September 2024 release notes

We have completed the first iteration of the integration with CENTURY. This includes the learner being able to complete their initial assessment as part of the Aptem Onboarding wizard. This will automatically register Learners with CENTURY and allow a seamless user experience as the Learner navigates to CENTURY to complete their initial assessment. This will cut down on the administrative effort for providers who manually register learners. This will also save time during onboarding, as learners can complete this all within a single workflow.

Enabling the integration for your tenant

If a customer wants to use the Century module, a request through their CSM or IC should be made to enable it. Once this module is enabled for their tenant, administrators with the Manage Tenant Settings role will now be able to configure the CENTURY integration. When the module is disabled, administrators with the Manage Tenant Settings role will not be able to configure the CENTURY integration.

Enabling the Century Integration enables the Functional Skills Step in Programme Builder

We have enhanced the onboarding wizard configuration. Now, when Century is enabled in the tenant, Century will appear as an option for the provider of Functional Skills during the Onboarding step. This allows learners to complete initial assessments in English, Maths, and digital skills as part of their onboarding when Century is selected as the provider. 

New Settings Screen

When enabled for your tenant, Administrators with the Manage Tenant Settings role can enable Century within their tenant and can securely enter and save their Century API credentials.

Verification of the connection

When saving the Century API credentials, a call is made to Century to verify the connection. If successful, the connection is confirmed and the form is saved. If the connection is unsuccessful, a human-readable error message will be displayed, such as "Invalid API key" or "Can’t connect to Century, please try again," and the form will remain invalid. This update provides confidence that the Century integration is working correctly before it is rolled out to learners.

Cohorts are created in CENTURY

We have enhanced the CENTURY activation process for MI Managers. When CENTURY is enabled in Tenant Settings, three specific cohorts are created in CENTURY for the current academic year, without duplicating cohorts if CENTURY is disabled and re-enabled later:

• Aptem English - Includes "English Smart Initial Assessment."
• Aptem Maths - Features "Maths Smart Initial Assessment."
• Aptem Digital Skills - Incorporates "Digital Skills Smart Initial Assessment."

This update ensures correct cohort creation, streamlining management and enhancing the organization within the educational process, supporting thorough and compliant onboarding and assessment of learners.

Learners are registered from the onboarding wizard FS step

We've made updates to simplify how learners onboard and register for initial assessments with CENTURY. Now, a direct link will guide learners to the CENTURY login page where they should use their registered Aptem email and the 'forgotten password' feature to set up their password. New learners will automatically be registered with CENTURY if they don't already exist in the system. They'll also be added to the appropriate cohorts based on their selected initial assessments during the Onboarding Wizard Functional Skills step. This process ensures that learner profiles are as complete as possible, streamlining their start in the program. Please note that this is only available in the console version of the onboarding wizard.

Progress in the onboarding wizard is dependent on the completion of the IAs in Century

We have updated the onboarding process for learners utilizing the Functional Skills step with the CENTURY provider. To ensure that the onboarding process is thoroughly completed, the completion of these initial assessments is now mandatory. Specifically, the Functional Skills step will only be marked as complete if all CENTURY initial assessments are finished. If any assessments remain incomplete, learners will not be able to progress to the next step. Additionally, if a learner attempts to progress with incomplete assessments, clear messaging will be displayed, informing them of the need to complete all assessments. This change ensures that all necessary assessments are completed before moving forward, supporting a comprehensive and compliant onboarding experience. Please note that this is only available in the console version of the onboarding wizard.

For more information, see: 

• Integrating with CENTURY
• Add CENTURY as a FS in the Onboarding Wizard
• CENTURY for learners

Set number of Situational Judgement questions

Using Automatic trigger

When an Admin is using the system to manage automatic programme sets, they can now edit existing sets to reconfigure them as needed. Specifically, the number of Situational Judgement questions in the programme set can be adjusted directly, allowing for more flexibility without the need to delete sets or contact support.

Using Manual trigger

If a tutor wants to create the Checkpoint with more question types using a manual trigger in Learner Profile, they can now set the 'Target number of scenario-based questions per KSB'. The default value for the 'Target number of scenario-based questions per KSB' field is 1, and the maximum number allowed is 3 questions. An Admin can have only theory questions by setting the scenario questions to 0 and vice versa.

