Elevate Your Quality Assurance with a Taxi Receipt Format for Quality Assurance

Taxi receipt format for Quality Assurance

yep i'm here there you go hi everyone well welcome to our webinar making qualification verification work for you i might actually shorten that to qv because it's quite a tongue twister when you have to say it a few times but just to let you know you're in the right room i'm debbie gibb i'm a quality enhancement manager and i'm joined today by juliette mcginley who's a senior operations manager this topic was raised requested when we asked centers to tell us what they would like following our last series of cpd events center coordinators and we know that many centre coordinators worry about their external verification events systems and qualification based and this has been exacerbated by the recent necessity to conduct remote and virtual verification in place of physical visits you may be worrying as well about your capacity for the new technology and i see feel ict skills uh today we aim to help alleviate some of these concerns and provide you with more confidence when preparing for your external verification so we're going to take you through two fairly fast and fun activities designed to help you understand how we select our samples and why you should work collaboratively with your external verifiers to prepare for verification and the benefits for both of us if you do so you'll have the opportunity to discuss with other coordinators how you currently prepare for verification activity and what you could improve on now that we're all getting used to working virtually so we're aiming in this next hour or so to address any concerns that you have about qualification verification explain how this differs from systems verification and the essential relationship between the two let me introduce the team of seven quality enhancement managers who in addition to other quality assurance activities we conduct systems approval and systems verification at your centers many of you will have already met at least one of us when we conduct systems verification quality enhancement managers look at a larger range and number of quality assurance criteria than qualification verifiers do this is because we are looking at all your quality assurance mechanisms your policies your procedures your documented processes roles responsibilities regardless of what type and how many qualifications you offer so in a nutshell if you have effective ways of reviewing your quality assurance systems policies procedures using our guidance and your center staff all understand and apply these consistently to all your activities for example candidate induction new staff induction internal verification keeping your records managing your data then you can be confident that your outcomes for qualification verification qv should be successful i'm now going to hand you over to juliet who will introduce your first activity and i'll see you again in one of the breakout rooms good morning everyone everyone my name is juliet mcginley i'm one of the senior operations managers and i have the responsibility for the deployment of qualification verification activity now i'm just going to give you um a little bit of warning this is the first time we have used teams to move into breakout rooms so you are my guinea pigs so there will be a slight delay in moving us into the different themes so just bear with us and we hope it all works fine so we'll move you into that in a second but what i'm going to do is i'm going to just share with you um the overview of what we're getting into the team to do now we've got a lot to cover today um we normally do this in an hour we have got an hour and a half though and we have added on a presentation to the centre hub which i'll explain what that is and where it's come from and you'll get to see that it went live last friday so for those of you who have already connected with us on that you'll get to get a walkthrough of it and for those of you you'll get to see what's coming um so we have a couple of activities the first one you'll get broken into groups um and then we will ask someone to take the feedback and provide feedback when we come back into the main room and the second activity today is more about discussion we won't be looking for feedback i will give you an overview of the discussion and how it will work for both of us the main aim of today is to relax have a bit of fun um because the first that workshop is definitely about fun and if you're a fan of whiskey you're actually going to like this one and not that i'm giving you whiskey obviously in the virtual world that's impossible but we can talk about it and so please relax have a bit of fun bear with us while we move everyone about into the different groups and before i do that i will give you an overview so angel share and for those of you who have seen the film you'll know exactly we're talking about whiskey but what i'm going to ask you to do in your groups is we will share a document of whiskies different types of whiskies from across the country and we're going to ask you to put together a tasting night for a group of tourists i want you to choose your whiskies why you've chosen those whiskeys and what we're going to ask you to do is feedback on why you chose the specific whiskies that you've chosen so there will be one person in the group i'm taking one group debbie will take the other group we'll move into them anytime and a second or someone within the group i would like you to take responsibility for feeding back so remember it's a group of tourists we've given you a range of whiskey's to choose from and we want you to choose the whiskey for the tasting night of the tourists and give us an explanation as to why you've chosen them leanne can you move us into our breakout rooms please everyone please don't panic it'll take a few seconds so please don't think we've cut you off hopefully we won't have done yeah i think zombie baby are you there yes i'm here can everyone see me hear me yeah yeah yeah yeah so i'm going to get your group to feedback first who did you get your feedback um well we had gordon gibb who um i think volunteered or was volunteered and there was a good discussion going on but i'll i'll let him carry on from now that's good can i ask everyone else just to go on route and gordon can you come on camera and and yourself and give us a bit of feedback please right it was quite hard the discussion behind the start because we didn't have a lot of whiskey drinkers in the group i don't drink whiskey myself but i do work in distilleries so it did help me a little bit so the first question we had to look at was the audience that was going to go for so again we looked