Version 5.26.0 - 17/09/2024
Production Release Date: Sep 17, 2024 | Version: 5.26.0 |
UAT Release Date: Aug 20, 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 | screen_changes | Support Materials - added copy functionality. | OverviewThe copy functionality has been added to the Support Materials → Manage area. Changes to FunctionalityIt 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
Permissions
| low impact | |
| feature | screen_changesSETUP_REQUIRED | Apprentice Dashboard - Add ability to toggle the visibility of results to apprentices | OverviewAdded the ability to show the obtained grade against a component from within the apprentice dashboard, configurable on a per-provider basis. Changes to FunctionalityIt 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 screenThe 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 DashboardThe results within this screen previously showed the following text when a result was available: Your result is available: please contact your provider, <provider name>, for details. When the new setting is enabled, the apprentice will see their actual assigned outcome & grade type, instead of the generic message above. i.e.: Your result is available: Distinction (Pass). Apprentice ProfileThe 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
Permissions
The Coming Soon article includes screenshots:- | high impact Training Recommended/Advise to Training Providers | |
| feature | NEW_PERMISSIONS | Reporting - Assessment Elements - Create a new element attendees report | OverviewA new Assessment report has been created to show assessment plan element attendee information. Changes to FunctionalityA 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
Permissions
| low impact | |
| feature | screen_changes | Reporting - Gateway - Gateway Status report now offers a filter for Gateway Status | OverviewThe Gateway → Gateway Status report has been enhanced to offer a filter based on gateway audit status. Changes to FunctionalityThe 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
Permissions
| low impact | |
| feature | screen_changes | Reporting - Fields Added to Question Template Question Response Report | OverviewWe have added some additional fields the to Question Template Question Response report. The fields added are the following:
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 AreasReporting → Question Template Question Response Report | low impact | |
| feature | screen_changesSETUP_REQUIRED | Provider/Employer - Add option to select Role or Department Information | OverviewThe 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 FunctionalityThe 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-downsTwo new entries have been introduced to the custom drop-down screens, these are:
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 screensThe 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 tabsThe 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 reportsThe following reports have been updated to show the assigned job role against the 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
Permissions
The Coming Soon article has screenshots New Feature EP-4626 Provider/Employer - Add option to select Role or Department Information | low impact | |
| feature | screen_changes | Reporting - User Details - Add Purchase Order Number field | OverviewThe User Details report has been extended to include the purchase order number field from the user record. | low impact | |
| feature | screen_changes | Reporting - Add Additional Information to Result Tracking report | OverviewThe 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 | |
| feature | screen_changes | Apprentice Side Drawer - Reasonable Adjustments Widget - View Link | OverviewThe 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 | |
| feature | screen_changes | Reporting - Add Active filter to Provider/Employer reports | OverviewAn ‘Active’ column and filter has been added to the following reports:
| low impact | |
| feature | screen_changes SETUP_REQUIRED training recommended | MFA - Configurable MFA Method Requirement for User Types | OverviewWe 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 FunctionalityIn 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. Please Note: This option is currently a “Soft Requirement“, meaning that the user is still able to use the system, even when the user type option is enabled. However, each time they attempt to login they will be redirected back to the MFA screen with the aforementioned warning message. Impacted Areas
Permissions
The coming Soon document includes screenshots:- New Feature EP-3985 MFA - Configurable MFA Method Requirement for User Types | High Impact Setup will be needed for users that have a custom role. | |
| feature | screen_changes SETUP_REQUIRED RECOMMEND_TRAINING | Reasonable Adjustments - Phase 2 | OverviewWe have enhanced reasonable adjustments to include new functionality, and have also fixed some bugs. Changes to FunctionalityNew Processing ScreenWe 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 ReasonsWe 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: We have changed the circumstances under which a rejected reasonable adjustment can be edited, by not allowing external users to edit a rejected reasonable adjustment. Reasonable Adjustments Start and End DateWe 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:
Reasonable Adjustment Accepted AuditingWe 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:
ReportingWe have added the following fields and associated filters to the Ofqual Pre-Agreed Adjustments report:
We have added the following fields and associated filters to the Ofqual report:
Other changes
Impacted Areas
PermissionsNo new permissions
The Coming Soon article includes screenshots | high impact as Training suggested and new screen | |
| bug | screen_changes | COC - Validation Failing On Screen | OverviewWe have fixed a bug which caused the validation to fail on the change of circumstances screen. The screen now behaves as expected. Impacted AreasChange of circumstances screen. |
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| bug |
| Assign Apprentice - date filtering | OverviewWe 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 AreasAssign Apprentice listing screens |
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| bug | screen_changes | Result Adjustment - Pulls latest questions instead of related | OverviewFixed 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. |
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| bug | screen_changes | Filters - removed deleted assessment components from screen filters. | OverviewFixes a bug that caused deleted assessment components to appear in screen filters. Changes to FunctionalityThe following screens have been updated to no longer show deleted assessment components within the components filter.
Impacted Areas
Permissions
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| bug |
| New Assessment Booking - Fix to booking slot end times for each day | OverviewFixed a bug effecting booking slots in the new assessment booking screens. Changes to FunctionalityWhen 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 | |
| bug | screen_changes | Provider/Employer User - Issue with Specialisms Filter In Apprentices | OverviewFixed 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 AreasProvider User - Apprentices Employer User - Apprentices |
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| bug | screen_changes | Apprentice - locking down standard/specialism edit once gateway confirmed then rejected | OverviewWe 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 AreasApprentice management screen |
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| bug | screen_changes | Assessment Plan - milestone copy column header | OverviewWe 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 AreasAssessment Plan screen - Component details |
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| bug |
| Dashboard Calendar - Displaying Multi Day Bookings Correctly | OverviewFixed 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 AreasDashboard - Calendar |
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| bug |
| ESFA Submission - Failed submissions able to show as completed in error | OverviewWe 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 AreasESFA Submissions Screen |
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| bug |
| Record of achievement - date filters | OverviewWe 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 AreasDue to the underlying changes implemented with this fix, the following screens have been affected:
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| bug | screen_changes | Bulk Upload - Change of Circumstance validation message | OverviewWe 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 AreasBulk import - Change of Circumstance |
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| bug | screen_changes | Dashboard Calendar - Calendar Will Not Show Events for an EPAM If They Are Not the Apprentice's EPA | OverviewFixed 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 FunctionalityEPA/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 AreasDashboard - Calendar |
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| bug | screen_changes | Dashboard Calendar - Calendar Doesn't Take Users Assigned Standards Into Account | OverviewFixed 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 AreasDashboard - Calendar |
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| bug | screen_changes | Dashboard Calendar - Calendar Doesn't Display Microsoft 365 Synced Events | OverviewFixed 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 AreasDashboard - Calendar |
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Epic Link | key | type | Action Required | Release Notes Title | Release Notes Description | Potential Impact |
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