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Feature - Standard Versioning

Feature - Standard Versioning

Owned by Lisa Clancy
Last updated: Sept 06, 2024
5 min read

 

We have introduced standard versioning to epaPRO (Released in 4.24.0 - 26-04-22) , meaning that it is now possible to set a standard to a specific version, as defined by IFATE.

As a part of this the:-

“Standard Version”

“Version Earliest Start Date”

“IFATE ST Reference”

are all new and required fields when creating/editing standards.

Regarding the “version earliest start date” You can use any date, as it wont impact the registration with the ESFA. It is recommended to use the ones from IFATE as they would provide more accurate data.

We have also added a new field for “Version Latest Start Date” (which is not required as this in often undefined until IFATE release the new version).

 

For the standard version to be included with the information submitted to the ESFA for the apprentice, you MUST have defined the version, correctly, on the Standard Management Screen.

If the standard version has not been defined, it will not be included in the ESFA submission.
This means that if you have apprentices on different versions of the same standard, you will need to create a new standard for each of those versions.

 

As a part of these changes, we have also created a new tab that contains the External Details pertaining to the standard (they are no longer on the Standard Details tab):

new External tab

  • External Standard ID (required, existing field containing the ID you use to identify a standard and it still needs to be unique)

  • Standard Version (required, new field)

  • Version Earliest Start Date (required, new field)

  • Version Latest Start Date (new field)

  • IFATE ST Reference (required, new field)

  • Publication Date (existing field)

  • External Subject Reference (existing field)

  • External Standard Code (existing field)

The date fields can be seen on the IFATE site against the specific Standard you are checking, in the version table at the bottom of the screen e.g. for Adult Care Worker as a guideline

Adult care worker / Institute for Apprenticeships and Technical Education

 

We have also add another new tab to the Standard Management screen, that details the standards that are related to the one you are editing/viewing, (determined by the IFATE ST Reference) so it is possible to see all of the difference standard versions in one place.

From this tab, you can click a link to the edit/view screens for the standard versions defined.

We have also updated the certification submission to ESFA to include the standard version, where this has been defined on the Standard Management screen for the standard that relates to the apprentice being submitted to the ESFA.

Do note the warning at the top of this article around the defining of a Standard version.

There have been other visual changes throughout the application to make it easier to identify standards, their versions and the specialisms that are related to said standards/versions.

Where a version has been defined against a standard, it will now be visible in the standard and specialism filter (where the specialism filter is included) and the table display on the following screens:

  • EPA Manager listing screen

  • EPA listing screen

  • QA listing screen

  • Apprentice listing screen

  • Provider listing screen

  • Gateway Listing screens: Enrolled/Confirmed/Pending/Rejected/Completed/Archived

  • Assign apprentice listing screens

  • My Caseload screen

  • Meeting booking listing screen

  • Manage planning meeting booking listing screen

  • Manage assessment bookings listing screen

  • Assessment Booking / Manage Assessment Booking listing screen

  • Assign EPA to element listing screen

  • Gateway Specification listing screen

  • Contract listing screen

  • Bulk assign apprentice listing screen

  • Assessment progress listing screen

  • Certification listing screen

  • ESFA submission listing screen

  • Record of achievement listing screen

  • Back into learning listing screen

  • Assessment schema listing screen

  • Support Material listing screen

  • Awaiting Acceptance listing screen

  • My Caseload listing screen

  • Reporting screens

 

Additionally, it is now possible to select multiple standards or specialisms from the filters and the specialism filter is now grouped by standard, so it's easier to see which specialisms belong to which standards when multiple standards are selected.

 

Where a version has been defined against a standard, it will now be visible in the following locations:

  • Standard Management Screen Header

  • Certification Screen (pre-pended to the Standard Name)

  • EPA/M management screen (EPA/M EPA standards and QA standards tabs)

  • QA management screen (Standards tab)

  • Provider management screen (Standards tab)

  • Employer management screen (Standards tab)

  • Apprentice management screen

  • Apprentice File Links (from the apprentice profile screen)

  • Apprentice Profile (Profile tab -> Apprenticeship Details section)

  • Assessment schema management screen (standard select)

  • Start new programme screen

  • Gateway processing modal

  • External Standard ID Bulk upload helper

  • Gateway Specification management screen (Standards tab)

  • Assessment component management screen (Standards tab)

  • Assesssment progress details screen

  • Book planning meeting screen

  • Contracts management screen (Standards tab)

  • Assessment Centre management screen (Standards tab)

  • Assessment Plan screen

 

Where a version has been defined against a standard, it will now be visible in the following reports:

  • Completed Gateway Billing Report

  • Registered Apprentice Billing Report

  • Assessment Resits Report

  • Late Registration Report

  • Result Outcome Actions Report

  • ProctorU Reservations Report

  • Apprentice Details Report

  • Change of Circumstance Report

  • Past Programmes Report

  • Programme History Report

  • Back Into Learning Report

  • Back Into Learning History Report

  • Back Into Learning Confirmed History

  • EPA Allocation Report

  • EPA Information Report

  • Gateway Further Action Report

  • Gateway Status Report

  • Gateway Component Question Responses Report

  • Planning Meeting details Report

  • Assessment Plan Report

  • Planning Meeting History Report

  • Assessment Before Gateway Completed Report

  • Assessment Elements (Deprecated) Report

  • Result Tracking Report

  • Assessment Required Uploads Report

  • Result Adjustment Report

  • Assessment Attempts Report

  • Assessment Elements Report

  • Elements Requiring Results Report

  • Assessment Component Responses Report

  • Completed QA Report

  • Certification Pending QA Report

  • Results Pending QA Report

  • QA Audit Report

  • Certification Overview Report

  • Ready for Certification Report

  • ESFA Submission Report

  • EQAO Report

  • Certification Result Adjustment Report

  • SLA Overview Report

  • SLA Details Report

  • SLA - Time from gateway approval to planning meeting booking Report

  • SLA - Time from gateway submission to gateway approval Report

  • SLA - Time from element scheduled to result being added Report

  • SLA - Time from result being added to the QA being published Report

  • SLA - Time from last result added to certification being created Report

  • SLA - Time from certification created to certification QA published Report

  • SLA - Time from apprentice assignment to EPA decision Report

  • SLA - Time from element scheduled to QA published Report

  • Provider Standards Report

  • Standards Report

  • Specialisms Report

  • Gateway Performance Report

 

Additionally, we have also included the ifate_st_reference column in the Standards report.