Using the eLogBook System
A Presentation for Electrotechnology
EMPLOYERS
© eProfiling 2009
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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
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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 apprentice
will 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 finished
the Electrotechnology apprenticeship and will receive a qualification
and Electrical Work Licence.
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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 information
against the second element of the apprenticeship – Develop a profile of relevant
work experiences. The e-LogBook database collects workplace records for your
apprentice 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 can
measure 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.
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How does my Apprentice record their on the job work activities?
To do this, your apprentice will need to summarise their weekly work. The following
Slides 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 information
onto the eProfiling e-LogBook database.
As the Employer of the Apprentice, you will be required to verify that the information
that 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 by
your apprentice.
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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.
Summary of work for Monday
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
WORK PRACTICES
•
Electrical safe work practice eg. Risk assessment
•
OHS practice eg. PPE / safety equipment
SUPPLEMENTARY WORK
•
Dealing with customer inc. reporting
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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.
2.
3.
The apprentice terminated wiring in the main switchboard and connected wiring to refrigerator compressor unit. (TPS sheathed flat cable)
The apprentice fitted off down lights and socket outlets
The apprentice tested electrical circuits and the refrigeration system. The tests that were carried out included polarity, insulation, continuity
and performance characteristics.
My summary of work for Tuesday
Work Area
Element
Supervision
Time
Install / terminate LV cables
carried out
direct
2
Install network comms cables
carried out
direct
2
Test apparatus / circuits
carried out
direct
1
Install apparatus
carried out
direct
3
WORK PRACTICES
•
Electrical safe work practice eg. Risk assessment
•
OHS practice eg. PPE / safety equipment
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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 and
that 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
The apprentice carried out the following while working under the direct supervision of a tradesperson:
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.
My summary of work for Wednesday
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
Diagnose / rectify faults app/circuits
carried out
direct
1
WORK PRACTICES
•
Electrical safe work practice eg. Risk assessment
•
OHS practice eg. PPE / safety equipment
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THURSDAY
The apprentice attended aaaRTO College of TAFE on day release.
My summary of work for Thursday
Work Area
Off job training –
attended TAFE.
Time
8
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
The apprentice carried out the following while working under the direct supervision of a tradesperson:
1.
2.
3.
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.
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.
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
Install support / protection
carried out
direct
2
Install / terminate LV cables
carried out
direct
1
Test apparatus / circuits
carried out
direct
2
Install apparatus
carried out
direct
2
Diagnose / rectify faults app/circuits
carried out
direct
1
WORK PRACTICES
•
Electrical safe work practice eg. Risk assessment
•
OHS practice eg. PPE / safety equipment
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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
S
M
Install Support/Protection
Carried Out
Direct
2
Install/Terminate LV Cables
Carried Out
Direct
2
Install Network Comms Cables
Carried Out
Direct
Test Apparatus/Circuits
Carried Out
Direct
Fault Find – Electrical
Carried Out
Direct
Install Apparatus
Carried Out
Direct
T
2
EQUIPMENT/TESTS/
MATERIALS
W T
F
2
2
6
non-metallic conduit, unenclosed
support eg. clips and ties, metallic
conduit
2
1
7
thermoplastic sheathed circular,
thermoplastic sheathed flat,
armoured cables
2
structured twisted pair
2
S
TOTAL
HOURS
Install/Term extra LV Cables
2
2
1
3
1
2
6
performance, polarity, insulation,
continuity
1
1
2
Circuits-wiring; eg. open short
2
2
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heating, fixed accessories; eg.
socket outlets, lighting/ enclosures
Maintain/Repair Apparatus
Explosion Protected Equipment
Refrigeration – Air Con
Assembly
Instrumentation
Leave
Off Job Training (College)
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8
Work Practices
Electrical safe work practice eg Risk assessment, OHS practice eg PPE/safety equipment
Supplementary Work
Dealing with customers inc reporting
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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 eLogBook
database and verify the information from the weekly summary using the following
web address:
http://www.eprofiling.com.au/
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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.
Click here
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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).
Type in your user
name here
Type in your
password here
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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.
Click here to view information
on your apprentices
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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.
Click on apprentices name
to access their record
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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.
Links to further information
General apprentice information
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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.
Click on links for further information
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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.
Click here to access the weekly
summary of work activities for
all your apprentices
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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.
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
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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.
Click here to select all pending summaries
Click here for individual selection
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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.
Week of Summary indicated
at top of page
Click here to approve or reject the information
Total work hours for the week
Further information added by apprentices such
as job cards or diary entries will appear here
Details of the work conducted for the chosen
week is summarised at the bottom of the page
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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
Click here for weekly summary reports
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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
Tradesperson to insert
their details for manual
approval of data. Multiple
tradespeople can verify
data for individual weeks
Summaries of
unverified
weekly data for
weeks selected
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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.
Use drop down menu to approve or reject
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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.
Click here to see all weekly summaries
Status of summaries
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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.
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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.
Click on reports
Click on Progress Report
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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.
Weeks approved
Weeks not submitted/approved
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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.
Progress to date
Work Activities
Progress to be achieved
over the apprenticeship
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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.
Job Participation
Support
Range Data
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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
enquiries@eprofiling.com.au
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