Version 5.28.0 - 12/11/2024

Production Release Date: Nov 12, 2024

Version: 5.28.0

UAT Release Date: Oct 15, 2024

EP-4355

task

Composer and NPM updates

Overview

Internal updates to epaPRO software.

Changes to Functionality

The underlying code libraries used within the development of epaPRO have been updated. This should not produce any functional changes.

Impacted Areas

• System-wide

Permissions

• None

low impact

EP-4702

feature

Notifications - Gateway reminder text improvement

Overview

The Gateway Coming Soon and Gateway Missed reminder notifications have been updated. When either are triggered for only a single apprentice then the apprentice’s name will be shown within the notification text instead of just a number one.

low impact

EP-4691

feature

ESFA Submission - Remove underline from apprentice name link

Overview

The apprentice name styling in the ESFA Submissions screen has been updated to ensure consistency with other areas of the system.

Changes to Functionality

Previously, apprentice names in this screen were displayed with default URL formatting (blue and underlined). This has been corrected, and now the names are highlighted in blue without the underline, matching the styling in other sections of the platform.

• Before: Apprentice names were blue and underlined.

• Now: Apprentice names are blue without the underline, consistent with the rest of the system.

Impacted Areas

Apprentice name styling in the ESFA Submissions screen under the Assessment section.

Permissions

None.

low impact

EP-4689

feature

Assessment Booking - Side drawer apprentice links

Overview

The UI for the Assessment Bookings table has been improved by merging the "Given Name" and "Family Name" columns into a single "Apprentice Name" column. A clickable link has also been added to this column, allowing easy access to detailed apprentice information through a side drawer.

Changes to Functionality

Previously, the table had separate columns for "Given Name" and "Family Name," which took up more space and felt redundant. These columns have been combined into a single "Apprentice Name" column, which is sortable for convenience. Additionally, clicking on the apprentice's name now opens a side drawer from the right, showing more detailed information about the apprentice.

• Before: Two separate columns for "Given Name" and "Family Name."

• Now: A single sortable "Apprentice Name" column. Clicking on the apprentice's name opens a side drawer with additional information.

Impacted Areas

• Apprentice details and name sorting in all the Assessment Bookings sub menu’s.

Permissions

None.

low impact

EP-4685

feature

Action Menu Enhancement in Pages Listing Screen

Overview

The Pages listing screen has been enhanced by combining all action buttons (such as Edit and Delete) into a single drop down menu. This change makes the screen cleaner and more organized.

Changes to Functionality

Before, the Action column had separate buttons for Edit and Delete, which made things harder to manage. Now, these buttons are grouped into a 3-dot icon. When you click on the 3 dots, a menu will open with options like Edit, Delete, and other actions related to the page.

• Before: Edit and Delete buttons were shown separately in the Action column.

• Now: A 3-dot icon replaces those buttons, and clicking it opens a menu with Edit, Delete, and other actions.

Impacted Areas

• Content management ➡️ Pages

Permissions

None.

low impact

EP-4684

feature

Changes to the Action Menu in News Listing Screen

Overview

The News listing screen has been made easier to use by consolidating all action buttons (such as Edit and Delete) into a single dropdown menu. This change makes the screen look cleaner.

Changes to Functionality

Before, the Action column had separate buttons for things like Edit and Delete. This made the screen feel crowded. Now, these buttons are all grouped together in a 3-dot icon. When you click on the 3 dots, a drop down menu will appear with options like Edit, Delete, and other actions related to News.

• Before: Separate Edit and Delete buttons in the Action column.

• Now: A 3-dot icon opens a menu with Edit, Delete, and other actions.

Impacted Areas

content management ➡️ News

Permissions

None.

low impact

EP-4683

feature

Actions Column Update for QA Question Templates

Overview

The QA Question Templates screen has been improved by combining the Edit/View and Delete columns into one Actions column. This change saves space and makes the screen look cleaner.

Changes to Functionality

Before, there were two separate columns for Edit/View and Delete actions, which took up more space. Now, these columns have been merged into a single Actions column. The new Actions column has a 3-dot icon, and when clicked, it opens a dropdown menu with options for View, Edit, and Delete.

• Before: Two separate columns for Edit/View and Delete.

• Now: A single Actions column with a 3-dot icon that opens a dropdown menu with View, Edit, and Delete options.

