Trainees losing access to MYTF , Steplab or Iris due to Deferral

Problem statement:

We have a number of scenarios right now that are causing Training Programme users to lose access at the wrong time, or retain access when they don’t need access.

Training Programme Applicant defers to the next cohort after Summer Institute PE has been created, and Training programme PE has been created.
1. Current Problem: Access is being removed when the end date is met on the Training Programme PE - i.e.. 01.09 - As they have no other future PEs.
2. Business process - If defer pre-SI - then update the existing PE to the new SI cohort and dates.
3. When doing a cohort deferral during SI need to make sure they create a new Summer Institute PE (MANUALLY - when the case for deferral is approved) at the same time for the future cohort. So that access is not removed. Remember to do this for all that have already deferred that you haven’t yet done this for when deferring from 2023 to 2024 (Hopefully you have already corrected this for 2022 deferring to 2023) need to remember to do this for 2023s deferring to 2024.
4. What developed on MYTF: Ensure that if there is still a Summer Institute PE that is Enrolled and dated into the future that access is retained. even though one or two other PEs Pulling in Cohort year, subject etc. from this PE, and ignoring the "Not Started" PEs. (1 Training Programme - will be showing as Not Started; and you may also have 2 summer institute PEs one will be not started, one will be dated in future.) (DEVELOPMENT)

Applicant defers to the next cohort after SI starts, and Training programme Enrolment has been created.

Current Problem: Access is being removed when the end date is met on the Training Programme PE - i.e.. 01.09 - As they have no other future PEs.
Resolution: Business process (NO DEVELOPMENT) - when doing a cohort deferral to make sure they create a new Summer Institute PE at the same time for the future cohort. So that access is not removed. Remember to do this for all that have already deferred that you haven’t yet done this for when deferring from 2023 to 2024 (Hopefully you have already corrected this for 2022 deferring to 2023)

Training Programme Applicant withdraws from the Programme after they were matched to a school, during Summer Institute.

The Training programme enrolment will get updated to Status = Not Started. End date = 01/09.
Current Problem: Access is retained until 01/09 and users continue receiving emails so complain.
Business Process: To update Summer Institute PE to the date they withdrew and match to withdrawn. The Training programme enrolment will get updated to Status = Not Started. End date = 01/09. Summer Institute PE will meet end date.
What is developed on MYTF: To ensure new checks are in place to look at PEs marked as "Not Started" - If the individual has a withdrawn SI PE, and a Training Programme PE that is "Not Started" then access can be removed immediately; and no other Enrolled PEs that are future dated.(DEVELOPMENT)

Training programme Applicant withdraws from the Programme after they were matched to a school, before Summer Institute.

The Training programme enrolment will get updated to Status = Not Started. End date = 01/09. Summer Institute PE will get updated to Status = Not Started End Date = same date as SI start date.
Current Problem: Access is retained until 01/09 and users continue receiving emails so complain.
What is developed on MYTF: with new checks to be built. If all PEs are marked as Not Started, and no future dated PEs that are “Status=Enrolled” then access can be removed (DEVELOPMENT)

Training Programme Applicant, is staying on Programme, but school has withdrawn.

Training Programme PE is updated to Status = Not Started End Date= 01/09. Summer Institute PE status will be Enrolled end date 31/08.
Current Problem: Access is retained until 01/09 and then if they haven’t been rematched to a school then they get access removed.
Resolution: Business Process (NO DEVELOPMENT) - if Trainees haven’t been matched to a school before 31st August, then manually create Training Programme Enrolments with blank school so that access can be retained.

The ones which says (DEVELOPMENT) have been developed on MYTF. Please go through the following ppt. to get an understanding on how and when trainees retain access or is removed from MYTF and Integrated systems in deferral scenarios DD-706 MyTF Training programme Pre-programme adjustments.pptx (sharepoint.com)