THE INDIVIDUALISED LEARNER RECORD MONTHLY RETURN. November Rebecca Rhodes, Senior Associate, UVAC

Transcription

1 THE INDIVIDUALISED LEARNER RECORD MONTHLY RETURN Part 1 November 2017 Rebecca Rhodes, Senior Associate, UVAC r.rhodes@bolton.ac.uk

2 Data Fields ILR Data Fields Mandatory Data Learner Data Learning Data Other Key ILR Actions Agenda Circumstances that change the ILR The Apprenticeship Service Match Fields Errors Common Errors Types of report Data Return Timetables FIS, DSAT,

3 Apprenticeship ILR data basics ILR return is: oyour invoice to government and levy paying employers oyour declaration that apprentice and employer are eligible for funding. o..and that they remain eligible or funding oyou MUST submit your ILR compatible file on time oyou must ensure that the data held by the SFA is complete and fit for purpose by the return date omust include anyone who has attended one learning episode e.g. class) Double Lock between provider ILR data and employer data in the Apprenticeship Service means discrepancies result in delayed payment

4 Apprenticeship key data fields ULN Size of employer Age Learning Aim - Apply for a new Learning Aim code FAM codes (funding & monitoring) ACT 1 (levy) ACT2 (non levy ) Employment status record and a date employment status applies Price of Training Price of Assessment Employer Contribution Adjusted time/price for prior learning Change of circumstances /default.aspx Guidance for returning apprenticeships on the ILR from 1 May 2017

5 Appendix 3 - Technical Funding Guidance You need to met monthly census points Digital account updated on 22 nd monthly To note qualifying days for breaks in learning Record co-investment with trailblazer financial type code PMR (payment record ) Record <50 employers as a small employer in the employment status monitoring field home address data on HMRC updated quarterly so might cause levy value, but not eligibility, to change Record co-investment in the apprenticeship financial record, apprenticeship financial type PMR Changes in employers mid- way mean creating a residual price ticeship-technical-funding-guide You will receive monthly reports showing which apprentice need co-investment and how much to collect plus error reports where data does not match ILR matching with the apprenticeship service is triggered by apprenticeship contract type (ACT): ACT2 = non levy employer contract for services with SFA ACT1 = levy employer contract for services with the employer You must record change of circumstances on Apprenticeship Service and ILR to ensure payment e.g. price, employer, provider All apprenticeships after may 2017 should be recorded as Funding Model code 36 Don t change learning end date Review the Privacy notice and make learners aware

6 ILR Input Points & ILR Data Use Start Completion Monitor Allocations and Earnings Price (Costs) Ofsted Your Payments & Employer Incentive Payments End Point Assessment Learner & Employer Demographics Analysis Subcontracts Starting Learning Performance Reporting Funding Claims Change of Circumstances

7 Key ILR Data sources and submissions Batch Uploads -Funding data -Ofsted stats Apprenticeship ESFA Hub Service Learner Record Service 1- Registration 2- Approval 3- ILR Creation 4- Data merge Qualifications Registers data -learning Aim refs -Learning 5- Submission - Provider Aim titles - Awarding Org -Key qualifications and - Standards/frameworks -6- funding Verification data - Accounts & Payments Learning Aim Record Service Learner ULN Unique Learner Numbers PLR Personal Learner Record ILR Learner Record Service Apprenticeship Service The Hub

8 ILR Return /timetable

9 The Hub Portal (hub.fasst.org.uk)

10 ILR Processes make sure the apprentice for any data submitted has an approved employer commitment in the apprenticeship service include all learner, learning delivery and learner destination and progression records, for all learners for the year to date make sure all your documents relating to the enrolment of the learner and the record of learning activity are accurate and conform to the eligibility rules of the appropriate type of learning Set return dates for subcontractors to check any subcontractor data is correct; require them to run through FIS or allow time for you to do this compile one single file from all your ILR sources run FIS and PDSAT, checks that your validation reports and apprenticeship data match and correct the data causing errors Aim for one submission per returns window, unless the ILR data or data in the apprenticeship service has changed upload compressed files (archives or.zip files), making sure your data within these files is in a XML format and that the zip and XML files have the same file name and are not encrypted or password protected submit your ILR return 3 days before the deadline, allowing time to resolve any validation errors and warnings

