A How-To-Guide to Programme Builder

In this article:

1. Overview
2. Cloning or editing a programme
3. Building your tokens in Programme Builder
4. Adding reminder tasks for all learners
5. How programme changes affect existing learners
   1. User custom fields
   2. EPA length
   3. Training price
   4. Criteria set visibility
6. Changing the standard or criteria set
   1. Removing an incorrect standard or criteria set
   2. When a standard is updated
7. Archiving, deleting and unarchiving a programme
8. Related articles

Overview

Programme Builder is highly configurable and lets organisations align Aptem with their service delivery model. It supports:

• Automatic tracking of processes, for example to meet compliance requirements.
• Automatic delivery of forms and compliance documentation to learners at the appropriate stage of a programme.
• Mandatory steps within a programme.
• Enabling or disabling Aptem features for users.
• Separate customised programmes to meet different needs.

When a programme is configured, users can be automatically enrolled, and their progress is documented, evidenced, and available as a downloadable report.

Cloning or editing a programme

Your main Aptem account root programme is visible in the Programmes tile. This programme cannot be edited as it holds the configuration set up during implementation.

If an existing programme has already been created, you can clone it as a starting point.

1. Sign in to your admin account.
2. Select the Programmes tile from the navigation panel.
   
3. The programmes page lists all programmes in your account. Use the search box to find a programme. You can clone or edit an existing programme using the icons on the right. You can also create tags for programmes and search by tag to catalogue multiple programmes.
   
4. Select the pencil icon to edit an existing programme, or select Clone to copy it and create a new one. Give the new programme a name and make any relevant changes to the tokens below. This opens Programme Builder.
   

The Programme Builder page displays all tokens within the programme. Selecting a token lets you edit, enable, or disable the associated features for that programme.

The Advice, CV, Jobs, and Communications tokens are linked to the tiles visible to users. Disabling one of these tokens hides the associated tiles for learners on that programme. For example, if your organisation only delivers apprenticeships and has no need for job search functionality, disabling the Jobs token hides the Job Finder and Placement Finder tiles from learners.

Building your tokens in Programme Builder

Once you have cloned or edited a programme, you see a set of tokens. Tokens let you turn features on or off and add information to them. You can also create tags for programmes and search by tag to catalogue multiple programmes. To create a new tag, type into the Add new tag field and select Add.

The available tokens are:

• Advice: enables access to the advice centre. Not typically used for apprenticeships.
• CV: enables CV functionality: create, edit, and export CVs. Learners can also import existing CVs.
• Collaboration Centre: enables the instant messaging centre.
• Courses: enables the courses tile for building your courses.
• Jobs: enables access to Job Finder to search for and view suggested jobs.
• Competencies: enables monitoring of competencies and employability skills.
• Programme requirements: lets you enter the duration (in days or months) for your delivery programme, and add reminder tasks for learners (see Adding reminder tasks for all learners).
  
• Reviews: enables and configures your review meetings.
• Action plans: enables creation of SMART action plans.
• Email templates: this token cannot be changed.
• Placements / workshops: enables you to build classroom sessions in the placements and workshops tile.
• Learning plan: enables the learning plan and lets you build the learner journey.
• Compliance documents: once enabled, you can pre-populate compliance documents.
• Documents: lets you upload documentation that learners need to see.
• Onboarding wizard: once enabled, this is the first part of the programme that learners see.
• Tracker: when enabled in your account, tracks items for the ILR (Individualised Learner Record).
• ILR: the ILR template, configured at programme level so that all learners on the programme have a pre-populated ILR.
• PLR: the PLR (Personal Learning Record) tile makes a learner's prior learning visible to you.

Once you have created or amended your programme, select Confirm on any tokens you have edited, then select Save to apply all changes.

Adding reminder tasks for all learners

To add reminders to every learner's calendar without creating a learning plan component, use the Task tab in the Programme requirements token. You can set tasks to repeat at intervals through the programme. You need the Manage Programmes permission.

Try the tasks on a test learner before you enrol live learners.

How programme changes affect existing learners

Most changes to a programme apply to every learner on it, including learners already enrolled. Some only apply to learners enrolled after the change.

To apply learning plan changes to learners already enrolled, see Learning plan synchronisation. For how template changes affect a learner's Training Plan, see Where Training Plan data comes from.

User custom fields

If you rename a user custom field in a programme's configuration, the change shows for every learner on the programme. It also shows for learners on any other programme that uses the same custom field.

EPA length

Changing the EPA length in the Programme requirements token changes the apprenticeship end date for every learner on the programme, including learners already enrolled. This is by design.

To apply a different EPA length to new learners only, clone the programme, set the new EPA length on the copy, and enrol the new learners onto it.

Training price

Changing a programme's TNPs only applies to learners enrolled after the change. Learners already on the programme keep the price agreed when they enrolled, and their ILRs aren't changed.

Criteria set visibility

Show criteria set to learners is applied once, when a learner is first enrolled. Changing it afterwards doesn't show or hide the criteria set for learners already on the programme. To change it for an individual learner:

1. In Aptem Classic, open the learner's profile from the Users tile.
2. Select Learning plan overview next to the programme.
3. At the top of the learning plan, tick Show to learner for each criteria set you want them to see.

For more, see Programme Builder: Troubleshooting guide.

Changing the standard or criteria set

A programme can only have one standard or framework.

Removing an incorrect standard or criteria set

If no learners are on the programme: edit the programme in Aptem Classic and remove it from the programme configuration within the learning plan token.

If learners are on the programme: you can't remove it yourself. Raise a support ticket or contact your Customer Success Manager.

When a standard is updated

What you do depends on whether the new version applies to learners already on the programme.

For new learners only:

1. Clone the delivery programme.
2. In the copy's learning plan, replace the criteria with the new version of the standard.
3. Remap the learning plan to the new criteria, and enrol new learners on this programme.

For learners already on the programme:

• If the update is small, you don't need a separate criteria set. Review the learning plan mapping at programme level and adjust it.
• If you change the mapping, make the same changes in one existing learner's learning plan, then synchronise it to the other learners. See Learning plan synchronisation.
• If mapping changes for existing learners, reassess the evidence on affected components to make sure it meets the new criteria.

Archiving, deleting and unarchiving a programme

Delete removes the programme and all its data. You can only delete a programme that has never had learners enrolled on it.

Archive is offered instead for a programme that has had learners, but has none now. This keeps learner data. An archived programme no longer shows on the Programmes tile.

To see archived programmes, tick See archived. To unarchive a programme, tick See archived, find the programme and select the unarchive option.

This applies in Aptem Classic.

Related articles

• Enrolling learners onto a programme: Troubleshooting guide
• A how-to guide for completing the ILR template
• Programme Builder: Troubleshooting guide