SAWSW Data mapping

This exercise involved the evaluation of all the digitised forms used in the WBL programme and the way the data was input, shared and managed. The table below shows the data fields that were imported into each form from the database and those that are entered directly when the form is in edit mode. It also indicates the differences between the Edit and Print views of the same Form with regard to imported data. As well as the data fields, the signature requirements for each form are highlighted. It can be seen that there are various combinations of stakeholders involved. This is illustrated in the following diagram:

The table represents a raw evaluation of Form content in CSV format. A summary of design issues follows. 1. Learner Forms
Form Learner Information Sheet Data Imported Edit Screen: Learner Name. Form: Programme, Employer, Employer Contact, Telephone number. Edit Screen: Learning Provider, Learner Name. Form: DoB, NI no., Evidence. Data Added Campus, College Day, Course Contact, NVQ, Registration Date, Registration Number, Insurance & Monitoring Dates.

Learner Eligibility Form

Eligibility responses, Programme, start date, Provider Position.

Learner Signature/Date Learning Provider Signature/Date Employer/Provider Contract Edit Screen: Learning Provider, Learner Name, Employer, Programme (the latter within the selection area and noneditable). Form: nothing extra. Personal Information Form Edit Screen: Account ID (Learning Provider), Advisor (TA? Though displayed, it can be edited), Registration. Form: nothing extra. None.

Employer Signature/Date TA Signature/Date Defaults to Edit Learner Form which is the first half of the Learner and Learning Programme Registration Form. Data Input: Providers ID, ULN, NI No. Gender, Forename, Surname(s), DoB, Evidence, Lone Parent, Learner Address(s), Tel, Mob, email(s), Next of Kin info, Doctors info, Bank Account info, Ethnicity, Disability, Previous Qualifications, Personal Notes. Initial Assessment: Confirmation, Literacy Tests/Dates/Levels, Numeracy Tests/Dates/Levels, Free Writing Skills, Recommendations, Employment & Career Objectives, Leisure Interests, Previous Qualifications, Other Achievements, Assistance Request(s), Assessment Summary, Guidance/Info received. Learning Plan: Programme, Start Date, Target/Actual End Dates, Attendance Pattern, Qualification Details, Key Skills, Qualification Breakdown, Forward Plan to First Review/Start Date/First Review Date, Review Dates (61/31 days). Learner Signature/Date Learning Provider Signature/Date Employer Signature/Date

Individual Learning Plan

Edit Screen: Account ID (Learning Provider), Learner Name. Form: nothing extra, but it could have all Learner Information imported.

Forward Learning Plan (says Forward Planning in Form List)

Edit Screen: Learning Provider, Learner Name. Form: nothing extra.

Forward Learning Plan Start Date/End Date, Progress review (actually says Other Activities which needs changing to a more meaningful title such as Learning Goals as does the general form layout ) The data entry here relates only to the Learner employment. It is the second half of the original form, the first half having been completed for the PIF. It would seem sensible to complete both

Learner and Edit Screen: Learning Provider, Learning Programme Learner Name, Employer Registration Form (selected from list). (Needed to re-log in to access) Form: Includes all the Learner Data entered through the Edit

Learner Form which is completed for the Personal Information Form.

halves in the same place and for the PIF to be automatically generated from the data. The data entry sequence needs to be tidied up and the terminology/guidance made absolutely clear for the user. Learner Signature/Date Learning Provider Signature/Date Administrator Signature/Date

Apprenticeship Learning Activity Form

Edit Screen: Learning Provider, Learner Name. Form: nothing extra.

Programme Start Date, Title, Learning Activity Start/End Date, Additional support, Contact hours, Delivery method, Delivery site postcode,. Learner Signature/Date Learning Provider Signature/Date Administrator Signature/Date LA Completion Data: Termination date, Completion status, Guided contact hours. LA Award Data: Attainment, Award. Learner Signature/Date Provider Signature/Date Administrator Signature/Date

Apprenticeship Learning Agreement

Edit Screen: Learning Provider, Learner Name, Employer, Programme. Form: Employer Address, NI No. (All data imported from existing inputs)

None.

Learner Signature/Date Learning Provider Signature/Date Employer Signature/Date Learner Details: only contains Sector, Level and Start Date. Learner, Employer and TA details are imported direct to the Form. Part A: Prior to Start Checklist. Learning Provider Signature (TA)/Date Part B: At or After Start Checklist. Learning Provider Signature (TA)/Date Apprenticeship form Administration Records and Dates, Integrity check, Comments. Learning Provider Signature/Date

Start Pack Checklist and Guidance

Edit Screen: Learning Provider, Learner Name. Form: Learner Name, Employer and TA

Induction Questionnaire

Edit Screen: Learner Name. Form: nothing extra.

