Report Writer Manual
Contents
1. Password Unauthorised Access is Prohibited Copyright 2013 NCFE All rights reserved Last updated October 2013 LZ 2 ncfe The home page looks like this Logout Ays f Report Writer NCFE Report Writer EF You hawe 26 days remaining this period to submit your expenses to NCFE for processing g You hawe 250 brand new visit reports waiting to be completed want to 4 Select a visit form amp begin entering ES Complete my products because View uploaded visit reports data have finished all centre visits Ee You can view print and save previously Click here to enter data into your visit When all candidates have achieved a Full uploaded reports in this area reports Certificate you can close outthe report from any further attention 4 View allocations You can view a summary of your allocated User products in this area Options Copyright 2013 NCFE All rights reserved 3 Changing your Password Click on the third tab down on the home page user options This is where you can change your Report Writer password which we recommend you do soon after you receive your log in details Last updated October 2013 LZ I want to 4 Change my NCFE Report Writer password Change your password to something more memorable 4 View All Allocations On the first tab on the home page visit form options click on the option view all2. Last updated October 2013 LZ 11 ncfe Goto the select a visit form and begin entering data screen find the relevant centre qualification and click on it You ll then be able to enter the visit report by selecting begin visit report Visit Report rig fe n 501 2318 X L2 Dip in Health and Social Care 50112318X Visit Form NCFE Erling Lindsey Test 003092 Options Peat PANTE we Cancel or update the planned visit for this product K C Begin entering data into your visit report T Select candidates for moderation Reports m View and save PDF version of completed visit report prior to uploading Report has been checked and fully completed please complete all required sections first Section 1 Visit date does not appear valid Section 3 0ne or more required selections missing too Section 4 0ne or more required selections missing yates Section 5 One or more required selections missing Section 6 0ne or more required selections missing Section 7 One or more required selections missing Here is how the first page of the report looks QCF Only cima External Moderator Report WC f e Section 1 Centre Details g Qualification 501 2318 X 501 2318 X L2 Dip in Health and Social Care Centre 003092 NCFE Erling Lindsey Test Main Centre Address Test Citygate St James Boulevard NEWCASTLE UPON TYNE Tyne and Wear NE1 4JE Head of Centre Contacts Claire Appleby
3. The information typed into section 12 isn t saving Make sure you haven t typed any additional information into that section as incorrect data in certain fields might cause it to disappear Last updated October 2013 LZ 22
4. notification to the Centre Support Assistant and the centre s Programme Contact 9 Choosing Samples of Candidates At least 3 weeks before the agreed visit date you should send the standard External Moderator Visit letter by post or email to the Programme Contact This letter will confirm the visit date outline the schedule for the visit confirm the address of the site to be visited and list all of the candidates you d like to sample You can find the standard letter on the External Contractor website To view all of the registered candidates on the qualification at the centre go to the select a visit form and begin entering data screen Find the relevant centre qualification and click onto it This time you ll need to select view candidate list Last updated October 2013 LZ 8 Visit Report i 01 2318 X L2 Dip in Health and Social Care 501 23 18 X Visit Form NCFE Erling Lindsey Test 003092 Options Update Planned Visit Cancel or update the planned visit for this product Ri Begin Visit Report Begin entering data into your visit report m Select candidates for moderation Reports oe i iew and save PDF version of completed visit report prior to uploading Report has been checked and fully completed please complete all required sections first Section 1 Visit date does not appear valid Section 3 0ne or more required selections missing igor Section 4 0ne or more requi
