Here are some common questions and scenarios you might encounter.
In UGR, the line manager’s name and email fields are appearing blank.
It could be that your report is pulling details from the Extended ILR fields instead of the ‘Manager name’ and ‘Manager email’ fields under CRM.
Using these fields will pull the details in from the learner's profile which should be what's needed.
What is the logic behind the UGR field 'Review meeting completed'?
This UGR field does not count the completed reviews themselves, but rather will show how many review meeting tasks have been completed for a learner.
The learner has a standard code for their component aim, but it is not appearing in the UGR report. Why is this happening?
The apprenticeship standard code is only included in the UGR report if the standard code for the programme aim is present. It does not account for whether it has 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 displayed under the following conditions:
- The learner's Onboarding Wizard has been initiated (status changed to In Progress).
- The learner's date of birth (DOB) is populated in their profile.
- The learner has a valid Episode/Programme start date.
If any of these conditions are not met—such as the Onboarding Wizard not being initiated, DOB missing in the profile, or the absence of a Programme start date—the PersonalInformation_AgeAtStart field will appear as blank or null in OData.
I have used the User Generic Report functionality with the "Marking" options, why are the report fields are blank despite having marked Learners' components?
The 'Marking' fields within UGR only apply to Tasks, not the Learning Plan Components. We suggest looking at the available fields in the Learning Plan section of UGR to better meet reporting needs.
The completion status code and the outcome code are blank for a learner in the UGR. Why is this?
Check the ILR of the learner in question. For learners with an aim type 1, these fields are populated in the UGR. However, for any other aim type, they remain blank. In such cases, OData needs to be used to retrieve this information. Please use the field 'IlrAims' to retrieve this information in OData.
Which field should I use for reporting on the learner's mobile phone number in UGR and OData?
To report the learner's phone number in the UGR, please use the 'Mobile' field. To report the learner's phone number in OData, use the 'UserPersonalDetails_mobile' field.
The UGR (Users Generic Report) provides an option of being ‘On-time’ with a yes or no. What is 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 or not a learner is 'on time'.
Please be advised that in case there are any overdue learning plan components, the "On-time" field will return a value of "No". Even if there is just one learning plan component that is overdue, the "On-time" field will return a value of "No".
How is the QA Date on User Generic Reports updated?
The 'QA Date' field in the User Generic reports displays the most recent date the ILR has been saved by someone with the ILR QA role.
Why are the TNP and ACT data fields not available in the user generic report?
The TNP and ACT data fields will not be available in the UGR report because it relates to Aims-level details, and there can be multiple entries per learner.
UGR captures single-level entries, and 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 referred to in this logic is not visible in the system’s user interface (UI). However, within the Reviews feed in OData, there is a ‘CreatedDate’ field that identifies when each review was created. This field is used to determine which review the UGR logic applies to.
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. It is important to note that there can be scenarios where:
- The ‘CreatedDate’ differs from the start date.
- The ‘CreatedDate’ of the most recently completed review is earlier than the maximum ‘CreatedDate’ for that review type.
Example:
For the learner and Milestone Review – 2022 shown below, the maximum ‘CreatedDate’ among all completed reviews is 08/11/2022 (as observed in the Reviews table of the OData feed). The start date of this review, 08/11/2022, is displayed in the UGR (as shown in the second screenshot).
The same data is represented in the Users OData table, within fields that begin with the prefix UserReviews_ADET_GRModel_ and conclude with the trimmed name of the Review Type.
For instance, for a Review Type labeled "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 in the User Generic Report return?
Please be advised that there are 2 data fields that relate to the 'Last contact dates' in the User Generic Reports.
Communication - last contact date
This field is defined by an administrator' tasks, where the selected Learner is set up as Task Contact.
This is a Task in the past, with the End Time nearest to the current date. For valid scenarios, cannot be in future.
Learning plan - last contact date
This date is defined by the scheduled date of Task(s) associated with the following components:
- Meeting
- Review
- Offline learning (placement/workshop)
- Mentoring
- Shadowing
For each component, the system identifies a Date, and then selects the maximum value among those.
Each component type provides its own rules for Date calculation:
- Meeting:
- Defined by the Due Date of a Task in past, associated with the component, and nearest to the current date; considers Recurrent tasks as well.
- Mentoring & Shadowing:
- Defined by the Due Date of a Task in past, associated with the component, and nearest to the current date
- Review:
- Defined by Planned/Scheduled Date of Review instance associated with the component
- Can be in future
- Offline learning (placement/workshop):
- Defined by the Due Date of a Task in past, associated with the component, and nearest to the current date
We have discovered that extra 'Custom Tracker Types' have been created in our User Generic Report, how do we delete them?
This is usually because the custom tracker types have been created in multiple programmes, and each have a different spelling.
To resolve this, please ensure that the exact same spelling/casing on custom tracker types is used across all programmes. This will streamline your reporting, and will prevent any further confusion.
If this particular custom tracker type is not needed in multiple programmes, please amend the name to remove it. The Custom Tracker will not be visible once it is no longer in use in a Programme.
Why is the ‘programme leaving date’ field not producing data in the UGR for Learners who have completed their course?
The reason there is no date appearing in the ‘programme leaving date’ field in the UGR, for learners who have completed their course, is that the learners are still enrolled on their programmes, and do not have an ILR set up on their account. In order to resolve this issue, the programme will need to be stopped for these learners, and the ILR will need to be produced. The stop option should be available next to the programme tab in the Learner’s profile, in the Classic platform.
If an ILR was not created for the learners when they were completing their onboarding, then this will need to be created manually instead. This can be done by navigating to the Learner’s profile in the Classic platform and selecting the ‘Create’ option available next to the ILR in the ‘Compliance Documents’ section.
How in the UGR do I report on 'Do you consider yourself to have a long-term disability, health problem or any learning difficulties?'
To report on these questions in the UGR, there are 2 fields in the ILR table you will need to use.
- LLDD elements will list all selected but by code not name
- Primary Health Problem will list the main problem with the description
If the two fields are empty, then the learner has selected 'no' for this question.
The User Generic Report data doesn’t look to be updated in real time. How often is it updated?
The data added to the User Generic Report does not always update in real time. Some fields are updated instantly, some fields are queued together and may update a few hours later, and some are updated at 1.30 AM every day.
When reporting on the UGR, why am I seeing duplicate fields?
This is caused by an Administrator having previously created a Custom Field, via the Programme Builder, with the same name as an already existing field. Unfortunately, we are unable to remove these fields completely from the system, although functionality has since been introduced into the product to stop such fields from being created.
Is there a way to see when an employer user last logged in?
This information can be found using User Generic Reports with the 'Last login date' field, or via OData with the Users table, "UserSummary_LastLoginDate" field, and these can be used to identify when a user, of any type - User, Admin or Employer, last logged in.
UGR:
OData:
This data is also available in the OData Users table: "UserSummary_LastLoginDate".
I am unable to report on specific fields in the User Generic Report - Why?
When using the Users Generic Report, or UGR, it’s important to ensure that the data you would like to report on has been selected and applied to the report. You can do this by selecting the cog icon to bring up the dropdown for all available fields. Please make sure that if you would like to report on a specific field, that the data is available within Aptem.
In the following screenshots, you can see that when searching for the Employer Address, this field is available in both the Onboarding Wizard, and as a CRM item. If you incorrectly select where you would like the data extracted from, these sections will have inaccurate information available within the report.