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Version 5.31.0 - 11/02/2025

Version 5.31.0 - 11/02/2025

EPAPRO Logo_RGB.png

 

Production Release Date: Feb 11, 2025

Version: 5.31.0

UAT Release Date: Jan 14, 2025

A PowerPoint document to accompany this release can be downloaded or viewed here -

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

Epic

Key

Type

Action Required

Summary

Release Notes Description

Potential Impact

 

EP-4706

TASK

 

Composer and NPM updates

Overview

Updated various packaged used by epaPRO to ensure continued security and functionality enhancements.

Changes to Functionality

The underlying packages that support epaPRO have been updated to ensure that epaPRO is running with the latest security and vulnerability fixes. These updates also provide additional developer tools.

Impacted Areas

  • System Wide

Permissions

  • None

low_impact

 

EP-4888

feature

 

Assessment Result - Remove mandatory question validation when entering a void type result

Overview

Mandatory questions are no longer required when submitting a void type result.

Changes to Functionality

The assessment result screen has been updated to no longer enforce the mandatory flag, held against the assessment component questions, when submitting a void type result.

Impacted Areas

  • Assessment Results

Permissions

  • None

low_impact

If used we suggest information passed to users.

 

EP-4867

feature

 

Standard - Ofqual Qualification Number Validation Update

Overview

Validation for the Ofqual Qualification Number field has been updated to support additional characters, ensuring compatibility with qualification numbers containing letters, numbers, and forward slashes (e.g., 603/4829/X).

Changes to Functionality

  • Updated validation logic to allow letters (e.g., "X") in addition to numbers and forward slashes (/).

  • Resolved an issue where entries containing letters, such as "603/4829/X," were being incorrectly rejected.

  • validation highlighting has been fixed for the Ofqual Qualification Number field.

These changes ensure that Ofqual Qualification Numbers can be entered according to the Ofqual Qualification Numbers pattern .

Impacted Areas

>Entity Management -> Standards ->External Details Tab> Ofqual Qualification Number field

Permissions

No new permissions.

low_impact

 

 

EP-4851

feature

 

Bulk Upload - Documentation re-design

Overview

We have updated the format of the bulk import documentation so that it better aligns with the epaPRO branding. As part of this we have also added the additional optional column information to each of the imports, where they were previously not included in the documentation.

Impacted Areas

Bulk upload > Documentation

Permissions

No new permissions

low_impact

 

EP-4846

feature

 

Reporting - Add Apprentice Name to Ofqual Adjustment Reports

Overview

Enhancements have been made to the Ofqual adjustment reports to include the "apprentice_name" column for improved clarity and usability.

Changes to Functionality

The following updates have been made to the reports:

  • Apprentice → Ofqual Pre-agreed Adjustments report: The "apprentice_name" column has been added after the "UniqueLearnerNumber" column.

  • Assessment → Ofqual Post-mark Adjustments report: The "apprentice_name" column has been added after the "UniqueLearnerNumber" column.

These updates ensure the apprentice's name is included for better identification and reporting accuracy.

Impacted Areas

-> Reporting: Apprentice → Ofqual Pre-agreed Adjustments report
-> Reporting: Assessment → Ofqual Post-mark Adjustments report

Permissions

No new permissions.

low_impact

 

EP-4833

feature

 

Assessment Result - Download CSV of question answers

Overview

A new feature has been introduced to the Assessment Result View screen, allowing users with appropriate permission(s) to download question and answer data in CSV format.

Changes to Functionality

A new download button has been added to the Question Form area on the Assessment Result View screen. With this new feature the user with appropriate permission(s) will be able to download questions/answer data in CSV format against a particular assessment result element.

The downloaded CSV data contains question and answer keys as columns of the CSV file, with the corresponding data as rows for the respective question and answer.

Impacted Areas

Assessment Result View Screen

Permissions

None

low_impact

 

EP-4831

feature

SETUP_REQUIREDNEW_PERMISSIONS

recommend training

Apprentice files - delete permission

Overview

We have added a new permission to make is possible to restrict which users can delete apprentice files.

