Important Information on Monitoring Financial Assurance!

At this time of year the ESFA have made their selection of training providers on which to perform a funding audit and their R12 ILR submission will be used for this purpose.

The ESFA make their funding audit selections based on how well the ILR’s have been created and how the data performs against PDSAT.

There are several documents available on the ESFA web site which cover how training providers are monitored for financial assurance during a specific year, eg; 2016 – 2017.

ESFA financial assurance: monitoring the funding rules.

"Lists the current areas that we are monitoring and working with the sector on during the course of the funding year. It gives the ESFA assurance that provision we buy meets our published funding rules."

• Dawn Ward CBE, Letter to the sector: February 2017
  
  
• Monitoring the Funding Rules -2016 - 2017
  
  
• Funding Monitoring Reports User Guide

What is PDSAT?

PDSAT is the Provider Data Self-Assessment Toolkit, software available from the ESFA for you to keep on top of the funding aspect of your data management.

"It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."
ESFA - ILR data: check that it meets standards and quality requirements

You should not only be validating your ILR in FIS but also run it through PDSAT to make sure you don’t have any funding errors which won't be picked up by the FIS.

The FIS checks the validation of your ILR in terms of correct XML formatting including; invalid post codes and NI's etc and the required data to be submitted in your ILR's.

The PDSAT checks for the financial implications such as duplicate learning aims, non funded postcodes and apprenticeship payments.

It's expected that you use PDSAT before every ILR submission as part of your validation routine and each error MUST be corrected before the next ILR return.

If you follow this process then you won't run the risk of nasty surprises should you be selected for an ESFA funding audit.

POINTS TO NOTE!

• Be aware, include it in your data management routine and you won’t get any nasty surprises!
  
  
• At the moment the PDSAT is only available for 2016 – 2017 ILR’s and as there are two returns left to submit for 2016 – 2017 funding year it's imperative to start now!
  
  
• Some of the issues returned by PDSAT are not provided by the FIS so you could be unaware that you have any funding issues until the ESFA come calling!
  
  
• Basically there is no excuse to be in the dark when it comes to issues raised by the ESFA’s funding audit as they use this exact software to check your ILR’s for discrepancies!

The Importance of R13 & R14!

The last two ILR submissions in the funding year are very important and are outlined in the letter from Dawn Ward CBE:

• "If you have data errors or a higher volume of queries at the end of the funding year following the closure of R14 ILR return, the SFA may:
  
  recover funding where there is confidence the claim has been made in error
  
  
• conduct assurance visits for specific issues before the end-of-year reconciliation statements are issued - even if that delays your reconciliation statements
  
  
• ensure these issues inform the process for selecting providers for audit in future funding years.
  
  You must correct records before the close of the R14 ILR data submission where you identify that the data or funding claim is incorrect. You can continue to use the existing provider data self-assessment toolkit to support you in correcting any identified data issues prior to your next submission."

Dawn Ward CBE, Letter to the sector: February 2017

There's Still Time to Validate!

OK, so if you haven't checked your ILR's in PDSAT you still have time!

Download the PDSAT application and documentation from the links below or visit the ESFA's PDSAT web page.

• PDSAT V17 Application
  
  
• User guide: reviewing PDSAT reports - version 17
  
  
• Provider data self-assessment toolkit (PDSAT) user guide: version 17
  
  
• Provider data self-assessment toolkit (PDSAT) FAQ: version 17
  
  

Download and install the PDSAT application, you will also be prompted during the installation process to install some prerequisite software if you don't already have it.

It is pretty straight forward to import your latest ILR and run the reports.

You have time before R14 is due on 19th October to rectify any funding anomalies or at the very least become aware of them!

TIP:

As there are potentially 75 reports to generate I would suggest you go to the Settings tab and select to
EXCLUDE reports with zero records.

In the Reports tab you can then select (check box to left of Report ID) to run all the reports
and only have those returned which have issues.

IMPORTANT ILR UPDATE!
 
We may have started the new funding year 2017 - 2018 but 2016 - 2017 ILR's are required to be submitted until 19th October 2017.

ILR Transition Period
 
I’ve made his post to help you prepare your ILR's during this year end / start transition period.

As you are aware we are transitioning from one funding year to the next and to be fair it isn't a simple process!

There are several very important aspects to factor in at this time of year which won't phase you if you are up to speed with the ILR Specification and Provider Support documentation.

However, if you aren't then I will explain what you need to know.

There is a crossover of ILR's during the transition from 2016-2017 funding year to the new, 2017-2018.

This process is followed each year with maybe only a few slight variations.

Main Rules
 
•    The data cut off for each funding year is always 31st July!
 
•    This means that the data you submit in R12, R13 & R14 MUST NOT include completion or achievements dates if these
      fall after 31st July.
 
•    These learners are classed as continuing, even if they complete in the first week of August, their ILR data must be submitted
      for the remainder of the new funding year.

The Return Schedules:

2016 – 2017 Schedule

2017 - 2018 Schedule

Basically for two months you have to submit two ILR's to cover the end of 2016 – 2017 and the start of 2017 - 2018.

The main requirements:

1.    Prepare two ILR's for submission.
 
2.    Be aware of the two different ILR submission dates.
 
3.    ILR XML structure changes.
 
4.    NO Completion data after 31st July 2017 in R13 & R14.
 
5.    Continuing learners across funding years.

What are ILR's R13 & R14 Used For?
 
Essentially you have until 19th October 2017 to make sure all of your 2016 - 2017 ILR data is correct and up to date.

