Version 5.09.0 - 23/05/2023

Production Release Date: May 23, 2023

Version: 5.09.0

UAT Release Date: Apr 25, 2023

EP-3085

EP-3756

FEATURE

Assessment component - active/inactive status

We have moved the active/inactive status for assessment components so that it is now a switch that appears under the Communication Attachment input on the Component Details tab. The pre-existing button that used to control the assessment component status has been removed as a result.

EP-3085

EP-3755

FEATURE

Gateway specifications - active/inactive status

We have moved the active/inactive status for gateway specifications so that it is now a switch that appears under the Start Date/End Date inputs on the Gateway Specification Details tab. The pre-existing button that used to control the gateway specification status has been removed as a result.

EP-3085

EP-3754

FEATURE

Gateway components - active/inactive status

We have moved the active/inactive status for gateway components so that it is now a switch that appears under the Component Description input on the Gateway Component Details tab. The pre-existing button that used to control the gateway component status has been removed as a result.

EP-3085

EP-3753

FEATURE

Assessment schemas - active/inactive status

We have moved the active/inactive status for assessment schemas so that it is now a switch that appears under the Version input on the Schema Details tab. The pre-existing button that used to control the assessment schema status has been removed as a result.

As a part of this work, we have also fixed a bug where overlapping dates were not being checked for locked-down schemas (schemas currently actively in use), meaning that it was possible to create/edit a schema with an end date overlapping the start date of another assessment schema.

EP-3714

EP-3751

FEATURE

Side Drawer - Extensions to notes functionality

Side Drawer Apprentice Notes

Summary

When using the side drawer, the list of apprentice notes that appears can now be filtered to only show the ones you want. They can be filtered by the category of the note and a search term that must appear in either the notes title or content.

Usage

• First open the apprentice side drawer for any apprentice.

• Under the “Notes“ dropdown you will now see a search bar, a categories filter and two buttons.

• Entering text into the search bar will allow you to filter by the title and content of the note.

• Selecting a category or categories will allow you to filter notes based on your choices.

• When you have entered your selection click “Apply Filters“ and the notes list will be updated.

• To clear the filters and reset the notes list click the “Clear Filters“ button.

EP-3860

FEATURE

SETUP_REQUIRED

Contracts - Add Custom Charge and link to report

The Contracts area has been updated to replace the “Resit Price” against a Standard. This price has not previously been utilised anywhere within epaPRO and this feature changes that.

The Resit Price has now been replaced with “Custom Charge” but otherwise operates in the same manner as far as the Contracts screen goes.

In addition the existing “Custom Charges” report under the Financial category has now been updated to use this price for calculations going forward. All other parts of this report remain the same i.e. using the apprentice’s start date for contract retrieval.

If you do have the “Resit Price” currently set against any standards, please note that these will be updated to be “Custom Charge” and will show up on the “Custom Charges report.

Finally a small bug fix has been done whereby the price calculations were not working correctly when pricing values were null or blank.

EP-3839

FEATURE

Reporting - Extend User report with SSO details

The User Details report has been extended with new columns to indicate where SSO methods have been enabled and/or linked for each user. The enabled columns represent the toggles below against a user’s profile.

Open

The linked columns indicate if the user has linked their account and can log in via the SSO method.

Filters have been added for both enabled and linked based columns.

EP-3812

FEATURE

SETUP_REQUIRED

Daily Digest - New Variables For notifications, Actions and Custom Tasks

Daily Digest - New Variables For notifications, Actions and Custom Tasks

Summary:

We have divided the functionality of the pre existing digest_info variable into two new variables, one for the notification information and one for the action information. These are the notifications_info and actions_info variables respectively. We have also added two completely new variables to the digest email, one for the custom tasks that a user has and the other for the custom tasks that a user has assigned to someone else. These are the custom_tasks_info and assigned_custom_tasks_info variables respectively.

Usage:

Open the action and notification digest email under the user tab of the communication templates page. Using the communication variables helper on the right hand side of the screen you can use any of the variables in the body section of the template.

Below you will see a brief explanation and example of each new variable:

notifications_info - Unread notification information. Example: You have 1 notification pending.

actions_info - Pending action information. Also details actions close to breaching and those that are overdue. Example: You have 4 actions pending, 1 is close to breach and 2 are overdue.

custom_tasks_info - Pending custom task information. Also details tasks that were created today and tasks that are due today, as well as those that are overdue. Example: You have 4 tasks pending, 1 is new, 2 are due today and 1 is overdue.

assigned_custom_tasks_info - Pending custom task information for tasks that are assigned to others. Also details tasks due today and those that are overdue. Example: You have 4 pending tasks assigned to others, 1 is due today and 2 are overdue.

