Completion of programme

Overview

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

Process automation eliminates re-keying errors and includes an approval process where an administrator reviews each request, giving you complete control over changes to learner data.

This automation applies to learners on an apprenticeship delivery programme with a programme status of Active or Entered EPA. You can use it to end either the learner's practical period or their whole apprenticeship programme. The fields presented in the tracker form will differ depending on which option you choose.

When approved, the Completion of programme process automation makes the following changes:

• Updates the relevant ILR fields to reflect that the programme aims have been completed:
  • Actual End Date
  • Actual OTJ Hours
  • Achievement Date
  • Outcome
  • Completion Status
• Updates the learner's programme status to Entered EPA or Complete, as applicable.
• Where applicable, populates the most recent open learning support funding record with the actual end date. If no open records exist, no update is made.
• Where applicable, completes generic component aims.
• Notifies the tracker assignee and tracker creator of any updates.

Notes

1. The tracker can only be created and edited in the Aptem console.
2. This automation is limited to apprenticeship delivery programmes, as defined by the programme type in Programme Builder (Training – Apprenticeships).
3. On the Edit tracker screen, you can view the audit history, which shows all changes made to the tracker.
4. The Completion of programme tracker will not update the ILR episode if no programme aim is present.

Configuration

This process automation can be turned on or off at the tenant level. It is set to Off by default. Administrators with the Manage Tenant Settings role can navigate to Settings > General to configure process automation tracker settings. For more information, see Configure process automation settings for your tenant.

Validations

The system assumes learners have the correct programme statuses and ILR details populated. Where they do not, validation messages will prompt you to use another option in the tracker or update the learner's details manually before continuing.

Workflow

1. A tutor or administrator with the Process Automation Trackers (Create) role creates a tracker in the Aptem console containing the completion of programme request details.
   
   • Learner – the relevant learner.
   • Type – Completion of Programme.
   • When the learner and tracker type are entered, the system checks whether the learner is ready:
     • Whether they are on a delivery programme of apprenticeship type.
     • Whether they have an EPAO ID.
     • Whether their component aims have already been closed.
   • Status – New for newly created trackers.
     • If the administrator has the Process Automation Trackers (Pre-Authorise) role, the Status field is a dropdown with options: New, Pre-Authorised, Reject.
     • If the administrator does not have the Process Automation Trackers (Pre-Authorise) or Process Automation Trackers (Process) roles, the Status field is read-only.
   • Assignee – the administrator assigned to the tracker.
   • Type of completion – choose one of three options. These cannot be changed after the tracker is created. If an option is not available for the selected learner, it cannot be selected and a validation message is displayed.
     • Complete the learner's practical period and signify that they are ready for their End-Point Assessment.
     • Complete the learner's End-Point Assessment period and close their ILR as they have completed their apprenticeship.
     • Complete both the learner's practical period and their End-Point Assessment period.
   • Documents – any relevant documents to attach to the tracker.
2. Depending on the Type of completion selected, different fields are shown in the accordion.
   • Option 1 – complete the practical period:
     
     • Actual End date
     • Actual off-the-job hours
   • Option 2 – complete the EPA period:
     
     • Achievement date – populated against the programme aim's Achievement date and Apprenticeship Contract Type Date To fields when the tracker is processed.
     • Completion Status and Outcome – populates the respective ILR fields when the tracker is processed.
   • Option 3 – complete both periods:
     
     • Actual End date – a warning message reading "The Actual End Date should be greater than or equal to the Planned End Date" appears if this is not met. However, if the minimum duration of learning has been met, the tracker can still be created and processed.
     • Actual off-the-job hours
     • Achievement date – populated against the programme aim's Achievement date and Apprenticeship Contract Type Date To fields when the tracker is processed.
     • Completion Status and Outcome – populates the respective ILR fields when the tracker is processed.
3. Once the fields are completed, the system validates the entries. If there are no validation warnings or errors, select Create to create the tracker.
4. A user with the Process Automation Trackers (Pre-Authorise) role, typically a line manager, can pre-authorise the request. Pre-authorisation does not submit the changes; they are not applied until the tracker is processed.
5. A user with the Process Automation Trackers (Process) role, typically a senior administrator, can then process the request.
6. To edit the tracker, select the options icon ⋮ under the Actions column on the far right.
7. The administrator updates the tracker status to Process or Rejected and selects Save.
8. If the request is rejected, the tracker assignee and tracker creator are notified.
9. If the request is approved, the process automation makes the following changes:
   • Updates the relevant ILR fields to reflect that the programme aims have been completed:
     • Actual End Date
     • Actual OTJ Hours
     • Achievement Date
     • Outcome
     • Completion Status
   • Updates the learner's programme status to Entered EPA or Complete, as applicable.
   • Where applicable, populates the most recent open learning support funding record with the actual end date. If no open records exist, no update is made.
   • Where applicable, completes generic component aims.
   • Notifies the tracker assignee and tracker creator of the updates.