Diploma aggregation service: An introduction to Release 3 for DABs March 2009

12543 Page 2 1.About this guide 2.Things to know before you start 3.Whats in Release 3 for DABs? 4.Whats new for DABs as third party learner administrators? 5.Training and support available Content

12543 Page 3 1. About this guide This guide provides an introduction to Release 3 of the Diploma aggregation service (DAS) for Diploma awarding bodies (DABs). It is specifically aimed at trainers to help them bring existing users up to date with the latest functionality. Accompanying this slide show is an updated reference guide and e-Learning tool. The latter can be used by trainers in delivering refresher training or by users to self-teach. Use the forward and backward arrows on your keyboard to navigate through the slides. Click on Esc at any time to escape and close the file.

12543 Page 4 2. Things to know before you start Before we start on Release 3, lets just recap: What is DAS? What roles can DABs be assigned? What is a learner account? And discuss how to migrate from Release 2 to Release 3

12543 Page 5 Things to know before you start cont What is DAS? DAS is a managed, web-based IT system that brings together all parties involved in the administration and awarding of Diplomas. DfESQMISTESG LRS Home centres Assess- ment centres CABs Delivery centres DABs DAS

12543 Page 6 Things to know before you start cont DAS stores information on learners and their Diplomas, and shares it between centres and awarding bodies. Open learner account in DAS Key Awarding Body Das Record PLTS & WE Enroll on Diploma course Complete components Validate ULN with LRS Enter learner for exams Obtain ULNs Post expected results Learner Centre New step – not mandatory for CABs Remit of Diploma aggregation service Verify ULNs Continues overleaf The main tasks performed by DAS users, learners and the system prior to aggregation and claiming are shown in the figure below.

12543 Page 7 Things to know before you start cont Issue trial grade Learner Centre Do more learning/ resits Initiate claim DAS enables the awarding of Diplomas by managing the claims process and providing information for the transcript. Make available data for transcript ITC set Aggregate components Accept claim request/ award Diploma Issue Diploma Key Awarding Body Das Learner Centre Remit of Diploma aggregation service Post results Amend/ upgrade Diploma Continued from overleaf New step The main tasks performed by DAS users, learners and the system during aggregation and claiming are shown in the figure below.

12543 Page 8 Results Poster Things to know before you start cont What roles can DABs be assigned? All users are assigned a role according to the tasks they perform on the system. There are four main roles: local administrator, CAB, DAB and learner data viewer. The CAB and DAB roles have associated sub-roles, as shown. Creates and manages user accounts Posts results, result amendments, result withdrawals and expected results CAB Local Administrator Extracts and responds to registration requests from centres Extracts and responds to ITC requests from centres Manages claim requests from centres, retrieves learner transcript details and withdraws Diplomas Searches and views learner accounts Registration request responder ITC request responder Diploma awarder Learner data viewer DAB Tasks Roles

12543 Page 9 Things to know before you start cont Roles for DABs as third party learner administrators Centres may delegate third party learner administrator rights to DABs, subject to commercial and confidentiality agreements. There are four learner administrator sub-roles enabling users to view and manage learner accounts. Creates and manages learner accounts on behalf of a centre Records PLTS and work experience on behalf of a centre Registers, sets ITCs and claims Diplomas on behalf of a centre Views and retrieves learner information on behalf of a centre Learner data maintainer PLTS and work experience recorder DAB relationship manager Learner data viewer Third Party Learner Administrator Tasks Roles

12543 Page 10 Things to know before you start cont What is a learner account? Within DAS, a learner account holds information on the learner, their chosen line and level of learning, and their achievements to track progress towards the completion of their Diploma.

12543 Page 11 Things to know before you start cont Learner data viewers can view learner accounts if they have accepted a registration, intention to claim (ITC), or have received a claim request. A DAB will only see CAB-level information once a claim request has been made

12543 Page 12 Things to know before you start cont Migrating to Release 3 There is no change to the Release 2 interfaces and DABs can continue to use these until March However, users should migrate to Release 3 before this time in order to make use of new functionality and enhanced error messages. The Release 3 Application Programming Interface (API) Guide advises on how you should upgrade your system, including selecting the Release 3 end points (see When the API is not available you will need to use batch files. The Release 3 Batch file definitions document shows the layouts. You will also need to indicate to DAS that you are using version 3 interfaces (see overleaf).

12543 Page 13 Things to know before you start cont From their home page, the local administrator will need to change the version of their batch file interfaces from Version 2 to Version 3 when they migrate to Release 3

12543 Page Whats in Release 3 for DABs? New DAB functions: Release 3 brings new notifications, flexibility to amend and upgrade awarded Diplomas, and extra information for DABs. New functionality also helps with managing batch file uploads should the API be unavailable. Download notifications Changes to learner details when requests pending Batch file status NotificationsDiplomasInformationBatch files The following slides discuss these new functions in more detail QAN suffices Aegrotat Diploma New notifications (amendments/ reaggregation) Amend awarded Diploma View completion status report Aggregation date Provide date of birth/ gender in requests Expected results

12543 Page 15 Whats in Release 3 for DABs? cont Notifications 1: Batch download of notifications DABs can download notifications received during a user-defined period and either print or save these to a computer.

