OTJ: Hours not matching (old OTJ before reforms)

You may find you have a situation where the hours showing as logged against the OTJ on the TV (team view) report do not match the hours showing when you run an OTJ report. 

The most likely reason for this is that the OTJ report is only showing a list of the evidence that has been uploaded to FI learn and not how many times it has been used.

The way the OTJ log works is outlined below:

1. Evidence is uploaded to the system. If it is OTJ hours it is tagged as development hours and the time spent is recorded against the evidence. Evidence can be uploaded independently from an objective by clicking on the + sign on the OTJ chart (fig 1) or by going to the evidence tab in the recording of learning and adding a new entry (fig 2)

Fig. 2

 

Evidence can also be added from within an objective using the add new evidence function (fig 3)

Fig. 3 

 

2. Uploading evidence independently from an objective does not result in any OTJ hours being logged in the system. Only evidence attached to objectives will be counted in the total OTJ and show against the target.

3. If the same evidence is used against more than one objective then the hours logged against that evidence will be double counted. 

 

If you find your apprentices OTJ hours do not match with the total evidence logged then follow the steps below to check for duplicate entries and remove them.

1. Access the OTJ report and filter to show the users entries - OTJ report - Centres

This report shows all of the evidence tagged as 'Development hours' and you can filter for a specific apprentice (fig 4) you can also see if evidence is 'in use' in the last column of the report. This means the evidence is linked to at least one objective.

Fig. 4

2. Once you can see all of the evidence that has been uploaded as 'Development Hours' you need to check what has been used in the objectives. To do this you need to access the learners leanring plan and navigate to objectives (fig 5) and check what evidence is being used. You can see easily if objectives have attached evidence via the evidence column count. You do not need to check objectives that do not have evidence attached.

Fig. 5

3. Open each objective and tick off the evidence, making sure that the same evidence has not been added to more than one objective.

4. If the same evidence has been used more than once you will need to remove the evidnce link from the objective (fig 6) and this will then remove the duplicate from the logged learning hours.

Fig. 6

Remember to check evidence when you have a completed objective to make sure it is not a duplicate and that it matches the objective.