In this webinar, the Aptem Product Team walked through Aptem's existing and upcoming dashboard functionality including:

• Learner Dashboard
• Performance Dashboard (upcoming)
• UGR/OGR - Views (upcoming)
• Power BI classic
• Power BI console (upcoming)

The following is a transcript of the questions asked during the webinar, along with the experts' answers. For any further information, do contact your IC or support.

Will there in the future be a way we can get un-summarised data, i.e., see all reviews that have been completed by learners? I wanted to check how frequently learners complete Tripartite reviews rather than just last date completed.

Using the OData feed you will be able to achieve this as it is possible to show multiple entries per learner. The reviews table will hold the details of all reviews for each learner.

Could the fields list available to be presented in the reports be listed in alphabetical order?

They are currently organised by area and function within the system. When we bring the UGR/OGR reporting across into Console we will be upgrading the report-writer to have greater functionality and ease of use. We will take on-board helpful suggestions like this in the development.

How do we get access to OData?

There are guides available within the help centre to help you connect to your OData feed. Please see: Accessing OData – Aptem Help Centre.

What is the max number of reports that can be shared?

There is no maximum limit to the number of reports that can be shared.

Does the report use live data?

The learner and tutor dashboards in Console use live/real-time data. For the UGR and OGR reports the majority of the data is live (updated on refresh) however there are some calculated fields that are cached and update overnight.

If you want to run the same report say weekly, can you you save the report and just re-run to get the up to date version ? Or, do you have to select the categories every time?

Yes. When you have saved (shared or not) a report and run it, it will used the saved view/fields so you do not need to select again.

Which date is being classed as planned end date on your system? Does it refer to the end date including having completed EPA or is it measured against the point to gateway?

Planned end date is the expected end of practical period, based upon the duration you specify for each programme. The term 'Apprenticeship End Date' is also shown in compliance documents to show when the expected EPA date/period is, this being the practical period plus the EPA duration that again you have specified in the programme requirements.

Are learning status (WD, BiL, continuing) etc. and the actual end date available to extract from the user generic report?

Yes 'Actual End Date' is available as a field and 'Programme Status' will enable you to view a learner's status such as Break in Learning, Withdrawn or Active.

Can we only report on programme status in the users generic report or is it possible to report on their status in the ILR e.g. "1 - Continuing", "2 - Completed" etc.?

The UGR can only currently deliver a single line per learner and ILRs will have multiple aims, so until we update the report writer in Console (with improved functionality) the best place to review ILR fields that are aim-specific is via the "learner data" tab of the funding dashboard

Please could the column heading be unique? Planned End Date appears in the ILR and the Programme details and there is no way to tell which is which if both fields appear in the same report

When we bring the UGR/OGR reporting across into Console we will be upgrading the report-writer to have greater functionality and ease of use. We will take on-board helpful suggestions like this in the development.

I am a super admin and don't have any Learners to look after. With the Tutor console can I drill down to each tutor to see how what their workload is like and how their learners are doing?

Yes, absolutely. Your groups access dictates what learners can be viewed in the dashboard. So if you have complete access you will be able to view all learners in the dashboard or select one or more programmes, employers or as you suggest, tutors to see a subset of learners.

Does this include Study Programme Data?

The dashboards do not exclude study programmes but there will be some apprenticeship-specific items and concepts that would not appear for non-apprenticeship programmes. The dashboards would still be very useful however.

Is there an option in the filters for IQAs to select only learners for whom they IQA?

The IQA is not directly linked to the learner. The QA Planned and QA Unplanned items that require attention will only be shown where the user has the IQA role. To filter by IQA you could set up additional multi-level IQA groups to assign learners in which case you could then filter by group.

Are the cards shown on the students dashboard editable? Can we set which cards they can view and in what order they appear?

Currently the panels/cards shown on the dashboards are fixed in terms of what can be viewed and where. In some situations where no data is present a card may be hidden from view

Can the learners see what components are left, like a report of components they can see.

The dashboard will show the learner items that need their attention and the number of components remaining. They can easily view their plan to see which components remain.