Version 5.23.0 - 25/06/2024
Production Release Date: Jun 25, 2024 | Version: 5.23.0 |
UAT Release Date: May 28, 2024 |
The Release webinar is available from here (following the Friday demo meeting);
Note: you can copy and share this link with other people in your organisation
We have added a new column on the table below called “Action Required” this shows several new status labels:
SETUP_REQUIRED - some setup will be required to use this element
NEW_PERMISSIONS - new permissions have been added
RECOMMEND_TRAINING - training is recommended - usually for new major features.
screen_changes - changes have been made to existing screens
This is to help highlight to you anything you need to ensure is set up for the day of release or in advance of this. We do still recommend that all of the release notes are read.
low impact medium impact high impact We are also adding a column for Potential Impact to you our customers, this is an estimation of any impact to your businesses the work may have. This is just offered as a guideline, as we appreciate you all use EPAPro slightly differently.
We recommend you check any Comms settings with the release notes, as whilst newly introduced comms will be listed in them, we may not mention if an existing comm needs to be enabled, which we assume may be on from previous releases.
What you have enabled can be seen via the System Management → Communications .
Epic | Key | Type | Action Required | Summary | Release Notes Description | Potential Impact |
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| Feature | No Action Required | Assessment Components - Improve performance when many external assessments are configured against a component. | OverviewInternal improvements to cause external services to load more efficiently within the assessment components screen. Changes to FunctionalityChanges have been made to the back-end code of epaPRO to improve performance when loading in external services within the assessment components screen. The most noticeable speed improvements will be seen with the epaPRO Assess configuration. Impacted Areas
Permissions
| LOW IMPACT | |
| Feature | screen_changes | Audit Log - show if an entity has been copied in the audit work log | OverviewThe resulting record from the “Copy” functionality will show the ID of the record it was copied from within it’s change log entry. Changes to FunctionalityThe copy functionality for entity screens (such as the Assessment Schema) has been updated to show the ID of the parent record when a new record is created using this method. This is visible to users that have access to view the change log entries. This has been added so that investigation can be done when attempting to locate where new records have been created from. Impacted Areas
Permissions
| LOW IMPACT | |
| Feature | NEW_PERMISSIONS screen_changes | Reporting - Advanced Certification Billing Report | OverviewA new Certification billing report has been added to the system to allow flexibility in when to bill for certification. DetailsThe new billing report mimics much of the functionality of the current Certification billing report with a few notable exceptions.
It is worth noting that both this new Certification report and the original Certification report will share the same auditing space. This means that if an apprentice is processed and billed under one of the reports they will also be flagged as processed in the other. This has been done to help prevent double billing in the case where both reports are being utilised. PermissionsNew permissions have been added for the report and granted to the owner and awardingorganisation roles by default. | LOW IMPACT | |
| Feature | SETUP_REQUIRED NEW_PERMISSIONSRECOMMEND_TRAINING screen_changes | Assessment Booking - New Screen and Process | OverviewAn entirely new assessment booking process has been implemented. This new process allows you or one of your providers to make bookings, manage pending bookings, handle rejected bookings or rebook assessments that require a resit. The new process is completely optional. Affected Areas
Changes to FunctionalityWe have added a new collapsible menu item for the new assessment booking process. Under assessment bookings in the left hand menu you will see four new pages: book, pending, rejected and resits and retakes. Within each menu item you will also see a number which is the count of available components that can be booked within that screen. For example if you have a 10 next to pending then you will have 10 individual components within that listing screen. Please Note: The new assessment booking process is completely optional and the old assessment booking screens, found under the planning menu item, are still available. Listing Screens Book:
Please Note: All apprentices within a booking must be on the same schema. Pending:
Rejected:
Resits and Retakes
Add To Booking Screen As previously mentioned, from the book screen you can add new apprentice components to existing bookings. when you have selected the components you wish to add and have clicked the add to booking button you will be taken to a new screen. This new screen will populate with a list of booking batches that the selected components can be added to. In order to add to one of these bookings you must click the add to booking button on the right of its item. Under each booking you will see its batch number, how many elements are pending and when the first scheduled assessment is within that booking, giving you a brief idea of when this batch is booked in whether it is appropriate for the selected components. Please Note: In order for a batch to show on this screen, it must match the schema and provider of the currently selected bookings. Additionally, it must also contain at least one booking for the component(s) that are selected. Making a Booking When creating, processing or editing a booking you will be taken to the booking screen. This screen shows a break down of all components within the booking and contains various options for configuring and booking each component that will be detailed in this section. Auto Booking:
Please Note: For performance reasons, the automatic system will only search for available slots within the calendar week of the start date that you have selected.
