User Group Meeting notes 31/07/19
Date
Jul 31, 2019
Participants
@Ian Jarvis
User Group
Goals
Agree Functional decisions for next tranche of development
Discussion topics
Item | Presenter | Notes | |
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SLAs | @Ian Jarvis | We are looking to add SLAs to EPAPro to help with general workflow (driving actions etc) and to allow you to measure your performance across the entire EPA Process. To that end, we are looking at adding the following SLAs;
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Back Into Learning |
| We propose to implement the following solution for Back Into Learning;
Consider that Provider should only be able to request that a Learner can be moved back into Learning. If not this could cause issues with the workflow. | |
Gateway | @Ian Jarvis | Gateway has been rewritten for Laravel and has had a general makeover, including an option for saving and a separate option to submit (like the QA function). The other consideration is how we should approach the problem many of you are experiencing where Providers submit incorrectly and there is no option to put it right. We have two proposed options here;
Option two is easier for EPAOs to manage, however should we be refocusing this area going forward? Option 1 would be more obvious for SLA calculation, Option 2 will give more complications
Users felt the addition of a simple button to extend expected Gateway date would be useful | |
Caseload | @Ian Jarvis | To assist with workflow we are looking at creating a Caseload/Action screen. This would replace the Caseload screen which EPAs/EPAMs have currently, which is really just a manage apprentice screen. The new screen would be for many users but would be very useful for EPAs & Providers especially. Essentially this will become a filtered task list with direct links to update the relevant item. When SLAs are in the system the list will be ordered by SLA, so that items closest to breaching SLA appear first.
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Outcomes | @Ian Jarvis | We are looking at having a fixed list of Outcomes appropriate to Assessment elements. These would be used when something happens that prevents a grade being recorded. e.g. the apprentice cancels or does not show for the assessment. Outcomes would then have Next Actions Resit, etc. There would be an outcome of “Result” or similar, which would allow access to the grade selection which would then be limited to Pass or fail grades. Adding this would make it clearer that a Grade has not been achieved and also is easier to follow for appropriate next actions etc. It is also very distinct from other outcomes, which I think has confused people on Grade Profiles etc. It would also allow us to provide a billing report so that you can charge for late cancellations etc. We need to consider what should be in the outcomes list and should they count as attempts for that element? So far we have the following; | |
Outcome | Usage | ||
Cancellation - Notified | When an assessment is cancelled with more than X working days’ notice before the assessment is due | ||
Cancellation - Not Notified | When an assessment is cancelled with less than X working days before the assessment is due | ||
Cancellation - Non-Attendance | Candidate is absent from assessment without notice | ||
Cancellation - Criteria not met | Submission such as a business project not received from apprentice which is needed for the assessment to go ahead | ||
Voided | Technical failure such as Surpass log in failed or remote session failed, connection issues | ||
We propose that you could put a flat rate charge against any of the above and report on them all in a specific billing report. If you wished you could include non chargeable elements and report them back to the customer.
Need to look at a way to capture additional EPAO cancellation outcomes. | |||
Scaling Up | @Ian Jarvis | We are starting to see an increase in throughput across most of our user base (which is nice). This of course is likely to be sustained and even increase as frameworks are finally phased out next year. This has highlighted some bottlenecks in our workflow. This is especially noticeable when trying to focus EPA’s on assessments and give the planning elements to admin/alternative users to plan activity. We are looking at a number of areas to help with this which are listed below; Importantly though we will maintain the current workflow as we appreciate that this may not be applicable to all of our customers. In addition to the improvements we feel the SLAs and Caseload screen changes will bring - we are considering a number of improvements to the assessment booking/management process to allow a broader range of people to be involved in the planning and administration of assessments as well as improvements to the booking process itself; TEAMS
Can a user be in two teams… SKIP PLANNING MEETINGS
Plan to be created when Gateway accepted. EPA AVAILABILITY
Overridden - option with some rules Change to default times will check current bookings decision on what to do with them PREFERRED DATES
Consider options on this; for some standards this may be undesirable, therefore option to switch on or off useful Optional per provider CALENDAR FUNCTIONALITY
BLOCK BOOKING
Unnamed learners booking, book resources with out adding in apprentices / provisional booking swap out at the last minute COPING WITH LARGE VOLUMES
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Other Items |
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Action items
Decisions
- Next Meeting date is 30th of October