5.24 SP1 Maytas LLWR 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 DfE, 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

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 5.24.8120.2. 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:

The way in which the Reports Library is upgraded has changed and can now be performed entirely from within Maytas. Instructions for this can be found below.

Maytas 5 Version 5.24.8120.2 Release Notes

Report Viewer Update

An issue was identified where reports could not drill down in Maytas when using an SSRS 2019 report server, which was due to a report server update issued by Microsoft. To address this, the report viewer which Maytas uses for the Reports Library and MList / Report Generator has been updated to a newer version. While all previous functionality has been retained, there are some visual differences when running reports:

Additional Column Information in DB Schema

The DB Schema module now displays the following information (read-only) for each column in the database:

To view this information for a column:

  1. Go to Tools on the toolbar.
  2. Select DB Schema on the General panel of the ribbon.
  3. Expand Tables on the left and then expand a table or view.

  4. Select the column you wish to view. The details will appear on the right (if the Set button is displayed instead, you will need to click it first).

Data Collection Forms - Email Confirmation

A confirmation email can now be sent to a learner once they complete a data collection form, which is enabled by setting a flag against the form in the Screen Designer:

  1. Go to Tools on the toolbar and select New / Load on the Screens panel of the ribbon.
  2. Open the required form.
  3. On the Overview tab (on the left of the Screen Designer), tick the Email Learner checkbox.
  4. Click Apply.
  5. Go to Home on the toolbar and click the Sync button.

A configuration option is available to specify the content of the email:

  1. Click the M5 button at the top left and select Options.
  2. Go to Learner Login on the left (under the Maytas Hub Online header).
  3. In the Data Collection section on the right, tick the checkbox for the Trainee Data Collection Completion Email config.
  4. In the textbox for the config, enter the email body you wish to be sent to learners upon completion of a form. This can include the parameters {FNAME} and {LNAME}, which will display the learner's first and last names in the email.
  5. Click OK.

Reports Library 1.0.4.3

Upgrade the Reports Library

How to Upgrade the Reports Library

The Reports Library upgrade should be performed by an admin user, which will upgrade the reports for all users.

To enable to the Upgrade reports button for an admin user:

  1. Go to Tools | Edit Permissions.
  2. Select the user or group which requires permission.
  3. Go to the Commands tab.
  4. Expand the Support section.
  5. Set the Report SQL Upgrade permission to Visible.
  6. Click Apply and restart Maytas for the change to take effect.

For customers who manage their own systems on-premise, it is strongly advised to take a database backup before performing the upgrade. This is not necessary for hosted customers as backups are taken regularly.

To upgrade the Reports Library:

  1. Go to Support on the toolbar.

  2. Click Upgrade reports.

  3. You will asked to confirm that you wish to perform the reports upgrade SQL. Click OK to continue.
  4. A message will appear saying that a task has been created. Click OK.

  5. You can check that the upgrade was successful by going to Home on the toolbar and then selecting Server Tasks | View Jobs.

    If the Status indicates that the upgrade has failed, please do not continue with importing the reports package and raise an incident on theSelf Support Portalfor assistance.

  6. Next, the reports package must be imported. Go to Home on the toolbar and click Import on the Reports panel on the ribbon.
  7. This will display the Report Import wizard. Click +Add Files.
  8. Browse to the Maytas 5\Extras\Reports Library folder of the upgrade, select one of the following packages and click Open:
    • For all reports, select Reports Library 1.0.4.3 (all reports).
    • For ESFA and general reports only, select Reports Library 1.0.4.3 (DfES and general reports).m5rep.
  9. Click Finish to import the reports. This process may take a long time (potentially upwards of 30 minutes) depending on the size of the reports package.

  10. When the reports have finished importing, click Finish.

    The import log may display various warning messages, which are generally a result of report formatting and other factors which do not impact how a report runs (e.g. The text box ‘textbox3’ extends beyond the bottom edge of its container.). Unless a message indicates that the import has failed, these warnings can safely be ignored.

New Report - Learner Journey

The Learner Journey report shows a summary of events that are included on Maytas Hub's Learner Journey screen.

Clicking on a figure will show a drilldown report listing basic details of the relevant items, grouped by category.

Parameters

Course Attendance Monitoring - New Parameter

A new parameter, Only include learners currently enrolled on course, has been added to the Course Attendance Monitoring report.

When set to the default option ofYes, only attendances for learners assigned to the relevant course stream will be counted in the report. To check this, open a course record and go to the Space Allocation tab - learners must appear in the This Stream area on the right to be counted. i.e. If a learner is on the stream, has attendance records entered and is then removed from the This Stream area, their attendance will no longer appear on the report when the parameter is set to Yes.

If the parameter is set to No, attendances for learners removed from a stream will be counted.

Attendance Report - Additional Information

The Attendance Report now includes several new columns showing additional information: