Covered in the webinar:
- Monitoring Learners
- Interacting with the Learner's Journey:
- Counter-signing activities
- Counter-signing reviews
- LearningHub view
- Employer and Observer Reports
- Best Practice and Top Tips
good afternoon ladies and gentlemen and
welcome saying with a sense of
onboarding training webinars here from
one file my name is Jake I'll be
representative for today I'm actually
the onboarding project specialist here
at one file so for those who've yet to
be introduced to the onboarding theme
we're a new function that's been put
together and to basically better equip
our users with the knowledge and
resources that they need to effectively
use our system so over on the onboarding
thing we've been busy creating brand new
user guides both written and video and
another thing that we've been running
since um our team wasn't set it back in
mate was these live training webinars
okay
so we've actually spent a bit of time
away from the webinars last few weeks
and we've had time to self gather the
feedback review and amend any of the
sessions and we've got some brand new
sessions between now and Christmas so I
thought that I would begin is very
quickly having looked over on the
onboarding page so again if you've yet
to be introduced to the onboarding team
you probably haven't seen this page
either pretty much anything that we do
as a team any new resources guides
videos and webinars will all be on this
page somewhere okay so you won't find
this page attached to our website is
usually a link that we send out in fact
just in case someone wants to come and
visit this page later on I'll drop the
link in the chat forum ok but yes at
once it's quick lease of a look over the
what webinars we've got between now and
Christmas
I was sent to manager training sessions
both intermediate and advanced we still
look at reporting within one file of
condensed that nouns in one shorter
session we now have the full range of
sessions for tutors so right through
from foundation intermediate and
advanced in terms of new features and
products webinars and wants to highlight
are probably individual learning plans
progressive use and a brand new teaching
in an implant session as well for the
users we still get the likes of IQA
learners and employers observers and
finally got a brand new type of webinar
as well for advice and guidance in case
of the likes of planning your curriculum
of intent in one file once prepare for
auditing compliance and how to fair for
Ofsted using one file there's a please
to come to have a look at these webinars
and we do also record the sessions as
well and pop them onto the onboarding
page you'll find that from the recorded
webinars button just allow for a few
weeks at the pass before we get these
new ones on there okay we're joined back
to today's session we'll be having a
look at employer and observer user rules
within one file before we actually jump
into that though there's some
housekeeping to get out the way first so
somewhere on your screen right now
usually anchored right there should be
eight go to webinar panel a few features
on this panel one that may interest you
the most over is questions so if at any
point throughout today's session you
have any questions comments or concerns
and please do feel free to pop it into
the questions box however it will be the
end of the session so which we have a
look at those as for today's session
I'll put on for around 20 to 25 minutes
and then any time left at the end there
will be used to answer your questions
and finally we also have feedback
surveys so at the end of today's session
whether you guys leave or whether I end
it from my side usually presented with a
feedback survey in your usual internet
browser we greatly appreciate you could
say defense complete that survey so I'm
taking more than 30 seconds though it's
only around five more choice questions
but we would greatly appreciate that
okay noise let me have a quick look to
make sure that everything's working from
this side and we'll jump into today's
session
you
okay everything seems to be good so
employ an observer user ons during this
session we will look to cover monitoring
learners and how we can interact with
the learners journey such as counter
signing activities reviews and even
looking at a learner's learning hub and
some journal entries and timesheet
entries there we'll have a look at some
employment and observe reports and
sprinkle some tips in throughout as well
okay so let's go ahead and jump into one
file itself so we're gonna have to be
hosting today at least the first half or
from an observers point of view okay and
the reason for that is because as long
as you haven't set your own employees
and observers up or change any of the
settings rather within the one file then
these two user accounts will actually
acting cuz that over the same that will
have the same functionality and it will
look exactly the same the difference
between the two then does come with that
employer account employees can have much
more involvement in the learners program
and therefore that role in one file
actually be a lot more interactive if
your employer accounts been set up that
way within your system
okay so with Stanford observers at point
of view and then when we stand to
venture into them all employer related
things I'll jump into that user world to
show you how it differs there okay but
this is what the observers see when they
first log in you can see we've got this
section here for a learner dashboard
from actually go into that there is
another area I'd like to pull your
attention to so you'll see on the top
right-hand corner of the screen there we
have a couple of icons here the first of
which is your account there should be
your account tab so you should have your
name there perhaps your picture if you
