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Standard Administrator - Console

Faraaz Mohiuddin
Updated

Overview

“Standard administrator” is a basic administrator role. Once a new administrator is created in Aptem, they are automatically given this role. The following article lists the options that are available to a Standard administrator. Hence these options will be available to any administrator, irrespective of any additional roles they may have.

This article lists the pages/options available to a Standard administrator in Aptem console. The pages/options are grouped as follows:

Left-side Menu items

Top right corner items

Nested pages Learner details pages - from the top panel menu. 

 

Left-side Menu items

Dashboard 

Learner Progress/Workload 

  • See how on track the Learners are against their learning plan 
  • See how on top of their work the logged-in administrator is. It measures the number of learners in the administrator’s caseload or in a selected group that have items requiring attention.

Caseload Life Cycle 

  • See current stages Learners are 
    • Learners started in last 30 days 
    • Learners on programme 
    • Learners within 30 days of Expected End Date 
    • Learners past Planned End Date 
    • Learners in EPA Period 
  • Navigate to Caseload Lifecycle drilldown
    • Row is clickable if the learner does not have Learning Plan enabled for their programme. When clicked, the administrator can view the Learner Dashboard.

Caseload Summary 

  • See statistics of Learners grouped by Programme status: 
    • Onboarding 
    • Ready to Enrol 
    • Active 
    • On a Break 
    • Entered EPA 
    • Pending Change of Programme 
  • Navigate to Learner Summary drilldown 
    • Row is clickable if Learner does not have Learning Plan enabled for their programme – once clicked, Administrator navigates to Learner Dashboard 

Progress Overview 

  • See the number of learners who are behind/on track/ahead on their learning plan activities.
  • Navigate to the Progress Overview drilldown.

Off-The-Job Hours 

  • Visibility: only if there is at least 1 metric to be shown (i.e. counter is greater than 0) 
  • See the number of Learner who have Insufficient Hours Planned/Behind Target/Ahead of Target status in their Off-the-job hours.
  • Navigate to Off-the-Job Hours drilldown .
  • Click on the drilldown row to navigate to the Learner Dashboard.

RAG Status 

  • Visibility: only if enabled for tenant specifically 
  • See statistics of Learners per their RAG status – Red, Amber, Green, No status – based on details collected upon Reviews 
  • Navigate to RAG Status drilldown 

Requires Attention 

  • Components Overdue 
    • Navigate to Components Overdue drilldown and see list of Learner with overdue Learning Plan components 
  • Requires Marking 
    • Navigate to Requires Marking drilldown and see list of Learning Plan evidence that require marking by Tutor 
    • Click on Learner Name to navigate to Learner Dashboard.
  • QA Feedback Received 
    • Visibility: only if there are records to show 
    • Navigate to QA Feedback Received drilldown and see list of Learning Plan evidence referred by Internal Verifier administrator 
    • Click on Learner Name to navigate to Learner Dashboard.
  • Open Trackers 
    • Navigate to Open Trackers drilldown and see list of Trackers in statuses other than Closed/Approved/Rejected/Resolved 
    • Click on drilldown row to navigate to Edit Tracker page (Tracker updates are allowed on Edit Tracker page if no extra roles required by tracker type – otherwise, it will be shown in read-only mode) 
  • Signatures Required 
    • Visibility: only if the “Compliance documents” token or the “Review” token is enabled for the tenant in the account programme AND there are records to show. 
    • Navigate to Signatures page and see Compliance and/or Review documents pending Tutor signature provided 
  • Cognassist Registration Required 
    • Visibility: only if “Cognassist” integration is set up for the tenant in the account programme AND there are records to show.
    • Navigate to Cognassist Registraton Required drilldown and see a list of Learners pending registration for Cognassist Cognitive Assessment 
    • Click on drilldown row to navigate to Learner Profile page > Learning Support tab 
  • Cognitive Assessment Incomplete 
    • Visibility: only if “Cognassist” integration is set up, or the “Aptem Assess” token is enabled for the tenant in the account programme AND there are records to show.
    • Navigate to Cognitive Assessment Incomplete drilldown and see list of Learners who started by didn’t complete their Cognitive Assessment (either Cognassist or Aptem Assess) 
    • Click on drilldown row to navigate to Learner Profile page > Learning Support tab 
  • Cognitive Results Ready 
    • Visibility: only if “Cognassist” integration is set up, or the "Aptem Assess" token is enabled for the tenant in the account programme AND there are records to show.
    • Navigate to Cognitive Results Ready drilldown and see a list of Learners who completed their Cognitive Assessment (either Cognassist or Aptem Assess) 
    • Click on drilldown row to navigate to Learner Profile page > Learning Support tab 