Changes to Functionality

A new permission has been added to the Apprentice Files section of the user Permissions screen, called Delete. Additional screen changes have been made to the Apprentice Files tab of the Apprentice Profile screen to now use this permission to determine which users can delete apprentices files via this new permission.

We have granted this permission to any user/system role/custom role that currently has any of the permissions listed below, so this will not affect any system users and therefore there is no change in existing functionality.

All current users/roles with the permissions listed below that previously had the ability to delete apprentice files, will continue to be able to.

Users/roles with the following permissions have been assigned the new Apprentice Files > Delete permission :

  • Assessment > Create Assessment

  • Assessment > Update Assessment

  • Assessment > Create Assessment Info

  • Assessment > Update Assessment Info

  • QA > Create

  • QA > Update

  • Certification > Create

  • Certification > Update

  • Gateway Review > {{Update }}

  • Apprentice Files > Upload

Users will continue to only be able to delete their own files, unless they have the Apprentice Files > Delete Any permission.

Going forward, for any user that does not have the Awarding Organisation / Owner role, that needs to be able to delete apprentice files, this new permission will need to be given to either the role they are assigned to (giving everyone assigned to that role the permission) or given to the the user directly.

This change will also affect the unlinking of apprentice files. For users to be able to unlink a file, they will now need the Apprentice Files → Delete permission.

Impacted Areas

Apprentice Profile > Apprentice Files tab

Assessment info

Milestones

QA

Results / Result Adjustments

Gateway

Certification

Reasonable Adjustments

Appeals

Apprentice Dashboard

Permissions

Apprentice Files > Delete

Further info can be viewed here , including a video.

New Feature EP-4831 Apprentice files - delete permission

medium_impact

Set to medium as recommend training/knowledge is passed on

 

EP-4801

feature

SETUP_REQUIRED NEW_PERMISSIONS screen_changes

recommend training

Bulk import - provider sub user

Overview

 We have added functionality to allow provider users to be uploaded in bulk to epaPRO.

Changes to Functionality

Two new bulk uploads have been added to the Provider tab of the bulk upload screen. These are Create Provider Sub-User and Update Provider Sub-User which are given access to via the Provider Users > Bulk Import permission.

The import for this bulk upload has the following columns:

  • provider_id - This is the ID of the provider that the sub-user belongs to and is required

  • given_name - This is the given name of the user and is required

  • family_name - This is the family name of the user and is required

  • can_login - Determines if the user can log into epaPRO

  • email - This is the email address of the user and is required

  • telephone - This is the telephone number of the user and is required

  • preferred_name - This is the preferred name of the user

  • pronunciation - This is the pronunciation of the user

  • user_pronouns_id - This is the pronoun of the user. There is a finder provided within the bulk upload area called User Pronouns to aid with determining the correct id

  • purchase_order_number - A purchase order that can be associated with the user

  • job_role_id - The job role that is associated with the user. There is a helper provided within the bulk upload area called Provider Job Roles to aid with determining the correct id

  • is_technical_expert- Determines if the user is a technical expert

  • additional_information - Any additional information that is associated with the user

When updating a provider sub user there an additional field:

  • id - this is the id of the user that is being updated

Impacted Areas

 Bulk upload > Providers

Permissions

Provider Users > Bulk Import

medium_impact

Set to medium as training/knowledge should be shared

 

EP-4718

feature

NEW_PERMISSIONS

Reporting - EPA Risk Rating Audit

Overview

We have added auditing of EPA standard/specialism risk ratings with a new report to output this information.

Changes to Functionality

When an EPA standard/specialism risk rating is added/updated via the EPA/EPAM Management screen an audit will be made to reference this change.

This information can be seen via a new report that we have added to the EPA section of reporting called EPA Risk Rating Audit. We advise that this report is considered to be internal only. As such, only Awarding Organisation users have been given the related reporting permission (see below) by default.

The report details the following information:

  • EPA name,

  • EPA email,

  • EPA manager name,

  • Active (the EPA active status)

  • Standard name

  • Specialism name

  • The name of the user that added the risk rating

  • The old risk rating (where applicable)

  • The new risk rating

  • The date the risk rating was added

The data included in this audit will not be back-dated before the implementation of the audit.

