Session Plans.

3.3 The Unit Page

Click any unit code to open the unit page. This is the central hub for all unit-level work — enrichment, resources, compliance, documents, and validation all live here as tabs.

Unit Page — ICTCYS407

Fig 3.2 — The unit page showing compliance score, the tab strip, and the element/PC tree.

Section 04

Authoring Enrichment Content

Enrichment is the curriculum developer's value-add layer. For each Performance Criteria you can author five types of content that contextualise the competency for students.

4.1 The Five Enrichment Fields

Field	Purpose
Explanatory Text	A plain-language explanation of what the PC means and how it is demonstrated in practice.
Why This Matters	Industry context — why this competency is important and the consequences when it is not met.
Common Mistakes	Typical errors and misconceptions that learners make when developing this competency.
Industry Example	A real-world scenario or case study showing the PC in a genuine workplace context.
Workplace Scenario	An interactive or reflective scenario that puts the learner in a decision-making situation.

4.2 Editing Enrichment

Navigate to a unit and click the Enrichment tab
Click any Performance Criteria row to expand it
Each of the five fields has a Quill.js rich text editor
Type or paste content — bold, italic, lists, and links are supported
Click Save Draft to save without submitting for review
Click Submit for Review when content is ready for administrator approval

Enrichment Editor — PC 1.1

Fig 4.1 — The enrichment editor showing the five Quill.js fields, Generate buttons, and AI Coach button for a single PC.

4.3 AI Content Generation

Click Generate next to any field to generate content for that field only
Click Generate All to generate all five fields in one pass (15–30 seconds)
Review and edit all generated content — AI output is a starting point, not a final product
Generated content is not automatically saved — click Save Draft to keep it

TIP

The AI uses the full PC text, element title, and unit application as context. The richer the TGA unit data, the better the output. Always review for accuracy and add your RTO's specific contextualisation.

4.4 AI Quality Coach

The Quality Coach scores your enrichment against the PC text and returns a grade from A to F with specific feedback on strengths and areas for improvement.

Click the ✦ Coach button on any PC row
Wait 5–10 seconds for the AI to analyse your content
Review the grade badge (A–F), strengths, issues, and suggestions
Edit your content based on the feedback and re-run the Coach if needed

AI Quality Coach — Result Modal

Fig 4.2 — The AI Quality Coach modal showing a grade badge, strengths identified, issues found, and improvement suggestions.

Section 05

Resource Library

Resources are rich content items attached to individual Performance Criteria. They appear as interactive tiles in the student view — students click a tile to expand it and access the content.

5.1 Resource Types

Type	Description
Text Block	Formatted text for definitions, background reading, or additional explanation.
HTML Block	Rich HTML content with full formatting, tables, and embedded media.
Image	Uploaded image with optional caption. Supported: JPG, PNG, GIF, SVG.
Video Embed	Embed YouTube, Vimeo, or other video by URL. Displays as a responsive player.
External Link	A labelled hyperlink to legislation, standards, or reference websites.
File Download	Upload a PDF, Word doc, or other file for students to download.
Quiz	Multiple-choice quiz with scoring, pass mark, and per-question feedback. Options are shuffled per student.
Exercise	Short-answer response fields. Responses are saved and can be reviewed by trainers.
Checklist	Completion checklist. Students tick each item and progress saves automatically.
Case Study	Structured case study with scenario, questions, and model answer reveal.
Reflection	Open-ended reflection prompt. Students write and save their personal response.
Scenario	Decision-point scenario with branching options and outcome feedback.
Slideshow	Multi-slide presentation with navigation controls. Supports text and images per slide.

5.2 Creating a Quiz

On the unit page, click the Resources tab
Click + Add Resource and select Quiz
Enter a title and set the pass mark percentage (default 80%)
Click + Add Question for each question
Enter the question text, then add 3–5 answer options
Mark one option as correct using the radio button
Optionally add feedback text to display after the student submits
Drag questions to reorder, then click Save

NOTE

Quiz options are automatically shuffled in the student view. The shuffle uses a deterministic algorithm so saved answers remain valid when a student returns to the unit.

Section 06

Document Management

VCCMS manages three key compliance documents per unit: the Learner & Assessment Guide (LAG), the Training & Assessment Strategy (TAS), and Session Plans. All three are authored in the Builder with AI assistance and can be displayed in Moodle.

