Getting The Most From Aptem A Guide For Administrators

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Getting the most from AptemA guide for administrators[Apprenticeship and Training Providers] MWS Technology Ltdv4.18www.mwstechnology.com

Aptem introduction . 1An Overview of Aptem . 2The Administrator Portal . 3Administrator navigation tiles . 5Aptem user navigation tiles . 9Frequently asked questions . 12Managing Users within your account . 14Users Group Profile . 14Users Report . 17Enrolling an individual onto a programme . 20Enrolling users on a course . 21User Profile Report . 23Using the Aptem Collaboration Centre . 27Checking for messages . 27Using the Learning Plan to track blended learning . 29Learning plans and apprenticeships / qualifications . 29Users provide evidence for their learning plan . 30Approving evidence . 31Monitoring user progress on learning plans . 33The Learning Plans report . 33A user’s learning plan overview . 34Adding personalised learning components for an individual user . 35Monitoring an individual’s progress on a programme . 37Monitoring course progress. 38The Course Progress Report. 38Managing courses and assessing employability units . 39Reviewing and approving user assignments . 39Moderated assignments . 41Unit sign-off documents and Course Reports . 42Viewing completed course reports for an individual user . 43Employer/Organisation Management System . 44Creating and Editing an Organisation Record . 45Adding an organisation . 45Editing an organisation . 47 MWS Technology Ltdwww.mwstechnology.com

The Organisation/Employer Profile . 48Recording activity with a contact at the organisation/employer . 49Creating and deleting Aptem logins for employer contacts . 50Creating and reviewing Employer users . 51Custom organisation reports and data export. 52Managing Placements and Workshops . 53Creating and Editing Placements or Workshops. 53Creating a new work placement / workshop . 53The Placement / Workshop profile report . 55Editing an existing placement / workshop. 56Enrolling an individual onto a placement/ workshop . 58Enrolling a group onto a placement / workshop . 60Work Experience Timecard functionality. 62Monitoring workshops and training placements . 63Finding users who have not completed a placement . 63Checking unverified time on a placement / workshop . 64Viewing a list of users allocated to a placement / workshop . 65Editing the current placement/ workshop for a user . 66Work Placement Wizard. 67The user journey using the Work Placement Wizard . 68The user completes remaining work placement wizard steps . 71The user records their time on the placement . 74Onboarding Wizard . 75The user journey using the Onboarding Wizard . 76Aptem Skills Radar . 78Creating a Skills Radar . 78Completing a Skills Radar - User . 78Assessing and viewing a Skills Radar - Administrator . 80Managing e-signatures and compliance documents . 81Creating or amending your electronic signature . 81User, learner and employer signatures . 82Validating e-signatures with signature mandates . 82Creating a compliance document for a user to sign . 85Notifying employers and users to sign a document . 87 MWS Technology Ltdwww.mwstechnology.com

Monitoring signatures for Administrators and Employers . 88Monitoring signatures for users and learners . 89Individual Learner Records (ILR) . 90Reviewing and editing ILR records . 90Exporting ILR records to XML . 92ILR work flow within Aptem . 93Appendix A: Setting up an account for a user . 95Method 1: Access Codes: . 95Method 2: Create an account for an individual user . 98Method 3: Create accounts for a batch of users . 100Issues with account subscriptions . 102 MWS Technology Ltdwww.mwstechnology.com

Aptem introductionWe originally developed Aptem because we recognised that most people would benefit from jobsearch assistance, especially in tough economic times when there is considerable competition forvacancies. When advisors deliver assistance there is a salary underpinning every hour of deliveryand this means that it is expensive help to offer and is often rationed. We recognised that atechnology platform could be made available at far lower cost and would have the benefits of beingaccessible 24/7 and from any location with an Internet connected computer. That was in 2009 andsince then Aptem has been continuously developed and improved to deliver online courses, managecontacts with employers and placements, ePorfolios and manage apprenticeships.We offer Aptem to several different sectors and there are a number of features that have beenadded due to sector specific needs. For example, training providers that want content andePortfolio for funded employability qualifications or those working with the unemployed who needUniversal Jobmatch integration.Please note. According to the sector, those being assisted may be referred to as jobseekers,learners, customers, clients, residents, students or apprentices. For simplicity, in this manual wemainly use the term ‘user’.This manual describes the various features and how to use them. If anything is unclear, please docall the Aptem support line on 020 7870 1000. MWS Technology LtdPage 1www.mwstechnology.com