5. 24 hours of arranging the visit See Section 7 Last updated October 2013 LZ ncfe 6 Finding allocated centres and qualifications On the home page select the visit form options tab and then click on select a visit form amp begin entering data Report Writer 9 Logout WC f e NCFE Report Writer aA You have 18 days remaining this period to submit your expenses to NCFE for processing q You have 232 brand new visit reports waiting to be completed J Select a visit form amp begin enterinQ A Complete my products because 1 View uploaded visit reports Reports lt i data EW have finished all centre visits You can view print and save previously Click here to enter data into your visit When all candidates have achieved a Full Uploaded reports in this area reports Certificate you can close out the report from any further attention d View allocations e a You can view a su mmary of your allocated User products in this area Options Anew screen will appear with two tabs These allow you to find the centre and qualification you wish to enter the planned visit date for Select a Visit Form Please use the form below to view and complete your centre visit repo New reports lists centres that have registered candidates but not yet received any visits Visited reports lists all the centres that have received either a first second or third visit that sessio
6. LZ Logout Visit Report nefe e 501 2318 X L2 Dip in Health and Social Care 501 2318 X Visit Form NCFE Erling Lindsey Test 003092 Options Update Planned Visit Cancel or update the planned visit for this product Begin entering data into your visit report Begin Visit Report Select candidates for moderation Reports View and save PDF version of completed visit report prior to uploading Report has been checked and fully completed please complete all required sections first Section 1 Visit date does not appear valid a Section 3 One or more required selections missing Section 4 One or more required selections missing Section 5 One or more required selections missing Section 6 One or more required selections missing Section 7 One or more required selections missing User Options The report has already been started you cannot change an active report to postal Click on the update planned visit button which takes you to the page below and enter the planned visit date and time lf there are any changes to the Programme Contact details or to let us Know if youre visiting a satellite centre please fill in the Any additional notes box Visit Report 501 2318 X L2 Dip in Health and Social Care 501 2318 X NCFE Erling Lindsey Test 003092 Please enter the planned visit date and time Date F bia 03 07 2013 Ca Time a a Reports 24 hour format HH mm 7 14 00 A Any a
7. jackjoyce ncfe org uk 0191 2398000 Qualification Contacts Claire Appleby jackjoyce ncfe org uk 0191 2398031 NCFE Contacts Centre Support Asst Claire Edna Appleby claireednaappleby ncfe org uk 0191 239 8031 Business Dev Manager Christine Paxton christinepaxton ncfe org uk 07787419534 Business Dev Officer Meredith Ashford meredithashford ncfe org uk 07894 614 665 External Verifier Kay Chantler kaychantler ncfe org uk 0191 239 8088 Visit 1 Visit Date 03 07 1913 T gt V2L Session 2012 2013 Visit Duration 3 Batches 804928802 1 804961863 2 Section 1 2 3141516171819 10 11 12 net Seve Continue through the form making sure you complete all sections Youll notice that the final grading column N A is only available for certain questions throughout sections 3 4 5 and 6 This is to make sure that the not applicable grade is only selected for questions which can t be graded eg physical resources liaising with satellite centres candidate attendance records etc Last updated October 2013 LZ 12 ncfe Once all of the details have been entered make sure you click save before closing out Alternatively you can save each page as you go along 11 Expenses In Section 12 of the form Expenses you ll need to enter any costs incurred on this visit Use the drop down menu button to confirm the type of expenses Please note enter your expenses before you up
8. NCFE You don t need to email or post us the claim or receipts If you wish to view print or save your claimed expenses or check the progress of your claims select the second tab Claimed visits Please note Your fee per visit will be calculated automatically and added to your claim once you ve clicked process this claim You don t need to add these on seperately Last updated October 2013 LZ 14 Select Visits to Claim For o Please use the form below to claim expenses for your visits Visit Form Options Claimed Visits 04 01 2011 0 FS0A4284 F 502 4254 Employability units entry 003092 a 500 50 70 9 WOFE LEVEL 2 EXTENDED CERTIFICATE IN 003092 T pri p FPos02 42e4 Fo02 4264 Employability units entry 003092 k vL 00 8215 2 NCFE LEVEL 1 AWARD IN SUSTAINABLE DEV 003092 ser E PE L Fy502 4284 F502 4284 Employability units entry 003092 H 295402011 Click on any of the visits to open print or save your claim forms You may wish to do this for your records When you open the pdf version of your claim form the final column marked status shows you the progress of your claim eg awaiting approval or paid and if so what date the expenses were paid on Qualification Number Name amp Session Expenses Expenses Fee Status Claimed Approved HIGHER DIPLOMA IN BEAUTY THERAPY C0740 2004 2005 session 89 00 Waiting for Approval 152 miles
