EP-2265

Planning Meeting - Planning Meeting Booking Screen

We have created a new Planning Meeting Booking Screen to allow planning meetings to be initially scheduled with a preferred date before they are accepted by the AO. This scheduled date can be changed as many times as is required until it is accepted by the AO.

This screen will only show where blocks of availability exist for the standard that the planning meeting is being scheduled for (the planning meeting duration can be set against the standard via the standard management screen).

EP-2922

Planning Meeting Booking - User Groups & Availability added for Awarding Organisation users.

User Groups

A new management screen has been created for the Owner AO user to configure user groups.

By default, a non-deletable user group called “Planning Meeting Bookings” is provided; editing this group will allow the adding/removing of AO users into the group, along with changing the group’s name. SETUP required to use

Awarding organisation availability

In addition to this, an “Availability” tab has been added to the create/edit awarding organisation screens. This new tab functions in a similar way to the existing availability tab within the create/edit EPA(M) screens.

Awarding organisations can now have daily work hours assigned to them, along with absences for holidays/sickness etc. These details are also updatable via the awarding organisations “Edit profile” area.

EP-2924

Planning Meeting Booking - Capacity Engine

As part of the planning meeting booking system, we’ve integrated a capacity calculation engine that takes data we know about users who would be involved in the meeting and builds a list of known slots the user can then select.

The capacity engine will use the following data points when calculating capacity:

• User’s working hours

• User’s absences

• Other planning meetings the user is an attendee of

• Assessment elements the user is assigned to

• Any “Busy” or “Tentative” events in the linked Microsoft calendar

The calculation will be made for users inside the “Planning Meeting Bookings” user group which can be configured via the new “User Group” screen introduced in the planning meeting work.

If the group has no users then the capacity engine will fall back to the apprentice’s assigned EPA. If no EPA has been assigned then we’ll be unable to calculate capacity.

The “slots” are defined based on the planning meeting length set against the standard, this is in minutes and defaults to 60. For performance reasons, we’ve restricted this field to between 15 minutes and 1440 minutes. 1439 minutes would equal 1 day.

Any dates in the past will automatically be made unavailable.

EP-2926

Planning Meeting Booking - New planning meeting statuses and approve/reject workflow

As part of our new planning meeting booking process for providers, we’ve added two new statuses and changed the planning meeting screens to handle the new statuses.

New Statuses

Pending - A pending status indicates the planning meeting has been booked, via the new planning meeting booking screen, and is awaiting a decision to approve or reject the meeting.

Rejected - A rejected status indicates the planning meeting booking has been rejected.

New Fields

We have added three new fields to planning meetings. These are also shown in the planning meeting details and planning meeting history reports.

decision_user_id - The ID of the user that approved or rejected the meeting.

decision_date - The date the meeting was approved/rejected

decision_info - Additional information relating to the decision. This is where the rejected reason will be.

Listing Screen Changes

The following changes have been made to the planning meeting listing screen:

• Planning meeting status filter has the new statuses; Pending and Rejected

• Pending planning meetings cannot have a plan booked

• Added a button for pending planning meetings Approve/Reject Meeting

Edit Screen Changes

The following changes have been made to the edit planning meeting screen:

• The reschedule/cancel reason fields are hidden for pending meetings

• New reject / approve buttons are shown for users with permission

• The add other attendees modal now shows the AO users inside the planning meeting user group

New Permissions

EP-2927

Planning meetings - booking listing screen

We have created a new listing screen to manage planning meeting bookings. From this screen it will be possible for users (with permission) to book, edit the booking date and time, and cancel planning meetings.

EP-2929

Planning Meeting Booking - updating notifications.

Notifications have had wording updated to cater for the potential change in process due to the new planning meeting booking work. The changes are:

• Gateway Completed notification now mentions to the user that the planning meeting can be booked (if the user has permission).

• Planning meeting invite notification has been changed from “has been created.” to ”has been scheduled.”