An Overview of AptemAptem is a flexible technology platform which offers a range of features used by organisations tomanage apprenticeships, employability study programmes, job search assistance and outplacement.We offer Aptem to several different sectors and the features enabled in your administrator accountwill reflect the needs and service delivery model of your organisation.As an administrator you will be able to monitor the Aptem activity and progress of the users (e.g.learners, students, apprentices, job seekers) assigned to you within your organisation’s Aptemaccount.Typically users are enrolled on a ‘programme’ which reflects their needs and requirements. For eachprogramme only the Aptem tools and features that are relevant will be enabled for users andadministrators. An account can contain more than one programme to reflect the needs of differinggroups.The guide explains the main features used by administrators who are directly supporting users inreaching their training and employment goals. Aptem accounts and programmes may contain thefollowing features: Automated wizards for the collection of user’s data for the purpose of funding, ILR orprogramme assignmentDelivery of online courses through AptemAptem Collaboration Centre for messaging and notifications of user activityLearning plans for the delivery and monitoring of blended learningEmployer and Organisation contact managementWork placement management and application systemJob search tools and job application trackingTracking of milestones and outcomes, for example for training, job search or funding.There is a supplemental guide detailing additional administrator features which are used to tailorAptem to meet your organisation’s needs. These are available by contacting the Aptem supportteam on 020 7870 1000. MWS Technology LtdPage 2www.mwstechnology.com

The Administrator PortalWhen you log into your Administrator account you will see a navigation panel containing ‘tiles’ nearthe top of screen. The current status of key tasks and functions are displayed in the tiles. There is atile for each function within the system. Each tile can be clicked upon to access the relevant functionor report details.Click on a tile to access that featureClick here to view all tiles available to your accountWatch a video about using Active TilesBy default only the first line of tiles is displayed. Clicking on the expand icon will display allavailable tiles and thus functions enabled in your account. The number of tiles displayed will dependon which features you have access to.Click here to sign out or tochange your passwordClick on an individual tile toaccess that feature.Clicking here will allow tilesto be repositioned MWS Technology LtdPage 3www.mwstechnology.com

The position of the tiles is fixed, each tile will always be presented in the same position within thenavigation panel. Thus the same six tiles will always be displayed in the top row.There is an option to alter the position of the tiles, for example, if you wish to display particular tilesin the top row for quick access without needing to expand the whole navigation panel.1. Click on the ‘cog’ icon to activate edit mode. The ‘cog’ will change to a green tick.Click on the gear icon toenter edit mode.2. With the green tick visible, drag tiles to their new position. We recommend moving the tiles youfind most useful to the top row. Note that the shading of each tile depends on which column itis placed in the navigation panel.Drag tiles to the desiredposition.Click on the green tick to exit edit mode.3. Once the tiles have been placed in the desired position click on the green tick to exit edit mode.The gear icon should be visible. The tiles will be displayed in their new positions each time youuse your account, unless you decide to amend their positions. MWS Technology LtdPage 4www.mwstechnology.com

Administrator navigation tilesThis section provides an explanation of each tile (in alphabetical order) within an administrator’snavigation panel. The background shading of a tile depends on which column it is located in yournavigation panel as well as the theme applied to your account. The position of individual tiles can bechanged – see previous page. Remember, not all of the following tiles may be visible in your accountit will depend on which features have been enabled.Tile MWS Technology LtdTile NamePurposeAccess codesDisplays a list of access codes and if enabled the optionto create more. See section Managing access codesActivationsDisplays a report showing how many accounts havebeen activated. See section Monitoring usage ofAptem by usersAdministratorsoverviewDisplays the administrators profile page for alladministrators in your account. See sectionAdministrator Group ProfileAdministratorsusageDisplays the administrators’ activity and usage report.See section Administrator Usage ReportAdviceAllows access to the advice centre.AimsCreate and edit aims that are linked to ILRs. Seesection Adding and editing qualification AimsApplication stepsAllows the editing of the application process for a workplacement. See section Creating a default applicationprocessPage 5www.mwstechnology.com

MWS Technology LtdCandidatesDisplays a list of candidates who have applied toplacements. See section How to review and respondto work placement applicationsCollaborationcentreSend messages to Aptem users and receivenotifications of evidence submissions. See sectionUsing the Aptem Collaboration CentreCourseassessmentView coursework that are awaiting assessment orcompleted assessments (e.g. for moderation). Seesection Reviewing and approving user assignmentsCourse reportsView course reports for each user showing submittedevidence and their progress against course criteria.See section Unit sign-off documents and CourseReportsCoursesDisplays a list of the courses in your account. Also, ifenabled, provides access to the course builder forcreating new courses and learning materials. Seesection Managing courses and assessing employabilityunitsDirectoryDisplays a searchable directory of recruitmentagencies, local employers and newspapers.Found workDisplays report of those users who have notified thatthey have found work. See section Monitoring usageof Aptem by usersGroupsIf enabled allows editing of the group structure withinthe account. Managing groups within your accountILRReview, amend and verify Individualised LearnerRecords (ILRs) for users. See section Individual LearnerRecords (ILR)Page 6www.mwstechnology.com

