Contents
- I can no longer see the 'OTJ hours' card in the Performance Dashboard, why?
- What does the 'Signatures required' card/drilldown under 'Attention required' display?
- Why does the Caseload summary and progress review show learners who are on a break?
- Why is the "Requires marking" card not visible to a particular administrator on the Learner Dashboard?
- If actual OTJ is not recorded in the system, will these learners show as "Insufficient hours planned"?
- Why are learners with an 'Entered EPA' status showing as past their planned end date?
- Can I filter the "Requires marking" drilldown by component owner?
- What does the overall progress bar on a learner's dashboard show?
- Can I identify which learners are in the blue circles on the Assessor overview tab?
- Why doesn't the Caseload summary card include all learners with an 'Onboarding' status?
- What's the logic for who appears as a contact in a learner's Messages section?
- Where does the RAG status field on the Aptem Console come from?
- A learner isn't due to complete any components but shows as behind target. Why?
- Why does the "Requires marking" drilldown show a different value when I select it?
- Why does a learner's current RAG status show as 'None' despite a recent review?
- Why might the Caseload summary total not match the Off-the-job hours card?
- Why does the number in "Requires marking" differ from what's shown when I select it?
- Why do learning progress dashboards show different percentages in different areas of the console?
- Does referred evidence affect the "Number of days since evidence was submitted" column?
- I can no longer see the 'Components overdue' metric for some learners, why?
- A learner shows as 'insufficient hours' but the drilldown shows the same as minimum. Why?
- Planned OTJT hours show as 0h on a learner's dashboard. Why is this?
- Why haven't learners' dashboards changed after a skills radar review?
I can no longer see the 'OTJ hours' card in the Performance Dashboard, why?
Check the roles assigned to your account. The work coach role can clash with your tutor roles and prevent this card from appearing. Removing it from your account resolves the problem.
You can remove assigned roles by editing your account details from the My profile page in Aptem Classic. If you don't see this option, contact your Aptem support seat champion or superuser for help.
What does the 'Signatures required' card/drilldown under 'Attention required' display?
The Signatures required card/drilldown only shows documents that need the signature of the logged-in user. It doesn't show documents that need a signature from others.
Why does the Caseload summary and progress review show learners who are on a break?
By default, learners on a break are included in the metrics so they aren't "lost" or forgotten.
If you want to remove these from the dashboard, filter out learners with the On a break status using the "Programme status" option in the Filters section.
Why is the "Requires marking" card not visible to a particular administrator on the Learner Dashboard?
If an administrator is viewing the dashboard of a learner for whom they're a secondary tutor, the Requires marking card in the "Requires attention" section may show lower totals than other administrators see, or may not appear at all.
This is due to component ownership. The card only counts marking requirements for components where the logged-in administrator is the component owner. If the administrator owns no components requiring marking and the learner is a secondary learner, the Requires marking card doesn't appear on the Learner Dashboard.
To see all components that require marking for the learner, administrators can use the Requires marking quick filter on the Learning plan page, where component ownership restrictions don't apply.
If actual OTJ is not recorded in the system, will these learners show as "Insufficient hours planned"?
If forecast hours don't exceed the minimum required or planned in the ILR, the learner shows as Insufficient hours planned.
Forecast hours are completed OTJ (from accepted evidence in completed components) plus future planned OTJ (totalled from planned hours in incomplete components).
When learners first join a programme, their forecast hours are solely future planned OTJ.
As components are completed, those components' planned hours are no longer "future", and the OTJ hours from the accepted evidence in those components are used in the forecast hours calculation instead.
So if you're not recording OTJ in some or all accepted evidence, forecast hours will decrease and the learner may eventually show as insufficient hours planned during their learning episode.
Why are learners with an 'Entered EPA' status showing as past their planned end date?
Make sure any learners with an Entered EPA status have had their ILR aims updated to show the learning actual end date, with the outcome set to '8', "Learning activities are complete but the outcome is not yet known". Their "Achievement date" should be null. This removes them from the past planned end date view on the Caseload lifecycle card.
Can I filter the "Requires marking" drilldown by component owner?
No. There's currently no filter to restrict the Requires marking drilldown by component owner.
When a tutor selects My learners, the drilldown shows all activities requiring marking for learners where they're the primary tutor (case owner), regardless of which tutor or staff member is the component owner.
As a workaround, tutors can sort the drilldown by the Component owner name column to group activities by owner and identify the components assigned to them more easily.
What does the overall progress bar on a learner's dashboard show?
The hours in the overall progress bar are progress to date, not the sum of the hours for the last four months shown in the bar chart.
Overall progress hours = completed hours to date minus target hours to date.
For example: overall progress hours = (134h 17min) minus (193h 23min) = -59h 6min.
Can I identify which learners are in the blue circles on the Assessor overview tab?
To zoom in on the map, hold down Ctrl and scroll forward with your mouse wheel. Drag to move around the map, then select one of the blue circles to show the learners in that area.
Why doesn't the Caseload summary card include all learners with an 'Onboarding' status?
The Caseload summary card only includes learners currently enrolled on a delivery programme. Learners on an Onboarding programme type aren't included.
What's the logic for who appears as a contact in a learner's Messages section?
