Version 5.04.0 - 10/01/2023

Production Release Date: Jan 10, 2023

Version: 5.04.0

UAT Release Date: Dec 6, 2022

EP-3518

FEATURE

screen_changes

NEW_PERMISSIONS

Custom Tasks - Assigning tasks to other users

Custom Tasks - Assigning tasks to other users

Summary:

A new page has been created under “To-Do’s & Notifications“ in your left navigation menu, for creating and managing tasks that are assigned to other users. These new tasks will appear in the assigned users “My To-Do’s“ page and they will be able to mark their progress for the task as normal, however they will not be able to delete or edit the details of a task.

Usage:

In order to view and create tasks for other users, first you should open the “Tasks Assigned To Others“ page from the left navigation menu. You will see a list of all the tasks that you have created with the due date and status of the task listed. These tasks include actions that you can perform on the right hand side of the list and filters at the top of the page for searching for specific tasks.

Creating a Task:

• From the main page you can click the “Assign Task To User“ button in the top right of the screen.

• In the pop up that opens you can fill in the details of your task as normal. However, there is one additional field which is the user you wish to assign the task to.

• Clicking this field will open up a set of options and a search field for you to find the user you want.

• After searching and/ or selecting a user you can hit the submit button to save your task.

• This task will then be added to your list of assigned tasks and the users “My To-Do“ list.

Editing a Task:

• From the main page you will see your list of assigned tasks. These will have various action buttons located on the right hand side of the list. Clicking the “Edit Task“ button will open the task in a pop up window.

• You can then edit the task as normal using the fields provided.

• When you are finished hit submit and the changes will be updated.

Deleting a task:

• In order to delete a task you can hit the delete task button on the right hand side of the list.

• You must then confirm that you wish to delete the task as this cannot be undone.

• This will permanently delete the task and remove it from your assigned tasks list and the users “My-To Do’s“ list.

Progressing a task as the assigned user:

• The assigned user can also progress the task providing the have the required task permissions for the “My-To Do’s” page.

• In order to progress the task they will have a set of actions next to their task such as “Start Task“ and “Complete Task“. Clicking these will update the status of the task to the corresponding option.

Permissions:

A new set of permissions has been added for assigning tasks to particular user types. In order to view the “Assign Tasks To Others“ page you must have any of the following permissions:

Todo → Assign Task To AO

Todo → Assign Task To QA

Todo → Assign Task To EPA

Todo → Assign Task To EPAM

Todo → Assign Task To Provider

Todo → Assign Task To Employer

Todo → Assign Task To Apprentice

Additionally in order to progress the task using the buttons on the “My To-Do’s” page the assigned user must have the following permission:

ToDo → Update Custom Task

EP-3635

FEATURE

Logos - Allow main and alt logos to differ

The main and alternative logos can now be used separately i.e. one for the login page and a different one for the main application.

EP-3574

FEATURE

NEW_PERMISSIONS

Reporting - QA Question Reports

Two new reports have been created, these are:

• QA → Qa Question Template Questions

• QA → Qa Question Template Question Responses

Like all new reports, these can be given out to users via the new permissions found under the “Reporting” category. Note that these reports are given to the owner & awarding organisation standard user roles by default.

The new reports detail the following:

• Qa Question Template Questions

  • Shows the questions configured against the QA Question Templates on the system.

• Qa Question Template Question Responses

  • Shows the QA answers that have been submitted against each question configured on the system.

  • Filters are available to filter based on QA type (Certification/Result), component name, along with the usual apprentice level offerings.

EP-3557

FEATURE

NEW_PERMISSIONS

Reporting - Support Materials - Downloads Report

A new report has been added into the system: “Miscellaneous → Support Materials - Downloads”. This new report will show a list of users that have downloaded a support material, including the number of times they have downloaded it.

A corresponding new permission has been created: “Reporting → Support Materials - Downloads”.

For Awarding Organisation users (including the owner user) a full list of users will be shown for each support material. For all other users, only the downloads for the logged in user will be shown. Note that the report will also show support material download history for deleted/inactive support materials - this is by design, as it is a report for historical data.