Impacted Areas

EPA Management Screen,

Reporting > EPA Risk Rating Audit Report

Reporting > EPA search filter

Permissions

EPA Risk Rating Audit - located under the reporting section of permissions. This allows visibility of the EPA risk rating audit report. Only Awarding Organisation users have been given this permission.

low_impact

 

EP-4698

feature

 

Bulk Upload - Change of circumstances documentation

Overview

We have updated the Change of Circumstances Bulk Upload documentation to reflect the changes with the Back into Learning process within epaPRO. As this is now undertaken via the Assessment Profile Screen, we have removed this option from the Bulk Import.

Impacted Areas

Bulk upload > Documentation

Permissions

No new permissions

low_impact

 

EP-4688

feature

 

Assign Apprentice - Add side drawer link for EPA/EPAM in assignment modal

Overview

The apprentice pop-up modal now features drawer links visible in both the apprentice and epa names.

Changes To Functionality

Clicking on process button in the apprentice listing, open up a pop up modal where:

  • Apprentice name changed from given and family name to apprentice name.

  • Apprentice and EPA names updated with drawer links.

  • Clicking on Apprentice/EPA name opens drawer on right side of screen.

Impacted Areas

Apprentice listing pop-up modal

Permissions

None

low_impact

 

EP-4687

feature

 

Assign Apprentice - Add side drawer link for apprentice on listing screens

Overview

A drawer link added to the apprentice listing screen, which upon clicking will open up the summarize details on the right side of the listing screen.

Changes To Functionality

The given name and family name have now been combined into the new "Apprentice Name" field. Clicking this will open the apprentice side draw allowing you to easily view the apprentices details.

Impacted Areas

  • Apprentice listing

Permissions

None

low_impact

 

EP-4682

feature

 

Action Menu Enhancement in RoA Listing Screen

Overview

The Record of Achievement (RoA) listing screen has been improved by consolidating multiple action buttons into a single dropdown menu. This change enhances the interface's clarity and ease of navigation.

Changes to Functionality

Previously, the Action column displayed individual buttons such as "Email ROA" and "Manually Process ROA," which cluttered the screen. These actions are now grouped under a three-dot icon.

Clicking the icon opens a dropdown menu containing options like "Email ROA" and "Manually Process ROA," creating a cleaner and more streamlined interface.

Impacted Areas

-> Assessment -> Record of Achievement

Permissions

No new permissions were introduced as part of this update.

low_impact

 

EP-4907

bug

 

Assessment Result - editing of submitted result goes into result outcome even if disabled on Provider

Overview

Fixes a bug where void results were not automatically put through outcome release.

Changes to Functionality

The assessment result screen has been updated to ensure that a result that is changed post submission from a grade that requires QA to a grade that doesn’t will automatically release, should the provider setting be enabled to do so.

Impacted Areas

  • Assessment Result

Permissions

  • None

 

 

EP-4875

bug

 

Communications - communications can be incorrectly sent to a provider sub-user who doesn't have that standard assigned

Overview

Fixes a bug that prevented Reasonable Adjustment communications from obeying the sub-user standard limits that have been applied.

Changes to Functionality

It was previously possible to receive a notification relating to a reasonable adjustment, when a provider sub-user has been assigned a limited number of standards to the main provider entity.

This has been resolved for this notification, as well as proactively fixed for others.

Impacted Areas

  • Communications → Retake Review Approved

  • Communications → Retake Review Rejected

  • Communications → Reasonable Adjustment Submitted

  • Communications → Reasonable Adjustment Accepted

  • Communications → Reasonable Adjustment Rejected

  • Communications → EPA Assign Element Decision Assigned

  • Communications → EPA Assign Element Decision Unassigned

  • Communications → EPA Assign Element Decision Accepted

  • Communications → EPA Assign Element Decision Rejected

  • Communications → Result Required

Permissions

  • None

 

 

EP-4870

bug

 

Reporting - Fix for Provider and Employer Filters in Apprentice Notes

Overview

The provider and employer filters in the Apprentice Notes report were not working as expected. This update fixes the issue by ensuring the back-end code supports these filters, allowing users to limit results effectively.

