Overview
As a tutor or administrator, you can use the Caseload Lifecycle card on the Performance Dashboard to see where your learners are in their apprenticeship journey, and drill down into any status to view detailed information and take action.
The Performance Dashboard and its drilldowns are available to administrators with the Assessor or Trainee Assessor role.
Contents
About the Caseload Lifecycle widget
The Caseload Lifecycle card highlights groups of learners who are at critical points in their apprenticeship lifecycle, grouped by status. It shows the total number of learners counted towards the metric (top right of the card) and the number of learners in each status.
When the widget appears
The card only appears when there are learners counted towards the metric. If no learners qualify, it's hidden from the Performance Dashboard. Within the card, any status with zero learners is also hidden, so you only see statuses that currently have learners in them.
The five lifecycle statuses
Learners are grouped into up to five statuses:
- Started in last 30 days – the learner's programme start date falls within the last 30 days.
- Learners on Programme – the learner is past their first 30 days and more than 30 days from their expected end date.
- Within 30 days of Expected End Date – the learner's expected end date falls within the next 30 days.
- Past Planned End Date – the learner has passed their planned end date and has no actual end date recorded.
- In EPA Period – the learner has finished their learning and entered the end-point assessment (EPA) period.
How learners are counted
A learner is only ever counted once. If a learner qualifies for more than one status, they appear under the highest-priority status only, so the status totals never overlap and always add up to the total shown on the card.
The priority order, from highest to lowest, is:
- In EPA Period
- Started in last 30 days
- Learners on Programme
- Within 30 days of Expected End Date
- Past Planned End Date
For example, a learner who qualifies for both "Started in last 30 days" and "Learners on Programme" appears only under "Started in last 30 days", because it has the higher priority. Learners who don't match any status aren't included in the card totals or the drilldown.
Which learners are included
The card counts learners who are on a delivery programme and on an active subscription (subscriptions that are Expired, Cancelled, or Archived are excluded). Learners with the following programme statuses are also excluded: Non starter, Completed, Withdrawn, Withdrawn (w/o funding), Early Leaver (funded), Not Eligible, and Imported.
The My learners and Secondary learners quick filters also affect the count — see Filtering below.
Opening a drilldown
- Select any status name on the card to open the Caseload Lifecycle drilldown, filtered by that status.
- Select any segment of the totals bar to open the drilldown, filtered by that status.
- The total number of learners (top right of the card) isn't clickable.
Caseload Lifecycle drilldowns
The Caseload Lifecycle card has up to five statuses: Started in Last 30 Days, Learners on Programme, Within 30 Days of Expected End Date, In EPA Period, and Past Planned End Date.
When you select Started in Last 30 Days on the card, you see a grid of the learners who have a programme start date in the previous 30 days.
Selecting any other status shows the relevant grid of learners. You can also use the Lifecycle filters on the drilldown view to move between learners at different stages of their journey.
Started in Last 30 Days
Columns: Learner/Programme, Start Date, Onboarding Status, Onboarding Completed, Components Overdue, Requires Marking, RAG Status, Learning Plan Progress, Status.
Learners on Programme
Columns: Learner/Programme, Start Date, End Date, Tutor, Employer, Components Overdue, Requires Marking, RAG Status, Learning Plan Progress, Status.
Within 30 days of Expected End Date
Columns: Learner/Programme, Start Date, End Date, Tutor, Employer, Components Overdue, Requires Marking, RAG Status, Learning Plan Progress, EPA Learner ID, Registration Status, EPA Status, Next Review Date.
In EPA Period
Columns: Learner/Programme, Start Date, End Date, Tutor, Employer, Components Overdue, Requires Marking, RAG Status, Learning Plan Progress, EPA Learner ID, Registration Status, EPA Status, Status.
Past Planned End Date
Columns: Learner/Programme, Start Date, Onboarding Status, Onboarding Completed, Components Overdue, Requires Marking, RAG Status, Learning Plan Progress, Next Planned Review, Status.
If you're using a tablet or mobile device, not all columns are visible on the default view — expand any item on the grid to see the detailed view.
You can see a maximum of 20 items per screen; use the pagination controls at the bottom to navigate further. Select a row to open that learner's learning plan, then select Back to return to the grid.
Notes
- The Start Date and End Date columns refer to the programme start date and programme end date.
- The RAG Status column appears only if your organisation uses RAG statuses. Hover over a learner's RAG Status to see the date it was last updated.
- Hover over a learner's Learning Plan Progress to see the 'Current' and 'Target' percentages and the variance between them.
- Learners are ordered by Learning Plan Progress by default, with those furthest behind target shown first. Select a column header to sort by different criteria.
Search for a learner in the grid
Use the learner name search box above the grid — type three or more letters to search for a particular learner.
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, and appears at the top of the screen.
Quick filters
Use the two quick filters, Programmes and My Learners, to narrow your results.
- Programmes – shows all programmes and sub-programmes that the dashboard learners are on. Multi-select, with an 'All Programmes' option at the top.
- Learners – select My learners (learners for whom you are the designated tutor), Secondary learners (learners for whom you own at least one learning plan activity), or All learners (all learners you can access in the group structure). All learners appears only if you have the View All Learners role.
Detailed filters
Select Filters at the top to open the Filters pane on the right. You can filter by Programme, Learners, Groups, Employer Group, Employer, Primary Tutor, and Status. Except for Learners, each offers a multi-select list, limited by your role and access level. Make your selections and select Done to update the view.