WORK TEMPLATES

1. Creating a Work Template

Note, If you want to create an individual plan for a candidate, which you do not intend to use again a for different candidates, see Assessor Quick Guide  

1.1  Go to More/My Account/Work Templates menu
1.2  Click the ‘Add’ button at the bottom of the page
1.3  Complete the fields on the screen (do not enter your plan here, this will be done at step 1.5)

The details here will enable Users to identify the template from the Template List. At the bottom of the screen you will need to tick the checkbox if the template is to be shared, this will enable other Users to apply the template to Candidates. You will also need to select which Course the template is for, only Candidates on this Course can have this template applied.

Next: If you do not have access to the ‘Sampling Strategy’ additional Ecordia feature, go to step 1.4

Sampling Strategy - From the drop down select the sampling rule. Rule options are as follows:

* None - No sampling alerts will be created
* Random Percentage of Plan - System will choose Evidence randomly for Verification based on the Sampling Percentage

Sampling Rounding - Choose whether you want the system to round the number of sampling alerts Up, Down or to the Nearest whole number.

Sampling Percentage - Type the percentage of Evidence items in this plan which will require sampling.  The sampling strategy rules are calculated for each Candidate on an individual basis as the template is applied to the candidate.  

1.4  Click ‘Save’ you will now be viewing the Work Template details you have entered.
The ‘Modify’ button will take you back to step 1.4, where you can change the Work Template details, if necessary.  You can read more about Modifying a Work Template below

1.5 Click ‘Setup’ which will open the Work Template portfolio. You can now add Plans as you would with a Candidate Portfolio.

Note: Any attachments you add to a plan in a work template will be accessible to all candidates who have had the work template applied, and likewise, any attachments you remove from a plan in a work template will be removed from all candidates who have had the work template applied.

If you have attachments you only want new candidates to receive, then we recommend either:

a) Abandoning the plan in the work template and adding a new plan containing the attachments. Before abandoning the plan you might want to 'edit evidence' properties on any evidence and link it to the new plan. This is an ideal solution for work templates which are applied via Course Events. (Abandoned plans and evidence are excluded when the template is being applied)

b) Cloning the work template, but this might not be practical if your original work template is applied via Course Events.

When linking the Evidence you will be able to link to all Units contained within the learning aims for the Course. 

Other available controls:
Back - will take you back to your Work Template search page
Delete - this can only be used if the Work Template has not been applied to a candidate.
Refresh Units - click this button if you change the course the template is linked to, or change any units or learning aims linked to the course. Note, the system will only add units to the template.
Apply to Candidates - see section 2 below
Clone - see section 3 below


Use the tabs at the top to exit your Work Template Portfolio.

2.

2.1 Apply a Work Template to Candidates

2.1.1      Go to More/My Account/Work Templates menu 
2.1.2      Select the work template you wish to apply
2.1.3      Click the ‘Apply to Candidates’ button - this will provide you with a list of all the Candidates you have a relationship with, who are linked to the Course this template is designed for. If the template is for 'Any' course, you can select a course in the search filters as desired.
2.1.5    (optional) Apply filters as desired to display the required candidates, and click 'Search'
2.1.4      Tick the Candidates you would like the template applied to, and click 'Apply' at the bottom of the page. If the tick option is not available see the section on Reapplying Work Templates.

You will be notified when the templates have been successfully applied, and each Candidate will then have the template as a "Proposed Plan" in their Portfolio.
If a Candidate requests guidance for a template you will be notified in the normal way as the plan will return to "Draft" status for that Candidate and will appear on your Dashboard/"Start" page.

2.2 Apply a Work Template automatically

Note: If a user manually applies a work template they become the holder. Therefore, if you want to apply a template on behalf of an assessor then we recommend you apply via a portfolio event or course event.

For example:

2.2.1  If you want to apply a work template tomorrow (or in a date in the future) for a candidate:

Go to 'View Portfolio'
Click 'Manage Events' and create the following event:
Trigger = Date trigger
Trigger Details: Date: <select a future date>
Action = Apply Work Template
Select the template
Select the stage = 'Proposed' (recommended)
Click 'Add'
The template will be applied on the date you select, and assigned to the primary assessor

2.2.2  If you want a template to be applied at a given point i.e. when the portfolio is set-up, then you can create a course event for this, as follows:

Go to the Course, and click 'Course Events', and create the following event subscription:
Trigger = Portfolio is set-up
Action = Apply Template
Action Details = Template Name: select as required; Apply as: Proposed
Click 'Add'

The template will now be applied automatically for all candidates on the course when they are set-up. Please ensure the 'ally only one option is ticked on the template before creating these events to avoid any duplication.

3. Clone a Work Template

A work template can be cloned for us on another course.  This is particularly useful if you have a work template which is suitable for another course, but requires slight changes to meet the requirements of the new course. 

3.1      Go to the template you want to clone, and click ‘Clone’
3.2      Select the course you want to clone to
3.3    (Optional) Edit target dates/durations for the plans and evidence
3.4      Click ‘Clone’

If the template has links to units which exist in the course you are cloning to, then the links will be preserved too.  

Note, If you clone a template containing online tests, the learning aims containing the tests must be available on the course you are cloning to.