Changes to Functionality

Previously, while provider and employer filtering options were visible in the Apprentice Notes report, they did not function because the back-end code was missing support for these filters.

Now, the back-end has been updated to enable proper filtering by provider and employer, allowing users to narrow down the report results based on these criteria.

Impacted Areas

> Reporting> View All-> Apprentice -> Apprentice Notes ->Provider and Employer filters

Permissions

No new permissions.

 

 

EP-4849

bug

 

Apprentice Side Drawer - Standard Display Consistency Update

Overview

The way the standard information was shown in the Programme widget of the apprentice side drawer was different from how it appeared in other parts of epaPRO, like the assessment profile. This update fixes that so everything looks the same across the system.

Changes to Functionality

The Programme widget in the apprentice side drawer now uses the same template as other areas. This ensures the standard information is displayed in the same format everywhere, making it easier to read and consistent throughout epaPRO.

Impacted Areas

-> Apprentice details side drawer -> Programme widget

Permissions

No new permissions.

 

 

EP-4834

bug

 

Assessment Plan - Unable to submit due to outstanding actions

Overview

Fixed an issue when where an EPA user try to submit the assessment plan which has outstanding actions.

Changes to Functionality

Fixed an issue where an EPA user try to submit the assessment plan for an element with oustanding actions results from the either resits or retakes. With this fix, the system now checks if the assessment result has been submitted before permitting the assessment plan submission. If the result is submitted, the assessment plan can proceed, provided all other conditions of assessment plan submission are also met.

Impacted Areas

Assessment Plan

Permissions

None

 

 

EP-4828

bug

 

Release Outcome - improve database inefficiencies.

Overview

Various outcome release fixes to ease database load.

Changes to Functionality

Use of the outcome release functionality on production environments has highlighted some database inefficiencies - this ticket attempts to elate those inefficiencies.

Impacted Areas

  • Assessment Result

  • QA

Permissions

  • None

 

 

EP-4826

bug

 

Assessment Plan - Prevent Duplicates

Overview

Fixed an issue where it was possible to create multiple active assessment plans from the same planning meeting.

 

 

EP-4789

bug

 

Fix for Component Duration Display Over 24 Hours in Assessment Plan Booking

Overview

We have resolved issues with displaying component durations exceeding 24 hours in the Assessment Plan Booking. This fix ensures that all durations, including those over 24 hours or in multiples of 24 hours, display accurately and function without errors.

Changes to Functionality

Previously, component durations had inconsistent behavior:

  • Durations under 24 hours displayed correctly (e.g., 630 minutes as 10 hours and 30 minutes, 1439 minutes as 23 hours and 59 minutes).

  • Durations at multiples of 24 hours (e.g., 1440 minutes or 48 hours) incorrectly displayed as 0 hours and 0 minutes, triggering the error message: “Could not get timetable: Please set the number of hours and minutes for this assessment.”

  • Durations exceeding 24 hours but not in multiples of 24 (e.g., 1441 minutes or 28 hours) displayed only the remainder, such as showing 1442 minutes as 2 minutes.

Now:

  • All component durations over 24 hours, whether in multiples of 24 hours or partial increments, display correctly as their total duration.

  • This update ensures accurate representation of time and eliminates the previous errors.

Impacted Areas

-> Assessment Plan Booking

Permissions

No new permissions were introduced as part of this update.

 

 

EP-4725

bug

 

Reporting- EPA Information and EPA Details reports

Overview

EPA information and EPA details reports are accessible to apprentice/provider/employer user types with permission EPA Details and EPA Information respectively, however, no results will be returned for these user types for security reasons.

Changes to Functionality

The EPA information and EPA details reports have undergone changes to enhance security for users like apprentices, providers, and employers with permissions to view it. Results will no longer be returned for these user types. Additionally, an internal flag has been added to EPA details and EPA information reports, indicating we advise that these reports are made available to internal users only.

Impacted Areas

EPA Information and EPA Details reports

Permissions

No new permissions

 

Epic Link key type Action Required Release Notes Title Release Notes Description Potential Impact
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