Impacted Areas

• Entity Management ➡️ QA Question Templates

Permissions

None.

low impact

EP-4681

feature

Manage Planning Meetings - Action menu buttons

Overview

The UI of action menu buttons for managing planning meetings has been updated from buttons to three dots, enhancing the user experience.

Changes To Functionalities

The action menu buttons were initially displayed horizontally in one row, but have since been converted into three dots, indicating a wider range of options.

Impacted Areas

Manage Planning Meetings listing screen

Permissions

None

low impact

EP-4649

feature

new_permissions

Reporting - New EPA Details Report and Added Case Load Limit to EPA Details Report

Overview

We have created a new report designed to provide basic information about an EPA. This report is called the EPA Details report under the EPA section of the reporting screen.

Changes to Functionality

The new EPA Details report provides a single row per EPA with various pieces of basic information relating to that EPA. This report currently provides much of the same information as can be found in the EPA information report but displays it per EPA. We have also added a new field to this report which is the caseload limit.

Permissions

A new permission has been added for this report. This permission is titled EPA Details and is found in the reporting section.

By default this report is available to:

• Admin Users

• Owner Users

• Awarding Organisation Users

low impact

EP-4399

feature

Setup_Required , Screen_Changes , Recommend_Training

Results/Certifications - Result Releasing

Overview

An optional extra stage has been added to epaPRO to delay the releasing of results/certifications to the public. This work also comes with SLA enhancements.

Changes to Functionality

Provider screens

A new setting has been added into the edit/view Providers screen (Settings Tab → Auto Release Outcomes). This new setting will control whether results and certifications conducted against this provider will require manual release to external users (such as apprentices, providers, and employers). This step occurs either after QA, or after result submission (in the cases where a result is not sampled for QA).

Result screen changes

The assessment result screen has been amended to now automatically release the result on submission, subject to the following criteria:

• The result is not sampled for QA

• The provider is configured to automatically release outcomes

If either of the above are not true, then the result submission will instead place the result in a “pending outcome release” state

If the grade is not released at this stage, a new action will be created for any user that has the Process Outcome Releases permission to release the outcome.

Resits and Retakes

The functionality surrounding resits and retakes has been amended to take the new outcome release step into consideration. From now on, resits and retakes will not be considered available until the result is released.

Any failure type grade that requires a resit will now not be possible to rebook until the failed grade is released to the external users. As mentioned above, void results will not require this manual releasing step.

In the case of retakes, an apprentice will not enter the retake review status until the retake is released.

Certification screen changes

The certification screen has been amended to now automatically release the certification on save, controlled by the provider being configured to automatically release outcomes.

If not, then the certification will instead be placed in a “pending outcome release” state.

If the grade is not released at this stage, a new action will be created for any user that has the Process Outcome Releases permission to release the outcome.

Release Outcomes screen

A new screen has been introduced within the Assessment → Release Outcomes menu, controlled by the new permissions (“Read” and “Process” Outcome Releases) - this new screen will list any results and/or certifications that are pending release to external users, providing the corresponding apprentice is not deleted, and is deemed “active” (apprentice statuses “In Assessment”, “Completed” and “Certified”).

The screen can be filtered using the normal screen filters (such as search, cohort ID, provider, employer, standard, etc.) along with entity type (result or certification), component type (in the case of results), and dates.

From within this screen, outcomes can be released either individually or in bulk, using two methods - “Now” or “Scheduled”. Selecting the “Now” option will release the outcome as soon as the submit button is pressed, allowing for immediate availability. If the “Schedule” option is chosen, the outcome can be released at a date/time of the user’s choosing, providing the date/time selected is not in the past.

If an outcome is released immediately, the outcome should disappear from the screen and no longer be available. If scheduled, the outcome should remain in the screen along with it’s scheduled date. Until the outcome is released by the schedule, the schedule can be updated by editing the release (the outcome can also be released instantly by selecting the “Now” option and resubmitting).

QA listing screens

The QA listing functionality has been updated to consider results and certifications that have not been released as Pending/In QA, if the logged in user is an external user type. Note that this will only be applicable if an external user type is given access to this listing screen – internal users should be unaffected.

QA show/edit screens

The QA screen has been updated to allow users with QA and Process Outcome Release permissions to release an outcome at the point that it is signed off at QA.

The declaration box has been updated within the QA screen to now show an additional toggle - “Release Outcome with QA?”. Setting this toggle to “on” before submitting the QA will cause the outcome to be released at the same time as the QA being completed.