Learners 

  • View list of Learners/Jobseekers which are either Primary caseloads or Secondary caseloads 
  • Navigate to Learner details pages: 
    • Dashboard 
    • Learning Plan 
      • Visibility: only if “Learning Plan” token is enabled for Learner’s current programme episode 
    • Tasks 
    • Messages 
      • Visibility: only if the "Collaboration Centre" token is enabled for the tenant in the account programme. 
    • Reviews 
      • Visibility: only if the "Review" token is enabled for the tenant in the account programme.
    • Trackers 
    • Documents 
      • Visibility: only if the "Documents" token is enabled for the tenant in the account programme.
    • Skills Radar 
      • Visibility: only if the "Competencies" token is enabled for the tenant in the account programme.
    • Notes 

Job Finder 

  • Visibility: only if the “Jobs” token is enabled for the tenant in the account programme.
  • Search for jobs 
    • Using pair of Job Title and Location 
    • Using “Search by Job Category” option (selecting one or multiple categories) 
    • Using “Help me search” option 
  • Save jobs for later 
  • Delete jobs (i.e. hide them from Job Finder for the logged-in administrator only) 
  • Suggest saved jobs to Learners 

Signatures 

  • Visibility: only if either the "Compliance documents" or "Review" token is enabled for the tenant in the account programme.
  • View “Compliance” sub-grid showing already created documents for Primary and Secondary Learners – if the "Compliance documents" token is enabled for the tenant in the account programme.
    • “Signature Required” tab – view list of compliance documents pending Tutor signature provided, no ability to edit/sign 
    • “Waiting for Others” tab – view list of compliance documents pending non-Tutor signatures provided, no ability to edit 
    • “Completed” tab – view list of compliance documents fully signed, no ability to edit 
  • View “Reviews” sub-grid showing already created documents for Primary and Secondary Learners – if the “Review” token is enabled for the tenant in the account programme.
    • “Signature Required” tab – view list of review documents pending Tutor signature provided; 
      • for Primary Learners’ documents: 
        • “Sign” option – to sign the document 
        • “Edit” option – to navigate to Review Profile page 
      • For Secondary Learners’ documents: 
        • No Edit/Sign options available 
    • “Waiting for Others” tab – view list of review documents pending non-Tutor signatures provided 
      • for Primary Learners’ documents: 
        • “Edit” option – to re-generate/re-sign the document 
      • For Secondary Learners’ documents: 
        • No Edit option available 
    • “Completed” tab – view list of review documents pending no signatures provided 
      • for Primary Learners’ documents: 
        • “Edit” option – to re-generate/re-sign the document 
      • For Secondary Learners’ documents: 
        • No Edit option available 

Tasks 

Manage all Tasks created in Aptem platform and allocated to logged in Administrator.

  • View tasks 
  • Create new task for themselves 
  • Edit task details 
  • Complete/Incomplete task 
  • Delete task [Cancel] 
  • Start Review from Task [for “Review meeting” Tasks associated with scheduled Reviews] 
  • View Review from Task [for “Review meeting” Tasks associated with already started Reviews] 
  • Start Online meeting 

Messages 

  • Visibility: only if the “Collaboration Centre” token is enabled for the tenant in the account programme.
  • Chat with Primary and Secondary Learners with text messages (including sending/receiving attached files) 
  • View built-in notifications within individual chats 
  • Use Search option to look up for Learners and search through selected Chat history 
  • Navigate to Learner Dashboard page 

Advice Centre 

  • Visibility: only if the "Advice" token is enabled for the tenant in the account programme.
  • View set of embedded media supporting materials (produced by Aptem) 

Resource Centre 

  • Visibility: only if the "Courses" token is enabled for the tenant in the account programme, and the “Allow access to Resource Centre” option is ticked from the “Courses” token > “Other” tab.
  • View SCORM assets created in/uploaded to tenant (if marked for being visible from “Resource centre”) 
  • Print out Text assets – if configured so for the tenant in the account programme.

