Change of working conditions

Overview

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

When a learner changes their primary work location, job role or working hours, the relevant records require updating within their profile. The change of working conditions process automation automates the tasks associated with such a change in working conditions of 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 will be applicable to any learners in who have "Active" status. Please note that this process automation is limited to delivery programmes only, as this is where funding rules require changes to be monitored. Also note that in cases where the learner does not have an Employment Status Record, the Change in Working Conditions process automation tracker will NOT be created.

You can use this process automation to update one, two or all three of the following working conditions:

1. Change of work location
2. Change of normal working hours
3. Change of job title

Please note that this process is not a change of Employer process. The learner must remain employed by the same employer, if this is not the case then the "Change of Employer" process automation should be used. 

Configuration

The change of working conditions 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 change of working conditions 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 change of working conditions request. Based on the type of change you select, you are provided with different fields to fill. 
   
   • For a change in work location
     
      
   • For a change in job role
     
      
   • For a change in working hours:
     
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 can view the tracker in both Console and Classic. To view the tracker in Console, the administrator can use the learner’s trackers list. To edit the tracker, the administrator must click Edit under the Actions context menu (the three dots).
   
5. At this stage, the status of the tracker is new or pre-authorised. The administrator updates the status of the tracker, and sets it to process or rejected, and clicks Save.
6. If the administrator rejects the request, the tutor will be notified of the rejection and the reason for rejection.
7. If the administrator approves the request, the process automation makes the applicable changes.

Changes made by the process automation

Change of work location

In case of a change in work location, the process automation makes the following changes:

• Captures the change of work address details

• Edits learner profile with the associated organisation record including:

  • Employer address

  • Line Manager (if different)

  • Mentor (if different)

  • Employer Organisation
• Creates a new employment status record in the ILR, if new organisation EDRS does not match the one recorded in the learner's ILR.
• Creates tracker notification for administrator.

Change of working hours

In case of a change in working hours, the process automation makes the following changes:

• Captures change of normal working hours.
• Creates a new employment status record in the ILR.
  • Note that this only occurs if the Employment Intensity Indicator (EII) changes. Otherwise, existing Employment Status will be updated instead.
• Creates tracker notification for administrator.
• If both Planned End Date and Working Hours per Week are changed for the learner, the compliance documents are regenerated: Apprenticeship agreements, Commitment statements, Written agreement and Training plan documents.

The process automation checks the new working hours against the threshold level that defines a material change. This threshold number must be entered while configuring this process automation. In case of a material change where the number of hours increases, the working hours are updated and the following notification is displayed: "The change in hours may be classified as having a 'material impact' according to the parameters set by your organisation. As such, you should consider adjusting the Learner's Learning plan, whilst ensuring that you meet the minimum duration and OTJ Hours requirements. Please note that this process will not automatically amend the learning plan."

The process automation makes the following changes to the compliance documents:

Updates to the apprenticeship agreement

• Creates the apprenticeship agreement document if it was not generated for the learner previously. If it was already generated, the automation resets the apprenticeship agreement.

• Updates the document with "Duration of practical period", "End date of apprenticeship" and "Estimated end date of practical period", and makes available for re-signing by all required parties.

• The "Planned amount of off-the-job training (hours)" value is NOT changed.

Updates to the written agreement

• Creates the written agreement document if it was not generated for the learner previously. If it was already generated, the automation resets the written agreement.

• Updates the document with "Apprenticeship planned end date" value and makes available for re-signing by all required parties.

Updates to the training plan

• Creates training plan document if it was not generated for the learner previously. If it was already generated, the automation resets the training plan.
• Updates the document with "End date of apprenticeship”, “Estimated end date of practical period”, “Working hours (per week)”, “Estimated Gateway Meeting Review Date” and “EPA Period” value and makes available for re-signing by all required parties.
• The “Duration of practical period” and the “Off-The-Job Training Hours” calculation details are NOT changed.

Updates to the commitment statement

• Resets commitment statement if used previously.

Change of job title

In case of a change in job title, the process automation makes the following changes:

• Captures change of job title

• Updates learner's employment status record

• Creates tracker notification for administrator