9. claimed 0 40p mile 60 80 Breakfast 5 00 Hotel Bill 90 00 Last updated October 2013 LZ 15 ncfe 13 Uploading the report Please note Before uploading the report please check your report again to make sure you re happy with the content and to check that there are no spelling or grammatical errors You can use the spell check that s available for the narrative sections ak hates ner eweed nore nA pat phpiis Se aed ce Add detest bis ite f REFE Rirport Weiner Wisi Report Widows Internet External Moderator Report Extent Looe rate Once saved click the x in the top right corner to close out of the report The upload visit report button will now be available on the screen If the button is still unavailable check the actions in the pink box If you ve missed any sections in the report they ll be listed here Click on begin visit report and complete the missed sections Visit Report LEVEL 3 AWARD IN COUNSELLING SKILLS AND THEORY 500 6328 5 NCFE Erling Lindsey Test 003092 Cancel or update the planned visit for this product Visit Report Begin entering data into your visit report Select candidates for moderation Reports View and save PDF version of completed visit report prior to uploading Prt has been checked and fully completed User Options Click the upload visit report button The report wi
10. dditional notes User ae Options The visit date and time you ve entered above will be sent directly to the Programme Contacts and Centre Support Assistant Claire Edna Appleby as soon as you hitthe Save Visit Date button Cancel Visit Date Save Visit Date Last updated October 2013 LZ ncfe nele Visit Form Options User Options As soon as you click save visit date an automatic notification is sent to the Programme Contact at the centre confirming the visit date This information will then appear under the centre qualification eg Planned Visit Date 03 07 2013 Select a Visit Form Please use the form below to view and complete your centre visit reports New Reports ETT Session 2012 2013 v Product Code _ Product Name _Centre Name _ Visit Level 501 2318 X Doe 2 Dip in Health and Soc NCFE Erling Lindsey 1 003092 Planned Visit Date 03 07 2013 NCFE Erling Lindsey 1 003092 8 Changing the Planned Visit Date lf the planned visit date changes or has to be cancelled please update Report Writer straight away To do this go into the select a visit form and begin entering data screen and find the relevant centre qualification Click onto it and the next screen will appear Select the first button update planned visit and either change the date and click save or click the cancel visit date button Either of these will send an automatic
11. disappearing Make sure you re clicking the save button before closing the screen l ve uploaded the report but didn t enter the mileage Unfortunately you can t enter or change data retrospectively Please make sure for the future you re checking these details before you upload your report l ve uploaded the report and then found an error in the text Unfortunately you can t enter or change data retrospectively Please make sure for the future you re checking these details before you upload your report l ve completed a visit but the centre isn t showing and I ve checked the correct session under new and visited products This is probably because no candidates have been registered or you haven t been allocated to that centre and qualification Please contact the relevant Centre Support Assistant for the centre to check before making any visit arrangements can t log into Report Writer Last updated October 2013 LZ 21 ncfe Please check you are using the correct link CP number and password If you are and are still unable to log into Report Writer please contact the External Quality Assurance team on 0191 239 8092 have some batch numbers missing Try changing the session How do I change my password Go to the user options tab on the left hand side and select Change my NCFE Report Writer password can t find my second visit report to complete Check the visited products screen
