Licences Dashboard

Staff portal

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State

Licence Type

Specialist

Lic. Support

Fin. Year Month

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Total Applications

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Active (incl. Not Assigned)

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Submitted

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Avg Days to Submit

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Specialists Active

Applications by Month

Pipeline Stage Distribution (incl. Not Assigned)

By Licence Type

By State

Avg Days to Submit by Licence

Recent Applications

Name	Licence	Stage	Specialist	Created

Active Workload by Stage

Bar length is each person's active caseload — how evenly work is split. Segments show which stage that work sits at. Sorted by load.

Ageing of Active Work

Average and oldest days open per person. Long bars mean work is sitting, which a headcount alone will not show.

Per-person breakdown

Click a name to open the Data tab filtered to that person.

Based on Submitted Timestamp — Fin. Year & Month filters apply to the submitted date

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Total Submitted

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This Month

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Last Month

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Monthly Average

Submitted Applications by Month

Monthly Breakdown by Licence Type

Month-on-Month Change

Month	Submitted	vs Prior Month

Submitted by Specialist — Monthly

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Nobody In Charge

Live applications with no specialist, any stage

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Missing Admin %

Onboarding stage with no admin progress tracked

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Client Ahead of Admin

Client % exceeds admin % by 25+ points

Write access

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🔴 Nobody in charge — Active Applications

Every live application with no specialist, any stage. Oldest first. Submitted work is excluded — it needs no owner.

	Client Name	Licence Type	State	Stage	Specialist	Lic. Support	Admin %

🟡 Missing Admin % — Onboarding Stage

No review progress recorded against the record — indicates process not being followed

Client Name	Licence Type	State	Specialist	Client %	Admin %

🟣 Client Ahead of Admin — Progress Gap

Client completion is 25+ points ahead of admin tracking

Client Name	Licence Type	State	Specialist	Stage	Client %	Admin %	Gap

State

Failures only

— Total Applications

— Submitted

— Fail

— Pass

Outcomes by Licence Type

Overall Status Breakdown

Results by Licence Type

Licence Type	Total	Submitted	Fail	Pass

Submission Records

Status, Profile and Notes are editable — changes save back to SharePoint.

Fail Submitted Pass Other / no status

Failures only

Licence

	Name	Licence	State	National Licence Specialist	Exam Type	Exam Date	Last Contacted	Submission Status	Profile	Notes	Save

Status	Description
Submitted
Urgent	Must be submitted due to client-specific circumstances — project experience expiring, upcoming reference or project.
Exam Date Confirmed	Too late to request a change of exam date.
Request For Extension	Client has received notification of exam date, contacts BPC to request an extension — awaiting BPC response.
Extension Granted	Extension accepted; new date booked in.
Exam Date Unknown	Application submitted; waiting for client to contact BR and provide exam date. Date not yet confirmed.
Exam Completed Result Unknown	Client completed the exam; result not yet known.
Interview Booked In	Weak application; passed exam — BPC may request an interview.
Submitted — interstate (NT · ACT · TAS · NSW · QLD · SA · WA)
Track Post unconfirmed	Application posted to the regulator; in transit.
Client Check In unconfirmed	Routine follow-up with the client while the application sits with the regulator.
Acknowledgement of Receipt unconfirmed	Regulator has confirmed they received the application.
RFI Received unconfirmed	Regulator has asked for further information.
RFI Ongoing Resolution unconfirmed	Gathering or preparing the information the regulator asked for.
RFI Completed unconfirmed	Further information supplied; back with the regulator.
Fail
Client Request to Re-Submit	—
Fail – Request for Extension to Review	Client to submit a Request for Extension to Review the result.
Fail – Request for Review	Client notified of exam failure; option to request a review of exam results.
Fail – Review Request Submitted	Submitted to BPC; awaiting response.
Unsuccessful — interstate
Withdrawn unconfirmed	Application withdrawn before a decision — closed without a licence.
Declined unconfirmed	Regulator refused the application.
Pass
Pass	Client passed and obtained their licence.

Licences Dashboard — User Guide

How to load data, use filters, and interpret what you see

What this dashboard is for

The Licences Dashboard gives the RBN Licensing team a live view of every builder licence application in the pipeline. It answers three questions at a glance:

Where?

Where are applications sitting right now in the pipeline?

Pace?

Is the team keeping up with the volume coming in?

Quality?

Are there data issues that need attention?

Loading data

When you open the dashboard it will automatically connect to SharePoint and sign you in with your Microsoft account. Once loaded, the data reflects the current state of the Master Licence List workbook.