EP-3798

FEATURE

Gateway - Confirm apprentice details

The apprentice’s telephone number has been added to the “Confirm Apprentice Details” section of the gateway submission process.

EP-3797

FEATURE

Reporting - Result Tracking extensions

The result tracking report has been extended with some additional fields and filters to aid in reporting. Details are below:

• Add Date QA Published field and added to date filters

• Added Category and Result filters

• Added Assessment Type field and filter

• Added Location Description (Online/Physical) field

• Added Apprentice Company Name and Postcode fields

EP-3785

FEATURE

Global User Search

The global search has been updated with a few performance enhancements to improve the accuracy of requests. The search will now only activate after 3 typed characters and there will be a small delay before sending the request to help avoid duplicate or unnecessary requests.

EP-3423

FEATURE

New_Permissions

Reporting - EPA Ready Date

Overview
We have added a new report to track an apprentice EPA ready date history. This report is called 'EPA Ready Date History' and can be located on the 'Apprentice' tab in reporting.

Changes to Functionality
This report tracks the changes to the apprentices Expected Date Ready for EPA, or EPA Ready Date as it may be referred to.

Impacted Areas
Reporting

Permissions
A new permission 'EPA Ready Date History' has been added under the 'Reporting' section. This permission been granted to the Owner and users with the Awarding Organisation role.

EP-3377

FEATURE

Reporting - Reschedule details added to planning history report

Reporting:

Summary

We have added reschedule details to the Planning History Report. The following fields have been added:

• Rescheduled At - The time that the planning meeting was rescheduled.

• Rescheduled Reasons - A list of the reasons that were selected when the planning meeting was rescheduled.

• Reason Description - The text that was entered into the reason description field when the planning meeting was rescheduled.

• Cancelled At - The time at which a planning meeting was cancelled.

The Rescheduled Reason field can be filtered against using the newly added Reschedule Reason filter. Any number of reasons may be selected and only rows with one of the selected reasons will be displayed.

EP-3340

FEATURE

Setup_REQUIRED

RECOMMEND_TRAINING

Apprentices - New setting to enforce providers to make a change of circumstance in order to change standard/specialism pre gateway

Summary:

We have added a new system setting that, when enabled, will require a provider to make a change of circumstance for an apprentice when wanting to change an apprentices standard or specialism pre-gateway.

Usage:

This setting can be found by clicking the System Management → Configuration link in your side menu. The setting can then be toggled by clicking the toggle switch for the setting “Enforce Change Of Circumstance For Standard/Specialism Change” under the Apprentice tab.

When enabled a provider will not have access to the fields and will have to create a change of circumstance in order to update them for an apprentice. This is also the case for the API and Bulk Upload.

EP-2994

FEATURE

New_Permissions

recommend training

Result Publishing to QA

Overview

epaPRO has been enhanced with the addition of a new submission check box against an assessment result - this new submission check box allows for an assessment result to be worked on & saved in stages, as the result will not be made available for QA/publishing until the result is submitted.

Changes to Functionality

To cater for the above, the following changes have been made to the system areas below:

Assessment Results

A new check box has been introduced to the footer of the assessment result screen, to flag a result as being finished & ready for QA/publishing. Once submitted, a user cannot be reverse the submission unless they possess the new permission (see the permissions area for more details). At the point that QA is officially started (a QA record is created against a result) the result cannot be submitted, even with the permission.

Until a result is submitted, the result is considered a work in progress, meaning that there is no validation against what is/is not required for the user to input - this allows for results to be created without outcomes etc. (where previously these were required). Note that all of the fields that were previously required will be enforced once a user attempts to submit the result.

Once a result has been submitted, the result can still be edited, as the EPA(M) assigned to the element & the QA user may need to make changes as part of the QA process - the new submission flag is purely decided to allow results to be incomplete whilst they are a work in progress.

QA

The QA system has been updated to no longer select results for sampling until the result is officially submitted. If the submission is reverted using the permission, the result will remember it’s QA sampling state unless the outcome is changed.

The QA activity tab has also been updated to log when an outcome against an assessment result is updated post-submission.

Aside from the above, once a result is submitted there should be no changes between how the system used to work & now.

Reporting

Due to the addition of this new stage, the following reports have been updated to prevent showing results before they are submitted.

• Assessment

  • Assessment Attempts

  • EQAO

  • Ready For Certification

  • Result Tracking

  • Results Pending QA

• Finance

  • Assessment Resits

  • Result Outcome Actions

The “Assessment → Result Tracking” report has also been updated to have the following additions:

• Two new columns have been added

  • submitted_date - the date the result was last submitted

  • submitted_by - the user the result was last submitted by

• The list of filterable dates has been updated to include the submitted_date column.

Surpass

The Surpass integration has been updated to mark any results created from Surpass as automatically submitted.

