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

12543 Page 2 1.About this guide 2.Things to know before you start 3.What’s in Release 3 for CABs? 4.What’s new for CABs 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 component awarding bodies (CABs). 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, let’s just re-cap: What is DAS? What roles can CABs 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 CABs be assigned? All users are assigned a role according to the tasks they perform. CABs will have one or more local administrators, results posters and, if they have been delegated third party access by a centre, learner administrators. Creates and manages user accounts Posts results, result amendments, result withdrawals and expected results CAB Local Administrator 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 9 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 10 Things to know before you start cont CABs post results (and expected results – see later) into learner accounts. If they have third party learner administrator (TPLA) status, they can also view accounts associated with the centre that delegated the TPLA rights. TPLAs will not see the qualification number, CAB or assessment centre

12543 Page 11 Things to know before you start cont Migrating to Release 3 There is no change to the Release 2 interfaces and CABs 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. If your organisation has a direct link to DAS, via the application programming interface (API), you will need to upgrade your system and select the Release 3 end points (see the API Guide at If you use batch files, you will need to review your file layouts against the Release 3 Batch file definitions document, and indicate to DAS that you are changing the version of interfaces you use (see overleaf).

12543 Page 12 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 What’s in Release 3 for CABs? New CAB functions: Release 3 provides greater flexibility for CABs so they can post results with alternative pathways or options, and help centres by posting ‘expected results’. New functionality also enables CABs to manage batch file uploads and downloads more efficiently. Batch download of notifications Qualification Accreditation Number (QAN) suffices Batch file status ResultsBatch files Expected results The following slides discuss these new functions in more detail

12543 Page 14 What’s in Release 3 for CABs? 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. The QAN suffix will replace the ‘CAB level endorsement’ used in DAS Release 2. CABs can continue to use this with Release 2 interface, however, the text must match the pathway title in NDAQ exactly or a error message will be generated. Results 1: Qualification Accreditation Number suffix

12543 Page 15 What’s in Release 3 for CABs? cont Results 2: Expected results CABs can post an expected result to enable centres (and TPLAs) to identify missing results and ensure that learners are awarded their Diploma on time. TPLAs will not see the qualification number, CAB or assessment centre for expected results

12543 Page 16 What’s in Release 3 for CABs? cont Batch files 1: Batch download of notifications CABs can download notifications received during a user-defined period and either print or save these to a computer.

12543 Page 17 What’s in Release 3 for CABs? cont Batch files 2: 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 18 What’s in Release 3? 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

12543 Page What’s new for CABs as TPLAs? New centre-facing functions: Batch update to learner account status Automatic de/reactivation of learner accounts Completion status report Amend/upgrade awarded Diploma InterfaceSecurityDiploma Release 3 is important to centres and CABs acting as TPLAs as it gives them a new interface and more functionality. Centre API

12543 Page 20 What’s new for CABs 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 21 What’s new for CABs as TPLAs? cont Security 1: Batch update to learner account status 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 22 What’s new for CABs as TPLAs? cont Diploma 1: Completion status reports Users can track a learner’s progress with a new report that shows what components are required and have been completed. Access the bar charts from the learner’s account. Click on component heading to see the results for that component, or ‘view details’ to see all actual and expected results

12543 Page 23 What’s new for CABs as TPLAs? cont Alternatively, extract a report for one or more learners from your home page to print or save to a computer

12543 Page 24 What’s new for CABs as TPLAs? cont Diploma 2: Amend/upgrade an awarded Diploma Users can request a change to an already-awarded Diploma if a learner achieved more ASL qualifications than required and: wants these to show on their transcript wants to change their Diploma to one with an endorsed title, change to a different endorsed title, or revert from an endorsed Diploma to an non-endorsed one wants to upgrade from a Progression to an Advanced Diploma

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 manuals 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 26 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