During this webinar, Georgina Burton (Head of Implementation at Aptem) spoke about how Aptem is helping customers adapt to the funding rule changes introduced in August 2022. She covered the following topics:
- Changes to the minimum OTJ calculation
- Initial assessment and eligibility review
- Adopting the new compliance document templates
- Revisions to learning plan activities, including new components and reviews
- Updates to ILR, including contact preferences
- Updates to apprentice service export
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.
Will new programmes need to be created every single time the compliance docs change? If so, this could result in us having to manage multiple programmes at a time. Is this issue something Aptem will be developing further?
Currently we are at the behest of the ESFA. When new compliance documentation is released, it only applies to learners in that funding year. As such, we need to retain previous compliance documentation for existing learners and provide new compliance documentation for new learners, as such, currently, the best way to manage this is to create new programmes. We will be working on this, but we do not have a time scale at this point.
Can SCORMs be attached to 'Shadowing' & 'Mentoring' activity types?
No, SCORM assets can only be added to digital learning type components.
Is the UVAC Training Plan template editable in Aptem as well?
Parts of the UVAC template can be edited, these sections are visible in the "pre-populate" view of the compliance document and are shown to be in text boxes. Other parts of the template cannot be amended.
Regarding tasks, is it still the case that a component cannot be marked as complete without a task being assigned to it?
That is correct. You can complete a component without a task, but you must change the Completion mode to Tutor decides.
Will the old OTJ calculation be used within Aptem for restarts, when the original learning start date was prior to 1 Aug 22?
Yes, we use the earlier of the original learning start date and the learning start date to determine which calculation to apply. We use the most recent programme aim for these dates.
Does this mean it's possible for the employer to sign off on the review prior to the provider entering the RPL discount details?
No, a review will only be able to be signed when all areas have been completed. This functionality allows employers to pre-enter the information that they "can edit" within the review. Signatures are only generated when the form is completed by the admin account.
Does the new apprenticeship agreement template allow for multiple episodes of learning to be set out as needed? (P35.2.1)
We are actively developing improvements to the Apprenticeship Agreement. We will look at how best to show breaks have taken place in line with the funding rules, specifically “It must be clear that there have been multiple episodes of learning.” We will consult with our customers to reach a consensus on how this should be shown.
When do you confirm the learners ID and record document reference?
When you check the ID is a process that you would confirm within your organisation, but is available as part of the ILR step within the Onboarding Wizard for a learner.
When the learner has been put on their delivery programme can the Eligibility review still be accessed and viewed?
Yes, you can view reviews from previous programmes within classic view only currently.
Will the RPL Tracker eventually have any reference to the learning plan and removal of hours within each component?
The New RPL Tracker was designed to dove tail with future feature(s) that will seek to address this area. We do not have a timescale for this feature at present though.
Is the option for the apprentice or employer to start the review in classic or is it only available in console?
Yes, this functionality is only available in console. We encourage the use of console wherever possible.
Do all new Sept 2022 apprentices require the new compliance paperwork adding in Program?
Yes, you will need to ensure that new apprentices have the new versions of the compliance paperwork.
In Compliance Documents, can we delete the OTJ Evidence Record? We created these at the start of the programme, but they are blank (no hours recorded), and I want to be able to delete them.
Any templated documents cannot be deleted against a user profile by an admin. Please speak with your Customer Support Manager or Aptem Customer Support with details and we may be able to provide a solution for you.
Is there a report template that we allow us to monitor OTJL?
We have a number of ways of monitoring off the job activities, including the OTJ evidence record, dashboards and reviews. Please speak with your Customer Success Manager or Implementation Consultant if in Implementation to discuss the best way that this will work for your organisation.
I think it would be a nice idea if you can make these reviews you've built as builds, we could use rather than need to build. We can then tweak it to work for us, but it would take a lot of man hours out of building it from scratch. Could this be made available? Even if we all had a programme called 'Aptem Builds' which we could copy from.
Thank you for this suggestion, it is not a current functionality of Aptem that is available. We will put this forward as a development request.
Can you please let me know where and when this video will be saved as I missed some sections. Thank you.
This recording will be made available within the Help Centre of Aptem in due course.