uploaded one I know it should say the
name of the user role that you're
currently logged in as well also on this
toolbar is good to highlight we do also
have your task list and messages as well
okay so if you ever get something tasks
that you've prepare within this one and
any messages there as well okay but
we've slept the your accounts app we can
set the likes of your own I stay
so whether you're away from your desk
kind of thing you can't upload your
personal information into profile
although it's not necessary to have an
account on our system and it's actually
the appearance settings I wanted to
quickly run over with you guys
ok so within one Fowler the main start
default theme that we have is this of
grayscale that you can currently see at
the moment however you may know users
who perhaps got dyslexia or perhaps some
other visual impairments and they
struggle to see text boxes stand out and
web page then we do have some
accessibility themes in here as well and
so again just in case you know you if
not for yourself you may know another
user they would benefit from some of
these themes being set otherwise it's
the default grayscale we do use a color
there was a rag systems throughout the
system a rag system throughout the
website there we are get that sentence
out straight eventually so is the your
Reds Amber's greens or traffic light
system as some people like to call it so
again if there's any sub objects or
difficulties viewing those colors we do
allow you to change them as well and
this is just for your account by the way
and then finally we do allow you to play
around with the font your preferred font
and the font size we understand that
within some organizations the IT team a
lock down your internet browser settings
where you'd usually be able to change
this information and so just in case
that is that is the case with your
sensor then we do allow you to change
your font size within your sensor
settings your account settings rather
okay now it's good to point out those
appearance settings it likes that if
it's not for yourself it may benefit
another users that you do work with but
ok back to the home page this is what
both observers and employees see when
they first log in so you can see you've
been presented with this learner
dashboard okay so this lens dashboard is
shown as all the learners at least we
have access to ok so this won't be all
learners on the train riders Center and
it's like that it's just ones that we
have been giving permission to see ok so
we can see learners names across left
hand side we cross to see what class or
cohort we belong to as well as this of
uploaded a profile picture we can see
the main learning game that their work
towards followed by the progress and
target bars so we use these bars quite
often throughout the website we found
it's a really easy way to gauge where
the lens up to against where they should
be up to
so with that the red bar is the learners
target where they should be up to and
the green is where they are up to
depending on what has been signed up in
the system so far not see the length of
the anticipated completion date and then
we have the rack system coming to play
now here as well with the lengths of
target deviation and net review date
highlighting I've seen for review dates
red if anything is now gone over Jim see
these three reviews have and then the
Reds Amber's greens depending on
whereabouts throughout soon in terms of
target deviation here the ahead of their
target in this case got a 33% ahead
oh are they falling behind in this case
39 percent behind so I'm sleeping
highlighted in red you have some quick
options as well on the right hand side
such as jumping quickly to this learners
assessments teach and learning plans or
their gap analysis okay which we will
see just a moment don't forget about the
left hand menu as well okay some useful
tips and features in here such as the
reporting suite which will have a quick
look at at the end and you also have a
sense a wide resource area as well which
in some instances they may be documents
in there for you as an employer observer
to have a look at because the sensor can
actually lock those resources down to
particular user roles okay okay so let's
have a look at one of our learners let's
jump into and mr. Pete blue here okay so
if you do have access to a learner
there's actually a lot of information
that you could go ahead and have a look
at which can I highlight I guess some of
the more prominent areas today some more
important areas and but you know please
do have a look through a learner's
portfolio perhaps that your sense of
saving evidence or progress in different
areas and we usually would but we just
like to highlight the main bits for you
guys today
so this is the learners portfolio page
case is very similar view to what the
tutor will see it's very some of you so
what the learners will see what we have
in their table in front of us is
basically each component that makes
this learners apprenticeship in this
instance is working towards an
apprenticeship standard but pretty much
any learning game that you're trained
for either is teaching your learners
should be underneath within this table
which we can see the current and target
progress some other useful information
below such as the overall progress we
can also see what placement Li belongs
to learner status so think of that as a
way of labeling the learners and the
tutors might use that to highlight when
learners are at risk or falling behind
it's a useful tool for reports later on
and then off the job where it's actually
displaying a percentage okay so the
first place is probably quite useful to
see as an observer or an employer is to
have a look at the learners gap analysis
okay so we're gonna work way to these
