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The Learner Data Changes Report produces a list of changes made to your Learner Records that meet the specified criteria.

Report Options

The following customisation options are available:

  • Changes From and To – Here you can specify the date range that will determine which changes are included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.

  • Changed By – Here you can restrict the report to changes made by a specific PICSWeb user.

  • Change Type – Here you can restrict the report to specific types of data change. This can either be a Create learner action, a learner Update, or a Delete learner action. You can add multiple statuses to the field and remove any added ones by selecting the X icon.

  • Table Name – Here you can restrict the report to changes within a specific area of the Learner Record.

  • Field Name – Here you can restrict the report to a specific field within the Table specified above.

  • Field Data Type – Here you can restrict the report to fields of a specific format.

  • Learners Report Type – This controls which date is used in the learner record to determine whether changes for that learner will be included.

    • Choosing In Learning Between Dates will include any learners whose programme overlaps with the date range.

    • Choosing Starters Between Dates will include any learners whose Start Date falls within the date range.

    • Choosing Leavers Between Dates will include any learners whose Actual End Date falls within the date range.

    • Choosing Created Between Dates will include any learners whose Created Date falls within the date range.

    • Choosing Expected End Between Dates will include any learners whose Expected End Date falls within the date range.

    • Choosing Leavers or Expected End Between Dates will include any learners whose End Date or Expected End Date falls within the date range.

    • Choosing All will include all learners.

  • Learners From and To – Here you can specify the date range that will determine which learners have their changes included in the report. You can either choose a Fixed Date and choose the relevant dates from the calendar date selector, or choose one of the relative values such as Today, Start of Week, Start of Month or others. If you choose a relative value, it is possible to add a positive or negative Offset value, which will adjust the date by the specified number of weeks. For example, choosing End of Week with a +1 Weeks Offset value will run the report from the end of the next week.

  • Learner Tags – Here you can restrict the report to changes for learners with specific Tags. Choosing a tag from the drop-down menu will add it to the field. You can add multiple tags to the field and remove any added ones by selecting the X icon. The following tag options are available:

    • Any – This will restrict the report to learners that have at least one of the specified tags.

    • All – This will restrict the report to learners that have every specified tag.

    • None – This will restrict the report to learners that do not have any of the specified tags.

  • Learner Status – Here you can restrict the report to changes for learners with specific statuses. You can add multiple statuses to the field and remove any added ones by selecting the X icon.

  • Sites – Here you can restrict the report to changes for learners linked to specific Sites. You can add multiple sites to the field and remove any added ones by selecting the X icon.

  • Qualification Plan – Here you can restrict the report to changes for learners linked to a specific Qualification Plan.

  • Contract – Here you can restrict the report to changes for learners linked to a specific Contract.

  • Consortium – Here you can restrict the report to changes for learners linked to a specific consortium.

  • Programme – Here you can restrict the report to changes for learners enrolled on a specific programme.

  • Funding Organisation – Here you can restrict the report to changes for learners associated with a specific funding organisation.

  • Past Expected End – If this is ticked, only learners that have passed their Expected End Date will have their changes included.

  • Break-in-Learning – Here you can choose whether to include learners on a Break-in-Learning. The following options are available:

    • All Learners

    • Only Learners on Break-in-Learning

    • Exclude Learners on Break-in-Learning

    • Only Learners that ever had a Break-in-Learning

    • Exclude Learners that ever had a Break-in-Learning

Report Output

The learner data changes report consists of a single sheet listing all matching changes. Along with the relevant learner details and any Optional Fields, the Old Value and New Value for each changed field will be displayed. 

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