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

1. Diploma aggregation service:An introduction to Release 3 for CABsMarch 2009

2. Content • About this guide • Things to know before you start • What’s in Release 3 for CABs? • What’s new for CABs as third party learner administrators? • Training and support available

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.

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

5. DAS 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. DfES QMIS TESG Home centres Delivery centres Assess-ment centres LRS CABs DABs

6. Things to know before you start cont DAS stores information on learners and their Diplomas, and shares it between centres and awarding bodies. The main tasks performed by DAS users, learners and the system prior to aggregation andclaiming are shown in the figure below. New step – not mandatory for CABs VerifyULNs Obtain ULNs Enroll onDiplomacourse Post expectedresults RecordPLTS & WE Open learneraccountin DAS Completecomponents Validate ULNwith LRS Continues overleaf Remit of Diploma aggregation service Enterlearner forexams Key Awarding Body Das Centre Learner

7. Things to know before you start cont DAS enables the awarding of Diplomas by managing the claims process and providing information for the transcript. The main tasks performed by DAS users, learners and the system during aggregation and claiming are shown in the figure below. Do more learning/resits New step Amend/upgradeDiploma Initiateclaim Accept claimrequest/awardDiploma Aggregate components Make availabledata fortranscript Issue trialgrade Post results Continued from overleaf IssueDiploma ITC set Remit of Diploma aggregation service Key Centre Learner Awarding Body Das Centre Learner

8. 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. Tasks Creates and manages user accounts Roles CAB Local Administrator Posts results, result amendments, result withdrawals and expected results Results Poster Third Party Learner Administrator Creates and manages learner accounts on behalf of a centre Learner data maintainer PLTS and work experience recorder Records PLTS and work experience on behalf of a centre Registers, sets ITCs and claims Diplomas on behalf of a centre DAB relationship manager Views and retrieves learner information on behalf of a centre Learner data viewer

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.

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

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 2011. 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 www.qca.org.uk/dasdocs). 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).

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

13. 3. What’s in Release 3 for CABs? 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. New CAB functions: Expectedresults Batch filestatus The following slides discuss these new functions in more detail QualificationAccreditation Number(QAN) suffices Batch downloadof notifications Results Batch files

14. What’s in Release 3 for CABs? cont Results 1: Qualification Accreditation Number suffix 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.

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

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.

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.

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

19. 4. What’s new for CABs as TPLAs? Release 3 is important to centres and CABs acting as TPLAs as it gives them a new interface and more functionality. New centre-facingfunctions: Amend/upgradeawarded Diploma Automaticde/reactivation oflearner accounts Completionstatus report CentreAPI Batch updateto learneraccount status Interface Security Diploma

20. DAS DAS DAS R3 .csv What’s new for CABs as TPLAs? cont Interface 1: Centre API 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. New interface: Option1 Option2 Option3 MIS Web-BasedUser Interface Web-BasedUser Interface MIS

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.

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

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

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

25. 5. Training and support available There is a portfolio of updated and enhanced training materials, support functions and guidance documents to support Release 3. Upgraded and enhanced products: Factsheets onDAS, ULNs and verifying ULNs Reference manualsfor centres, CABsand DABs Regularcommunications EssentialGuides for centres E-learning toolsfor centres, CABsand DABs QCA website,includes FAQs DAS QuickGuide for centres Presentations fortrainers in centres,CABs and DABs DAS Helpdesk (forcentres) and Servicedesk (for ABs) Training Support Guidance

26. Training and support available cont For general information, see: DAS home page at www.qca.org.uk/das Go direct to CAB training materials on: Information for awarding bodies at: www.qca.org.uk/qca_19060.aspx Access technical documentation (including the API guide) in: Secure store at: www.qca.org.uk/dasdocs Thank you