The HUB External Training - Existing Organisations.pptx

OPITO Training

1. OPITO Training The HUB – Centres Delivering Training and/or Assessment Standards Overview

2. Outcomes To understand and successfully navigate: The forms, including creating and searching. Public and private comments feature. User assignments, including close out. The actions tab. How to add and create new users for your organisation.

3. Introduction – Forms Overview of The HUB https://vimeo.com/631811065/ff9c53a728   Each potential process is covered by a form. For example, there are forms for:  Ongoing site visits  Action response  Additional product approval application  Additional product approvals  Appeal  On-location training request  Internal Self-Assessment  Product feedback form 

4. Overview of a form Form Name Form Number Form Sections Buttons Stages User Assignments One is automatically created for the form owner.

5. Private & Public Comments When you open any section of a form it will default into the section with the content.. You will notice however, two tabs at the top; Public comments Private comments Public Comments – can be viewed by both OPITO users and users at the organisation linked to the form. You can leave a public comment even if the form is not in your organisations control. Private Comments – can only be viewed by users at your organisation for example other OPITO users.

6. User assignments This feature is used when you wish to inform a user of the action they are required to take on a form for example, to request that a desktop be completed by relevant personnel. There are a few important steps to note when using this feature: When you have carried out the actions required for your assignment, remember to close it. If by completing your assignment the stage of the process is being updated, please remember to also use the relevant button. The for information feature can be used if you would like someone to be notified of the form status or assignment, however they don’t need to take any action.

7. Introduction – Actions Deadlines Red – Overdue Amber – Approaching (10 days) Clear - >10 days Action ref This is the number to be used when submitting evidence Action details This will highlight the form/approval linked the action An action type will show whether this action is pertaining to a desktop, Ongoing Site Visit or Initial Site Visit

8. Setting Up Users You can add as many users to your account within The HUB, as you feel necessary. There are three user types and we have already set up some initial users, based on your organisations contacts, with OPITO: Super user Senior manager General user Super users and senior managers both have the ability to create more users and edit user access types.

9. Products All products are now located in the product tab and an explanation of the layout is explained in this video.  https://vimeo.com/631811901/6dac29e6f9   Please refer to  Appendix 1 of the 'Forthcoming Changes for OPITO Centres – OPITO Standards' document - Specification Matrix

10. Overview of a Product Product Name Product Tabs Button to print Product Fields Product Library

11. Overview of a Component/ Unit Component Library Unit Name Button to print Component Fields Component Tabs

12. Product Feedback All products feedback will now be received through the submission of a Product Feedback Form and an explanation of how to do this is explained in this video. https://vimeo.com/631812214/54a5629e3d   This replaces the old RFC process.

13. The user should now be familiar with the following: The forms, including creating and searching. Public and private comments feature. User assignments, including close out. The actions tab. How to add and create new users for your organisation. How to navigate the Products and provide feedback Review – Unit 1 Any Questions?

14. OPITO Training The HUB – Centres Delivering Training and/or Assessment Standards Internal Self-Assessment & Ongoing Site Visits

15. Outcomes To understand and successfully navigate: A request for Internal Self-Assessment, including completion and submission Reviewing an Ongoing Site Visit report, completed by OPITO Reviewing any actions from a visit Acknowledging the comments and any actions from a site visit Using the advanced search for submitted forms Raising an Appeal

16. Request from OPITO for Internal Self-Assessment (ISA) Once a coordinator has confirmed dates for an ongoing site visit, they will issue a request for the completion of an internal self-assessment.

17. Completion of Internal Self-Assessment (ISA) Use the tick boxes to confirm where requirements have been met. Detail the outcome of the review and using the criteria document, select which outcome is most appropriate. If findings/actions were derived from this, outline this briefly. You could also attach any relevant document. If you feel you are exceeding the requirement in this area, provide further information on this. Always remember to save your work as you go. The system will time out after two hours and any unsaved work could be lost.

18. Submitting Internal Self-Assessment (ISA) Once you have completed the ISA for each of the requested products and provided the relevant information, this is to then be submitted to OPITO using the below button. This is to be returned, prior to the deadline date.

