Which OneFile role is best for external auditors?

Natasha Kennedy

Modified on: Wed, 26 Aug, 2020 at 11:54 AM

This guide is to support your choice of access options for quality auditors, such as ESFA or Ofsted inspectors

Here are the three user-roles for allowing access to your centre:

An EQA has interactive access to the learner portfolios. Access to portfolios can be assigned to individual learners or in bulk via the allocations tab.

EQAs can:

View the learner portfolio
View learner progress and OTJ data
Sample Assessments and Evidence
Access reports on the learner's the have access to
View Unit Sampling for the learner's the have access to

Pros	Cons
EQAs have one login/account, even when they have access to multiple organisations in OneFile It's easy to assign an EQA to individual learners, or mulitple learners in bulk There's a permission to prevent EQAs from accessing Centre Resources	EQAs need to be created by OneFile staff There's no ability to restrict what an EQA can see on a portfolio

A centre monitor has automatic read-only access to all portfolios at your OneFile centre, or can be restricted to one or multiple classes, and is ideal for reporting on all aspects.

Centre Monitors can:

View and export centre reports
View learner eportfolios (read-only)
View learner progress and OTJ data
View details of other users on the centre
View centre resources
View placement information

A centre manager can restrict a centre monitor's access to selected learner cohorts, if required

Pros	Cons
The auditor can access all learners Enterprise access can be given to the auditor to allow reporting across multiple centres The auditor can view dashboard reports	The auditor can create their own reports and extract information (although this permission can be removed) The auditor has access to all learners, rather than just specific ones (although access can be restricted to specific groups or cohorts)

An observer has read-only access to learner portfolios. Access to portfolios can be assigned to individual learners, via groups or via placements.

Observers can:

View the learner portfolio
Report on and track progress of their learners

A centre manager can restrict an observer's access to reports only, rather than specific details such as evidence and reviews, if required.

Pros	Cons
It's easy to assign an Observer to individual learners, or mulitple learners in bulk Observers can't run their own reports, but can view a limited suite of reports for the specific learners they have been given access to Access to Profile data and all Reports can be restricted	An observer only has access to learner dashboard reports, rather than general centre dashboards There is limited visibility through reporting

Guidance on creating users can be accessed here.

Once access has been granted, it's important that you consider the following points:

Check the group permissions to ensure the relevant permissions are activated/deactivated
Remove access following the audit by suspending the auditor's account
You can report on an auditor's activity in the activity report

Terminology

Please note that the terminology used in this article may be different depending on your Centre.

Terminology

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