at the cost value because not a lot of people's got a hundred thousand to spare and that's just one of the mid-range whiskies you can get so looked at the costing for a star to see what they're good because they're going to be visitors they're not going to have that much money going around with them but i do know they do spend it so and then we have to look at the variety of whiskies again is it going to be a single malt is going to be a blend so again we had to look at that as what the customer required again we looked very much at what we would drink ourselves or how we would like it be marketed so looked at the costs the variety and therefore was selected the glenn barangi again it's because it's got our vast range from single malts to blended sami glenfiddich glenn ferrick is a large producer again well known and again it does the vast ranges from 12 year old right up to 30 year old malts and johnny walker for the blends again you've got the different groups it does start importing the process for it we then looked at the small suppliers because again it's what we need to promote as a small person as well so you've got looks at our bag who's got a very smoky flavor reasonably priced in the in the marketplace really rowan ko because again we want to promote uk nation scotland england island wales so ireland comes in there so again it lets them see the varieties we've got and the last one was actually hunter lang which is a small distillery which has got a lot of nice products it's well packaged anything like that so that was the the debate we had the discussion with detroit gets through that's great thank you very much gordon that's absolutely fantastic can i ask jen from our group to give an overview of our discussions yeah sure um and interesting is interestingly we we're sort of quite opposite to gordon's group we were quite keen to try the hundred thousand uh whiskey out and we had a bit of an expert in our group with juliet who seemed to know a lot about whiskey so she was really good um we had similar discussions about areas um and locations of distilleries and things like that um we decided though um we wouldn't taste the dublin ones because uh the tourists were we're in scotland so they wanted to taste uh scottish whiskey that's why they were there and and um we we actually went for um an expensive one um the uh beaumore black uh because uh number one it was very rare and it was the last cask um and uh so it's a real experience uh for the tourists but also uh that we think the tourists you know if they're sort of groups of americans or uh chinese or japanese tourists um they have a lot of money uh to spend um so you know it's something they might potentially be interested in um we also uh wanted to try uh the tours to try a relatively expensive um inexpensive uh sorry whiskey so we went for the glenfiddich and also uh to promote some smaller distilleries arden hoe uh which is a new distillery and the tomato which is uh not very well known and we also threw in um johnny black uh because american it's very popular in america so the american tourists uh it might be something they were interested in um and would help you know sort of boost sales and things like that which is sort of the the point of the tourism so so that's where we landed on all of ours that's great thank you very much jen thanks jen and gordon and everyone for taking part so the theory behind this one you'll never forget it because we talked about whiskey great length and um it was a bit of fun it was interesting to see the different rationales behind why you approached the different whiskeys and why you chose to do different things and essentially the main method of this is to try and tie into what our evs do not whiskey but what our ebays do when they're sampling and choosing a sample to verify at centers so i'm just going to share my screen again with you all and i'll work through and bear with me it's not going to be a long presentation but just a couple of different things one of probably the best kept secrets centers are probably um unsure about and which would have been raised as why it's part of the cpd event is how our eb's approach sampling we all approach choices in the same manner we all have a rationale as to why we choose things we all have intelligence that feeds us in a certain direction and our ebays are absolutely no different the one main thing we have to remember though when we're talking about sampling is oh and here's the screen it's a sample and what does sample mean there is that that m that area where people try to think i can take everything and i can try everything and i can do everything but you actually can't because qv activity is within a time frame and you know that i need to be attending your center to look at whether it's virtual or actually visiting is looking at a proportionate amount of a candidate evidence to make a judgment on the assessor judgments they're not there to reassess your portfolios are there to look at the assessment judgments have been made by your assessors and ibs so we encourage them to choose a sample and what's the sample a small part i think you'll see through what's on screen that it's a small amount a small amount to try something a small amount to decide what you like it's a small amount and that's something that you is part of our center for a second you're not sharing your screen at the moment oh why did it go down oh just questions sorry i thought that was intentional i wouldn't have said anything no not at all um i don't know why it didn't come up so what does the word sample mean it basically is a small amount so we encourage our eb's to choose a small amount of candidate portfolios because they're there to make a judgment on the assessor judgment so they have to make a decision on those assessors judgments they're not there to plow through hundreds and hundreds of candidate portfolios so just to tell you how we approach that it's based on risk it's based on information and intelligence they look at what has been previously verified assessors that have been previously verified units and group awards have been previously verified what their outcome was how many um locations you're delivering it for at uh whether it's a new qualification whether you've got new assessors and verifiers that are delivering the qualification for the first time so there's loads of different things that come into play when they're making a sample in exactly the same way that you made a decision on which recipes you were going to choose whether you're going to take the expensive range the the cheaper range the different ranges of location who your audience was going to be and so on so both it's exactly the same these are some of