epaPRO User Group Agenda December 2024

Time

11:00 - 12:00

Overview of the last three months:

🛠️ Released Development in last 3 months

🗺️ Roadmap Items:-

👋 Welcome to new customers

Accolade

• Progress update

Points for Group Discussion

• Changes around resits/retakes. Removal of Capping on assessment resits.

• It is the Employers decision should an Apprentice go back into further learning after failing an assessment, a discussion is held with the Apprentice / Employer to see what if any further training is required, this is not the decision of the EPA (Assessor)
  We would like to discuss with group if they are happy for us to take it away and look at this, is everyone in agreement that a change needs to take place?

SD-9665 - Getting issue details... STATUS

(POLL Available)

Validation on surname casing, such as McCarthy
Currently the code will tidy up any issues with names entered for example like:- ”aNN aPPrentice”
There has been a request to see what could be done where names have a “Son of” derivative (Mac, Mc or O') as the casing on the ROA appears with the single capital letter i.e. Mccarthy.
The issue is if we remove the current code that tidies up casing, this would mean that you would need to tidy up every apprentice entry where the casing is incorrect manually?

SD-7404 - Getting issue details... STATUS

(POLL Available)

Are customers using the Confirmed Toggle on the Planning Meetings?

mentioned on SD-10286

It was added to allow you to confirm the attendees at the time of the meeting being scheduled if known. These then appear on the Element Info list of attendees.

We would like to know if anyone is using it as there is no other functionality linked to it and we are wondering if it should be removed?

(POLL Available)

Apprentice - Data Anonymising (relates to SD-10068) & Data Retention

This is a very large scale undertaking if we progress down the data anonymisation route.

We would like to form a “Task Force” group from our customers with the people who deal with your compliance so this can be discussed in more detail.

[INTERNAL] Need to present a high level scale of issue and the problem, suggest collating all of the Compliance contacts to arrange large discussion. Then we would write a spec/statement of works for them to agree to.
Suggest a long consultation period as this is a massive project with far reaching implications

Anonymisation

• How we anonymise - we will need to create a standardised process that all agree to and also the method of anonymising e.g.

  • use of **** in certain areas such as names and emails etc

  • For dates e.g. DOB we can use a date such as 01/01/1645

  • Ethnicity is a specified list, we cant nullify the entry.

• Type of data to anonymise.

  • Note the ULN number would need to go, we cannot replace that with a random number as there is a risk of the number that is generated would actually matching another apprentice.

• We cant anonymise data in attachments/Files/Recordings/Tasks/Notes etc.

• Anonymised records would need to be flagged in some way as locked down, to prevent editing as they would fail validation if you attempted to update them

• The data would need to cycle naturally out of backups, so potentially could take 6 months or so to disappear from those areas

• Once its gone its gone for good and we cannot restore it

Question for users /Task Force

1. How long the ESFA will hold data for certificate reprints, we believe it is 6 years?

2. With regards to general apprentice data retention, are you all agreed its 7 years, and what sort of data are you required to retain?

3. With regard to general qualifications (Accolade) we understand that the learner can request a certificate reprint at any time so this data has to be retained “forever”

Reasonable Adjustments - “bilingual dictionary” Update - SD-10133 - Getting issue details... STATUS

Apologies this has yet to process, we do have it logged internally and we will get to it as soon as we reasonably can.

Demo of Support Portal Topics

Synap Training Courses

Sneak Peak at Skilltech One

Christmas Opening/Closed Times