Aptem fills much of a learner's Training Plan automatically, from their programme, learning plan, ILR, reviews and organisation records. This article explains where each prepopulated part comes from, what to check before you generate the document, and what to do when the data changes.
For a field-by-field description of each template, see DfE - Training Plan v1, DfE - Training Plan v2.1, UVAC - Components Plan v3 or UVAC - Training Plan Summary v1.
How the Training Plan is filled in
A Training Plan contains three kinds of data:
Data pulled from the learner's record, such as their learning plan, ILR aims, reviews and Employer details. This updates each time you select Update on the document.
Text prepopulated from the programme template, set in the Compliance documents token in Programme Builder. This is copied into the learner's document when it's first created.
Text entered on the learner's document, which is saved for that learner and reused when the document is updated.
Because the template text is copied in when the document is first created, changes to the programme template don't reach learners who already have a Training Plan. See "When the template changes" below.
Before you generate a Training Plan
To make sure data prepopulates, check:
The template is complete. Fill in every prepopulated section of the Training Plan in the programme's Compliance documents token before learners are enrolled. Sections left blank in the template are blank in every learner's document created from it.
The Learning Plan section has no custom text. If you add custom text to the Learning Plan section, learning plan components aren't pulled into it. Leave it empty in the template if you want components to show.
Learning plan components have planned off-the-job hours and Complete By dates. These fill the learning plan and the English and maths sections.
The ILR aims are set up correctly. Qualifications, target start dates and planned hours come from the ILR. See "Qualifications and target start dates" below.
Reviews are set up to show. See "Reviews" below.
The training provider's primary contact is up to date. See "Training provider contact details" below.
When the template changes
Whatever is in the programme template when a learner is enrolled is what their Training Plan uses, even if you change the programme build later. For example, if the Learning Plan section of the template contained custom text when a learner was enrolled, their Training Plan keeps that text and doesn't show their learning plan components with planned off-the-job hours, even after you remove the text from the template. Learners enrolled after the change aren't affected.
To fix a learner's existing Training Plan:
Open the learner's profile and select Update on the Training Plan.
Remove or change the text, or add any missing information.
Select Save.
Removing custom text from the Learning Plan section brings the learning plan components, including planned off-the-job modules, back into it.
For more on updating documents, see Generating, updating and signing compliance documents
Learning plan components
The Learning Plan section lists the learner's learning plan components, with their planned off-the-job hours.
Components show in chronological order. Where more than one component has a planned date that is the same they will appear in the order they were created in the learning plan template or added to the learning plan.
Planned learning hours
How planned learning hours are calculated depends on the Training Plan template on the programme. Newer templates use a different formula from earlier ones, so if you replace the template on a programme, the planned hours on new documents can differ from older ones. For the formula each template uses, see its article:
UVAC - Components Plan v3: the sum of the planned hours on the learning plan components in Programme Builder when the learner was first enrolled.
UVAC - Training Plan Summary v1: the planned hours on the latest programme aim in the learner's ILR.
Minimum required off-the-job hours
The minimum required off-the-job hours in the Training Plan are worked out from the learner's ILR main aims. If every main aim is excluded, Aptem falls back to the 20% off-the-job calculation, so the figure won't match the learner's Dashboard in Aptem Console. To get the correct figure, make sure the main aims aren't excluded.
For how the Aptem Console figures are worked out, see Interpret the Aptem Console 'Off-The-Job Hours' report.
Qualifications and target start dates
The Qualifications section comes from the programme aims in the ILR template. A qualification only shows if its aim type is 3.
The target start date for each qualification is the Learning start date of its ILR aim. To change it:
Open the learner's ILR and find the learning aim.
Select Edit.
Change the Learning start date and save.
Select Update on the Training Plan.
English and maths in the UVAC Training Plan
In the UVAC Training Plan, the Estimated End Date for English and maths comes from the Complete By date of the English or maths Qualification component in the learning plan. If the component has no Complete By date, the Estimated End Date is blank. To fix this, set a Complete By date on the component, then select Update on the Training Plan.
For more on this section, see Section B.2 in UVAC - Training Plan Summary v1.
Recognition of prior learning
The Recognition of Prior Learning section comes from the Prior Learning section of the learner's reviews. To fill it:
Create a review that includes the Prior Learning section.
Complete the section and the review.
In Aptem Classic, select Update on the learner's Training Plan.
Reviews
Reviews in the learner's learning plan show in the Progress Reviews section of the Training Plan. A review only shows if its review type has Employer or Participant ticked, or both.
If a review, such as an End-point Assessment Gateway Review, isn't showing:
Go to the Programmes tile and open the programme.
Select the Review token.
Check the review type has at least one of Employer or Participant ticked.
Training provider contact details
The Training Provider Contact Details section shows the primary contact of the training provider organisation linked to the learner, including their position.
To change the primary contact:
In Aptem Classic, go to the Organisations tile.
Select the training provider organisation linked to the learner.
On the Edit Organisation page, change the primary contact and save.
Select Update on each learner's Training Plan to show the new details.
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