The case owner for the learner always appears as a contact. They're intended to be the learner's first point of contact, as shown below.
Additional contacts may also appear, including:
- The learner's employer (manager and/or mentor), if they message the learner.
- Any administrator with access to the learner who messages the learner.
- Any administrator or employer whose action on the learner triggers an automatic notification. The most common actions are:
- Amending tasks in the learner's calendar, or signing compliance or review documents related to the learner.
- Enrolling the learner onto a programme.
- Assessing evidence provided by the learner (component owner).
Where does the RAG status field on the Aptem Console come from?
This field is populated by enabling the RAG section in your reviews. Once reviews are completed, the data shows here (Red, Amber, Green). This field is empty if you don't have the RAG section enabled on your reviews.
A learner isn't due to complete any components but shows as behind target. Why?
The OTJ target is calculated from the minimum OTJ for the length of the programme, divided by the number of days between the start date and the practical period end date. If the learner isn't on target daily, they'll show as behind. If a learning plan is front-loaded or end-loaded, overall progress can vary between ahead of target and behind target.
For example:
- Minimum OTJ for the length of programme: 491 hours.
- Planned duration of programme: 640 days.
- Daily OTJ target: 491 / 640 = 46 minutes.
- Current target after 10 days of programme: 7 hours 39 minutes.
Why does the "Requires marking" drilldown show a different value when I select it?
The Requires marking drilldown shows the number of learners whose work needs marking. Selecting the card shows the pieces of evidence that need marking for those learners.
Note: if a learner has more than one piece of evidence to be marked, the "Requires attention" card only shows one per learner, so there could be additional items that require marking.
In the drilldown, you can sort by learner name to group records accordingly.
Why does a learner's current RAG status show as 'None' despite a recent review?
Check the most recently completed review that included the RAG review section. It's likely the RAG status was set to None during the review.
This happens if the same RAG status is selected again, which deselects it and reverts the status to None.
Why might the Caseload summary total not match the Off-the-job hours card?
These totals aren't expected to match, as they measure different things.
The Caseload summary card shows the total number of learners by programme status. For details of each status, see Performance Dashboard - Caseload summary drilldowns.
The Off-the-job hours card shows the number of learners who are behind target and ahead of target.
Note: the Caseload summary card doesn't include learners with a future start date, and the Off-the-job hours card doesn't include learners who are on target. This accounts for the difference in totals between the two cards.
Why does the number in "Requires marking" differ from what's shown when I select it?
This is by design. If a learner has more than one piece of evidence needing marking, the "Requires attention" card only shows one item per learner on the dashboard, so there may be additional items requiring attention.
For example, your dashboard might show four learners, but the Requires marking section might show six pieces of evidence, because two of those learners have more than one item needing marking.
Why do learning progress dashboards show different percentages in different areas of the Console?
These drilldowns report progress for different areas of the learning journey:
Progress drilldown: progress against the standard is calculated from the number of learning plan components completed. For example, if there are 100 components and 10 are complete, that's 10% progress. For this to calculate accurately, components need to be set up as "requires evidence" and must be verified or marked before they count.
Knowledge, skills and behaviours (KSB) progress depends on how the standard is mapped. If one KSB is mapped to two learning plan components, completing one shows as 50% progress on that KSB. Functional skills progress works similarly but is based on the number of learning plan components in the sub-programme.
Does referred evidence affect the "Number of days since evidence was submitted" column?
No. The column counts from the most recent date a learner submitted evidence that is still awaiting marking. Referred evidence is treated as already marked, so it is excluded from the calculation.
This means the count resets when you refer a piece of evidence, and then runs from the next unmarked submission instead.
I can no longer see the 'Components overdue' metric for some learners, why?
You may stop seeing the Components overdue metric for these learners because you're now a component owner for at least one component in their learning plan, and those components aren't currently overdue.
The logic for the overdue components metric is as follows:
- If the tutor is the case owner for the learner: all components are considered.
- If the tutor is not the case owner but is a component owner: only components the tutor owns are considered. This means the card may not show for secondary tutors while still showing for other tutors viewing the same learner's dashboard.
- If the tutor is neither case owner nor component owner: all components are considered.
A learner shows as 'insufficient hours' but the drilldown shows the same as minimum. Why?
Check the forecast column and confirm the planned hours in the learning plan meet the minimum requirement.
- Where forecast doesn't exceed minimum required or planned (ILR), the learner shows as Insufficient hours planned.
- Where forecast exceeds minimum required but not planned (ILR), the learner is Behind target.
- Where forecast exceeds both minimum required and planned (ILR), the learner is ahead.
Planned OTJT hours show as 0h on a learner's dashboard. Why is this?
If the learner's Programme Aim in the ILR has a Funding Model of 99, the Performance Dashboard shows 0h planned off-the-job training (OTJT) hours.
This is expected. The ILR only requires planned OTJT hours to be recorded for apprenticeship Programme Aims funded under Funding Model 36. Funding Model 99 is non-funded, so planned OTJT hours are not recorded against the aim, and the dashboard has no value to display.
Why haven't learners' dashboards changed after a skills radar review?
The dashboard reflects the average score across all completed skills radars. If a skills radar isn't fully completed (all sections) by the administrator or tutor, it's not included in the calculation and won't affect the scores shown on the dashboard.