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 Ofsted/Quality dashboard been designed for?
The Ofsted/Quality dashboard has been designed to be used by anyone in the business who may be involved in the preparation for an Ofsted visit and/or Quality related 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
- Ofsted/Quality Administrators
Which information does the Ofsted/Quality dashboard contain?
The Ofsted/Quality dashboard has been created to provide Ofsted/Quality information based on the data currently held within your Aptem platform. The Dashboard provides DfE and funding Ofsted/Quality related data broken down into the following sections:
- Menu (Including Previous report information)
- Ofsted Headline
- Delivery
- Employment
- Contract
- Performance
- QAR (For details and caveats, refer to: QAR and Accountability calculations in Aptem)
- Accountability
For details about the calculations used in the Quality dashboard, see: Quality dashboard calculations.
New: Delivery Summaries (Dynamic Grouping)
The Quality Dashboard now includes a new Delivery Summaries page, which provides a flexible way to analyse delivery data using dynamic grouping.
Administrators can group data by Qualification (default), Age Range, Disability, Ethnicity, and Gender. Multiple group levels can be selected, and the order of selection determines how the data is grouped.
Data updates instantly when groupings change, without requiring a page refresh, while ensuring learners are only counted once in KPIs and summary metrics.
Where is the data extracted from?
The data contained in the Ofsted/Quality 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.
- Data fields in this report use external connections to data provided by DfE and Ofsted. Where this information has not been published (i.e. inspection visits that happen between publication dates or that have not yet been carried out) some fields may appear blank.
Notes
- 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.
- Dynamic grouping is supported on the Delivery Summaries page. Learners belonging to multiple group structures may appear in more than one grouping; however, all KPIs and summary measures count each learner only once.
Individual tab details
Tab: Delivery Table (Ethnicity)
Tab: Delivery by Qualification
Tab: Menu
Visuals Included:
Current Ofsted data including the following fields:
- Overall Ofsted rating
- Is safeguarding effective?
- Type of provider
- Ofsted region
- Last report published
- Link to current Ofsted report (external)
- Inspection criteria and associated ratings
- UKPRN
- UPIN
- URN
Data Assumptions:
- Currently published Ofsted report requires to populate information.
Hard-coded filters:
User definable filters:
UKPRN (single select)
Tab: Ofsted Headline
Visuals Included:
- Gender spilt
- Ethnicity split
- Learner demographic
- Age-range split
- Average age headline figure
- Number of learners headline figure\
Data Assumptions:
- None
Hard-coded filters:
User definable filters:
- Subscription status
- Age range
- Groups: This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
UKPRN
Aim start year
Category
ILR status (current episode)
Aptem programme type
In current year
Tab: Delivery
Visuals Included:
- Learners enrolled per programme delivered
- Learners by programme type
- English IA and Math IA Levels
- Delivery demographic
- Average of length of programme headline figure
- Number of traineeship learners headline Figure
- Number on community learning programmes headline figure
Data Assumptions:
- None
Hard-coded filters:
User definable filters:
- Subscription status
- Age range
- Groups: This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
UKPRN
Learner type
Learner funding status
Learner in current year
Tab: Delivery Summaries
This tab allows administrators to dynamically group delivery data using a Group filter. Grouping can be applied across Qualification, Age Range, Disability, Ethnicity, and Gender. Multiple group levels can be selected, with the order determining the grouping hierarchy.
Changes to grouping update the table instantly without a page refresh, while maintaining consistent KPI calculations.
Tab: Delivery Table
Important: In a future release, this page will be removed and replaced by the Delivery Summaries page, which offers equivalent functionality with additional dynamic grouping options. Users are encouraged to begin using Delivery Summaries ahead of this change.
Visuals included:
- Gender
- Age Range
- Health or LLD Problems
Data assumptions:
- None
Hard-coded filters:
User definable filters:
- Subscription status
- Learner Type
- Learner funding status
- Learner in Current Year
- Groups: This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
- Onboarding Status
- Programme Type
- Programme Start Year
- Programme Planned End Year
- Actual End Year
UKPRN
Tab: Delivery Table (Ethnicity)
Important: In a future release, this page will be removed and replaced by the Delivery Summaries page, which offers equivalent functionality with additional dynamic grouping options. Users are encouraged to begin using Delivery Summaries ahead of this change.
User definable filters
UKPRN
Programme start year
Programme type
Subscription status
Learner type
Learner funding status
Onboarding status
Programme planned end year
Actual end year
Groups: This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
Learner in current year
Tab: Delivery by Qualification
Important: In a future release, this page will be removed and replaced by the Delivery Summaries page, which offers equivalent functionality with additional dynamic grouping options. Users are encouraged to begin using Delivery Summaries ahead of this change.
User definable filters
UKPRN
Current year
Qualification/Std/Fwork
Subscription status
Programme start year
Programme planned end year
Actual end year
Onboarding status
Programme type
Learning status
ILR status (current episode)
Tab: Learner Data
User definable filters
UKPRN
Subscription status
Learner type
Learner funding status
ILR status
Start year
Planned end year
Hybrid End Year
Actual end year
Groups: This filter and the visualisations will only contain the groups and learners a user has access to. They will view learners in all the structures they belong to and have access to, this means learners appear more than once in the detail tables. Despite this, they can rely on KPIs and counts to reflect each learner uniquely, avoiding duplication in reporting.