EP-2935

ProctorU Integration

EPAPro has been extended to integrate with ProctorU (https://www.proctoru.com/ ). ProctorU (soon to be MeazureLearning) is a leading provider of remote proctoring for online testing and assessment.

The following areas of EPAPro have been altered to integrate with ProctorU:

• Entity Management → Assessment Component

  • A new ProctorU tab has been added to allow the enabling of ProctorU for a specific component.

  • A new field allows a user to specify what resources an apprentice is allowed to use during the test (this is validated against a specific list defined by ProctorU).

  • A new field also allows a user to specify other resources an apprentice may use during the test - this is free text limited to 255 characters.

• Assessment Plan → Book Component

  • On the ‘Assessment Details’ step of component booking an extra option has been added named ‘Book Proctor’. Selecting this will tell EPAPro to make a reservation in ProctorU at the assessment date and time (subject to availability).

  • A new field for notes has been added that will be sent to ProctorU and will only be visible to the ProctorU, not the candidate.

  • A new section for Accommodations has been added. These are attached to a specific apprentice after a booking has been made. A static list is available to choose from supplied by ProctorU. A custom field is also available to add your own.

  • EPAPro will automatically append any extra time or break time onto the notes so that the Proctor is aware of the situation. 

• Assessment Result

  • The sidebar for an element has been extended to show the ProctorU reservation no within the Booking Details widget.

  • The Add/Edit result screen has been extended to include any incident details sent back from ProctorU. This area also includes a link to ProctorU for the full details (ProctorU login required).

• QA

  • The QA engine has been changed to take into account the feedback received from ProctorU. Any incidents that are raised and flagged by ProctorU that result in further investigation required by the EPAO will always flag the element for QA regardless of other QA settings; this supersedes all current rules (i.e. 0% against a component or EPA).

  • The QA listing screen has been extended with two new filters to help users only see the types of QAs that they need to process:

    • Assessment Type (select one or more types)

    • Proctored (yes or no)

• Reporting

  • The ‘Assessment Elements’ report has been extended to include the ProctorU reservation no to easily identify elements booked in ProctorU.

  • The ‘Results Pending QA’ report has been extended to include filters for Component name and type to aid in filtering QA listings to the appropriate type.

  • The ‘QA Audit’ report has a new reason named ‘ProctorU Trigger’ to indicate the QA was due to an incident raised by ProctorU.

• Comms and Notifications

  • The following emails have been altered for when they are sent to the apprentice

    • Component Invitation

    • Component Rescheduled

  • The email variable assessment_details has been populated with ProctorU details including the link that an apprentice will require to complete their account set up. This link is only available for 24 hours so apprentices must confirm their account promptly.

• Other

  • In addition a bug was fixed during development where the ‘Manage Components' link was linked to the wrong permission within the 'Assessment Components’ management area.

EP-2952

Gateway - Change "Upload not available" to "N/A"

The gateway area has had a small alteration to make the wording clear where an upload is not applicable.

EP-2967

Support Materials - Files download with name matching the title

The View support materials area has been changed so that when you download a file based material the name of the file will match the title of the support material. Please note that when you edit a support material and manually download a file from there it will still be downloaded with the base name.

EP-2242

Reporting - allow EPA(M) to run support materials report.

Fixed a bug that prevented EPA(M) users from running the support materials report. This report will limit results based on training provider, employer & standards (if applicable).

EP-2966

Standards - Specialism validation

• Fixed a bug where specialisms could be created with blank names.

• Fixed a bug where specialisms could be added to a standard that apprentices were already using (this would cause errors when registering future apprentices).

  • NB: If a standard gains specialisms in a future version then this standard should be separated.

EP-3007

ESFA Specialisms - Bug fix for versions

Fixed a bug where course options for version 1.0 of a standard were not being pulled through correctly to EPAPro from the ESFA API following an update on their platform.