A new support material filter has been introduced that allows for users to filter by specific support material titles.

EP-3555

FEATURE

NEW_PERMISSIONS

Reporting - Custom Charge Billing Report

A new Financials → Custom Charges report has been created. This new report shows apprentice information which can be used to process custom charges against an apprentice.

Note that the report currently assumes that the custom charge is 0, as this report is designed to help manage charges that are applied outside of EPAPro contracts.

As part of this new report, a new set of date filters have been introduced to help limit apprentices down, based on relative dates - these are:

• Plus X days

• Plus X weeks

• Plus X month

• Plus X year

• Minus X days

• Minus X weeks

• Minus X month

• Minus X year

Selecting one of the above options displays two new options - “Plus/Minus X Day/Week/Month/Years(s)”, and “Range”.

The Plus/Minus selection is used to specify the number of days/weeks/months/years to add/remove from today’s date, and the Range selection is used to specify how many days to include, based on the calculated result. A few examples are included below:

Example 1

• Date ran: 11/11/2022

• Date column: EPA date

• Date filtering: Plus X week(s)

• Plus X week(s): 1

• Range: Week

The above selections will find any apprentices that have an EPA date within the next week (i.e. 14/11/2022 - 20/11/2022).

Example 2

• Date ran: 11/11/2022

• Date column: EPA date

• Date filtering: Plus X week(s)

• Plus X week(s): 1

• Range: Day

The above selections will find any apprentices that have an EPA date exactly one week from the day the report is run (i.e. 18/11/2022)

Example 3

• Date ran: 11/11/2022

• Date column: EPA date

• Date filtering: Plus X month(s)

• Plus X month(s): 12

• Range: Month

The above selections will find any apprentices that have an EPA date within the month, twelve months from the day the report is run (i.e. 01/11/2023 - 30/11/2023).

Note: An existing issue has also been fixed in the Gateway Submissions Billing report whereby past programme apprentices were always showing an empty gateway committed date.

EP-3333

FEATURE

RECOMMEND_TRAINING

SETUP_REQUIRED

External Assessment - General External Assessment "Other" Option

External Assessment - General External Assessment "Other" Option:

We have added a new option for external assessments. When deciding that an assessment plan element requires an external assessment, you are no longer required to use surpass as the option available. We have added a new “Other“ option to allow for general external assessment information to be entered for any other service that you may wish to use.

Go To Entity management → Assessment Components → Create/Edit Assessment Component:

• Under the “External Assessment“ tab you will now be able to select Surpass and Other from the drop down menu.

  Open

  

• You may select either or both, if you want to have the option on the assessment plan element. When selecting Surpass you may enter the references as normal. When selecting Other, the option will show up under external assessment in the assessment plan element.

Assessment Plan:

• Under External assessment for an assessment plan element, the selected options for that component will be visible to the user. If none were selected then the external assessment section will not be visible and will automatically be set to no external assessment for that element.

• When selecting “Surpass” the details will be enterable as before, however when selecting “Other” the user will see 3 new text entry fields which will allow them to supply the information for the assessment. These fields are the provider name, assessment reference and any notes for the assessment. These fields are designed to be generic and allow for any required information to be added.

Component Reports:

• Reports have been updated to include all selected external assessment options for that component to be listed.

• Where possible the reports will also include details of the provider name, reference and notes added to an external assessment where Other has been selected.

Notifications:

• The “assessment_details“ notification variable for element notifications has also been updated such that when Surpass has been selected as the external assessment, the relevant assessment details will be provided, however when Other is selected for the external assessment, details of the provider name, reference and notes will be provided.

medium impact

We have classed this as medium as it may benefit from training for your staff, if you use this option.

EP-3311

FEATURE

NEW_PERMISSIONS

RECOMMEND_TRAINING

Change of Circumstance - permissions

We have added new permissions to allow restricted access to apprentice change of circumstance, after the apprentice has been through gateway.