Components:
Location:
Date and Time:
External & Proctoring:
Attendees:
Confirmation:
Declaration:
Additional Details:
Restricted Fields: Some fields will not appear for provider users, these are:
Saving/processing a Booking When you have finished entering details for all the components on the booking you can hit either the save button or, when processing a pending booking, the approve button. This will then begin saving components. During this time you will see loading spinners appear for each component as well as a progress bar appear above each components title. This progress bar signals how many of the apprentices for each have component have been saved. If any of the apprentices on any component encounter an issue then a red circle with an X will show in the components field and a message will appear on the screen. You can open the relevant component and go to the confirmation stage to see which apprentice encountered an issue and what the issue was. Encountering an error will not prevent the screen from attempting to book the rest of the components and in situations where, for example an external assessment failed, the booking may have been saved successfully and the external assessment can be fixed/resolved from the assessment plan screen later. Rejecting Bookings When processing a pending booking, you have the option to completely reject the selected components. In order to do this you can click the red reject button at the bottom of the screen. Doing so will open a pop up window where you must specify a rejection reason. After doing so the rejections will process and when successful the pending bookings will appear in the rejected listing screen so that they can be rebooked if necessary. Any errors that occur while attempting to reject an apprentices component booking will appear in the confirmation stage. View/Manage Apprentices Under each component you will see a view/manage apprentices button. Clicking this will open a pop up window showing a list of apprentices for this component, that are selected from the booking.
Please Note: Removing an apprentice from a pending booking will cancel that apprentices booked element. The pop up window will also warn you of this. There there are no more apprentices on a pending booking then the entire booking will also be automatically cancelled. PermissionsWe have added some permissions for the new assessment bookings screens, in their own dedicated assessment bookings permission section, in order to separate the new process from the previous screen allowing for a controlled roll out of the new functionality. Book Assessment Booking:
Manage Assessment Booking:
Notifications/CommunicationsWe have introduced two new communications:
We have made changes to the notifyees on all of the existing comms as follows: Assessment Booking Pending:
Assessment Booking Rejected/Assessment Booking Approved:
Additionally the Assessment Booking Cancelled and Assessment Booking Invite comms have the same user configuration, with the exception that AO users are not included on the Assessment Booking Invite Communication. We have also added the {{component_name}} variable to all five of the Assessment Booking comms. We have also added a new API queue event to cover an Assessment Booking rejection, called rejected_element_{{element_id}}. This will be fired when an assessment booking request is rejected.
| HIGH IMPACT Should you require any further training on this new screen please submit a request for training support ticket and we will arrange a call to go through this new process with you | |
| story |
| [UAT Feedback] Communications - Updated communications and their templates with new descriptions.
| OverviewUpdates some descriptions for assessment booking communications and their corresponding templates. Changes to FunctionalityThe assessment booking communications (and corresponding templates) have been updated to have more accurate descriptions, for both the main notification & the user types associated with them. Impacted Areas
Permissions
| low | |
| bug |
| API - Assessment Plan - Failure to read elements | OverviewFixed a bug where the Plan endpoint would fail to return results due to assessment elements in a Pending state. Areas AffectedAPI |
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| bug |
| Assessment Element Sidedrawer - Viewing a previous result still shows the main element activity logic. | OverviewFixed a bug when viewing the audit log in the assessment element side drawer. It was not possible to view the audit log for previous elements - it would show the current element. |
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| bug |
| Assessment Profile - Pending elements not showing | OverviewFixed a bug for old assessment elements in a pending state where they were not being correctly flagged as the “latest” element. Also updated any pending assessment elements within cancelled assessment plans to also be flagged as cancelled. |
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| bug |
| Custom Dropdowns - Degraded performance fix | OverviewFixed a bug that caused the edit custom dropdowns screen to not load Changes to FunctionalityFixed a bug that prevented some custom drop down edit pages from loading when the drop down options were linked to a certain number of records. Impacted AreasCustom Dropdowns →
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Epic Link | key | type | Action Required | Release Notes Title | Release Notes Description | Potential Impact |
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