march 2021 latest release user guide - ace360
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March 2021 – Latest Release – user guide
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Summary of Release March 2021 ............................................................................................................................................................................................................................... 3
Evidence Upload Dates (All Users) .............................................................................................................................................................................................................................. 4
Early Resit Process (EPA Users) ................................................................................................................................................................................................................................... 5
Second Review Process (EPAO Admin / Super Admin Users - Current Features) ................................................................................................................................... 5
Requesting a Resit (Training Provider) ........................................................................................................................................................................................................................ 6
Dashboard, Search Filter and Reports (All Admin Users) ........................................................................................................................................................................ 6
Accept/Reject a Resit (EPAO Admin Users) ................................................................................................................................................................................................................. 7
ESFA Certification API .................................................................................................................................................................................................................................................. 8
Standards Statistics (March 2021) ........................................................................................................................................................................................................... 8
Activating the ESFA Certification API .......................................................................................................................................................................................................................... 9
ESFA Certification Errors list ...................................................................................................................................................................................................................................... 10
ESFA Certification API Updates ................................................................................................................................................................................................................................. 11
Manual Claims ....................................................................................................................................................................................................................................... 11
Errors ..................................................................................................................................................................................................................................................... 11
Resits ...................................................................................................................................................................................................................................................... 11
CSV Export (All Super Admin/Admin Users) .............................................................................................................................................................................................................. 12
CSV Export Fields ....................................................................................................................................................................................................................................................... 13
ACE360 System Help & Support ................................................................................................................................................................................................................................ 15
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Summary of Release March 2021
Thank you for using ACE360, as part of our commitment to provide an industry leading platform that saves you time and money, we continuously
review and update ACE360.
This latest release focusses on improved reporting, exports and improving the resit process.
During this release we have completed;
Evidence Upload Dates (All Users) and time stamp – Improved visibility of when files are loaded to ACE360
Early Resit Process (EPA Users) – Improved flow for resits after failing one or more components
ESFA Certification API Improvements – Resits, retry and errors
CSV Export (All Super Admin/Admin Users) - Improved Reporting and information from the CSV Export
We hope you find these developments useful and we always welcome feedback how we can improve ACE360. Please email ideas and feedback to [email protected]
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Evidence Upload Dates (All Users)
As part of continued improvement, the date and time of a file uploaded to ACE360 is visible within the apprentice record.
Users can also view the date a file was uploaded to ACE360 and the size of the file by adding notes/clicking the (i) icon.
Within the Gateway/EPA component, Click on the to view the date and size fields.
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Early Resit Process (EPA Users)
The resit process has been amended to allow users to grade an apprentice from status ‘EPA In progress’.
Previously all components required a grade before an overall grade could be applied.
If one or more components has evidence or a component grade, then the ‘Apply Provisional
Grade’ button will appear in the ‘Actions’ drop down menu. This can be applied by all EPAO
users.
Second Review Process (EPAO Admin / Super Admin Users - Current Features)
A grade will now be applied, and your provider can request a resit/appeal.
Step 1 (All users) Click ‘Apply Provisional Grade’, select the provisional ‘Overall EPA Grade’, add ‘Notes (Optional)’, click ‘Confirm Grade’
Step 2 (Admin/Super Admin) Notification of pending second review displayed on Dashboard, in search filters and in export.
Step 3 (Admin/Super Admin) Open the apprentice record, click ‘Actions’, select ‘Review Overall Grade’
Step 4 (Admin/Super Admin) Uphold/Change Provisional Grade, add notes, select new grade (if applicable), upload supporting evidence. Click Confirm to save
NOTE: The Provisional Grade button is only available to users who have activated the
Second Review function on their account. The Second Review Function allows
Admins/Super Admins to quality control/amend the grade before being released to the
Training Provider/ESFA. If it is not activated, contact [email protected] to activate it.
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Requesting a Resit (Training Provider) When an apprentice has failed, you can request a resit via ACE360.
Open the apprentice record, click ‘Actions’, select ‘Request Resit’
Confirm the resit request by selecting ‘Yes, request a Resit’
Your EPAO will now be able to Accept/Reject the Resit.
Dashboard, Search Filter and Reports (All Admin Users) The number of outstanding resits and rejected resits will be displayed on the Dashboard.
The Search, Filters and reports can be used to find Resits within a given date range.
