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This feature is only available to users licensed for Smart Assessor Integration. |
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The Learner Upload, where a learner is enrolled in Smart Assessor from PICSWebPICS. This creates a learner record in Smart Assessor with the necessary PICSWeb PICS data, as well as Smart Assessor records for their qualifications, officers and organisations.
The automatic synchronisation, where progression and review data is pulled down from Smart Assessor and imported back in to PICSWebPICS. This process happens automatically every day.
Learner Upload
Once you have Enrolled a Learner with Smart Assessor, the following details will be uploaded from PICSWeb PICS to Smart Assessor.
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The following details are only uploaded to Smart Assessor when the learner is initially enrolled. Following this, the only data that will be uploaded are the items in the Smart Assessor Synchronisation list below. |
Learner Details
The following details will be uploaded from the Learner Record to the new Smart Assessor learner record:
Learner Ident
First Name
Surname
Date of Birth
Unique Learner Number (ULN)
Email
Address 1
Address 2
Address 3
Address 4
Postcode
National Insurance (NI) Number
Phone Number
Mobile Number
Organisation Details
To upload an existing organisation from PICSWebPICS, refer to the guidance in Linking an Organisation to a Smart Assessor Employer.
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Name
Phone Number
EDRS Number
Address – Up to 4 address fields will be used.
Postcode
Website
Employer Size
Officer Details
To upload an existing officer from PICSWebPICS, refer to the guidance in Linking an Officer to a Smart Assessor Record.
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If you have specified a Qualification Second Assessor Role in Smart Assessor Integration Settings, a second assessor will be linked or created in Smart Assessor with the same details. The officer uploaded here depends on which role you have chosen.
Qualification Details
Details will only be uploaded for qualifications that PICSWeb PICS recognises as being supported in Smart Assessor. You can Refresh Qualification Links in the Smart Assessor Summary to update PICSWeb PICS with which qualifications are supported.
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Qualification Reference Code – This is the code for the Qualification in PICSWeb PICS Configuration.
Learner Qualification Reference Code – This is the code for the Learner Qualification in the Delivery Plan.
Start Date
Planned End Date
Registration Date
Registration Number
Off the Job Hours Details
The Planned OTJ Hours for a learner will be uploaded to Smart Assessor when the learner is uploaded.
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For OTJ hours to be successfully recorded in Smart Assessor you will need to be using the Episodes System Module. Please contact Smart Assessor for assistance in setting this up. |
Smart Assessor Synchronisation
The synchronisation with Smart Assessor takes place automatically once a day. During the synchronisation, qualification and review data is imported into PICSWeb PICS and used to update your Smart Assessor learners.
Synchronisation will only take place for learners with a Live system status who are either In Learning or who ended in the last month.
Qualification Details
When the daily synchronisation occurs, the progression from each Smart Assessor aim will be pulled down and used to populate the Elements Done field in each corresponding Learner Qualification.
Review Details
You can configure which Review Types are assigned to the different Smart Assessor event types in the Smart Assessor Summary page.
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Reviews are matched based on the Smart Assessor System ID field in the Review Summary. This is a read-only field used to join the PICSWeb PICS review with the Smart Assessor record.
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Proposed Date and Time
Actual Date and Time
Duration
Attended Status
Off the Job Hours Details
The Actual OTJ Hours field in PICS will be updated from the total in Smart Assessorevery time the synchronisation takes place.
Changes to Learner Details
Depending on your Smart Assessor Integration Settings, changes to learner details in PICS or Smart Assessor will either be ignored, pushed from PICS to Smart Assessor, or pulled down from Smart Assessor to PICS. However, the ULN field can only be pushed from PICS.
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First Name
Surname
Birth Date
Address 1-4
Postcode
Phone Number
Mobile Number
National Insurance Number
Ethnicity
Risk – This will only be pulled down if you have switched on the Update PICS Risk using Smart Coach Score option in Smart Assessor Integration Settings.
Changes to Officer Details
Depending on your Smart Assessor Integration Settings, changes to officer details in PICS or Smart Assessor will either be ignored, pushed from PICS to Smart Assessor, or pulled down from Smart Assessor to PICS. The following details will be updated:
First Name
Surname
Email
Phone Number
Mobile Number
Changes to Organisation Details
If you have switched on Push Changes to Learner Employer in Smart Assessor Integration Settings, any change of the learner’s employer in PICS will be respected in Smart Assessor, as per the organisation linking process outlined above.
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Name
Phone Number
Website
Address 1-4
Postcode
Changes to Qualification Details
Changes to Qualifications statuses against learners are synced with Smart Assessor. These changes can be done by updating the ILR data against the Learning Aim, setting the appropriate Actual End Date, Completion Status & Outcome. With the Learning Aim closes, this will be reflected in Smart Assessor upon the next data synchronisation; be that automatically overnight, or manually by clicking the Update Learner In Smart Assessor button located on the learners Delivery Plan page.
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Please see Breaks in Learning in PICSWebPICS for more details.