Overview

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

The change of programme process automation automates the tasks associated with a change of programme 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:

• Update the ILR to reflect the withdrawal from the current programme
• Sets the learning plan to read-only for the tutor and the learner
• Updates the associated ILR fields: CompStatus, LearnActEndDate, WithdrawReason (set to 40), Outcome 
• Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.
• Updates the programme status of the learner to "Pending Change of Programme"

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 are "Active" or "On a break". 
3. This process automation does not affect the ability for learner and tutor to communicate via messages.
4. Please note that this process automation is limited to delivery programmes only, as this is where funding rules require changes to be monitored.

Configuration

The change of programme 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. If your organisation wishes to take advantage of the process automation functionality, you will need to contact our support team, or your implementation consultant, and request this functionality be enabled on your tenant.

Note that the when the "Change of Programme" process automation is enabled, the "Withdrawal from Learning" and “Return to Learning” process automations must also be enabled.

Workflow

The following steps describe the workflow for the change of programme process automation.

1. A tutor or an administrator uses the Aptem console to create a tracker. The tracker contains the details of the change of programme request.
   • Status: For new trackers, this will be New.
   • Assignee: Set an assignee for the tracker
   • Withdrawal date: The date of withdrawal from the current programme.
   • Intended new programme: Use the dropdown to select the new programme. (This will not automatically move the learner to the new programme). 
   • Intended new programme start date: The start date of new programme.
   • You can record a message to be sent to the tutor, you can also append any documents relevant to the tracker.
     
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. See: Current Known Issue.
4. The administrator views the tracker. To edit the tracker, the administrator must click the options icon ⋮ on the far right, under the Actions column.
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:

• • Update the ILR to reflect the withdrawal from the current programme
  • Sets the learning plan to read-only for the tutor and the learner
  • Updates the associated ILR fields: CompStatus, LearnActEndDate, WithdrawReason (set to 40), Outcome 
  • Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.
  • Updates the programme status of the learner to "Pending Change of Programme"

Current Known Issue

• If an administrator sets the status of the 'Change of programme' tracker to 'Process' using Aptem Classic, the 'Leaving' compliance documents will NOT be generated. This limitation will be addressed in a future release.
• If the administrator uses Aptem console to process the tracker, compliance documents are generated normally.