4. Sharing a Work Template across your courses

It is possible to share an existing template across all courses, but this is only recommended if the content is relevant to all courses:

4.1 Go to More/My Account/Work Templates, and select the work template
4.2 Click 'Modify'
4.3 Set the course to 'ANY'
4.4 Click 'Save'

Note, the 'Refresh Units' button doesn't not work for templates which are link to 'ANY' course.

5. Modify a Work Template

You can modify a work template to change the name, course, description and other settings. Any changes you make will only apply from that point on wards. If you change the course, be sure to click 'Refresh Units' if you need the units for the newly selected course to be available in the Work Template.

How to change:

5.1 Add/Edit attachment in a plan:

Note: Any attachments you add to a plan in a work template will be accessible to all candidates who have had the work template applied, and likewise, any attachments you remove from a plan in a work template will be removed from all candidates who have had the work template applied.

If you have attachments you only want new candidates to receive, then we recommend either:

a) Abandoning the plan in the work template and adding a new plan containing the attachments.  Before abandoning the plan you might want to 'edit evidence' properties on any evidence and link it to the new plan.  This is an idea solution for work templates which are applied via Course Events. (Abandoned plans and evidence are excluded when the template is being applied)

b) Cloning the work template, but this might not be practical if your original work template is applied via Course Events.

5.1.1 - Go to More/My Account/Work Templates menu 
5.1.2 - Select the work template you wish to apply
5.1.3 - Click the ‘Set-up’ button
5.1.4 - Click on the yellow Plans tab, and select the plan containing the attachment(s)
5.1.5 - Click 'Files'
5.1.6 - Click 'Choose File' to upload a document then 'Add', and X to delete a document

- You can only upload one file at a time into a work template plan (multiple files can still be uploaded elsewhere on the system)
- If a work template has been applied to more than 50 candidates, the new file(s) will take up to 24 hours to appear for the candidates, which is the same as if you delete a file from a work template.

6. Manage Events

These work in the same way as Course Events, but are at the portfolio level rather than than course level, therefore they will only trigger for the portfolio(s) the event is applied to or created in.

To create a Portfolio level event, go to a portfolio (candidate or work template) and click 'Manage Events', then create an event subscription in the same way as you would for a Course Event.  Remember, if you create an event in a Work Template, it will be applied when the template is applied to a portfolio.

7. Reapply a Work Template

If a work template is set to 'apply only once' the tick box when on the applying to candidates screen will be inactive if the candidate has already received the work template. If you need to reapply anyway, you can follow these steps:

7.1 - Go to template, click 'Modify'
7.2 - Un-tick the 'Apply Only Once' option
7.3 - Click 'Save'
7.4 - Now Apply to candidates as normal. Once you receive the Ecordia Message confirming the template has been successfully applied, repeat the steps above, but re-tick the 'Apply Only Once' option at step 7.2.

8. Creating a Work Template from a candidate portfolio

8.1 - Go to the plan in the portfolio and click on the three dots located in the top right of the page
8.2 - Select Create a new Work Template
8.3 - Enter a name for the work template you are about to create
8.4 - Click 'Add'. The system will now copy all plan information and evidence lines, but in draft state (no evidence data, files feedback etc) to the new work template
8.5 - Once the copying is complete, you can select the template settings and 'Save'
8.6 - You can now apply the work template as detailed in section 2 above.

9. Copying a plan to an existing Work Template

9.1 - Go to the plan in the portfolio and click on the three dots located in the top right of the page
9.2 - Select Copy to an existing Work Template
9.3 - Select the work template you want to copy to
9.4 - Click 'Copy'.  The system will now copy all plan information and evidence lines, but in draft state (no evidence data, files feedback etc) to the selected work template
9.5 - Once the copying is complete, you can select the template settings and 'Save'
9.6 - You can now apply the work template as detailed in section 2 above.

10. Updating files on a Work Template

If you delete a file in a work template, the file will be removed from all candidates who have had the work template applied. If you add a file, it will be added to all candidates who have had the work template applied:

10.1 Removing/Deleting a file for all candidates who have had a work template applied:

10.1.1 – Go to More/My Account/Work Templates
10.1.2 – Select the Work Template containing the file
10.1.3 – Click ‘Set-up’ and go to the plan containing the file to be changed
10.1.4 – Click ‘Files’ and upload the file, then click X next to the file to be deleted. Please note:

- You can only upload one file at a time into a work template plan (multiple files can still be uploaded elsewhere on the system)
- If a work template has been applied to more than 50 candidates, the new file(s) will take up to 24 hours to appear for the candidates, which is the same as if you delete a file from a work template.

Changing a file for all new candidates only, who will have the work template applied in the future:

10.2.1 – Go to More/My Account/Work Templates
10.2.2 – Select the Work Template containing the file
10.2.3 – Click ‘Set-up’ and go to the plan containing the file to be updated
10.2.4 – Click on the 3 dots on the right and select ‘Copy to an existing work template’
10.2.5 – Select the work template you selected at step 10.2.2 above, and click ‘Copy’
10.2.6 – Click ‘Save’, then 'Set-up' and return to the plan you selected at step 10.2.3
10.2.7 – Click ‘Abandon’, enter a reason and click ‘Abandon Now’. (Note: abandoned content is not included when a work template is applied to a candidate)