The EBS and WEST2 (Wales Essential Skills Toolkit) integration transfers learner information between the two systems. It reduces manual data entry and makes completed WEST2 initial assessment results available in EBS.
How the integration works
The integration uses a customer-specific app registration. EBS exchanges the client ID and client secret for a bearer token, which provides access only to the APIs dedicated to the EBS-WEST integration. The integration uses two scheduled EBS workflows as follows:
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Learner provisioning creates qualifying learners in WEST2 and updates them when relevant details change in EBS. Note that this workflow is shown in workflow manager as 1626: Sync EBS to WEST.
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Initial assessment results polling retrieves completed initial assessment results from WEST2 and records them against the relevant learner and course in EBS. Note that this workflow is shown in workflow manager as 1627: Sync WEST to EBS.
The workflows run daily by default at 00:00. You can change the schedules in workflow manager.
The image below shows how data is transferred between EBS and WEST2 using workflows and APIs.
Learner provisioning
A learner is not sent to WEST2 if they:
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Do not have an email address in EBS.
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Do not have a qualifying enrolment or application.
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Are recorded as a member of staff.
After creating a learner in WEST2, the integration links the EBS and WEST2 records. Subsequent runs can then update the existing WEST2 learner without creating a duplicate. Email addresses and usernames must be unique in WEST2. If either value is already registered, the integration cannot create the learner until the conflict is resolved.
Initial assessment results
The integration retrieves completed initial assessment results for learners provisioned to WEST2.
The relevant course must be assigned to the learner in EBS before the integration can record its result. Each completed course produces a separate result.
If a WEST2 administrator enters a result directly, EBS receives the overall result and course code, but not the detailed skill or category breakdown.
What this means for you
How the integration affects you depends on your role:
- MIS and administration staff
- You do not need to create qualifying learners separately in WEST2. Keep learner details, email addresses, enrolments and applications accurate in EBS.
- Make changes to learner details in EBS rather than in WEST2.
- Tutors and assessors
- You can review retrieved initial assessment results in EBS and continue to use WEST2 to support learner progress.
- Make sure that the relevant course is assigned to the learner in EBS so that the integration can record the result.
If processing fails
A failure affecting one learner does not stop other learners from being processed.
If learner provisioning fails, the integration retries the learner during the next scheduled run. Contact your system administrator or the support team if a record continues to fail.
For more information, see WEST integration troubleshooting.