Version 5.34.0 - 06/05/2025

Production Release Date: May 6, 2025

Version: 5.34.0

UAT Release Date: Apr 8, 2025

EP-5050

FEATURE

SETUP_REQUIRED

XAMS - Add paper exam as a delivery option

Overview

Adding “Paper” delivery type when booking an XAMS test.

Changes to Functionality

It is now possible book “Paper” type exams via the XAMS integration.

This new option should appear within both the assessment plan and assessment booking screens.

Impacted Areas

• Assessment Plan

• Assessment Bookings

Permissions

• None

low impact

EP-5042

FEATURE

Global search - search by name to include middle name

Overview

The global search functionality has been extended to include search by middle name. This update allows users to find records by searching for any part of a person’s full name, including their middle name.

Changes to Functionality

• The system now searches the middle name field when looking for users records

• Users can search by first, middle, or last name individually

• Users can search by entering a user full name including middlename for search (Jhon Jacob Smith), however the result will only include the first and last name.

Impacted Areas

Global Search

Permissions

None

low impact

EP-5041

FEATURE

Global search - search by phone number

Overview

The global search functionality has been extended to include phone number searches. Users can now find records by entering full phone numbers in the global search field.

Change to Functionality

• The system now allows searching for users by their phone number using global search

Impacted Areas

Global Search

Permissions

None

low impact

EP-5013

FEATURE

Support Materials - generic support materials filter

Overview

A new filter has been added into Support Materials Management screen that enable filtering by entity type ( Standard, Schema, Component, Provider or Generic).

Changes to Functionality

• Added a dropdown filter that allows users to filter support materials by their entity type: Standard, Schema, Component, Provider, Employer, or Generic

• When “Generic” is selected, the system now displays only support materials that have no associations with standards, schemas, components, providers, employers, or parent support materials

• By default, it shows all support materials

Impacted Areas

Support Materials

Permissions

None

EP-5012

FEATURE

Assessment Component - Download Q&A as PDF

Overview

This update enhances the download options for assessment result questions and answers with improved labeling based on the screen mode. The changes provide a clearer context about what content is being downloaded based on screen mode.

Changes to Functionality

• Renamed “PDF“ to “Questions PDF“ when creating a new assessment

• Renamed “CSV“ to “Answers CSV“ for better clarity

• Added “Answers PDF“ option that appear only when viewing assessments with saved answers.

Imapacted Areas

Assessment Results

Permissions

None

low impact

EP-5011

FEATURE

Assessment Element Milestones Report - assessment plan status filter

Overview

A new filter Assessment Plan Status has been added to the Assessment Element Milestones report. This filter allow to filter on currently active, most recent assessment booking milestones.

Changes to Functionality

• The Assessment Plan Status filter, filter the records based on assessment plan status(e.g “In Progress“, “In Completed”, etc)

• When combined with existing filters (Most Recent Programme and Element Type), this filter will filter active and most recent milestones

• To view only the most recent active assessment milestones, the filters can be set as follows:

  • Most Recent Programme → Yes

  • Plan Status → In Progress

  • Element Type → Active

  • Milestone Completed → Yes

Impacted Areas

Reporting → Assessments → Assessment Element Milestones

Permissions

None

low impact

EP-4941

FEATURE

SETUP_REQUIRED

Planning Meetings - add custom dropdown support for cancellation reasons

Overview

The planning meeting screen has been enhanced to support custom drop-down cancellation reasons.

Changes to Functionality

The following functionality has been introduced to allow planning meetings to offer custom drop-downs for cancellation reasons.

Custom drop-down

A new drop-down has been added into the Entity Management → Custom Dropdowns screen - “Planning Meeting Cancellation Reason”. This new drop-down offers the normal options from other codes (name, active) alongside a “Mandatory Additional Info” checkbox.

Note that codes can have it’s active status changed, but cannot be deleted once “in use” (assigned against a cancelled/rescheduled planning meeting).

As part of this work, to maintain functionality, the following codes will be created by default:

• Apprentice cannot attend

• Employer cannot attend

• EPA cannot attend

• Provider cannot attend

• Other (mandatory reason required)

Planning meeting screen

The planning meeting screen has been updated to now offer a multi-select for cancellation codes, instead of the pre-existing tick boxes. This new multi-select box will offer any active codes configured against the new custom drop-downs mentioned above.

Any codes that are configured with the “Mandatory Additional Info” checkbox set to “true” will fail validation unless a reason description is provided in addition to the cancellation code.

