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Change of programme

Faraaz Mohiuddin
Updated

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, OTJActHours, Learning Support Funding and Apprenticeship Contract Type Record.
  • Creates a tracker 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".
  • Moves the learner to the account programme.
  • Notifies Learner, Primary tutor, Tracker creator and Tracker Assignee about the changes.
  • Generates leaving compliance documents.

 

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 This process automation will be applicable to learners with any programme statuses apart from ‘Withdrawn’.
  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. 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 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.

    • Actual Off the Job Hours: The field is displayed only when Aim type = 1, Completion Status = 1, and Planned hours is not empty.

      This field is populated from the actual off the job hours stored on the programme aim in the ILR. If there are no hours recorded here, then the field is populated using the Completed hours value used in the Off-The-Job Hours card on the learner dashboard. This value will be used even if it is zero.

      If there are multiple programme aims that satisfy the ‘Determining if the Actual Off the Job Hours field should be displayed’ criteria, then the latest aim by start date will be considered.

    • 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.
      change_of_programme_tracker.png
  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. 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. If tracker was rejected, the status will be showing as rejected.
  7. If the administrator rejects the request, the learner and tutor will be notified of the 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, OTJActHours, Learning Support Funding and Apprenticeship Contract Type Record.
    • Creates a tracker 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"
    • Moves the learner to the account programme.
    • Notifies Learner, Primary tutor, Tracker creator and Tracker Assignee about the changes.
    • Generates leaving compliance documents.
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