Athena Rail

Having an effective Data Management System has never been so important

Athena RAIL is an ILR compliant MI system

One of the most crucial obligations of an Education and Skills Funding Agency contract, for main and employer providers accepted to the RoATP, is the collection, management and submission of Individualised Learner Record (ILR) data.

The ILR specification documents set out the technical requirements of ILR returns, with the Provider Support Manual and funding rules documentation covering additional regulations specific to apprenticeships.

Athena MIS provides ILR compliance as specified in the ILR specification documents (2017-2018 V3) and through continual support via the ESFA's software writers group which meets regularly to discuss updates, changes and future developments with regard to all data management related issues.

All ILR compliant MI systems have to conform to the ESFA'S specifications, providing the same set of core features and requirements as a standard, so each MI system can create the exact document format for you to submit your ILR returns.

The decision as to which MI system best suites your company will depend entirely on your company's additional needs.

Athena MIS is packed with tools for internal tracking and progression of a learner journey as well as the all important ILR creation as standard and the basis of all future development will be determined by the ILR Specifications and contractual obligations the ESFA set for main and employer providers.

An introduction to Athena MIS & RAIL outlines all the current features and benefits Athena MIS & RAIL provides for the management of your learner, employer, contract and subcontractor data.

The monthly deadline for each ILR return is found in the submission schedule, so you will need to be prepared ahead of time and decide what management tools you will use to create that all important XML file.

We are dedicated to providing a personal service with as much or little support as you need.

1. You can simply licence Athena MIS and manage your data and ILR'S yourself.

2. You can opt to control all of the data input side and let us analyse and prepare your ILR'S.

3. We can take this a step further and perform the validation and submission of your ILR'S too!

4. We can even manage every stage of your data management requirements.

Whatever your required level of support Cleverclogs Multimedia has a solution to take the pressure off learning the multitude of rules for error free ILR submissions.

No matter how you decide to manage your data in the early stages you must take into account that your obligations don't stop with ILR submissions as you will be in scope for Ofsted inspections too.

Displayed below is a small sample of the power and versitility of Athena MIS. We have a fully functional demonstration site for you to access and our You Tube channel has many more 'How to..' videos to peruse.

Integrated ePortfolio

Our newly launched ePortfolio is a valuable addition to Athena MIS, available via phased releases with phase one is available now and phase 2 & 3 coming soon!

Our ePortfolio is fully intergrated within Athena MIS's learner profiles, linking evidence to units and reviews, providing seemless integration of data management and evidence!

As an Athena MIS /RAIL client you will have the option to add the ePortfolio to your Athena MIS subscription, to keep all of your data management and evidence storage in one place.

Check out our ePortfolio page for further details and 'How to..' videos.

Why not check out our In Development page for current and future projects including our GDPR project!


ILR Creation for Lead providers and Subcontractors

Athens MIS & RAIL creates ILR documents either by populating an excel workbook (for subcontractors) or creating the SFA required XML file (for lead providers).

Athena RAIL displays which fields are required for the ILR throughout the entire learner profile which updates the ILR Dashboard in realtime.

The new ILR Dashboard displays all learners and gives an overall view of the 'health' of each individuals' ILR.

We don't stop there! Errors and warnings are shown with a location in Athena and an explanation of what you need to do to fix it!

The ILR Dashboard displays your learners along with a list of the missing mandatory elements needed for a successful ILR return.

In fact our ILR Wizard won't allow invalid / incomplete learners into your ILR making for a painless and efficient way to create your monthly ILR returns to The Hub.

It's best practice export an individual ILR for validation in the Funding Information System (FIS) so you can track down any anomalies ahead of submission deadline.

The key as always to to make sure your learner data is kept up to date and a part of your daily administration routine.

 Athena MIS & RAIL - How to Create a Subcontractor ILR

 Athena MIS & RAIL - How to Create a Lead Provider ILR

Progression Reports

Every training provider be they lead or subcontractor needs to monitor learner progression and contact.

Athena MIS & RAIL has a dashboard specifically for learner and review / contact progression.

As each element is modified or completed the progression tracker automatically displays the percent of completed and elements in progress.

This report is perfect for sending to lead providers and for Ofsted inspections as it's easily exported to a spreadsheet.

Check out our In Development page for details of new additions to Athena MIS including the Athena Assessor Tablet.

Just think how much time can be saved as realtime updates can be made while visiting with a learner!

 Athena MIS & RAIL - How to Create Progression Reports


Ofsted Data & Statistics Reports

We believe that all the reports you need should be accessible by as little effort as possible!

The Statistics Reports can be filtered by learners status including;

• On Programme

• Withdrawn

• Complete.

Athena MIS now has some great additions including our Ofsted data Dashboard.

The data you input into Athena MIS is used in 'real time' to display the Ofsted inspection requirements, so all you have to do is filter by learner type and date!

Switch tabs to display the data for;

• Course Performance.

• Subject Area and Level.

• Learner Demographics.

You can even automatically create and download the reports to a spreadsheet by the click of a button!

Contract Tracker

Athena RAIL doesn't just manage your learner data, all your contracts are tracked too!

Athena RAIL, has various tools to help manage and track each learner and contract.

The contract tracker alerts the system when contracts are reaching capacity in each age group and provision type, to make sure you are on track with your contractual obligations

The Contract tracker includes performance indicators filtered by week, month, quarter and annually which will provide you with real time data to ensure you are on track with your delivery.


 Athena MIS & RAIL - How to Create a New Contract

Athena Rail

Athena RAIL has the following additional functionality;

Personal Track Safety Date

• Personal Track Safety Number

• Sponsor Details

• Medical Questionnaire

• Drug and Alcohol Test Date

• Drug and Alcohol Renewal Date

• Drug and Alcohol Test Results

• Additional Support Needs

User Accounts

Athena RAIL has different types of user accounts. You create and control them. Your staff have different roles and so does Athena.  You can even impress your primes by creating them a read only Contract Manager account.

• Data Input

• Super User

• Assessor

• Administrator


• Contract Manager

It doesn’t matter how many accounts you make it’s all included in the licence fee.

Learner / Contract Types

Unlike most other MI systems all learner / contract types are included in your licence fee, this means that as we don't charge for each additional contract type so you can manage all the ESFA contracts you have, as well as any subcontracted provision you may deliver, from as little as £450.00 +VAT per month!

Athena RAIL manages all of your learner provision including;

• Apprenticeships

• Adult Skills

• Traineeships

• Skills Support for The Workforce

• Work Place Learning / Advanced Learner Loan

• Skills Support for The Workforce

• Work Based Learning

• Skills Support for Redundancy

You have your own secure database just for you and your staff. It’s protected by SSL and is as strong as the encryption you have for your online banking. And all your staff can use it at the same time.


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