One of the LLN systems integrated with VETtrak is the Online Core Skills Assessment Tool (OCSAT) system. The OCSAT LLN system is managed by the State of Victoria through the Department of Jobs, Skills, Industry and Regions (DJSIR) and targeted at TAFEs and other Victorian Community Colleges.
In order to integrate to the OCSAT system you will need to approach the Department who will qualify and onboard your organisation onto the OCSAT system before the VETtrak configuration can occur.
Introduction to the LLN Integration feature
The LLN Integration feature allows VETtrak to push students or prospective students to an LLN system (in this case the OCSAT system), and then download and save LLN Assessment information as students complete their assessments.
Accessing LLN Integration feature
The VETtrak LLN Integration feature is a feature by request. If you would like to integration your LLN System with VETtrak please contact your Customer Success Manager. Integration functionality is available on all subscription tiers.
Creating the integration
Once you have the LLN Integration feature enabled, you will need to update your Registration Key to see the functionality it will be necessary to update your registration key. This is typically done on opening VETtrak, but of no one has logged in recently it may be necessary to update your Registration key in enable the key in File->Global Preferences->Registration Key->Update key automatically:
Once updated VETtrak will require you to log out and log in again.
Enabling access to the feature
Access to LLN Integration functionality is controlled through VETtrak Security. By default the LLN Integration add-on is enabled for the VETtrak default role as shown below:
If your organisation has custom roles, you may need to specifically add access for these items in each Role to enable access to the feature.
Configuration of the Integration
The integration is configured from the Configuration Manager->Learning, Literacy and Numeracy node. Expand the node and right click on on the LLN Integration item:
Choose the Add LLN Integration option to initiate the LLN Integration Configuration Wizard.
LLN Configuration Step 1
Provide a name for the integration (mandatory) and a Code (optional).
Choose the system you wish to configure an integration for, OCSAT or LLN Robot. Note you may only configure one integration instance for each LLN integration product.
Click on Next to continue.
LLN Configuration Step 2
Enter the OCSAT API URL and Authentication endpoints, Note this will be prepopulated, but if the URL provided is different it will be necessary to update these fields.
Add the Client ID, Client Secret and API key. Note these fields are sensitive and are obfuscated from view.
Once all fields have been added, click on Test Connection and once connection has been achieved a Information dialog confirming success will be displayed:
LLN Configuration Step 3
The next step in the wizard is designed to allow default values to be assigned to items like Staff and Statuses. These values typically get assigned to an LLN Result when the LLN Invitation is sent, or when Results are downloaded from the integration product.
Default staff - these will be applied to any new LLN invitation created and are used to manage access to LLN records in the VETtrak Trainer portal.
Assessment status on result - This allow a default status to be assigned to any new LLN Results imported from the integration product.
Click on Next to continue.
Click on Finish to complete the setup.
Sometimes things may not go as expected. To assist our support team we have created some API call logging functionality to enable capturing of information that can be passed onto our support team, for troubleshooting.
Firstly, navigate to Configuration Manager-> LLN Integrations menu and choose Turn on LLN API logging:
A prompt will be displayed to let the user know LLN API logging has been enabled.
Now that is enabled, any calls made to the LLN system will logged in memory while you are logged into VETtrak. These records will be lost as soon as you do exit VETtrak.
Lets say you have connection issues, enter the Configuration Manager and Test connection. The API information will be logged. If its result downloading that is causing the problem, attet to do that process.
When recording the issue is complete, return to the Configuration Manager-> LLN Integrations menu and choose view LLN LLN API log:
to display a Log of LLN API calls:
Users can save the file or copy and paste the information into an email to be sent to our Support Centre for further analysis.
Note all confidential API details will be obfuscated.
Creating an OCSAT LLN Candidate
The first task that need to be completed is to Push a VETtrak Client to LLN Robot. To do that open the Client Manager, navigate to the Client record and right click on the Learning, literacy and numeracy assessments and choose Create OCSAT Candidate...
This will display the OCSAT Create Candidate wizard:
In order to create a Candidate in OCSAT, the following information is required:
- Client Surname (Given name and Other name is optional)
- VETtrak Client Code
- Date of birth
- Email address
If any of that information is missing, VETtrak will prompt with what information is required. Use the handy button to edit either the Client wizard or the Client personal wizard as required to update fields.
LLN Integration will be defaulted and not required.
OCSAT username - this can be set as required. By default it will be set to use the Students Primary Email address. The user can set this to whatever value is required. Note if the students email is not unique the system will default to use Firstname.Surname, so in teh above example Greg.Abbott.
