View our training session on the new summarisation tool, designed to cut admin time on writing review summaries so that tutors can focus on productive conversations, is now available to view.
In this session, Senior Implementation Consultant Katie Thornton and Implementation Consultant Cheryl Prior walk through managing the review process within Aptem, demonstrate how to use the new summarisation tool, showcase the new action tracker and take questions from customers.
Q&A from the webinar
Can the reviews be done in stages- will the data entered save automatically?
The summarisation feature can generate a summary from multiple documents, which means if you wish to upload more than one transcript, it will summarise the review as a whole. As well as supporting reviews completed in stages, this means that if, for example, you or the learner loses connection midway through a session, you can upload all the relevant transcripts.
Does it discern between ice breaking / informal chat and the formal elements of the review?
The feature is trained to summarise a review based on compliance requirements for a high standard of review documentation and will therefore eliminate any irrelevant information in the summary such as ice breaking or informal chat.
Where do the original transcripts sit? is it in the learner’s documents?
The documents will be stored in the reviews module where you have uploaded them, so that they can be accessed for future reference if required.
Often, our meetings on Teams have the Manager and Learner sharing the same camera. This makes the Teams transcript a little confused as it does not always pick up who is talking. Do you have any recommendations for managing this?
This is a challenge that can’t be solved by technology, because it is a limitation of AI-generated transcription from your meeting. However, when delivering the review, you can name the person you are asking the question to in order to make it clearer who is answering, or frame a question in a way that makes it clear where it fits in the review process. For example, “John, how have you found it to fit in the required off-the-job training hours?” or “As an employer, do you think that John represents your company well when interacting with customers?”
Will learning support plan reviews pull through, given that the learner may not have given permission for this support to be shared with line manager?
When the review is set up, you can select who can see each review and who needs to sign it. So, if it’s set up that an employer not able to see that review, it will not pull through for that employer.
Does the review automatically get sent to the learner for signing or do we need to email them to log in and do it?
Learners will get a notification within Aptem to inform them that something needs signing, and it will also be flagged in their dashboard to inform them that they have an outstanding action. Notifications will also appear in learners’ messages if this has been configured at programme level. Currently the system won’t automatically send an email to the learner until a certain amount of time has elapsed, and you can set the timing for this. The email will tell the learner that they have outstanding messages. Employers will receive a notification in the system and on the side menu for signatures.
Will the short-term goals in the review record a date and add them to the calendar in Aptem?
Currently, short term goals are recorded in the review, and the action plan section does not pull the actions into the calendar. It is in the roadmap to further develop this feature, and our product team works closely with customers to ensure that future developments add further value and save you time.