Milestones Configuration

Map Activities to Units:
Your activities also need to be mapped to the Units they're relevant to, there are two approaches to mapping activities to units.

The first is to navigate to Configuration > Qualification > Units > Select unit > Activity mapping and map activities from the Units screen.

The second is to navigate to Configuration > Activities > Select activity > Add mapping and map directly from the Activity.

Once the above actions have been completed, you're ready to start creating your Milestones. 

Configuring Milestones:

1. Open the Work-Based Learning menu item and select Configuration
2. Select the relevant qualification, then select the required unit
3. Build your Milestones within the Qualification
4. Attach the relevant units to each Milestone
5. Configure the criteria for activities within each Milestone

Add a unit:

Users can add one or multiple Units to a Milestone. 

Add a unit to a Milestone:

1. Open the Work-Based Learning menu item and select Configuration
2. Select the relevant qualification, then create or select the required Milestone
3. Use the ‘Search units to add to this Milestone’ to locate and then select the relevant unit

Units automatically carry through any criteria and activity mappings you've already set up. To add or update these, navigate to the Unit’s configuration page.

Add a prerequisite:

You can select another Milestone to act as a prerequisite, which will lock the Milestone until all prerequisites are completed and approved. An example of this would be the requirement to achieve a Basic First Aid Milestone signed off prior to being able to begin an Advanced First Aid Milestone.

1. Open the Work-Based Learning menu item and select Configuration
2. Navigate to the relevant Qualification, then select the Milestone
3. Within the Milestone, select the settings cog in the top right corner
4. Search for and select the relevant Milestone

Adding criteria to activities and units

After adding a unit to a Milestone, users can configure the criteria directly from the attached unit within the Milestone or by navigating to the specific Unit to manage its mapped activities, criteria and required unit hours.

From the unit, users can:

1. Search for activities (mapped activities will appear first in results)
2. Add activities to the unit
3. Add criteria to the unit

Update unit criteria:

1. Locate and select the qualification within the Work-Based Learning Configuration  page
2. Hover over the unit and select the pencil icon to the right
3. Update the relevant criteria, then select close to save your changes
   
   Unit Hours

Users can also configure Unit Hours against a unit. Unit Hours are progressed when a learner logs time against any activity mapped to that unit, even if that activity does not have its own criteria attached.

This enables users to set an overall time requirement for a unit, while also specifying minimum time requirements for individual activities within it.

Example:  The unit ‘Use plumbing hand and power tools’ requires 40 hours in total. Within the unit, two activities are attached: Use hand tools for work and Use power tools for work,  each requiring a minimum of 10 hours. The learner can progress the unit by logging 40 hours against any mapped activity, but must also log at least 10 hours each against Use hand tools for work and Use power tools for work specifically.

Qualification with Milestones full setup

A complete Milestone configuration is achieved by repeating the steps above, adding units and configuring their activities, criteria and unit hours,  for each Milestone within the Qualification. Once all Milestones are configured, the Qualification is ready to be used when creating placements.

Creating Placements with Milestones

When a placement is created with a Qualification that has Milestones configured, a snapshot of the Qualification and Milestone setup is taken at the time of creation

This means any changes made to the Qualification or Milestone configuration after the placement has been created will not apply to that placement; they will only take effect for new placements going forward.

Further information on creating placements can be found in our dedicated Work-Based Learning placements guide.

 

Note: The ability to update existing placements to use updated Qualification or Milestone configuration is planned for a future release following the initial launch.

Reviewing Milestones

While a learner is in progress, any user with access to the placement, including Admins, Trainers, and Supervisors, can view the learner’s Milestone progress.

The Milestones view presents two key screens:

The Milestones overview displays an overview of the learner’s Milestones and their current status at a glance. Trainers and Supervisors can view what the learner has and has not yet completed, but cannot take action until all criteria are met.

Once the learner has completed all criteria, the Milestone status will change to Ready for review, and Supervisors will be able to mark the Milestone as complete by adding a summary and signature.

Milestone Progression

Progression within Milestones is driven by the learner logging activity entries against their placement. When a learner creates a log entry, the system evaluates the entry against the criteria and unit hours configured for the relevant Milestone.

How progression is calculated:

• Criteria progression: Progression is made when learners submit log entries with activities, and when a supervisor approves those entries.
• Unit Hours progression: Unit Hours advance each time a learner logs time for any activity mapped to the unit, regardless of whether that activity has its own criteria attached.
• Activity-specific criteria: Activity criteria progression occurs when an activity's hours are tracked separately, through hour requirements and must meet the minimum threshold before the activity is considered complete.

Milestone Statuses

When a Learner is enrolled into a Placement with Milestones, several statuses may appear against an individual Milestone, which will update as the learner progresses. The possible statuses are outlined below:

A Milestone is ready for review once all criteria within it have been met. At that point, the Supervisor will be able to complete the Milestone as outlined in the Completing a Milestone section below.

Completing a Milestone

Once all criteria within a Milestone have been completed by the learner, and submitted log entries have been approved, Supervisors are able to complete the Milestone. During this process, the Supervisor is required to:

In the below example, Managers within Construction & Projects would only be able to view workers linked to that organisation and its child organisations, whereas Managers linked to Advanced Xtraction Company would be able to view workers within the Construction & Projects, Advanced Xtraction Company and all other organisations within the org tree.

• Include a summary of what the learner demonstrated and the evidence they submitted during their Milestone. This summary is included in Milestone and Placement reports.
• Capture a digital signature to confirm completion.

Two-step approval process

Milestones can optionally be configured to require two-step approval. When enabled, the Placement Trainer is also required to provide their signature before the Milestone is marked as complete. This provides an additional layer of verification beyond the Supervisor’s sign-off.

Milestone Placement Report

All users with access to the placements can generate reports for one or more Milestones from the Milestones tab of the Learners placement or from the landing page that appears after approving a Milestone. These reports can be exported and provided to your learners or relevant 3rd-parties.

Generating a Placement Report:

1. Navigate to the Milestone tab for the relevant Learner’s placement
2. Click the Generate Report button
3. Select the Milestones you want to include in the report
4. Once at least one Milestone is selected, select Continue to generate the report
5. Once generated, the report can be exported as a PDF

Milestones F.A.Q

Planned Milestones Improvements