Surfacing feedback

As a learner, I am now provided with feedback (where I have answered incorrectly) or an explanation (where I have answered correctly) so that I gain a more comprehensive review experience. As a tutor, I can see the feedback or explanation the learners were provided with so that I can comprehensively review their Checkpoints. The labels for an incorrect answer are “Feedback” and “Explanation” for a correct answer. Feedback and Explanations can be found in the following places:

• Learner:
  • Results screen immediately after completing a Checkpoint
  • On the learner's Checkpoint history
• Tutor:
  • Checkpoint history within the manual Checkpoint page
  • On the reports, individual learner Checkpoint history page

Feedback for an incorrect answer:

Feedback for a correct answer:

Periodic Triggering - Edit - Start Date & Optional user entered end date

When an Admin edits an existing Periodic Trigger, there is now an option to add or modify both the start date and the optional end date along with also the number of theory and scenarios questions. This enhancement provides greater flexibility in managing trigger configurations, allowing admins to precisely control when a configuration should start and stop triggering Checkpoints.

Programme sets Table Changes for Automatic

When an admin is on the Programme Sets list page for Automatic trigger settings, they can now see that a number of columns have been removed from the interface to make it cleaner and more accurate. The columns removed are: Number of questions per KSB, Delayed By, Valid For. Now only the Name and Programmes columns are visible in the grid.

Periodic Triggering - Example of schedule message

When an admin is configuring Periodic settings, they can now view an example message that reflects their recent configuration. This enhancement helps ensure that the settings are correctly configured by providing immediate feedback on the changes made.

Export functionality Enhancement for Programme data

Tutors can now export data from the Programme level reporting screen in Checkpoint to formats like CSV for in-depth analysis and reporting. An "Export" button has been added to the screen, enabling tutors to convert the visible table data into CSV format. After exporting, a confirmation message, "Data exported successfully," appears to confirm the process was completed correctly.

Choose attendees to invite to Reviews scheduled via Teams

When a tutor creates or updates an online Review and wants to specify or update the participant list they can do this by selecting attendees (learner, manager, mentor) on the create/edit component or review forms. The list of attendees appears only when Meet Online is selected. Once the Review is scheduled, the scheduled status cannot be reverted, so the toggle will become unclickable. Once the Review is scheduled, the Meet Online flag cannot be removed in the Aptem UI, so the toggle will become unclickable.

Note that if the associated online meeting is cancelled in Teams, the Meet Online flag will be removed, and the user can re-check Meet Online and re-select the appropriate attendees to invite.
If the attendees are changed in the Aptem UI, the attendees in the associated Teams meeting will also be updated. For example, if the Manager is originally invited, and the tutor un-checks the Manager box and checks the Mentor box, the Manager will receive a cancellation via Teams and the Mentor will be invited.

Schedule Meetings in Teams instantaneously when updated

In some cases, tutors schedule a meeting which does not meet the criteria to be scheduled via the Communications Connector with Teams, for example it is outside the scheduling timeframe or Meet Online is not selected. In such cases, when the tutor amends these details to fall within the scheduling timeframe, or selects Meet Online, the meeting will be scheduled in Teams instantaneously, and there will not be a 3-hour delay.

Learner's name added to Teams invite

When tutors use Aptem to schedule their meetings, they want to see who their review/meeting is with at a glance in their Teams calendar so they can easily identify preparation tasks for this review/meeting. Aptem now adds a learner’s full name in the meeting title in the following format: “[learner name] - [meeting name]”.

Enhanced Cognassist Registration failure error messages

When an Admin is using the Cognassist feature and they want to register a Learner and registration fails they can easily identify why the Cognassist registration has failed within the error presented in the UI.
Note: Learner registration behaviour has been preserved (no validation messages are displayed). This will be reviewed at a later date.

'getPLRByUserID' method to include all columns from PLR section in the API response

We have enhanced the 'getPLRByUserID' API method to provide Data Managers with more comprehensive data retrieval capabilities. The API now includes additional columns in the response: Place of Study, Qualification Type, Subject, Level, Award Date, Credits, Grade, and Record Type. This update allows Data Managers to access all of the PLR data held within our system, facilitating the creation of complete records in the student record system. The public API documentation has also been updated to reflect these changes, ensuring that users are fully informed about the new data availability and can integrate these updates smoothly into their workflows.

