In this webinar, the Aptem Product Team walked through Aptem's latest process automation features and answered client questions.

The following is a transcript of the questions asked during the webinar, along with the experts' answers. For any further information, do contact your IC or support.

Can trackers be raised (through API with a SRS) in order to ensure changes are reflected in Aptem?

Yes you can use a custom tracker to trigger the API to the SRS/AD and the SRS can also trigger a tracker to be created in Aptem when a change is made in the SRS. The creation of process automation trackers will not be initially available via the API. Therefore you will need to use the creation of a custom tracker via the API and manual creation of a process automation tracker to achieve this.

Is the BiL process going to be available from the learner and employer console for them to instigate the change rather than the provider?

We are building this as capability into the reviews over the course of the year. The scope will include learners/employer being able to create these.

How does the data feed through to the tracker?

Where the tracker has pre-populated fields they will come from the learner record.

Is this tracker available in Aptem classic?

Process automation trackers will initially be available in Aptem classic. The standard tracker functionality will be available in the Tutor console in the March release and the process automation trackers will follow shortly after.

When it comes to re-signing compliance documentation, will it just be the user re- signing or all 3 parties for commitment statements?

The requirements for signing will be dictated by configuration of the compliance document previously. I.e. If it was a tripartite document then all three parties will be required to re-sign.

How would change of address/name trackers raised by the learner affect the API between Aptem and another system?

If you are using an API with your student record system, that would be your master system post- enrolment so you would use your existing change process to change name/address in the SRS and create (it can be automated) a tracker in Aptem for compliance to make the change. You would not use these two process automation trackers.

Is it a tutor raising a tracker that triggers the break and withdrawal processes?

It can be any admin that you give the permissions to, depending on your internal business processes. The roles are specifically named in the documentation for the permission types. They are as follows:

• Process Automation - Create
• Process Automation - Edit
• Process Automation - Pre-Authorise
• Process Automation - Process

If the BiL and withdrawal automated function is turned on, will we be able to manually update individual's status in ILR only delivery programmes?

The status of the learner will be controlled by the process automation trackers to ensure reporting accuracy and consistency. The ILR will however still be able to be manually adjusted by anyone with the appropriate permissions.

Suggestion - Change in Case owner would also be good.

We are not currently looking at using process automation for this type of change.

How does it register awarding organisations?

A qualification record can be created at the point of enrolment which will have a "Not registered" status. You can then download the details of any registrations, register with the AO and update using the import function to mark the records as "Registered".

The process automation tracker creates a tracker to ensure that a member of your team notifies them of the change of circumstances. This tracker can be marked as complete when the admin has completed the action. We do not currently integrate with AOs due to the number of them and the lack of APIs available from the AOs to support this.

Does Aptem integrate learner's work with EPA Pro too?

The entire scope of our integration with EPA Pro has not been finalised yet. Further information will be sent out later this year but we will look to make use of all of their available APIs to deliver as much efficiency as possible.

Does read-only mode look different from normal mode for the apprentice/tutor?

The user interface remains the same but we have removed the options to progress, e.g. upload evidence, start learning, etc.

Does Aptem feed data to EPAO's portals?

The entire scope of our integration with EPA Pro has not been finalised yet. Further information will be sent out later this year but we will look to make use of all of their available APIs to deliver as much efficiency as possible.

On the return to learning tracker, is the recalculated date taking account of the learner's remaining balance for OTJ hours and their hours worked per week? I have seen some learners planned for >40 hours of OTJ per week when they return from break due to them being behind on OTJ when they went on BiL.

We are currently looking to address this situation as part of the ongoing development of the return to learning process automation. Full specifications will be released once confirmed.

Can trackers be set per Standard or Cohort?

Process Autmation Trackers are standardised across the platform and as such are not Standard/Cohort specific. However, when we support these trackers in reviews the review types could be customised to support differences.

Can you possibly enable an overall IQA Sample Plan per Standard through automated trackers?

IQA sampling does not utilise Automation Trackers when carrying out this process.

I would like to IQA sample reviews and possibly generate a tracker that audits this. How would I do this through automation tracker?

IQA sampling does not utilise Automation Trackers when carrying out this process.

Does Aptem automate ACE declaration for Apprenticeships?

ACE does not allow for any integration and therefore this is not possible.

Suggestion - You should add change of apprenticeship price here as it's an area lots of providers get very very wrong.

We are adding an RPL calculation process automation in the coming months which is aimed to help account for training price changes. Further information will be released in the next few weeks regarding this feature.