5.27 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 LLWR-Inform. Providers should also remember to download their ULI file. After submission to the 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.

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 5.27.8811.1. 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:

• Ability to export multiple employers with the same EmployerID
• Engage integration update
• Reports Library 1.0.4.7
• Fixes to a number of issues

Maytas 5 Version 5.27.8811.1 Release Notes

BKSB User Creation

The BKSB integration is now able to create BKSB users from Maytas learner records. This requires a BKSB Integration licence.

1. Open the learner record you wish to create a BKSB user for.

2. In the Third Party section of the ribbon, click the BKSB button and select Create user.

3. The Create User window will appear.

   

   If the learner already has a BKSB user associated with them, this will be displayed in the Username box, otherwise the Maytas Hub username will be shown (this can be edited).

   The email address defaults to the value in TRAINEE.EMAIL, but can also be edited.

   Ticking the Auto Enrol Courses checkbox will automatically enrol the learner on courses within BKSB.

4. Clicking the Create User button will attempt to create a user in BKSB using the entered username. If it is already taken, you will be prompted to edit the username and try again. If the username is not already in BKSB, the user will be created and a message will appear to confirm successful creation.

   The user's password will be set to the default BKSB password, which is set in the admin section of the BKSB site.

Maytas 5 Version 5.27.8810.1 Release Notes

Multiple Employers with Same LLWR EmployerID

The LLWR export now allows multiple employers in Maytas to have the same LLWR EmployerID, meaning they are exported as a single employer.

Engage Integration - Open Third-Party Links in External Window

The Engage integration can now be configured to allow third-party links to open in an external window.

1. Go to Tools | Table Edit.

2. Select ENGAGETHIRDPARTYLINKS from the Table Name dropdown box.

3. Locate the USEEXTERNAL column and set the value to Y for each link that you want to open in an external window.

4. Click the button to save changes, then click OK.

Reports Library 1.0.4.7

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 1.0.4.7 (all reports).
   • For ESFA and general reports only, select Reports Library 1.0.4.7 (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.

Hub Report Generator - User Filtering

Report Generator for Maytas Hub will now filter results for the logged in user as follows:

• If the user is an assessor and the report includes a table with TRAINEEID on it, the report filters by the assessor's caseload and their team's caseloads

• If the user is an employer and the report includes a table with TRAINEEID on it, the report filters by the employees at that employer and its branches

• If the user is an assessor and the report includes a table with ASSESSORID on it, the report filters by the assessors below them in the team hierarchy

After creating a new report and clicking save, the user filter will only be applied after returning to the reports list and re-opening the report.

Resource Availability - New Parameter

A new parameter has been added to the Resource Availability report - Hide course periods outside of course stream date range.

When set to Yes, the report will only display periods which take place within the course stream's start and end dates. Any periods that are booked outside of the stream's date range will not be displayed.

When set to No, the report will display all periods for a course stream, regardless of whether they are within the stream's date range. This is how the report previously worked.