OST- Editing OST Applications

Introduction 

This article guides you through editing OST applications, detailing the steps for modifying applications based on their status. It explains which statuses allow edits and provides instructions for making changes. Understanding this process is crucial for compliance administrators, operations managers, trainers, and sales staff to ensure accurate and up-to-date application information.

User Role 

• Compliance Administrator 
• Operation Manager 
• Trainer 
• Sales 
• IQA

How to: Edit OST applications 

You can sort your OST applicants list in ascending and descending order by:

• Applicant
• Programme name
• Employer
• Trainer
• Date application added

To edit an application work through the following steps - please note applications at the following statuses allow for editing:

1. Starting application edits

Compliance administrators and operations managers users will be able to place an eligible application into 'edit mode'.

Once the application has entered edit mode, the application status will be updated to reflect this:

• ‘Signed Up’ applications will become ‘Signed Up - edited’
• ‘Completed’ applications will become ‘Completed – edited’
• ‘Non-Compliant’ applications will become ‘Non-Compliant – edited’

Users will be able to filter the applicants page by these new statuses:

2. Editing the application

Once the application is in 'edit mode', Operations Manager, Trainers, Compliance, Sales, and IQA users will be able to edit information in the application, page-by-page.

Most of the information in the application can be edited, however, some specific pages and fields cannot be edited, including: 

• A learner's email, as this is linked to their account.
• The employment page will remain uneditable. We plan to introduce further functionality to include change of employment information as a process within the system.
• Selected programme and trainer. The programme is linked to key information around the system and in-flight changes to the programme are not possible. If a learner requires a new programme, a new application will be required. 
• Selected trainer. The trainer selection should be updated using the trainer caseload functionality if required.
• The learning dates page will remain uneditable. The Learning Start Date and the Planned Learning End Date are fields that should not be edited in the ILR unless entered in error. If they have been entered in error, they can be updated manually in the ILR.

3. Finishing editing

Once the individual pages have been edited, the application edits can be submitted via the ‘application overview’ page.

Once ‘finish editing’ has been selected, users will be presented with a modal giving them a choice of whether they would like to generate a new version of the Application Summary document or complete the edits without a new document.

Completing edits without a new document

If the user chooses to complete the edits without a new document, by clicking ‘No, finish editing’ the application will be updated and the application status will be updated to ‘Signed Up’. The compliance banner will be reactivated for compliance admins to complete their checks.

Please note: 

• The edited information will be updated in the relevant places around the system once the application edits have been finished. e.g. learner management and the ILR.
• When in edit mode, the approve/reject actions in the compliance section will be disabled until the edits have been submitted. This ensures that compliance admins are not checking out-of-date information.

Completing edits with a new version of the Application Summary document

If the user chooses to generate a new version of the Application Summary document to record their changes, they will be navigated back to the application overview page. A temporary green notification will inform the user that a new document has been generated. The blue edit banner has been updated to inform the user that the Application Summary document must be signed by all parties before the application edits are complete.

Completion of the edits will be automated by the signing of the Application Summary document. When the final signature is applied to the document and saved, the application will automatically update and the application status will be 'Signed Up'.

Viewing the Application Summary document

Once fully signed, the new version of the document will be able to view from the 'Current Documents' panel on the application overview page.

Older versions of the document will be able to view from the 'Previous Documents' panel on the application overview page.

Compliance Section 

The compliance section will be updated with additional information relating to the application edits. This will include displaying the reason for the edits entered by the user when putting the application into 'edit mode', as well as when the application edits were submitted.

Once the application edits have been submitted, the approve/reject actions will be enabled for compliance admins and a full audit trail will be available: