In this webinar, Holly Thompson (Implementation Consultant) takes you through Aptem’s range of process automation trackers and how these can be used to support and manage changes to learner records. We explore the roles associated with creating a robust workflow through process automation; and how the use of process automation trackers are helping customers maintain a full audit trail of any associated ILR and data changes.

There are practical demonstrations, including learner-requested changes and tutor-led changes. We consider how the most common process automation trackers work in practice to maintain your ILR data and reasons why data may not be updated.

• Introduction to Aptem’s Process Automation Trackers
• Role and permissions related to process automation
• Process automation workflow
• Practical demonstration of learner and tutor led process automation
• Q&A

Q and A transcript

The following is a transcript of the questions asked during the webinar, along with the answers provided by product experts. For any further information, do contact your Implementation Consultant, Customer Success Manager or Aptem Support.

If a learner leaves the email address empty, will that overwrite the email address?

Email is a required field, so cannot be left empty.

Does an admin get notified via email of a tracker needing their approval? And if not, can this happen - otherwise it's likely trackers may be missed?

The admin will get a system notification that the tracker has been raised or allocated to them.  There is also the option to view a list of all trackers and filter to those allocated to you (or another admin) and then take action from this view.

I have no learners showing up at all. How do I change this?

This sounds like it is permissions or groups related. Make sure you have learners organised into correct groups and you have the appropriate permissions to view all learners. Also ensure that you have enabled the correct tracker permissions to create/edit/process the relevant trackers.

Will the message to the primary tutor be sent every time the tracker is updated?

This will only happen on processing.

When you remove a learner, they automatically give you the "Withdrawn" programme status. Will there be a way to change this, as it limits the reporting function for Early Leavers and Non-Starters for Apprenticeships?

When you withdraw a learner, their status will change to withdrawn as they have been withdrawn from the programme and their ILR is updated accordingly.

Is the Change of Employer Tracker currently live as we don't have access to it on our platform at the moment?

Yes. Your Implementation Consultant or Customer Success Manager will need to turn these on for you to access at tenant level.

With a change of employer does this automatically update the ILR and request compliance documents to be regenerated?

Yes, once the tracker is processed the ILR and compliance documents will be updated and these updates will show when you generate a new version of the compliance documents for signature.

We were always told that planned end dates shouldn’t change, so why would you change the date as the date isn’t an error?

When you make changes to a learner such as BIL (break in learning), and when you return them to learning, Aptem will automatically recalculate their end date to ensure they meet the minimum required hours. You have the option to change this if you wish.

How can the learner request changes?

Learners can request changes to name, address or contact details using the Settings menu in Console. They access this by clicking on their initials and then selecting Settings - About You.

Does the old to new programme tracker withdraw from old on the ILR and create a new ILR record for the new programme?

The change of programme tracker will withdraw from the old programme and then suggest the new programme.  However you will need to enrol the learner on the new programme since you may need to check information such as planned OTJ hours and programme duration.

Do the change of address, etc. trackers have to be raised by the learner? As an admin I can't see them on my drop down and we often get informed of changes from the learner's mentors.

The first three process automation trackers discussed are learner led trackers so they do need to be raised by the learner.  You may want to consider a custom tracker for Administrators to request change in circumstance if it is not appropriate to get learners to request these changes.

Does the RTL tracker help with a return commitment statement at all?

Once you have returned the learner to their programme you can re-issue the compliance documents, and these will populate with the revised end date and revised learning plan component dates. 

What is the permission needed for an admin to be able to change the programme status?

If an ILR is QA verified, only admins with the ILR QA role can make programme changes, including status updates. It may be possible to update your programme status in bulk to reflect the correct ILR status which should remove this issue. You would then be able to use process automation to maintain correct programme status.  Your Implementation or Customer Success Manager can advise and help you with this.

When you click "Process" for the change of employer, is the ILR going to amend the employment status? i.e., there will be two employment record under the employment status? The previous employer details will not disappear?

You will get a second employment status in the ILR with the new employment details from the date you requested the change in the tracker.  You will still see the original employer details.  If there has been a change in working hours, the minimum required will be calculated from both periods. Consider the example shown in the webinar - the first period of employment will calculate on 40 hours and then the rest of the apprenticeship will calculate on 37 hours.

Is there a way to report on trackers for audit checks?

Yes, from the Trackers tab on the left-hand side menu, you can see all trackers and also export these into excel if required. You can also see the audit trail within the learner’s record.