Using the eLogBook System A Presentation for Electrotechnology EMPLOYERS © eProfiling 2009 1

Using the eLogBook System

A Presentation for Electrotechnology

EMPLOYERS

© eProfiling 2009

1

What You Will Learn in this Presentation

This presentation will cover the following topics:

• What is involved in an Electrotechnology Apprenticeship

• Why is the eProfiling e-LogBook product important to the process of training an Electrotechnology Apprentice

• How an Apprentice collates a weekly summary of work

• How do I log on to the e-LogBook system

• How do I navigate the e-LogBook system

• How do I verify or reject a weekly summary of work submitted by my apprentice

•How do I organise a report for manual verifying/rejection of data over a number of weeks

•How do I access reports to check my apprentices progress

•Where do I get further information on the e-LogBook system

2

Background

An Electrotechnology apprenticeship is a complex training process that will take your apprentice from being a person with no skills or experiences in Electrotechnology and turn your apprentice into a qualified and licensed Electrotechnology worker.

This process usually takes around 4 years to complete.

To achieve this goal, your Electrotechnology apprenticewill need to complete the following elements:

1. Attend and pass all of their college component (off the job training)2. Develop a profile of relevant work experiences (on the job)3. Successfully complete an Electrical Safety Final Assessment (commonly known as the CAPSTONE assessment).

When all three of these elements are completed, your apprentice will be finishedthe Electrotechnology apprenticeship and will receive a qualificationand Electrical Work Licence.

3

Where does the eProfiling e-LogBook fit into the Apprenticeship structure?

As discussed in the previous slide, there are 3 elements to the apprenticeship:

1. Attend and pass all of their college (off the job training)2. Develop a profile of relevant work experiences (on the job)3. Successfully complete an Electrical Safety Final Assessment (commonly known as the CAPSTONE assessment).

The eProfiling e-LogBook database has been designed to collect informationagainst the second element of the apprenticeship – Develop a profile of relevant work experiences. The e-LogBook database collects workplace records for yourapprentice and provides the Training Institution (TAFE College or Industry Skills Centre) regular reports on your apprentices’ progress on the job. Your college is then able to make a judgement on your apprentices’ competence, as they canmeasure this on the job experiences against the on the job requirements of the apprenticeship.

The e-LogBook is a critical element of the apprenticeship which apprentices are responsible for maintaining.

4

How does my Apprentice record their on the job work activities?

To do this, your apprentice will need to summarise their weekly work. The followingSlides will show a week of work undertaken by an apprentice, and how the

summary of work is collated.

Once the weekly summary is collated the apprentice can then log the informationonto the eProfiling e-LogBook database.

As the Employer of the Apprentice, you will be required to verify that the informationthat the Apprentice has submitted onto their record is correct. In the slides to follow,we will show you how to log on to the e-LogBook site to verify the data submitted byyour apprentice.

5

An example of a week of work for an Electrical Apprentice

MONDAY

Job 1 – Installation of a wall heater

Prior to beginning the job, the tradesperson and apprentice did a job safety assessment and ensured that they could do the job correctly and that they had the correct PPE for the job.

The apprentice carried out the following work while working under the direct supervision of a tradesperson:

1. The apprentice installed a 2 kW wall mounted fan heater. The apprentice ran a new circuit from the switchboard using thermoplastic sheathed flat cable. Non-metallic conduit and clips where used to support the cabling. The apprentice tested the performance characteristics of the heater and explained to customer how to use the heat pump.

Work Area Element Supervision Time

Install support / protection carried out direct 2

Install / terminate LV cables carried out direct 2

Test apparatus / circuits carried out direct 1

Install apparatus carried out direct 2

Summary of work for Monday

WORK PRACTICES• Electrical safe work practice eg. Risk assessment• OHS practice eg. PPE / safety equipment

SUPPLEMENTARY WORK• Dealing with customer inc. reporting

6

TUESDAY

Prior to beginning each job, the tradesperson and the apprentice did a job safety assessment and ensured that they could do the job correctly and that they had the correct PPE for the job.

