Employer Portal Reports - How to Use

Introduction

The Employer Portal Reports have been created to give you an overview of all your Applicants and Learners. Below is a video to provide a brief introduction to the functionality of the reports: 

How to: Use the employer reports

The rest of this article is to guide you through how to use these reports in more detail. 

Dashboard 

The dashboard, as displayed below, gives a high level overview of your applications and learners. If they are associated to multiple sites then you can use the filter on the top panel to select which site you which to view the reports as.

 

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How to: Employer Reports - Applications

Application Metrics

The table below outlines the application metrics displayed on the employer dashboard. Use the 'navigates to' link in the table to click through to the relevant reports.  

Metric Definition RAG Status  Navigates to
Applications in progress Sum total of all applications that are in flight. N/A Application Status Report
Invited to self register Sum total of applicants that have been invited to complete some of the application details themselves.

Green - If 0-20% of your applications are awaiting self registration

Amber - If 21-40% of your applications are awaiting self registration

Red - If 40+ % of your applications are awaiting self registration

Application Status Report

Applications meetings to schedule Sum total of applications where a sign up meeting needs to be scheduled.

Green - If 0-20% of your applications are awaiting a sign up meeting to be scheduled.

Amber - If 21-40% of your applications are awaiting a sign up meeting to be scheduled.

Red - If 40+ % of your applications are awaiting a sign up meeting to be scheduled.

Application Status Report

Applications awaiting signatures  Sum total of applications that are awaiting signatures.

Green - If all applications have been waiting less than 2 weeks for signatures.

Amber - If any applications have been waiting between 2-4 weeks for signatures.

Red - If any applications have been waiting more than 4 weeks for signatures.

 

Applications with missing signatures

Application Reports

  • Application Status Report

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  • Applications with missing signatures

This report will provide a summary of each application that is awaiting signatures, you will be able to see how long the signature has been waiting and which signatures are missing. The report includes original applications and any that have been edited. Ideally, the table would be empty.

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How to: Employer Reports - Learning Monitoring

Learner Metrics

The table below outlines the key learning monitoring metrics displayed on the primary employer dashboard. Use the 'navigates to' link in the table to click through to the relevant reports.  

Metric Definition RAG Status  Navigates to
Explore your learners Sum total of all learners. Leavers and achievers are excluded N/A Learner Dashboard
Passed planned end of practical period 

Sum of learners passed the end of their practical period

 

Based on % of learners who are 'In Progress'.

Green - If 0-20% of learners are passed their end of practical period

Amber - If 21-40% of learners are passed their end of practical period

Red - If 40+% of learners are passed their end of practical period

EPA Readiness
Activity 

Highlights how long since your learners have completed an activity.

The count will match the corresponding RAG traffic light on the engagement page.

Red - If any learners haven't completed an activity for more than 28 days. Otherwise...

Amber - If any learners haven't completed an activity for more than 21 days. Otherwise...

Green - All learners have completed an activity in the last 21 days.

Engagement 
Completion 

Sum total of Learners who have completed in the last 6 months. 

Note: If there is no completion date, they will be excluded from the count.

N/A Completed Learners
Learner RAG status 

The split of RAG ratings for your learners using their latest RAG. 

This excludes any completed or withdrawn learners

Note: Not every learner has a RAG status.

 

Learner Details

 

Learner Dashboard 

The learner dashboard, displayed below, can be accessed by clicking on the 'explore your learners' tab on the primary employer reports dashboard. From here you will be able to access all of the reports regarding your learners.  

 

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Learner Progress 

  • EPA Readiness

EPA Readiness will allow you to see how learners are progressing as they come towards the end of their practical period. You can filter the reports to look at learners that are: 

  • Less than three months to end of practical period
  • One month to end of practical period
  • Passed the end of practical period
  • Three months passed end of practical period

The table provides an overview of the learner's standard score, learning hours, functional skills and RAG status: 

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  • Learners in EPA

Learners in End Point Assessment will give you a view of which of your learners are currently at a status of "In EPA". If you don't have any learners in EPA, the page will be blank.

