Introduction
After a change is submitted through Change automation, the Changes submitted screen offers Generate training plan document. It generates a refreshed Training Plan for the learner, with the changes made in that workflow and the latest relevant information, and opens it ready for signing without leaving the workflow. Generating a Training Plan clears any signatures already collected, so the plan is signed again by everyone who signs it.
User Roles
Who can use this depends on the change being recorded. The button is shown to anyone who has permission to record that change and also has permission to edit the learner's Training Plan. The permission to record a change is set for each change workflow, so see the article for the workflow you are using.
For Edit aim and Add aim changes, this includes:
- Compliance Admin
- ILR Admin
Both roles have permission to record aim changes and to edit the learner's Training Plan as standard.
The button only appears where the Living Training Plan is enabled for your organisation and the learner is signed up or completed. Users without permission to edit the Training Plan can still record their change, but they don't see the button. If you need access, speak to your Bud administrator.
How To: Generate a Training Plan after recording a change
- Record and submit a change through Change automation, for example an Edit aim or Add aim change. See Change Automation: Edit Aims or Change Automation: Add Aims.
- On the Changes submitted screen, select Generate training plan document.
- On the Generate new training plan document? prompt, select Confirm. To leave without generating, select Cancel or close the prompt. Your change stays saved and nothing else changes.
- Stay on the screen while the Training Plan is generated, and don't select Back to Manage changes. Bud generates a new Training Plan that includes your change, clears any signatures already collected and opens the learner's Apprenticeship Training Plan.
- The Training Plan that opens is already up to date, so there's no need to select Refresh Document. Sign the Training Plan and collect the learner's and employer's signatures in the usual way.
If the Training Plan can't be generated, you'll see an error and stay on the Changes submitted screen. Your change is still saved.
If you leave the screen before the Training Plan opens, any signatures are still cleared, but you won't see whether the Training Plan was generated. Open the learner's Training Plan to check.
Bud Recommends
- Generate only when the plan needs signing again. Generating clears every signature already collected, and the learner and employer have to sign again. The previous signatures can't be restored.
- It's optional. Your change is saved as soon as you submit it. If you select Back to Manage changes instead, you can still generate a new Training Plan later from the learner's application.
- Let it finish. Wait for the Training Plan to open before doing anything else. Once it opens it's already up to date, and selecting Refresh Document only generates the same document again.
- Can't see the button? It only appears for users with permission to edit the Training Plan, where the Living Training Plan is enabled for your organisation and the learner is signed up or completed.
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