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Software Update: Wednesday 14th December 2022

On Wednesday, we're updating OneFile Eportfolio, API, Data Exports, ILR and RPL to release fixes and new features:

New features and enhancements


  • Expected OTJ hours to Date - A learner's Expected OTJ hours to Date, can now be shown of the Timesheets page. To calculate this value the system will pro rata the Planned OTJ Hours or the Target Off-The-Job hours over the duration of the apprenticeship. The Expected OTJ to date is available to both methods of tracking OTJ and can only be calculated if the Duration had been. The Centre setting "Calculate Expected OTJ to Date" must be ticked for the Expected OTJ hours to Date to be shown.

The Duration field has been added to the Timesheet page for learners that start before 1st August 2022. This value is used to calculate the Expected OTJ Hours to Date.

The difference between the learner's Actual OTH hours and their Expected hours to Date, can now be displayed on the portfolio page. This value is shown as a positive or negative to indicate how far ahead or behind they are from their expected hours. The value will be coloured red, amber or green depending on the thresholds configured against the Centre setting or the learner's main learning aim. The OTJ Actual vs Expected will only be shown on the portfolio page if the Calculate Expected OTJ to Date” setting is ticked.

A new Learners on Target (Off-The-Job) dashboard report is now available. It can be added to the Assessor, Trainee Assessors, Centre Manager and Centre Monitor dashboards. This report will show the number of learners Ahead of target, On target and Behind target based on their Expected Off-The-Job hours. The reports will use the threshold settings configured against the learner's main learning aim or the Centre settings. Clicking on a segment in the report will take you to the list of learners. The report can be hidden or made visible using the settings on the Dashboard Chart Settings page

The Expected OTJ to Date (Hrs) and Expected OTJ Deviation (Hrs) have been added to the Off-The-Job section of Progression Reviews.

The Expected OTJ to Date and Expected OTJ Deviation columns have been added to the Learner Database Reports and the Off-The-Job Report.

Click here to see more information regarding Expected OTJ Hours 

  • Learner Review Preparation - It is now possible for a learner to start a Review. If the centre setting “Allow Learner Review preparation” is ticked then the Start button will be available to the learner on any review that have not started. Once started, a learner can record any feedback or enter data into any custom learner fields before the assessor signs the review. The feedback and custom data will be visible to the Assessor as soon as the save button is clicked by the learner. The current signing workflow remains, students will not be able to sign the review until the Assessor has signed.

Click here to see information on learners starting their own reviews

Click here to view information on how Learners can start their own Reviews

Eportfolio API

  •  New API endpoint has been created to will return all of the Timesheet Categories for a specified organisation. /Organisation/{organisationID}/TimesheetCategory

Eportfolio Data Exports

  •   A new Active Learning export has been created. This export contains the following fields
    • UserID
    • strCentreRef
    • strFName
    • strLName
    • OrganisationID
    • datStart
    • LearnerID
    • strLearnerStatus
    • datLogin
    • datArchive
    • LastActivityDate
    • PICSID
    • LastOTJActivity
  • The following fields have been removed from the Timesheet export: 
    • Total Contracted Hours 
    •  Target Off-The-Job % 
    •  Target Off-The-Job Hours 
    •  Method of Calculating Min OTJ 
    •  Planned OTJ (Hrs) 
    •  Minimum OTJ (Hrs) 
    •  Duration (Wks) 
    •  % of Planned OTJ
  • Additional fields have been added to the User, AllUsers, VisitEvents and Timesheet exports.

Click here to see a list of full changes to Data Exports.


  • You can now click on the Learning Aims Ended, Achieved Learning Aims and the Withdrawals figure on the current funding year in the Achievement, Retention and Withdrawal Rates report to see a break down of all of the learners.
  • A description has been added to each field of the Achievement, Retention and Withdrawal Rates report. 

1 person likes this
  • Hi folks

    Are these changes happening in the practice sites also, please? 

    Expected OTJ hours to Date

    Learner Review Preparation

    We get the data exports, will the new Active Learning export be available or do we need to request, please?


  • Hi Wilms

    Yes, these changes will also be available in Practice. 

    I'll create a ticket within our helpdesk to provide access to Active learning.

  • Hi Jade

    Do you know if we've been given access to the Active Learning report in the data dump as we can't see it yet?

    Many thanks


  • Hi Wilms

    We are currently working on adding this into your exports and the support team will be in touch once available.

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