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:
- Change of work location
- Change of normal working hours
- 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.
- 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:
- For a change in work location
- 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.
- A user with the Process Automation Trackers (process) role, typically a senior administrator, can then process the request.
- The administrator views the tracker. The administrator can use the Tracker tile and search for the change of working conditions type. To edit the tracker, the administrator must click Edit.
- 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.
- The learner is notified about the approval/rejection of the request. At this stage, the status of the tracker is set to closed.
- If the administrator rejects the request, the learner and tutor will be notified of the rejection and the reason for rejection.
- 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:
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Captures the change of work address details
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Edits learner profile with the associated organisation record including:
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Employer address
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Line Manager (if different)
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Mentor (if different)
- Employer EDRS number
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- Creates a new employment status record in the 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.
- Creates tracker notification for administrator
- In specific cases, it regenerates compliance documents - 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.
- If the change is minor (below the threshold), only the working hours are updated.
- 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 have been classified as having a "material impact" according to the parameters set by your organisation. As the Learner's working hours have increased you should ensure that you have considered adjusting the learners learning plan, whilst ensuring that you still meet the minimum duration and OTJ Hours requirements that are applicable. Please note that this will not be automatically amended as part of this process."
- In case of a material change where the number of hours decreases, the working hours are updated and the minimum duration for the program is recalculated. Note that the planned end date in the ILR is NOT updated. Compliance documents are updated to reflect the new minimum duration.
In case of a material change where the number of hours decreases, the process automation makes the following changes to the compliance documents:
Updates to the apprenticeship agreement
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Resets apprenticeship agreement if used previously
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Updates the document with "new expected end date" and "End date of apprenticeship" value and make available for re-signing by all required parties.
- The "Planned amount of off-the-job training (hours)" value is NOT changed.
Updates to the commitment statement
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Resets commitment statement if used previously
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Updates the document with "new expected end date" and make available for re-signing by all required parties
- Populates "Weeks On Programme (Wks)" with "New minimum duration" value
- The "Minimum 20% calculation (Hrs)" value is NOT changed.
Updates to the written agreement
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Resets written agreement if used previously
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Updates the document with "New expected end date" value and makes available for re-signing by all required parties
Change of job title
In case of a change in job title, the process automation makes the following changes:
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Captures change of job title
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Creates tracker notification for administrator