19. Ongoing Site Visits – Reviewing the Report Contents Upon completion of the ongoing site visit, the Quality Assurance Specialist’s report is sent to the Quality Assurance Manager for review and approval. Once this is completed the approved report/form will be returned for your acknowledgement. You will find the following for your acknowledgement: Site visit systems criteria – this section includes the Specialists review of the systems criteria, regardless of the product(s) included with your approval. Any actions raised against these criteria can be viewed throughout. Site visit product feedback – there are five of these sections and the completed sections will be highlighted with a green icon . Each section will reflect a different group of products for review and the number of products reviewed will be selected to represent a sample of the product approvals held. Any actions raised against these criteria can be viewed throughout. Leaner feedback – this section is completed with any information gathered through discussions held with learners on site or any reviewed feedback documentation available.  Summary of site visit – this section outlines any meetings/discussions held throughout the duration of the visit. The recommendation from the Specialist upon completion of the visit is also detailed here. Report recommendation review – this section has been completed by the Quality Assurance Manager, upon their review of the contents. The information detailed within this section is reflective of the final outcome. It will also detail the score issued, based on the contents and how this is reflected in the next site visit date.  All of the above sections are marked as STAGE 1 of the process. 

20. Ongoing Site Visits – Reviewing Actions Within the actions tab are all of the outstanding actions (across any processes you have ongoing), displayed here is: The criteria the action pertains to The action reference number (to be reflected against the submitted evidence) The deadline date, shown as; Red – overdue Orange – upcoming in 10 days No colour – more than 10 days Although you can view each action details within the form, against each applicable criteria, a summary of the actions can be found above, under the actions tab, which is located next to the form inbox.

21. Ongoing Site Visits – Acknowledging the Outcome Following review of the comments and any subsequent actions, you are now required to complete the section named – STAGE 2 – Acceptance and Feedback from Centre. The first four questions are mandatory. The following feedback questions are optional, however it would be appreciated if you have the time to complete these. Following review of the aforementioned sections, please confirm: Whether or not you are accepting all of the contents and comments within the report, and any subsequent findings. Who is responsible for acknowledging the above. The date this was confirmed. Ticking to confirm the review was carried out and any information you wish to have access to, whilst the close-out process continues has been downloaded. Once you have completed the section, confirm acknowledgment, using the button, Report Acknowledged.

22. Viewing forms which have been submitted to OPITO or closed Once you have submitted a form to OPITO, for example following the report acknowledgement or submission of a desktop for review, the form will leave you organisations inbox and will not be available for you to make any changes, until returned from OPITO. There are however, two ways for you to access the form and view its contents. 1 – Using the advanced search option on the forms inbox. Select t the type of form and that it is in control of ‘Other orgs’ This will t then allow you to view the form which is currently with OPITO. 2 – At the bottom of a form, regardless of whether it is with yourself, OPITO or closed, you have the option to print the contents or export to a PDF.

23. Raising an Appeal If you wish to raise an appeal following a site visit, it is important that the ongoing site visit form, is still returned to OPITO, however with the answer selected, as shown below. To raise an appeal, create an appeal form, from the homepage. If the appeal is relating to a specific product, then select this on form creation, you do not need to select an product or a leaner.  Complete the appeal details section with as much information as possible, and attach any actions, where necessary. https://vimeo.com/647248436/2b14a43849

24. The user should now be familiar with the following: A request for internal self-assessment, including completion and submission Reviewing an ongoing site visit report, completed by OPITO Reviewing any actions from a visit Acknowledging the comments and any actions from a site visit Using the advanced search for submitted forms Raising an appeal Review – Unit 2 Any Questions?

25. OPITO Training The HUB – Centres Delivering Training and/or Assessment Standards Completing actions

26. Outcomes To understand and successfully navigate: Creating an action response form How to attach actions to a form The format for the information to be attached Submitting further information on numerous occasions

27. Completing Actions – Initial Submission Closing Out Actions Video -  https://vimeo.com/631810942/65050fbbde   It is important that evidence for all actions, pertaining to the same visit or desktop and with the same deadline date, is submitted together, within one action response form. Any actions, in which you are requesting an extension should have their own form. Information is to be clearly refenced in individual folders and named with the action reference they pertain to. The folder containing all action evidences should then be zipped, named with the date of the submission and attached.

28. Completing Actions – Further Information In the event that some or all of the actions submitted, require further information, OPITO will return the form to your organisations inbox, with the stage reflecting ‘further information required.’ The OPITO Feedback section of the form will state how many actions were closed and how many remain outstanding. It will be clear from the action details section, which of the actions have been completed. By clicking the details of the outstanding actions, you will be able to see what further information is required for each action. Based on the feedback for each outstanding action, attach a new zipped folder, following the same process as previously, until all actions are completed and the form is closed, by OPITO.

29. The user should now be familiar with the following: Creating an action response form How to attach actions to a form The format for the information to be attached Submitting further information on numerous occasions Review – Unit 3 Any Questions?

