End Point Assessments? We ve got you covered.

Transcription

1 s End Point Assessments? We ve got you covered 1

2 Hello, The introduction of the apprenticeship levy will double the annual investment in apprenticeships in England to 2.9 billion by is going to be an exciting growth year for end point assessment organisations as the sector experiences an explosion in the number of apprentices enrolled onto employer standards. To help EPAOs manage the increased demand for end point assessments, Smart Apprentices have developed the first technology exclusively designed for registered EPAOs to manage their end point assessments with rigour and efficiency. Smart EPA manages every aspect of end point assessments from importing portfolios to recording EPAs, managing resources, validating competencies and conflicts of interest through to standardisation and compliance for external moderation. Chosen as the technology partner of choice by leading EPAOs you will be in safe hands. Smart EPA - we ve got you covered. john.donigan@smartapprentices.com to arrange a demonstration. Fiona Hudson Kelly Fiona Hudson-Kelly CEO 2

3 Standardisation Outcomes Contracts Smart Rooms Manage Resit Bookings Distribute Results 1 Import Templates Automatic Assessor Matching Standardisation read more on page 26 REGISTRATION Training Provider or Employer read more on page 8 2 REGISTRATION Apprentice read more on page 10 3 EPA Bookings read more on page 14 4 EPA Completion read more on page 18 5 Resits read more on page 22 EPA Results read more on page 24 All these key features plus much more Smart End Point Assessment Technology ssmart End Point Assessment we ve got you covered 3

4 Onboarding Configurable Permissions Configuring Standards User Defined Lists Resource Management Assessor Management 4 we ve got you covered

5 Configurable Permissions SEPA user groups are configured to deny or grant access to critical features & areas of the system, based on your organisational structure which the system will mirror. The permissions are split into three categories: System permissions Report categories Dashboard widgets Users can be setup for EPAOs, Training Providers, Employers, Assessors and optionally apprentices. Configuring Standards Standards are easily configurable within the system to ensure they can be delivered to meet the requirements of the assessment plan. The configuration items include: Standard Level Resit rules Price Apprenticeship length Assessment Types Overall Grading we ve got you covered 5

6 Each individual assessment type within a standard can be configured to reflect the assessment plan. The configuration items on assessment types include: Min Assessor Duration Min Apprentice Duration Overall Result Weighting Grades available Maximum resit attempts Apprentice Attendance Required Resit fees User Defined Lists Users can customise the data which is available in drop down boxes throughout the system. Over 20 different types of lists can be configured in the system including: Currencies Address Types Contact Types Report Categories Apprentice status Reasonable Adjustments 6www.smartEPA.com we ve got you covered

7 Resource Management Resources can be uploaded or linked to within SEPA providing a central location for all information connected to EPAs. Resources can be associated with specific standards and/or user roles such as training providers: Resource Categories General Training Provider Docs Employer Docs Assessment Centre Docs Assessor Docs EPA Evidence Docs Apprentice Docs Assessor CPD Docs Assessment Centre EPA/Evidence Docs Assessor Management Set up your assessors in SEPA to manage their workload. This includes adding information such as: Contact details The Standards they are competent to assess Working Hours Planned leave Conflicts of Interest CPD records we ve got you covered 7

8 Step 1: Training Provider/Employer Registration Relationship Management Contracts Managing Conflict of Interest Employer Management Employer records can be setup allowing for the capture of details such as: Addresses Contact Details Funding information Linked apprentices Sectors Training Provider Management Training Provider details are captured to provide the system with critical information used in the selection of EPA providers. Details available to be recorded are: Standards they deliver Addresses Contact Details Linked employers 8 we ve got you covered

9 Contracts Contracts can be created in the system to manage the relationship between EPAOs and the other parties in the EPA process including training providers and employers. Contracts can be used to apply discounts. Contracts can limit the number of apprentices which can be assessed. Managing Conflict of Interest The Assessor Management features a process to identify possible conflict of interest which may exist between the assessor and other parties within the EPA process. Conflict of interest identified and recorded into the system will be used to eliminate this assessor from completing any EPAs where that conflict will occur. we ve got you covered 9

10 Step 2: Apprentice Registration API Import Templates Reasonable Adjustment Requests ULN Verification Payment Terms 10 we ve got you covered

11 API SEPA s API allows you to integrate with other 3rd party systems including: e-portfolios MIS systems Sales systems Accounting systems Import Templates SEPA s Import Templates configurable in the system allow importing of data such as apprentices. Users must define a column letter or column name within a spreadsheet where each field can be found. These mappings will then be used to process any uploaded spreadsheets. we ve got you covered 11

12 Reasonable Adjustment Requests Reasonable adjustments can be requested and processed within the system. Evidence can be uploaded to support the requested reasonable adjustments. ULN Verification SEPA allows for apprentices to be registered in the system, fields capture all key information such as the ULN Number and purchase order numbers for the EPA. With built-in integration in the LRS service provided by the ESFA, ULN numbers can be verified we ve got you covered

13 Payment Terms Whilst registering apprentices, key EPA information such as the standard they are completing, payment terms and reasonable adjustments can be recorded. we ve got you covered 13

14 Step 3: EPA Bookings Checklist & Sign Off Upload Evidence Assessor Matching Assessor Confirmation Assessor Preparation 14 we ve got you covered

15 Checklist & Sign Off SEPA allows for checklists to be configured and applied to each individual standard. Checklists can be used to upload evidence and ensure that the necessary parties agree each apprentice is ready for EPA. Upload Evidence Evidence such as a summative portfolio can be uploaded and associated with individual assessment types for apprentices. This process is made simple using drag and drop technology. we ve got you covered 15

