Overview
Craft's OJL Tracker offers powerful reporting features designed to streamline apprenticeship program management. By effectively utilizing these tools, Admins can ensure data accuracy, compliance, and actionable insights. In this article, we will discuss best practices for leveraging the OJL Tracker's reporting capabilities.
Best Practices
Filtering for Precision
Filters allow users to refine reports for specific needs. Here’s how to use them effectively:
- Leverage the available filters to sort data by key categories such as apprentice status, or evaluator activity. This ensures you focus on the most relevant information for your role.
- Stack filters to narrow down data sets effectively. For example:
- Identify apprentices who are behind schedule by combining filters for progress tracking and training hours completed.
- Create customized filters by leveraging tags.
- Organize filtered data by ascending or descending values, such as completion percentages or evaluation dates, to identify trends or outliers quickly.
Hour Tracking and Reporting Accuracy
Accurate hour tracking is vital for compliance and performance assessment:
- Ensure learners consistently log their hours. Depending on your program setup, this may occur through activity submissions or Time Tracking.
- Be aware that reports reflect hours logged through activities, and may not include Time Tracking entries directly.
- Use available reports and dashboards to identify discrepancies, such as missing or unreported hours.
- Regularly review time entries (via learner's program page when using Time Tracking) to ensure accuracy and completeness.
- Train apprentices, employers, and instructors on when and how to log hours to maintain consistent and reliable data across your program.
Using Analytics for Program Improvement
Analytics help drive program success:
- Use historical data to spot trends, such as common barriers apprentices face, and address these proactively.
- Use performance data to establish benchmarks for future cohorts.
- Share insights from reports during regular meetings with evaluators, instructors, and sponsors to align on goals and address any concerns.
Exporting Reports
The OJL Tracker's exporting feature enables you to share and analyze data outside the platform. To make the most of this capability:
- Use the export options (.csv or .xlsx) for flexibility in integrating data into other systems or performing advanced analysis.
- Schedule periodic exports to maintain offline records for compliance and auditing purposes.
- Customize exports using filters to include only the data necessary for your stakeholders, reducing clutter and improving clarity.
- Please note: when exporting reports, any filters you have applied will also be applied in the export. If you wish to download all of your data to filter within your own Excel program, we recommend toggling off all filters prior to exporting.
By following these best practices, Admins can maximize the potential of the OJL Tracker’s reporting capabilities, ensuring compliance, fostering collaboration, and driving program success.
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