New Feature EP-4097 Assessment Element - Cancelled status

Loaded live as part of 5.21.0 Apr 30, 2024

Overview

We have added into epaPRO additional functionality around the cancelling of elements under certain processes; such as back into learning, change of circumstance, or when cancelling the whole plan.

This has improved the handling of external services and brought them all into line, so that they are also appropriately cancelled when the element is, providing they are in a state that allows a cancellation to happen.

API Changes

Changes to functionality

New API Event Type

We have added a new cancelled_element_{element_id} event. This event will be added to the API queue when an element is cancelled. The event follows the same format as our other element-based events. However, it is possible to only query data for this element by instead using the new endpoint below and extracting the ID from the event name.

New Assessment Element API Endpoint

We have added a new assessment_element/{id} endpoint to the epaPRO API. This endpoint allows for a single element to be fetched. The user requires the Assessment → Read permission to access this new endpoint. Our API documentation has been updated to include details about this new endpoint.

Assessment Plan API Endpoint Updates

We have updated the Plan API endpoint to include some additional details, no existing data has been changed.

elements.element_type This object contains the type ID and name of the assessment element and will allow for identifying the assessment element's status.

elements.url This object contains the URL to the new endpoint for this element.

We have also fixed some issues with the plan/{id} endpoint’s documentation, fixing the example not showing and some ID fields showing as 0.

New Cancelled Type for Elements

We have added a new Cancelled type for assessment elements. This new type will be displayed on the assessment plan. epaPRO will mark an element as cancelled when the plan is cancelled and the element does not yet have a result. If an element is cancelled on an active assessment plan, then an alert will show for each cancelled element stating it requires a rebooking.

Open

When an element is cancelled it will trigger a new API Event to be added to the queue. Further details of this new event can be seen above.

Apprentice Dashboard Updates

The apprentice dashboard has been updated to now support these cancelled elements. They will show as cancelled and all details that would have been visible before will now be hidden until the assessment has been rebooked.

Open

Apprentice Profile Updates

The assessments box has been updated to now show a “Cancelled” badge when an element has been cancelled.

Back into Learning toggle to cancel elements without a result

When approving a Retake Review request for back into learning a new toggle has been added to “Cancel bookings without results”. This toggle will only show if the plan currently has one or more element bookings, which have yet to have a result created, note that a result that has not been submitted, still counts as a result for the element.

Open

Back Into Learning toggle option

If enabled, any elements that do not have a result will be automatically moved to a cancelled type, the plan will remain in place though. This will allow for those elements to be rescheduled when the apprentice returns from back into learning.

External Service and Event Cancellation

We have improved how some of our external services handle a plan or element being cancelled. They’ll now all cancel the booking at the same time. Providing a result has not already been added, which means the external booking has taken place. We have also improved the events we create within 365 and Google calendars to be automatically removed when a booking is cancelled.

Reporting

The Certification 1st Time Pass report has been updated to not include cancelled elements.

The element type filter available on some reports, such as assessment elements, has been updated to include the new Cancelled type along with a couple of other missing values.

• Assessment Elements Report

• Assessment Elements Deprecated Report

• Assessment Resits Report

• ProctorU Reservation Billing Report

Impacted areas

• Assessment Plan

• Assessment Profile

• Manage Element Side Drawer

• API

• Assessment Progress

• Back into Learning

• QuestionMark

• Surpass

• epaPRO Assess

• Microsoft 365

• Google

• Calendar Token (availability within an EPA/M’s availability tab)

• Calendars in epaPRO (dashboard, Assessment Plan booking, EPA/M side drawer availability etc.)

• Certification 1st Time Pass Report

• Assessment Element Milestone Cancelled Communication

• Apprentice’s Profile - as all users

• Apprentice Dashboard

• Assessment Elements Report

• Assessment Elements Deprecated Report

• Assessment Resits Report

• ProctorU Reservation Billing Report

• EPA Assign Element Decisions Report

Overview

Adds the ability for elements without results to be cancelled when suspending via change of circumstance.

Changes to Functionality

The logic to cancel outstanding elements (but keep the planning meeting / assessment plan) was previously added as part of the Back Into Learning process. This ticket also introduces the same option into the change of circumstance screen, when a changing an apprentice specifically into the Suspended status.

Example - If you do a Change of Circumstance → Suspended for an apprentice that currently is in assessment, you would see this pop up depending on the status of the current elements.

Open

Impacted Areas

• Change of circumstance

Permissions

• None