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Athena MIS

EQA Management Tools.

To access the web based EQA application you must be subscribed to Athena ePortfolio, it's needed so that the uploaded and mapped evidence can be evaluated by your EQA.

Providing remote access to the EQA application from the unique url assigned to your organisation is much more convenient for your awarding organisations, saving you time and money too!

From within Athena MIS you create an EQA user account for each representative of your awarding organisations.


It's then a simple process to assign ONLY the required learners to the EQA for viewing and once the EQA process is complete access to the learners can be removed for data protection purposes.

No more tracking down evidence, zipping files, emailing back and forth! Another process streamlined!

Athena EQA Courses

Athena EQA Home

Athena EQA Courses



 

Welcome to Athena ePortfolio Download!

Athena ePortfolio is a software application for learners to upload evidence, monitor progression and communicate with assessors.

Before you can start using Athena ePortfolio you will need the following information from your training provider:

  • User name
  • Password
  • Licence key.


Download Athena ePortfolio by following the instructions below:

Step 1: Download and Install Athena ePortfolio from the appropriate link below.

 

Athena ePortfolio logo
Zip file icon

 

 

 

 

NOTE: If you have difficulty downloading the exe installer file it may be blocked by your virus protection software.
You can download it as a zip file by clicking the Setup ZIP file link above.
You will need to extract the file before installation.

 

Step 2: Launch Athena ePortfolio Setup file and follow the instructions.

Step 3: Input your Product Key and you are ready to use Athena ePortfolio.

 


Athena ePortfolio is designed to run on:


Microsoft Windows 10.
Microsoft Windows 8.
Microsoft Windows 7.

Download Athena ePortfolio user guide:

 


 

 

The video below shows a brief overview of Athena ePortfolio version 1.0 and is best viewed at full screen size.

 

 

 Existing Lead Provider

change

Switching Up?

If you've been a lead provider for a while but are thinking of moving away from the ESFA's Learner Entry tool (LET) you'll no doubt be thinking in terms of getting a return on your investment, afterall the LET is FREE, isn't it?

The LET may not have a licence fee and as you'll know comes with many constraints and known issues, so while using it have you had the time to think about just how cost effective it really is in terms of all the limitations it puts on your business?

Is your ILR error free and up to date? Do you recieve all the payments you expect? Do you know if the problems you have will trigger an ESFA funding audit?
 

If you've answered NO to any of the above then it's probably time to conside switching up to an MI system, especially when you consider all the additional benefits such as:

  • fewer errors on ILR leading to more payments
  • a major step forward in terms of Ofsted requirements
  • ability to grow existing provision and bid for more contracts
  • promoting business transparency, no one 'left in the dark'
  • providing accurate QAR data
  • ESFA funding rule compliance prevents contracts being revoked, funding clawback and potential business closure.
 
QAR Import and Reconcilliation

Making sure your ILR returns are accurate and timely is paramount as failing to resolve data issues by R14 can have drastic implications to your Qualification Achievement Rate (QAR). Your published QAR is the data that Ofsted use during inspections and the ESFA will withdraw furture contracts if your sucess rates fall below the minimum standards.

Feedback from our clients has shown that navigating the mine field of Qualification Achievement Rates causes great frustration and stress, with this in mind and in a bid to offer further support we have released phase 1 of our QAR Reporting Dashboard.

Yes, the QAR data is available in the View Your Education Data portal but the difficuly lies in reconcilling the information in the QAR against the data you're working with and submitting in your ILR.

Import your ESFA published QAR's into Athena MIS compare learners who are included, excluded or simply missing from the QAR data so you can fix any issues prior to the next submission.

The QAR dashboard also gives you indepth real-time data reporting on your achievement rates across many filters including; courses, learner type, ethnicity and hybrid end year along with centres and regions if you have these switched on in your system settings.

Exporting your data is simple, just click the Export to Excel button!