Job 1 - Data cable run

The apprentice carried out the all the following jobs while under the direct supervision of a tradesperson: 1. The apprentice assisted the tradesperson to place a run of cat 6 cable on existing cable tray.

Job 2 - Fitted off in a shop – switchboard, refrigeration and accessories

The apprentice carried out the following:

1. The apprentice terminated wiring in the main switchboard and connected wiring to refrigerator compressor unit. (TPS sheathed flat cable)2. The apprentice fitted off down lights and socket outlets3. The apprentice tested electrical circuits and the refrigeration system. The tests that were carried out included polarity, insulation, continuity

and performance characteristics.



Install network comms cables carried out direct 2



My summary of work for Tuesday


7

WEDNESDAY

Prior to beginning each job, the tradesperson and the apprentice did a job safety assessment and ensured that they could do the job correctly andthat they had the correct PPE for the job.

Job 1 - Installed and wired a fan heater

The apprentice carried out the following while working under the direct supervision of a tradesperson:

1. The apprentice installed a heater and wiring. 4mm2 TPS flat cable used. The cable was protected by non-metallic conduit and cable clips where used for unenclosed support.

Job 2 - Installed a ticket system at a supermarket deli


1. The apprentice mounted and connected a digital display unit and control unit. Non-metallic conduit was used to support multi cored circular cable.

Job 3 - Rewired a domestic lighting circuit

The apprentice Carried out the following while working under the direct supervision of a tradesperson:

1. The apprentice was called in to fix a light circuit in an old cottage. I found the cable to be an open circuit. I re-wired the light circuit.






Diagnose / rectify faults app/circuits carried out direct 1

My summary of work for Wednesday


8

THURSDAY

The apprentice attended aaaRTO College of TAFE on day release.

Work Area Time

Off job training – attended TAFE. 8

My summary of work for Thursday

9

FRIDAY

Prior to beginning each job, the tradesperson and the apprentice did a job safety assessment and ensured that they could do the job correctly and that they had the correct PPE for the job.

Job 1 Repair, rewire and install industrial lighting


1. The apprentice was called out to a factory where The apprentice found all the high bay lights inoperative. The apprentice performed electrical tests and determined that the circuit was down to earth.

2. The apprentice found and replaced damaged armoured cable. When the circuit was re-energised The apprentice found that one light was still inoperative. The apprentice found a blown capacitor in one of the high bay lights.

3. While at the site The apprentice was asked to install an additional two new 1500 Watt floodlights. The apprentice installed a new circuit using armoured cable supported by metallic conduit. A new circuit breaker was installed into the main switchboard to supply the circuit.

My summary of work for Friday

Competency Element Supervision Time





Diagnose / rectify faults app/circuits carried out direct 1


10

A Summary of my whole week of work: The following table sumarises in diary form all the work conducted in the week:

WORK AREA ACTIVITY SUPERVISION TIME TOTAL HOURS

EQUIPMENT/TESTS/ MATERIALS

S M T W T F S

Install Support/Protection Carried Out Direct 2 2 2 6 non-metallic conduit, unenclosed support eg. clips and ties, metallic conduit

Install/Terminate LV Cables Carried Out Direct 2 2 2 1 7 thermoplastic sheathed circular, thermoplastic sheathed flat, armoured cables

Install Network Comms Cables Carried Out Direct 2 2 structured twisted pair

Install/Term extra LV Cables

Test Apparatus/Circuits Carried Out Direct 2 1 1 2 6 performance, polarity, insulation, continuity

Fault Find – Electrical Carried Out Direct 1 1 2 Circuits-wiring; eg. open short

Install Apparatus Carried Out Direct 2 3 2 2 9 heating, fixed accessories; eg. socket outlets, lighting/ enclosures

Maintain/Repair Apparatus

Explosion Protected Equipment

Refrigeration – Air Con

Assembly

Instrumentation

Leave

Off Job Training (College) 8 8

Work Practices Electrical safe work practice eg Risk assessment, OHS practice eg PPE/safety equipment

Supplementary Work Dealing with customers inc reporting

11

What do I do next?