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Accept/Reject a Resit (EPAO Admin Users) Open the apprentice record, click ‘Actions’, click ‘Accept/Reject Resit’
Click ‘Accept’ or ’Reject’ the resit
If you reject the resit, this will display in the apprentice record and in the dashboard.
If you accept the resit, the apprentice will move to ‘Approved for EPA’ Status and a new attempt
will be opened.
Note: the components will show as Open, any evidence uploaded
into a previous attempt after the grade date will show in the
most recent attempt. Any grade applied on the previous
attempts (except when evidence was uploaded prior to the grade
applied) will grade the most recent attempt. If the apprentice in
EPA Failed/EPA Passed, no evidence can be added to open
components.
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ESFA Certification API In February 2021, the ESFA mentioned there would be changes to the API, last week correspondence was sent to EPAOs with details of the changes.
We are proud to be supporting 66% of the EPAOs using the ESFA API.
We have supported both the ESFA and many EPAOs to understand the
ESFA Certification API and the challenges of the Standards Database.
You will be pleased to know we are already set up to manage the
changes mentioned in the communication. We welcome the additional
information and will be compiling a guide to support users further.
Standards Statistics (March 2021) There are a total of 1426 Standards, Options and Versions on ACE360.
There are 3850 different assessment components.
The great news is we have the most comprehensive database and keep
this up to date for you, analysing the key data from the Assessment
Plan.
Standard Level
Version 1.0
Version 1.1
Version 1.2
Version 1.3
Version 2.0
Summary
2 266 45
3 314
3 407 115 31 2
555
4 165 24 1 1 1 192
5 57 7 1 1
66
6 149 28 6
183
7 114 2
116
Total 1158 221 39 4 4 1426
ESFA Communication
When is this being done?
Certification Service declaration:
These changes will go live during Wednesday 3rd March.
Standards Versioning:
These improvements to the EPAO certificates API will be made by the
end of April 2021 and you can see the details of these changes in the
attached API schema.
The data matching enhancements will be active at the end of July 2021.
EPA Component Type Number of Components
Observation / Practical Assessment 779
Written or On-line knowledge test 733
Professional dialogue or viva 717
Interview or panel discussion 545
Project 507
Portfolio / Log Book 272
Presentation or showcase 167
Other 130
Grand Total 3850
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Activating the ESFA Certification API If you have not activated the API, here are some details to get it set up. For the certification link to work, we need your API code from the ESFA
portal. Login to your ESFA portal (details below) and send the API code to us with confirmation that you would like the API activating.
To gain access to your API Key, there is a section on your Assessment Service - https://assessors.apprenticeships.education.gov.uk/.
Click on Organisation Details (some users do not have access to this and may need to request permissions)
Click API Subscriptions
Click Generate Key (see below)
Copy and Paste the details within the API subscription box and send it to [email protected], confirming your EPAO ID and permission to link your account with ESFA.
How does it work?
If the apprentice achieves the highest possible overall grade the certificate is applied for after 7 days. The certificate number is generated by the ESFA and it appears on the
ACE360 apprentice record (just below the Apprentices name).
If the apprentice achieves any grade other than the highest grade, the ESFA API requires that the 21 working day appeal period passes prior to applying for the
certificate. Once this appeal period has passed the certificate is applied for.
What if there is an error?
It is common to get a name mismatch on the ULN and the name on any system, if this or any other error occurs it will be displayed on the ACE360 export report. You will
need to fix the error before the certificate can be claimed. Once an error is fixed ACE360 will try again to claim the certificate.
