Version 5.26.0 - 17/09/2024

Production Release Date: Sep 17, 2024

Version: 5.26.0

UAT Release Date: Aug 20, 2024

EP-4639

feature

screen_changes

Support Materials - added copy functionality.

Overview

The copy functionality has been added to the Support Materials → Manage area.

Changes to Functionality

It is now possible to copy an existing support material (both main and provider/employer specific version) into a new version, behaving in a similar way to the other copy functionality available within the system (i.e. Entity Management).

As part of this work, the legacy Edit pencil button has been updated to show the three-dot menu instead - this not only allows for the Edit and Copy button to be shown concurrently, but also allows for users with update permissions to choose to view a support material.

Choosing to copy a support material allows the user to set a new title before the copy takes place. Note that under the Additional Options section of the copy screen, a “Mock Tests (if applicable)” option will be shown as a compulsory option - this is required for “Mock Test” type support materials to maintain data integrity of the new support material. If the support material is not a mock test type, nothing will be copied.

Once the support material is copied, the new one is created in a Draft status, allowing the EPAO to tweak the support material before putting it live.

Impacted Areas

• Support Materials → Manage

• Support Materials → Edit

Permissions

• None

low impact

EP-4638

feature

screen_changesSETUP_REQUIRED

Apprentice Dashboard - Add ability to toggle the visibility of results to apprentices

Overview

Added the ability to show the obtained grade against a component from within the apprentice dashboard, configurable on a per-provider basis.

Changes to Functionality

It is now possible to configure whether the result given to a component (post QA, if applicable) is displayed to the apprentice from within their apprentice dashboard / apprentice profile.

This has involved the following enhancements.

Provider entity screen

The Settings tab has been enhanced to offer a new setting: Apprentice Dashboard Shows Results.

This is a yes or no toggle, that will enable/disable this new functionality (default is disabled to maintain existing functionality).

Apprentice Dashboard

The results within this screen previously showed the following text when a result was available:

When the new setting is enabled, the apprentice will see their actual assigned outcome & grade type, instead of the generic message above. i.e.:

Apprentice Profile

The profile has been updated to only show the apprentice their result if this new setting is enabled - previously this was always visible. If the setting is not enabled, an information badge will display containing “Result available”.

Impacted Areas

• Providers → Create/Read/Update

• Apprentice Dashboard

• Apprentice Profile

Permissions

• None

high impact

Training Recommended/Advise to Training Providers

EP-4631

feature

NEW_PERMISSIONS

Reporting - Assessment Elements - Create a new element attendees report

Overview

A new Assessment report has been created to show assessment plan element attendee information.

Changes to Functionality

A new report has been created to show the attendees configured against an assessment element - Assessment → Assessment Element Attendees.

This new report will show the main information about the apprentice (such as ULN, name, standard details, specialism, provider, employer), basic element details (such as scheduled start and end times, assigned EPA, whether the assignment is pending), and a list of each attendee configured against that element.

Access to this report is controlled via the new permission, found within Reporting → Assessment Element Attendees. This has been given to the owner and awardingorganisation system roles by default.

Impacted Areas

• Reporting → Assessment

Permissions

• Reporting → Assessment Element Attendees

  • Controls who can see and run the report

  • Defaults to owner and awardingorganisation system roles.

low impact

EP-4630

feature

screen_changes

Reporting - Gateway - Gateway Status report now offers a filter for Gateway Status

Overview

The Gateway → Gateway Status report has been enhanced to offer a filter based on gateway audit status.

Changes to Functionality

The Gateway → Gateway Status report has been updated to now offer the “Audit Status” as an applicable filter to the report. This will filter the report based on the gateway status of the apprentice.

In addition to this, a new filter has been introduced to offer the “Gateway Latest Action" - this will change the Gateway Status report to only show the most recent gateway action, per apprentice, that has been performed.

By setting the audit status filter to “Rejected”, the Gateway Action Type to “Rejection”, and the “Gateway Latest Action" to “Yes”, this will show the latest rejection for any apprentices that are currently sitting at rejection status & need to be reprocessed.

Impacted Areas

• Reporting → Gateway → Gateway Status

Permissions

• None

low impact

EP-4628

feature

screen_changes

Reporting - Fields Added to Question Template Question Response Report

Overview

We have added some additional fields the to Question Template Question Response report. The fields added are the following:

• subject_qa_user → The name of the user that is completing the QA.

• assessor_rag_rating → When the QA relates to a result, this will display the RAG rating of the EPA connected to the element. When the QA relates to a certification, this field will be empty.