6.1 Learner & Assessment Guide (LAG)

The LAG is an 11-section document that explains to students how they will be assessed. When enabled by the teacher, it is visible to all Moodle users.

Section	Content
Unit Overview	Summary of the unit's purpose and industry application.
Assessment Methods	How the unit will be assessed — observation, questions, portfolio, etc.
Evidence Requirements	What evidence the student must produce and to what standard.
Resources Required	Equipment, materials, and access the student needs during assessment.
Assessment Conditions	Environment, supervision, and time requirements.
Knowledge Evidence	Underpinning knowledge the student must demonstrate.
Performance Evidence	Observable skills and tasks the student must perform.
Reasonable Adjustment	How assessment is modified for students with additional needs.
Appeals Process	Student rights and the process for appealing an assessment outcome.
Re-assessment	Conditions and process for re-assessment if the student is Not Yet Competent.
Trainer Credentials	Qualification and currency requirements for the assessing trainer.

Navigate to a unit and click the LAG tab
Click Create LAG or Edit LAG
Fill in each of the 11 sections — click Generate for AI-assisted drafts
Save as Draft, then Submit for Review when ready
An administrator approves the LAG — it then becomes visible in Moodle
Click Export PDF to download a formatted copy for records

6.2 Session Plans

Click the Session Plans tab on the unit page
Click + New Session Plan and give it a title and description
Click + Add Session for each training session
For each session: enter objectives, trainer activities, learner activities, and formative assessment
Click Generate All to have AI draft all sessions from the unit elements and PCs
Submit for approval when finalised — the plan then becomes available in Moodle

Section 07

Compliance Management

VCCMS calculates a live compliance score for every unit based on 12 indicators. The Compliance Dashboard provides a split-view showing all units on the left and detailed indicator status on the right.

7.1 The Compliance Dashboard

Compliance Dashboard

Fig 7.1 — The Compliance Dashboard split view showing all units with colour-coded scores and the per-unit indicator detail panel.

7.2 Compliance Indicators

Indicator	What It Checks
Enrichment Complete	All PCs have approved enrichment content in all five fields.
LAG Approved	An approved Learner & Assessment Guide exists for this unit version.
TAS Current	An approved TAS exists and has not been flagged as outdated.
Trainer Mapped	At least one trainer with a deliver or both role is mapped to this unit.
Assessor Mapped	At least one trainer with an assess or both role is mapped to this unit.
Currency Valid	All mapped trainers have current (non-expired) currency evidence.
Validation Complete	The 3-stage validation pipeline has been completed for this unit.
Session Plans Exist	At least one approved session plan has been created.
Moderation Recorded	At least one moderation record exists for this unit.
Industry Consultation	At least one industry consultation record has been entered.
Evidence Linked	At least one Evidence Library item is linked to this unit.
No TGA Changes	No unreviewed TGA version changes are pending for this unit.

7.3 Validation Workflow

Every unit must complete a 3-stage validation pipeline before it can be considered fully compliant. Completing Stage 3 automatically triggers a compliance score recalculation.

Stage 1Internal Review

RTO staff review content for accuracy, currency, and compliance. Assign a responsible person and due date. Upload evidence of the review.

Stage 2Industry Validation

Industry representatives confirm content reflects current workplace requirements. Upload consultation evidence and record the outcome.

Stage 3Final Sign-Off

RTO Manager or delegate signs off. Completing this stage automatically recalculates the unit's compliance score.

WARN

If a trainer's currency evidence expires and is not renewed, the unit's compliance score drops and an alert fires. ASQA requires trainers to maintain current industry skills — ensure evidence is uploaded and dated correctly.

Section 08

mod_vccms — Moodle Teacher Guide

The mod_vccms Moodle plugin displays enriched VCCMS unit content to students. Teachers add it to courses like any other Moodle activity and configure which elements, PCs, layout, and colour theme to use.

8.1 Adding a VCCMS Activity

Turn editing on in your Moodle course
Click + Add an activity or resource in the desired section
Select VCCMS Unit from the activity chooser
Search for the qualification and select the unit to display
Configure display settings (see below)
Click Save and display

8.2 Element and PC Selection

By default all elements and Performance Criteria are displayed. You can exclude specific elements or individual PCs to tailor the unit for a particular cohort or course.