12. ing the centre from the drop down box in the top right corner Please note You ll also be able to view any previous reports completed by another External Moderator if you ve been re allocated a centre from someone else Report Writer gives you access to the last 2 visit reports to allow you to complete Section 2 of the report previous action plan correctly Last updated October 2013 LZ 17 ncfe By double clicking on any of the reports you ll be presented with the options to save or print that particular report at the bottom of the screen This will allow you to save the reports and email them to the centre and your Chief Moderator Do you want to open or save 003092 NCFE_ _ErlingLindsey_Test_500_6635_3 V2 pdf 57 7 KB from reportwriteradmin ocfe org uk Open Save T Cancel 15 Reports You can access a number of templates using the reports tab on the left hand side of the screen NCFE visit report templates gives you access to blank moderation visit report forms You might want to use a blank report to make notes on if you can t get access to the internet at the centre Claim form templates there are various templates eg for overnight stays or training visits which you can download and complete NCFE Report Writer aA You have 12 days remaining this period to submit your expenses to MCFE for processing You have 233 brand new visit reports waiting to be completed Visit Form Opti
13. ll then be automatically uploaded to NCFE Last updated October 2013 LZ 16 ncfe 14 Viewing uploaded reports Click on the visit form options tab to return to the main screen Select the View uploaded visit reports option NCFE Report Writer EP You have 16 days remaining this period to submit your expenses to NCFE for processing G You have 232 brand new visit reports waiting to be completed I want to Ja Select a visit form amp begin entering 4 Complete my products because lt data have finished all centre visits Click here to enter data into your visit When all candidates have achieved a Full reports Cerificate you can close out the repart from any further attention 4 View allocations l You can view a summary of your allocated User products in this area Options 1 View uploaded visit reports Ev You can view print and save previously Uploaded reports in this area You ll see a list of all reports uploaded by you to NCFE If the page is blank try changing the session G View Uploaded Reports Visit Form Options You can view reports you have uploaded by selecting them from the list below Reports 50066353 500 6635 3 Employability Entry Lev ee S00 6635 3 500 6635 3 Employability Entry Lev User Options 500 799 7 9 NCFE LEVEL 1 AWARD IN EXERCISE STUDIES You can also view the reports from a particular centre by select
14. load the report Once the report has been uploaded you can t add or change anything The expenses page won t appear on the version of the report that can be sent to the centre External Moderator Report WC f QCF Only Piers Section 12 Expenses Please ensure all uploads are smaller than 2MB in size None Sy Sae ad UT F Section 11213141516171819110111112 Previous seve Once all of the details have been entered make sure you click save before closing out Last updated October 2013 LZ 13 ncfe 12 Claiming your expenses Claim your expenses for the visits you ve carried out throughout the month The cut off date for expenses to be paid in that month is the 13 of the month g Select Visits to Claim For Flease use the form below to claim expenses for your visits visit Form Options Unclaimed Yisits mg Reports Product Code Product Name Centre Name Wisit Level SOTAO 46 9 501 1046 9 Getting on at Work Entry NCFE Erling Lindsey Test 003092 1 Go to the reports tab and click the claim expenses button Another screen will appear showing all of the expenses that you ve entered in section 12 of your reports Click on process this claim A pop up screen will appear as a summary If everything is correct click the button at the bottom process this claim The screen will disappear The claim like the report will automatically be sent to
15. lready been certificated TIP You can also view and sample candidates from previous sessions by changing the first drop down box at the bottom of the screen Last updated October 2013 LZ 10 2009 2010 Al Batches Registered 7 a2010 2011 2011 2012 2012 2013 TIP To select candidates for sampling click on the tick boxes under the sample heading on the right hand side so a tick appears then click ok at the bottom of the screen External Moderator Report WC QCF Only noteorguk Select Candidates for Portfolio Moderation Flease click on the iate heading t rt into ascending ndi rder on appropriate ing to Sort into ascending descending order a EEEE Batch Session Forename Sumame Gender Status 804928802 2012 2013 HELEN CALTON F Registered 804961863 2012 2013 TEST CANDIDATE M Registered 3 Candidates in all batches 2 in view Recommended sample 3 candidates TIP If you want to print or email the sample click on generate candidate status report first and then click ok This will produce a PDF version of the list of candidates J 2012 2013 All Batches Registered 7 TIP If you re requesting photocopies of candidate portfolios for standardisation on your visit the centre will need to complete the Portfolio Release Agreement form Either attach the form to your email or include it with the letter if you re posting it 10 Filling out the Visit Report
