The DVTPD Tracking System is a comprehensive web application designed for tracking Technical and Vocational Education and Training (TVET) program progress across multiple cohorts.

Key Features:

• Program and Short Course Management with accreditation tracking
• Cohort tracking with start/end dates, location, and trainer assignment
• Date-based attendance register with status codes
• Unit progress logging with completion tracking
• Issues tracking and resolution management
• Visual analytics with charts and KPI metrics
• Year-based filtering for historical reporting
• CSV export functionality for reporting

1. Sign In

Click the Sign In button in the top-right corner and enter the access code provided by your administrator.

2. Navigation

Use the sidebar on the left to navigate between different sections:

• Overview Dashboard - View program summaries and analytics
• Cohort Details - View detailed cohort information
• Issues Tracker - Log and track cohort-related issues
• Trainer Dashboard - Manage attendance and progress
• Manage Data - Add or delete programs, cohorts, and units

3. Authentication Required

Most data modification actions require you to be signed in. View-only access is available without authentication.

KPI Cards

The dashboard displays key performance indicators including:

• Total Programs/Courses - Number of programs and short courses
• Active/Completed Cohorts - Cohort status breakdown
• Average Progress - Overall program completion rate
• Average Attendance - Overall attendance percentage
• Open Issues - Number of unresolved issues

Filtering

Use the dropdown filters to narrow results:

• Year Filter - View data for specific years
• Course Type Filter - Show Programs only or Short Courses only

Charts

Interactive charts display progress/attendance averages and cohort status distribution.

Export

Click Export Summary or Export Cohorts to download CSV reports.

View detailed information about each cohort including:

• Program name and type
• Location and trainer
• Start and end dates
• Current phase/stage
• Progress and attendance percentages
• Associated units and their completion status

Use the Cohort Filter dropdown to view specific cohorts.

Adding Issues

Click Add Issue to log a new issue:

• Select the related cohort
• Describe the issue
• Suggest a resolution action
• Set a deadline

Issue Status

• Open - Issue requires attention
• In Progress - Issue is being addressed
• Resolved - Issue has been resolved
• Closed - Issue closed without resolution

Resolved By Tracking

When you mark an issue as resolved, you'll be prompted to enter your name. This creates an audit trail showing:

• Who resolved the issue
• When it was resolved (date)

This helps maintain accountability and provides a clear record of issue resolution.

The Trainer Dashboard provides tools for managing daily cohort activities:

1. Select a Cohort

Choose a cohort from the dropdown to begin managing attendance and progress.

2. Attendance Register

Track daily attendance for all students (see Attendance Register section below).

3. Cohort Progress

Use the slider to update overall cohort progress percentage and click Update to save.

4. Unit Progress Log

Update individual unit completion rates and status for each cohort. Options include:

• Not Started - Unit training has not begun
• In Progress - Unit training is ongoing
• Completed - Unit has been completed

5. Student Assessments

Record and track competency-based assessments for each student:

• Click Record Assessment to add a new assessment
• Select student, unit, assessment type, and date
• Enter score percentage (optional) and competency status
• Add assessor name and feedback notes

Assessment types include: Written Test, Practical, Portfolio, Observation, Project, and Oral.

Competency Status Codes

Student Transcript

View a complete summary of a student's assessment results across all units. The transcript shows:

• Student and program information
• Completion progress bar
• Unit-by-unit competency status
• Number of assessment attempts per unit

The system supports role-based access control with four user roles:

Use the role selector in the top navigation bar to switch between roles.

Spreadsheet-Style Interface

The attendance register uses an intuitive spreadsheet layout:

• Rows - Each row represents a student
• Columns - Each column represents a date
• Cells - Click to cycle through status codes

Adding Dates (Columns)

Use the date picker in the header to add new attendance columns. Each date can only be added once.

Adding Students (Rows)

Type a student name in the input field at the bottom of the grid and press Enter to add a new student.

Status Codes

Click any cell to cycle through attendance statuses:

Attendance Calculation

Attendance percentage is calculated as: (Present + 0.75 * Late) / (Total - Excused) * 100. Excused absences are not counted against attendance.

Adding Data

• Add Program/Short Course - Create new programs with ID, name, accreditation status, level, and provider
• Add Cohort - Create cohorts linked to programs with location, trainer, and phase
• Add Unit - Create units linked to cohorts with code, title, and status

Unit Templates

Unit templates allow you to define a standard set of units for each program or short course. When you create a new cohort, these units are automatically added, eliminating repetitive data entry.

How to use:

1. In the Unit Templates section, select a program or short course from the dropdown
2. Enter the unit code (e.g., BSBWHS301), title, and display order
3. Click Add Template to save the template
4. Repeat for all units in the program's curriculum

Template Options:

• Display Order - Controls the sequence in which units appear (lower numbers appear first)
• Active/Inactive - Toggle templates on or off. Inactive templates are not copied to new cohorts

Unit Library

The Unit Library provides a comprehensive view of all units across all programs and short courses in the system. It shows both unit templates and actual cohort units in a single searchable table.

Features:

• Search - Find units by code or title using the search box
• Filter by Course Type - View only Program units or Short Course units
• Type Indicator - Shows whether a unit is a Template or a Cohort Unit
• Status - Displays Active/Inactive for templates or completion status for cohort units
• Unit Type - Shows Core (blue) or Elective (cyan) classification for each unit

Deleting Data

Warning: Delete operations are permanent and cascade to related data:

• Deleting a Program removes ALL its cohorts, units, students, attendance records, issues, and unit templates
• Deleting a Cohort removes ALL its units, students, attendance records, and issues

Always confirm before deleting. This action cannot be undone.

The AI Assistant is an intelligent chat feature designed to help you navigate and use the DVTPD Tracking System more effectively.

What Can the AI Assistant Help With?

• System Navigation - Learn how to use different features like dashboards, cohort management, and data entry
• Programs & Short Courses - Get information about available programs and courses in the system
• Feature Guidance - Understand how to track attendance, manage units, log issues, and record assessments
• System Updates - Learn about recent changes and new features

How to Use

1. Click AI Assistant in the sidebar navigation
2. Type your question in the message box at the bottom
3. Press Enter or click Send to submit your question
4. The AI will respond with helpful guidance

This section provides detailed information about recent system updates, changes, and any actions you may need to take.

What's New in v1.3.0

Previous Improvements

• Unit Code Normalization (v1.2.7): SQLAlchemy validators auto-normalize unit codes (trim whitespace, uppercase) to prevent duplicates
• Unit Template Sync (v1.2.6): Auto-sync new templates to existing cohorts with manual sync option
• Unit Count Display (v1.2.4): Unit Progress Log shows total unit count dynamically
• Unit Classification (v1.2.3): Core/Elective unit types with visual badges (blue/cyan)
• Performance Optimization: Cohort selection loads 3-4x faster with parallel data loading
• Enhanced Trainer Dashboard: Full-width attendance register with improved layout
• Unit Templates: Create reusable templates that auto-copy to new cohorts
• Unit Library: View all units across all programs with search and filter
• Resolved By Tracking: Issues show who resolved them and when

Action Required