UI example:

API:

Display Employer's Postcode in Learner Dashboard

When a Tutor navigates to the Learner details tab, under Employer section, they can now see the employer postcode along with the employer address for better reference.

Display ULN for the Tutor

When a tutor accesses a learner's Dashboard, they can view the learner's ULN number within the Profile card. This is particularly useful since learners often require their ULN to obtain NUS cards, Student Discount Cards, and other related items. Typically, learners would need to request this information from their tutor. However, if tutors lack access to the classic system, they must go through the Admin team to retrieve it, which can be a time-consuming process.

Updated the 'Submitted for Marking' metric in the Learning Plan components widget

When an administrator, employer, or learner is using the Learner dashboard and wants to see an accurate count of learners with pieces of evidence that are awaiting marking in the 'Submitted for Marking' metric within the Learning Plan Components widget, they can now be sure this metric contains only components with a status of "Requires Marking". Referred status evidence awaiting feedback are counted towards the 'Total Remaining' metric, providing a clearer understanding of the marking status.

Extended the Data in the Missing Aims table within the Funding Dashboard

When an MIS manager is using Funding dashboard and they want to see which learners are on aims that are not matched to LARS aims they can now see them using the “List of unique aims were the relevant funding/delivery data is currently missing” data table on the Missing Aims, Weighting & Errors page.

Other updates to the Reporting functionality

• When an MIS manager is using the Accountability page within the Quality dashboard and they want to see the position as at the end of the previous academic year, they can do this by changing the “Year” user filter to select “Previous year”. This will update the data shown to show the position as at 31st July.
• When an MIS manager is using the Accountability page within the Quality dashboard and they want to ensure that the learners that have returned from a break are only counted once, they can now see this within the data on the page using the learner detail for export as clarification.

• Previously, completing the PLR section for reviews without an owner was preventing the corresponding review tasks from being completed. This is now fixed, and a data fix script will be run to fix the existing incomplete tasks caused by this issue.
• When an admin is using the open trackers drill down, they can now expect that deleted trackers will no longer appear. This update ensures that only non-deleted trackers are displayed, preventing confusion, and eliminating the "Lost In Space" errors.
• When an Admin is using Users Generic Report to build a report over a Learner record indicating Aptem Assess completion with successfully passing every diagnostic test, assessment results should populate with “No Support Indicated” result for each test and overall result so that reporting is accurate and consistent.
• We have updated the link to the ILR specification in the privacy statement within the ILR declaration. The previous link redirected users to the incorrect "Privacy information: Key Stage 4 and 5 and Adult Education" page. It now directs users to the correct "Individualised Learner Record (ILR)" page as per the government website. This ensures that our learners have accurate and updated privacy information.

We have completed the first iteration of the integration with CENTURY. This includes the learner being able to complete their initial assessment as part of the Aptem Onboarding programme.

In our forthcoming iteration we will automatically return the initial assessment results back into Aptem. Removing the need to complete this task manually. We also plan in a further iteration to add the option to include the CENTURY initial assessments in the learning plan. 

Based on customer feedback from the beta trial, the virtual assistant for learners will be optimised before we make it available for all Aptem Enterprise customers. This iteration will also include technical improvements to ensure that each customer can roll out the virtual assistant across their learners on a scalable basis. 

We are continuing to improve the user experience and value of data provided within the Funding Dashboard Report. As part of these changes, we will extend the reporting period filters.

Where date filters exist on a Funding Dashboard reporting tab, we will update these options to provide customers with the ability to report on the funding data within those reporting tabs by historical, current, and future academic years.

Users will be able to select one option at a time from the following:

• Current academic year
• The past 5 academic years (if data exists within Aptem)
• Future academic years (if data exists within Aptem)

We are adding the UKPRN value to each applicable report within the Funding dashboard and the Quality dashboard tables/charts/tiles. Users will be able to filter the data by UKPRN and the correct data is returned based on the filter selection. This will save time as users will not have to manually check the data for each Learner to separate per UKPRN (where multiple exist).

We have formalised our existing technical approach to have tenant-specific APIs as part of our best practices. The legacy method to process requests via api.aptem.co.uk will be disabled as of January 2025. Please ensure your API calls are updated to use the revised {tenant}.aptem.co.uk URL in time. Note that this will not cause any change in functionality. The API documentation at https://aptem.co.uk/api.html will be updated to reflect this change.