16 Assessor Matching Once the apprentice is ready for EPA, the system will automatically match the apprentice to available assessors. When matching assessors the following information is taken into consideration: Apprenticeship Standard Assessor Working hours Assessor Capacity Assessor Holiday Assessment Location Conflicts of interest Assessor Confirmation Confirmation is required from assessors for all EPAs booked in the system. This acts as a check to ensure that the assessor is suitable and available to complete the EPA we ve got you covered

17 Assessor Preparation Assessors can review evidence submitted prior to an assessment. Evidence can be submitted by the apprentice themselves or on the apprentice s behalf by their training provider prior to an assessment taking place. we ve got you covered 17

18 Step 4: EPA Completion Smart Rooms Grading Evidence Comments EPA Results Confirmation 18 we ve got you covered

19 Integrated Smart Room Technology Smart Rooms utilise powerful new technologies for communication and collaboration. Partnering with Brother, this seamless process provides a new way of communicating with all stakeholders. EPAs can be scheduled and completed remotely. When scheduling EPAs, if a Smart Room is chosen as the assessment location, the system will automatically check to ensure that a room is available, and if so, a link will be distributed to the relevant parties. we ve got you covered 19

20 Grading Assessors are able to enter the grade which they wish to give to an apprentice per assessment type. SEPA allows for a grade such as pass, merit or distinction to be recorded as well as a mark and/or percentage achieved. Overall EPA results can be automatically calculated, or can be entered manually by an administrator or assessor. Evidence Evidence can be uploaded during an assessment in order to justify the grade and comments given by the assessor. For each piece of evidence added during an assessment, the assessor must record the source of the evidence as well as add some comments explaining what the evidence is we ve got you covered

21 Comments Throughout the EPA process, assessors are able to record comments against the apprentice s EPA. The system will automatically record the name of the user who made the comment, as well as the date and time of the comment. This ensures that all comments are traceable and can be queried with the relevant user. EPA Results Confirmation Assessments can be double marked within the system, allowing for results to be confirmed or modified by a second assessor before being released to the relevant parties. During this step additional comments can be added. we ve got you covered 21

22 Step 5: Resits Resit Rules Resit Costs Resit Rules SEPA manages the booking of resits and allows you to input scenarios and rules on which resits are allowed. Resit rules include: Maximum number of resits per standard Maximum number of resits per assessment type The ability to resit passed assessments Ensure all assessment types are completed before booking resits we ve got you covered

23 Resit Costs SEPA has a central location for managing bookings, which have been made for an apprentice and allows for resits to be booked when necessary. By selecting Book resit, the allocation scheduling process will be launched, allowing you to select a location and time for the resit, as well entering a PO number for the resit booking. we ve got you covered 23

24 Step 6: EPA Results Submit Results to EPA Distribute Results Submit Results SEPA will integrate directly into the ESFA to allow for the certification template to be completed and uploaded automatically. This process will take place once the apprentice has completed the EPA and has been given an overall result we ve got you covered

25 Distribute Results The system automatically calculates the overall grade of an apprentice using our customisable aggregation tables. SEPA supports the ability to apply weighting to assessments in order to calculate the overall result. If required, overall grades can be manually input for an individual apprentice. SEPA comes as standard with a number of templates. The s are triggered at various stages of the EPA process to notify the selected parties with information, such as the results of an EPA. The following configuration options exist for Templates: Who the is to be sent to What the contains (including merge fields) headers Disclaimers we ve got you covered 25

26 Step 7: Standardisation Standardisation Reasons Standardisation Outcomes Audit Compliance Reports Dashboard 26 we ve got you covered

27 Standardisation Reasons SEPA aids standardisation processes, allowing for samples of EPAs to be taken and reviewed. A reason can be recorded against EPAs identified for standardisation. Reasons include an apprentice appealing, an assessor having been suspended, and for quality assurance. we ve got you covered 27

28 Standardisation Outcomes The outcome of a standardisation review can be recorded. The available outcomes include: Modify grades Adding comments to an EPA Suspending an assessor Request a resit Audit Compliance External auditor access can be setup in the system to allow for external auditors to have read-only access to your records. As with other user groups, access can be granted and denied within each area of the system we ve got you covered

29 Reports SEPA comes as standard with 20 default reports on information including: Filtered Apprentice lists Apprentice invoice data Apprentices missing evidence for reasonable adjustments Assessment bookings EPA results Reports can be scheduled to run as a single one off task or setup as recurring tasks. Parameters can be added to the scheduled report to filter the data sent. Custom reports can be created using our built in report builder. Powered by DevExpress the features available include: Charts Images Parameters we ve got you covered 29

30 Dashboard A management dashboard is available and can provide quick access to information such as: Active Apprentices Active Employers EPAs in the next 30 days EPAs to be booked The dashboard can be configured per user to show the widgets which are most relevant we ve got you covered

31 A final word, With any change comes challenges. Many training providers will look to their End Point Assessment Organisations for advice and guidance on supporting them to manage the transition from in training to end point assessment for their apprentices. End Point Assessment organisations that can make booking and managing end point assessments easy for their providers, apprentices and employers will be best placed to become the partner of choice. We can help you reach out to your providers, employers and apprentices, to offer them a rigorous and easy platform, where they can feel confident in managing their end point assessments with you, in the knowledge that you have invested in best in breed technology, purposely developed for end point assessments and not just adapted your existing platform in the hope it meets their needs. If you would like to discuss your requirements further, please contact John Donigan on John.Donigan@smartapprentices.com. Fiona Hudson Kelly Fiona Hudson-Kelly CEO

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