Clarifications made to the subject_assessor field. When the QA is related to a certification this field shows the name of the user that submitted the certification. When this is related to a result this shows the name of the user that is related to the element.

Impacted Areas

Reporting → Question Template Question Response Report

low impact

EP-4626

feature

screen_changesSETUP_REQUIRED

Provider/Employer - Add option to select Role or Department Information

Overview

The Provider and Employer sub-user screens have been updated to accept a job role, allowing for improved visibility of responsibility for each user against an entity.

Changes to Functionality

The system has been updated to allow for a job role to be applied to each sub-user against a provider or employer entity. This has been achieved with the following changes:

Custom drop-downs

Two new entries have been introduced to the custom drop-down screens, these are:

• Provider Job Roles

• Employer Job Roles

Each set of configurable codes accepts a name and active flag, and can then be assigned against the sub-users of the corresponding entity type. Note that no defaults ship with this functionality.

Provider / Employer sub-user screens

The create/edit sub-user screens for provider and employer have been updated to offer a new “Job Role” option - this drop-down will offer the corresponding custom drop-down values that have been configured (depending on whether it is a provider or employer sub-user). Note that only active codes will display here, although an inactive code will show if the user currently has an inactive job role assigned to them.

This new field can be assigned at the point of sub-user creation, or can be added retrospectively via an update.

Please note that this field is not available to be added via bulk import or API as the current bulk functionality only allows for the updating of provider/employer main entities, or for the specific purpose of updating standards or assigned apprentices to sub-users.

Provider / Employer sub-user tabs

The sub-user tab within the main provider and employer entity screens has been updated to show the assigned job role held against each sub-user (if set). This will help users at a high-level see which user needs to be contacted about a particular issue/query.

A new filter has been introduced that will allow filtering by corresponding sub-user job role to help locate users with particular responsibilities.

Provider / Employer sub-user reports

The following reports have been updated to show the assigned job role against the sub-users:

• Provider → Provider Sub-User Standards

• Provider → Provider Sub-User Assigned Apprentices

• Provider → Provider Sub-Users

• Employer → Employer Sub-User Standards

• Employer → Employer Sub-User Assigned Apprentices

• Employer → Employer Sub-Users

In addition to the new field, a new filter has been introduced that will allow filtering by corresponding sub-user job role to help locate users with particular responsibilities.

Impacted Areas

• Provider → sub-users

• Employer → sub-users

• Reporting → Provider

• Reporting → Employer

• Entity Management → Custom drop-downs

Permissions

• None

low impact

EP-4625

feature

screen_changes

Reporting - User Details - Add Purchase Order Number field

Overview

The User Details report has been extended to include the purchase order number field from the user record.

low impact

EP-4624

feature

screen_changes

Reporting - Add Additional Information to Result Tracking report

Overview

The additional information field has been added to the Result Tracking report. The column is named “outcome_additional_info” match other reports with the same field.

low impact

EP-4623

feature

screen_changes

Apprentice Side Drawer - Reasonable Adjustments Widget - View Link

Overview

The reasonable adjustments widget within the apprentice details side drawer has been extended. For a user without the edit apprentice permission but who does have view apprentice permission a ‘View’ button will be shown to link directly to the apprentice record with the reasonable adjustments tab preselected.

low impact

EP-4622

feature

screen_changes

Reporting - Add Active filter to Provider/Employer reports

Overview

An ‘Active’ column and filter has been added to the following reports:

• Provider Details

• Provider Standards

• Employer Details

• Employer Standards

low impact

EP-3985

feature

screen_changes SETUP_REQUIRED

training recommended

MFA - Configurable MFA Method Requirement for User Types

Overview

We have created new configurable options to allow you to specify whether or not certain user types should have a MFA method associated with their account.

Changes to Functionality

In the configuration page, found in the system management menu item, we have added a set of new toggle options for each user type in epaPRO. These options can be found in the MFA tab and are denoted by a title stating “Required For” and then each user type with a toggle option and description.

Enabling these options will cause a new check to be carried out whenever the user attempts to log into the system. If the “user type” of the user is set as “requiring MFA” and the user does not have a valid MFA method configured, then when logging in they will be redirected to their profile page with a warning stating that they are required to configure an MFA method.

Impacted Areas

• System Management → Configuration → MFA

• Log In

• My Profile

Permissions

• None

High Impact

Setup will be needed for users that have a custom role.

EP-4528

feature

screen_changes SETUP_REQUIRED RECOMMEND_TRAINING

Reasonable Adjustments - Phase 2

Overview

We have enhanced reasonable adjustments to include new functionality, and have also fixed some bugs.