Assessment Profile screen

The assessment profile screen has been enhanced to take into consideration the new “Pending outcome release” status of both results and certifications.

When logged in as an external user, an outcome will remain at status “pending QA” until the outcome is released - even when the grade has not been sampled for QA.

When logged in as an internal user, the grade details can be seen once the outcome is “complete” (i.e. past QA or not sampled), but will inform the user that the outcome is pending release via a badge. Users that have the permission to release outcomes will be presented with a new primary action button to take them to a, pre-filtered list based on the selected apprentice’s ULN.

In addition to this, internal users will also see the programme checklist items show as an amber warning instead of green, when a result or certification is complete but has not been released yet. In the case of external users, they will continue to show as grey and incomplete.

Element Side-drawer

The element side-drawer has been updated in a similar way to the assessment profile, to show when a result or certification is pending outcome release. The grade will be hidden from external users until the outcome is released. Internal users will also see the result/certification status as an amber warning, instead of green, when a result or certification is complete but has not been released yet. In the case of external users, they will continue to show as grey and incomplete.

In addition to this, the results widget will also offer internal users with processing permissions a shortcut button to release the outcome - this works in a similar way to the primary action button mentioned within the assessment profile section.

Apprentice Profile screen

The apprentice profile has also been updated with additional enhancements to honour the new outcome release logic.

Viewing the apprentice profile as an external user prior to outcome release will hide result and certification grades. Internal users will see the grades, but will see a “pending outcome release” badge, to confirm this is not available to the public yet.

Action changes

As part of this work, the following actions have been added or amended to keep actions and SLAs in line:

• Certification is pending outcome release

  • Is created when a certification QA is completed

  • Is assigned to any users that have the new Process Outcome Releases permission

  • Completes when the certification outcome is released (either automatically due to the provider setting, or via the “Now” or “Scheduled” methods from within the new Assessment → Release Outcomes screen)

  • Will pause when an apprentice enters an apprentice status not deemed “active” (such as “Back into Learning”, “Retake Review”, etc.)

• Result is pending outcome release

  • Is created when either a result QA is completed, or a result is submitted and deemed to not require QA

  • Is assigned to any users that have the new Process Outcome Releases permission

  • Completes when the result outcome is released (either automatically due to the provider setting, or via the “Now” or “Scheduled” methods from within the new Assessment → Release Outcomes screen)

  • Will pause when an apprentice enters an apprentice status not deemed “active” (such as “Back into Learning”, “Retake Review”, etc.)

These actions (like other actions) will appear within the actions side-drawer, and within the “My To-Do’s” screen, with a shortcut button to the Assessment → Release Outcomes screen.

SLAs

As part of this work, various changes have been made to the way that SLAs track the apprentice journey. Though some of these changes are under the hood to improve the way epaPRO does this, there are also some frontend changes. These are:

• A new SLA has been introduced to measure the Time from Result Completed to Outcome Released

  • This will record the time from the result being marked as “complete” (either by passing QA, or not requiring QA at the point of submission) to the time the result is released (either via the “now” or “schedule” options)

• A new SLA has been introduced to measure the Time from Certification Completed to Outcome Released

  • This will record the time from the certification being marked as “complete” (by passing QA) to the time the result is released (either via the “now” or “schedule” options)

• The pre-existing combined SLA of “Time from Element Scheduled to QA Published” has been extended to become “Time from Element Scheduled to Outcome Released”

  • This is so that the SLA can continue to monitor based on it’s original function (time from element scheduled to the outcome being available), but with additional benefits

    • Because Outcome Release will always happen regardless of the QA requirement, this grants a much more consistent endpoint

    • It also allows for the element to change between these stages, as the endpoint of the SLA is guaranteed, and will only happen once

  • This should not affect previous reporting data (regarding breaches vs non-breaches) as it is assumed that results were released at the point as they became available, though the columns in the report have been updated to reflect the new measuring point (outcome released date is shown instead of the QA completion date)

• The pre-existing SLA “Apprentice Time in EPA” has received various tweaks

  • Prior to this development, this SLA was introduced into the System Management screen, but had very little code to measure this information. There was also not a report available to see any data

  • This work will now (due to changes under the hood within epaPRO) correctly monitor the total time an apprentice is in EPA - from gateway approval through to certification outcome release

  • This SLA will pause when an apprentice enters an apprentice status not deemed “active” (such as “Back into Learning”, “Retake Review”, etc.)