VCCMS Settings — Element and PC Selection

Fig 8.1 — The element and PC selection panel in the VCCMS activity settings. Expand any element to show individual PC checkboxes.

Uncheck an element to exclude the entire element and all its PCs from the student view
Click the ▾ PCs toggle to expand individual PC checkboxes for any element
Uncheck individual PCs to exclude them while keeping the rest of the element visible
Exclusions are saved per activity instance — different courses can show different subsets of the same unit

TIP

Element and PC exclusions allow you to contextualise a unit for a specific cohort without affecting the Builder content or other course instances using the same unit.

8.3 Layout and Theme Settings

VCCMS Settings — Display Options

Fig 8.2 — The display options panel showing layout, PC layout, colour theme, evidence layout, and document button toggles.

Layout Option	Description
Accordion (elements)	Elements collapse and expand. Students click a header to open it. Suitable for long units.
Fullpage (elements)	All elements always open. Students scroll through the full unit. Suitable for shorter units.
Tabs (PCs)	PCs shown as numbered tabs (e.g. 1.1, 1.2). One panel is visible at a time. This is the default.
Accordion (PCs)	PCs collapse individually. Students can open multiple PCs simultaneously within an element.

8.4 Colour Themes

Four colour themes are available to match your faculty or Moodle branding.

Default
Navy & Blue

IT, Business, general use. Default for all new activities.

Sage
Green & Teal

Health, Community Services, Aged Care, Environment.

Slate
Neutral Grey

Finance, Business. Neutral — matches most Moodle themes.

Warm
Amber & Terracotta

Trades, Construction, Hospitality, Cookery, Tourism.

Section 09

Student Experience in Moodle

Students access VCCMS content through the standard Moodle course page. The unit displays in a modern, accessible interface designed for self-paced VET learning with built-in progress tracking.

9.1 The Unit View

Student View — Tab Layout (Default)

Fig 9.1 — The student view showing the hero header, progress bar, element tiles, PC tabs, enrichment panels, and the Mark done / Bookmark / My Note action bar.

9.2 Navigation and Progress

Feature	Description
Progress Bar	Shows how many elements have been viewed. Updates automatically as you navigate.
Resume Button	Remembers your last viewed element and provides a one-click return on your next visit.
Element Tiles	Numbered circles at the top of the unit. Viewed elements show a tick (✓). Click any tile to jump to it.
Time Estimates	Each element shows an estimated reading time based on content length.
Keyboard Navigation	Press `[` and `]` (bracket keys) to move between elements without using the mouse.
Completion Banner	When all elements are viewed, a green completion banner appears once per student per unit.

9.3 Bookmarks and Personal Notes

Click ☆ on an element header to bookmark the element — the icon turns gold (★) when bookmarked
Click ☆ on any PC action bar to bookmark that specific PC
Click ✎ My Note on any PC to expand a personal notes text area
Notes save automatically as you type — no save button is needed
Both bookmarks and notes sync to the VCCMS server — available on any device
Notes are private — only you can see them

TIP

Unlike browser-based storage, bookmarks and notes persist across devices and browser cache clears because they are stored server-side in the VCCMS system.

9.4 Mark Done

Students can mark individual PCs as done using the ✓ Mark done button. This is a personal tracker stored in the browser and does not affect Moodle completion or assessment outcomes.

9.5 Interactive Resources

Quizzes

Select your answer for each question — options are shuffled to prevent pattern guessing
Click Submit Quiz when all questions are answered
Your score, pass/fail result, and per-question feedback appear immediately
Click Retake Quiz to clear answers and try again
Your last submitted score is saved and shown on your next visit

Exercises

Type your response in the provided text area and click Submit Exercise
Submitted responses are saved and can be reviewed by your trainer

Checklists, Reflections, and Scenarios

Checklists save progress automatically as you tick each item
Reflections and Scenarios auto-save as you type — there is no submit button
All responses are stored in the VCCMS system and persist across sessions

Section 10

Administration

10.1 User Management

Navigate to Users in the Builder navigation
Click + New User to create an account
Enter name, email, and assign a role
The user receives a password reset email to set their own password

Role	Capabilities
Admin	Full access to all Builder features — user management, API keys, approvals, and audit export.
Developer	Authors enrichment, resources, LAGs, and session plans. Can submit but not approve content.
TAS Editor	Focused access to create and edit the Training & Assessment Strategy documents.
Reviewer	Read-only access with ability to view content currently in review.
Read Only	View-only access to all content. Cannot create, edit, or approve anything.