These new permissions also come into effect when conducting a change of circumstance via the API or bulk import. These new permissions are as follows:

• Change of Circumstance → CoC to Suspended Post Gateway

  • Enables the user to change of circumstance an apprentice to Suspended post gateway.

• Change of Circumstance → CoC to Withdrawn Post Gateway

  • Enables the user to change of circumstance an apprentice to Withdrawn post gateway.

• Change of Circumstance → CoC to Cancelled Post Gateway

  • Enables the user to change of circumstance an apprentice to Cancelled post gateway.

medium impact

We have classed this as medium as it may benefit from training for your staff, if you use this option.

EP-3302

FEATURE

Reporting - EPA Information report - show 'Accepting Apprentices' status

Added a new column to the EPA Information report - “accepting_new_apprentices”. This new column shows a “Yes”/”No” indication on whether the EPA(M) is set to accept new apprentices.

A new filter has also been added to the report so that this column can be filtered on.

Low impact

EP-2938

FEATURE

NEW_PERMISSIONS

Report - QA user report

A new report detailing QA user information has been added to the Miscellaneous reporting section. The permission to control access to this report is named QA User Information and can be found under the reporting section of the permissions screen.

This report includes filters for standard/specialism, role, active flag against the user and the QA user name. The search for this report allows users to search for QA users by first name, last name or email.

Low impact

EP-3607

BUG

Communications - Restricted toggle preventing user changing method

Overview

We have fixed a bug with the restricted toggle preventing users from changing the delivery method of the notification. We have also tweaked the screen to help make it clearer what the configuration options do.

Changes to Functionality

Previously when setting up a notification to be restricted and enabled, this would prevent an end-user from overriding the status of that notification (turning it off for example) it was also ignoring any method changes they had made, meaning they are forced to always receive it via the method configured by the admin.

This has now been fixed, if notification is restricted, the end-user will be able to adjust the method of delivery for that notification, but will still be unable to disable the notification.

The restricted and allowed method columns on the configuration screen have been swapped around to help illustrate they do not affect each other.

The tooltips against the restricted column have been updated to help clarify what it is affecting. We have also added a new tooltip to the allowed methods, and default method columns.

The “Method” column has also been renamed to “Default Methods” to help clarify what it is doing.

Impacted Areas

• Communication Management Screen

• User Communication Management Screen

• All notifications

EP-3592

BUG

Permissions - Permissions can now be removed from an apprentice once saved

Fixed a bug that prevented the removal of all extra permissions given to an apprentice, outside of their assigned role, via the update apprentice screen.

EP-3590

BUG

Assessment Result - Add Result - Apprentice and Component name no longer greyed out

Fixed a display issue on the assessment result screen where it was unclear that the Apprentice Name and Component Name fields were not editable.

EP-3589

BUG

Apprentice Profile - Now possible for past programmes to show as 100% complete within apprentice profile.

Fixed a bug that prevented past programmes from showing 100% completed from within the apprentice profile.

EP-3585

BUG

API - Result endpoint returns incorrect result type

We’ve fixed a bug where the result_type field against the Result endpoint of the API was returning a 1 when it should not. It will now correctly return the enum values described in the documentation.

API

The attendance property against the Result endpoint is now deprecated.

A new attendees property now gives details of all the new attendees structure following the updates to the Assessment Plan screen.

Please see the API documentation for full details.

EP-3584

BUG

Change Log - No details of removed permissions are given in the change log

The before/after comparison has been added to the Change Log screen to better see where properties have been removed i.e. permissions

EP-3579

BUG

Support Materials - Category materials not displaying

Fixed a bug where support materials placed within categories were not showing for Provider and Employer users when filtered.

EP-3576

BUG

Standards - Delete button text is missing on error

Fixed an issue with the 3-dots menu where the delete button text would be missing after an error.

EP-3568

BUG

Change Log - Word wrapping on long lines

Fixed a display issue where long lines were not being shown correctly.

EP-3566

BUG

Communication Templates - page no longer auto-saves when adding a hyperlink.