Now that we have collated your apprentices’ work experiences for the week, the apprentice will need to log on to the e-LogBook system and record the information.

Your role will be to log on to the e-LogBook system and check the information your apprentice has recorded is correct, and verify the information accordingly. If you believe the information needs correcting you will need to reject the weekly summary. You can indicate in the notes field where you feel the information should be adjusted. The apprentice should then amend and resubmit the weekly summary.

In the next series of slides, we will go to the eProfiling site, logon to the eLogBookdatabase and verify the information from the weekly summary using the followingweb address:

http://www.eprofiling.com.au/

12

eProfiling site: The eProfiling home page contains up to date administrative details such as FAQs, forms and contact details. It also contains copies of tutorials for your information. To access the database click on the ‘eProfiling (e-LogBook)’ tab.

13

Click here

Logging On

The next step is to log on to the database. Enter your user name and password here.You will receive your user name and password by email from eProfiling or from your Training Institution (TAFE College or Industry Skills Centre).

14

Type in your user name here

Type in your password here

The e-LogBook Database:You are now logged into the e-LogBook database. Notice that the system welcomes you personally. From here you can look at the records of each individual apprentices that you have in your business.

15

Click here to view information on your apprentices

Accessing Apprentice Records:

In this screen we can see all apprentices registered to your business. To access information on an apprentice, click on the apprentice name.

16

Click on apprentices name to access their record

Information on the Apprentice:You are now able to see how your apprentice is progressing. This page provides general information for the chosen apprentice as well as links to further information across the top of the page.

17

General apprentice information

Links to further information

Further information for Apprentices:Apprenticeship History: provides the status of apprentices from the start of their apprenticeship.RTO History: provides the Training Organisations apprentices have been registered with from the start of their apprenticeship.Employer History: provides employer information for each apprentice from the start of their apprenticeship.Reports: provides access to the Progress Report & Card Summary Reports. Further information on reports is available in later slides.

18

Click on links for further information

Accessing the Weekly Summary of Work:

If you click on the ‘Cards’ Tab, it will take you into the weekly records for all of your Apprentices.

19

Click here to access the weekly summary of work activities for all your apprentices

Weekly Summaries:This page highlights the weekly summaries for all of your apprentices still awaiting approval – ‘Pending Approval’. The information highlights the apprentice, the week and the current status of the weekly summary. To view ALL summaries submitted regardless of their status, click on the ‘Click here to see all cards’ tab.

20

Weekly summary status – note some weeks will be pending approval and some will be approved

Click here to view all summaries submitted regardless of status

Selecting Weekly Summaries for Verification or Rejection:Summaries can be verified or rejected individually by ticking the box under ‘select’ then clicking on the ‘Approve/Reject Selected Cards’ tab. After checking data is correct on the summaries all pending summaries can be selected by clicking on the ‘Select All’ tab.

21

Click here to select all pending summaries

Click here for individual selection

Pending Approval:Weekly summaries should be checked prior to verification. When a week is selected a summary will appear. You can go to ‘Click here to approve/reject this card’ or go back to ‘cards’ to see the next weekly summary.

22

Week of Summary indicated at top of page

Click here to approve or reject the information

Total work hours for the week

Details of the work conducted for the chosen week is summarised at the bottom of the page

Further information added by apprentices such as job cards or diary entries will appear here

23

Click here for weekly summary reports

Card Summary Report:At this stage it is possible to print out a summary of the weeks needing approval. This print out can be given to field officers and workplace supervisors for manual sign off prior to online verification. This enables a number of supervisors to sign off on work carried out in the field by apprentices and provides a hard copy verification when supervisors cannot access the web based database. To utilise click on reports then on the ‘Card Summary Report’ link at the bottom of the page

Click here for Reports

24

Tradesperson to insert their details for manual approval of data. Multiple tradespeople can verify data for individual weeks

Utilising the Card Summary Report:The Card Summary Report is used for manual verification/rejection of weekly summaries. It is possible to print out summaries for a number of weeks. This can be done by selecting the week range at the top of the page which brings up a summary for the chosen weeks. This can then be printed and given to the workplace supervisors who are unable to access the online database for manual verification or rejection of the information. This information should then be kept as evidence to backup online verification by appointed staff members. To preview all outstanding weeks pending approval click on the oldest and newest dates on the list.