SLA’s

Whilst this hasn't changed with this work it is worth confirming that the SLA - Time from result being added to QA being published will not start its countdown until the result is officially submitted.

epaPRO

Aside from the above, various areas of the system have been updated (anywhere that shows results) to cater for this new submission stage.

Results that are not submitted should be considered by the rest of the system of not being available - this includes the Assessment Profile, Apprentice Profile, Appeals, Element Side Drawer, Record of Achievement, API, etc.

Impacted Areas

• Assessment Results

• Assessment Profile

• Apprentice Profile

• Reporting

• Surpass

• QA

• API

• Appeals

• Record of Achievement

Permissions

As part of this enhancement, the following new permissions have been made available:

• Assessment → Revert Result Submission - Allows users to revert a submission against a result. Note that this is not possible once a QA record has been created against the result.

EP-3856

Bug

Bulk upload - helper documentation throwing forbidden error

Fixed a bug that prevented the bulk upload helper documentation from throwing a server error when opened.

EP-3847

Bug

Change of Circumstance - API/Bulk Upload missing new date fields

We have fixed a bug where the API and Bulk upload did not support updating the expected completion date (when going back to in assessment) or the expected ready for EPA date (when going back to on programme). Support for both of these has now been added to both our API and Bulk Upload. The bulk upload example CSV and documentation now include both of these fields.

These fields are both bound by the same rules as the screen and will also be ignored if the apprentice is not moving to a supported status.

EP-3838

Bug

Side Drawer - Apprentice notes: Clicking any note will only open the top note

Side Drawer: Apprentice Notes

Fixed a bug in which only the first apprentice note in the side drawer could be opened. Now any of the apprentice notes may be selected and opened into a more detailed view in the side drawer simply by clicking on them.

EP-3832

Bug

Error Log - Date reporting

Fixed a bug that caused errors to be logged on the server when invalid date comparison filters have been selected. The reporting engine has also been updated to show a more accurate error message when this occurs.

EP-3831

Bug

Error Log - Reminders

Fixed a bug that caused error log entries on the server when reminders are disabled.

EP-3830

Bug

Assign Apprentice - bulk accept fails to load when empty.

Fixed a bug that caused the bulk accept apprentices modal to not load correctly when the modal had no apprentices to show.

EP-3829

Bug

Error Log - Global Search logout

Fixed a bug that caused an error to be logged on the server when a user attempted to use the global search whilst logged out.

EP-3828

Bug

Providers - Delete Provider not working for custom roles

Providers:

Fixed a bug in which deleting a provider did not work for users that were assigned a custom role. Users with custom roles will now be able to delete providers as expected.

EP-3809

Bug

Assessment Result - Empty options

Fixed a bug where empty grade options were showing in the Add/Edit result screen. This occurred due to alternative grade options being left blank within the grade profile screen.

EP-3796

Bug

Reporting - Handling saved reports with special characters

Fixed a bug where saved reports with some special characters (i.e. forward slash) were unable to be emailed out via a schedule.

EP-3791

Bug

Standard - Changing standard URL to incorrect ID throws exception

Fixed a bug where the system was not properly handling an erroneous standard id on the edit standard page.

EP-3776

Bug

Appeals - Open Element Summary button does not work when editing an appeal

Appeals:

Fixed a bug in which the Open Element and Certification Summary buttons did not work when editing an appeal.

EP-3763

Bug

QA Details - Success Message When Saving

QA Details:

A new success message has been added to the QA Details tab that displays when the QA Details are saved. This will make it easier to know that your changes have taken effect.

EP-3762

Bug

QA - EPA/M attached to other elements unable to QA

We have fixed a bug where an EPA/M attached to an assessment plan element, as the element EPA, could not QA other elements within the same assessment plan (where they were not the element EPA for said elements). They will now be selectable from the Assigned User on the Result QA screen.

EP-3690

Bug

Select/Deselect Methods - align in system

The following screens have been updated to handle the select/deselect button when users manually toggle the first/last item in the list.

• Assign Apprentice

• Assign EPAs to Elements

• Bulk accept apprentices

Note: The assessment booking code has not been updated, as this is currently being heavily changed in another ticket.

EP-3586

Bug

Surpass - Error when cancelling a test

We have tweaked our Surpass cancel logic to try and better handle when a Surpass test is not in a cancellable state. This should help with reschedules when Surpass says the test cannot be moved from one status to another.

EP-3257

Bug

Planning meeting - attendee removal

We have fixed a bug where it was not possible to remove assessment plan attendees if they were not removed starting with the most recently added first.

EP-2854

Bug

Assessment Profile - Book Resit/Retake button

We have fixed a bug where the ‘Book Resit’ and ‘Book Retake’ buttons were showing for an EPA that was associated with the component in question only (where they were not the apprentice EPA). We have now removed this button from the Assessment Profile component listing.