Overview

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

The additional learning support process automation automates the tasks associated with applying learning support funding claim for a learner with identified support needs.

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:

• Applies the LSF1 code to the learner's ILR record when support commences

• Captures learner Support funding date information: "Date from" and "Date to" when support commences and updates the ILR.

• Captures learner support funding "Date to" when support ceases and updates the ILR.

This process automation will be applicable to any learners in who are "Active". This tracker cannot be applied where the programme does not have an active programme aim. 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 additional learning support 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.

Workflow

The following steps describe the workflow for the additional learning support process automation.

1. A tutor or an administrator uses the Aptem console to create a tracker. The tracker contains the details of the additional learning support request.
• • Description is a read-only field.
  • Status: For new trackers, this will be New.
  • Assignee: Set an assignee for the tracker
  • Where the programme has an active programme aim, Learner Support Funding Records from the ILR are pulled into the tracker.
    
• If Learner support funding is not currently active for the learner, you can specify the learner support start and end dates under the Claim Learner Support Funding for this Learner section. 
  
  
• If Learner support funding is currently active for the learner, you can specify the learner support end date under the Stop Claiming Learner Support Funding for this Learner section.
  
  
• You can use the Message to tutor and Notes sections, as applicable.
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. When the tracker status is process, the administrator can send a message to the tutor, and can attach notes to the tracker. 
7. After the tracker is processed, the status of the tracker is set to closed.
8. If the administrator rejects the request, the tracker will be closed and no changes will be made.
9. If the administrator approves the request, the process automation makes the following changes:

• • Applies the LSF1 code to the learner's ILR record when support commences

  • Captures learner Support funding date information: "Date from" and "Date to" when support commences and updates the ILR.

  • Captures learner support funding "Date to" when support ceases and updates the ILR.