Compliance documents template version control

Overview

The compliance document version control functionality streamlines the management of compliance templates, saving significant administrative effort and improving reporting accuracy.

With version control, administrators can now update compliance templates directly within a programme without requiring learners to re-sign updated documents unnecessarily. This eliminates redundancy, reduces administrative overhead, and ensures that compliance document updates align seamlessly with programme needs.

Guide to amending and retiring compliance templates

This guide outlines the critical steps and considerations when managing different versions of compliance templates within your programmes.

Administrators need to have the ‘Manage Programmes’ role to access the "Compliance Documents" token within Classics programme settings in the programme builder.

General Policy on template management

Great care must be taken when editing a template that is currently assigned to a programme with learners enrolled on it.

To maintain the integrity of existing learner records and programme configuration, we strongly advise against amending any details of a template version currently in use.

The only recommended amendment to an existing template version is to set the Valid To date in order to retire the document.

How to introduce a new template version (Recommended Action)

To update a compliance document, you must retire the old version and introduce a new one.

1. Retire the old template version
   • Edit the template that is being retired.
   • Set the Valid To date to the day prior to the new template's Valid From date.
     • This ensures there is only one current version of that template type for all learners across the date ranges defined in the templates.
2. Add the new template to your programme configuration. Please note that the existing document must not be edited. Instead, create a new document for the updated version. Click the link provided to view instructions.
   • Click the Add button.
   • Set the Type, Version, and Title as required for the new document.
   • Set the Valid From date to the desired start date for the new template's use, which must be after the retired date of the template being replaced.
   • Note: Backdating the Valid From date will affect current learners, requiring them to sign the new template and potentially impacting their access to learning plans.
   • Optionally, set a Valid To date to indicate when the template will no longer be valid.

Retiring an existing template

• Default Valid From Date:
  • When editing older templates, the "Valid From" date defaults to Aptem’s founding date (19/02/2009) to prevent errors that could invalidate existing compliance documents.
  • This default date can be adjusted as needed.
• Overlapping Templates:
  • The system prevents admins from creating multiple templates with the same processor and type that have overlapping date ranges. If such an overlap is detected, an error message will block the addition of these dates.
  • For templates with the same processor but different types, the system provides a confirmation popup. Admins can either confirm and proceed or cancel to adjust the dates.
    • If overlapping date ranges exist within the same processor (e.g., Apprenticeship Agreement), the system displays warnings under each affected template. Admins can choose to ignore these warnings and save the templates, but the system will highlight potential issues.
• Retiring a template
  • When you are ready to apply a new compliance document template, the old one must be retired by entering a "valid to" date and applying this change.

Adding a New Compliance Template

Navigate to the "Compliance Documents" token within Classics programme settings in the programme builder. Admins will require the ‘Manage Programmes’ role to access this.

• Click the Add button.
• Set the Type, Version, and Title as required for the new document.
• Set the Validity Dates. These dates ensure that templates apply only to learners whose programme start dates fall within the specified range.
  • Specify the "Valid From" date to determine when the template becomes applicable. This date must be after the retired date of the template being replaced.
    • Note: Backdating the Valid From date will affect current learners, requiring them to sign the new template and potentially impacting their access to learning plans.
  • You can set a "Valid To" date to indicate when the template will no longer be valid. The Valid to date can be entered or left blank.

Learner Application:

• Compliance templates are applied only if the learner’s programme start date falls within the date range specified in the template.
• This affects:
  • Compliance documents generated during the onboarding wizard.
  • Compliance documents manually created in the signatures grid in Console or in the learner profile in Classic.
• Learners see only the relevant compliance documents, streamlining their experience and reducing confusion.