12543 Page 16 Whats in Release 3 for DABs? cont Notifications 2: Changes to learner details when requests pending DABs can view and download notifications of changes to learner details when the registration, ITC and claim is pending or on hold. Notifications 3: New notifications DAS will notify the relevant DAB of requests to amend an awarded Diploma, including the impact on the certificate and/or transcript – see overleaf. Das will also notify the relevant DAB if a Diploma is reaggregated because of an amendment to PL or a project result but there is no change to the previously-calculated grade.

12543 Page 17 Whats in Release 3 for DABs? cont Diploma 1: Amendments to awarded Diplomas DAS now provides a facility for centres to request an amendment to an already-awarded Diploma. These amendments include: upgrading from a Progression to an Advanced Diploma adjusting the ASL shown on the transcript without changing the grade changing to a Diploma with an endorsed title changing from a Diploma with an endorsed title to a different endorsement or a non-endorsed Diploma. DAS verifies the amendments to ensure that the learner has sufficient ASL for their chosen line and level of learning, and reaggregates the results, if necessary. Learners may upgrade within five years of the original award, and change the ASL within 12 months of the original award.

12543 Page 18 Whats in Release 3 for DABs? cont DAS is able to distinguish between the results for qualifications that have alternative pathways by using a Qualification Accreditation Number (QAN) suffix. This four-digit identifier, to be shown in NDAQ, enables DAS to aggregate multiple achievements of the same QAN, so long as the suffices are different. Transcripts should display the endorsement text from the Diploma catalogue, and not the QAN suffix. Diploma 2: Qualification Accreditation Number suffix

12543 Page 19 Whats in Release 3 for DABs? cont DABs can award a Diploma under exceptional circumstances (Aegrotat). DAS will update the learner account with a final grade and awards the Diploma that has not met the Rules of Combination. This transaction may be done via the web browser. There is a new command on the Manage a single learner account menu. Diploma 3: Aegrotat Diploma

12543 Page 20 Whats new for DABs as TPLAs? cont TPLAs will not see the qualification number, CAB or assessment centre for expected results Information 1: Expected results As a CAB, DABs can post expected results to enable centres/TPLAs to iden- tify missing results and ensure learners are awarded their Diploma on time.

12543 Page 21 Whats new for DABs as TPLAs? cont View or download expected results for one learner from their learner account, or for one or more learners from your home page

12543 Page 22 Whats in Release 3 for DABs? cont Information 2: Completion status reports After accepting a registration or ITC request, DABs can track a learners progress with a new report that shows what components are required and have been completed. Access the bar charts from the learners account. Click on component heading to see the results for that component, or view details to see results for all components

12543 Page 23 Whats in Release 3 for DABs? cont Alternatively, extract a report for one or more learners from your home page to print or save to a computer

12543 Page 24 Whats in Release 3 for DABs? cont Information 3: Aggregation date When aggregating results, DAS now records the date a Diploma is first achieved (aggregation date). Results achieved after the aggregation date, but before the Diploma is claimed, will be associated with the Diploma. These results can be included on the transcript. When DAS receives a confirmation of a claim acceptance from a DAB, it retains the month and year as the award date. Information 4: Provide date of birth and gender in requests to DABs The learners date of birth and gender are provided in requests to DABs (eg registrations, ITCs and claims). These may be used to validate learner details, populate DAB systems, etc.

12543 Page 25 Whats in Release 3 for DABs? cont Batch files 1: Batch file status Users can be sure that their batch files have uploaded and been processed correctly by viewing a new batch file status screen.

12543 Page 26 Whats in Release 3 for DABs? cont Users can view a file showing information, warnings and error messages. They can also change the action required icon to reviewed to assist administration Severity 3 is an error

12543 Page Whats new for DABs as TPLAs? New centre-facing functions: Batch update to learner account status Automatic de/reactivation of learner accounts InterfaceSecurityCompletion Release 3 is important to centres (and DABs acting as TPLAs) as it gives them a new interface and more functionality. Centre API Completion status reports and amending awarded Diplomas have already been discussed. The following slides discuss the new interface and security functions. Amend awarded Diploma View completion status report

12543 Page 28 Whats new for DABs as TPLAs? cont Current interface options: Release 3 will enable developers to build a direct link between centres (and third parties acting as centres) and DAS which may increase efficiency and accuracy. MIS Web-Based User Interface Option 1 DAS Option 3 Option 2 Web-Based User Interface DAS.csv DAS R3 MIS Interface 1: Centre API New interface:

12543 Page 29 Whats new for DABs as TPLAs? cont Security 1: Batch update to learner account status Centres/TPLAs can improve the security of learner accounts by deactivating them in one step by uploading a new batch file, eg when a cohort leaves. Security 2: Automatic deactivation and reactivation If there has been no activity in a learner account for two years, DAS will automatically deactivate it for security reasons. The account will be automatically reactivated by certain triggers, eg CABs posting new results.

12543 Page Training and support available Upgraded and enhanced products: There is a portfolio of updated and enhanced training materials, support functions and guidance documents to support Release 3. E-learning tools for centres, CABs and DABs DAS Helpdesk (for centres) and Service desk (for ABs) Presentations for trainers in centres, CABs and DABs Reference guides for centres, CABs and DABs QCA website, includes FAQs Essential Guides for centres TrainingSupportGuidance DAS Quick Guide for centres Regular communications Factsheets on DAS, ULNs and verifying ULNs

12543 Page 31 Training and support available cont For general information, see: DAS home page at Go direct to CAB training materials on: Information for awarding bodies at: Access technical documentation (including the API guide) in: Secure store at: Thank you