Overview

Process automation helps you reduce the amount of administrative effort in managing learners and helps you ensure compliance.

The break in learning process automation automates the tasks associated with the break in learning for a learner who is on an apprenticeship programme.

Process automations are designed to eliminate the possibility of errors in re-keying and reduce the associated administrative effort in updating the relevant areas of the system. The automation also includes an approval process that involves an administrator reviewing the request. This ensures that you have complete control over changes made to your learners' data.

This process automation makes the following changes:

• Updates the programme status of the learner to "On a break".
• Updates the associated ILR fields: CompStatus, LearnActEndDate, Outcome
• Creates a task to remind administrators that an awarding organisation may need to be made aware of the change. 
  • only where the learner has Qualification(s) with a status of 'registered'
• Sets the learning plan to read-only for the tutor and the learner.
• Create a future task for the Tutor to contact the learner and review their "break in learning" status and discuss the date of their expected return.
• Updates the Learning Support Funding (LSF) 'todate' according to the following rules:
  • If the LSF to date <= break date, then the LSF to date will not be changed.
  • If the LSF to date > break date, then the LSF will be set to the break date.
  • If the LSF to date is blank, then it will remain blank. (LSF requires a from and to date to be valid, we do not support the scenario where there is no to date)

Notes

1. If the learner's ILR is marked to be excluded, the process automation will not update the learner's ILR.
2. This process automation will be applicable to any learners in who have "Active" status. The process automation will not support moving a learner from "Withdrawn" to "Break in learning". The process will not manage future break in learning requests.
3. This process automation does not affect the ability for learner and tutor to communicate via messages.
4. This process automation is limited to delivery programmes only, as this is where funding rules require changes to be monitored.
5. Any evidence submitted by a learner cannot be verified whilst they are on a break. Once they return to their learning, the option to verify will become available again.

Configuration

The break in learning process automation can be turned on or off at the tenant level. This provides administrators with complete control over this feature.

By default, this configuration is set to OFF. Administrators with the Manage Tenant Settings permission can navigate to Settings>General to configure their process automation tracker settings. For more information, see: Configure Process Automation settings for your tenant.

Workflow

The following steps describe the workflow for the break in learning process automation.

1. A tutor or an administrator creates a tracker from the trackers page or from the users profile. The tracker contains the details of the break in learning request.
   
2. A user with the Process Automation Trackers (pre-authorise) role, typically a line manager, can preauthorise the request. This will preauthorise the request, but it wont submit the details for change until it has been processed.
3. A user with the Process Automation Trackers (process) role, typically a senior administrator, can then process the request.
4. The administrator views the tracker. The administrator can use the Tracker tile and search for the break in learning type. To edit the tracker, the administrator must click Edit.
   
5. At this stage, the status of the tracker is new. The administrator updates the status of the tracker, and sets it to process or rejected, and clicks Save.
   
6. The learner is notified about the approval/rejection of the request. At this stage, the status of the tracker is set to closed.
7. If the administrator rejects the request, the learner and tutor will be notified of the rejection and the reason for rejection.
8. If the administrator approves the request, the process automation makes the following changes:

• • Updates the programme status of the learner to "On a break".
  • Updates the associated ILR fields: CompStatus, LearnActEndDate, Outcome
  • Creates a task to remind administrators that an awarding organisation may need to be made aware of the change. 
  • Sets the learning plan to read-only for the tutor and the learner.
  • Creates a future task for the Tutor to contact the learner and review their "break in learning" status and discuss the date of their expected return.
  • Updates the Learning Support Funding (LSF) 'todate' according to the following rules:
    • If the LSF to date <= break date, then the LSF to date will not be changed.
    • If the LSF to date > break date, then the LSF will be set to the break date.
    • If the LSF to date is blank, then it will remain blank. (LSF requires a from and to date to be valid, we do not support the scenario where there is no to date)