Help and Support 

  • View customised Customer Support contact details – if set up for tenant 
  • Chat with customer Zendesk support – if set up for the tenant and enabled for administrators 
  • Navigate to Aptem Help Centre to view guides and how-to articles 

Top-right corner 

Notifications 

  • View system built-in notifications 
  • Navigate to application pages if mentioned in Notification (such as Edit Task, Learning Plan, Signatures grid, etc.) 

Settings 

  • Notifications 
    • Set up personal Email Notifications configuration (to receive All emails or Only essential emails or No emails at all) 
  • About you 
    • Add/Update their Aptem account profile picture 
  • Signature Sample 
    • Visibility: only if either of the “Review” and “Compliance documents” tokens are enabled for the tenant in the account programme. 
    • View/Reset their electronic signature sample 
  • Security Settings 
    • Change their Aptem account password 
  • Switch to Aptem Classic
    • Navigate to Aptem Classic interface

Nested pages 

These are the learner details pages - from the top panel menu. 

Learner Profile page 

  • Programme Details 
    • View Learner’s current programme episode details, including 
      • Programme type/name 
      • Programme period, Apprenticeship dates 
      • Active sub-programmes 
      • Qualifications linked to current programme episode 
      • Manage Qualification Assessment details (Add/Edit/Delete) 
      • Programme status 
    • Use “View Profile in Classic” option (to switch smoothly to Learner’s User Profile page in Classic interface)
  • Learner Details 
    • View Learner’s personal details (Name, Username, DOB, Aptem groups allocation, etc.) 
    • View Learner’s contact information (email, mobile phone, etc.) 
    • View Learner’s Employer details (Employer organisation name, address, Manager/Mentor, Job title) 
    • View Learner’s Referrer details (Referrer organisation name, address, contact) 
    • View Learner’s Additional information – if “Custom fields” token is configured for Learner’s programme 
    • Manage Learner’s Markers (view/edit) 
    • Use “View Profile in Classic” option (to switch smoothly to Learner’s User Profile page in Classic interface)
  • Learning Support 
    • View Learner’s Learning difficulties, disabilities and health problems details – if “ILR” token is enabled in Learner’s programme 
    • Register Learner for / Reset Learner’s Cognitive Assessment – if “Aptem Assess” token is enabled in Learner’s Programme 
    • View Learner’s Cognitive Assessment Report, including historical details – if “Aptem Assess” token is enabled in Learner’s programme 
    • Register Learner for Cognassist Cognitive Assessment, resend Invitation and view Assessment report – if “Cognassist” token is enabled for Learner’s programme 
    • View Learner’s Initial Assessment results (including historical details) 
    • Use “View Profile in Classic” option (to switch smoothly to Learner’s User Profile page in Classic interface)
  • End-Point Assessment 
    • Visibility: only if EPA feature is enabled for tenant and Learner is enrolled onto a delivery programme with delivery type "Training - Apprenticeship" 
    • Register Learner for EPAPro Assessment, if EPAPro integration is enabled for tenant 
    • Record Learner’s registration for EPA manually 
    • View EPA status 
    • Use “View Profile in Classic” option: To switch smoothly to Learner’s User Profile page in Classic interface.
  • Onboarding 
    • Visibility: only if “Onboarding Wizard” token is enabled for Learner’s programme 
    • View Learner’s Onboarding Wizard steps/content and current progress in read-only mode 
    • Use “View Profile in Classic” option to switch smoothly to Learner’s User Profile page in Classic interface. 