Athena MIS QAR Import Data

 

 

Athena MIS QAR Live Data

Planning for Inspection

Having real time data at your fingertips instills confidence when it comes to those stressfull Ofsted visits. Knowing how to pull reports to interrogate data on a regular basis will make for an easy task when notified for inspection:

"As soon as the provider has been notified of the inspection, staff should draw together the information in paragraph 61. These should be working documents and not prepared specifically for the inspection. Inspectors should keep the review of documentation to a minimum. Providers are not expected to prepare anything extra for inspectors."
Further education and skills inspection handbook Page 18

The following is a portion of the data requirements listed in the inspection handbook:

  • details of the courses/programmes being delivered and their mode of delivery

  • the geographical spread of training premises and learners, particularly work-based learners and apprentices, according to regions or sub-regions

  • the current number of learners in the following age groups: 14 to 16; 16 to 18; 19+

  • the current overall number of learners (excluding apprentices) at level 1 or below, level 2, level 3 and level 4/5, by subject area

  • the current number of intermediate, advanced and higher-level apprentices, according to age groups: 16 to 18, 19 to 24, and 25+, by subject area and by apprenticeship framework or standard

  • the current number of learners following employability programmes and those who have attended in the previous 12 months

  • details of learners who are on a study programme but who are not working towards a substantial qualification

  • the current number of learners following traineeships and those who have attended in the previous 12 months

  • the current number of learners on community learning programmes and those who have attended in the previous 12 months

  • the current number of learners with SEND and the number of learners for whom high-needs funding is received, and their particular needs.

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Statistics Reports

 

The beauty of using a management system to track your provision means you should be able to perform a quick and easy dive into the data you hold, within seconds, to pull reports on everything from age groups, ethnicity, health and learning difficulties, prior attainment to destination and progression! Do bear in mind though that you only get out what you put in!

Data can be filtered by:

  • learner type
  • funding year
  • region
  • lead provider
  • cohort.

Learner status filter:

  • All,
  • On Programme
  • Withdrawn
  • On Learning Break
  • Complete
  • No Show.

Athena MIS has built in statistics reports in the following areas:

  • General - Course & Candidate Age Relationship, Age, Ethnicity, Gender, Learning Difficulties, Disability, Prior Attainment Levels, Status Prior to Course, Literacy Outcomes, Numeracy Outcomes and ICT Outcomes.

  • Functional Skills - Functional Skills Results, Sessions Due, Attempt Count and Progress Result.

  • Destination & Progression- Destination by Outcome, Destination by Ethnicity, Destination by Age, Destination by Gender, Progression to Higher Course.

  • Finance - Payments Outstanding, Payments Received and Payments Dues This Month.

All data can be exported to a spread sheet by clicking the Export to Excel button!

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

 
EDIMS - Equality and Diversity Impact Measures

The October 2020 update of Athena MIS included phase one of the EDMIS Report Dashboard.

Monitoring EDIMs essentially requires a two-stage process: data collection and analysis. The first step is to gather information on the diversity of a providers learners, across all funding streams and regions which is pulled from learner profiles within Athena MIS.

The initial four reports are populated from this data and across funding years:

  • Age, Ethnicity & Gender
  • Age, Prior Attainment & Gender
  • Age, Disability, Ethnicity & Gender
  • Age, Employment Outcome, Ethnicity & Gender.

Learner status filter:

  • Learner type
  • Funding year
  • Completion status including:
    • On programme
    • On Learning Break
    • Complete
    • Withdrawn.

 

All data can be exported to a spread sheet by clicking the Export to Excel button!

