LLWR Destination Tracking

This guide is for destination tracking with LLWR learners. The ILR 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 - This is only relevant to ILR destinations. LLWR destinations are not back-populated due to the time-sensitive nature in which LLWR destination fields need to be completed.
• 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 LLWR 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.
• 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 continue from where they left off. 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 LLWR destination fields (LP79 and LP42) are populated with the derived data.

When learners are contacted

When a LLWR learner's POT termination date is entered, they are included in the list of learners to be sent surveys unless their LP41 reason for termination is 05 (death). In this circumstance, LP42 and LP79 are both set to 20 (other) and the learner record is flagged as not to be sent surveys. These records are also included for review in the destinations tracking report in case the LP42 and LP79 codes need to be changed to 98 (not applicable), which can also be valid in this situation.

Submissions for LP79 are accepted up to 4 weeks after a learner's termination date, and submissions for LP42 are accepted up to 3 months after the termination date.

If a learner completes the survey within 4 weeks of the termination date then this is used to populate both LP79 and LP42. After 4 weeks the survey is sent again, and if the learner responds then LP42 is updated based on the new answers.

If a learner doesn't complete a survey within the initial 4 weeks after the termination date then LP79 and LP42 are given a value of 99 (not known). If the learner completes a survey after the initial 4 weeks and before the 3 months cut-off date then LP42 is updated based on the answers.

Only learners with a programme type of 31, 32, 33, 37, 38, 39, 41 or 42 are sent surveys.

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 LP79 and LP42 are both set to 99 (not known). These cases are also flagged in the destinations tracking report so that they can be reviewed if necessary.

Report

The LLWR 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
• learners with circumstances which need reviewing
• learners with specific destination codes

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

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.
• Filters for destinations to check - This lets you filter by specific scenarios which should be reviewed to ensure the LP79 and LP42 codes are suitable. The filters are as follows:
  • Only show learners with term reason 05 (death) - This circumstance sets LP79 and LP42 to 20 (other), but 98 (not applicable) can also apply.
  • Only show non-traineeships transferred to another provider with non-education destination - This is where the LP17 programme type is not 31, 32 or 33 (i.e. not a traineeship programme), LP41 reason for termination is 12 (transferred to another provider) and either LP79 or LP42 is not 15, 16 or 19 (i.e. not an education destination).
  • Only show learners with short-duration voluntary work - This is where a learner has responded in the survey that they are in voluntary work or an internship and either that they work 15 hours or less per week or that the intended duration of their work is 12 weeks or less.
  • Only show learners with destination of Other Education - This is where a learner has responded in the survey that they are in full-time education other than HE, a higher learning aim than their previous learning programme or learning at the same level or lower than their previous learning programme.
  • Show all learners - This option does not apply the above filters.
• LP79 immediate destination / LP42 destination 3 months after leaving - These allow you to filter by specific LP79 and LP42 codes.

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 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 LLWR learner record should be created and the test survey sent:

1. Create the dummy LLWR learner record. As a minimum, this should include LN02 (learner identifier with provider), 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 LLWR Programme tab. LP79 and LP42 should have values generated from your answers in the survey.
8. Run the LLWR 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);
• set the Enable config to ON.