ontrack WBL Release Notes

Rebranding - e-track is now Maytas Hub; ebs-Link is now ontrack WBL

As announced at the spring Maytas user group, we are pleased to confirm that e-track has been renamed to Maytas Hub, as the online side of the Maytas product group. This is to enable us to develop more online functionality within Maytas that is not directly related to the traditional e-portfolio functions that e-track was originally developed to address. Additionally, ebs-Link is now called ontrack WBL.

The rebranding does not affect any product functionality, and so the biggest change that users will notice is that references to e-track and ebs-Link throughout the product and documentation now say Maytas Hub and ontrack WBL instead.

As this is an ongoing transition, you may still notice references to e-track and ebs-Link in some areas for the time being (e.g. the Maytas screen designer and the e-track Assess app). We thank you for your patience while this process is completed.

Maytas 5.22 Release Notes

Note regarding submissions

We would like to remind providers to create a submission early and check for any errors using reports from the appropriate software (i.e. the FIS or LLWR-Inform). Welsh providers should also remember to download their ULI file. After submission to the ESFA or DfES, providers should check that data has submitted correctly using the available reports. Providers should check that all their expected starts and completions are submitted correctly, and that start and outcome payments correctly match the PFR or ACE funding reports.

Our support desk gets extremely busy in the days prior to the submission deadlines, and although we try and prioritise submission-related queries, we cannot guarantee assistance if queries are sent late. If you do encounter any issues, please ensure that you contact Maytas Support as soon as possible, as we can only rectify issues of which we are aware. We also recommend checking Maytas Communities regularly for information on any known issues and solutions. Tribal cannot be held responsible for any issues caused by your failure to comply with this advice.

Data migration

Please note that it is important to ensure that all 2020/21 learners have been entered before the upgrades are applied. This is because the upgrade migrates 2020 data to the 2021 fields, and any 2020 learners entered after the upgrades will not be migrated. As such, if any 2020 learners do need to be entered after the upgrade, both the 2020 and 2021 tabs must be completed to ensure all data is present and correct.

Technical specification

The latest Maytas and Maytas Hub technical specification can be found here.

Once the upgrade has been completed, the version number should be checked to ensure it has been successful.

  1. Start Maytas and go to Support on the toolbar.
  2. Click About.
  3. The version numbers should read 181.20 / 5.22.7900.3. If you have any other version, please ensure you have followed the upgrade instructions correctly. If you require assistance, please contact Maytas Support.

It is the responsibility of customers to ensure that users carry out any required user acceptance testing and sign off on the upgrade.

Complete the Upgrade

Features Added in the Upgrade

These are the main updates in the upgrade:

Import Funding Information

The process for importing the required funding information into Maytas is as follows:

Check the Contractor Details for the ESFA Export

  1. Open Maytas 5 and select Management | Contracts.
  2. Highlight the contractor name (company) you wish to edit.

  3. Right-click and select Edit.

  4. The Company screen will be displayed. The technical upgrade will have copied the UK PRN field to the new 21 box. If necessary, you should amend this value.
  5. Providers need to ensure that these instructions are completed for each company (contractor) used for the ESFA export.

Create the 2021/22 ESFA Formula-Funded Contract

A 2021/22 ESFA formula-funded contract should be set up for each ESFA contractor. Without this contract, Maytas is unable to determine the funding rules, schemes and lookup codes to use.

  1. In the Contracts module, left-click the contractor (company) to which you wish to add the new contract.
  2. Click Add Contract on the ribbon.

  3. Make sure that option 1. Existing company is selected then click Next.

  4. Enter a contact description (e.g. ESFA 2021/22).
  5. Enter a contract number if required.
  6. Select the SFA/EFA/ESFA Formula Funded Contract option.
  7. Select year 2021/2022.
  8. Click Next.
  9. Amend the schemes you wish to include in the contract and click Next.
  10. Click Finish.

