Version 5.33.0 - 08/04/2025

Production Release Date: Apr 8, 2025

Version: 5.33.0

UAT Release Date: Mar 11, 2025

API - New Data API

EP-4963

FEATure

API - Internal changes to V1 to prepare for V2 creation

Overview

Internal changes to API version v1, to prepare for the creation of v2.

Changes to Functionality

To cater for the impending creation of the v2 API, internal groundwork has been laid, to allow concurrent running of both versions.

Note that no functional differences should occur in v1 as part of these changes.

Impacted Areas

• API → V1

Permissions

• None

low impact

EP-4896

FEATure

screen_changesSETUP_REQUIRED

Surpass - Extend to support multi-centre and up to 4 test papers

Overview

Added centre selection and additional test references for Surpass external assessments

Changes to Functionality

Centre configuration

It was previously only possible to have one centre configured for use in the Surpass integration within epaPRO - this was set by Skilltech against the epaPRO environment and had to be changed by a member of support. This centre has now been moved into a new custom drop-down (Surpass Centres) so that it can be configured by EPAO users directly within epaPRO. By default, the centre already configured will appear in this custom drop-down list, with the ability to add additional centres.

Test reference configuration

It was previously possible to configure two Surpass test references against an assessment component (External Test Reference and Alternative External Test Reference). To enhance this functionality, two more reference/description fields have been added, allowing up to four paper configurations against an assessment component (External Test Reference 3 and External Test Reference 4).

Assessment Booking / Assessment Plan changes

To cater for these new options, the following has been introduced into both the Assessment Bookings and Assessment Plan screens:

• Configured centres now appear within a drop-down list, so the user can select which centre they wish to use for this Surpass booking

• The tests drop-down will now show the two additional tests, if they are set up against the corresponding assessment component

Reporting

The following reports have been updated to highlight the addition of the new test references:

• Miscellaneous → Assessment Components

  • Shows the additional test references as the following columns:

    • external_assessment_ref_3

    • external_assessment_ref_4

Impacted Areas

• Entity Management → Custom drop-downs

• Entity Management → Assessment Components

• Assessment Plan

• Assessment Booking

• Reporting

Permissions

• None

Medium impact

Potential Setup Required

EP-4940

FEATure

API - Queue events

Overview

 We have enhanced the API triggered event queue writes to ensure that they are consistent.

Changes to Functionality

 When an apprentice is created/updated or a Change of Circumstance is processed via the API the action will now be written to either one of the event queues. So if the action was triggered by an AO user, the action will be written to the provider event queue and if the action was triggered by an external user, the action will be written to the AO event queue.

Impacted Areas

 API

Queue (provider and AO)

Permissions

No new permissions

Medium impact

EP-4926

FEATure

Implement debouncing for searches on screens and globally

Overview

To improve the user experience and server performance a delay of 300ms has been added to the search inputs on the listing screens and individuals inputs of the system.

Changes to Functionality

• Implemented 300ms debounce delay across all search operations

• Added 300ms debounce delay to search enabled inputs fields on the system

• Requests now wait for 300ms user in-activity before triggering

Impacted Areas

• Listing screens

• Search enabled input fields

Permissions

None

low impact

EP-4924

FEATure

screen_changesNEW_PERMISSIONS

Gateway - Lock evidence to prevent changes to approved files

Overview

Added the ability for administrators to lock gateway file evidence to prevent changes.

Changes to Functionality

The gateway process screen has been updated to allow users (with the new Gateway Review → Toggle Gateway File Locks permission) to lock/unlock gateway evidence files, both against individual gateway elements or against the “Evidence” tab.

Once locked, gateway files cannot be removed from the gateway, meaning these will not need to be re-checked during any resubmissions. Note that new uploads can still be added.

Impacted Areas

• Gateway Review → Process

Permissions

• Gateway Review → Toggle Gateway File Locks

  • Granted to “owner”, and “awardingorganisation” system roles by default.

medium impact

Suggested medium due to training/knowledge sharing

EP-4920

FEATure

screen_changes SETUP_REQUIRED

EPA - Add ability to Auto-Accept Apprentices

Overview

Adds the ability for an EPA to automatically accept apprentice assignments.

Changes to Functionality

A new toggle has been added to the EPA screen (default “off”) to control whether an EPA user automatically accepts any apprentice allocations given to them. This new toggle cannot be controlled by the EPA themselves (similar to the pre-existing auto accept elements toggle).

If an apprentice is allocated to an EPA with this new setting enabled, the awaiting acceptance part of the assignment process is skipped, with the apprentice immediately entering the EPA(M)s caseload.

To support the tracking of this new development, the following reports have been enhanced:

• EPA → EPA Information

  • New column auto_accept_assign_apprentice_decisions introduced to show the current setting against the EPA(M).

  • New filter Auto Accept Apprentice Assignments? added to show results based on the new setting.

• EPA → EPA Details

  • New column auto_accept_assign_apprentice_decisions introduced to show the current setting against the EPA(M).

  • New filter Auto Accept Apprentice Assignments? added to show results based on the new setting.

• EPA → EPA Allocation

  • New column auto_accepted introduced to show the whether this allocation decision was made automatically or not.