18 Induction questions to be completed by the Learner (could be done online or printed out and completed by hand.

Learner Signature/Date Workplace Induction Checklist Edit Screen: Learner Name. Form: nothing extra. Employer, 22 questions to be completed by the Learner (could be done online or printed out and completed by hand. Learner Signature/Date Placement Provider (Employer?) Signature/Date TA Signature/Date Record of Review Form Edit Screen: Learner Name. Form: NI No., Employer. PDF File Upload function is in the Header area and needs to be moved to the PDF Upload section. Learner Details: Occupational Route, Programme, Actual/Planned Review Dates, Review Location. (NI Number & Employer included in printed form) General review of progress. Learner Signature/Date Learning Provider Signature/Date Employer Signature/Date A Review Prompt script is included. Monitoring Learner Progress Form Edit Screen: Learner Name. Form: Learning Provider, Employer. Edit Screen: Learner Name. Form: Employer. Date, Details, Agreed Actions Learner Signature/Date Learning Provider Signature/Date Employer Signature/Date Section 1, Part A: General details, Dates of Monitoring Visits (No Employer details included in data input screen, but are included in printed form) Section 1, Part B: Series of questions for Employer. Plus Learner H&S Interview (This was part 2 in the Form Ive seen is this a new form? It looks as if the form might have been misinterpreted) Learner Signature/Date Supervisor Signature/Date Monitoring Officer Signature/Date Change of Circumstance Form Edit Screen: Learner Name. Form: NI No. (No Current Employer or Provider details included in data entry screen) Change of Details: Type used rather than Programme. Suspension of Learning Programme: Dates and Details recorded (Query date

Health & Safety Monitoring

phraseology) Learner Signature/Date Learning Provider Signature/Date Unsuspension of Learning Programme: Return to Learning Date (No Revised Expected End Date?) Learner Signature/Date Learning Provider Signature/Date Office Use: MIS & LLWR Update. Administrator Signature/Date Learning Programme Edit Screen: Learner Name. Completion Form Form: nothing extra. Termination Details: Its not clear why the Learner Identifier and ULN are not provided here. They are needed for the Form and are not imported from elsewhere. Learning Programme Completion Data: Data to be entered. Learner Signature/Date Learning Provider Signature/Date (Form does not indicate that the signatures are the Learner and the Provider) Office Use: No need for two dates. Exit Review Form Edit Screen: Learner Name. Form: nothing extra. General Data: Uses Type rather than Programme. Also a different drop down list (though these are both from the original paper form). Start Date, End Date, Assessor. Qualifications Gained/%Complete/Dates. Points for Discussion. Last Review Date. Learner Signature/Date Learning Provider Signature/Date Redundancy Form Edit Screen: Learner Name. Form: NI No., Employer. Learner Details: Sector, Start Date and Programme could all be Imported. Section 1: Evidence Requirement Selection. Section 2: Follow-up action Selection. Assessor Signature/Date WFS Signature/Date Learner BACS Details Not sure what this form is for. It defaults to the Edit Learner Form.

2. Employer Forms
Form Employer Vetting Document Data Imported Edit Screen: None. Form: nothing extra. Data Added Section 1: Company details, Contact details, H&S Officer, General Insurance details, Employer Liability Insurance details, Public Liability Insurance details, Location of Vet. Arrangements Checklist: 30 issues to be reported on. Risk Banding (derived from data entered above and below). Section 2: Work Location of Learner. Employer Name, Location, Occupational Route, Learning Provider, Vetting Officer, Date. Items Being Appraised: 23 appraisals to be reported. Risk Banding completion. Conclusions. Vetting Officer Signature/Date Administrator Signature/Date (The Edit Screen and printed Form currently has the Employer Signature rather than the SAW Administrator) SME4 Form Edit Screen: Learning Provider. Form: The SME4 introductory text and all of Section One are populated from existing Employer data and are only displayed in the printed Form. The Learner Details are imported when selected using the Edit Screen. Section One: Not included on Edit Screen. Section Two: Employee Headcount, Large Firm Ownership, Company Turnover, Company Balance Sheet, Non-SME /SME Public/Private declarations. Solemn Declaration by Employer Employer Signature/Date/Position Section Three: Training Provider, Employer, Learner Details selected (Imported). Learning Provider Signature/Date (Note that there is currently no ability to edit the SME4 Form once it has been set up)

Note: To be consistent with the Learner drop-down list, a full list of Employers should also be shown in the same way, with their vetting and SME4 forms selectable for viewing/editing.

3. Digital Form Design Issues 1. A primary aim of the digitised WBL administrative system is to maximise efficiency in the use of common data fields in documents. The entry of core data would be through identified key documents and could only be edited through those same documents. When original entries or subsequent updates are made, the data would automatically populate all other system documents that use the same data fields. Editing of core data will not be possible from those secondary documents. 2. The primary entry documents for the Learner and the Employer need to be agreed. For the learner this looks primarily to be the Learner and Learning Programme Registration Form, and for the Employer, the Employer/Placement Vetting Document. Other forms will share non-core data fields, such as learner progression information, and the primary form for this data entry will also need to be identified and agreed. The design will come from an analysis of SAW user workflows. 3. The consistent use of terminology that is understood by all users is essential. At the moment the terms Learning Provider, Provider and Account ID are all used to mean the same thing, for example. On the original paper forms there is often a very brief example of the data expected in the field and this should be included in the digitised version where appropriate. 4. The Editing Screens for a number of Forms only show the areas where new data is to be input. Areas where data has already been input through other forms are only shown on the printed version. It is suggested that the pre-populated fields are also included on the Edit Screen (non-editable) as this will aid the user visualise the completed document whilst still in edit mode. A review of the way the Learner and Learning Programme Registration Document is currently populated would be a good starting point for this discussion. 5. Most of the Forms require one or more signatures. An obvious action is to identify which Forms are required as part of the WBL Audit process and hence need to meet EU and WG funding requirements. All those that do not could have an acceptable digital signature process applied that would mean printed copies would not be necessary for handwritten signature. 6. All of the above issues appear to be fairly straightforward to resolve, subject to the availability of appropriate staff, and achievable by September ready for system piloting. The main goal will be to increasingly engage with the SAW users as the system approaches usability. Without full acceptance that the digitised system offers them significant personal benefits, it is unlikely to succeed.

Tony Toole July 2012