Re-Import the FIS Data Sets

If the 2018/19 data sets were imported in a previous version, this step can be skipped and you should proceed to importing the LARS.

If the FIS data sets for 2018/19 were not imported in a previous release, it is essential that they are imported into Maytas one final time for use by the funding cache. This should be done by importing the relevant information directly from the Data Service’s Funding Information System (FIS). To do this, you must have the FIS installed and correctly configured (please refer to the Data Service’s instructions for setting up the FIS).

Please ensure you have the latest version of the 2018/19 FIS application with the latest components installed.

Once the FIS is installed and configured, the information can be imported as follows:

  1. Perform a sync in Maytas 5, then restart Maytas 5.

  2. Go to Exports | Uploads | Upload FIS Data Sets.

  3. There are three items to configure:
    • Database Machine Name – If the FIS is installed on the same machine that you are using for Maytas 5, this can be left as (local). Otherwise, enter the machine name of the SQL server where the FIS database is held.

    • Database Instance – If the SQL server holding the FIS database has a named instance (e.g. MACHINENAME\INSTANCENAME), select Named Instance and enter the instance name. Otherwise leave this as Default Instance.

      If you have no named instance and Default Instance does not work, you may need to select Named Instance and leave the instance name blank.

    • Connection Type – This is the login for the SQL server holding the FIS database. Trusted Connection will use Windows authentication. If you wish to specify the login details, select Specific Connection and enter the credentials.
  4. Click OK. The FIS data will now be imported.
  5. If you have an Adult Skills budget contract and a transition factor, this must be entered on the contract:
    1. Go to Management on the toolbar and click Contracts on the ribbon.
    2. Select the relevant contractor, then select the Adult Skills contract on the right.
    3. Click the button.
    4. Go to the Uplifts tab.
    5. Enter the ASB Transition Factor and click OK.
    6. Click Apply to save the change.

Import LARS

The LARS for 2021/22 should be imported as follows:

  1. Download the latest LARS MDB file. At the time of this release, the latest version is the LARS MDB version 7.
  2. In Maytas, go to Exports on the toolbar.
  3. On the ILR Tools panel of the ribbon, go to Uploads | Upload Funding Information | Upload LARS (Version 7).
  4. Browse to and select the downloaded LARS file and click Open.
  5. The file will now be imported. Click OK on the message which appears.

Progress on the import can be checked by going to Home | Server Tasks | Server Jobs. Typically it will take several minutes.

Import Postcode File

  1. Obtain the postcode uplift factors file - Download the zip file under 2021 to 2022 uplift factors by postcode and LLSOA: CSV files.
  2. In Maytas, go to Exports on the toolbar.
  3. On the ILR Tools panel of the ribbon, go to Uploads | Upload Postcodes| Upload Post Code Data (2021/22).
  4. Browse to and select the postcode uplifts zip file and click Open.
  5. The file will now be imported. Click OK on the message which appears.

Progress on the import can be checked by going to Home | Server Tasks | Server Jobs. Typically this will take several minutes.

The new postcode uplift file has introduced a source of funding (SOF) field. Currently Maytas will only use the new uplifts for SOF 105/107, and use of other SOF values from the uplifts file will be implemented in a future upgrade.

Large employer factor data sets do not need to be imported for 2020/21. LEF data for 2018/19 and earlier is included in the FIS import.

Note on the Funding Cache

By default, the funding cache will update overnight so that funding information in Maytas uses the newly-imported FIS and postcode information. Please check with your system administrator if you are unsure if or when the funding cache is updated on your system. You can also manually set the funding cache to update by going to Management | Profiles and clicking the Funding Cache button, though please be aware that this may take a long time and may use a large amount of system resources, which could affect performance for other users on the system.

Maytas 5 Version 5.22.7900.3 Release Notes

2021/22 Contract Year Updates

ILR Export 2021/22

The ILR export for 2021/22 is now available in Maytas. To view the ILR export screen for 2021/22:

  1. Click Exports on the toolbar.
  2. Click ILR Export on the ribbon.

  3. Click the button.

  4. Choose 2021 from the Survey Year dropdown box.
  5. Choose the Notional Return period.
  6. Amend the UKPRN as required.

  7. Once ready, click OK.

  8. Locate the submission by expanding the contract year and period using the arrows to the left. Click the submission to select it. The status will say Generate pending until the export data has been generated. It will then say File preparation finished. Please note that this may take a while, depending on the amount of data being exported.

    • Edit opens the export and allows you to view and edit the export settings. Please note that not all settings can be changed once an export has been created.
    • Generate processes the export and produces a text file showing any errors for each learner. This allows you to correct any errors and re-generate before the batch file is created. The generation progress is shown with the circular progress bar to the right.
    • View Log shows any errors in the export. These should be investigated and resolved and the data re-generated before outputting the XML.
    • Output XML creates the actual batch file. The file will be created at C:\Temp on the Maytas server.
    • Get File lets you download the batch file once it has been created.

The 2021/22 ILR export has been tested and validated against the latest version of the online ILR specification as of the time of this release, as well as other accompanying documents. As of this release, the 2021/22 FIS is still in a beta stage, and so we have not yet been able to test the ILR export with the FIS comprehensively. Further testing will be done as new versions of the FIS become available.

While we have tested the ILR export to the best of our ability with the available specifications, there may be further issues which have not yet been identified. It is also possible that future versions of the FIS and the ILR specification may require the export and/or FIS import to be changed to meet any new criteria. Any changes that are required will be implemented in a follow-up release of Maytas.

Migration of ILR export override flags

The following details whether ILR export flags are migrated from 2020/21 to 2021/22. For information on setting these flags, please contact Maytas support.

Force Export Flag

The 2020/21 force export flag is not copied to the 2021/22 force export flag. To override the ILR export and include a POT that does not meet the 2021/22 ILR export criteria, the 2021/22 export flag must be set.

Blocking Flags

The 2020/21 blocking flags are copied to the 2021/22 blocking flags. Aims blocked from the 2020/21 export will continue to be blocked in the 2021/22 export.

Funding Information

The funding information for 2021/22 in this upgrade is based on the funding rules for 2020/21, since full specifications were not available at the time of development. The 2021/22 funding information in this upgrade should be considered a beta version and is subject to change once future specifications have been published.

Engage Integration

Edge Roles for Learners

This is only applicable to customers who use the Engage integration and have configured Edge roles.

A new field, Additional Edge Roles, has been added to the Web User Account tab on learner records in Maytas, which allows you to specify Edge roles for learners (in addition to the default role of Student) so that they can be sent to Edge / Engage.

The lookups displayed for this field (TRAINEEINFO.EDGEROLES) depend on your configured Edge roles. When a learner's roles are sent to Edge / Engage, it is the longstring values from the lookups which are sent. Multiple roles can be selected and sent for a learner.

Ending Learners in Engage

If a learner has no open POTs in Maytas, they will now be automatically set as a blocked user in Engage rather than a current user when their record is sent to Engage.

Single Sign-on - Login Using Azure Active Directory

It is now possible to login to Maytas using credentials from an Azure AD account. First this needs to be configured, which requires your Azure AD client ID and tenant (your Azure AD system administrator should be able to provide these values):

  1. In Maytas, click the M5 button at the top left and select Options.
  2. Go to Admin on the left (under the Maytas header).
  3. In the Azure AD section, tick the boxes for the three Azure AD settings and enter their values:
    • Azure AD ClientId - Value provided by administrator
    • Azure AD Instance - This should be set to https://login.microsoftonline.com/
    • Azure AD Tenant - Value provided by administrator
  4. Click OK.

