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Feature - ESFA Improvements

Feature - ESFA Improvements

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

NEW PERMISSIONS screen changes TRAINING RECOMMENDED

Overview

Loaded to your production environment as part of release 5.08.0 on Apr 25, 2023 the ESFA Submission screen has received a moderate update to help improve usability and add some tracking functionality for errors or failures, which we hope will support you with your submissions.

Screen Improvements and Submission Tracking

Changes To Functionality

  • The main ESFA submission screen has been updated to a better defined two-step process, where the modal has been removed for greater usability with other epaPRO functionality. Instead of the modal opening up, you are now taken through to a second page to review before submission.

 

  • The apprentice name can be clicked to view their profile and record information within the side drawer.

 

  • A submission history option is available under the Actions ellipsis, detailing what data was sent to the ESFA for either a “Submission” or a “Check for Certificate” attempt. Past data has been updated with the system user, but any requests going forward will detail the user who performs the action.

example of a submission attempt

 

  • A certificate reference may be entered manually by selecting the ellipsis under Actions and the Add Manual Reference option.

This reference is not sent to the ESFA in anyway and is purely for internal records and to record in epaPRO that this apprentice has been processed. This reference is editable at any time.

Options under the Actions menu ellipsis

 

  • Within the address details for submission, the apprentice name is used if there is no mentor name set against the apprentice record.

  • New filters for “Show Completed”, Show Unprocessed” and “Show Rejected”

 

  • The checklist within the Assessment Profile screen has been updated to show if the ESFA submission has failed.

Hovering over the error, will show how many attempts have been made

 

The ESFA submission screen has also been updated during its rework, to show the Certification QA Published date in the filter instead of the Certification date. This is to be consistent with the API that sends the QA Published date to the ESFA.

 

ESFA Report Tracking

A new ESFA Attempts report has been added to the system.

Changes To Functionality

  • This report logs any attempt to submit an apprentice’s certificate to the ESFA or retrieve the certificate reference from the ESFA. Any data sent to fulfil the request is logged within the report so that a detailed history can be shown. See example below:-

Data

{"standard":{"standardCode":null},"learner":{"uln":"1234567413","familyName":"Kinneas"},"learningDetails":{"overallGrade":"Pass","achievementDate":"2018-06-15T10:40:33"},"postalContact":{"contactName":"Quistis","organisation":"7th Heaven","addressLine1":"Midgar","addressLine2":"Midgar","city":"Midgar","postCode":"CB8 8BU"}}

Error

{"msg":"The standard.standard code field is required."}

  • The “Certification Overview” report has been extended with a “esfa_submission_type" field to distinguish Manual from API references.

 

Apprentice - Town Mandatory Field

The apprentice validation has been updated to make “Town” a required field in accordance with ESFA submission requirements.

Please note - This will affect the create/edit apprentice screen, bulk upload, and the API.

All Impacted Areas

  • ESFA Submission screen

  • Assessment Profile

  • Reporting

  • Bulk Upload

  • API

  • Create/edit Apprentice screen

Permissions

  • ESFA Attempts under Reporting