  • New filter Include Auto-Accepted? added to show results based on the new setting.

Impacted Areas

• EPA → Edit/View

• Assign Apprentices

• Reporting → EPA → EPA Information

• Reporting → EPA → EPA Details

• Reporting → EPA → EPA Allocation

Permissions

• None

low impact

EP-4917

FEATure

screen_changes

Add "Please Select" Option to Gender Field

Overview

We have updated the Gender field to include a "Please Select" option. This ensures that 'Male' is no longer selected by default and provides users with an empty option to choose from.

Changes to Functionality

• The Gender field now includes a "Please Select" option, which is empty by default.

• This change brings the Gender field in line with other fields, such as Registration and Ethnicity, which also include a "Please Select" option.

Impacted Areas

→ Apprentice → Add Apprentice Button → Apprentice Details → Gender Field

Permissions

No changes to permissions.

low impact

EP-4800

FEATure

SETUP_REQUIRED NEW_PERMISSIONS screen_changes

Bulk Import - EPA/EPAM users

Overview

 We have added functionality to allow EPA and EPA Manager users to be uploaded in bulk to epaPRO.

Changes to Functionality

Five new bulk uploads have been added to a new EPA/EPAM tab of the bulk upload screen. These are:

• Create EPA

• Update EPA

• Create EPA Manager

• Update EPA Manager

• Assign Standards to EPA/EPA Manager

Access to these bulk uploads is given via the EPAs > Bulk Import, EPA Managers > Bulk Import and EPAs > Bulk Import Assign Standards and Specialisms permissions.

Create EPA bulk import

This import contains the following columns:

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

• middle_name - This is the middle name of the EPA

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

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

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

• preferrred_name - This is the preferred name of the EPA

• pronunciation - This is the pronunciation of the EPA’s name

• username - This is the username of the EPA and is required

• external_standard_id - This is a single external standard id (more can be assigned to the EPA using the Assign Standards to EPA/EPA Manager bulk import. This is required.

• standard_risk_rating - This is a risk rating associated with the external standard id provided.

• specialism_id - This is a single specialism id where specialisms are associated with the external standard id given.

• specialism_risk_rating - This is a risk rating associated with the specialism id provided

• contact_address_line_1 - This is the contact address line 1 for the EPA and is required

• contact_address_line_2 - This is the contact address line 2 for the EPA

• contact_town - This is the town for the EPA contact and is required

• contact_county - This is the county for the EPA contact

• contact_postcode - This is the postcode for the EPA contact and is required

• purchase_order_number - This is the purchase order number for the EPA

• user_pronouns_id - This is the pronoun of the EPA

• range_miles - This is the number of miles range for the EPAs work availability

• caseload_limit - This is the maximum number of apprentices that should be assigned to an EPA at any one time

• employment_type - This is the employment type of the EPA

• accept_new_apprentices - This determines if the EPA is accepting new apprentices

• is_covid_compliant - The determines if the EPA is covid compliant

• auto_accept_element_assign_decision - The determines if the EPA is automatically accepting element assignments

• training_provider_id - This is the training provider id of any provider that the EPA is associated with

• employer_id - This is the employer id of any employer that the EPA is associated with

• can_login - This determines if the EPA can log in to epaPRO

• promary_lead_epa_id - This is the EPA Manager id that is given as the primary EPA Manager for this EPA and is required

• lead_epa_ids - This is a comma separated list of EPA Manager ids that act as secondary EPA Managers for this EPA

Update EPA bulk import

This import contains the same columns as the Create EPA Bulk import, with the following exception:

• id - the id of the EPA that is being updated

Create EPA Manager bulk import

This import contains the following columns:

• given_name - This is the given name of the EPA Manager and is required

• middle_name - This is the middle name of the EPA Manager

• family_name - This is the family name of the EPA Manager and is required

• email - This is the email address of the EPA Manager and is required

• telephone - This is the telephone number of the EPA Manager and is required

• preferrred_name - This is the preferred name of the EPA Manager

• pronunciation - This is the pronunciation of the EPA Manager’s name

• username - This is the username of the EPA Manager and is required

• external_standard_id - This is a single external standard id (more can be assigned to the EPA Manager using the Assign Standards to EPA/EPA Manager bulk import. This is required.

• standard_risk_rating - This is a risk rating associated with the external standard id provided.

• specialism_id - This is a single specialism id where specialisms are associated with the external standard id given.

