Reporting: Troubleshooting guide

Here are some common questions and scenarios you might encounter.

Contents

1. In UGR, the line manager's name and email fields are appearing blank
2. What's the logic behind the UGR field 'Review meeting completed'?
3. A learner's component aim has a standard code, but it isn't appearing in the UGR report. Why?
4. Why is the PersonalInformation_AgeAtStart field blank for some learners in OData?
5. The UGR 'Marking' fields are blank despite having marked learners' components. Why?
6. The completion status code and outcome code are blank for a learner in the UGR. Why?
7. Which field should I use for reporting on a learner's mobile phone number in UGR and OData?
8. What's the 'On-time' yes/no calculation in UGR based on?
9. How is the QA Date updated in User Generic Reports?
10. Why aren't the TNP and ACT data fields available in the User Generic Report?
11. Which date shows in the UGR field 'Last Review Completed Date'?
12. What data does the Last Contact Date field return in the User Generic Report?
13. We've found extra 'Custom Tracker Types' in our User Generic Report. How do we delete them?
14. Is there a way to report on learners' Aptem Assess outcomes?
15. Why isn't the 'programme leaving date' field producing data in the UGR for learners who've completed their course?
16. How do I report on the long-term disability/health/learning difficulties question in the UGR?
17. The User Generic Report data doesn't look updated in real time. How often is it updated?
18. When reporting on the UGR, why am I seeing duplicate fields?
19. Is there a way to see when an employer user last logged in?
20. I can't report on specific fields in the User Generic Report. Why?

In UGR, the line manager's name and email fields are appearing blank.

Your report may be pulling details from the Extended ILR fields instead of the 'Manager name' and 'Manager email' fields under CRM.

Using the CRM fields instead pulls the details in from the learner's profile, which is usually what's needed.

What's the logic behind the UGR field 'Review meeting completed'?

This UGR field doesn't count the completed reviews themselves. Instead, it shows how many review meeting tasks have been completed for a learner.

A learner's component aim has a standard code, but it isn't appearing in the UGR report. Why?

The apprenticeship standard code is only included in the UGR report if the standard code for the programme aim is present. It doesn't account for whether it's been filled in for the component aims alone.

Why is the PersonalInformation_AgeAtStart field blank for some learners in OData?

The PersonalInformation_AgeAtStart field in OData is only calculated and shown when:

• the learner's Onboarding Wizard has started (status changed to In Progress)
• the learner's date of birth is populated in their profile
• the learner has a valid episode/programme start date

If any of these conditions aren't met — for example, the Onboarding Wizard hasn't started, the date of birth is missing, or there's no programme start date — the PersonalInformation_AgeAtStart field appears as blank or null in OData.

The UGR 'Marking' fields are blank despite having marked learners' components. Why?

The 'Marking' fields in UGR only apply to tasks, not learning plan components. Check the available fields in the Learning Plan section of UGR instead, to better meet your reporting needs.

The completion status code and outcome code are blank for a learner in the UGR. Why?

Check the ILR for the learner in question. For learners with an aim type of 1, these fields are populated in the UGR. For any other aim type, they remain blank — in these cases, use OData to retrieve this information, via the 'IlrAims' field.

Which field should I use for reporting on a learner's mobile phone number in UGR and OData?

To report the learner's phone number in UGR, use the 'Mobile' field. To report it in OData, use the UserPersonalDetails_mobile field.

UGR provides an 'On-time' yes/no option. What's this calculation based on?

This field relates to a learner's progress towards completing their learning journey, and uses the number of overdue learning plan components to calculate whether a learner is 'on time'.

If there are any overdue learning plan components, the 'On-time' field returns 'No' — even if it's just one overdue component.

How is the QA Date updated in User Generic Reports?

The 'QA Date' field in User Generic Reports shows the most recent date the ILR was saved by someone with the ILR QA role.

Why aren't the TNP and ACT data fields available in the User Generic Report?

The TNP and ACT data fields aren't available in UGR because they relate to aims-level details, and there can be multiple entries per learner.

UGR captures single-level entries, so for multiple-level entries, OData is the recommended approach. For more information, see Report on information from the TNP and ACT data fields.

Which date shows in the UGR field 'Last Review Completed Date'?

The 'Review Last Date' field reflects the start date of the most recently created completed review of the relevant review type. The creation date used in this logic isn't visible in the system's user interface. However, the Reviews feed in OData has a 'CreatedDate' field that identifies when each review was created, and this is what the UGR logic uses.