16. n TIP You can sort the columns into alphabetical or numerical order by clicking on one of the fields at the top eg product number product name centre number etc This is really useful when you have a number of allocations Please note If the centre isn t showing check the correct session is selected in the drop down box and check under both new and visited reports If you still can t find the Last updated October 2013 LZ ncfe centre it s probably because they haven t registered any candidates Please contact the relevant Centre Support Assistant CSA to check 7 Entering a Visit Date Once you find the centre qualification you ll notice that underneath the product code and name it says Planned Visit Date Not Set This is because you haven t entered a date yet Select a Visit Form ms p Please use the form below to view and complete your centre visit reports Visit Form Options New Reports Visited Reports Reports K Session 2012 2013 v Product Code Product Name Centre Reports ELETA Planned Visit Date Not Set 600 3112 8 ODR 600 3112 8 ODR L3 NVQ Outdoor Program NCFE Erling Lindsey nys 003092 User i s z 501 1047 0 501 1047 0 Level 1 Getting on at Work NCFE Erling Lindsey Options 003092 Planned Visit Date Not Set Planned Visit Date Not Set Click onto the relevant centre and qualification This screen appears Last updated October 2013
17. ncfe Report Writer Manual Content Se ee ee Starting to use Report Writer Logging in to Report Writer Changing your password View all allocations Planning your visit Finding allocated centres qualifications Entering a visit date Changing planned visit date Choosing samples of candidates Filling out the visit report Expenses Claiming your expenses Uploading reports Viewing uploaded reports Reports Other features of Report Writer Troubleshooting Frequently Asked Questions Last updated October 2013 LZ ncfe 1 Starting to use Report Writer Report Writer is a secure online reporting system which allows you to complete your reports from external moderation visits electronically It s accessed like a webpage and the web address is hitp reportwriter ncfe org uk Your log in details will be emailed to you by the External Quality Assurance EQA team If you experience any problems when using the Report Writer website a member of EQA will be happy to help Please telephone them on 0191 239 8092 or via email eqa ncfe org uk Watch out for useful TIPs and Notes throughout the manual to help you navigate within software Logging in to Report Writer Enter your CP number which can be found on your contractual documents and password as issued by EQA and then click login The log in screen looks like this CP Number
18. ocations By selecting this you can view all of your allocations together on one screen If you click onto a centre qualification it will provide you with the centre s contact details which you ll need when you contact the centre to introduce yourself o Report Writer nefe View Allocated Centres You can wew allocaions by spectting he session To goe allocatons for a spraic cenie choose it From the drop doan Esi Click on an individual product abocation bo See moe details for hal allocation Bh Atocated Centres 2013 2014 Contre Please Select Product Hame Centre Hame Please Select ie mper rT cana a UEOUALS LID 000887 WEL 3 AWARD IN COUNSELLING SKILLS NCFE Erling T LEVEL 3 AWARD IN COUNSELLING SHILLS FE Erling Lindsey PA NCFE Evling Lindsey Test 003092 ceucneecceencecceeeecee MWGFE Test 039670 NCFE Erling Lindsey Test O00 SOOSOTOT L2 RADIO PRODUCTION GCF NGFE ErlingLindsey Test Spina LEVEL 4 NVO DIPL IN CUSTOMER SERVICE amp WCFE EflingLindsey Test 3 5 Planning your visit Once the Centre Support team has allocated you a centre the details will appear on Report Writer the following day Within 3 working days of receiving the allocation you ll need to get in touch with the Programme Contact to introduce yourself and to arrange a visit date that s convenient for you and the centre Once the date has been agreed you ll need to enter it into Report Writer within
19. ons want to na he Claim my NCFE visit fees and g NCFE Visit Report Templates Claim Form Templates Reports JEXPENsSes Print from a collection of Microsoft Word Templates for Training Visits and Claim for all visit fees and additional templates Overnight Stays expenses for this financial period User Options 16 Other features of Report Writer Last updated October 2013 LZ 18 ncfe In section 7 of the report you can apply the Internal Moderator IM initials Assessors initials and level to all candidates by clicking the arrow next to the box If they re all the same you don t need to enter them separately TI NCFE Report Writer Vist Report Windows Intemet Ex ee External Moderator Report QCF Only ii Section 7 Sampled Candidates Any Lvedence issues Assessor Resch seston Ssetus Candedste Name n 1 bvetiots Evidence Source Yes Levei 804978186 2093 2014 NA JAMES ABDUR RAZZAK T uw 604978249 2093 2014 NA JAMES ABDUR RAZZAK L hd HO407 8214 2013 2014 INA JAME S ABOUR RATTAK uL 804978278 2013 2014 Pe JAMES ABDUR RAZZAK L ad 904976882 20132014 INA PRASANT ADHIKARI L hd 904976849 2013 2014 NA PRASANT ADHIKARI L ad Inthe blue box at the top of the Report Writer page there are reminders to let you know the number of days you have left to claim your expenses and to show how many new allocations you have Your NCFE Report Writer was last used on EF Yo