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  • Completed learners

Completed learners will give you the sum of all learners who have completed and their grade. The grade will only be populated if the EPA process has been used.

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  • Learner Details

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Key Metrics

  • Engagement 

Bud Engagement is defined as:

'A submission or message from the learner, submission by the trainer, approved off the job hours, or a completed progress review. A progress review is only counted as completed once all signatures are present.'

While the report is focused on overall engagement we have added traffic lights to help identify learners who have or have not completed an activity.

  • Green - Number of learners who completed an activity in the last 21 days
  • Amber - Number of learners who completed an activity in the last 21-28 days
  • Red - Number of learners who haven't completed an activity for more than 28 days 

If there are no learners in a category then the box will change to grey

You can use the activity timeframes filter on the left hand side to see the learner details for each of the categories.

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  • Learner Hours

The learner hours help to identify where a learner may be falling behind on their required hours.

Learning Hours Progress is the difference between the percentage of planned learning hours completed, and the percentage of elapsed time to the Planned End of Practical Period (or Planned End Date).  Any time spent on a break is excluded from the baseline on return from said break.

Learning Hours Progress is defined as:

Percentage of OTJ Hours completed - Percentage of time through their programme.

By this measure, if a learner is at zero, then we can consider them to be on track. On a scale of -100 to +100, the exact boundaries are defined as follows:

  • On Track: Above: -10                 
  • Off Track: -20 to -10         
  • Cause for Concern: -40 to -20           
  • Urgent Attention: -40 or below       

Within this area, by clicking the 'view the learner hours log' button, you can also see the number of hours a learner has completed against their apprenticeship, this has been split into 

  • Hours recorded via the log, including pending and approved hours.
  • Bulk hours added on submission

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  • Progress reviews

The funding rules require that a progress review is completed every 12 weeks, the report will highlight learners that require a progress review and whether it has been scheduled or not.

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The funding rules require that signatures are captured after a progress review has been completed. Use the button at the top of the page to drill into awaiting signatures.

Progress reviews missing signatures

The table will show progress reviews that are awaiting signatures, split by learner, trainer and employer.  Where the employer is not part of the review a "-" will be displayed to show that no signature is required Ideally, this table will be empty.

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Breaks in Learning

The report will provide an overview of learners requesting a break or on a break

  • Requesting a break is the sum of all learners with a status of "break requested" or "break approved"
  • Learners on a break are the sum of all learners "on break"
  • Past expected return date is the sum of learners who haven't returned when expected, if there are no learners in this category the box will grey out 
  • On a break for more than a year will be red if one or more learners fit this category. If there are no learners who have been on a break for more than 1 year then it will be grey

If a learner is passed their return date and it has been more than a year then they will only be counted in the latter category.

You can use the filters on the left hand side to see the underlying data by break category.

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Withdrawals

The report will provide an overview of learners who are requesting to withdraw or have withdrawn.

  • Requesting to withdraw is the sum of all learners with a status of "withdrawal requested" or "withdrawal approved"
  • Withdrawn is the sum of all learners who have withdrawn over all of time.

The filter on the right will allow you to review withdrawals during a specific time frame.

We have added a "Zero day leavers" filter so that you can see learners who have withdrawn within the first 42 days.

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How to: Use Employer Reports

On the Employer dashboard, there is an Employer filter at the top of the page that will show only the data for the Employer Hierarchy or specific employer that your Training Provider has given you access to, this filter will apply to all reports.

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Where a metric has an arrow present, this indicates that you can drill through to a page giving more details.

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On each page navigation is displayed at the top, depending on which page you are on you can either go back to the main dashboard or the learner dashboard.

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The section at the bottom of the page allows you to navigate to any page within the report suite.

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Fielder Pickers and Filtering 

Where there is a field picker, you can choose which field is used in the x axis of the graph – employer office, employer contact or programme name.

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Where the graph has a legend, you can click on the legend values to highlight those on the graph and filter the table. Clicking a segment of the donut will have the same effect.

Exporting data: 

If you want to export data from a table, hovering over the table will reveal a 3-dots menu in the top right hand corner. Clicking on the 3 dots will give you the option to export data.

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