30. OPITO Training The HUB – Centres Delivering Training and/or Assessment Standards New Applications

31. Outcomes To understand and successfully navigate: Submitting an application for a new approval Completing an Initial Desktop Submission Submitting further information Confirming completion of desktop The process for initial site visits

32. Submitting a new application To begin the process, create an additional product approval application form and complete the first section, including: Scope – select ALL of the products of which you are seeking approval for example, BOSIET/FOET/HUET or TSbB / TSbB -F/Supplementary Training. If you hold any relevant approvals with other awarding bodies, it is important to attach supporting evidence If you hold OPITO approval for the product(s) included in the application, on another site, then please provide us with as much information as possible on any similarities. Submit the application - Once OPITO have reviewed the application, they may request additional information and if this is the case, the form will be returned to your organisations inbox and the Feedback section will explain what additional information is required. Enter the information in STAGE 1 and submit again. Following a decision from OPITO, the form will be closed and a new form (or forms, for multiple approvals) will be issued, to begin the desktop submission.

33. Initial Desktop Submission Following the decision to progress an application, OPITO will issue a form to carry out the initial desktop submission. Where multiple different products have been applied for, a separate form will be issued for each, for example one desktop per product. The section marked – STAGE 2 – of the form, will specify which sections of the form are to completed with the desktop information. There are four desktop submission sections, marked STAGE 3(a) to (d). Please review all evidence against the detailed requirements and ensure that evidence is submitted for each of the criteria requested by OPITO – within the request for information section.

34. Initial Desktop Submission Each criteria is laid out, as shown below. Review the evidence against the criteria, using the checkboxes to detail that it meets each requirement. Attach the relevant evidence for OPITO review underneath. Submit the completed desktop to OPITO using button – Please regularly save your work as you go. The system will time out after two hours and any unsaved work will be lost.

35. Submitting Further Information Following OPITO’s review of the information, a request may be sent for further information to be submitted. You will be notified of this request, in two ways: The form, inclusive of your desktop submission will be returned, with the stage reflecting ‘further information required.’ The specific actions raised, against the applicable criteria will be found in the actions tab, similar to that following a site visit. An OPITO Specialist will have completed the corresponding sections named desktop feedback and marked as STAGE 4(a) to (d). These feedback sections are a direct reflection of the submission sections, however contain the details of the OPITO review.

36. Submitting Further Information – Reviewing Feedback The OPITO Specialist will have ticked to confirm which requirements have been met, based on the submitted evidence. They will then have detailed exactly what evidence was reviewed to achieve this. The relevant statement, is then ticked below, regarding the need for any additional evidence. Where the selected statement details that further information is required to meet the criterion, an action will be displayed underneath. By clicking details, you can view the action itself. The action details can also be accessed, from the action tab.

37. Submitting Further Information The requested evidence should then be submitted, in a zipped folder, using the same process as with site visit actions. As previous, only one action response form is to be submitted, with all of the applicable actions attached and the evidence in a dated and zipped folder. Once you have sent the action response form to OPITO, with all of the further desktop evidences, the initial form, inclusive of the original submission and feedback is to also be returned to OPITO, using button – OPITO will then review the evidence submitted in the zipped folder and complete the actions, as appropriate, any actions which can not be closed, will be amended as per the process discussed previously. This will continue until all actions have been closed out and OPITO have marked each criteria, in the desktop feedback as ‘no further information required.’

38. Completion of Desktop OPITO will close the relevant action response form, where applicable, and return the initial form, inclusive of the desktop submission and feedback for your review. You are now to complete STAGE 5 of the form, confirming that you have reviewed the feedback. This section also requests that you provide OPITO with any information around dates in which a site visit could not be accommodated for example, due to organisation closure or staff leave. The confirmation is now returned to OPITO to notify that you are ready for the site visit to be arranged using button –

39. Closing Out Site Visit The process for conduct of the site visit will then reflect that of an ongoing site visit, as previously discussed. The site visit sections of the initial approval form are a reflection of the ongoing site visit form however with some minor differences: There is only one section pertaining to the specific product, as there will be one form per initial product application, to reflect the different submissions and outcomes. The site visit sections completed by the Specialist throughout the duration are now named STAGE 6. As with the process previously discussed, following approval from the relevant OPITO Manager, the Specialists report and Managers decision will be sent for your acknowledgment, this is now found in Section 7. Once any actions raised have been closed, using the same process as previous, OPITO will complete internal processes and the form will be closed with the relevant approval decision.

40. The user should now be familiar with the following: Submitting an application for a new approval Completing an initial desktop submission Submitting further information Confirming completion of desktop The process for Initial S ite V isits Review – Unit 4 Any Questions?

41. Ther e are a number of guidance documents and videos available which explain the end to end process for each form. These can be found within the document library in The HUB. If you have any other questions/feedback or require further assistance, please contact [email protected] Additional Guidance Available Any Questions?