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ESFA Certification Errors list
• "Certificate already exists, cannot create EPA record"
• "EPA already provided for the learner"
• "Invalid outcome: must be pass, fail or withdrawn"
• "EPA Date cannot be in the future"
• "ULN should contain exactly 10 numbers"
• "ULN, FamilyName and Standard not found"
• "Provide a valid Standard"
• "Invalid version for Standard"
• "Your organisation is not approved to assess this Standard"
• "StandardReference and StandardCode must be for the same Standard"
• "Provide apprentice family name"
• "EPA not found"
• "Your organisation is not the creator of this EPA"
• "Provide the EPA reference"
• "Certificate already exists, cannot delete EPA record"
• "Certificate already exists: certificateReference"
• "ULN should contain exactly 10 numbers"
• "ULN, FamilyName and Standard not found"
• "Provide a valid Standard"
• "Invalid version for Standard"
• "Your organisation is not approved to assess this Standard and version"
• "StandardReference and StandardCode must be for the same Standard*
• "No course option available for this Standard and version. Must be empty"
• "Invalid course option for this Standard and version. Must be one of the
following: 'list of course options'" where 'list of course options' depends on
the standard code, and can be obtained with
• GET api/v1/certificate/options/{standard}/{version}
• "Provide the achievement date"
• "Achievement date cannot be before 01 01 2017"
• "Achievement date cannot be in the future"
• "Provide a contact name"
• "Provide an organisation"
• "Provide an address"
• "Provide a city or town"
• "Provide a postcode"
• "Provide a valid UK postcode"
• "Provide the certificate reference"
• "Certificate not found"
• "Your organisation is not the creator of this Certificate"
• "Certificate does not exist in Draft status"
• "Certificate has already been Submitted"
• "Certificate is not in Ready status"
• "Certificate is missing mandatory data"
• "Cannot delete a Submitted Certificate"
• "ULN, FamilyName and Standard not found"
• "Select the grade the apprentice achieved"
• "You must enter a valid grade. Must be one of the following: list of valid
grades", where 'list of valid grades' is: 'Pass', 'Credit', 'Merit', 'Distinction',
'Pass with excellence', 'No grade awarded' and can be obtained with
By using ACE360 many of these errors will be extremely unlikely due
to the validation process when a record is entered onto ACE360.
You can search for certificates that are ‘Not Issued’ and download
the filtered report.
The CSV export will show the key ESFA Certification Fields and error
messages.
By using the ESFA Request a Certificate and the support from
ACE360, you should be able to claim/resolve any issues. Contact your
account manager or [email protected] for assistance.
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ESFA Certification API Updates There have been a few recent updates from ACE360.
Manual Claims Where a manual claim has been made through the Assessment Service portal, ACE360 will request the certificate number and populate the ACE360 system.
Errors Where there has been an error, and the error has been resolved ACE360 will attempt to resolve the error and claim the certificate, please allow up to 7 days for the
certificate/error to be resolved.
Resits The ACE360 Certification API handles resits in a slightly different way, these will be updated after the 21 working day appeals process has expired and up to 7 days after this
date.
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CSV Export (All Super Admin/Admin Users) To improve reporting in ACE360 we have added a significant number of new fields to the CSV Export.
The CSV Export is available to all Super Admin and Admin users and contains crucial information
relating to Apprenticeship Standards.
The Data export button can be found on the Apprentice Records Tab
Click ‘Export Data’
If you have applied any search/filter options, then you can choose to export all live records or only the ‘filtered view’.
Click ‘Export’ to download the CSV file.
Here is a description of the fields.
NOTE: Additional reports can be built on request, these can
be scheduled via email or placed in a SFTP location. A
charge may apply for building and scheduling bespoke
reporting. Contact [email protected] or your account
manager to discuss bespoke reporting.
NOTE: Make sure you have pop-ups enabled on the ACE360
website. Your browser download functionality may vary.
Contact [email protected] if you have any question or
require additional support.
EXCEL TIP: When you first open the file.
1) Click format as a table
2) Select your preferred colour/table style.
3) Click OK
View may vary depending on version of Excel.
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CSV Export Fields 24 New fields highlighted below in Red
ACE360 ID – The unique identifier for each apprentice,
please provided this to ACE360 if requesting support.
1) ACE360 link – Click on the cell to take you directly to the
apprentice profile.
Status – The Current Status of the Apprentice
Apprentice ULN – The ULN for the learner
Apprentice Creation/Registration Date – The date the
apprentice was registered in ACE360
Forename – First Name of the Apprentice
Surname – Surname of the Apprentice
Date of Birth – The Date of Birth of the Apprentice
Gender – Gender of the Apprentice
Employer Name – Company Name of the Apprentices
Employer
Employer Company Sector – The Sector for the
Company/list from IFATE Standard Sectors
Employer Street Address – The address of the Employer
Employer Address Town/City – The Town/City of the
employer
Employer Address County – The County of the Employer
Employer Address Country – The Country of the
Employer
Employer Address Postcode – The Postcode of the
Employer
Apprentice Home Address County – The Apprentice’s
County
Apprentice Home Address Postcode – The Postcode of
the Apprentice’s home address
Apprentice Ethnicity options – The Ethnicity of the
Apprentice
Apprentice Disabilities – The additional learning support
requirements listed in Apprentice Profile
Standard – The Name of the Standard the apprentice is
registered on
2) Course Option – If the apprentice is registred on a course
option, the name of the option the apprentice is
registered on.