Reporting

The reschedule reason filter within Reporting → Planning → Planning Meeting History has been updated to show the new custom drop-down codes. Note that any codes that are set an inactive will appear at the bottom of the list with an [INACTIVE] label next to them.

Reporting code has also been updated behind the scenes to show these new codes, but no additional functional changes should be noticeable.

Impacted Areas

• Planning meetings

• Custom drop-down

• Reporting → Planning → Planning Meeting History

Permissions

• None

low impact

EP-4938

FEATURE

Reporting - Apprentice Completions - EPA/EPAM

Overview

 We have added the apprentice’s EPA and apprentice’s EPA’s EPA Manager to the Apprentice Completions report (on the Forecasting reporting tab).

Impacted Areas

 Reporting → Apprentice Completions

Permissions

No new permissions

low impact

EP-4933

FEATURE

screen_changes

Manage Apprentice - Updates to Screen

Overview

We have made improvements to the apprentice and EPA columns to enhance consistency and usability across the system. These updates ensure a smoother experience when viewing apprentice and EPA details.

Changes to Functionality

The ‘Given Name’ and ‘Family Name’ columns in Apprentice Screen have been merged into a single ‘Name’ column. The new ‘Name’ column is now a clickable link that opens a side drawer with apprentice details, making it easier to access information.

The column previously titled ‘End Point Assessor’ has been renamed to ‘EPA’ for better readability. The ‘EPA’ column is now a clickable link that opens a side drawer with EPA details, improving accessibility.

Impacted Areas

Apprentice Listing Screen

EPA(M) specific Caseload → My Caseload screen

Permissions

The new side drawer links for EPA details respect existing permission settings to ensure only authorized users can access them.

low impact

EP-4927

FEATURE

Apprentice Dashboard - Support materials query

Overview

Updating apprentice dashboard to use the new support materials functionality.

Changes to Functionality

Previously, the apprentice dashboard only shows support materials to logged in apprentices when the support material was specifically restricted to apprentice users (via the user type restrictions drop-down). The dashboard has now been brought in line to show all support materials (maximum of 6) that the apprentice could see should they navigate to the support materials view page.

The same logic has also been added to the button against each component that shows whether that specific component offers support materials.

Impacted Areas

• Apprentice dashboard

Permissions

• None

low impact

EP-4921

FEATURE

Reporting - Support Materials - User type filter

Overview

This update adds a new filter to the Support Materials Report. The filter lets you see only the materials that are meant for specific user types.

Changes to Functionality

• The report now has a user type filter.

• When you select a user type, only support materials that are restricted to that user type are shown.

• This makes it easier to find the materials meant for your group.

Impacted Areas

→ Reports → Miscellaneous → Support Materials

Permissions

No new permissions.

low impact

EP-4918

FEATURE

NEW_PERMISSIONS

New CPD Report in EPA Reporting

Overview

A new report has been added to the EPA category named EPA CPD Details, this provides details of the CPD details for EPAs.

Changes to Functionality

A new CPD report has been created in the EPA section named EPA CPD Details, this provides CPD details for EPAs.

EPA users will only see their own data, whilst EPAM users will have access to their own data as well as the data for the EPAs they manage.

External users will be restricted from accessing the report, ensuring it remains secure. Additionally, the report is flagged as an internal report.

The report includes multiple rows for EPA with CPD details, with available filters and columns are:

• Filters:

  • EPA name

  • EPA

  • EPA Manager

  • Employment Type

• Columns:

  • EPA Id

  • Pronouns

  • EPA Name

  • Preferred name

  • Pronunciation

  • Email

  • Employment Type

  • File Title

  • Uploaded By

  • Uploaded At

Impacted Areas

Reports → EPA → EPA CPD Report

Permissions

The report requires the user to have the following permission:

Reporting - EPA CPD Details

These are applied to the owner and Awarding Organisation users by default.

low impact

EP-4916

FEATURE

Comms - Apprentice preferred name variable

Overview

 We have added the apprentice’s preferred name as a new variable to notifications and comms templates within epaPRO.

Changes to Functionality

 A new variable has been added to notification and comms templates within epaPRO for the apprentice’s preferred name. This variable is called apprentice_preferred_name.

Impacted Areas

 The new apprentice_preferred_name variable has been added to the following notifications and comms templates:

Appeals

• Appeal Closed

• Appeal Created

• Appeal Updated

Assessment

• Component Resit

• Component Resit Info

• External Assessment

• Result Available

• Result Required

• Retake Review Approved

• Retake Review Rejected

Assessment Booking

• Assessment Booking Approved

• Assessment Booking Cancelled

• Assessment Booking Invite

• Assessment Booking Pending

• Assessment Booking Rejected

• Assessment Booking Scheduled Info

Assign Apprentice

• Apprentice Accepted By EPA

• Apprentice Allocated

• Apprentice Reallocated

• Apprentice Rejected By EPA

Certification

• Certification Available

• Course Survey

Gateway

• Gateway Complete

• Gateway Rejected

• Gateway Submitted

• Gateway Unconfirmed

Planning

• Assessment Element Milestone Assigned

• Assessment Element Milestone Cancelled

• Assessment Element Milestone Unassigned

• Component Cancelled

• Component Invitation

• Component Milestone Reminder 1st

• Component Milestone Reminder 2nd

• Component Reminder 1st

• Component Reminder 2nd

• Component Rescheduled

• Component Rescheduled Info

• Component Scheduled Info

• EPA Accepted Element Assignment

• EPA Assigned To Element

• EPA Rejected Element Assignment

• EPA Unassigned From Element

• Meeting Booking Rejected

• Meeting Cancellation

• Meeting Invitation

• Meeting Provisional Booking

• Meeting Provisional Booking Info

• Meeting Reminder 1st

• Meeting Reminder 2nd

• Meeting Reschedule Info

• Meeting Rescheduled

• Meeting Schedule Info

• Meeting Updated

• Plan Cancelled

• Plan Completed

QA

• QA Created

• QA Updated By EPA

• QA Updated By Quality Manager

User

• Reasonable Adjustment Accepted

• Reasonable Adjustment Rejected

• Reasonable Adjustment Submitted

Permissions

No new permissions

low impact

EP-4914

FEATURE

Custom Dropdowns - Ability to define order of display

Overview

The existing custom dropdowns has been enhanced with ordering capabilities. This update allow the user to define custom order numbers for the dropdown values, ensuring consistent and customized sorting across all the system where these dropdown used.

Changes to Functionality

• Users can now assign custom order numbers when creating or modifying dropdown values.

• Order numbers are optional and flexible, allow users to maintain existing dropdown setup while selectively implenting ordering when needed.

• Only positive numbers are accepted as valid order values.

• Display of order number in the custom dropdowns listing screen

• The order is editable against a dropdown at any time, regardless of the “in use” state (same as the active/inactive selection)

Impacted Areas

Custom Dropdowns

Permissions

None

low impact

EP-4913

FEATURE

Reporting - Add Result Column to QA Pending Report

Overview

The QA Pending reports have been updated to include new result-related columns to improve tracking and decision-making. This makes it easier to review key details without needing additional manual work.

Changes to Functionality

The Results Pending QA report now includes "category," "result," "grade_type," and "result_next_action" columns. These appear right after the "date_delivered" column and are always visible, regardless of QA or Release Outcome values. New filters have been added for Result Category, Outcome, GradeType, and NextAction to refine searches.

The Certification Pending QA report now has a "certification" column, positioned after "certification_date." This column is always visible and not dependent on QA or Release Outcome values. A new CertificationStatus filter has been added for better filtering.

Impacted Areas

-> Results Pending QA report
-> Certification Pending QA report

Permissions

No permission changes

low impact

EP-4911

FEATURE

Support Materials Download Report - Adding New Filters

Overview

This update extends the support materials download report by adding new filters and extra columns. Users can now filter support materials download report by Standard Title, Standard Sector, and ifate Reference. new standard columns are now shown after the employer column.

Changes to Functionality

• Added filters for Standard Title, Standard Sector, and ifate Reference.

• New columns added after the employer column: ifate_reference, level, standard, standard_version, and standard_sector.

Impacted Areas

→ Reports → Miscellaneous → Support Materials Download Report

Permissions

No changes to permissions.

low impact

EP-4730

FEATURE

NEW_PERMISSIONS

Reporting - Gateway Components/Specifications Report

Overview

A new report has been added to the Gateway category named Gateway Specification, provides details about the Gateway specification and their associated Gateway Component.