Logic for the 'Review Last Date' field:

Based on the review type, the system identifies the completed review with the most recent 'CreatedDate' and displays its start date in the UGR. Bear in mind there are scenarios where:

1. the 'CreatedDate' differs from the start date
2. the 'CreatedDate' of the most recently completed review is earlier than the maximum 'CreatedDate' for that review type

For example: for the learner and Milestone Review – 2022 shown below, the maximum 'CreatedDate' among all completed reviews is 08/11/2022 (as shown in the Reviews table of the OData feed). The start date of this review, 08/11/2022, is what's displayed in the UGR (shown in the second screenshot).

The same data appears in the Users OData table, in fields that begin with the prefix UserReviews_ADET_GRModel_ and end with the trimmed name of the review type.

For example, for a review type labelled "MilestoneReview - 2022 last date" in the UGR, the corresponding OData field would be UserReviews_ADET_GRModel_milestonereview2022.

What data does the Last Contact Date field return in the User Generic Report?

There are two data fields relating to 'Last contact dates' in User Generic Reports.

Communication – last contact date

This field comes from an administrator's tasks, where the selected learner is set up as the task contact.

It's the task in the past with the end time nearest to the current date. For valid scenarios, it can't be in the future.

Learning plan – last contact date

This date comes from the scheduled date of tasks associated with the following components:

• Meeting
• Review
• Offline learning (placement/workshop)
• Mentoring
• Shadowing

For each component, the system identifies a date, then selects the maximum value among those.

Each component type has its own rule for calculating that date:

• Meeting: the due date of a task in the past, associated with the component and nearest to the current date; this includes recurring tasks.
• Mentoring & Shadowing: the due date of a task in the past, associated with the component and nearest to the current date.
• Review: the planned or scheduled date of the review instance associated with the component. This can be in the future.
• Offline learning (placement/workshop): the due date of a task in the past, associated with the component and nearest to the current date.

We've found extra 'Custom Tracker Types' in our User Generic Report. How do we delete them?

This is usually because the custom tracker types have been created in multiple programmes, each with a different spelling.

To resolve this, use exactly the same spelling and casing for custom tracker types across all programmes. This streamlines your reporting and prevents further confusion.

If a custom tracker type isn't needed in multiple programmes, amend the name to remove it. A custom tracker won't appear once it's no longer in use in a programme.

Is there a way to report on learners' Aptem Assess outcomes?

Yes. You can do this through OData or User Generic Reporting (UGR).

• For OData, you'll find the relevant fields in the Users feed. See the OData dictionary for the specific field names.
• For UGR, the Aptem Assess fields are under Aptem Cognitive Assessment, within the Onboarding option.

Why isn't the 'programme leaving date' field producing data in the UGR for learners who've completed their course?

This happens when the learners are still enrolled on their programme and don't have an ILR set up on their account. To resolve this, stop the programme for these learners and produce the ILR. The stop option should be available next to the programme tab on the learner's profile, in Aptem Classic.

If an ILR wasn't created for the learner during onboarding, create it manually instead: go to the learner's profile in Aptem Classic and select 'Create' next to the ILR in the Compliance Documents section.

How do I report on 'Do you consider yourself to have a long-term disability, health problem or any learning difficulties?' in UGR?

To report on this question in UGR, you'll need two fields in the ILR table:

• LLDD elements lists all selected options, by code rather than name.
• Primary Health Problem lists the main problem with its description.

If both fields are empty, the learner has selected 'No' for this question.

The User Generic Report data doesn't look updated in real time. How often is it updated?

Data in the User Generic Report doesn't always update in real time. Some fields update instantly, some are queued together and may update a few hours later, and some update at 01:30 every day.

When reporting on the UGR, why am I seeing duplicate fields?

This happens when an administrator previously created a custom field via Programme Builder with the same name as an existing field. We can't remove these fields completely from the system, though functionality has since been added to the product to stop this happening.

Is there a way to see when an employer user last logged in?

You can find this using the 'Last login date' field in User Generic Reports, or via OData in the Users table, using the UserSummary_LastLoginDate field. Both can identify when any user type — learner, administrator, or employer — last logged in.

UGR:

OData:

I can't report on specific fields in the User Generic Report. Why?

When using UGR, make sure the data you want to report on has been selected and applied to the report. Select the cog icon to bring up the dropdown of all available fields, and confirm the data you want is actually available within Aptem.

In the screenshots below, the Employer Address field is available both in the Onboarding Wizard and as a CRM item. If you select the wrong source for the data, the report will show inaccurate information.