Release 4.42 - 6th October 2022

Road Map Update

Bug fixes

We have fixed a bug for apprenticeship self-registrations where invited learners were shown an error banner stating the invitation could not be found.

ESFA Funding Rule Changes

Amend End Date - Bug Fix 

We recently released the ability to amend the end date of a programme in increments of less than a month, duration can now be changed by months, weeks, and days. We identified a bug in which when the end date was altered and then working hours were changed, the end date was not overwritten with the new suggested duration.

We have fixed this bug so that when an end date is selected, and the programme working hours are amended, the previously selected programme end date is overwritten with the new suggested duration.

Commitment Statement Renamed for Employer Contacts

The renaming of the Commitment Statment to Training Plan has been updated for employer contacts. Employer contacts will now see Training Plan in place of Commitment Statement for learners with a start date of 01/08/2022 or after. Documents for learners who started before this point will still refer to Commitment Statement.

Off The Job Hours Summary for Programme Activities

Providers may want to reduce the duration of Off The Job Hours on programme activities based on the applicant’s prior learning. During the sign-up process, providers can review programme activities, and exempt whole activities, or reduce the OTJH for individual activities.

We have added summaries of the programme activity OTJH and amended OTJH on this page, to make changes to OTJH clear when looking at the programme activity list.

Against each individual activity, there is now a summary showing the programme OTJH, and what they have been amended to. This number could be less or greater than the programme hours. If the hours are unchanged, the amended hours count will remain the same as the programme activity OTJH.

review_programme_activities.png

We have also added a summary table below the programme activities. This shows the total OTJH for all programme activities. It also shows the total amended OTJH after reductions or additions. The total reduced OTJH shows the total number of hours that have been reduced from the programme activity OTJH. This figure remains at 0 where no hours have been exempted, and also where hours have been added beyond the programme hours. The percentage by which programme hours have been reduced is shown. Again this percentage will show as 0 where no hours have been exempted, or where hours have been increased beyond the programme activity hours.

hours_exempted.png

Adding Employer Location to Apprenticeship Agreement

The new ESFA requirements mean that employer location needs to be added to the Apprenticeship Agreement. Where only the employer name was previously shown on the Apprenticeship Agreement, it now includes employer town/city and employer postcode in the employer information. Town/city is not mandatory, so if that information is not stored, only the postcode will appear.

ILR

Bug Fix – Work placement records

  • We have addressed an issue with the “Work Placement” section of Learning Delivery aims not consistently saving to the 21/22 and/or 22/23 ILR stores when overridden.

Bug Fix – ULN in Destination and Progression records

  • We have fixed an occasional issue where a learner’s ULN does not appear in the relevant section of the ILR XML file leading to a “FD_DP_ULN-MA – The ULN has not been returned" error on submission.

Multiple Destination and Progression (D&P) records in the ILR XML.

  • We have now made it possible for there to be multiple D&P records for a learner within the same XML file for example where an OST learner has enrolled on multiple programmes in the same academic year.

Changes to ILR screen where there is no record in the previous year.

  • To reduce any confusion with the multi-year structure recently implemented we have made some changes to the UI for the ILR screen. In situations where there is NO record in the previous year (I.e. a new start from 01/08/22) you will no longer have the option to switch to the previous year’s view of the ILR. Reminder – Following “hard-close” on 20/10/22 you will not be able to edit details for records in the previous year, they will remain viewable (i.e. Read-Only).

API

Apprenticeship Applicant v2 API has been amended to make the SectorID an optional field, which re-aligns this API to the Bud User Interface workflow.

Business Intelligence

In this release there are two new reports available for Premium Clients

  1. Finance Reports
  2. Employer Reports

These reports will be available from Friday 7th October. To access the reports your system administrator will need to add the permission to individual users.

user_role_reports.png

Once the permission is enabled the reports can be accessed from the primary “reports” navigation. 

finance_reports.png

Finance Reports Dashboard

The Bud Finance Reports include an Indicative Earnings Report with a high-level dashboard of the total potential earnings. The reports have been based on the Apps Indicative Earnings Report produced by the FIS.


The purpose of the report is to give you the ability to reconcile against the payments reports from the ESFA. We do not expect the payment amount to match 100% what is reported from FIS or the HUB.

The report will give you a breakdown per learner in your tenancy of the following payment types

  • On Plan Payments
  • Balancing Payments
  • Completion Payments: At this time we only include actual completion payments but will be looking to include anticipated completion payments in future releases
  • Functional Skills
  • Additional Learning Support

You can use the filter to either include or exclude learners who have not been included in your ILR that is generated.

To view the underlying data on the reports please use the “Export CSV”. 

During the ILR crossover period you will have the ability to download the report for the current or the previous academic year. From November onwards there will only be the ability to download the current funding year.

finance_reports_dashboard.png

For details of the business rules we have implemented please see our knowledge base article.