Changes To Functionality

A new report has been added to the Gateway category named Gateway Specification, provides details about the configured Gateway Specifications within epaPRO. Each row represents a configured Gateway Component, along with Gateway Specification. The report includes multiple rows for each specification, with available filters and columns are:

• Filters

  • Search (Gateway Specification name, Gateway Component name)

  • Gateway Specification Active

  • IfATE Reference

  • Standard

  • Specialism

  • Gateway Component

  • Gateway Component Active

• Columns

  • Specification Name

  • Specification Active

  • Start Date

  • End Date

  • Single Sign Off

  • Require File Upload or E-Portfolio Link

  • Confirm Mentor, Address and Apprentice Details

  • Component Name

  • Component Active

  • Component Enable file upload

  • Component Mandatory File Upload or Link

  • Component Has Questions

  • Component Show questions

Impacted Areas

Reporting

Permissions

The report requires the user to have the following permission:

• Reporting - Gateway Specifications

low impact

EP-5062

BUG

Assign Assessments - Slow loading and errors

Overview

We have fixed an issue with the assign assessment screen and menu counts where it would occasionally cause a slow-down, and in some cases cause an error due to taking too long to load.

The screen and menu count have been optimised to improve the performance.

EP-4984

BUG

Bulk Upload - Empty user pronouns column causes SQL error

Overview

Fixed an issue with the bulk upload feature when updating apprentice information.

Change to Functionality

Previously, when doing a bulk upload that included updates to apprentices, you might have encountered an SQL error. This happened specifically when your CSV file contained a user_pronouns_id column with empty values.
With this fix now the system will handle empty user_pronouns_id values gracefully without generating those SQL errors.

Impacted Areas

Bulk upload- Update Apprentice

Permissions

None

EP-4956

BUG

Reporting - date comparison filters always showing

Overview

 We have fixed a bug with the reporting date comparison filters where they were visible for all reports, including those that did not have configuration for them.

Impacted Areas

 Reporting - all reports

Permissions

No new permissions

EP-4925

BUG

IQA Assignment Fix

Overview

We have resolved an issue with the IQA and QA assignment lists by updating the permission logic. Now, having update permission is mandatory for a QA to appear in the dropdown, regardless of whether they have the create permission. This change may affect existing users who were previously visible solely due to the create permission.

Changes to Functionality

• The assignment dropdown in the Assessment profile screen now displays only users with update permission.

• Users with update permission can now be assigned IQA tasks.

• The create permission is no longer used as a criterion for appearing in the dropdown.

Impacted Areas

→ Apprentice Assessment Profile screen → QA result → QA Details Tab → Assign QA dropdown

Permissions

• QA must have update permission to appear in the dropdown, but A QA may or may not have a create permission.

• Note: Having the create permission alone will not allow a QA to appear in the dropdown.

EP-4820

BUG

Provider - Roles - Configured system default role is assigned erroneously

Overview

Fixed an issue where, when a provider with the required permission try to create a subuser and assign a role from the list of assignable roles, the system would instead apply the default configured role, not the selected assigned role.

Changes to Functionality

When the logged in provider has the permission to change the role of sub-users and try to assign the role from the permission tab of the sub-user creation screen. When the provider select the role from the list of assignable roles, the newly created sub-users would get the system configured default role instead of the selected role, selected by the provider.

With this fix, the newly created sub-user would get the selected role from one of the assignable roles of the provider, not the system configured one.

Impacted Areas

Provider -> Create Provider User

Permissions

None

EP-4773

BUG

Assessment Plan - Cannot free type into schedule date field effectively

Overview

Fixed as issue where when the user try to input the date manually in the assessment planning meeting schedule date, the date exhibited weird behavior.

Changes to Functionality

When the user manually type into the the assessment planning meeting schedule date input, the date would sometimes display incorrectly, jumping to the previous year or the first date of the current year, resulting into weird and unexpected behavior.

With this fix, the schedule date will now function as expected. If an invalid date is entered, it will default back to the current date.

Impacted Areas

Assessment Planning Meeting

Permissions

None

EP-4620

BUG

Gateway - Gateway completion date can be set to any date in the past by a training provider

Overview

A fix has been applied to the gateway completion date in the in the declaration stage of the gateway process modal pop-up. With this fix it allow the user to select the gateway completion date in the past.

Change to Functionality

A fix has been implemented in the declaration stage of the gateway process modal pop-up. This fix allows user with appropriate permission(s) to set the gateway completion date in the past while ensuring that the selected date does not fall earlier than the minimum number of days required by the standard.

Impacted Areas

Gateway

Permissions

None