What is a “Power BI” Dashboard?
Microsoft Power BI is a suite of business intelligence (BI), reporting, and data visualization products. Power BI allows data from multiple sources to be combined and analysed, in real-time, and presented visually.
MWS technology have harnessed the capabilities of Power BI to develop a suite of custom built dashboards designed to provide you with finger-tip access to the data that your business needs across a range of key business areas. These dashboards have been fully embedded into the Aptem platform meaning they require no additional specialist knowledge or software to use them.
Who has the Compliance dashboard been designed for?
The Compliance dashboard has been designed to be used by anyone in the business who may need sight of ESFA and Funding compliance related data, MIS information and who have been given the authority to do so. Typically, this could be people in, but not limited to, the following key business roles:
- Operations Director/Manager
- MIS Director/Manager
- Compliance Administrators
- Data Managers
Which information does the Compliance dashboard contain?
The Compliance dashboard has been created to provide Compliance information based on the data currently held within your Aptem platform. The Dashboard provides ESFA and funding compliance related data broken down into the following sections:
- Compliance Overview
- Caseowner Compliance
Where is the data extracted from?
The data contained in the Compliance dashboard is taken directly from the complex databases that sit behind the screens you see within Aptem. Every piece of data entered by you into Aptem is securely stored in these databases and are used to power the dashboards, therefore, ensuring your dashboard is always showing up-to-date information (when loaded and/or refreshed, maximum of one refresh per hour period).
An example of the key data and filters used in each of the separate pages (tabs) of the finance report are detailed in the following sections. Each page contains a number of data assumptions, hard-coded filters and user definable filters which will be explained where possible.
For reference:
- Data assumptions - Pre-determined assumption made about the data to specify inclusion or exclusion from the dashboard.
- Hard-coded filters - These are filters coded in during the development of the dashboards and are not editable or changeable by the end user.
- User definable filters - These are page levels filters that can be adjusted by the end user to further shape the data.
- Where the term “(calculated)” is used, this means the figures in this visual have been calculated by means of manual DAX programming language and are not standalone values directly available via the OData API feed (i.e. these are not explicit fields/values captured in the Aptem platform).
Note
If no group filter is applied to the data table, learners will appear for each group they are in. All measures will only count the learner once.
Individual tab details
Tab: Compliance Overview
Visuals Included:
- Live learners
- Compliant learners
- Learners missing caseowner
- Planned end date in ILR
- ILR signed
- Commitment statement signed
- Written Agreement
- Apprenticeship Agreement
- NI number in ILR (calculated)
- Aims in ILR (calculated)
- Non-generic ULN (calculated)
- Training plan signed
- Learner status
- Compliance overview – consisting of:
- Full name
- ID
- Caseowner name
- Employer
- Current programme
- Start date
- Planned end date
- Planned hours
- ILR status
- ILR document signed
- Commitment statement signed
- Training plan signed
- NI number in ILR
- Aims in ILR
- Non-generic ULN
- Funded in ILR
- Written agreement
- Full user status
- Has signature mandate
- Past end date / in funding
- Days since last login (calculated)
- Days on programme to date (calculated)
- Days since last learning plan activity (calculated)
- Compliant
Data Assumptions:
- None
Hard-coded filters:
- Learner type is “User”
- ILR status is not “Excluded” or “Unknown”
- Caseowner is not blank
User definable filters:
- Subscription status
- Funding status
- Include commitment statement (can be switched off if not using in-built Aptem version of document)
- Case owner
- Programme start date
- Planned end date
- Group levels 1,2, and 3
Tab: Caseowner Compliance
Visuals Included:
- Learners by programme
- Breakdown of Learner status
- Case owner specific compliance data – consisting of:
- Caseowner name
- Live learners
- Number of compliant learners
- New learners on caseload
- Learners on “agreed break”
- Starts in specified date range
- Leavers with full achievement
- Leavers without achievement
- Average number of days on programme
- Total learners with ILR headline figure
- Number of Live learners headline figure
- Number of in-funding live learners
- Number of leavers headline figure
Data Assumptions:
- None
Hard-coded filters:
- Learner type is “User”
- ILR status is not “Excluded” or “Blank”
- User personal details is not blank
User definable filters:
- Subscription status
- Funding status
- Case owner
- Programme start date
- Planned end date
- Group levels 1,2, and 3
Tab: Compliance Documents Table
Visuals included:
- Compliance documents statuses per learner, consisting of:
- ID
- Full Name
- Caseowner
- Employer
- Document Name
- Programme
- Programme ID
- Current Programme
- Status
- Date Updated/Created
- Learner Signed Date
- Fully Signed Date
- Episode start date
- Episode end date
- Episode status
- Episode ILR status
- Episode onboarding status
- Root Group
- Group level 1
- Group level 2
- Group level 3
Data assumptions:
- None
Hard-coded filters:
- Learner type is “User”
User definable filters:
- Case owner
- Subscription status
- Funding status
- Completion status
- Programme start date
- Planned end date
- Group levels 1,2, and 3
- Programme status
- Document Name
- Document Status
- Episode Status
Power BI reports in Aptem console
Administrators with the Power BI Compliance Report role can view the Power BI Compliance report in Aptem console. Please note that even after the role has been assigned, it takes some time to take affect and show the reports. The report cannot be seen immediately.
To view Power BI reports in Aptem console, click Power BI Reports on the left menu.
On the Reports screen, you can view the Compliance report. If you have access to more than one report, you can use the navigation menu on top to navigate to the report you want to see.
You can view the information across the different tabs on each report.
Refreshing the Power BI report
To refresh a report, you can use the Refresh button. Reports cannot be refreshed within an hour of the last refresh. The time of the last update, and the next available refresh time is shown.