Per-User Permission Overrides

Administrators can grant or deny individual permissions on top of a user's role via the user edit page. The permission matrix shows each permission's source:

✓ From RoleRole permission

Permission granted by the user's assigned role. The normal state for most permissions.

⊕ Extra GrantIndividual grant

Permission added beyond what the role provides. Use to extend access for specific users.

⊖ DeniedIndividual denial

Permission removed despite the role normally having it. Use to restrict specific users.

○ Not GrantedNot available

Permission is neither in the role nor individually granted. User cannot perform this action.

10.2 API Keys

Navigate to Settings > API Keys in the Builder
Click + Generate New Key — copy it immediately (shown only once)
In Moodle: Site Administration > Plugins > Activity Modules > VCCMS
Paste the key into the API Key field and click Test Connection
A green Connected status confirms the link is working

WARN

API keys cannot be recovered after generation. If a key is lost, delete it and generate a new one, then update the Moodle plugin setting immediately to restore connectivity.

10.3 TGA Version Monitoring

A ⚠ Changes button appears in amber on any unit where TGA has updated the content
Click View Diff to see colour-coded changes: green = added, red = removed, amber = modified
Diffs are shown at element and PC level with field-level changes displayed side by side
Take appropriate action — update TAS, notify trainers, check cohort impacts
Click Dismiss to clear the flag once the review is complete

NOTE

Track 1 changes (regulatory TGA updates) require immediate review — they may affect the validity of your TAS and assessment tools. Track 2 changes (enrichment updates by developers) are informational only.

Section 11

Quick Reference

11.1 New Unit Workflow

#	Step	Action	Who
1	Import Qualification	Import from training.gov.au. All units and PCs are fetched automatically.	Admin / Developer
2	Author Enrichment	For each PC: write or generate all 5 enrichment fields. Use Quality Coach to score.	Developer
3	Add Resources	Attach quizzes, exercises, videos, files, and case studies to relevant PCs.	Developer
4	Submit for Review	Click Submit for Review. Status changes to In Review.	Developer
5	Approve Content	Administrator reviews and approves. Status changes to Published.	Admin
6	Author LAG	Create the Learner & Assessment Guide. Draft with AI, submit, and approve.	Developer / Admin
7	Author TAS	Create or update the Training & Assessment Strategy. Submit and approve.	Developer / Admin
8	Validation	Complete 3-stage pipeline: Internal Review → Industry Validation → Sign-Off.	Admin
9	Map Trainers	Assign qualified trainers and assessors. Upload current currency evidence.	Admin
10	Add to Moodle	Teacher adds VCCMS activity, selects elements/PCs, sets layout and theme.	Teacher

11.2 Keyboard Shortcuts

Key	Action
`[`	Navigate to the previous element in the student view
`]`	Navigate to the next element in the student view
`Tab` / `Shift+Tab`	Move focus between interactive controls
`Enter` / `Space`	Activate the focused button or toggle an accordion panel
`Escape`	Close any open modal (LAG, TAS, Session Plan viewer)

11.3 Glossary

AQF: Australian Qualifications Framework — national policy for regulated qualifications in Australia.
ASQA: Australian Skills Quality Authority — national regulator for vocational education and training.
Element: A major component of a unit of competency describing a key function or skill area.
Enrichment: The developer's value-add content layer — explanations, examples, and scenarios per PC.
LAG: Learner & Assessment Guide — explains to students how they will be assessed.
PC: Performance Criteria — specific observable behaviours that demonstrate competency within an element.
RTO: Registered Training Organisation — delivers nationally recognised training under ASQA registration.
TAS: Training & Assessment Strategy — the RTO's documented plan for delivering and assessing a unit.
TGA: training.gov.au — the national register of vocational education and training in Australia.
Track 1: A regulatory unit update from TGA — requires immediate review and action.
Track 2: An enrichment update published by a developer — informational only.
Unit: A discrete qualification component describing a specific workplace skill or function.
Validation: The process of reviewing assessment tools for validity, reliability, and compliance.
VCCMS Builder: The standalone PHP web application for curriculum developers and administrators.
mod_vccms: The Moodle activity plugin that displays VCCMS content to teachers and students.