Sign-in popup blocked? Allow popups for this page in your browser settings, then click Refresh Data.

SharePoint unavailable? Click Manual Upload and load the Excel file from your computer. The dashboard works identically either way.

Filters

The filter bar runs across the top of every tab. All filters work together — applying one narrows results across all charts, tables, and KPI cards simultaneously.

State / Licence Type / Stage / Specialist / Lic. Support / Month

Multiselect — click the dropdown, tick one or more options, dashboard updates immediately. Selected values appear as blue pills. Click × on a pill to remove it.

Fin. Year

Single-select dropdown. Financial year runs July–June. FY2025 = July 2024 through June 2025. Picking a year greys out months outside that year in the Month filter.

Reset Filters clears all selections at once. The Stage filter is hidden on the Monthly Submitted tab — that tab always shows submitted applications only.

Dashboard tabs

Overview

Your daily starting point. KPI summary cards across the top, pipeline stage breakdown, and intake volume chart by month.

Monthly Submitted

Submitted application trends by month, using Submitted Timestamp. Toggle between view modes. Shows month-on-month change.

New Applications

Application intake volume using Created Date — how many new applications entered the pipeline each month regardless of stage.

Specialist Workload

Per-specialist application counts and progress. Shows active vs submitted and percentage averages per person.

Data Health

Active data quality alerts that need team attention. See section 6 below for details on each alert type.

Reading the KPI cards (Overview tab)

Total Applications — every record in the system, active and submitted, for the current filter selection.

Active (incl. Not Assigned) — everything that hasn't been submitted yet. Includes records with no specialist assigned.

Submitted — completed applications, shown as a count and a percentage of total.

Avg Days to Submit — average calendar days from Onboarding to Submitted for completed records only. Records still in progress are excluded so they don't drag the number down artificially.

Specialists Active — number of distinct specialists with at least one record in the filtered view.

Where a prior month snapshot exists, a small delta tag shows movement versus last month.

Data Health alerts

The Data Health tab surfaces three categories of issues. These are records the team should act on to keep the data accurate.

🔴 Nobody in charge
Every live application with no specialist on it, at any stage — including ones with no stage set yet, which are the most likely to have been forgotten. Submitted work is excluded, since finished applications need no owner. Tick the rows and assign straight from this tab; the count drops as you clear it.

🟡 Missing admin %
Onboarding-stage records where Admin_%Completed is blank. Since that column is calculated by SharePoint, a blank means the review fields it reads have not been filled in yet — the review has not started, rather than someone forgetting to type a number.

🟣 Client ahead of admin
The client's Feathery % Complete is significantly higher than the admin review %. This may mean the team hasn't caught up with documents the client has already submitted.

A note on percentages

The dashboard tracks two distinct percentage fields — do not confuse them:

Client %

% Complete (Feathery)

How much of the application form the client has filled out. This is the applicant's progress — the team does not control this number.

Admin %

Admin_%Completed

How much of the admin review is done — has the team reviewed the documents and locked them down? This is calculated by SharePoint from the review fields on the record; nobody types it in. To move it, complete the underlying review steps.

Blank percentage fields are excluded from averages — they are not treated as 0%. A coverage indicator shows how many records contributed to each average.

Assigning specialists and support

On the Data tab, tick one or more records, choose a specialist and a support person, then press Review & assign. A panel slides in listing every record that will change — untick any you want to leave alone, then Save. Changes are written straight back to the SharePoint list: the same field you would edit by hand in SharePoint, recorded against your name in the record's version history.

Who appears in the list

Staff already on records

The dropdowns list the specialists and support people who already appear on records in SharePoint, ordered by active caseload. The list is built from live data every time it loads, so it follows staff changes on its own — there is nothing to edit in the dashboard when someone joins, leaves, or swaps roles.

Paired support

Filled in automatically

Choosing a specialist fills in the support person they most often work with, learned from the records themselves rather than from a fixed list. You can always change it — an unusual pairing shows a warning, but it is never blocked.

A new starter will not appear until they are on at least one record. The dashboard learns a person's SharePoint identity from records they are already on — it cannot invent one, so someone who has never been set as a specialist or support person has no identity to write. If a name is missing, open any one record in SharePoint, set that person by hand, then reload the dashboard. They will be available from then on.

If every checkbox is greyed out, assignment is switched off — no licence list has been write-enabled yet. This is the default: the dashboard is read-only until write access is deliberately turned on for a list.

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Review assignment

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Site access