the risk factors look at assessors and better powers qualification new qualifications revised qualifications location of delivery and assessment we have centres that have multiple assessment sites and some of them are across the country and across the world the mode of delivery so they could have full-time candidates part-time candidates which will have different people involved number of candidates number of groups how many assessors a candidate how many candidates an assessor has and intelligence from systems verification reports our svs are in there looking at the the policies and procedures that are in place within a center and that can highlight whether there's potential issues in certain areas that we feed all that into our intelligence of sampling so sampling isn't just something we put our finger up in the air and disco well we'll just choose that and there we go it is actually based on intelligence and exactly the same way as our selections for qualification are based on intelligence we are based we have regulated qualifications that we must verify every year but we also have a whole range of our self-regulated qualifications that we determine who and what we're going to verify based on a whole range of intelligence not dissimilar to this so sampling is no longer a mystery to you there is an approach to it but you have a part to play in that and your part to play in that is as an sqa coordinator or from an s3 coordinator's perspective it may be hand down to some course teams to be involved in the qb you have to engage with our ebs you have a part to play you can encourage you can um have a participation in the sampling and then the qv activity so what i'm going to do is i'm just going to move on here and talking about preparing planning and the process there's three topics i'm going to put you into breakout rooms again i'm not going to ask for anybody to provide feedback but what i'm hoping to do a starter discussion part of the cpd event was that we were asked the questions of how does business planning take place how does it work what's my role in it and how do i engage in it how moving into the virtual world virtual verification has become something that is there is an element of fear in it as to how that's going to work and how our rabies are going to carry out our verification activity in the virtual world so we can have discussions about that and there was also been feedback that some people just don't understand what our qb reports mean and how what they do if things don't work ing to plan or they don't match what the feedback was at the center so i'm just going to quickly show you the three main points we're going to discuss when we go into our breakout rooms now the whole purpose of this activity is to allow you to discuss with other coordinators and other centers how or what you think your approach is or what you think your responsibility is in relation to these activities when an eb has been allocated to your center to undertake a qualification verification and then a lot of the methodology is exactly the same within systems verification systems verification as debbie mentioned earlier on is very much about policies and procedures and making sure that the structure is there to ensure appropriate and delivery and assessment of our qualifications what we are doing at qualification verification is ensuring that that is implemented and that the delivery and assessment meets the requirements of the standards to ensure the integrity of our certification so three main topics preparing for qualification verification um undertaking the virtual event and receiving your qb report when you get into your breakout room there's a document that'll be shared on screen it has a few prompters but basically i'm hoping that you will all participate and you are the main speakers in these rooms and it's not myself or debbie and leading the road i'm going to sit back and debbie will do the same so elian can you take us into our breakout rooms again please hello and welcome back okay um so what i'm going to do now going to oh can i just ask everyone to put the mics back on mute um so we don't get any that's perfect thank you very much and what i will say is as we go through these if there's any questions at all there will be opportunity at the end for us to talk through those and but you can put a message into the message box and we'll pick that up at the end as well things and springs to mind as we're walking through it so what i'm going to do now and i'm hoping everyone can see my screen this time someone know it and let me know yeah anyone yeah excellent thank you thank you so qualification verification planning just to make you aware that qualification verification planning is not done to you you are as an s3 coordinator a participant in this activity you have a responsibility to liaise when you've been contacted by an eb to liaise with your team of assessors and ibs to determine how that activity plays for your center you have an involvement in that you get to be involved in when it's arranged how evidence is going to be uploaded what the virtual events going to look like if you're sending evidence before and so on and so forth you don't get a date put to you if you have an ev that says to you i'm only available on fridays and fridays are of no use to you then please get back in touch with sqa because that's not what this is about a date should be mutually agreed it's about what what is suitable for your centers and what's suitable for the eb and in some qualifications there are certain qualifications like taxi qualifications um and emergency first aid at work where sometimes the eb would like to see a live assessment being observed so they may want to work into a date with a live assessments taking place in your center we talked about sampling quite heavily earlier on it's up to you about what information remember our evs are there to determine a judgment against your assessor judgments they're looking at the judgments that have been made by your assessors to ensure the consistency across all your assessors the sample has to be proportionate to that if you don't have candid evidence available at that time then you can make the visit appropriate to when you have enough evidence to provide that eb it's also down to you as well qualification verification doesn't get done to you qualification verification can be done with you we have lots of centers that get in touch with is when the navy gets in touch with them to say i think i've got a couple of problems here i'm delivering across multiple assessment sites and it would be good if you picked up this assessment site because i've got a new assessor in here or i think i've got a couple of problems