ILR Destination Tracking

This guide is for destination tracking with ILR learners. The LLWR guide can be found here.

Destination Tracking is a chargeable module - please contact your account manager for information on purchasing it.

Introduction

Welcome to the wiki guide for the Maytas Destination Tracking service. As this module utilises a cloud-hosted service, it is important that you follow this guide carefully and supply us with all the correct information we need to allow your system access to the service.

Once we have enabled your access, this guide will provide you with all you need to know in order to monitor and act upon the data the service returns. It is important that you complete the test case before enabling this for all learners.

We look forward to receiving your feedback.

Setup

Details Form

A form must be completed and returned to Tribal at servicedesk@tribalgroup.com. The form is used by Tribal to configure settings such as the email address from which surveys are sent, the survey email content and the company logo displayed on the survey. The form can be downloaded here.

System Configs

A number of system config options are available for destination tracking. To locate them in Maytas:

1. Click the M5 button at the top-left and select Options.
2. Select Admin on the left, under the Maytas 5 header.
3. The config options can be found under Destination tracking on the right.

Details of the configs are as follows:

• Interval (Days) - This is the interval in days between reminder surveys being sent to learners if they have not responded. The default is 30 days.
• API Key - This value should be entered once provided by Tribal.
• Stop contact after (days) - This is the number of days after which reminder surveys stop being sent to a learner due to non-response. The days are counted from the learner's actual end date, and the default value is 365 days.
• Schedule run time - This is the time of day when the destinations tracking procedure should be run (i.e. to create the list of learners to be sent surveys that day). The format should be HH:MM (e.g. 19:00). If no value is entered, the time will default to midnight (00:00).
• Back-populate date - The list of learners to be sent surveys is back-populated with learners where TRAINEEPOT.TERMINATIONDATE is on or after the date entered here. The date should be in YYYYMMDD format (e.g. 20160801 for 1st August 2016). If no date is entered, all learners with a termination date will be included in the back-population, therefore it is important to check that a suitable date is present before destinations tracking is enabled.
• Survey Service URL - This should be set to https://destinations.etrack.tribalhosted.co.uk/.
• Enable - This is the 'master switch' for destinations tracking - i.e. surveys will only be sent when this is set to ON.
• Days to first contact - This is the number of days after TRAINEEPOT.TERMINATIONDATE that a learner should be sent their first survey.

Destinations Tracking Overview

When a learner leaves, the tracking system sends them a link to a short survey (via email or SMS) with questions about their activities since leaving. The answers are then used to derive the appropriate destination codes and populate the destination fields accordingly. There are several stages to this process:

• Stage 1 - Every day, a list of learners to be sent surveys is generated. The list consists of ILR learners whose POT termination date has been entered since the previous list was generated and learners who are scheduled to be sent a survey reminder due to non-response. When destination tracking is first enabled, the list will also include back-populated learners whose termination date is on or after a configurable date (see the config section above).
• Stage 2 - Emails and SMS texts containing a link to the survey are sent to the learners in the list. If an email or SMS cannot be sent due to an invalid address or phone number, this will be flagged up in the Destinations Tracking report (see below).
• Stage 3 - Learners can now follow the link and complete the survey, click the unsubscribe link which will prevent them from receiving further emails or texts, or not respond to the survey. If a learner partially completes a survey but closes their browser before finishing, they can follow the link again to start the survey again. If a learner completes the survey and then follows the link again, they will be informed that they have already completed the survey and will not be able to complete it again.
• Stage 4 - Results from completed surveys are returned to Maytas and the ILR destinations table is populated with the derived data.

When learners are contacted

All learners who are subject to destination tracking will be sent surveys:

• Immediately after ending learning (based on the actual end date)
• 6 months after ending learning
• 12 months after ending learning

Previously, the timeframe in which learners were sent surveys depended on the funding model.

ILR learners who may not be contacted

ILR learners are not sent surveys if their ILR contact preferences indicate that they should not be contacted. The two relevant fields are restricted use indicator (RUI), which determines whether the learner may be contacted at all, and preferred method of contact (PMC), which determines whether the learner must not be contacted by post, phone or email. The following table details which contact preferences result in surveys being sent or not sent:

RUI	PMC	Send by email?	Send by SMS?
2, 3, 4 or 5 selected	Any	No	No
None of 2, 3, 4 or 5 selected	2 selected, 3 not selected	Yes	No
None of 2, 3, 4 or 5 selected	3 selected, 2 not selected	No	Yes
None of 2, 3, 4 or 5 selected	2 and 3 selected	No	No
None of 2, 3, 4 or 5 selected	2 and 3 not selected	Yes	Yes

For scenarios where the learner may not be contacted by both email and SMS, an ILR destinations row is inserted with an outcome code of OTH-3, a start date of the day after the POT termination date, a blank end date and a collection date of the current date.

Non-response

If a learner unsubscribes from the survey or does not respond to the survey within a configurable number of days, this is considered a non-response and a row with an outcome code of OTH-3 (unable to contact learner) is inserted into the destinations table for that learner. These cases are also flagged in the destinations tracking report so that they can be reviewed if necessary.