Learner dashboard

On the learner dashboard, you can view the following widgets 

  • Title 
    • View quick summary of Learner (Programme title, Programme status, Learner’s Manager/Mentor) 
    • Navigate to Learner Profile page 
  • Learning Plan Components 
    • Visibility: only if “Learning Plan” token is enabled in Learner’s programme.
    • View learning plan activities broken down by completed, submitted, remaining and target 
    • Clicking on “Number overdue”/”Total completed”, navigate to Learner’s Learning plan page with selected filter applied (Overdue/Completed components) 
  • Upcoming Review 
    • Visibility: only if there is a review scheduled for future date, but not started yet 
    • See the earliest upcoming review scheduled for Learner 
    • Note: no “Start” option available for Standard Administrator 
  • Timeline 
    • Visibility: only if both Programme Start date and Programme End date are set up for Learner’s current programme 
    • View visual indicator showing the learner's current stage in the programme 
  • Progress 
    • Visibility: only if Standard/Qualification/Framework is linked to Learning Plan in Learner’s current programme 
    • View current progress per each allocated Standard/Qualification/Framework 
  • Off-The-Job Hours 
    • Visibility: only if “Learning Plan” token is enabled AND “Collect off-the-job hours” option is ticked in “Programme Requirements” token in Learner’s programme 
    • See Learner’s Minimum required, planned, submitted, completed and forecast OTJ hours 
  • Skills Radar Report 
    • Visibility: only if “Competencies” token is enabled in Learner’s Programme AND there is at least 1 Competency assessment seria completed 
    • View summary of the learner's Skills Radar scores 
  • Current RAG status 
    • Visibility: only if RAG status is provided for Learner via Review 
    • See Learner’s current RAG status 
  • Requires Attention 
    • Components Overdue 
      • Visibility: only if Learning Plan is enabled in Learner’s programme AND there is at least 1 Overdue component 
      • See number of overdue components in Learner’s Learning Plan 
      • Clicking on the card, navigate to Learning Plan showing Overdue components only 
    • Tasks Overdue 
      • Visibility: only if there is at least 1 Overdue Task in Learner’s calendar 
      • See number of overdue Tasks in Learner’s calendar 
      • Clicking on the card, navigate to Learner’s Tasks page with expanded “Overdue Tasks” side panel 
    • Requires Marking 
      • Visibility: only if “Learning Plan” token is enabled in Learner’s programme AND there is at least 1 component with evidence unmarked yet 
      • See number of components requiring evidence marking 
      • Clicking on the card, navigate to Learner’s Learning Plan with “Requires Marking” quick filter applied 
    • QA Feedback Received 
      • Visibility: only if “Learning Plan” token is enabled in Learner’s programme AND there is at least 1 evidence marked as “QA Feedback Received” 
      • See number of evidence referred by Internal Verifier (IQA) administrator 
      • Clicking on the card, navigate to QA Feedback Received drilldown 
    • Unread Messages 
      • Visibility: only if the "Collaboration Centre" token is enabled for the tenant in the account programme AND there is at least 1 unread message. 
      • See number of unread messages sent over to logged in Administrator by selected Learner 
      • Clicking on the card, navigate to Learner’s Messages page 
    • Signature Required 
      • Visibility: only if “Compliance documents” or “Review” tokens are enabled in Learner’s programme AND there is at least 1 document requires signature from Learner 
      • See number of compliance or review documents pending Learner’s signature provided 
      • Clicking on the card, navigate to Signatures grid, filtered by Learner’s full name 
    • Cognassist Registration Required 
      • Visibility: only if “Cognassist” token is enabled in Learner’s programme AND Learner has not registered for Cognassist Assessment yet 
      • See whether Learner still needs to register for Cognassist Cognitive Assessment 
      • Clicking on the card, navigate to Learner Profile > Learning Support page 
    • Cognitive Assessment Incomplete 
      • Visibility: only if “Aptem Assess” or “Cognassist” tokens are enabled in Learner’s programme AND Learner's Cognassist assessment status is “Not completed” or Aptem Assess status is “Not Started” or “In Progress” 
      • See whether Learner still needs to complete their cognitive assessment (should it be Aptem Assess or Cognassist platform based) 
      • Clicking on the card, navigate to Learner Profile > Learning Support page 
    • Cognitive Results Ready 
      • Visibility: only if “Cognassist” or “Aptem Assess” tokens are enabled in Learner’s programme AND Learner has already completed their cognitive assessment AND until any administrator clicks on the card 
      • See whether Learner has completed their cognitive assessment (should it be Aptem Assess or Cognassist platform based) 
      • Clicking on the card, navigate to Learner Profile > Learning Support page 

Learning Plan 

Under Learning plan, you can view current Programme progress (including active sub-programmes).

  • View Current and Target progress 
  • Use “Quick Filters” option - to filter components list by: 
    • Requires Marking
    • Feedback Received 
    • QA Feedback Received 
    • Secondary Tutor Responsibility 
    • Supported by other Tutor 
    • Delivery via Employer 
  • View all Learning Plan components of selected Learner 
    • View component details (including QA status) 
    • View component criteria mapping if persists 
    • Perform additional actions upon specific components (such as Create/Edit/Complete task, Start review, Preview SCORM assets, etc.) 
  • Work with evidence attached to component 
    • Download evidence of Document type 
    • Upload new evidence/Add Note evidence (can also provide Off-the-job Hours details) 
    • Edit evidence if still Requires Marking 
    • Note: no ability to view Assessment Reports 
  • View Standard progress (criteria tree) with list of evidence mapped to the criteria item 
    • View Current and Target progress 
    • Use “Hide completed criteria” option (to hide those criteria items which reached 100% of their completion) 
  • View Evidence Summary 
    • Download evidence of Document type 
    • View criteria tree for each marked evidence 
    • Export Portfolio as .ZIP archive 