Next, each user who needs to login using this feature must have the email address associated with their Azure AD account entered against their Maytas user account:

  1. Go to Tools | Edit Permissions.
  2. Right-click the user and select Edit.

  3. Enter the Azure AD email address in the SSO Email box.

  4. Click OK, then click Apply.

When a configured user now opens Maytas, if their configured credentials are recognised by Azure then they will be automatically logged into Maytas. Otherwise, the login prompt will now display a separate window (shown below) that can be used by configured users to select which Azure AD account to use. Alternatively, the window can be closed to login to Maytas as normal with Maytas credentials.

Maytas Hub Release Notes – Version 5.22.7900.3

New Connection Method using ebs API

The method which Maytas Hub uses to connect to ebs has changed so that the ebs API is used instead of the previous method. As of this release, the old connection method for ebs-Link / ontrack WBL has been de-supported and the new connection method will be used going forward.

If you have already set up the new connection method in the 5.21 release, no further action is required.

Setup instructions for the new connection method can be found in the ontrack WBL Upgrade Guide.

Skill Scan Improvements

Configurable Narrative Text

The narrative text displayed for learners and employers when completing a skill scan can now be configured.

For learner skill scans:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Learner Login on the left (under the Maytas Hub Online header).
  4. Tick the box for the Set the narrative text for learners filling out a Skill Scan setting on the right (in the Skill Scan section).
  5. Enter the narrative text you wish to use in the textbox to the right of the config.
  6. Click Save.

For employer skill scans:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Employer Login on the left (under the Maytas Hub Online header).
  4. Tick the box for the Set the narrative text for employers filling out a Skill Scan setting on the right (in the General section).
  5. Enter the narrative text you wish to use in the textbox to the right of the config.
  6. Click Save.

When a skill scan is started, the configured narrative text will now appear under the header:

Non-Scoring Module Criteria for Standalone Headers

Module criteria which is marked as a standalone header will no longer require a score to be entered when included in skill scans, though the header will still display for informative purposes.

To set criteria as a standalone header:

  1. Go to Browse Modules on the sidebar.
  2. Search for the required module and click edit at the far right of the module's row in the results.
  3. Select the required objective and click Edit Criteria.

  4. The far left column on the Edit Criteria screen ( criteria grouping) lets you set headers. Click the box in this column next for the criteria row you want to set as a standalone header.

  5. Select Create Standalone Header. The box will now show as .

  6. When this is included in a skill scan, the header will still show but will not require a score to be entered.

If the Force scoring for all Skill Scan criteria option is ticked on a module, standalone headers will still not require a score to be entered. The option simply means that if a score can be entered, it must be entered.

Learners Viewing Previous Skill Scans

New settings can allow learners to view their previously-submitted skill scan scores on a new Skill Scan tab for learner logins.

To enable the tab for a learner, they must be given permission to it:

  1. Go to Web User Editor on the sidebar.
  2. Search for and open the required user or group.
  3. Click Permissions to expand the list of permissions.
  4. In the Trainees section, tick Access Skill Scan tab.
  5. Click Save.

The learner can then access the Skill Scan tab from the sidebar.

The + buttons can be clicked to expand the skill scans and view the submitted scores.

A config option is also available to enable charts on the learner's skill scan tab:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Learner Login on the left (under the Maytas Hub Online header).
  4. Tick the box for the Allow learners to see Skill Scan chart analytics setting on the right (in the Skill Scan section).
  5. Ensure the toggle button is set to ON.
  6. Click Save.

The chart works in the same way as on the assessor login, except that learners cannot view scores from employer skill scans.

Activity Log Permission

Access to the Activity Log is now controlled by a permission.

  1. Go to Web User Editor on the sidebar.
  2. Search for and open the required user or group.
  3. Click Permissions to expand the list of permissions.
  4. In the Assessor section, tick View Activity Log.
  5. Click Save.

Associating Maytas Users with Web User Accounts

It is now possible to associate a Maytas user account with a web user account via Maytas Hub.