Reporting changes

The following reports have been created/amended as part of this development:

• Assessment → Assessment Pass/Fail

  • Assessment results will now be added to the figures when the outcome has been released, not when the result was completed (QA’d or skipped)

• Assessment → Assessment 1st Time Pass

  • Assessment results will now be added to the figures when the outcome has been released, not when the result was completed (QA’d or skipped)

• Assessment → Result Tracking

  • Many fields will only be displayed if either:

    • The user is internal and the result has been completed

    • The user is external and the result outcome has been released

  • The list of fields is:

    • date_delivered

    • date_result_added

    • date_qa_added

    • date_qa_published

    • category

    • result

    • is_alternative

    • grade_type

    • result_next_action

    • submitted_date

    • submitted_by

    • available_date (now uses outcome released date, not the result completed date)

    • qa_required

    • qa_complete

    • outcome_released (new field)

    • outcome_additional_info

• QA → Outcome Releases

  • A new report that shows the outcome releases that have taken place

  • This will include backdated entries for any results/certifications that have been completed up until the date this work is deployed

    • These will have an outcome release method of “Legacy”

  • The report offers all the standard filtering expected for result/certification style reports, along with some new ones:

    • Outcome Release Type

      • Results or Certifications

    • Outcome Release Method

      • System

      • Manual

      • Manual With Certification

      • Scheduled

      • Scheduled With Certification

      • Legacy

      • Released With QA

• Certification → Certification Overview

  • Many fields will only be displayed if either:

    • The user is internal and the certification has been completed

    • The user is external and the certification outcome has been released

  • The list of fields is:

    • certification

    • certification_name

    • certification_date

    • certification_created

    • earliest_esfa_submission_date

    • qa_name

    • qa_created

    • epa_feedback

    • epa_next_steps

    • esfa_certificate_ref

    • esfa_submission_type

    • qa_complete

    • qa_published_date

    • outcome_release_date (new field)

• Certification → Ofqual

  • Results now show show based on the outcome being released, not the result being completed (QA’d or skipped)

• Certification → Certification Pass/Fail

  • Certifications will now be added to the figures when the outcome has been released, not when the certification was completed (QA’d)

• Certification → Certification 1st Time Pass

  • Certifications will now be added to the figures when the outcome has been released, not when the certification was completed (QA’d)

• Certification → Average Days in EPA

  • The average_time_in_epa will now calculate using the outcome release date and the apprentice audit date, not the qa published date as previously used

• Financials → Result Outcome Actions

  • Results now show show based on the outcome being released, not the result being completed (QA’d or skipped)

  • Outcome release date has been added as an available date filter

• Financials → Certification Billing

  • Certifications now show show based on the outcome being released, not the certification being completed (QA’d)

  • Outcome release date has been added as an available date filter

• Financials → Advanced Certification Billing

  • Outcome Release date has been added as an available date filter

• SLA → SLA Overview

  • A new certification_outcome_release_date column has been introduced that will show the certification outcome release date

  • Certification outcome release date has been added as an available date filter

• SLA → SLA Detailed

  • Two new columns have been introduced:

    • result_outcome_released_date

    • certification_outcome_released_date

  • Result Released Date & Certification Released Date have been added as available date filters

• SLA → SLA - Time from element scheduled to result outcome released

  • The pre-existing “SLA - Time from element scheduled to QA published” report has been renamed and updated to work based off the outcome release date, not the QA published date.

    • This reflects the changes to the actions and SLAs mentioned earlier

  • As part of these changes, the following fields have been renamed:

    • result_published_date → outcome_release_date

• SLA → SLA - Time from result complete to outcome released

  • A new report to track the time taken from a result being completed (QA’d or skipped) to result outcome released

  • This report offers all of the normal filters shared with other SLA reports

• SLA → SLA - Time from certification complete to outcome released

  • A new report to track the time taken from a certification being completed (QA’d) to certification outcome released

  • This report offers all of the normal filters shared with other SLA reports

• SLA → SLA - Apprentice Time in EPA

  • A new report to track the time taken for an apprentice to go through EPA (gateway approval date to certification outcome release)

  • This report offers all of the normal filters shared with other SLA reports

API

The following API endpoints have been updated by this functionality. The details of this are below:

• GET result/ & GET result/:id

  • Will now only return released results if accessing the API as an external user

    • Internal users will still get results if they are post QA or were not selected for sampling

    • Note that AO users continue to get all submitted results, even if they are not through QA.

