Completion of programme

Overview

Process automation helps you reduce the amount of administrative effort in managing learners and helps you ensure compliance. The completion of programme process automation updates all the necessary learner information when a learner completes their apprenticeship.

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.

Where customers opt for this feature, this process automation will be applicable to any learners on an apprenticeship delivery programme and with a programme status of 'Active' or 'Entered EPA'. Using this process automation, you can either end the learner's practical period OR the whole apprenticeship programme. Depending on which option you choose, different fields will be presented to you in the tracker form.

The ‘Completion of Programme’ process automation will make the following changes:

• Updates the relevant fields from the following to reflect that the Programme Aims have been completed:
  • Actual End Date
  • Actual OtJ Hours
  • Achievement Date
  • Outcome
  • Completion Status
• Updates the programme status of the learner to “Entered EPA” or "Complete", as applicable.
• Where applicable, the tracker populates the most recent open learning support funding record of Programme aim. The Actual end date field populates the open learning support funding records for the learner. If they don’t have any open, it will not be added/ updated.
• Where applicable, the tracker completes generic component aims.
• Notifies tracker assignee and tracker creator on the tracker updates.

Notes

1. Note that the ability to create and edit the tracker will be available in Aptem Console only.
2. Please note that this process automation is limited to apprenticeship delivery programmes, as defined by the programme type in the programme builder (Training - Apprenticeships).
3. On the Edit Tracker screen, you can view the Audit history - this displays all the changes made to the tracker.
4. Please note that the ‘Completion of Programme' tracker will not update ILR episode if no Programme Aim is present.

Configuration

The completion of programme 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. Administrators with the Manage Tenant Settings role can navigate to Settings>General to configure their process automation tracker settings. For more information, see: Configure Process Automation settings for your tenant.

The assumption is that your learners have the correct program statuses, and have the correct details populated in their ILR. In cases where they don't, the system will display validation messages that will prompt you to potentially use another option within the tracker or amend the learner's details manually before you continue.

Workflow

The following steps describe the workflow for the completion of programme process automation:

1. A tutor or an administrator with the Process Automation Trackers (Create) role uses the Aptem console to create a tracker. The tracker contains the details of the completion of programme request.
   
   
   • Learner: The relevant learner. 
   • Type: Completion of Programme

   • When the administrator enters the learner and tracker type, the system will check if the learner is ready for this tracker to be performed:

• • • if they are on a delivery program of type apprenticeship,
    • if they have an EPAO ID, and
    • have their component aims already been closed

1. • Status: For new trackers, this will be New. 
     • If the administrator has Process Automation Trackers (Pre-Authorise) role, then the Status field appears as a dropdown, with the options: New, Pre-Authorised, Reject.
     • If the administrator does not have the Process Automation Trackers (Pre-Authorise)" role and/or the Process Automation Trackers (Process) roles, then the Status field appears as a read only text.
   • Assignee: Set an assignee for the tracker.
   • Type of Completion: There are three options that the administrator can choose from. Note that these options are not editable after the tracker has been created. Also note that if the selected option is not possible for the selected learner, you will not be able to select the option, and appropriate validation messages will be displayed. The three options here are:
     • Complete the learner's practical period and signify that they are ready for their endpoint assessment.
     • Complete the learner's endpoint assessment period and close their ILR as they have completed their apprenticeship.
     • Complete both the learner's practical period and their endpoint assessment period.
   • Documents: Any relevant documents that need to be attached to the tracker
2. Depending on the Type of Completion selected, the administrator will see different fields in the accordion. 
   • In case of option 1, the following fields are displayed:
     The administrator will need to specify the following fields:
     • Actual End date
     • Actual Off the Job Hours
       
       
   • In case of option 2, the following fields are displayed:
     
     The administrator will need to specify the following fields:

1. • • Achievement date: This date will be populated against the Programme Aim’s Achievement date and Apprenticeship Contract Type Date To fields once the tracker is processed.
     • Completion Status and Outcome: This field will populate the respective ILR fields once the tracker is processed. 
       
       
   • In case of option 3, the following fields are displayed:
     
     
     The administrator will need to specify the following fields:
     • Actual End date
     • Actual Off the Job Hours
     • Achievement date: This date will be populated against the Programme Aim’s Achievement date and Apprenticeship Contract Type Date To fields.
     • Completion Status and Outcome: This field will populate the respective ILR fields once the tracker is processed. 
2. After specifying the details, the system validates the fields that have been populated. If there are no validation warnings/errors, the administrator can click Create to create the process automation tracker.
3. 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.
4. A user with the Process Automation Trackers (process) role, typically a senior administrator, can then process the request.
5. The administrator views the tracker. To edit the tracker, the administrator must click the options icon ⋮ on the far right, under the Actions column.
6. 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.
7. If the administrator rejects the request, the Tracker assignee and Tracker creator will be notified of the rejection.
8. If the administrator approves the request, the process automation makes the following changes:
   
   • Updates the relevant fields from the following to reflect that the Programme Aims have been completed:
     • Actual End Date
     • Actual OtJ Hours
     • Achievement Date
     • Outcome
     • Completion Status
   • Updates the programme status of the learner to “Entered EPA” or "Complete", as applicable.
   • Where applicable, the tracker populates the most recent open learning support funding record of Programme aim. The Actual end date field populates the open learning support funding records for the learner. If they don’t have any open, it will not be added/ updated.
   • Where applicable, the tracker completes generic component aims.
   • Notifies tracker assignee and tracker creator on the tracker updates.