Current year
Tab: ILR Destination Data
User definable filters
UKPRN
Subscription status
Hybrid year end
Programme
Start date
Outcome type
Category
Tab: Employment
Visuals Included:
- Levy vs non-levy paying employers
- Employer locations (map)
- Count of employers by sector type
- Number of employers headline figure
- Average number of employers per employee headline Figure
Data Assumptions:
- None
Hard-coded filters:
User definable filters:
- Approx. number of employees
Filter by learners
Sector type
Tab: Contract
Visuals Included:
- Funding values consisting of:
- Funding Line
- Value Type
- Value
- Number of distinct funding lines headline figure
- Contract value headline figure
Data assumptions:
- DfE published funding data available to reference.
Hard-coded filters:
User definable filters:
- Value type
- Funding line
UKPRN
Year
Tab: Performance
Visuals Included:
- Performance (Achievement rate) values for named provider consisting of:
- Age band
- Apprenticeship level
- Apprenticeship type
- Framework/standard
- Framework code
- Overall achievement rate %
- Overall cohort
Data assumptions:
- DfE published achievement data available to reference.
Hard-coded filters:
User definable filters:
- Age
- Apprenticeship level
- Apprenticeship type
- Framework / standard
- Hybrid end year
- UKPRN
Tab: QAR Headline
This tab calculates the overall achievement, retention and pass rates for apprenticeships based on your ILR data within Aptem for the current year (minimum, expected and maximum indicative values) and the previous two hybrid year ends. Metrics can be filtered by apprenticeship main aim, gender, age and ethnicity. Underlying data can be exported for review.
Visuals Included:
- Summary Table consisting of:
- Counts of learners, completed and achieved used in calculations
- Achievement, retention and pass rates
- Chart of QAR by Hybrid Year End
- Chart of Retention rates by Hybrid Year End
- Chart of Pass rates by Hybrid Year End
- Learner Aims table header – to enable export of selected data
User definable filters:
- Gender
- Ethnicity
- Subscription status
UKPRN
Category
Age at aim start
Standard/Framework
Learning status - only affects the Learner aims table
Hybrid end year - only affect the Learner aims table
Tab: QAR Gender and Disability
This tab calculates the overall achievement, retention and pass rates for apprenticeships split by Gender, Age or Disability groups for the current year (minimum, expected and maximum indicative values) and the previous two hybrid year ends. Metrics can be filtered by apprenticeship main aim and hybrid year end. Underlying data can be exported for review.
Visuals Included:
- Overall Totals Table consisting of:
- Counts of learners, completed and achieved used in calculations
- Achievement, retention and pass rates
- Gender Table consisting of:
- Counts of learners, completed and achieved used in calculations per subgroup
- Achievement, retention and pass rates per subgroup
- Age Table consisting of:
- Counts of learners, completed and achieved used in calculations per subgroup
- Achievement, retention and pass rates per subgroup
- Disability Table consisting of:
- Counts of learners, completed and achieved used in calculations per subgroup
- Achievement, retention and pass rates per subgroup
- Learner Aims table header – to enable export of selected data
User definable filters:
- Hybrid End Year
- Subscription status
UKPRN
Category
Gender
Disability
Age at aim start
Standard/Framework
Tab: QAR Age and Ethnicity
This tab calculates the overall achievement, retention and pass rates for apprenticeships split by Ethnic background for the current year (minimum, expected and maximum indicative values) and the previous two hybrid year ends. Metrics can be filtered by apprenticeship main aim and hybrid year end. Underlying data can be exported for review.
Visuals Included:
- Overall Totals Table consisting of:
- Counts of learners, completed and achieved used in calculations
- Achievement, retention and pass rates
- Ethnicity Table consisting of:
- Counts of learners, completed and achieved used in calculations per subgroup
- Achievement, retention and pass rates per subgroup
- Learner Aims table header – to enable export of selected data.
User definable filters:
- Hybrid End Year
- Subscription status
UKPRN
Category
Gender
Ethnicity
Age at aim start
Standard/Framework
Tab: QAR Functional Skills
This tab calculates the overall achievement, retention and pass rates for functional skills aims as part of an apprenticeship programme based on your ILR data within Aptem for the current year (minimum, expected and maximum indicative values) and the previous two hybrid year ends. Metrics can be filtered by apprenticeship main aim, gender, age and ethnicity. Underlying data can be exported for review.
Visuals Included:
- Summary Table consisting of:
- Counts of learners, completed and achieved used in calculations
- Achievement, retention and pass rates
- Chart of QAR by Hybrid Year End
- Chart of Retention rates by Hybrid Year End
- Chart of Pass rates by Hybrid Year End
- Learner Aims table header – to enable export of selected data
User definable filters:
- Gender
- Subscription status
UKPRN
Category
Age at aim start
FS type / level
Ethnicity
Standard / Framework
Hybrid end year
Tab: Accountability
This tab presents metrics relevant to the Apprenticeship Provider Accountability Framework based on your ILR data within Aptem for the current year. Metrics can be filtered by apprenticeship main aim, gender, age and ethnicity. Underlying data can be exported for review.
Visuals Included:
- Summary Table, displaying for each apprenticeship main aim:
- Counts of learners, withdrawals, learner past end date and learners on a break used in calculations
- Withdrawal rate
- Past End Date rates (180-364 days and 365+ days)
- BIL rates (180-364 days and 365+ days)
- Learners without EPA Org Id
- KPI cards for overall counts of learners, withdrawals, learner past end date and learners on a break used in calculations
- KPI cards for the following metrics:
- Withdrawal rate
- Past End Date rates (180-364 days and 365+ days)
- BIL rates (180-364 days and 365+ days)
User definable filters:
- Gender
- Subscription status
UKPRN
Year - (single select)
Age at aim start
Ethnicity
Qualification/Standard/Framework
Power BI reports in Aptem console
Administrators with the Power BI Quality Report role can view the Ofsted/Quality Power BI 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 Quality 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.