Athena MIS EDIMS Dashboard

Athena MIS EDIMS Dashboard

Planning for Inspection

Having real time data at your fingertips instills confidence when it comes to those stressfull Ofsted visits. Knowing how to pull reports to interrogate data on a regular basis will make for an easy task when notified for inspection:

"As soon as the provider has been notified of the inspection, staff should draw together the information in paragraph 61. These should be working documents and not prepared specifically for the inspection. Inspectors should keep the review of documentation to a minimum. Providers are not expected to prepare anything extra for inspectors."
Further education and skills inspection handbook Page 18

The following is a portion of the data requirements listed in the inspection handbook:

  • details of the courses/programmes being delivered and their mode of delivery

  • the geographical spread of training premises and learners, particularly work-based learners and apprentices, according to regions or sub-regions

  • the current number of learners in the following age groups: 14 to 16; 16 to 18; 19+

  • the current overall number of learners (excluding apprentices) at level 1 or below, level 2, level 3 and level 4/5, by subject area

  • the current number of intermediate, advanced and higher-level apprentices, according to age groups: 16 to 18, 19 to 24, and 25+, by subject area and by apprenticeship framework or standard

  • the current number of learners following employability programmes and those who have attended in the previous 12 months

  • details of learners who are on a study programme but who are not working towards a substantial qualification

  • the current number of learners following traineeships and those who have attended in the previous 12 months

  • the current number of learners on community learning programmes and those who have attended in the previous 12 months

  • the current number of learners with SEND and the number of learners for whom high-needs funding is received, and their particular needs.

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

QAR Import and Reconcilliation

Making sure your ILR returns are accurate and timely is paramount as failing to resolve data issues by R14 can have drastic implications to your Qualification Achievement Rate (QAR). Your published QAR is the data that Ofsted use during inspections and the ESFA will withdraw furture contracts if your sucess rates fall below the minimum standards.

Feedback from our clients has shown that navigating the mine field of Qualification Achievement Rates causes great frustration and stress, with this in mind and in a bid to offer further support we have released phase 1 of our QAR Reporting Dashboard.

Yes, the QAR data is available in the View Your Education Data portal but the difficuly lies in reconcilling the information in the QAR against the data you're working with and submitting in your ILR.

Import your ESFA published QAR's into Athena MIS compare learners who are included, excluded or simply missing from the QAR data so you can fix any issues prior to the next submission.

The QAR dashboard also gives you indepth real-time data reporting on your achievement rates across many filters including; courses, learner type, ethnicity and hybrid end year along with centres and regions if you have these switched on in your system settings.

Exporting your data is simple, just click the Export to Excel button!

Athena MIS QAR Import Data

 

 

Athena MIS QAR Live Data

Statistics Reports

The beauty of using a management system to track your provision means you should be able to perform a quick and easy dive into the data you hold, within seconds, to pull reports on everything from age groups, ethnicity, health and learning difficulties, prior attainment to destination and progression! Do bear in mind though that you only get out what you put in!

Data can be filtered by:

  • learner type
  • funding year
  • region
  • lead provider
  • cohort.

Learner status filter:

  • All,
  • On Programme
  • Withdrawn
  • On Learning Break
  • Complete
  • No Show.

Athena MIS has built in statistics reports in the following areas:

  • General - Course & Candidate Age Relationship, Age, Ethnicity, Gender, Learning Difficulties, Disability, Prior Attainment Levels, Status Prior to Course, Literacy Outcomes, Numeracy Outcomes and ICT Outcomes.

  • Functional Skills - Functional Skills Results, Sessions Due, Attempt Count and Progress Result.

  • Destination & Progression- Destination by Outcome, Destination by Ethnicity, Destination by Age, Destination by Gender, Progression to Higher Course.

  • Finance - Payments Outstanding, Payments Received and Payments Dues This Month.

All data can be exported to a spread sheet by clicking the Export to Excel button!

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

Athena MIS QAR Dashboard

IQA Management Tools.

As you know, data management goes much further than ILR creation and ESFA compliance. There's the everyday learner progression to monitor, assess and to be scrutinised by your IQA's and awarding bodies.

You don't have to subscribe to our ePortfolio to access the IQA management tools because they're included in ALL Athena MIS licence types as standard!

So when it comes down to being able to risk assess assessors and create sample plans to fulfill quality assurance duties, Athena MIS has it in spades!