Once all information has been provided, click on Next to progress. Click on Finish to commence creating the OCSAT candidate:
On successful completion VETtrak will close the OCSAT Create candidate wizard and display the new OCSAT candidate details under the Learning. literacy and numeracy assessments node:
At this point it will be necessary to login to the OCSAT system and issue an official invitation for any assessments the student is required to complete.
Update an OCSAT LLN Candidate
Update a single candidate
Updating can be done individually or in bulk. First lets look at an updating an individual. Navigate to the VETtrak client record in the Client Manager, and right click on the Learning, literacy and numeracy assessments and choose Edit OCSAT Candidate...
On opening the wizard VETtrak will display an Out of sync alert if any of the VETtrak shared information is different to what appears in OCSAT:
Fix any data that needs correcting, click on Next and Finish to update this record in the OCSAT system.
Update candidates in bulk
OCSAT data can be updated in bulk, from the Utility menu choose the LLN Integration -> Update OCSAT candidate data option:
This will display an OCSAT Integration Update Candidates Wizard:
On loading the VETtrak will automatically detect any records that have changed since they were last updated and these will be displayed in the Grid, with the Use flag ticket and the Status confirmed.
If any of the records are in a status of anything other than Ok, a message will be displayed detailing any issues. Use the menu button in the Open column to open either the Client wizard or Client Personal wizard to update any fields that need correcting.
The wizard also shows basic Client details and the date it was created in OCSAT and the date it was last updated.
It is possible to exclude records from the update by unchecking the Use column. These records will be flagged for update in the next bulk update process.
The user can also se the Find modified clients if there are records that have been updated whilst the wizard was opened.
Click on the Push Updates button to start the OCSAT update process. VETtrak will push all selected updated records to OCSAT and will show any errors in the grid on completion.
GET LLN Assessment results
Results can be be downloaded from the OCSAT system in one of two ways.
Access from the individual client, by Right Clicking on the OCSAT Client Record under the Learning literacy and numeracy assessments node:
Or from the Utility -> LLN Integration ->Download OCSAT assessment results menu:
Either method will present the OCSAT Integration Get Results Wizard used to manage the downloading and integration of results from the OCSAT system.
OCSAT Integration Get Results Wizard
The OCSAT Integration Get Results Wizard is the main interface for downloading of results and recording those against individual clients.
The process is a bulk process and typically results will be downloaded in batches. VETtrak will automatically track when results were last checked and by default will only check for assessment completed after the Modified date:
That Modified date can be over-ridden to check for past assessments should there be any earlier unrecorded assessments.
Typically, all you will need to do is click on Get results to initiate the downloading of results. Which will update the Results grid:
The Results grid will be updated with assessment results from the OCSAT system.
Items with a Green Status Ok are ready for import and assigning against the client record.
Items with Red Error status cannot be imported for some reason, click on the Error box for more information:
Typically these will be ignored and no actiob will be possible. Such a scenario might arise if a student has been created from the OCSAT UI instead of being pushed from VETtrak.
Note previously downloaded assessments will be shown as Done and non actionable.
Click on Save results to save these assessment. Cancelling the screen will bypass the recording of results and updating of the last Modified date so results will be downloaded in the next Get results action.
Any saved Assessments will now be viewable from the Client Manager.
Editing an LLN assessment
From the Client Manager, navigate to the client record, expand the Learning, literacy and numeracy assessments node, expand the OCSAT node to reveal any completed assessments and right click on the required assessment and choose Edit assessment:
The view Assessment screen will be displayed:
This screen provides a summary of the Assessment detailing Assessment Name, Skills assessed, date and time of completion, sitting ids and details about the Assessment results.
A Status, LLN Staff for Client and Follow up comment can also be recorded against each assessment. The Status and Assigned Staff can be automatically assigned as the Result is downloaded from OCSAT, based on the options setup in the LLN Integration configuration.
View LLN Assessment Report
A report can also be accessed from the Assessment. This is a built in report that includes the information available on the Edit Assessment screen.
Two custom reports have been developed. These can be accessed from the Reports -> Custom Reports menu.
The LLN Summary Report can be used to generate a list of OCSAT LLN Assessment activity, and allows filtering of data:
The report details OCSAT information, Assessment completed and any saved results:
This is suitable for exporting to an external spreadsheet for analysis.
The LLN OCSAT History Report is designed to be an audit trail of activity of transactions occurring within a specified date range.