Task unit maintenance

Terminology guide

Learning aim

Found in Profiler
The individual components that make up the learning programme of an apprentice. These are likely to include Functional Skills, an NVQ, a Certificate (under the Qualifications and Credit Framework), Reviews and Introduction.

In Learning Assistant the individual components are called “Courses” and in Profiler they can also be referred to as “Qualifications”.


Found in Learning Assistant
See "Learning Aim".

Learning programme

Found in Profiler
A term given to the collection of Learning Aims (see above) that a learner must complete to achieve success in their Apprenticeship. The Learning Programme is what learners are enrolled onto. In Profiler this is also referred to as a “Programme Template”.


Found in Totara
A course page in Totara, used to allow a learner to view training material and submit evidence for a Task within a qualification

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Once a task unit structure has been imported into Totara and the associated task pages have been built, there are strict rules as to what can and cannot be updated. This guide intends to clearly define these parameters and describe the recommended process for changes to be made.

Task unit structure

The task unit structure controls and organises the display of task units and tasks within a component. In Totara the structure and subsequent assignment to learners is handled using a mixture of competencies, learning plan templates and course categories.

The competency hierarchy is used to define the framework structure of task units and their associated tasks. This is created by XML import from LA.

Learning plan templates are used to define the name of the component. The configuration of each template is inherited from the default learning plan template. This configuration should never change and part of the XML import routine resets all templates to the default template configuration. The ordering of the learning plan templates controls the ordering of components that a learner would see so moving a template to the top of the list would result in that component being at the top of the ‘My Learning’ page for a learner.

Course categories inherit the same name as the learning plan templates and contain all of the associated tasks. The ordering of tasks within the category controls the order that will tasks appears for the learner and often requires re-ordering by task name after an XML import.


Additional task units and tasks can be created in LA as required.

Name changes to existing task units and tasks must be done via LA and the changes then imported into Totara by running the XML import.

Tasks can be re-ordered via the Totara category management screens – order by course title. This is generally needed after an import from LA.

Task page content

Task pages have uniform layout. The right-hand column displays a colour-coded status block providing information on how many activities are complete and how many remain before the task can be submitted for assessment. Task related messages are displayed under the status block alongside a button to allow the learner to easily contact the assessor.


Task names can only be updated via LA then run the XML import

Once a task page has been built, the content of the page (the words and images) can be modified within Totara, by navigating to the task page via the course categories menu and switching ‘editing on’. Updates could include correction of spelling and grammatical errors.

Any resources that are included within a task can be updated if they become out of date. They can also be removed if they do not count towards overall task completion.

Topic sections can be added and re-ordered as required.


Once a task has become live then no new activities or resources can be added to a task if they count towards overall task completion UNLESS there are no learners currently on programme.

Process for making changes

Due to the complex nature of PIVOT, any updates required to tasks should be handled internally. Clients should create a ticket requesting any changes; the request will then be assessed by the team and dealt with accordingly.