The IQA Dashboard is also available for progress maping, IQA reports and action tracking.

You can take it further by adding in the ePortfolio at any time to upload and map evidence to unit outcomes, for a one stop shop for learner progression tracking!



All ILR compliant MI systems provide standard core features which conform to the ESFA'S ILR specification documentation, meaning that an MI system can create the exact XML document format for you to submit your ILR returns to the ESFA, but outside of the this is where MI systems and providers vary greatly in terms of functionality, benefits and costs.

 Select from the tabs below for further information:

ILR document thumbnail

Individualised Learner Record (ILR) - Information about learner data that publicly funded colleges, training organisations, local authorities and employers (FE providers) must collect and return in any specific funding year. You should produce an XML file from your MI system and upload it to the ESFA via the Hub.

We know that most small training providers don't have a dedicated data management team or person, especially if delivering a direct contract for the first time, so understanding ILR compliance is a very steep learning curve.

To help with this we've built in as much validation as possible to support your admin staff because ILR compliance can be very tricky even if you've been doing it for years!

It doesn't matter in the scheme of things if you have multiple contracts or just one, but compliance does and if you don't get it right several things happen:

  • you don't get paid
  • may trigger funding audits
  • upset Ofsted

and that my friends can be catastrophic!

change
Switching Up?

If you've been a lead provider for a while but are thinking of moving away from the ESFA's Learner Entry tool (LET) you'll no doubt be thinking in terms of getting a return on your investment, afterall the LET is FREE, isn't it?

The LET may not have a licence fee and as you'll know comes with many constraints and known issues, so while using it have you had the time to think about just how cost effective it really is in terms of all the limitations it puts on your business?

Is your ILR error free and up to date? Do you recieve all the payments you expect? Do you know if the problems you have will trigger an ESFA funding audit?

If you've answered NO to any of the above then it's probably time to conside switching up to an MI system, especially when you consider all the additional benefits such as:

  • fewer errors on ILR leading to more payments
  • a major step forward in terms of Ofsted requirements
  • ability to grow existing provision and bid for more contracts
  • promoting business transparency, no one 'left in the dark'
  • providing accurate QAR data
  • ESFA funding rule compliance prevents contracts being revoked, funding clawback and potential business closure.

When changing from the LET to an MI system you'll realise it's an investment in your business and not just another way of creating ILR's!

compliance
Starting Out?

If you're new to delivering as a lead provider there's so much to learn about QAR's, contracts and funding rules but one of the most crucial obligations of having a direct contract with the Education and Skills Funding Agency (ESFA) is the collection, management and submission of Individualised Learner Record (ILR) data.

No matter if you deliver to 1 or 1,000 learners you must submit ILR's by the scheduled deadline, validate against the published funding rules and monitor your FRM reports to keep on track with the rules.

The Provider Support Manual and funding rules documentation covers all the regulations specific to each type of learner from Advanced Learner Loans to Apprenticeships.

Having a monthly ILR validation routine is really important to keep on top of all the rules and regulations and choosing the right MI system at the start can save a whole world of problems as you grow your provision.

It's not all about the software, choosing the right provider matters just as much as all the bells and whistles a system can offer, especially knowing you can get support if you need it with:

  • ILR's
  • funding rules
  • compliance
  • Submissions.

We support our clients whenever they need it, whatever the problem, even if it's just to clarify a point, check reports or help with their data it's as easy as picking up the phone!

We're always checking on ESFA, Ofsted and sector news and updates which we send send out via email and post in our blog, for example we've got several ILR specific posts in Cleverblogs which you may want to check out.

 

Check out the table below for a quick comparison between the Learner Entry Tool and Athena MIS.

We're planning a very exciting competition to coinside with the start of the new funding year!

Watch this space for the launch or sign up to be notified! 


 

 

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Don't worry, we can help!

 

So, you really REALLY want an MI system with all the bells and whistles but think it's financially out of reach? Well, it's time to think again! Get in touch for a chat, we don't bite!

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