• specialism_risk_rating - This is a risk rating associated with the specialism id provided

• contact_address_line_1 - This is the contact address line 1 for the EPA Manager and is required

• contact_address_line_2 - This is the contact address line 2 for the EPA Manager

• contact_town - This is the town for the EPA Manager contact and is required

• contact_county - This is the county for the EPA Manager contact

• contact_postcode - This is the postcode for the EPA Manager contact and is required

• purchase_order_number - This is the purchase order number for the EPA Manager

• user_pronouns_id - This is the pronoun of the EPA Manager

• range_miles - This is the number of miles range for the EPA Managers work availability

• caseload_limit - This is the maximum number of apprentices that should be assigned to an EPA Manager at any one time

• employment_type - This is the employment type of the EPA Manager

• accept_new_apprentices - This determines if the EPA Manager is accepting new apprentices

• is_covid_compliant - The determines if the EPA Manager is covid compliant

• auto_accept_element_assign_decision - The determines if the EPA Manager is automatically accepting element assignments

• training_provider_id - This is the training provider id of any provider that the EPA Manager is associated with

• employer_id - This is the employer id of any employer that the EPA Manager is associated with

• can_login - This determines if the EPA Manager can log in to epaPRO

Update EPA Manager bulk import

This import contains the same columns as the Create EPA Manager Bulk import, with the following exception:

• id - the id of the EPA Manager that is being updated

Assign Standards to EPA/EPA Manager

This import contains the following columns:

• id - this is the EPA id of the EPA or EPA Manager

• external_standard_id - This is a single external standard id. This is required.

• standard_risk_rating - This is a risk rating associated with the external standard id provided.

• specialism_id - This is a single specialism id where specialisms are associated with the external standard id given.

• specialism_risk_rating - This is a risk rating associated with the specialism id provided

Impacted Areas

 Bulk upload

Permissions

There are three new permissions:

• EPAs > Bulk Import

• EPA Managers > Bulk Import

• EPAs > Bulk Import Assign Standards and Specialisms

medium impact

Suggested medium due to Setup required, new permissions and training / knowledge/sharing

EP-4937

bug

screen_changes

Assessment Element Side Drawer - Release Outcome Button

Overview

The "Release Outcome" button in the Assessment Element Side Drawer has been updated to improve its appearance and alignment.

Changes to Functionality

The button now has proper spacing around it, making it look more consistent with other similar buttons like "Result Adjustment." This makes it easier for users to find and use.

Impacted Areas

→ Assessment profile → Assessment Element → manage (side drawer) → Results → Release Outcome Button

Permissions

No new permission.

low impact

EP-4934

bug

Outcome Release - delay the publishing of QA/entity attachments until outcome release.

Overview

Fixes a bug that now causes the publishing of result/certification/QA attachments to happen at outcome release, if enabled.

Changes to Functionality

When the outcome release process was enabled, the publishing of result/certification/QA attachments was still occurring at result submission / QA publish stage, not outcome release.

This ticket now brings this process in line with the rest of the outcome release process.

Impacted Areas

• Assessment results

• Certification

• QA

• Outcome release

Permissions

• None

low impact

EP-4930

bug

Gateway - Clean up gateway files if they no longer apply to the committed gateway specification

Overview

Fixes a bug that prevented apprentice files from being deleted if they were linked to a gateway that subsequently changed gateway specification.

Changes to Functionality

It was possible for an apprentice file to become stuck, via the following process:

• Provider links an apprentice file to a gateway element, but does not press “Save” at the declaration stage

• Gateway specifications / apprentice data is updated which results in the apprentice moving to a different gateway specification

• The provider makes additional changes to the gateway & saves/submits the gateway at declaration stage.

This resulted in the evidence linked in the first step still being linked, but not visible to the EPAO - the file could not be unlinked to allow the file to be deleted.

This work helps clean up these left over files, so that the apprentice file can accurately be deleted if it was not required.

Impacted Areas

• Gateway

Permissions

• None

low impact

EP-4928

bug

screen_changes

Fixing Attendee Invitations emails

Overview

We have made improvements to how invited and non-invited attendees receive emails. This update ensures that the attendees get the correct email based on the selected filters.

Changes to Functionality

Before this update, the system sent both Component Invitation email and Component Scheduled Info email to the attendees even when a filter was applied. Now, the filtering works correctly, and users will only receive one email based on the toggle.

• Toggle ON ("Is Invited"): Only the Component Invitation email is sent.

• Toggle OFF ("Is Invited"): Only the Component Scheduled Info email is sent.

Impacted Areas

→ Planning → Manage Planning Meeting → components → section → Attendees → is_invited toggle

Permissions

No changes to permissions.

low impact

EP-4822

bug

Assessment Plan - editing multi-booking dates causes issue with elements scheduled date

Overview

Fixes a bug that prevented the scheduled date time from updating consistently throughout the system when a multi-block booking is amended from the assessment plan screen.

Changes to Functionality

When a multi-block booking was made within the new assessment bookings screens, these were not handled correctly when attempting to edit the dates via the assessment plan screen, post booking. The scheduled timestamp would not update consistently, leaving the data confusing in areas such as the assessment profile.

This ticket looks to bring these changes into line & prevent inconsistencies.

Impacted Areas

• Assessment Plan

Permissions

• None

low impact

EP-4651

bug

Assessment Schema - overlapping dates checking inactive schemas

Overview

Fixed an issue where when the user try to update/edit the copied assessment schema.

Change to Functionality

Fixed an issue where users encountered a date overlapping validation error when attempting to update/edit a copied assessment schema, even if the copied assessment schema was inactive by default.

With this fix, users will no longer receive the overlapping date validation error while editing a copied assessment schema if the copied assessment schema is inactive.

Impacted Areas

Assessment Schema

Permissions

None

low impact