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These are the issues that were covered during the drop in session.
The session was recorded, timestamps for each section are listed so you can navigate straight to the part of the video that you require.
1. Update on supervisor sign-off issue. 1:30
This functionality (signing oneself off) is specific to the test framework to allow users to explore the system if they don't have others in specific roles. It should not happen in a live learner environment. The development team is working on this issue, a further update will be provided as soon as more information is available.
2. Update on role terminology. 2:19
When the frameworks functionality was first implemented in the system framework owners were given the option to provide alternative names for the roles of supervisor & nominated supervisor in the system. These names are the ones visible to learners in the system e.g. for those doing the IV Therapy passport the terms used are Admin/supervisor, as well as Educator/Manager and Assessor.
This causes difficulty for users as different terms are used in different places. It also causes difficulty for the support team in understanding exactly what the issue is when a problem with these roles is reported, along with maintaining support documentation when different frameworks use different terminology. This problem will be amplified as additional frameworks come onto the platform where other terms could be used for these roles.
To resolve this issue, we will be removing the ability for frameworks to name these roles and will use the terms Supervisor and Nominated Supervisor across all areas of the platform and in support documentation.
We are aware this may cause confusion for users so are currently working on the development schedule, along with a communication plan to inform users of the changes. This will include updates via existing drop ins and CoP’s, as well as notification via the platform and an article on the support site. These changes are planned for the next quarter.
3. Competency sign-off, how can we revert competencies that were already signed off? 7:23
A question was asked about where a staff member's competencies were signed off, but they were asked to redo them (by another team).
A learner can update the status of a confirmed proficiency. Select Review > Ongoing assessment > Add comment in Action Plan >Save and continue > Confirm overwrite result.
This changes the proficiency to ongoing assessment; it can then be reviewed and resubmitted at a later date.
Please note learners shouldn't be submitting competencies until they are ready to be signed off; Ongoing assessment should be used until they are in a position to be signed off. Equally, assessors should not be confirming competencies until they are happy that the learner has met them. If they feel the learner needs to do further work on them then they should reject them.
4. As a supervisor I am able to sign off competencies which I haven't been signed off for myself. Is this correct? 38:16
There was confusion over this in the session.
For clarity the way the system works currently this is possible; as people who hold the supervisor or nominated supervisor role in DLS may have completed a paper self-assessment rather than the digital version. There is future work planned which will restrict which self-assessments someone can supervise, but it may not be as granular as individual competency level. This is something we will discuss with framework owners when we plan this work.
5. We don't seem to receive notifications when the system is down? 48:25
Planned system downtime is normally scheduled outside of standard working hours (usually between 07:00 and 08:30). A notification is added to the platform and sent via email to Centre Managers and Centre Administrators only. There is no option for us to send notifications to supervisors/nominated supervisors as the notifications are set up on the legacy DLS System.
Where users are experiencing issues with the platform outside of planned system downtime then these should be raised with support in the usual way. Technical queries (Clinical Centre Managers and Administrators) : Digital Learning Solutions Support Portal. It was raised in the last drop in session that there were issues with different parts of the system not loading correctly. Our development have started to implement a series of improvements to resolve this issue and monitoring over the last few days indicates this has improved the system performance.
6. When will the non-identifiable dashboard be available? 53:30
This is still being worked on due to issues with single sign-on integration and how the dashboard is displayed within the DLS platform. We should be able to provide an update on this at the next session. In the meantime, centre managers are able to access the Self assessment Excel reports via the Tracking System as an alternative to the Tableau dashboard.
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Technical Drop In 3rd June 2025
Modified on Fri, 27 Jun at 11:14 AM