Change Automation - Add Aims

Adding an aim to a learner in learning

Introduction

The Add aim change type adds an aim to a learner who is already in learning, something that was not previously possible in Bud.  Any aim available in Bud can be added, from the learner's Manage changes page alongside Edit aim. Typical uses include adding a Functional Skills aim at the right level once a learner's starting point is known, rather than building every level into the programme and exempting the ones not needed, or adding the next level when a learner progresses. On submission the aim is added to the learner's learning plan and Training Plan and, by default, their ILR. Each change is captured with a reason and the person who made it, giving a permanent record of when and why the aim was added.

User Roles

  • Compliance Admin, who can add aims
  • ILR Admin, who can add aims

Adding an aim uses the same aim editing permission as Edit aim, so anyone your organisation has given that permission can add aims too. Users without it are told they do not have permission to make changes. If you need access, speak to your Bud administrator.

How To: Add an aim to a learner in learning

  1. Open the learner's record and go to Manage changes.
  2. Stay on the Change workflows tab.
  3. In the Change history card, select + Record Change.
  4. On the Record change page, select the Add aim card, then select Continue to aim selection.
  5. On the aim selection page, the Existing learning plan aims card shows the aims the learner already has. In the Aims to add card, search by aim name or aim ID, and filter by aim type if needed. Each row shows the aim name, aim type, awarding organisation and qualification number. Aims already on the learner's plan are shown but cannot be selected. Choose the aim, then select Continue to details.
  6. On the Add aim page, expand each section:
    • Aim details, covering dates and delivery owner:
      • The selected aim is shown for reference.
      • Planned start date is filled in from the learner's aim with the earliest start date, and Planned end date from the aim with the latest planned end date. Change either if needed. The end date must be after the start date.
      • Delivery owner 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.
    • Add units:
      • Mandatory units are included automatically and are not listed.
      • Optional units are listed in their LARS groups, with any ungrouped units under Unassigned. Search by unit number or title, then tick the units you want. You do not have to select any.
    • ILR details:
      • Should this aim be included in the ILR? defaults to Yes, include it. Select No, don't include it to record the aim on the learning plan only. No aim is created on the ILR page or in the output file.
      • Is this aim funded? defaults to Yes, funded, and the aim takes the programme's funding details. Select No, non-funded to record it as funding model 99. This question is hidden if the aim is not included in the ILR.
      • Delivery location postcode is required and is filled in from the employer's address. Change it if the aim is delivered somewhere else.
  7. Enter a Reason for change. It is required.
  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 shows the aim being added and its planned dates, any optional units you selected, and anything you changed from its default. An aim you chose not to include is shown as not included in the ILR. Check it carefully.
  10. Select Submit changes. A Changes submitted confirmation appears. The aim is added to the learner's learning plan and Training Plan, and to their ILR unless you chose not to include it.
  11. Select Back to Manage changes to return to the learner's change history.

To leave the workflow at any point, select Cancel, then Discard changes 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, but choosing a different aim clears your entries.

How To: View an added aim in the change history

  1. Open the learner's record and go to Manage changes.
  2. Stay on the Change workflows tab.
  3. In the Change history card, each added aim appears as Add aim, with the date and who submitted it, newest first.
  4. Select Add aim to open a read-only summary of that change. It shows the aim and its dates, and the reason. Where the delivery owner, funding or postcode was changed, it shows the value before and after.
  5. Select OK to close the summary.

Bud Recommends

  • Add learning and assessment content. Adding an aim does not add learning or assessment content for it. Add the content the learner needs once the aim is submitted.
  • Be sure before you submit. There is no draft, no approval step and no undo. Submitting adds the aim to the learning plan and Training Plan and, unless you chose not to include it, the ILR straight away. If an aim was added in error, use Edit aim to exempt it. See Change Automation: Edit Aims.
  • Check eligibility yourself. Bud does not check funding eligibility or credit requirements. Confirm that the aim, any optional units, and the funded and ILR options are right for the learner. The aim is funded and included in the ILR unless you change it.
  • 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. Aims are added one learner at a time. An aim already on the learner's plan cannot be added again, whatever its status, and aims cannot be added to learners who are withdrawn, completed or on a break in learning.