  • A new field “outcome_release_datetime" has been added to the return data - if populated for an internal user, they will know this is also available to external users

• GET certification/& GET certification/:id

  • Will now only return released certifications if accessing the API as an external user

    • Internal users will still get results if they are post QA

  • A new field “outcome_release_datetime" has been added to the return data - if populated for an internal user, they will know this is also available to external users

In addition to this, the API queue will now only publish the following entries when an outcome is released, instead of relying on the QA / skipping of QA as it did previously:

• publish_certification

• certification_result_available

• publish_result

These can then be used to pull the new data mentioned above using the normal routes.

Impacted Areas

• Provider

• Assessment Results

• Certification

• QA

• SLAs

• Actions

• Reporting

• Element Side-drawer

• Certification Side-drawer

• Assessment Profile

• Apprentice Profile

• External Services

• API

Permissions

• Outcome Release → Process

  • Given to owner and awardingorganisation roles by default

• Outcome Release → Read

  • Given to owner and awardingorganisation roles by default

medium impact

Set to Medium because this will need training & setup if used. But you can choose to use it.

EP-4779

bug

Bulk Upload - Providers - fix upload error when attempting to create or update a provider.

Overview

Fixes a bug that prevented the import of new providers.

Changes to Functionality

When attempting to create a new provider user via the bulk import functionality, it was not possible as an error was thrown. This error has now been resolved, and bulk import should now work as expected.

Impacted Areas

• Provider - bulk import.

Permissions

• None

EP-4716

bug

API - Reasonable Adjustments Date

Overview

Fixed a bug where reasonable adjustment data was not showing within the showById and showByUsername apprentice endpoints within the API.

Fixed a bug where reasonable adjustments that cover an entire programme duration cause the apprentice endpoints to fail.

EP-4714

bug

Audit Log pronouns, pronunciation and preferred names fields are not tracked

Overview

Fixed a bug where the preferred name, pronunciation, and pronouns were not logging correctly within the change log.

EP-4711

bug

Notifications - amend the description of the Gateway Coming Soon notification so that it correctly says "next 30 days"

Overview

The "Gateway Coming soon" description in the communication email template has been updated from "next 7 days" to "next 30 days."

EP-4705

bug

Reasonable Adjustments - UI Fix

Overview

This update brings a minor UI improvement to the 'Add Reasonable Adjustment' form in the apprentice list. The form now has a consistent top margin to match the appearance of other forms in the system.

Changes to Functionality

Previously, the 'Add Reasonable Adjustment' form opened from the three-dot menu in the apprentice list without a top margin, which caused it to look inconsistent with other forms. This has now been fixed, ensuring the form displays with proper spacing for a cleaner and more cohesive appearance.

• Before: The form was missing a top margin.

• Now: The form displays with appropriate spacing, aligning with the standard presentation used across other forms in the system.

Impacted Areas

• The 'Add Reasonable Adjustment' form in the apprentice list.

Permissions

None.

EP-4704

bug

SLA - Calculations over multiple excluded days

Overview

Fixed a bug where SLA counters were not pausing correctly over excluded day periods greater than one day i.e. Christmas closures.

EP-4659

bug

Apprentice - Processed By error

Overview

Fixed an issue where the apprentice’s user id was being incorrectly recorded against the programme as the created by user. The correct user is now recorded going forward.

EP-4657

bug

Apprentice Profile - apprentice name not showing in header for past programmes

Overview

The issue with the apprentice name in the header is resolved when examining past programs of the apprentice.

Changes To Functionalities

Fixed an issue where the apprentice name was not visible for the past programmes in the apprentice profile, now its showing the apprentice name for both active and past programmes.

Impacted Areas

Apprentice Profile

Permissions

None

EP-4652

bug

Availability and Calendars - Duplicate entries showing for rebooked elements

Overview

Fixed a bug in which elements that had been rebooked were showing up multiple times in both the dashboard and EPA availability calendar.

Changes to functionality

The calendars will now only take into account the most recent active or pending booking for any given element, meaning that the information displayed is up to date and relevant.

EP-4650

bug

Dashboard Calendar - Fixed bug with cancelled bookings showing

Overview

Fixed a bug in which caused booking to still appear on the EPA availability calendar when an apprentice had their bookings cancelled after a COC or suspension.

Changes to functionality

The calendars will now not display cancelled elements and will only show the most recent active or pending elements meaning that the information shown is correct and up to date.