Changes to Functionality

New Processing Screen

We have added a new processing screen for Reasonable Adjustments, which can be located under the Issue Management menu. By default, this screen shows all Pending Inactive reasonable adjustments, and filters have been provided. We have also added sorting to this screen to allow most recently created, or most recently requested Reasonable Adjustments to be seen first.

As part of the work for this new screen we have moved the actions that were available on the Apprentice Management Reasonable Adjustments screen to the menu on this new listing screen. A new reasonable adjustment can be added by clicking the button on the Apprentice Management Reasonable Adjustment screen or by selecting + Add Reasonable Adjustment from the 3 dot menu on the Apprentice listing screen.

Reasonable Adjustment Rejection Reasons

We have added functionality to allow custom Reasonable Adjustment Rejection Reasons to be attributed to a rejected reasonable adjustment. These reasons can be configured via the Apprentice Reasonable Adjustment Rejection Reason custom dropdowns. As part of this, we have also added an Additional Information box for the rejection to allow a more detailed reason to be added (this has a character hard limit of 1000 characters). This rejection reason information can be included in the Reasonable Adjustment Rejected comm that is sent via the use of two new variables: {{reasonable_adjustment_rejected_information}} and {{reasonable_adjustment_rejected_reason}}. We have also added this information along with the user that rejected the reasonable adjustment and the date it was rejected to the Ofqual Pre-Agreed Adjustments report.

Reasonable Adjustments Start and End Date

We have made changes to reasonable adjustments that allow the start and end date to be optional and instead allow a programme duration reasonable adjustment. As part of this, we have added a new switch to the reasonable adjustment Covers Programme Duration that when set to on allows a reasonable adjustment to be submitted with no start and end date. We have also updated the logic that determines which reasonable adjustments are active to include these reasonable adjustments set to Covers Programme Duration.

This column, and a filter has been added to the Ofqual Pre-Agreed Adjustments report.

We have also added this information to the following places:

• Assessment Plan

• Assessment Plan Element

• Planning Meeting

• Apprentice side drawer

• Issue Management - Reasonable Adjustments

• Apprentice Management - Reasonable Adjustments

Reasonable Adjustment Accepted Auditing

We have also enhanced the functionality around accepting a reasonable adjustment by storing the user that accepted the reasonable adjustment and the date it was accepted. This information has been added to the Ofqual Pre-Agreed Adjustments report. As part of this, we have also added date filtering for the following on the Reasonable Adjustments Management screen:

• Created Date

• Accepted Date

• Requested Date

Reporting

We have added the following fields and associated filters to the Ofqual Pre-Agreed Adjustments report:

• Provider

• Employer

• Standard

• Specialism

• Apprentice EPA

We have added the following fields and associated filters to the Ofqual report:

• Provider

• Employer

• Assessment Type

• Date Delivered

Other changes

• We have added the Standard and Specialism variables to all of the Reasonable Adjustment comms.

• We have fixed a bug where the Add Reasonable Adjustment was visible on the View Apprentice screen.

• We have fixed a bug where the View button for Reasonable Adjustments was visible on the Assessment Plan details when the user did not have Reasonable Adjustment permissions.

Impacted Areas

• Issue Management - Reasonable Adjustments

• Apprentice Management - Reasonable Adjustments

• Apprentice Listing

• Reporting - Ofqual Pre-Agreed Adjustments

• Comms

  • Reasonable Adjustment Rejected

  • Reasonable Adjustment Pending

  • Reasonable Adjustment Accepted

• Assessment Plan

• Assessment Plan Element

• Planning Meeting

• Apprentice side drawer

Permissions

No new permissions

high impact as Training suggested and new screen

EP-4643

bug

screen_changes

COC - Validation Failing On Screen

Overview

We have fixed a bug which caused the validation to fail on the change of circumstances screen. The screen now behaves as expected.

Impacted Areas

Change of circumstances screen.

EP-4633

bug

Assign Apprentice - date filtering

Overview

We have fixed a bug with the date filters on Assign Apprentice’s to take into consideration just the From date or To date being provided. It is now possible to only provide one of the dates.

Impacted Areas

Assign Apprentice listing screens

EP-4627

bug

screen_changes

Result Adjustment - Pulls latest questions instead of related

Overview

Fixed an issue where when performing a result adjustment the latest set of questions against an assessment component would be pulled through instead of maintaining the existing set against a result. This brings result adjustment into feature parity with edit result to ensure no data loss.

EP-4621

bug

screen_changes

Filters - removed deleted assessment components from screen filters.

Overview

Fixes a bug that caused deleted assessment components to appear in screen filters.

