Manage changes workflows - Edit Aims

Introduction

The manage change workflow is Bud's guided way to record a change to a learner's programme once they are in learning. It sits on the learner's Manage changes page, and every change starts by choosing a change type. The Edit aim change type covers a single learner's qualification and unit level aims: aim exemption, planned start and end dates, delivery owner, unit exemptions and additional units. Each submitted change is captured with a reason and the person who made it, giving a permanent record of what changed and why.

User Roles

• Compliance Admin, who can record aim changes
• ILR Admin, who can record aim changes

Recording an aim change needs the aim editing permission. Users without it are told they do not have permission to make changes. If you need access, speak to your Bud administrator.

How To: Record a change to a learner's aim

1. Open the learner's record and go to Manage changes.
2. Stay on the Change workflows tab. It is the first tab and is selected for you.

3. In the Change history card, select + Record Change.

   

4. On the Record change page, select the Edit aim card, then select Continue to aim selection.
   

5. On the Select aim page, choose the aim you want to edit. Each row shows the aim title and its learning aim reference. Select Continue to details.
    

   

6. On the Edit aim page, expand each section and make your changes. Each section shows a badge of No changes or Changed.
   • Aim details, covering aim exemption, dates and delivery owner:
     
     • Exempt aim is the top level exemption. It exempts the whole aim, cascades the exemption to every unit, and stops you editing the rest of the aim details. Use it only when you intend to exempt the aim itself.
     • Planned start date and Planned end date. The current value is shown beneath each field for reference.
     • Delivery owner. This defaults to your organisation's name. Select Subcontractor if the aim is delivered by a subcontractor, then enter the Subcontractor name, which is required, and the Subcontractor UKPRN, which is optional. If you enter the UKPRN it is reported in the subcontractor UKPRN field of the learner's ILR record.
   • Unit exemptions, to exempt or reinstate individual units. Select Exempt unit to exempt a unit, or Remove exemption to reinstate one. Units that are already exempt are marked Exempted. Exempting every unit has the same effect as exempting the aim.
     
   • Add units, to select additional units for the aim. Search by unit number or title, then tick the units you want to add.
     
7. Enter a Reason for change. It is required, and one reason covers every change you have made in the sections above.
8. Tick the confirmation to say you have reviewed all changes and understand they will be applied to the learner's record and may result in changes to their ILR. The reason and the confirmation are both needed before you can continue.
   
9. Select Continue to review. The Review changes page lists only your proposed changes, with the reason beneath them. Check them carefully.
   

10. Select Submit changes. A Changes submitted confirmation appears and the change is applied to the learner's record, sent to their ILR record and shown on their Training Plan.
     

    

11. Select Back to Manage changes to return to the learner's change history.

To leave the workflow at any point, select Cancel and confirm on the Discard changes prompt. The learner's record is left unchanged. Back returns you to the previous step and keeps what you have entered.

How To: View the history of changes to a learner's aims

1. Open the learner's record and go to Manage changes.
2. Stay on the Change workflows tab.
3. Read the Change history card. Each row shows the change type, the date and who submitted it, newest first. Use Items per page to show 10, 25 or 50 rows. Before any change is recorded, the card shows "There have been no changes yet."
4. Select the change type link, for example Edit aim, to open a read-only summary of that change. The summary shows who submitted it and when, then each section of the workflow in turn: Aim details, Unit exemptions, Unit additions and Reason for change(s). Sections you did not touch show "No changes recorded."
   
5. Select OK to close the summary.

Bud Recommends

• Be sure before you submit. There is no draft, no approval step and no undo. Submitting applies the change and updates the learner's ILR record straight away. To correct or reverse something, record a further change. Your edits are kept even if the learner's Training Plan is signed again later.
• Check added units yourself. Bud offers the optional units available for the qualification but does not check funding eligibility or credit requirements. Confirm the unit is right for the learner before you submit.
• Use Exempt aim only for the whole aim. It cascades the exemption to every unit and stops you editing the aim details. To exempt part of the aim, use the Unit exemptions section instead.
• Keep the reason factual. The reason is free text and is stored permanently against the learner, so record what changed and why and leave out personal, health or other sensitive detail.
• Know the limits. Only qualification and unit level aims on the learner's current learning plan can be edited, one learner at a time. Programme level details such as the funding model, programme dates and end point assessment organisation are not editable here, and where the aim was previously removed from the ILR, only the learning plan reflects your change.