I can no longer see the ‘OTJ Hours’ card in the Performance Dashboard, why?
Please check the roles assigned to your account. The Work Coach role can clash with your tutor roles and prevent this card from appearing. Removing this from your account will resolve the problem.
You can remove assigned roles by editing your account details from the My Profile page in Aptem Classic. If you do not see this option, please contact your Aptem support seat champion or super user for further assistance.
What does the 'Signatures Required' card/drilldown under the 'Attention Required' card on the Performance Dashboard display?
The 'Signatures Required’ card/drilldown only displays documents that require signature of the user logged in. It will not display for any documents that require a signature from others.
Why does the Caseload Summary and Progress Review display results for Learners who are currently on a break?
As a default, Learners that are on a break are included in the metrics so that they are not 'lost' or 'forgotten'.
Should you wish to remove these from the dashboard, you can do so by filtering 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 in the Learner Dashboard?
If an administrator is viewing the Dashboard of a Learner for whom they are a Secondary Tutor, the "Requires Marking" card in the "Requires Attention" section may show lower totals compared to what other administrators see—or it may not appear at all.
This is due to component ownership allocation. The card only counts marking requirements for components where the logged-in administrator is assigned as a component owner. If no components requiring marking are owned by the administrator and the selected Learner is a Secondary Learner, the "Requires Marking" card will not be displayed in the Learner Dashboard.
To view 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 do not apply.
If Actual OTJ is not collected within the system, will these learners appear as “Insufficient Hours Planned” in the Caseload Dashboard?
If the Forecast Hours do not exceed Minimum Required or Planned in ILR, the learner will show as “Insufficient Hours Planned”.
Forecast Hours is Completed OTJ (from accepted evidence in completed components) plus Future Planned OTJ (totalled from Planned Hours in incomplete components).
When learners are first applied to a programme, their Forecast Hours are solely Future Planned OTJ.
As components are completed, those component Planned Hours are no longer "future" and the OTJ hours from the accepted evidence in those components are instead used in the calculation for Forecast Hours.
Therefore, if you are not recording OTJ in some/all accepted evidence, this would lead to Forecast Hours decreasing and the learner eventually being displayed as "Insufficient Hours Planned" during the course of their learning episode.
Why are learners with an 'Entered EPA' status showing as Past Planned End Date on the Caseload Lifecycle Dashboard?
Please ensure that any learners with an 'Entered EPA' status have had their ILR aims updated to show the learning actual end date and have set the outcome as '8' - 'Learning activities are complete but the outcome is not yet known'. Their 'Achievement Date' should show as null. This will remove them from appearing as past their planned end date in the Caseload Life Cycle card.
What does Overall Progress bar in learner's dashboard signify?
The hours in the Overall Progress bar is the progress till date, and not sum of the hours for last 4 months shown in the bar chart.
Overall Progress hours = (Completed Hours till date) - (Target Hours till date)
For example, in the following case, Overall Progress hours = (134 h 17 min ) - (193h 23 min) = -59h 6 min.
Is it possible to identify which learners are located within the blue circles displayed on the Assessor Overview tab of the Caseload Dashboard?
You can zoom in on the map by holding down the Crtl key and scrolling forward with your mouse wheel. To navigate around the map, click and drag, then click on one of the blue to display the learners.
Why doesn't the Caseload Summary card on the Performance Dashboard include all learners with a status of 'Onboarding'?
The Caseload Summary card only includes learners who are currently enrolled onto a Delivery programme. Those who are on an Onboarding programme type are not included.
What is the system logic for contacts that appear for a learner in the Messages section of their dashboard?
The Case Owner for the learner will always be provided as a contact. They are intended to be the first point of contact for the learner as shown in the image below.
There are additional contacts that may appear are and these are:
- Their Employer (Manager and/or Mentor) who will appear as a contact if they send a message to the learner.
- Any administrator with access to the learner who sends a message to the learner
- Any administrator or employer, upon taking any action related to that learner, that triggers an automatic notification. The most common actions are:
- Amending tasks in the learner’s calendar, Signing compliance or review documents related to the learner.
- Enrolling learner onto a programme.
- Assessing evidence provided by learner (Component Owner).
There is a RAG status field on the new tutor console – where is the information gathered to populate this field?
This field is populated by enabling the RAG section in your reviews. Once they have been completed, the data will be shown here (Red, Amber, Green). Please note, this field will be empty if you do not have the RAG section enabled on your Reviews.
