5.28 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 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 5.28.9020.1. 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:

• Additional filters for bulk apply templates
• Reports Library 1.0.4.9
• Fixes to a number of issues

Maytas 5 Version 5.28.9020.1 Release Notes

Bulk Apply Templates - Additional Filters

The Bulk Apply Templates process can be configured to include additional search filters:

1. Go to Tools on the toolbar and click Process Browser.

2. Select System Process on the left, then double-click Bulk Apply Templates on the right to open the process.

3. Select PeriodDatesActivity.

   

4. On the right, locate the property ShowAdditionalFilters and set it to True.

5. Go to Home on the toolbar and click the Sync button.

The Bulk Apply Templates wizard will now include various additional search options on the first screen to filter the learners displayed in the results.

To select or de-select all values in the Scheme, Centre and Contractor lists, right-click the list and select Select All / Deselect All.

Audit Fields for TRAINEEINFO and TRAINEEPOT3

Fields on the TRAINEEINFO and TRAINEEPOT3 tables can now be used for auditing. Previously, only fields on the TRAINEE, TRAINEEPOT and VISITS tables could be used for auditing.

When an audit confirmation field is in TRAINEEINFO or TRAINEEPOT3 and that field is updated, a row will be added to the TRAINEEINFO_AUDIT or TRAINEEPOT3_AUDIT tables respectively.

Reports Library 1.0.4.9

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 the Self Support Portal for 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 1.0.4.9 (all reports).
   • For ESFA and general reports only, select Reports Library 1.0.4.9 (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.

Learner Wellbeing Report

The Learner Wellbeing Report shows a summary of moods selected by learners in your caseload and your team's caseloads (if applicable) across a date range. The report also shows a list of each learner (grouped by their assessor) and their latest selected mood, and clicking a learner displays a history of all their selected moods.

The report can be accessed in Hub by going to Reports on the sidebar and selecting the Learner Wellbeing report from the dropdown list.

Parameters

• Start / End date - The report filters by learners whose latest wellbeing status date is within this date range.

• Assessor types - The learner-to-assessor link types to use to determine a learner's assessor.

• Employment types - The learner-to-employer link types to user, which determines which employer (if any) shows in the Employer column.

• Wellbeing status - Filters by the selected statuses.

• Group by assessor - When set to Yes (the default), learners will be grouped by their assessor. When set to No, the report will list all learners from the relevant caseload(s) in a single group.

Layout

The top of the report shows a summary of the data in the date range, comprised of the number of learners for each mood (based on the learner's most recent selection in the date range) and a pie chart that shows the proportions of each mood.

The table beneath the summary lists each learner who has submitted a mood in the date range, showing their most recently submitted mood in the date range. Note that if a learner has submitted a different mood after the end of the selected date range, the most recent mood from within the date range will be shown instead.

Each row in the table also shows the date and time the mood was submitted, along with the learner's employer and an overview of key dates and progression for their framework. If a learner has multiple frameworks, their most recent one is shown.

Clicking on a learner will open a drilldown report that shows a history of the learner's submitted moods (this is not limited to the date range).

Assessor Caseload Summary - Ready to Run Parameter

The Assessor Caseload Summary report now has a Ready to run parameter, which prevents the report from automatically running on the default parameters. Once you have chosen your required parameters, select Yes from the Ready to run parameter and then run the report.