  1. Go to Web User Editor on the sidebar.
  2. Search for and open the required user or group.

  3. Click Associated Record to expand that section.

  4. Click Associate Record (note that this button will not appear if the web user account is already associated with a record).

  5. Select Maytas User (Last name; First name) from the dropdown box.

  6. Enter search terms for the Maytas user's name and click Search.

  7. Click the Associate button next to the correct row in the results. The association will now be displayed.

  8. Click Save.

New Permission Groups

New permission groups are available for web user accounts with certain types of links to users or records. The new groups are:

Users in these groups only have permissions to the following features:

Permission Data Administrator Assessor Recruiter Skill Scan & OTJ
Search for learners ✓ ✓ ✓  
Edit learners ✓   ✓  
Add learners ✓   ✓  
Complete learner forms     ✓  
Access custom tabs ✓     ✓
Add/edit learner to assessor links ✓   ✓  
Add/edit learner to employer links ✓   ✓  
Access off-the-job (OTJ) functions ✓     ✓
Access skill scan functions ✓     ✓
Access the diary ✓      
Browse caseload   ✓    
View learner summary   ✓    
Drill down into progress   ✓    
Add/edit visits   ✓    
Carry out assessments   ✓    
Access the journal   ✓    
Send messages   ✓    
Manage tasks   ✓    
Edit and invoke workflows   ✓    
Access/edit communities   ✓    
Perform IQA and IQA planning   ✓    
Run reports   ✓    
Manage course attendance   ✓    
Assign qualifications to learners   ✓    
Access learner history   ✓    
Manage assessor team   ✓    
View GIS   ✓    
Search for assessors ✓      
Edit assessors ✓      
Add assessors ✓      
Search for employers ✓      
Edit employers ✓      
Add employers ✓      

To set a permission group:

  1. Go to Web User Editor on the sidebar.
  2. Search for and open the required user or group.
  3. Click Permissions to expand the list of permissions.
  4. Select the required group from the Permissions Group dropdown box. Note that only certain groups will appear, depending on the requirements detailed above.
  5. Click Save.

Engage Integration Updates

Edge Roles for Learners

This is only applicable to customers who use the Engage integration and have configured Edge roles.

A new field, Additional Edge Roles, has been added to the Web User Account tab on learner records in Maytas, which allows you to specify Edge roles for learners (in addition to the default role of Student) so that they can be sent to Edge / Engage.

The lookups displayed for this field (TRAINEEINFO.EDGEROLES) depend on your configured Edge roles. When a learner's roles are sent to Edge / Engage, it is the longstring values from the lookups which are sent. Multiple roles can be selected and sent for a learner.

Single Sign-on - Login Using Azure Active Directory

It is now possible to login to Maytas Hub using credentials from an Azure AD account. First this needs to be configured, which requires your Azure AD client ID, client secret and tenant (your Azure AD system administrator should be able to provide these values):

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Admin on the left (under the Maytas Hub Online header).
  4. Scroll down on the right to the Single Sign On section.
  5. Tick the boxes for the four Azure AD settings and enter their values:
    • Azure AD Authority - This should be set to https://login.microsoftonline.com/{0}/oauth2/v2.0
    • Azure AD ClientId - Value provided by administrator
    • Azure AD Client Secret - Value provided by administrator
    • Azure AD Tenant - Value provided by administrator
  6. Click Save.

Next, each user who needs to login using this feature must have the email address associated with their Azure AD account entered against their Maytas Hub web user account:

  1. Go to Web User Editor on the sidebar.
  2. Search for and open the required user.

  3. Under Basic Details, enter the Azure AD email address in the Single Sign On Email box.

  4. Click Save.

The login screen will now include a Sign in with Microsoft option, which can be used by configured users to login to Maytas Hub using their Azure AD credentials.

Automatic Creation and Updating of Employer Links from ebs

When a learner from ebs is opened in Maytas Hub, their employer links will be automatically created or updated in the Maytas database to reflect the links in ebs.