Employer Reports Dashboard 

Our Employer Reports have been created with a focus on the data that employers need to help them engage with their employee’s learning.

For the first phase we have made these available to internal users to allow you to understand the reports and plan how you want to roll these out to your Employers. Work is already underway to include these in the Employer Portal to allow employers continuous access to data. This should be available in Q4 2022 and we will provide further updates during the coming months.

The reports are split into Applications and Learning Monitoring with traffic lights to quickly identify where action is required by the learner or employer.

Employer_reports.png

 

For a full overview of the reports visit our knowledge base using the links below: 

The reports have been created with a focus on employer hierarchies and once they are available in the Employer Portal you will be able to nominate employer contacts to have access to the reports. If they are at a “Head” Employer, then the reports will include learners at the Head Employer and any child employer. We recommend you review how your employers are set up in the system to fully utilise the reports. See our knowledge base for more information. 

If you have any feedback on the reports or require assistance with managing your Employer Hierarchy, please speak with your Customer Success Manager in the first instance.

Datawarehouse

As part of the ESFA funding rules we added new questions into the apprenticeship enrollment to capture

  • If the recruit apprenticeships service was used
  • Prior Learning discussion including the free text box. Please note this has been capped at 255 characters.

These are now available in the Datawarehouse. See the new fields detailed below.

New table Application Questions has the following columns.

Column Name

Description

Data Type

ApplicationId

Bud Application Id

uniqueidentifier

DW_CreationDateTime

NULL

datetime2

DW_LastModifiedDateTime

NULL

datetime2

Employment - Reason Recruit an Apprentice Not Used

Free text reason as to why Recruit an Apprentice service was not used

nvarchar

Employment - Recruit an Apprentice Used

Flag as to whether Recruit an Apprentice service was used

bit

RPL - Align with Standard

Does the training programme align with an apprenticeship standard at the appropriate level?

bit

RPL - Direct Link

Is there a direct link between the applicant’s job role and the chosen apprenticeship standard?

bit

RPL - Employer Agreed to Embed Skills

Does the employer agree to provide the applicant with the opportunity to embed and consolidate the knowledge, skills, and behaviours gained through off-the-job training into the workplace?

bit

RPL - Employer Agreed to OTJ

Does the employer agree to release the applicant for off-the-job training as required by the training plan?

bit

RPL - Employer Agreed to Prior Learning

Has it been agreed with the employer that the learner does not have any relevant prior learning for this apprenticeship?

bit

RPL - Employer Agreed to Support

Has the employer agreed to provide the individual with the appropriate support and supervision to carry out both their job role and their apprenticeship, particularly where the apprentice is working flexibly, including working from home?

bit

RPL - Existing Skills from Prior Learning

Does the learner have any knowledge, skills, and behaviours relevant to the apprenticeship from prior education, training, or associated qualifications?

bit

RPL - Existing Skills from Prior Learning Detail

Further details of any knowledge, skills, and behaviours relevant to the apprenticeship from prior education, training, or associated qualifications

nvarchar

RPL - Existing Skills from Prior Work

Does the learner have any knowledge, skills, and behaviours relevant to the apprenticeship from learning or occupational competence gained from prior work experience?

bit

RPL - Existing Skills from Prior Work Detail

Further details of any knowledge, skills, and behaviours relevant to the apprenticeship from learning or occupational competence gained from prior work experience?

nvarchar

RPL - Occupational Competence English and Maths

Has diagnostic testing of occupational competence and diagnostic testing of English and maths prior attainment been completed where relevant?

bit

RPL - Occupational Competence English and Maths Detail

More details of the outcome of the diagnostic testing and how it will impact on the apprenticeship

nvarchar

RPL - Parties Agree on Apprenticeship

Do all parties agree that an apprenticeship is the most appropriate training for the applicant?

bit

RPL - Parties Agree on Job

Do all parties agree that the applicant’s job role has a productive purpose?

bit

RPL - Reduction Detail

Details on the reductions to be made

nvarchar

RPL - Reduction to Price Content or Duration

Following the above discussion about prior learning and experience, will there be a reduction to the price, content, and duration of the programme?

bit

RPL - Results Agreed

Have the results of the skills scan been discussed with and agreed by the employer?

bit

RPL - Results Agreed Detail

Further detail of the results of the skills scan having been discussed with and agreed by the employer

nvarchar

RPL - Skill Scan Completed

Has the applicant completed a skills scan to assess their competence against the knowledge, skills, and behaviours of the apprenticeship?

bit

RPL - Skill Scan Evidence

Does the skills scan evidence that the applicant requires significant new knowledge, skills, and behaviours in order to be occupationally competent in their job role?

bit

RPL - Skill Scan Evidence Detail

Further details of Skill Scan Evidence

nvarchar

TrainingProviderId

Bud Training Provider Id

uniqueidentifier

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