Embedded Reports - Standard Reports

Introduction 

This article provides an overview of how to use and navigate the reports in the standard reports dashboard in Bud. Bud’s Standard Reports pack provides a series of data tables, graphical charts and visualisations to assist training providers in the day-to-day running of their organisation.

User Role

  • All users with a reporter - Standard Reports permission switched on

How to: Use Standard Reports

Where a metric has an arrow present, this indicates that you can drill through to a page giving more details.

Where you see this icon, you are able to right click on the data table and drill-through to relevant or related information.

On each page navigation is displayed at the top, depending on which page you are on you can either go back to the main dashboard or the section dashboard.

The section at the bottom of the page allows you to navigate to pages within the report suite. The left hand side will allow you to navigate between reporting sections and the right hand side will allow you to navigate between reports in the section you are currently in.

 

 

Field Pickers and Filtering

Where there is a field picker, you can choose which field is used in the x-axis of the corresponding graph – Employer, Programme or Trainer

Where the graph has a legend, you can click on the legend values to highlight those on the graph and filter the table. Clicking a segment of the donut will have the same effect.

Exporting data: 

If you want to export data from a table, hovering over the table will reveal a 3-dots menu in the top right hand corner. Clicking on the 3 dots will give you the option to export data.

 

Navigating the reports

To aid navigation, reports have been split into six main sections which can be navigated via the main landing page of the Standard Reports

  1. Applications
  2. In Flight Learners and Breaks
  3. End Point Assessment
  4. Compliance
  5. Leavers
  6. Administration

Below you will find details of each section and the reports found within:

 

1. Applications

This section contains information around the application and on-boarding processes within Bud.

  • Current Applications

This is a tabular report that shows detailed information about all applications currently in the on-boarding process. It shows key information around learners' applications and can assist in planning, overdue and compliance checking.

  • Applications with missing signatures

This report will provide a summary of each application that is awaiting signatures, you will be able to see how long the signature has been waiting and which signatures are missing. The report includes original applications and any that have been edited.

  • BKSB

The BKSB Report shows details of a learner’s initial assessment(s) with BKSB. All assessments are now shown for all learners in the application status' to monitor completion of these and progress onboarding.

 

2. In-Flight Learners and Breaks

Track key details about learners in-flight and those on a break in learning as well as the processes that surround them.

  • In-Flight Learners

The purpose of this report is to show status and progression (among other key metrics) and to identify actions or conduct an analysis of learning for all learners currently live on their programme. The report gives a summary of the key metrics from other areas of the standard reports.

  • Monthly Starts

The monthly starts report shows data for all learners starting this calendar month and their current ILR Status.

  • OTJH Progress

The OTJH Progress reports shows learners progress through their Off the Job Hours, classifying them as Ahead, On Track or Behind in each category.

Off the Job Hours Progress Delta is defined as:

Percentage of OTJH completed - Percentage of time through their programme

On a scale of -100 to +100, learners are banded as follows:

Over zero                =    Ahead

Between -10 and 0  =   On Track

-10 or below            =   Behind

  • Activity Progress

The Activity Progress reports shows learners progress through their Activities, classifying them as Ahead, On Track or Behind in each category.

The underlying measure Activity Progress Delta is defined as:

Percentage of set (non-exempt) activities completed - Percentage of time through their programme

On a scale of -100 to +100, learners are banded as follows:

Over zero                =    Ahead

Between -10 and 0  =   On Track

-10 or below            =   Behind

  • Learning Support

To provide visibility of learning support being delivered against current in-flight learners.

  • Safeguarding

To identify any concerns the learner has in relation to their welfare.

The report will pull in any progress review for a learner where one of the 3 standard safeguarding questions has been answered with their respective negative.

Note that the answers will only appear in the respective columns where your training provider has used Bud’s standard questions in the safeguarding section of the progress review.  No attempt has been made to map custom questions to the standard, as the semantics may differ significantly.

  • Altered Activities

Altered Activities is simply a tabular report that identifies activities that have been added to a learning plan or set as exempt at some point during learning.

  • Functional skills

This report provides details of learners with functional skills, this has been split into maths and English, with the following being provided for each aim:

    • The aim start and end date
    • Status of the aim: Complete or Outstanding
    • Percentage through learning. Where the learner is 100% complete but the aim is outstanding, the aim has not been confirmed by your IQA.
  • Component progress

This is a tabular report that shows a learner’s progress through their component Aims, with the Aim start and end dates mapped in from the ILR.

  • Exempted aims

The Exempted Aims report is another tabular report that shows details of any aims from which your learners have been exempted.

  • Reg & Cert

This is a tabular report that shows details of a learner’s Registrations and Certifications. 

  • Breaks in learning

Two charts are shown on the Breaks in Learning report.  Overdue Breaks in Learning shows how many learners, that have gone past their expected date of return.

For all learners currently on a break, Length of Break shows how long they have been on a break, in months.

To provide visibility and allow tracking of learners who are on breaks and when they are due to return. The data table on this report can help identify learners who may have left a programme whilst on a break or those that may be due to return.

  • Returns from breaks

To aid the break returns process within Bud. This report details all learners who have returned from their break in learning. This will assist with any in-house administrative or learning processes you as a training provider may have when returning a learner from a break. It will also allow you to delve into return times and return rates should you wish.

  • Break requests and approvals

This tabular report will allow you to monitor learners currently travelling through the "putting a learner on a break" process and as such may need review, approval or processing.

Learning Delivery - Break in Learning & Withdrawals Process

 

3. End Point Assessment

Track learners' upcoming readiness for EPA, those currently in EPA and the grades learners who have completed EPA have obtained. This section also allows you to delve into elements of EPAs and retakes of EPAs logged in the system.

  • EPA Readiness

EPA Readiness will allow you to see how learners are progressing as they come towards the end of their practical period. You can filter the reports to look at learners that are:

    • Less than three months to end of practical period
    • One month to end of practical period
    • Passed the end of practical period
    • Three months passed end of practical period

The table provides an overview of the learner's standard score, learning hours, functional skills and RAG status.

  • Learners In EPA

Learners in End Point Assessment will give you a view of which of your learners are currently at a status of "In EPA". If you don't have any learners in EPA, the page will be blank.

  • EPA Grades

Monitor grades and time frames for specific learners who have completed their apprenticeship or view trends in high level passes by accessing data for you EPA Grades.

  • EPA Retakes

View a table that details learners who have had an EPA Retake that have been logged on the system via a "Return to learning" as well as those that are currently returned to learning through their EPA process.

  • Meetings & Assessments

View details of any element recorded against a learner in the "Meetings & Assessments" area of End Point assessment in Bud. This looks at all learners in the system but can be filtered to look at only current if needed.

 

4. Compliance

View reports that will help monitor ESFA funding rules and compliance against individual learners as well as supporting data which would accompany these metrics

  • Progress Reviews

This report is limited to Apprenticeships and is focused on 12-weekly tripartite reviews. It doesn't include reviews solely between the learner and trainer. It is also limited to learning plans which are in progress.

When calculating the date of the last completed tripartite review, we take the most recent date of these three:

  • the last completed (i.e. all signed) tripartite review
  • the learning plan start date
  • the last return from break date

More information around this Progress Reviews section can be found here: Reports: Progress Reviews 

  • Progress reviews with missing signatures

The table will show progress reviews that are awaiting signatures, split by learner, trainer and employer.  Where the employer is not part of the review a "-" will be displayed to show that no signature is required Ideally, this table will be empty.

More information around this Progress Reviews section can be found here: Reports: Progress Reviews 

  • All Progress Reviews

This report can be accessed by drilling through from the Progress Review report. It is keyed off the ULN. To access the report please right click on the ULN and select drill through. 