MWS Technology LtdJob finderDisplays the vacancy research tool. See sectionResearching job vacanciesJobsManage jobs, apprenticeships and opportunities frompartners and prospects. Users in your account cansearch for these jobs within Job Finder. See sectionManaged Jobs SystemJobs genericreportAccess a wizard to create custom reports on managedjobs’ details and status. These reports can be saved astemplates. See section Custom job reports and dataexportLearning plansReview progress against learning plans and viewdetailed progress reports. See section Monitoring userprogress on learning plansMilestonesDisplays a report of Aptem user milestones, as definedwithin a programme. See Recording milestones forfunding purposesMy calendarDisplays the administrator’s calendar/task list whichmight contain placement interviews, contact meetingsetc.OrganisationsAccesses the Organisations report to view, edit or addnew employer, prospects or partner organisations.See section Employer/Organisation ManagementSystemOrganisationsgeneric reportAccess a wizard to create custom reports onorganisations’ details and status. These reports can besaved as templates. See Custom organisation reportsand data exportOutcomesDisplays a report of Aptem user outcomes as definedwithin a programme. See section Monitoringoutcomes within your accountPage 7www.mwstechnology.com

MWS Technology LtdPlacementsAllows the creation and editing of workshops orlearning placements. See section Creating and EditingPlacementsPlacements /Workshop usersDisplays a list of Aptem users who have been allocatedto a placement or workshop. See section Viewing a listof users allocated to a work placementProgrammesReview and edit programmes within your organisationaccount. See section Programme Manager – anoverviewSignaturesDisplays a report of compliance documents thatrequire an electronic signature from users, employersand/or administrators. See section Managing esignatures and compliance documentsSite monitorMonitor changes on specific webpages such as whennew jobs are added to jobs and careers pages fromlocal companies.SupportingmaterialsDownload or print supporting materials for defaultcourses within Aptem.Unallocated usersDisplays a list of Aptem users who have not beenassigned to a work placement. See section Findingusers who have not completed a placementUnverified hoursReports on timecards recorded for each user andplacement. Administrators can verify timecards fromthis page. See section Checking unverified time on awork placementUsersDisplays the User report – a list of all user accounts andtheir status. Very useful for checking details on aparticular individual. See section Users ReportPage 8www.mwstechnology.com

User genericreportAccess the report wizard to create custom reports onusers’ details and progress. These reports can besaved as templates. See section Creating custom userreports (User Generic Report)Users overviewDisplays the Group profile page for all Aptem users inyour account. See section Users Group ProfileUsers timeDisplays the activity report for all Aptem users in youraccount. See section Monitoring usage of Aptem byusersUsers usageDisplays the User usage report showing how usershave been using Aptem. See section Monitoring usageof Aptem by usersAptem user navigation tilesFor reference this section lists, in alphabetical order, each navigation tile that might be available toAptem users depending on the features enabled for each individual.Tile MWS Technology LtdTile NamePurposeAction plansCreate SMART action plansAdviceAllows access to the advice centre.ApplicationsTrack progress of vacancies in Job Finder user hasapplied to.CollaborationSend messages and evidence to your case owner. Seesection Users provide evidence for their learning planPage 9www.mwstechnology.com

MWS Technology LtdContactsAptem user can record important job search andnetworking contacts. Contacts can be imported fromFacebook, Twitter and LinkedIn.CourseAllows user to return to the current course they arecompleting.CVsCreate, edit, and export CVs. Aptem users can alsoimport existing CVs.DirectoryDisplays a searchable directory of recruitmentagencies, local employers and newspapers.DocumentsDisplays a list of documents, such as compliancedocumentation, action plans, course reports etc.created within Aptem. See section Monitoringsignatures for users and learnersEmailsAptem user can integrate a Gmail or outlook.comemail account with Aptem.Got a jobNotify that Aptem user has gained employment.JobsAccess to Job Finder to search for jobs and viewsuggested jobs. See section How can a user respond toa ‘Suggested Job’ in their Aptem account?Learner MonitorAllows user to self-rate against competencies e.g. todemonstrate employability skills. See section How cana user self-assess against a competencyPage 10www.mwstechnology.com

