The compliance apps in Access Evo are designed to monitor training and compliance across multiple sites. These apps pull data directly from Access LMS Evo, filter it, and highlight key issues using a Red, Amber, Green (RAG) rating system, making it easy to identify and address compliance risks.
Line managers, administrators, and super administrators can add these apps to an Access Evo dashboard. Once added, each app displays data for users within the relevant reporting scope.
š Note: Only users registered by an administrator, line manager, or via a registration rule appear in the compliance apps.
Compliance is tracked using mandatory training categories configured in Access LMS Evo. Three apps are available for dashboard use, as outlined in the table below.
Name | Description |
Compliance score - overall |
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Compliance scores for all courses by Site |
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Compliance scores for all courses by Staff |
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Prerequisites for using the compliance apps
To use the compliance apps, the following must be completed first:
š Note: Add each app multiple times if needed. For example, to set one up for each mandatory training category available to the organisation.
Configure the compliance apps
š Note: The initial configuration process is identical for all compliance apps.
Select which Mandatory Training category you want the app to monitor from the Data drop-down options.
Under RAG Settings, adjust the % to set the parameters for the RAG (Red, Amber Green) status for the app you're adding.
Use the three-dot menu to further filter the app. The filtering options available on this menu vary depending on the app you've opted to add.
Click Finish to save your settings.
The compliance app added shows the percentage compliance with appropriate RAG status. Use the three-dot menu at any time to adjust set filters for the compliance apps added.
Frequently asked questions
How do the compliance apps define what is and isn't compliant?
The compliance apps use the certificate expiry date on a module or course to determine whether a user is compliant or not. In other words, if they've not been awarded the certificate, or if the certificate has expired, then they aren't compliant.
If an awarded certificate doesn't have an expiry date, then the relevant entries show as No Expiry.
š Note: The compliance score is learner-based and binary. A learner is either fully compliant or they're not. For example, if one user has completed 100% of their mandatory training and another has completed 80%, the compliance score would be 50% (1 out of 2 fully compliant learners).
The scores are based on top-level courses that are tagged as mandatory. If you have a course that is not mandatory, and the child modules within it are mandatory, those modules will not impact the compliance score.
What factors are excluded from the compliance score calculations?
The following are excluded from compliance score calculations.
Grace period exclusion: Users currently within a grace period are excluded from the total eligible user pool entirely.
Absence reason exclusion: Users with an active absence reason are excluded from the total eligible user pool entirely.
Exemptions: Exempt users are counted as compliant.
Active users and content only: Only active users and active content are included in calculations. Inactive or archived users and content are excluded.
Self-registrations: Self-registered users are excluded from compliance calculations.
Cancelled records: Cancelled registration records are excluded.
Is there a difference between a user self-registering to training versus being registered to it by an administrator, line manager or registration rule?
Yes. The compliance apps are designed for training assigned by an administrator, line manager, or registration rule, not self-registered training.
A user (including administrators) who self-registers to training, which has been set up with a certificate, doesn't appear in the compliance apps.
A user who is registered by an administrator, line manager or via a registration rule, does appear in the compliance apps.
Cancelled records are also excluded from compliance calculations.
If a user's certificate expiry is approaching, when do they appear as amber instead of green?
By default, users appear as amber if the certificate expiry is within 4 months of expiring. This doesn't mean they aren't compliant, but that they will be within 4 months.
What does the grey icon on the compliance apps represent and where does the date come from?
If the grey icon is showing on an activity within the compliance apps, it represents that a grace period has been enabled to exempt the registered users from reporting until they've completed the training, or the due date has passed.
Why can a user only see themselves on the compliance report?
Once a user gains access to compliance reports, they can view employees according to their reporting scope.
Why are users missing from the compliance apps after filtering by organisation unit?
The compliance apps display data from the first level of the organisation unit structure as filter options. This means that if users are assigned to sub-units, they don't appear when filtering by organisational unit in the app.
We understand this may impact how you use the app, and we welcome your feedback. If you'd like to suggest improvements or request enhanced filtering capabilities, please submit your idea via our ideas portal.