with the delivery of that i've had a couple of issues with candidates feeding back to us so it would be good if we concentrated in that area and we will take that on board as well as we work through a sample it may be that couple of candidates are sampled from that including another sample as well because we're moving into the virtual world it's really really important where possible some qualifications for instance beauty we have to see the resource environment as to how you're going to deliver you're telling us that you're going to have a room with five sinks in it and the requirements of the qualifications say that you must have five sinks in it and i'm using a really bad example however we need to be able to see that so it's either a tour of the actual resource where that um beauty is going to take place or it's a video or photographs of that activity because a navy has to be comforted that you are providing the appropriate accommodation for that candidate who's going to be taught within your centre so it's really important for you as a coordinator to engage with the eb from the very beginning of the planning process don't let an eb dictate the way forward is about a mutually agreed it's about working the sample it's about working the day arranging activity how you plan the day's event to take place and how you work around all that so please engage and eva will keep you right there's a qualification verification guidance for centers which has just been published and it's on our website and it talks about the sqa coordinator responsibilities through the qualification verification activity and a lot of the methodology we're talking about also relates to systems verification as well it's a partnership we want to work in partnership with the centers we don't want centers to fear qualification or systems verification it's about engaging and working with the am partnership our main aim as you know is always to maintain the national standards of our qualifications we want to ensure that our certificates are valid whether delivered in your centre or 15 other centres across the country the same level of assessment is taking place to the same standard to the qualification so how do you prepare we talked earlier on in our group about given access to ev's evidence much earlier on and i'm going to show you this square center hub obviously our activities in the past have always been visiting it's rare that we do remote remote tends to be done on our very low risk qualifications we are um we must through regulation and verify a lot of our regulated qualifications annually and sometimes when going to centers there's four or five years of high confidence reports and we've verified all the assessors all the ibs but as a regulator we're told to verify again so sometimes we take that down to a reduced criteria and do a remote verification there in the virtual world what we've done is we've taken our visiting criteria and transferred it into a virtual platform but the beauty is we've now created the center hub for evidence upload which means you can give our eb access to evidence well in advance and that reduces the activity and the burden within your center on staff on the day of the virtual event at the virtual event it will focus on assessor discussions ibs interviews with candidates and it allows you area eb's to have more discussion with central staff and to have that discussion and provide them feedback discussion to assess as ibs and candidates are really important to us because it gives us an insight as to the delivery of the qualifications so we would ask in the virtual world that that still takes place where it's feasibly possible it also takes the pressure off any technology issues on the day you know given their navy access to a system on the day of the event run hide has its own risks that systems may go down wi-fi mega down platforms may um freeze whereas if they've got access to evidence well in advance then any issues of that can be a work through in advance of the virtual event so the virtual events the beauty of it and the beauty of the virtual world and let's just say we've brought right into this and i don't think we'll ever go back to full visiting and even the world opens up and it goes back on its axis in the normal fashion it allows us to get more than one eb in the group into a virtual event if you deliberate chains and national progression awards predict personal development awards they can often be made up of multiple different verification groups and we do multiple activities for them so we'll select an av to look at one verification group select a navy to look at another and all these activities go on the aim and the beauty of virtual activity is that we can get all that done at one time all the evidence can be submitted then looked by the individual evs and then we can bring them together to one virtual event with your center you can get assessors and ibs available throughout those couple of hours of activity and it means we are actually reducing the burden on your centre staff and your centre for the multiple activities that we would normally do we can do all under one discussions can take place in the virtual platform and you get one report back rather than multiple reports as well so it has its benefits the virtual platform a lot of centers coming forward for approval for these qualifications have to are often provided with four or five years getting in touch with them to discuss the approval content of the verification activity this way you'll have one ev getting in touch with you who'll coordinate all the other evs involved so that the contact for you is one eb one virtual event and one report back so it gives us that ability to open the scope trying to get four or five evs together at one event and the visiting world is very very difficult to do in the virtual platform is much much easier it's a more effective use of your center staff and it's absolutely a more effective use of our eb's as well and it cuts at um time so rather than you having staff available from nine o'clock in the morning to five o'clock at night you potentially could have staff available for half an hour within a three-year virtual event to give them feedback and discussions and to discuss the evidence previously provided and i'm hoping they'll also make sure that we have the appropriate people ready at the feedback session sometimes what we have is we have staff who come in at the morning set up the event and then they're not available for the feedback session because they've got other things going on through the virtual platform they can maybe jump in see the virtual event and then go back into what they're doing so the virtual world has opened up a lot of