Create/use a Tracker (Classic)

Overview

Following the Introduction to Automated Processes (& Trackers) – Aptem Help Centre this article continues by describing the two methods by which you can create a basic tracker with the Classic user interface of Aptem software: 

• From the initial Classic tiled user interface
• From the Profile of the learner

Tips on usage of the Trackers are included after the descriptions of the two methods.

Note

There are two other types of tracker:

• Automatically generated Trackers are those which can be created automatically. For example, Change of Name - a Learner will request the change of name in the Profile creating a Tracker. Once the change is accepted by the appropriate Administrator, the tracker will perform the required actions automatically, for example, update the ILR.
• Process Automation Trackers for example, a Learner has requested a Break in Learning (BIL) and a Tutor and/or Administrator creates the Tracker. Once the change is accepted by the appropriate Administrator, the tracker will perform the required actions automatically, for example, update the ILR.

Create a tracker from Classic start

Consider a learner who might wish to register a change in name or address (marriage and/or house move being possible reasons). These are relatively common events so an Administrator might create a tracker then, to be informed about requests for such changes.

To create a Tracker:

1. Log in to the system as an Administrator
2. Click the Tracker tile in the Classic use interface. The Tracker screen is shown with the current list of trackers.
   
3. Click the Create button shown on the screen to open the Add Tracker screen.
4. The Add Tracker screen is shown.
   
   You can then complete the Add Tracker dialog to create a Tracker.
5. In this example, the learner is starting a New (status=new) tracker so that the assignee Alison Gibson will be able to see and react to any changes requested by Wilkinson (such as name, address or BIL request). Alternatively, Alison can ask the creator of the tracker for more information. - all internal to system (no emails or any external communications). The default status for a new tracker is simply, 'New'.
6. You must then complete a description of the tracker - if you do not, when you try to save the tracker, you will see a reminder in red below the Description field as illustrated above.
7. Any changes requested by the learner (name, address or a Break in Learning [BIL] will be notified automatically by the system to an appropriate person, a tutor for example. The assignee can then take the appropriate action or contact the learner to ask for more information (or proof in the cases of name or address change).  
8. The other fields in the Tracker screen are described in the table of the next section, creating a tracker from the profile of the learner.

Create a tracker from the Profile of the learner

The method to create a tracker directly from the Classic interface is not the more common way to create a tracker. Typically, an experienced Administrator will establish the learner and wait until a significant amount of the learner's individual record (ILR) is completed. The start of creating a tracker is therefore slightly different but leads to the same Add Tracker dialog.

To create a standard, basic tracker from a user's Profile:

1. Log in as Administrator and click Search for the learner by name, for example, Wilkinson.
   
2.  Select and click on the blue hyperlink of the learner's name to show the Profile.
   
   The Profile contains all the current data of the learner to date. Scroll down the Profile to the line labelled Tracker.
   
3. Click Tracker to view any previously created trackers. Click Add to create a new tracker. 
   
   If there are any other trackers present, you can edit them individually: click on the pencil icon to view and edit the data.
4. Click the Add icon and the Tracker dialog is shown on screen.
   
   All the fields of the Add Tracker dialog are described in the table below.
   
   

   Field	Data
   User	The learner name is shown because you clicked on that Profile name hyperlink.
   Type	Select from the tracker Type dropdown list, Job in this example. (A Job tracker is for Employability, not for an apprenticeship or trainee role).
   Status	Since the tracker is being created, the status is New. Later the other options may be shown.
   Assignee	Select the name of the person to receive notifications of any changes requested by the learner or by other events. Not obligatory at  this stage.
   Description	You must enter a description relevant to the Type of tracker being created, for example, the type of job, industry, title, date of confirmation by the employer. Note If you do not, when you try to Save the tracker, you will see a reminder in red below the Description field as illustrated above. If a trainee has indicated a need for a Break in Learning, the assignee might ask for more information to enter that into the ILR.
   Organisation	If the learner has accepted a Job, the Employer may already be listed within Aptem, so you can select from the dropdown list.  If the employing Organisation is not in the list, you can create it - click on the + and complete the details: Status      Confirmed, Opportunity or Archived Name      of the organisation Owner     of the organisation  Category  select from the dropdown list      UKPRN    (Training) Provider Reference Number   Website   the website address for example, https://abcd.co.uk
   Address	If the employer is listed, you may be able to select the correct address or you can select from the list. Otherwise click on the + and complete the details.
   Contact	Similar to the Address field, if the employer is listed, you may be able to select the correct contact or you can select from the list. Otherwise click on the + and complete the details.
   Start date	The Start date of the job, in the common dd/mm/yyyy format
   End date	The end date of the job if it is a fixed-term contract, otherwise leave the field blank.
   Sustainability assessment This assessment comprises a series of questions, which endeavour to help you make a judgement on the likelihood of the job seeker being able to keep the new job. Answer the questions to the best of your knowledge.
   	Click Save to save any new data you may have entered; click Close to leave the dialog and not save any new entries made.

   Note
   For further information about a learner's Profile and editing the content, see Edit a Learner's Profile (Classic) – Aptem Help Centre.
   For an introduction to trackers see Introduction to Automated Processes (Trackers) – Aptem Help Centre.

Tips on usage

A person with the appropriate role can take advantage of the Aptem Tracker facility in the following ways.

Find all your trackers

1. Log in to the system as normal.
2. Click the Tracker tile in the Classic use interface. The Tracker screen is shown with the current list of trackers.
3. Select 'Any' Type of tracker and select your name as the Assignee ('Anand Admin' in this example image). Click Search to show all trackers assigned to Anand Admin.
   
   You can refine your selection using the other search criteria.

Edit a Tracker

Click on the Edit icon (pencil) edit or view the parameters used in the tracker and its effects. The History section is effectively an automatically created Audit Trail, the kind of information / proof / justification / evidence that may be sought in a detailed audit by the ESFA.

If you have the appropriate role, you can edit the tracker.