Tasks 

  • View Learner’s Aptem calendar tasks 
  • Create new Task for Learner 
  • Edit/Cancel Tasks for Learner 
  • Mark Learner’s Task Complete/Incomplete 

Messages 

  • Visibility: only if “Collaboration Centre” token is enabled in Learner’s programme 
  • View/send private text messages to Learner 
  • Receive/send file attachments 
  • Search through chat history 
  • View system built-in notifications sent over to Learner 
  • Navigate to application pages if mentioned in Notification (such as Edit Task, Learning Plan, Signatures grid, etc.) 

Reviews 

  • Visibility: only if “Review” token is enabled in Learner’s programme 
  • View list of Planned / Finished review instances 
  • Create a new Review instance for Learner 
  • Start any Not Scheduled/Scheduled review instance 
  • Navigate to Scheduling Assistant for Not Scheduled/Scheduled/In Progress reviews to see Learner’s Tasks per selected day (no schedule/reschedule action available for Standard Administrator) 
  • Continue any ‘In Progress’ review instance, navigating to review profile page 
  • View Awaiting Signature/Completed/Archived review’s review profile page (read-only; “View” option for Archived reviews is only available if review instance had already been started prior to ‘Archived’ status) 
  • Navigate to Review Profile page (via Start/Continue/View options) 
    • View stored details for selected review 
    • Edit review details for any review section 
    • Update review section status (Complete/Incomplete) 
    • Finish review and generate/sign review document 

Trackers 

  • View list of all Trackers created for Learner (including linked to Learner’s previous programme episodes) 
  • Navigate to Edit Tracker page (via “Edit” option) to see Tracker details and update (no update available if it’s Process Automation tracker, though) 

Documents 

View Learner’s documents, allocated to the following folders: 

  • To Do 
    • Visibility: only when there is at least 1 document to be displayed in folder 
    • View total number and titles of Review/Compliance documents pending Learner’s signature 
  • Learner’s Documents 
    • View/Download 
    • Edit description (note: not applicable to documents uploaded by Learner) 
    • Delete document (note: not applicable to documents uploaded by Learner) 
    • Upload new document 
    • Use “Visible to Learner” option (to set up document’s visibility to Learner) 
  • Compliance Documents 
    • Visibility: when “Compliance Documents” token is enabled in Learner’s programme 
    • For current programme 
      • View and download all compliance documents already generated/uploaded during current programme 
      • View/download all signature mandates used for signing document during current programme 
      • View compliance item status 
      • Upload new file under compliance item 
    • For previous programmes 
      • View and download all compliance documents generated/uploaded during selected programme 
      • View/download all signature mandates used for signing document during selected programme 
      • View compliance item status 
  • Programme Documents 
    • Visibility: only if "Documents" token is enabled in Learner's Programme AND at least 1 document is to be displayed 
    • View/download programme documents 
  • Onboarding 
    • Visibility: Only if the "Onboarding Wizard" token is enabled in the learner's programme AND "Documents" step is enabled AND at least 1 document is to be displayed (not marked as "Archived") 
    • View/download Onboarding Wizard documents 
  • Reviews 
    • Visibility: only if “Review” token is enabled in Learner programme 
    • View/download latest .pdf document generated for review instance 
    • View review document details:
      • Document status (signed/not signed) 
      • Date latest version of document was created 
      • Signature status (per persona – Employer/Referrer/Admin) 

Skills Radar 

  • Visibility: only if “Competencies” token is enabled in Learner’s programme
  • View all Competencies assigned to Learner 
  • View latest assessment results per persona (Tutor/Learner/Employer) 
  • View assessment history for each competency 
  • Make assessment for any competency characteristic (optionally, adding new Note and attaching a file) 

Notes 

  • View/Create a Note on Learner 
  • Edit/Delete existing Notes 
  • View history of changes applies to a Note 

Call option 

  • In Desktop view port: view Learner’s Phone number 
  • In Tablet/Mobile view port: initialise a call (via device call manager application – such as Dialer, Skype, etc.)
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