tabs underneath if we slept progress the
first icon that appears is gap analysis
and once let's show all and apply what
the gap analysis does is it pulls in
each component that learners working
towards and breaks it down into its
outcomes and individual criteria its
unit outcomes an individual criteria
okay so we're looking at the knowledge
criteria within the customer service
practitioners standard and against the
each line of criteria here on the right
hand side we have two other problems
like two supporting evidence and
progress with in the progress column you
see we've got a little green boxes now
these green boxes are rather these
little boxes do change color depending
on whether our learners yet to cover
this particular criteria now it looks
for the most part in this instance that
we have a green let us know that learner
has covered this piece of criteria we
can also see that however through the
supporting evidence column that column
will actually highlight and hyperlink
all the pieces of works which the
learners done which the tutor then maps
to that particular criteria so what
we're saying is within this particular
column here we've got four blue boxes
each of these represent in a an
assessment on some kind of work which
the learner has either completed or
evidence uploaded the tutors are then
mapped at least these four pieces of
work
to cover at least demonstrate the
knowledge of this particular criteria
okay so essentially from this page we'd
have a list of all the words that
learners done maps to the correct
criteria now why would this page be
useful for observers and employees who's
not necessarily like you guys need to
know the the program has been delivered
inside out to this level but what it
does show us if we just quickly should
close some of these and unit Center we
could cross something else there yeah we
can see we've got different colors now
we've got amber it's let us know that
work has been uploaded but yet to be
signed off and then read let's know that
no works you've done against this
whatsoever
now minimizing some of these units there
is a particular unit would like to get
to yes okay so this is the on program
learning for the customer service
practitioner and you may know insists
we've got three green boxes in this
instance your sensors can set a rather
the providers who can set up what we
call consistency rules and basically
consistency rules is where you can write
into the programmer right into one file
itself that a learner has to load
multiple pieces of criteria or more
blood multiple piece of evidence or
cover certain criteria so I demonstrate
certain behaviors and skills on multiple
occasions so the rules been put in place
for this learner for his own program
learning has to be covered at least on
three times and for the most part we can
see from this plotted evidence column
that he has uploaded at least three
pieces of work for each here we can see
they get three red three blue boxes okay
so the reason I've highlighted this in
case it was he sells their employers I
suppose whoever public requiring that
you wanted the limbs to demonstrate
certain behaviors or certain skills on
multiple occasions this is the page
where you could have a look at that and
see how many times I've learned actually
covered each now if the learner don't
only upload a two piece of work
we don't have two green boxes and the
other one will be red okay there's
the way to self-monitor your learner and
stay on top of certain elements perhaps
you're interested in off the job okay
you simply see your employees at takes a
certain amount of time outlets might be
on a weekly basis so it might be
arranged within the program so you don't
understand our end of their
apprenticeship but either way it may be
something that you want to start over
keep an eye on in terms of make sure
than it is tracking that off the job
time well there's a couple ways we can
see this the most recommended probably
be through the learners learning journal
in which we found underneath the
activity tab and the third icon in what
this feature is is the more dedicated
off the job function of suppose at least
for your learner's and cheaters what we
have in this a social media of styles of
news feed is posts these opposed to of
activities are not necessarily at since
magnet learning development tasks as
well these are all posts created by the
learners or tutors whether it may be a
reflection of learning it may be
reflection of sort of learning in
development it may be part of a bigger
wider assessment plan as we could see
this one was okay and learn this in here
as well as Creighton Post and linking
time to that and recording whether that
time had been spent off the job such as
this task here you can also upload
pictures as well to help serve reinforce
and what it is that they've learned
further that learners can actually map
these posts to criteria
ere we drew for a small out some soft be
aware of what it is that there'll be
ease of learning and covering within
their program but this actually helps
them reflect later on it then takes it
through to another feature that we call
the scorecard but basically learners can
score themselves against each of the
knowledge skills behaviors or points
within your curriculum and it's
basically build a ideal graph of the
learners journey from their own
perspective okay so you can have a look
to make sure that posts have been done
on a regular basis and things have been
recorded off the jump but perhaps you'd
want to have a look at the off-the-job
time just all at once rather than
looking at individual posts
so let's head back to mr. people whose
portfolio page okay and if you did want
to monitor where pete's time is going
and it was off the job included they
would probably recommend having a look
at the timesheets icon now what the time