scope for us all just to touch on within my group the feedback was a good standardized and consistent so that's always nice to hear back however there are times when things go wrong with the qualification report the qualification report is there to be a reflection of what took place at the actual event it must absolutely reflect the feedback that your assessors and ibs have been given and the feedback at the end of the event so it's really really important that you understand the qb report and you know what it means so just a couple of points of clarity um in case anyone doesn't know a required action is something that must be done by the center it must be the actions must be undertaken because that's against the criteria of non-compliance and you have to ensure that you meet that compliance against the criteria in line with the national standards a recommendation however does not require actions with centers recommendations are given to ebs as a potential enhancement to your delivery so it may be something that they have seen as good practice in another centre and they want to share with you and say other centers are doing this this is something that might be make your life a bit easier if you could do this and we can give you the documentation so on support to help but recommendations are absolutely exactly that you do not have to action them so only required actions must be dealt with it is also your part in the process is to get agree the time frame to meet those required actions you don't have an eb telling you it must be done by a week on friday it's up to you to take part in that discussion through the feedback session and agree a day and a time frame that is not going to have your center running about putting stress on assessors and ibs and candidates to get that information ready or for reassessments to take place you mutually agree that required action with that eb so you are engaged from the beginning of an allocation of a qb activity right through the planning right through the event and also in the report when the report comes back out to you to make sure it's a true reflection of the activity qb activity should be something that you actually are keen to get it should be there to highlight any areas where they need a bit of work but also highlight good practice and allow you to feed that back through to your center as well it's a partnership between sqn centers it's not sqa out there to audit and dictate it's about making sure we're all working to the same aim we all want to make sure our candidates are certificated with a certificate of value so there are additional um contact details there for you to get in touch with us if anything does go wrong through the process and you can also contact our qab team if you require additional support so if there is an area or a subject that you think i'm really struggling or my assessors are struggling or not getting a handle on it then you can get in touch with us and we can start to provide you with some support so please don't hesitate to do that and in the virtual world it makes it so much easier because we can then get multiple people in the room to have those virtual discussions and provide support and feedback and our qualification verification is very much about developmental as well it's not just about us coming out there to measure compliance it's about supportive and developmental as well and we've gone to great lengths over the last four or five years to ensure that our youths take that approach however we have over 500 appointees i'm going to say and we i'm not saying that we have them all singing from exactly the same hamstring that is our main aim is to get everyone doing exactly as we advise so if anything does go wrong please feedback to us it's really important that you feedback to us it's not that you're telling tales or it's not you're doing anything towards for us to ensure that standardization and consistency of approach takes place we need that feedback from centers to tell us where it's going wrong and we can correct that and we can take that on board so i'm not going to go through all that i've just talked through all that what i'm going to do now is i'm going to move us into the world of center hub i'm going to open up the floor for two or three minutes for questions but there will be an area for questioning at the end and i'm going to put the center hub up for you so please feel free i'm just going to check through the text to make sure there's no questions i've missed and see okay does anyone want to ask any questions well i work getting the center hub up jules i have said that um we can always answer questions if people need to leave we can actually go through them and get back to people if they haven't managed to stay on but that we will take all these ones in the chat box and um and go through them make sure everybody does get an answer right for those of you who want to stay on i'm going to work my way through the center hub the sqa center hub was created as a digital air platform please please be aware that there is nothing hosted in the the center hub it is a conduit see it very much as a gateway of getting your evidence into estuary it is not held here there are no gdpr issues there is no potential breach of evidence being seen by anyone else it is very much a platform to get evidence into sqa it allows you to submit your evidence in your portfolios for systems verification and for qualification verification in advance of a qb activity once you've agreed the sample that has been required through the visit planning process so i'm just going to share my screen with you again and hope it works can everyone see that yep excellent so that's fine the good news is the centre hub went live last friday it took us a bit of time to get there but we have gone live we have over 100 centers now i am accessing it it is very much a conduit to get your evidence into sqa and that was the main aim of it but being us we also managed to get a couple of extra and benefits in there for centers as well which i hope you think will be useful so even for those centers who don't who use their own digital platforms you absolutely can continue to use them this is an open this is an option for centers it's not something that we're saying you must sign up to everyone will be invited all sqa coordinators will be invited in the first instance if you want additional center and people within your center to get access to it then drop is a line to qeb sqa.uk and we'll make sure that we get those people terms and conditions sent out to accept it please don't share usernames and passwords amongst your center please just get them access in their own right and that way we can control the access and