Fixed a bug within the communication template screen that triggered the email template to save when confirming the addition of a hyperlink within the communication body.

EP-3563

BUG

Side Drawer - Text breaks

Fixed a display issue in the side drawer where long email addresses caused containment issues.

EP-3553

BUG

Standards - Delete icon showing as copy

We’ve fixed a display bug where the Delete button in the actions dropdown on the standards screen was using a copy icon instead of a trash bin.

EP-3552

BUG

Provider - UKPRN and Billing Reference do not persist on error

Fixed an issue on the provider record where changes to the UKPRN or Billing Reference fields did not persist if there was a saving error.

EP-3551

BUG

Support Materials - Error on refresh when filtering by status or type

Fixed a bug where the support materials filters caused a page error on refresh if status or type were selected.

EP-3548

BUG

Past programmes - Clicking 'View Certification' now correctly shows the past programme certification

Fixed a bug that prevented the viewing of certification records via the certification side drawer for past programmes.

EP-3532

BUG

Start New Programme - Specialism dropdown not properly validating

We’ve fixed a bug where the specialisms dropdown would not properly validate, allowing for an apprentice to potentially be registered on a standard without a specialism (when they require one).

EP-3523

BUG

Communication Template - Error when trying to send test password reset email

We’ve fixed a bug which was preventing a test email from being sent for the password reset communication.

EP-3511

BUG

Bulk Upload - Import error if the estimated epa or completion dates are not entered

We have fixed a bug where the bulk import for create apprentice would fail if the estimated EPA date and/or completion date fields are not provided but the column and heading is still in the CSV.

EP-3502

BUG

Reporting - Saved report dropdown cut off

We’ve fixed a display bug with the saved report dropdown where some categories would cause it to be cut off with a scrollbar.

EP-3498

BUG

Permissions - EPA Bug Fix

Permissions:
Fixed a bug in which the permissions list would not update correctly when switching between the EPA role and any other roles. The permissions list will now update as expected.

EP-3488

BUG

Planning Meeting - Changing page no longer loses sorting.

Fixed a bug that prevented the sorting from persisting when changing page within the Manage Planning Meetings screen.

EP-3480

BUG

Awaiting Acceptance - no longer possible to accept and reject the same apprentice.

Fixed a bug that allowed EPA(M) users to both accept and reject an apprentice from their caseload, by having multiple tabs open.

EP-3472

BUG

Roles - Including a forward slash in the role name no longer causes a display issue.

Fixed a bug where including the forward slash in the name of a role caused an error when changing the role against a user.

EP-3469

BUG

Password - Passwords can now be updated on a user basis, not an email address basis.

Fixed a bug that causes password resets to affect all users that shared an email address - password resets are now user specific, and therefore are changeable independently.

EP-3435

BUG

Apprentice - Last Registration Date Validation

Apprentice:

Fixed a bug in which the last registration date validation was triggering when updating an apprentice. This field should only be checked when an apprentice is created.

EP-3433

BUG

Assign Apprentices - Sort by Given/Family Name now available

The sorting controls against the given/family name columns should now function as expected. This will affect the following screens:

• Awaiting

• Pending

• Confirmed

• Rejected

It will also affect the Awaiting Decision screen, available to EPA users.

EP-3298

BUG

Assessment Plan - Double Booking error message

We’ve improved the error handling when a booking is attempted to be booked or rescheduled. This is most likely when a user has the plan open in multiple tabs or browser windows, a suitable error message will now be returned.

EP-3286

BUG

Essentials - Error log issue

Fixed an issue where the error log contained an essentials function printout when it should not.

EP-3252

BUG

File Upload - Validation checks

Validation checks against file uploads have been updated to also check the file extension relative to the current allow list for file types (mimetypes). This essentially means that both the underlying file type and the file extension are validated against EPAPro’s allow list.

EP-3132

BUG

Reporting - Error when exporting to CSV after sorting

We’ve improved the error handling if the sorted column is removed from the export. The column needs to be included otherwise we’re unable to sort it, in this instance, an error message will explain the issue rather than a generic error shown previously.