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
- Overview by Program Status
- Occupancy Report
- Data Checks
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.
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: Assessor Overview
Visuals included:
- Caseload values per assessor vs caseload limit indicator (user definable via associated filter)
- Caseload overview – consisting of:
- Caseowner name
- Live learners
- 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
- Learners with no ILR or excluded ILR
- Learners with no start date
- Leavers with full achievement
- Leavers without achievement
- Learners on a break
- Learner demographic interactive map
- Total learners headline figure
- Learners with full achievement headline figure
- Learners without achievement headline figure
- Learenrs on "Break in learning" headline figure
- Learners still on programme but past planned end date headline figure
- Learners currently on programme and "in funding" headline figure
- Number of learners with no ILR or privately funded headline figure
- Learners with excluded/unknown ILR and one or more aims 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
- Caseload limit
- Program 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
- Subscription status
- Root group
- Group level 1
- Group level 2
- Group level 3
- Programme name
- Current program onboarding status
- Current program status
- Learning status (from ILR)
- Past end date
- ILR start date
- ILR restart date
- ILR actual end date
- ILR planned 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
- Current program aims and included status
- 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
- Completion status
- Programme start date
- Planned end date
- Group levels 1,2, and 3
Tab: Overview by Programme Status
Visuals included:
- Programme Status caseloads
- Caseload overview
- Learners with active Aptem subscription headline figure
- Active programme status headline figure
- Onboarding headline figure
- Non-starter headline figure
- Early leaver headline figure
- On Break status headline figure
- Entered EPA status headline figure
Data assumptions:
- None
Hard-coded filters:
- Learner type is “User”
- Subscription Status is “Full User”, “Prospect” or “Invited”
User definable filters:
- Funding Status
- Caseload limit
- Case owner
- Programme start date
- Planned end date
- Group levels 1,2, and 3
Tab: Occupancy Report
Visuals included:
- Occupancy report from ILR main aim - consisting of:
- Learner id
- Full Name
- Age Band
- Case Owner
- Employer
- Subscription Status
- Root group
- Group level 1
- Group level 2
- Group level 3
- Programme Name
- Current Program Onboarding status
- Current Program Status
- Completion Status
- Outcome Status
- Past end date
- ILR Current Episode status
- ILR Current Episode Funding model
- ILR Start date
- ILR Restart date
- ILR actual end date
- ILR planned end date
- Date of last submission to Learning plan
- Title of last submission
- Days since last submission
- Days since last login
- Days on programme to date
- Current programme aims and included status
- Open Aims
-
Live learners headline figure
-
Completed learners headline figure
-
Learners on a break headline figure
-
Withdrawn learners headline figure
-
In learning but awaiting result [EPA] headline figure
-
Number of expired/cancelled accounts with valid open aims headline figure
Data assumptions:
- None
Hard-coded filters:
- Learner type is “User”
- Subscription Status is “Full User”, “Prospect” or “Invited”
User definable filters:
-
Completion Status
-
Case owner
- Programme start date
- Planned end date
- Group levels 1,2, and 3
Tab: Data Checks
Visuals included:
- Data checks - consisting of:
- Current Programme Status
- Completion Status
- Outcome Status
- Past end date
- Fund Model-99
- Current programme aims and included status
- Subscription Status
- Count
- Count of user names headline figure
- Number of expired/cancelled accounts with valid open aims headline figure
- Learners with no ILR aims headline figure
- Learners with only excluded aims headline figure
- Learners in learning ILR but programme status is not active headline figure
- Learners ILR status is 'leaver' but programme status is active headline figure
- Learners with current aim where Funding Model is 99 headline figure
Note that when an administrator is viewing the metrics on the Data Checks tab, and they want to see which learners the metrics are reporting, they can do this by clicking on the number of a metric and the learners appropriate to the selected number are displayed a Learner Detail table. The Learner Data can then be filtered further by using the standard filters available on the left of the dashboard.
Data assumptions:
- None
Hard-coded filters:
- Learner type is “User”
- Subscription Status is “Full User”, “Prospect” or “Invited”
User definable filters:
- Subscription Status
- Completion Status
- Current Programme Status
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.