ensure ensure the security so the center hub was created there is a video to show you how to navigate it however we will be doing drop-in sessions in the next few months over the next few months sorry to allow centers to drop in and say you can show me this and we'll be doing a retraining programs on it as well but we did put together a video of how to navigate it so very simple and very simplistic it's opened up and it's been created to all centers all our employer training providers in scotland or employer training providers in the rest of the uk which is england ireland and rails our international centers and our scotland's colleges and the only centres that we don't allow access to this because they have their own area as their chinese centers they have their own hub available to them which has been in play for the last four or five years so i'll drop into these areas in a second what we've also got down here is an area for guidance i am aware that sometimes working your way through sqa's website can be a bit tricky and we have information all over the place so what we've done is we've linked some of what we think are important documents relating to quality assurance and under the guidance so there are quick links on supporting web page links there are guidance documentation links this should be a quick one-stop shop for you to be able to go in and find what you're looking for in there if there's anything at all missing in there that you think it would have been really handy if i could have seen drop an email and i'll put an email up at the end for you to be able to drop any of those concerns over to so we will add to that and we'll build on that as we go through and get feedback from centers the other area that we are aware of and this is a work in progress is communication we're very much aware that sqa over during covert 19 has sent a huge amount of air communications out and centers are getting confused as to where they can find it some people are missing it it goes into center news it's always on our website there are areas on our website and set up primarily for hmbq however we thought it would be beneficial to have a one-stop communication area as well and we're going to add in all the past six months worth of m centre news communications so that you can work your way through them as well so we'll put all current up-to-date communications that are issued out from sqa we're copied into them now and we'll be putting them up on the communication area so that you have a one-stop shop as well to see what's the most recent information from sqa what is the most important the recent information being distributed for centers who are delivering foundation apprenticeships you'll see me coming soon that's an area we're going to have specifically for foundation apprenticeships so we are aware that foundation apprenticeships have exploded over the last year we now have pathway apprenticeships have been um rolled out um from sds they have foundation apprenticeships we've created new customized units in the framework and so on so forth so we thought it would be very beneficial to have an area for foundation apprenticeships for a lot of our centers to be able to tap into so again you can see the most up-to-date information and the most current news in their foundation apprenticeship qualifications so that's the news area what we have now click into scotland's employers and training providers you have the opportunity to upload evidence for systems verification and qualification verification and an additional what i think is an absolute beauty as we have a shared qa documentation how many times is the center are you frustrated that you have to give an eb a copy of their iv document to multiple different evs so as part of qualification verification quality assurance criteria and part of systems verification quality assurance criteria as systems will ask for a copy of the iv a policy and document they're looking at the content of it to make sure it's fit for purpose our evs will ask for that very same document to ensure that it's been implemented against the qualification that they're verifying so whatever your ib schedule is your ib policies our evs want to see that document so what we've done is we've created a shared qa documentation area that you can upload your most recent documents that are asked across multiple evs multiple systems verification activities and hopefully in the future as we start to add additional areas in here approval and prior verification that you will be able to share that document once and that way our ebs can tap into it and you don't have to keep uploading it as evidence to multiple different people if your document gets replaced and your document gets updated all you do is you go back and upload your most up-to-date one and we'll systematically house keep it and take out your older ones and it'll be better with date stamps so we'll know which one's your most up-to-date documentation so hopefully that will take away that burden of having to keep sending the same documentation to multiple different evs and the frustration that that causes so what i'm going to do is i'm going to walk through the qualification verification upload since we're talking about qualification verification the systems verification documentation is pretty much the same questions may be slightly different but it's the same simple process so you click on the forum because you want to upload evidence you've been contacted by an eb you've worked through the visit planning schedule you've agreed your sample candidate evidence that's going to be provided for the event and you put in your name your center number every activity we have for qualification verification has an event id when we allocate an activity to your center we drop an email out to your center to advise you who the eb is going to be that's going to get in touch with you and within that email there is an event id when we send you a copy of the visit plan the visit plan has the event id the qualification verification report has the event id and the microsoft teams virtual event will be led by the event id so you're getting the the theme here the event id is a unique identifier and it allows our ebas to be able to see i've been allocated this event id when you upload this evidence a notification is sent to them to advise them evidence for that event id has been uploaded and they connect then access what we call our ebay evidence hub which is linked to this and look at the evidence for that activity you also get a notification back to you so you fill in all the information as you know you let us know if you've updated if you've uploaded anything within the shared qa documentation because that gives them