20. red selections missing Options Section 5 One or more required selections missing Section 6 0ne or more required selections missing Section 7 One or more required selections missing A separate screen pops up showing registered candidates and their associated batches TIP Report Writer will automatically recommend a sample size based on the number of registered candidates TIP The screen will automatically default to only show you registered candidates Last updated October 2013 LZ ncfe External Moderator Report NCTE necfoworg uk QCF Only Select Candidates for Portfolio Moderation Please click on the appropriate heading to sort into ascending descending order E REEE cada tale Batch Session Forename Surname Gender Status Sample 804928802 2012 2013 HELEN CALTON F Registered 804961863 2043 230 4 3 TEST CANDIDATE Ml Registered E 3 Candidates in all batches 2 in view Recommended sample 3 candidates 2012 2013 All Batche Registered hi TIP You can change the third drop down box at the bottom of the screen which defaults to registered to show other statuses like withdrawn fully certificated etc 2012 2013 AJl Batches Registered id Generate Candaate Status Report or nnn F y Cetincae l LOUC PW and Sampe Ca Unt Summary St drop down box Withdrawn Registered TIP Remember to check the status to avoid asking for samples of work from candidates who ve a
21. u have 21 days remaining this period to submit your expenses to MCFE for processing 4 YOU have 6 brand new visit reports wating to be completed Last updated October 2013 LZ 19 ncfe 17 Troubleshooting FAQs This section provides you with the answers to the most common problems If you can t find what you re looking for please contact the External Quality Assurance team on 0191 239 8092 or email eqa ncfe org uk Postal Moderation Postal moderation can be requested by the centre by completing and submitting the request form available on the NCFE website The request will be reviewed and authorised by EQA You should indicate that the report is for postal moderation by ticking the box on the first page of the report before you click Begin Report You must have received authorisation from EQA for this and once clicked as postal this cannot be reversed Report Writer E toou nefe Visit Report i 2 LEVEL 1 ANIMATION 601 0268 8 VisitForm NCFE Erling Lindsey Test 003092 Options Cancel or update the planned visit for this product R Begin entering data into your visit report a Select candidates for moderation t Repe View and save PDF version of completed visit report prior to uploading Report has been checked and fully completed please complete all required sections first pa T With consent from NCFE you may change the report to a Postal Visit a wie Report Section 1 No visit date No visit d
22. uration Section 2 One or more required selections missing Section 3 One or more required selections missing Section 4 0ne or more required selections missing Section 5 One or more required selections missing Section 6 0ne or more required selections missing User Options E I confirm MCFE has granted me permission to change this report to Postal moderation Multiple sessions Report Last updated October 2013 LZ 20 ncfe If you re completing a moderation visit which covers multiple sessions for the same qualification you only need to fill in the current session report and use the sampling candidate section to indicate the different sessions can t see a certain centre Make sure you ve chosen the correct session under both new and visited products using the drop down box can t view any candidates Make sure you ve checked all of the different sessions batches and candidate statuses by changing the drop down boxes at the bottom of the screen How do de select candidates Tick again on the ticks in the boxes to remove them lm trying to upload my report but it says in the pink box that there is information missing from section 7 and don t know what s missing Check you ve entered the level status and sources of evidence for each candidate Every time enter the duration the system doesn t save it Just enter a number and not the word hours The information keeps
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