11 ILR Processing that leads to errors XML validation (Schema) STAGE 1 - checks for the XML file format, data sequence and fields are true to type i.e. alpha fields are not full of numbers Errors here are on the violation report STAGE 2 - Fields are checked for all mandatory fields, field lengths correctly filled and patterns of data e.g. date order DDMMYYY are correct Errors here are also reported on the violation report - usually with briefer messages and starting with FD Validation Rules Checks for nonsense across fields or where data cannot be Business validation and checks multiple fields of information on funding eligibility Errors here are listed in the Validation Error reports (FIS and the HUB) Warnings are where data is unusual or allowed only in certain circumstances - check these to confirm they are correct Postcode must have both parts with a space between Funding Monitoring reports require your action

12 Using Reports Use the Rule Violation Summary to check the number of records uploaded matches your learner numbers in your original file If your uploaded file contains errors upload a second corrected file to overwrite it Use FIS to amalgamate multiple ILR files for a specific learner obviously all data needs to be the same first Your Provider Funding Report will not show any files that are not processed if so you will not be paid Continued data errors will be a compliance issue ESFA will pursue this with you. FIS doesn t include all the funding data - use the hub for earnings and payment reports - FIS is indicative FIS is an interim validation and does not check all fields you need to upload to the Hub for ULN, Employer Number and Postcode

13 The Funding Information Software (FIS) The download link Loading and setup Available procedures Validating an ILR file Rule violation reports Error and warning messages

14 PDSAT Provider data self assessment toolkit (PDSAT) and reports to help FE providers make accurate and complete ILR data returns Provider DSAT (PDSAT) outputs a series of reports to test integrity of ILR data. Assists providers in routine data cleansing and submitting accurate ILR data returns to funding agencies. You can import ILR or FIS Funding Information System (FIS), helps providers validate ILR data, calculate funding and derived variables, create a range of reports based on a set of ILR data Data Return option in the Hub enables ILR file upload

15 FIS download link

16 The loading and setup process

17 Available procedures

18 Validating a data file

19 Rule violation reports rejected records failing the validation text

20 Errors and warnings

21 Top 20 most common ILR Issues

22 Field Name Apprenticeship Service Data Data Type Size Format/Valid Entries Mandatory CohortRef String 20 Y ULN bigint Y FamilyName string 100 Y GivenNames string 100 Y DateOfBirth date 10 YYYY-MM-DD Y ProgType int 2 2,3,20,21,22,23,25 Y FworkCode int 3 Valid entry from LARS N PwayCode int 3 Valid entry from LARS N StdCode int 5 Valid entry from LARS N StartDate string 7 YYYY-MM Y EndDate string 7 YYYY-MM Y TotalPrice int 6 Amount in pounds to the nearest whole pound (excluding VAT) EPAOrgID string 7 EPAXXXX N ProviderRef string 20 N Y

23 ILR Data Structure Personal COMPONENT Learner Record Employment Programme PROGRAMME Apprenticeship Programme AIM ZPROG001 Apprenticeship Type Apprenticeship Standard Learning Aim LARS Code Apprenticeship Framework Pathway Qualification Aim English & Maths

24 Data Entry Tool - Import Bowes Emma

25 The ILR Data Tool Page/ entities on types of information : Learner personal information Support requirements Prior attainment Provider monitoring

26 About the learner learner information Rebecca Rebecca Rebecca

27 About the learner learner support

28 About the learner funding and monitoring

29 About the learner provider monitoring

30 About the Learner - HE Information

31 Learning delivery Learning information Funding monitoring Provider specific monitoring HE learning delivery Financial details End details

32 Learning delivery learning information

33 Learning delivery funding and monitoring

34 Learning delivery

35 Learning delivery HE learning delivery

36 Learning delivery financial details

37 Learning delivery end details

38 Employment status

39 The ILR data file Export and save File format

40 Export and save

41 The Correct XML File Format

42 ILR Caveats Whilst any system for ILR Data collection will include some validation to assist providers in quality assuring their data, additional validation and reporting is present on the ESFA Hub Each file you submit to the Hub overwrites all previously submitted records from your organisation. This means that you cannot split your data into separate files and transmit each file separately. i.e. You cannot send records for learners funded from different funding models or from different contractors in separate files as these will overwrite one another

43 QUESTIONS AND ANSWERS?

44 QUESTIONS AND ANSWERS?

45 Further Information ESFA Digital Blog - Follow ESFA Digital Service Set up web alerts from - GOV.UK Support Contact - servicedesk@sfa.bis.gov.uk Contact r.rhodes@bolton.ac.uk ESFA Provider Management Support Manual Ch4 & 6 ILR Learner Entry 2017 to 2018 User Guide