This article is only relevant to customers using the DWP Restart or Connect to Work programmes. If you are unsure whether this applies to your organisation, contact your Aptem administrator.
A monitoring tracker enables a work coach to initiate the sanctioning process for a participant on a DWP employability programme. A monitoring tracker is created automatically when all three of the following conditions are met:
- The Allow mandatory activities field is enabled on the participant's profile.
- An activity on their action plan has been marked as mandatory.
- That mandatory activity has been marked as Not Completed.
Monitoring tracker workflow
Once a mandatory activity is marked as Not Completed, a monitoring tracker is created automatically. Follow the steps below to action it.
- In the participant's profile, select the ellipsis menu and select Trackers.
- Locate the monitoring tracker using the keyword search, filtering by Type (Monitoring), or using the additional filters for date range, assignee, and status.
- Select the ellipsis menu on the tracker to edit it. The edit option is visible to all administrators, including Standard Administrators. However, the following roles are required to make specific changes:
- Process Automation Trackers (Edit) — required to edit the tracker details.
- Process Automation Trackers (Pre-Authorise) or Process Automation Trackers (Process) — required to set the status to Rejected or Closed.
Tracker fields
The monitoring tracker contains the following fields:
- Type: set to Monitoring.
- Status: defaults to New when the tracker is created automatically.
- Assignee: defaults to the activity owner of the activity that triggered the tracker, which is typically the work coach. If the Not Completed activity was assigned to someone else, the tracker is assigned to them instead. You can reassign the tracker using the dropdown if needed.
- Component details: shows the activity that triggered the tracker, including a link to it, its expected completion date, and the reason recorded for non-completion.
- DMA paperwork raised: defaults to Yes. Upload the completed DMA paperwork using the file upload. If you select No, you must provide a reason.
- Notes: a free-text field for additional information.
- History: a log showing when the tracker was created, who created it, the participant it relates to, the type, the status, whether DMA paperwork has been raised, and the current assignee.
Once you have made the appropriate updates, select Save.
Status options by role
The status options available in the tracker depend on the roles assigned to your account:
| Role | Available statuses |
|---|---|
| Work coach (standard) | New, Resolved, Submitted, Referred |
| Process Automation Trackers (Pre-Authorise) or (Process) | Rejected, Closed |
Rejected and Closed are the final stages of the monitoring tracker workflow. Once either status is applied, the tracker moves to a read-only view on the participant's record.
Updating the participant's sanction status
Users with the Supervisor role can update the participant's sanction status from the Personal Details section of their profile. Depending on the outcome of the monitoring tracker, the status can be changed from the default of Not Under Sanction to one of the following:
- Pending Decision for Failure to Attend
- Under Sanction for Failure to Attend
- Pending Decision for Failure to Comply
- Under Sanction for Failure to Comply