she's icon on the timesheet page rather
does is it clicks all the time that
learner has recorded no matter whether
that was through an assessment or
whether it was through that learning
journal area that we saw her a moment
ago it'll always record and collect the
learners time at least of course if the
learners and tutors record such so the
very bottom of the time she's paid for
just have a big long list it's basically
a dates rate of each time a learner has
recorded time okay so we have a
description of these sessions here I
know that these are things like case
studies perhaps on your sensor they've
actually named the activities so it
would make a little bit more sense but
these are just the default references I
know for assessments and search and on
the right side you can see how much time
has been spent Jona pivoter and where's
that activity it's been highlighted off
the job as you scroll up we can then
feed all that a cumulative time spent
across the different assessment methods
across those different off the job
categories completing and finally at the
very top we have the dedicated off the
job function which actually calculates
the alert your learners off the job time
automatically as long as their total
crunch I thought ours was input from the
very beginning and of course that
learners and tutors are recording time
on behalf of this learner that internal
helps us generate a target off the job
hours actual author Charles so far and
in turn an actual percentage which also
sits on the learners portfolio if you've
got a couple learners with this
particular provider then has also off
the job reports that you guys can do as
well as you can have a look at that
information all at once okay so that
pretty much what we'd like to show from
the observers point of view today and
like that everything that we've seen
today is also accessible from the lawyer
account those two accounts are
practically the same thing
if you
of the interactive employer center
setting switched on if you do then your
employer's my own so they have many more
features to play around with so that's
what we're going to explore now let's go
ahead and log out of our observer
account I'm gonna jump back in but as an
employer and this particular employer
has been sort of switched on as it and
decided to be an interactive employer in
terms of one phone
oh by the way if you are wondering how
an employer account becomes an
interactive employer account
it's just sensor managers would set this
so ever the sensor managers for your
sensor and you know please speak with
those guys they'll be able to switch
that sensor setting okay so we're just
on getting as our employer you probably
notice it looks fairly the same if not
exactly the same as it did with the
observers what we wanted to show as an
employer is the few things that the
employees can then actually be a part of
in terms of how we involve they can get
with the learners apprenticeship so my
employers actually been sent a couple of
tasks already if we go ahead we're gonna
view all to open up the tasks page info
a couple things to highlighter because
the task list for you look same furthers
on the same use of different users as
well is if any of the tasks have been
highlighted in red as you can see these
top two have then those tasks and now
over Jim okay that will be something
that's transparent for the sensor
managers that we all see that how many
overdue tasks each user role on their
sensor has you can also see the due
dates on the right hand side we've seen
but a couple of tasks here things such
as please please sign the review for
mister P blue complete ease completes a
farm employer feedback form and go for
more farms in there as well so when we
say we have an interactive employer
account what happens when we turn this
into that account as such is that
employers can then countersign progress
reviews they can count assign assessment
plans they can start work on behalf of
the learner that does require an extra
setting but it is possible and then you
do have the ability to complete farms in
some cases you may actually be completed
a full farm as that is actually one of
the farm publishing options that you
from solely for your employers so rather
than actually will dramatically Silistra
so head over to mr. Pete blue to begin
with an agenda we were just looking at a
moment ago but from our observer account
okay so as you can tell exactly the same
as it was a moment ago what you may find
on your learner's portfolio pages that
you might have an extra stop here for
the forms okay your Center has a
function called farm build the base of
it and they can choose to build
additional forms to capture additional
information okay so if there's anything
that one file doesn't capture as a
default getting a sense the managers
could perhaps create a farm to do just
that okay one of the tests that we had
there was to complete the employer
feedback form for mr. Pete bloom
okay so you'll find let me drive to the
farms within the learner's portfolio
page themselves because the ants are
assigned to learners they know all these
farms we don't have any default farms as
such within the system and so this has
been completely customized and created
by someone here within one file but we
get there then you may be asked to
complete farms which we can obviously
follow the task list as well if we to
selects this red one here please
complete the farm employ your feedback
it take us to that exact page okay well
just give you guys an idea of where they
sit if he wasn't going through your task
list
okay so Lunas portfolio and it should be
a tab for forms okay yes you may be
asked to complete forms we had another
task in there though please can't assign
the progress of you this let's go ahead
and jump onto this one again this review
page could look very different on your
Center it all really depends on how it's
been set up how the reviews have been
set up for your Center it's quite a
malleable system in terms of a lot of
senses can kind of get it to look
different and that's differently its
record and actually maps their own
deliveries okay so your page your
progress review page may not look
exactly the same as this however I
believe the the process is very similar
okay so I've got likes of unit
progression between reviews which of
course you can oversee as learners
employer
have a look at what tasks have been
completed bit interviews and if any
units been signed off and again
everything's a hyperlink within the
system so you can select this and jump
into any amount of activities if you
wish to if there's been any sort of
reviews left for individual units all
units any attachments you'll be able to
see the full feedback and comments
thread between the cheaters and learners
okay and even share your own feedback as
well so perhaps in this instance you
would like to as an employer write up a
little bit how you've seen the learners
maybe behaviour changed or maybe skills
have improved perhaps a more
knowledgeable in certain areas of their
working day no okay whatever you feel
like you can give as an employer get you
should also be observing this learners
progression throughout their program if
not supporting then you don't share your
feedback as well it'll always help if
there's any ingrediens
and then finally at the bottom page if
you are required to sign everything it
will be highlighted in yellow
okay listeners know exactly where we
need to tick and it saves the exacts of
time and date that we saved this I'll
sign this rather and does that update
once you click Save so then the sensor
can always add it and reporting that
information as well okay it's not
actually letting us save because we've
not left any feedback okay where
necessary we do put things like this in
place and so obviously encourages you
guys either as employees or observers of
course the other way around as well
tutors learners it's the same for those
guys they'd be certain instances where
they will have to get feedback okay so I
guess the end for today the last thing
we would want to touch upon it's just a
few reports in case we go access the
reports on the left-hand side
you're in as an employer observer you
still get a good selection of a report
say I would recommend just having a look
at these and playing around with them
and especially these learn a database
ones these are actually customizable
reports when you can pull in your own
fields very useful but the one that
we'll end with today is one at the top
here the progress report one that's
always ready to go we just have to
choose one of our filters okay so if I
select class here and again it along
really show you the information that you
should have access to so to speak so if
I did have lots of learners with this
provider for example and perhaps I'll be
able to see more than one class and but
in this instance I've only got a couple
of learners with them so I've on the
visibility of those guys and they're
within the same class okay and this
report very quickly shows all the
learners within that class again we
could use placements instead perhaps she
was the employer of this particular
placement might be an easy way to report
ok and the plot yourself is shoulders
learners progress so of course it once
Sam type of progress if you wanted to
quickly have a look at a glance this is
really good to have a look at that
what's interesting and very useful about
a lot of one files reports is that we
can export them stretchy formats yes if
you ever need to say this data out then
you certainly can do so and the reports
themselves are usually interactive which
basically means we can click into them
we can have a look at the data behind
okay so it's not just a case of one file
internals that mr. people who is that
63% and we've got no way of proving that
we just have to believe what the system
says it's not the case we can actually
click the green bar and it'll then take
us into a further report for mr. people
whose work now looking at all the units
that he's been assigned across the
different components now we can see a
bit more of a granular level here all
the units that he has completed the ones
that you started but not finished the
ones as year just even start by looks of
things and what units have been signed
off we can see that due to the names
that are sat on the progress bar itself
such as these tutors learning IQs okay
if it's got all three
it means it's fully signed off and it
doesn't end there if you wanted to go
and dive in even deeper then let's have
a look at this one we can click the
green bar once again it'll take us
through to the unit summary
okay the unit summary page is basing
where everything is signed off
to highlight all the assessments and all
that affinities that fall under this
particular unit okay so hopefully that's
demonstrate that you can always some
drill down into one fast data to see
where it's pulling that information from
okay guys that has been it for today
that's effing wanted to sort of
introduce really to the observer and
employee rounds like I said those two
roles are very much exactly the same
until you switch on that interactive
employer setting for your Center
hopefully that's been a worthwhile syv
introduction to those two euros rules we
have a look at some questions in just a
moment so if you haven't already please
do begin preparing those and for
everyone else there who's not sticking
around thank you for attending
I do hope like say it's been somewhat
useful and hope to see you on a session
in the future bye bye for now I'll be
back in two seconds to read out your
questions