In the Performance Dashboard, a learner is not due to complete any components, but is showing as behind target. Why is this?
The target for OTJ is a calculation based on the minimum OTJ for the length of programme divided by the number of days between start date and the practical period end. If the learner is not on target daily, they will show as behind. If a learning plan is front loaded or end loaded, then the overall progress can vary between being ahead of target or 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 mins
- Current target after 10 days of programme - 7 hours 39 mins.
Why does the 'Requires Marking' drilldown in the Caseload Dashboard show a different value when clicked?
The "Requires Marking" drilldown displays the number of learners whose work needs to be marked. If you click on this card, you'll be shown the pieces of evidence that require marking for those learners.
Please note that if a learner has more than one piece of evidence to be marked, the "Requires Attention" card will only display one per learner, meaning there could be additional items that require marking.
When viewing the Drilldown, you have the option to sort by the Learner's name, to see the records grouped accordingly.
Why is the Current RAG Status for a learner is showing as 'None' on their Dashboard, despite having a recent review which included the RAG review section?
Please check the most recently completed review that included the RAG review section. It's likely that the RAG status was set to 'None' during the review.
This can occur if the same RAG status is selected again, which effectively deselects it and reverts the status to 'None'.
Why might the total number of learners on the Caseload Summary card not match the Off-The-Job Hours card?
We do not advise that the totals should all match as they are measuring different things.
The Caseload Summary card shows the total number of learners sorted by their programme statuses as listed on the side. For full details of each status please see this article: Performance Dashboard - Caseload Summary drilldowns.
The Off-The-Job Hours card shows the number of learners who are behind target and ahead of target.
Please note that the Caseload Summary card does not include learners with a future start date, and the Off-The-Job Hours card does not include learners who are on target. These are some reasons for the difference in totals between the two cards.
Why is the number of items showing in 'Requires Marking' on the Dashboard different from what is displayed when I click through?
This is by design, if a learner has more than one piece of evidence needing marking, the "Requires Attention" card will only show one item per learner on the dashboard. This means there may be additional items that require attention.
For example, your dashboard might display 4 learners, but when you delve into the "Requires Marking" section, you could see 6 pieces of evidence. This occurs because two of those learners have more than one item that needs to be marked.
Why do the Learning Progress Dashboards show different progress percentages in different areas of the Tutor Console?
Please be advised that these drill downs are reporting progress for different areas of the Learning journey, and are explained further below:
Progress Drill Down: Progress against the standard is calculated based on the number of learning plan components completed, so if there are a 100 and they have completed 10 then they would have 10% progress. In order for this to be calculated accurately the components need to be set up as "requires evidence" and they need to have been verified or marked before they will show in the calculation.
Knowledge, Skills and Behaviours (KSB) progress is dependent on how the standard has been mapped, so if one KSB is mapped to two learning plan components on completion of one it will show as 50% progress on that KSB. Functional Skills progress is similar but is based on the number of learning plan components in the sub-programme.
I can no longer see the ‘Components Overdue’ metric under the Requires Attention card for some learners, why is this?
You may stop seeing the 'Components Overdue’ metric for these learners because you are now a component owner for at least 1 component in their Learning Plan, and these components are not currently overdue.
The logic for the Overdue Components metric is as follows -
If Tutor is the case owner for the selected Learner - all components are taken into consideration.
If Tutor is NOT the case owner for the selected learner but is a component owner - only those components where the Tutor is the owner for are taken into consideration. That means the card may NOT be displayed for Secondary Tutors while still being displayed for other Tutors viewing the same Learner Profile Dashboard.
If Tutor is neither a case owner nor component owner for the selected Learner - all components are taken into consideration.
I have learners showing as ‘insufficient hours’ on their dashboard, but on drill down, they are showing the same hours planned as minimum. Why are they showing as ‘insufficient hours’?
Please look at the forecast column and ensure that the planned hours in the Learning Plan meets the minimum requirement.
- Where the Forecast does not exceed Minimum required or Planned (ILR), the learner will show as insufficient planned hours.
- Where the Forecast exceeds minimum required, but doesn’t exceed Planned (ILR), the learner is "Behind Target"
- Where the Forecast exceeds both minimum required and planned (ILR), they are ahead.
Learners' dashboards have not changed after a Skills Radar review and update. Why?
The dashboard reflects the average score across all completed Skills Radars. If they are not fully completed (all sections) by the administrator or tutor, they are not included in the calculation and will not affect the scores shown on the dashboard.