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Overview

As a tutor or administrator, you can use the Performance Dashboard to manage your caseload of learners. The dashboard gives you insight into learners who need attention and highlights the actions you can take to keep your caseload on track. You can filter learners, view key metrics, find problem areas, and identify root causes.

As a manager of tutors, a director, or a senior administrator, you can use the dashboard to view high-level data, then filter to find what's meaningful to your context. This gives you insight into the performance of tutors, groups, or the organisation as a whole.

The Performance Dashboard is available to administrators with the Assessor or Trainee Assessor role.

Contents

1. The dashboard
2. Notes
3. Filtering
   1. Quick filters
   2. Detailed filters
4. Further improvements

The dashboard

When a tutor or administrator logs in to their account, this is the page they see first.

The roles turned on for your account, and the functionality used in your tenant, determine which cards you see. The dashboard is made up of the following cards:

1. Learner Progress / Workload
   • Learner Progress is a metric that shows overarching progress. It's calculated as the number of learners who are 'on track' or ahead of target, divided by the total number of learners.
   • Workload is a metric calculated as the number of learners appearing in the Requires Attention section, divided by the total caseload. The Requires Attention user count is the number of unique learners across all Requires Attention sections, excluding learners requiring Cognassist registration. For more information, see Workload widget – Performance Dashboard.

2. Caseload Lifecycle: this card shows where your learners are in their apprenticeship lifecycle, grouped by status:

   • Started in last 30 days
   • Learners on Programme
   • Within 30 days of Expected End Date
   • Past Planned End Date
   • In EPA Period

   Each learner is counted once, under the highest-priority status that applies, so the totals don't overlap. Statuses with no learners are hidden, and the card only appears when there are learners to show. Select any status, or any segment of the totals bar, to open the Caseload Lifecycle drilldown filtered by that status.

3. Caseload Summary: this card shows the number of learners sorted by their programme status. Select any status to view the Caseload Summary drilldown, which has detailed information and action items where applicable.
4. Progress Overview: this card shows learner progress based on their performance against learning plan activities, and summarises the number of learners who are behind, on track, or ahead. Select any status to view the Progress Overview drilldown, which has detailed information and action items where applicable.
5. Quality Assurance: this card appears if you have the Internal Verifier, Supervisor, or ILR QA role. It shows an overview of the quality assurance process and the current status of quality assurance activity, with the following metrics:
   • Learners with outstanding QA feedback: the number of learners with evidence in a status of "QA Feedback Actioned – Accepted", "QA Feedback Actioned – Referred", or "QA Feedback Received". If this is non-zero, select the label to view the Learners with outstanding QA feedback drilldown.
   • Average days since QA feedback issued: the average number of days since evidence moved into a status of "QA Feedback Received".
   • Average referral rate: the average proportion of evidence set to "Referred" (a status of "QA Feedback Received") by the quality assurer, compared with evidence set to "QA Verified".
   • QA completed this month: the number of pieces of evidence set to "QA Verified" or "Referred" (a status of "QA Feedback Received") by the quality assurer in the current month. If this is non-zero, select the label to view the QA completed this month drilldown.
6. Off-the-job Hours: this card appears only if you're delivering any standards. It summarises off-the-job hours with the following metrics:
   • Insufficient planned hours: whether the learner has enough hours in their learning plan to meet the 20% minimum, or the planned hours you've stated.
   • Behind target: the number of hours they're behind by at the current point in time.
   • Ahead of target: the number of hours they're ahead by at the current point in time.
7. RAG Status: this card appears only if you're using RAG status. It shows how learners are doing against their RAG status. Hover over the graphic to see more detail. Select any status to view the RAG Status drilldown, which has detailed information and action items where applicable.
8. Requires Attention: this card can show several possible items, depending on what needs your attention. If you're up to date on all your tasks, this card is empty. Selecting an item takes you to the relevant section in Aptem. Depending on your role and tenant settings, you may see some of the following items:
   • Activities overdue
   • Requires marking
   • Feedback received
   • Open trackers
   • Signatures required
   • Cognassist registration required
   • Cognitive assessment incomplete
   • Cognitive results ready
   • Ready for QA
   • Unplanned QA

Notes

In the default view, administrators and tutors viewing the Performance Dashboard only see metrics for learners on a delivery programme. Learners with the following programme status are also excluded:

• Non starter
• Early leaver
• Not eligible
• Completed
• Withdrawn
• Withdrawn (w/o funding)
• Imported

Filtering

You can set filters to limit the view by programmes, learners, or other available filters. Filtering is available at all times, including within the drilldowns.

Quick filters

Use the two quick filters, Programmes and My Learners, to narrow down your dashboard or results.

Select the Programmes quick filter to set or reset the Programmes multi-select filter.

Use the My learners filter to switch your dashboard between your primary caseload, your secondary learners, or all learners. Your secondary learners are those for whom you own at least one component in their learning plan.

The options available to you are limited by your role and access level. For example, the option to select All learners in the Learners dropdown only appears if you have the View All Learners role.

Detailed filters

Select Filters at the top. A Filters pane opens on the right of your screen. Here, you can filter by Programme, Sub-programme, Learners, Groups, Employer, Primary Tutor, and Programme Status.

Except for Learners, each of these filtering options offers a multi-select list. The options available to you are limited by your role and access level. For example, the option to select All learners in the Learners dropdown only appears if you have the View All Learners role.

Make your selections and select Done. The dashboard updates to reflect your filters.

Further improvements

The Performance Dashboard will continue to be developed over the coming months. In a future release, more cards on the dashboard will have drilldowns, giving you more detailed information and better insight into the performance of your teams.