Changes to Functionality

The following screens have been updated to no longer show deleted assessment components within the components filter.

• Assessment Bookings → Book / Pending / Rejected / Resits and Retakes

• Entity Management → Contracts

Impacted Areas

• Assessment Bookings → Book / Pending / Rejected / Resits and Retakes

• Entity Management → Contracts

Permissions

• None

EP-4606

bug

New Assessment Booking - Fix to booking slot end times for each day

Overview

Fixed a bug effecting booking slots in the new assessment booking screens.

Changes to Functionality

When attempting to make bookings using the capacity slots. The last slot of each day would show the incorrect time based on the business hours. This has been corrected so that the slots will always properly take into account the duration of the assessment.

Low_Impact

EP-4602

bug

screen_changes

Provider/Employer User - Issue with Specialisms Filter In Apprentices

Overview

Fixed a bug I the apprentices tab of the provider and employer user editing screen. This bug caused the specialisms filter to be selectable when the page is first loaded and no standard is selected. This filter will now act as expected.

Impacted Areas

Provider User - Apprentices

Employer User - Apprentices

EP-4591

bug

screen_changes

Apprentice - locking down standard/specialism edit once gateway confirmed then rejected

Overview

We have fixed a bug where it was possible to edit an apprentices standard/specialism after their gateway had been confirmed/verified and was subsequently rejected.

Impacted Areas

Apprentice management screen

EP-4581

bug

screen_changes

Assessment Plan - milestone copy column header

Overview

We have fixed a bug to ensure that the Copy header for milestones is visible above the toggles on the Component details on the Assessment Plan.

Impacted Areas

Assessment Plan screen - Component details

EP-4570

bug

Dashboard Calendar - Displaying Multi Day Bookings Correctly

Overview

Fixed a bug with the dashboard calendar that prevented the dashboard calendar from displaying events correctly when they are booked to take place over multiple days. The calendar will now support multi day bookings and this will be consistent with the EPA availability calendar for example.

Impacted Areas

Dashboard - Calendar

EP-4569

bug

ESFA Submission - Failed submissions able to show as completed in error

Overview

We have fixed a bug in which ESFA submissions could enter the completed list without successfully submitting. ESFA submissions that receive a certificate reference but fail after this point should now enter into the rejected state and be re-submitable.

Impacted Areas

ESFA Submissions Screen

EP-4550

bug

Record of achievement - date filters

Overview

We have fixed a bug with the date filters on the Record of Achievement to take into consideration just the From date or To date being provided. It is now possible to only provide one of the dates.

Impacted Areas

Due to the underlying changes implemented with this fix, the following screens have been affected:

• Gateway listing screens (Enrolled, Confirmed, Pending, Rejected, Completed, and Archived)

• Assign Apprentices listing screens (Awaiting, Pending, Rejected, Confirmed)

• Book Planning Meetings (under Planning menu)

• Manage Assessment Planning Meetings (under Planning menu)

• ESFA submission

• Record of Achievement

EP-4453

bug

screen_changes

Bulk Upload - Change of Circumstance validation message

Overview

We have fixed a bug with the Change or Circumstance bulk import. Where the apprentice id is not included in the file, validation is triggered and the system will now return a message to the user to let them know that there is a problem with the apprentice id (previously, no message was returned to the user).

Impacted Areas

Bulk import - Change of Circumstance

EP-4442

bug

screen_changes

Dashboard Calendar - Calendar Will Not Show Events for an EPAM If They Are Not the Apprentice's EPA

Overview

Fixed a bug with the dashboard calendar that prevented the dashboard calendar from displaying events for EPA and EPAMs in certain circumstances depending on if they were assigned to the elements or apprentice.

Changes to Functionality

EPA/EPAM - They will now show events whether or not they are assigned to the element or the apprentice. This behaviour is now consistent for both user types.

Impacted Areas

Dashboard - Calendar

EP-4361

bug

screen_changes

Dashboard Calendar - Calendar Doesn't Take Users Assigned Standards Into Account

Overview

Fixed a bug with the dashboard calendar that meant that the calendar did not take a provider users assigned standards into account when displaying assessments and events. This has been updated so that the calendar will only show events that the user has the corresponding standard for.

Impacted Areas

Dashboard - Calendar

EP-4044

bug

screen_changes

Dashboard Calendar - Calendar Doesn't Display Microsoft 365 Synced Events

Overview

Fixed a bug with the dashboard calendar that prevented the dashboard calendar from displaying Microsoft 365 synced calendar events. These events will now display correctly, similar to the EPA availability calendar for example.

Impacted Areas

Dashboard - Calendar