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 Caseload dashboard been designed for?

The caseload dashboard has been designed to be used by anyone in the business who may need sight of caseload distribution and learner activity data, 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
• Quality Director/Manager
• Team Leaders/Regional Managers/Supervisors

Which information does the caseload dashboard contain?

The caseload dashboard has been created to provide caseload information based on the data currently held within your Aptem platform. The Dashboard provides caseload distribution and learner activity data broken down into the following sections:

• Assessor Overview
• Caseload by Assessor

Where is the data extracted from?

The data contained in the caseload 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 assumptions 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).
• The term “Assessor” is used as a generic term for those directly responsible for delivering learning and assessment activities to learners. Your organisation may refer to them by other job titles, the Aptem platform utilises the term “caseowner” as alternative term for this job role.

Individual tab details

Tab: Assessor Overview

Visuals included:

• Caseload values per assessor vs caseload limit indicator (user definable via associated filter)
• Caseload overview – consisting of:
  • Caseowner name
  • Number of learners on caseload
  • Number of “new” learners (those who have not been interacted with to date)
  • Number of learners past their planned end date
  • Number of learners within their planned end date
  • Total tasks (form learning plan) overdue
  • Leavers without achievement
  • Leavers with achievement
• Leavers with achievement headline figure
• Leavers without achievement headline figure
• Past end date headline figure
• In funding headline figure
• Learner demographic interactive map

Data assumptions:

• None

Hard-coded filters:

• Learner type is “User”
• Subscription Status is “Full User”, “Prospect” or “Invited”

User definable filters:

• Case owner
• Subscription status
• Funding status
• Caseload limit
• Programme start date
• Planned end date
• Group levels 1,2, and 3

Tab: Caseload by Assessor

Visuals included:

• Case owner specific caseload data – consisting of:
  • Learner ID
  • Full name
  • Age band
  • Case owner (assessor)
  • Employer name
  • Group level 1
  • Group level 2
  • Group level 3
  • Programme name
  • Aim name
  • Aim ref
  • Learning status
  • ILR status
  • Restart indicator
  • Original start date
  • Start date
  • Planned end date
  • Actual end date
  • Date of last submission to learning plan
  • Title of last submission to learning plan
  • Days since last submission
  • Days since last login
  • Past end date / in funding
  • Days on programme to date
  • FS Math exempt
  • FS Math delivery status
  • FS Math delivery level
  • FS Math IA level
  • FS English exempt
  • FS English delivery status
  • FS English delivery level
  • FS English IA level
• Average number of days on programme headline figure
• Average days since last learning plan activity headline figure
• Learners with no learning plan activity in last 60 days headline figure
• Learners on “Break In Learning” headline figure

Data assumptions:

• None

Hard-coded filters:

• Learner type is “User”
• Subscription status is “Full User”, “Prospect” or “Invited”

User definable filters:

• Case owner
• Subscription status
• Funding status
• Programme start date
• Planned end date
• Group levels 1,2, and 3

Power BI reports in Aptem console

Administrators with the Power BI Caseload Report role can view the Power BI Caseload 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.

publish reports for a selected admin – each time the powerBI-related roles are granted, the new reports are getting published for this particular administrator. For example, there is an admin with ‘Caseload’ role and now we grant a new role – ‘Quality’, the Quality report will be published for this admin, and it takes time.”

To view Power BI reports in Aptem console, click Power BI Reports on the left menu. 

On the Reports screen, you can view the Caseload 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.