3) ST Code – The ACE360 ST Code for the Standard the
apprentice. This is used for Bulk uploads and follows the
format ST0001/01/A (IFATE ST CODE (ST0001)/
Assessment Plan-Version/Option. Use formula
=LEFT(W2,6) in a new column after column W and in row
2 to show only ST CODE.
LARS Code – The ESFA LARS Code that the apprentice is
registered on.
Level – The level of the apprenticeship that the
apprentice is registered on
4) IfATE version – The IfATE version of the Standard the
apprentice is registered on.
Standard Last Update – The Date the Standard was last
updated in ACE360
Published Date of Standard – The Date the Standard was
published
5) Funding – Mandatory YES/NO Response from when the
apprentice is registered on ACE360
Funding type – Optional selection of funding type,
available in the Account Information Tab of the
Apprentice.
Training Provider Name – Name of the provider that
registered the apprentice
Training Provider UKPRN – The UKPRN of the provider
that registered the apprentice
6) EPAO Name – The name of the EPAO connected to the
apprentice
7) EPAO org ID – The organisation ID of the EPAO
connected to the Apprentice
Reasonable Adjustment Status – The Status of a
reasonable adjustment request, selection
(Approve/deny) available in the Account Information Tab
of the apprentice profile
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CSV Export Fields (Continued)
Start Date – The start date of the Apprentice from
ACE360
8) Expected Gateway Date – The Date the apprentice is
expected to reach Gateway. Previously displayed as
Expected end date.
9) Gateway Submission Date – The date the apprentice was
submitted for Gateway, only shows for apprentices that
are beyond Gateway Approved Status
10) EPA Ready Confirmation Date – The date EPA was
approved by the End-Point Assessment organisation.
Only available for apprentices beyond Approved for EPA
11) EPA Denied Date – If the apprentice has been rejected
for Gateway and is in denied EPA Status, the date and
time of the rejection will appear here.
12) EPA Target Start Date – The target start date (optional)
entered when uploading the Gateway Declaration or by
the EPAO past Gateway Approved Status
13) EPA Passed Date on latest attempt – the date the
apprentice has passed during the most recent Attempt.
14) EPA Failed Date – The date the apprentice received a Fail
grade in the last attempt.
15) Has appeal on latest EPA attempt – If the provider
submits an appeal, this will show if there is an appeal on
the most recent attempt.
16) Appeal date on latest attempt – The date of the Appeal
on the latest attempt
17) Appeal resolved on latest attempt – whether the appeal
has been resolved on the most recent attempt
18) Has open resit request – If the provider has requested a
resit, this will show if a resit has been requested
19) Has second review – If the apprentice is awaiting a
provisional grade, yes will appear in this column.
20) Overall grade – The grade available on the most recent
attempt (Pass, Fail, Merit, Distinction)
ESFA EPA Reference – The ESFA Reference from the
Certification API, generated the first time ACE360
connects with ESFA after a passing/failing grade.
ESFA EPA Errors – Any errors that are returned from
ESFA on initial/subsequent requests.
21) ESFA Certificate Submission Date – The date the
Certificate was requested from ESFA API
ESFA Certificate Reference – The Certificate Reference
number from the ESFA for the Apprentices’ Certificate –
shown in Profile of apprentice.
ESFA Certificate Creation Errors – Any errors relating to
the creation of the certificate
ESFA Certificate Submission Errors – Any errors relating
to the submission of the certificate.
22) Invoice Number – The Invoice number entered by the
provider in the Account information Tab. This is an
optional field only used by some EPAOs
23) PO Number – The PO number from the Account
information Tab of the Apprentice. This is an optional
field only used by some EPAOs
24) Paid – (YES/NO) Shows whether the Paid check box is
ticked in the Apprentice Account information tab. This is
an optional field only used by some EPAOs
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ACE360 System Help & Support This user guide is being updated on an ongoing basis and your feedback will be much appreciated. This will help us to improve and enhance this guide to meet the needs of all ACE360 users. For further help and support, and to give feedback on this guide, please contact:-
0300 303 4444