Derived dates

The start date, end date and collection date values which are inserted into the ILR destinations table once the survey has been completed are derived as follows:

• Start date - By default, the destination start date is the day after the POT termination date.

  If the derived row has an outcome type of EMP (employment), the employment start date entered in the survey is used if it is later than the POT termination date.

  If the derived row has an outcome type of EDU (education) and the learner has stated in the survey that they are continuing their education at the same provider, the earliest aim start date from the POT is used for the destination start date.

  If the derived row has an outcome type of EDU (education) and the learner has stated in the survey that they are continuing their education at a different provider/organisation, the education start date entered in the survey is used for the destination start date.

• End date - If the derived row has an outcome type of EMP (employment) and an employment end date has been entered in the survey, this date is used for the destination end date. Otherwise the destination end date is left empty.
• Collection date - The collection date is the date that the survey was completed.

Report

The ILR Destinations Tracking report can be used for reporting on learners in a number of circumstances:

• learners who have been sent surveys
• learners who have completed the survey
• learners who have unsubscribed from the survey
• learners who have not responded to the survey within a configurable number of days
• learners who have been sent surveys to an invalid email address or phone number

The report can be found in the Destinations Tracking folder of the reports library.

Clicking on a learner in the results will show a list of ALL their destination records, including records derived from other surveys or entered manually.

Parameters

• Centre - This filters by the selected centre(s).
• Use date range to show sent surveys or survey responses - The two options here allow you to toggle between showing surveys that were sent during a date range or learners who completed surveys during a date range.
• Date range start / end - These two dates determine the date range.
• Show learners flagged as not to be contacted - Here you can choose to show only learners who have unsubscribed from the survey, show only learners who have been flagged as not to be sent further surveys, or show all relevant learners (i.e. show all sent or completed surveys in the date range).
• Show learners with invalid email addresses - Here you can choose to show only learners who have an invalid email address, or show all relevant learners (i.e. learners with valid or invalid email addresses). The field used is the email address field on the ILR and Summary tabs (TRAINEE.EMAIL).
• Show learners with invalid phone numbers - Here you can choose to show only learners who have an invalid phone number, or show all relevant learners (i.e. learners with valid or invalid phone numbers). The Mobile field on the Summary tab (TRAINEE.MOBILE) is used if a value is entered, otherwise the Telephone field on the Summary tab (TRAINEE.TELEPHONE) is used.
• Show unanswered surveys past abort date - Here you can choose to show only learners who have not responded to a survey within the configurable number of days (i.e. gone past the abort date), or show all relevant learners. Note that the Only show learners flagged not to be sent surveys option described above is different as it also includes learners who completed the survey and therefore were flagged as not to be sent more surveys. The option in this parameter only includes learners who are flagged due to non-response.

Test Case

Once the system has been set up, we recommend running a test case to see how destination tracking works in practice. This should be done using a test / dummy learner record rather than a real learner record.

It is important to note that once the config to enable destination tracking has been turned on, all valid learners with a POT termination date on or after the back-population date will be included in the initial test run. Therefore it is important to leave the config to enable destination tracking turned off until the test case has been completed and you are satisfied the system is configured correctly.

A tool is available to manually run a test case while the config is turned off. This must be enabled in the permissions editor:

1. In Maytas, go to Tools | Edit Permissions.
2. Select the user who requires the permissions and go to the Commands tab.
3. Expand the Trainee Editor section.
4. Tick the Is Set box for the two permissions: Get Destination Survey Results and Send Destination Survey.
5. Click Apply and restart Maytas.

Next, the dummy ILR learner record should be created and the test survey sent:

1. Create the dummy ILR learner record. As a minimum, this should include the main aim funding model, an email address and phone number you have access to and the POT termination date.
2. In the learner record, go to the Actions tab.
3. Click Tools on the ribbon and select Send destination survey. This will send a survey link only for this learner (this only has to be done manually for the test case - in normal circumstances when destination tracking is enabled, survey links are sent automatically).
4. You should then shortly receive an email and an SMS containing the survey link. Follow either the email or SMS link and complete the survey.
5. In Maytas, go to the Management tab and click Get Responses on the ribbon.
6. A message will appear stating how many destination records were retrieved. Click OK on the message.
7. Open the learner record and go to the ILR tab. The Destinations table should have one or more rows generated from your answers in the survey.
8. Run the ILR Destinations Tracking report with Use date range to show sent surveys or survey responses set to Show survey responses in date range (leave other parameters as default). The learner record should appear in the results.

Once you are satisfied with the test case and wish to enable destination tracking for all applicable learners:

• disable the test case permissions (Get Destination Survey Results and Send Destination Survey);
• in the destinations configs, ensure that the Back-populate date config is set to the date you wish it to be (note that ALL applicable ILR learners with a termination date after the back-populate date will be sent surveys once destination tracking is enabled);
• set the Enable config to ON.