then it gives a prompt to the eb to be aware there is documentation in there to go and have a look at it pop any questions you have and the eb will pick them up coordinator name and then all you do is click on upload you can upload pictures you can see i've been testing the system and trying to upload lots of pictures and videos you upload your thing it click on the new button here send me an email receipt of my response and hit submit and it goes now the system will allow 10 files to be uploaded at a time if you have more than 10 files you just go back and create another form and upload it as long as you put the unique identifier in there the event id they will all be linked for that activity you'll get an email notification for each one if you tick the box and request it and that can be kept and in future days you can click on it and see exactly what you submitted to sqa at that time so you have a record of what has been submitted rdv then goes away we get notified the ev that the evidence is there and they access our evidence hub and they then review the evidence and they're ready for the virtual event if there's additional evidence that needs to be submitted you can go back and create another form and submit the evidence and we will get a notification again to tell us that you've submitted more evidence and we let our eb know that there's additional evidence in there so it's a very simplistic way and we did trial it and i'm going to be honest with you and say that we're around a child we touched on some of our centers who do not have great technology and the respect of self-confessed please don't make me do online jewels because it makes me nervous and we use them as our guinea pigs to test the system and they can vaccine very simple very easy straightforward even i managed to do it so we're hoping that that opens it up and allows loads and loads of centers to access the platform so that's the center hub i'm going to take my screen down now and i'm going to open up to questions please feel free just pop your hand up if you want to ask a question gordon just a quick one julia we said it was 10 um no you're asking um [Music] i think the one gigabyte bill is gordon again because again if we're moving into technology a lot of the videos are going to be quite large especially yeah but what we've done is we've actually trialled it with um one of our bigger centers and candidate evidence which was very practical in our construction industry and i think only one file failed on is one of the bigger video files appealed and we've dealt with that through um we've decided that sharepoint will allow what it allows and we just have to deal with anything else is a small exception and so far it has just been small exceptions so yeah i totally get but it's all sharepoint while i was at the moment and it's a platform i have available to so we will manage that if something fails just get in touch with us and we'll pick that up and make sure we get that answers and make it easy for you perfect thank you also very quiet hi there pauline hi paul can i just ask is there any issue with having maybe six logins for your center so that each can occupational head if you like you can access absolutely right okay absolutely fine all i would ask is that you don't share if you get access to it that you don't share your your username and password you just send me a list of the names and we'll get terms and conditions sent out teaching every one of them okay so we can manage or who's on the system and we don't have usernames and passwords being shared although there's nothing in here that's not really on our public website and we just don't want that to be um multiple usernames being shared about can we start uploading evidence just now or do we need to wait till there's a a verification visit in the pipeline if you've got standard qa documents that are going to be shared feel free to start uploading them there is absolutely nothing wrong in doing that at the moment as long as you've got access to the hub have you got access to the hub yet pauline no no not yet but i'll do it today right and what i'll do is i'll make sure that everyone on the call today gets added on and gets terms and conditions then there are multiple emails that will follow just to give you an overview our digital workspace send out an email and it talks about the sqa info center that is the s3 center hub our holistic area for sharepoint as sql center a lot of centers when we first submitted this out to them from a digital workspace thought it was a sqa email and totally bend it so we followed that up with an email to say this is what this email is going to look like when it comes from digital workspace please don't delete it please respond to it and so you'll get multiple emails but i'll ensure that everyone on this event and the last event that attended today that uh will get in the terms and conditions sent out to you if you accept it fine if you don't but please just watch over the next two or three days for ends and get into your junk it shouldn't because it's in that sqa.uk email but just in case so we'll get that sent out to you before the end of the week sorry me at me again nothing at all i take it if you use electronic portfolios the the the visit would be a combination of both what you've uploaded to the hub and access to the folio system yeah and part of that discussion problem would take place with your eb during the visit planning you would advise them that you've put your generic mqa documentation into the hub but you're going to give them access to your digital platforms as well which is your e-portfolios so it's just to make sure that our babies are aware so that they know what they're going to be accessing for evidence so it's absolutely fine to use a combination of the both but communication i should probably gather from the whole um morning's activities communication is key and keeping in touch and keeping your db informed is absolutely imperative oh sorry juliet um i was just um i i missed a bit you know the form you were talking about on the hub where you indicate you know uh you've uploaded documents and things like that um i missed uh how that's created is it the eevee that creates that once the date's been agreed or is it something we create it's something the form is a standard template gene so when you get access to the hub you'll get access to the the platform you would just click into qualification verification and fill in the form add your files and submit it this is just a standard form that you would use for every qb activity you get there's another form for systems and there's another form for shared qa so if it's documents that you're going to share with multiple ebs