Alternatively a full list of data can be accessed from the compliance home page. There is limited functionality with his page due to the nature of it being designed as a drill through report

More information around this Progress Reviews section can be found here: Reports: Progress Reviews 

  • Skills Scan Progression

This report shows you a breakdown of average skills scan scores throughout a learners programme.

    • Use the graph on the left to determine average attainment of scores by learners at specific points in their programme
    • Use the graph on the right to monitor the overall skills scan trajectory throughout a programme
    • Use the data table to monitor individual learner scores

This report can provide many different insights from a broad high level view of your entire caseload, right down to monitoring a specific learner journey dependant on the slicers used.

  • Active Learning

The report shows a summary of last active learning to ensure there has been delivery in the last calendar month as per the ESFA Funding rule and a drill-through report to the OTJ Hours Log to see a full summary.

Note: When calculating the date of the last active learning in order to group, we take the most recent date of these five:

  • the last submission made against an activity by the Learner
  • the last approved off the Job Hours from the log
  • last English or Maths in OTJH Log - where submitted OTJH was rejected as "English and/or maths"
  • the learning plan start date
  • the last return from break date

More information around the Active Learning Measure can be found here: Reports: Active Learning

  • OTJH Log

This report allows you to view all Off the job hours associated with a leaner across multiple activities. It can be viewed as a standalone report or accessed with a drill through from Active learning to assist in the compliance of that funding rule.

The report includes

    • Hours added at submission 
    • Individual logs:  the table includes logs that are pending, approved or rejected.
  • All Submissions Log

This report allows you to view all submissions made against an activity for a leaner. It can be viewed as a standalone report or accessed with a drill through from Active learning to assist in the compliance of that funding rule.

The report includes

    • Learner Summary of all submissions including number of submissions awaiting change or marking
    • Activity Submissions: details of all individual submissions made against activities
  • IQA

This a tabular report that shows details of your Internal Quality Assessor sampling.

  • Overdue Payments

Overdue Payments is a tabular report detailing expected payments which have become overdue.

  • Scheduled Payments

The Scheduled Payments report is in a tabular format and details upcoming expected payments.

  • Ofsted Reporting

This report has been created to provide you with all the information you may need to prepare for an upcoming ofsted report. It is based on the guidance provided in the following document: Inspecting further education and skills: guide for providers

 

5. Leavers

See detailed data around all of your completions and withdrawals within the platform 

  • All Withdrawals

The report will provide an overview of learners who have withdrawn.

The filters along the top will allow you to review withdrawals during a specific time frame. We have added a "Zero day leavers" filter so that you can see learners who have withdrawn within the first 42 days.

  • Withdrawal requests and approvals

This tabular report will allow you to monitor learners currently travelling through the withdraw a learner process and as such may need review, approval or processing.

Learning Delivery - Break in Learning & Withdrawals Process

  • All Completions

The report will provide an overview of learners who have completed.

 

6. Administration

Support back-end administrative functions with the reports and extracts available here. From user and programme management to bulk upload functions

  • Programme Management

This report has been designed to give users an overview of all programmes within bud. It can be used to monitor programmes being built as well as those published and quantity of learners currently associated. Within the report there is a summary of key dates and overview of activities within the build.

The report can be drilled through to see the detail of the activities within the build.

  • Programme Management – Activities

This report allows you to view all activities associated with programme. It can be viewed as a standalone report or accessed with a drill through from programme management. Detail around OTJH, third party content and which activities can be found from the Activity Library are displayed here.

Activity Library - Overview

  • Bulk Update Templates

These reports have been specially formatted to allows users to export data from our standard reports as a CSV, add additional information, then re-upload to Bud.  This allows bulk population of each area as opposed to keying in each element. The reports available are listed below with a link to our guide on how to perform bulk uploads for each area.

  • User Roles

See an overview of all your users on the platform, their permissions and when they were last logged in.

Understanding User Roles

  • User Roles by last login

A more tabular broken down view of the user roles report seeing when each user role was last logged in.

 

Related to

Was this article helpful?

1 out of 1 found this helpful

Have more questions? Submit a request