Select dates to view summaries of weekly data

Summaries of unverified weekly data for weeks selected

Verification of Weekly Summaries:Once weekly summary data has been reviewed, the summary can be approved or rejected. The status is chosen and the tradesperson enters their Surname and License Number. Please note at this point it is possible for two tradespersons to enter their details. There is a notes field for entering job numbers or other relevant information. Once all information is entered click the ‘Save’ button.

25

Use drop down menu to approve or reject

Verification Complete:To see the status of weekly summaries click on the ‘Cards’ tab at the top of the page, then the ‘click here to see all cards’ link. The status of summaries will appear on the right hand side of the screen. Apprentices will now see the same results when they log into the system. Rejected summaries will need to be amended by the apprentice and resubmitted to the employer for further verification. Once approved data will appear on the apprentices progress report.

26

Status of summariesClick here to see all weekly summaries

Weekly Summaries Approved:

Now that the weekly summaries are entered and approved, you have successfully performed your weekly eLogBook responsibilities.

Registered Training Organisation (TAFE College or Industry Skills Centre) will use the information obtained from the website reporting facility in assessing apprentice progress through their apprenticeship. The Training Institution will use this information to ensure that apprentices are being rotated effectively in their on the job tasks, and will advise you if they are doing too much of one or several tasks. This will help your apprentice get all the experience needed to fulfill the requirements of their apprenticeship.

You should be in continual contact with your apprentice and their Training Organisation to ensure they are progressing adequately through the requirements of their apprenticeship.

27

Reports:Reports are available for each apprentice to show their progress through their apprenticeship. Click on the ‘Reports’ tab in the individual apprentices profile then click on the ‘Progress Report’ link at the bottom of the page. Reports should be reviewed on a regular basis in order for employers to ascertain the progress of their apprentices.

28

Click on reports

Click on Progress Report

Reports Continued:The first part of the reports gives apprentice details and information regarding the weekly summaries included in the report. Reports do not include weekly summaries that are in draft, awaiting approval or rejected. Reports also indicate the weekly summaries which are outstanding. This could be because summaries have not been submitted by the apprentice or they have been submitted but not verified by the employer.

29

Weeks approved

Weeks not submitted/approved

Reports: Bar Graphs in the next section of the report highlights progression of the on-job experience the apprentice has achieved against the industry endorsed advisory targets.

30

Work Activities

Progress to be achieved over the apprenticeship

Progress to date

Reports: Bar Graph Breakdown: following the bar graphs there is a further break down into a series of pie & bar graphs which give a percentage breakdown of the Range Data associated with the Work Activities. To ensure your apprentices is progressing through his apprenticeship at an acceptable pace employers must ensure apprentices are getting experience in a rang of Work Activities, with the appropriate level of support and job participation.

31

SupportJob Participation Range Data

In Summary:• Your Apprentice(s) will be responsible for keeping a weekly record of their on the

job information as part of their apprenticeship.

• Your Apprentice(s) will register the information on the e-LogBook System.

• You will need to access the web-site regularly and approve or reject weekly summaries submitted by your Apprentice(s).

• You can view your apprentices’ progress reports to ascertain your apprentices progress. Contact the Registered Training Organisation (TAFE College or Industry Skills Centre) if you have any queries regarding your apprentices progress.

• RTOs will contact you regularly using the information recorded on the e-LogBook system and advise you on how your Apprentice(s) is/are progressing

For Further Information:If you require further assistance, contact your Training Institution for advice, or eProfiling directly on:

1300 477 808

[email protected]

32

Documents

Using the eLogBook System A Presentation for Electrotechnology EMPLOYERS © eProfiling 2009 1