Compliant RTO Unit Automation

Brief

We developed an AI agent system for WA Aviation College, in partnership with Coursebox, that automatically generates all required training documents for delivering face-to-face courses. By inputting the URL of a Registered Training Organisation (RTO) approved unit, the system produces a full suite of documents including a Student Assessment Workbook, Student Manual, Trainer & Assessor Guide, Trainer Presentation, and a Mapping Spreadsheet, ensuring compliance with RTO standards in a fraction of the time traditionally required.

Problem

WA Aviation College needed to create compliant training materials for multiple aviation-related units. Traditionally, building a fully mapped and compliant course requires days of manual work, involving compiling assessment workbooks, trainer guides, student manuals, PowerPoint presentations, and compliance mapping spreadsheets. This highly manual process was labour-intensive, time-consuming, and prone to inconsistency, leading to delays in course delivery and challenges in maintaining compliance with RTO requirements.

Solution

We designed and developed an AI agent system capable of automatically generating all required course documents directly from an RTO unit URL. The system reads the unit’s criteria and outcomes and produces five interconnected documents:

• Student Assessment Workbook: Printable assessments and submission instructions
• Student Manual: Comprehensive learning material with real-world examples
• Trainer & Assessor Guide: Guidance notes, model answers, and assessment criteria
• Trainer Presentation (PowerPoint): A bullet-pointed visual guide for classroom delivery
• Mapping Spreadsheet (Excel): Auditable mapping of all assessments to competency criteria

This system is generalised, meaning it can be used for any government-accredited training course, not just aviation units. For the WA Aviation College, we implemented this solution across five specific units, significantly reducing their workload.

Result

The AI agent system now generates a full set of training documents in just 10 to 15 minutes – a task that previously took multiple days of manual effort. This breakthrough has drastically reduced the time, cost, and human error involved in course material creation. WA Aviation College now delivers compliant, professional training documents faster and with greater consistency, enhancing their course rollout capabilities and operational efficiency. The project was highly successful and demonstrates a scalable solution for RTOs looking to modernise and automate their compliance processes.