and the systems verifier you use the share qa document and if it's qualification verification candidate evidence and additional documentation you use the qv one and if it's systems you use the systems it's it's to rebuild them that way to navigate the different platforms so that systems verifiers are going into systems and so on so forth and it's just to cut down as you can imagine under qb we do over three and a half thousand activities a year that's a lot evidence coming into us so to make sure that we can manage that appropriately definitely and the event id the unique identifier of event id is absolutely imperative brilliant to you okay thank you anyone else yeah hi i'm jules it's me debbie i'm picking up on a message that pauline popped into the chat box earlier about uploading evidence now or waiting until a qv in is being arranged and it was something that one of my centers asked earlier in the week and i'd forgotten so this is a good place to share it in case it applies to anyone else that um qv has always had an event id but with systems we haven't done that yet if people want to upload into the shared document site does that mean they don't have to have yet an event id they can or not for shared qa and for systems verification we find it by center so the reason we have an event id for qualification verification is because you would be uploading multiple files so there could be like 20 30 files or it could be m candidate evidence files and so on so forth for systems verification systems verification essentially works on a rotational basis of once every three years at your absolute end game and your shared qa documentation we would expect that to be smaller amounts of active documents that you would be uploading so um filtering by center is absolutely fine areas will know to go into the shared qa documentation just filter by the center and what they just so that you're aware they will not be um allocated evidence that doesn't relate to them they can only see what we allocate to them so the shared qa documentations which are general documents will be shared to evs as and when they're allocated qb activity they won't be able to see it prior to that so students are allocated an activity and your center uploads ns and then to the shared qa documentation we will then allocate that view to be able to view those documents at that time they won't be able to see anything until we give them permission to see it so just so that you're aware multiple eb's if you've got ebs who work at your center and they are out verifying other centers they won't be able to see your evidence going in or evidence for any other centers they will only be able to see the evidence of the center they've been allocated activity too we're managing all that permissions in the background and it's to ensure there's no gdpr issues and to make sure that people aren't seeing what they shouldn't be seen that's brilliant thank you i'm sure i saw another wee hand goodnight hi there hi i'm just wondering if um will this kind of replace all the kind of guidance documents going up on the general website just kind of thinking that you know if you're looking for most recent versions is it best to kind of go into the center hub as a login or will they both be kind of mirroring each other or is it going to absolutely links what we've done is we've taken or we've went away and found all the documents that we think are relevant so if there's anything that you think we're missing please let us know but we've linked it to what's on the website lorna so it's not a case of we've added additional documents or the most up-to-date document we're linking it to the most upbeat up-to-date document on the website so if that changes then the link in the hub changes as well to reflect that right okay thanks just one question if i could ask no problem and it is it's the idea of the center hub just being as that ongoing uh not solely related to visitors you know just a an online storage area and so you kind of answered my original reason for hand having the hand up and the conversation a wee bit back i take it that your policy documents etc and it's easy to remove yes as we are late and given sort of the plethora of um updates and amendments to policies we've got especially at the moment it's very fluid so just absolutely yeah david what we'll do is you can't actually access the documents once you've uploaded them but what you can do is you can upload your your next document and we'll house keep the old documents in the background so we have a full-time member of staff and manning all this and they'll be doing the housekeeping on documents as and when they come in so if you're up if you upload an ib document and then two weeks later you update upload another ib document then we will archive your original document and remove it it can be deleted and put away because you've replaced it with the current one so we'll be doing all the housekeeping for you and if there's any debate on any of the documents that are up there if the names are slightly different we would just get in touch with you to ask is that a replacement of the previous ib document you uploaded three weeks ago and so as well so we wouldn't delete anything unless we were absolute 100 sure it was a mirror of the one that you previously updated fine so i've sort of myself the way i manage it is never knowingly um you know sort of get rid of anything policy wise just in case so i typically i'm i'm always archived so i'm the policy archives the old one um so that's broadly the kind of thing that you're talking about doing for me absolutely well we're not doing it for you well you know what i mean yeah you're in your documentation your documentation control is entirely up to you but whatever you submit to us we will make available to evs and if you replace that we will archive the previous documents i'm not sure what our archive policy is going to be david this is a brand new system so it wouldn't rely on us to keep a copy of all of you i'll be doing it anyway i'll be doing it anyway no that's fine thank you that's great thanks very much so i've got three hands up i've got jen lorne and david i think i've answered all your questions it's just your hands are still up um so if there are no more questions i thank you all for bearing with us through an hour and 25 minutes of me talking and engaging with you all so thank you very much if there are any questions i would just drop an email into the chat box and any questions at all just drop an email into that mailbox and we'll pick it up okay thank you very much everyone it's been a pleasure thank you very much that's great thank you very much everybody attending and participating thank you thanks a lot bye