MWS Technology LtdLearning planUser can view their progress against their blendedlearning plan. See section Using the Learning Plan totrack blended learningMy informationlibraryA store of useful information for completingapplication forms such as work experience,qualifications, skills and work interests.OnboardingwizardAllows the user to provide start of programmeinformation, some of which may be required forcompliance documents e.g. ILRs. See section The userjourney using the Onboarding WizardPlacementsAllows the user to search and apply for workplacements provided by a college or training provider(as opposed to jobs). See section How can a usersearch and apply for a work placement?Site monitorMonitor changes on specific webpages such as whennew jobs are added to jobs and careers pages fromlocal companies.TasksList of tasks viewable in either list or calendar format.Tasks can be created by the Aptem user, by anadministrator or automatically by a programme orwork placement entries. See section The user recordstheir time on the placementTemplatesA library of template for job and training applications,prospective emails and networking requests. Aptemusers can edit the default templates or write theirown.Work placementwizardAllows user to complete the work placement wizard tosupport job and learning placements. See section Theuser journey using the Work Placement WizardPage 11www.mwstechnology.com

Frequently asked questionsHow do I enrol a user onto a course within Aptem?If a user is not currently assigned to a course then the person can be enrolled onto any courseavailable to your account. Refer to the section Enrolling users on a course.How do I move a user from one group to another?Transferring a user from one group to another within your organisation’s account is a functionavailable to administrators responsible for managing an account. Refer to the section Moving usersbetween groups.How do I add a colleague as an administrator?This feature is not enabled for all administrator accounts. However the process is similar to invitinga user to activate an Aptem account. Refer to the section Creating a new administrator.How do I add a colleague so they can assess course assignments?This feature is not enabled for all administrator accounts. However the process is similar to invitinga user to activate an Aptem account. Refer to the section Creating a new administratorWhat can I do if a user has changed their email address and cannot remember their username?If a user no longer has access to the email address they used to register with Aptem then theircontact details can be edited – refer to the section Users Report. The user can then use theusername recovery link on the login page.Aptem recommends only changing contact details when they are from an authenticated source.How do I find out if a user has recently used Aptem?The usage reports and the user’s individual profile report detail which features of Aptem a user hasactively used. Refer to the section Monitoring usage of Aptem by users and User Profile Report formore details.How do I find out if a user has created a CV in Aptem?The user’s individual profile report details which features of Aptem a user has actively used and willallow review and editing of a user’s CV. Refer to the section User Profile Report for more details. MWS Technology LtdPage 12www.mwstechnology.com

Can I remotely check or help edit a user’s CV in Aptem?The user’s individual profile report details which features of Aptem a user has actively used and willallow review and editing of a user’s CV. Refer to the section User Profile Report for more details.How do I check a user’s progress through an Aptem course?A user’s progress through a course can be checked using the course section of the Users GroupProfile Report. Refer to the section Monitoring course progress.A colleague with an advisor account has left our organisation how do I remove their account?Refer to the section Administrator Profile Report.How do I check if administrators have been using Aptem to support users?The advisor usage report provides this information. Refer to the section Administrator group profile.How can I ensure that a user is automatically enrolled onto a course within Aptem when theyregister their account?A default course can be applied to a group so that any user registering a new account within thatgroup will be automatically enrolled on the course. Refer to the section Adding/changing the defaultcourse for an existing group.As an assessor for a course how can I view a Aptem user’s assignments?Unmarked assignments can be viewed and assessed from the Outstanding Approval page – for moredetails refer to Reviewing and approving user assignments. A user’s current portfolio for a coursecan be viewed via the Course Reports page – refer to section Unit sign-off documents and CourseReports. MWS Technology LtdPage 13www.mwstechnology.com

Managing Users within your accountThis chapter explains how to track the number of enrolments and active subscriptions within yourorganisation’s Aptem account. The following topics are covered: How to display an overview of users in your account.How to view a list of all users in the account including expired accounts.How to track enrolments by date.Users Group ProfileThis section explains the Users Group Profile report, which is accessed by clicking on the UsersOverview tile in the navigation panel.1. Sign in to your administrator account.2. In the Navigation panel click on the ‘Users Overview’ tile to display the Users Group Profile page.Filter by account sub-group then click on‘Apply’ to see details only for that sub-groupProgrammes section is only shown if this feature is enabled in your accountThis report gives a quick overview of users in the account with quick links to frequently usedadministrative tasks. The report can be filtered to show the relevant data for any subgroups withinyour account by using the group filter control. MWS Technology LtdPage 14www.mwstechnology.com

Each section within the Users Group Profile can be expanded by clicking on the relevant section title.The profile page contains the following default sections: Overview Programmes (if this feature is enabled in your account) Activity Summary (last 30 days) Course Progress Access Codes Work placements (if enabled in your account)Overview SectionThis section provides a count of the active and expired Aptem users in your account as well as usersthat have notified Aptem that they have a job or training placement. For i

Job finder Displays the vacancy research tool. See section Researching job vacancies Jobs Manage jobs, apprenticeships and opportunities from partners and prospects. Users in your account can search for these jobs within Job Finder. See section Managed Jobs System Jobs generic r