You must return correct learner information including:

•    Withdrawn

•    Completions in year

•    On Learning Break

•    On Programme

•    Including those transferred to another programme or provider.

Failure to do so could cause funding claw backs, funding withdrawal and ultimately you run the risk of having your ESFA contracts cancelled due to the inability to manage your data correctly.

Using the ESFA’s Learner Input Tool

This transition period is a tricky prospect, especially if you are using the ESFA’s Learner input tools!

There is no getting around this so here’s the gist of what’s in store for you!

To continue submitting R13 & R14 2016 – 2017 ILR’s you will use the setup you have now;

•    2016 - 2017 ILR Learner Entry tool

•    ILR learner entry 2016 to 2017 user guide

•    FIS with 2016 – 2017 data set.

For submitting 2017 – 2018 ILR’s you will need to have:

•    2017 -2018 ILR Learner Entry Tool

•    ILR Learner Entry Tool 2017 – 2018 user guide

•   Update FIS with 2017 – 2018 data set

Each year the two funding years will almost certainly require a different XML schema so you have to make sure your ILR’s validate against the correct funding year data sets.

Again, you will need to make sure your R12, R13 & R14 MUST NOT include completion or achievement dates if these fall after 31st July.

But YOU MUST include these in your 2017 – 2018 ILR’s.

You will need to use both ILR Learner Entry tools and both data sets in FIS to validate the next 4 ILR submissions!

You will be able to import your 2016 – 2017 ILR into the 2017 – 2018 Learner Entry tool and modify the data there.

Then export in the new funding year format and validate in FIS against the 2017 – 2018 data set!

Important FIS Information!

You will need to make sure you update the ESFA'S Funding Information System (FIS) to include the new funding year data set.

1. Import 2016 - 2017 ILR

2. Run FIS validation

3. Check any errors against the 2016 - 2017 Validation Rules Spreadsheet.

You will also need to switch between data sets when validating your ILR's in different funding years

1. Change data set  to 2017 - 2018

2. Import 2017 - 2018 ILR

3. Run FIS validation

4. Check any errors against the 2017 - 2018 Validation Rules Spreadsheet.

Make sure you upload the ILR's to the Hub before the deadlines to avoid any problems.

Take The Easy Option and Let Athena MIS Manage it for You!

Athena Manages the Changes!
 
You don't have to think about:

•    the different XML schema
 
•    changing data formats
 
•    data cut off period
 
•    transferring continuing learners

Athena MIS manages all this for you!

ESFA update on the cancellation of the Non-Levy Procurement!

Last night (20th July) the ESFA updated their announcement regarding the cancellation of the Non-Levy Procurement (ITT-30190).

There isn't a new document as such just an updated version which provides a little more information.

I've listed the highlights below:

•    A new procurement will launch at the end of July and will close in September.
 
•    This will be a highly competitive exercise, which will attract interest from a wide range of training providers.
 
•    Providers will be expected to submit high-quality bids, which fully demonstrate their capabilities in accordance
      with the published criteria, in order to have the potential to be successful.
 
•    New contracts awarded as a result of this procurement will run from January 2018 to April 2019, when we aim to
      bring all employers onto the apprenticeship service.
 
•    This means all employers will be able to choose any provider from the register of apprenticeship training
      providers directly to deliver their apprenticeship training.
 
•    The new procurement will not affect training provision for existing learners.
 
•    While the new procurement exercise is open, the register of apprenticeship training providers will not re-open for
      new applications.

ESFA Update 20th July 2017.

New SASE Document
 
There has been a new document published this week to update the Specification of apprenticeship standards for England (SASE), which is for employers and training providers.

This document will be valuable for those providers who will continue to deliver apprenticeship frameworks.

Points include:

•    Qualifications Related to the Sector

•    Functional Skills/GCSE/Other Alternatives

•    Employee Rights and Responsibilities (ERR)

•    Personal Learning and Thinking Skills (PLTS)

•    On-the-Job Training and Off-the-Job Training Guided Learning Hours (GLH)

•    Exceptions to the English and Maths Regular Minimum Requirements for People with Special Educational Needs, Learning Difficulties or Disabilities.

Non - Levy Procurement Cancelled!

The ESFA have announced today that they are cancelling the current procurement exercise, which has been on hold since April due to being significantly over subscribed.

The full announcement explains why and that they will launch a new procurement at the end of July!

"The ESFA has also confirmed that the register of apprenticeship training providers will not re-open for new applications, while the new procurement exercise is open."

The Skills Minister was reported in FE Week this morning as saying:

"Speaking of the paused tendering round, Ms Milton said it would be scrapped, and rerun in July.

Contracts and allocations for non-levy funding would run from January 2018 to April 2019 and the Register of Apprenticeship Training Providers will not be open to new providers."

There is no further information as to how long the procurement will be open for, so it's still a waiting game for those of you who need to apply to the Register of Apprenticeship Training Providers (RoATP).

The latest release shows that there are now 60 companies listed on the Register of Apprenticeship Assessment Organisations.

This is also good news from an ILR point of view as the new requirements as of May 1st include the value of the end point assessment to be returned with each ILR submission.

The Register of Apprenticeship Assessment Organisations (RoAAO) will open each month for applications and there will be an updated list of Standards for application on the How to apply page on the .Gov website.

The complete list of RoAAO:

Applying to the RoAAO

If you are considering applying to become an apprentice assessment organisation, you will need submit your expression of interest on the BravoSolution portal, the current deadline is May 31st.

The Register of apprentice assessment organisations: how to apply web page has the following guidance documents:

•    Introduction to the register and criteria for applying.

•    Register of apprentice assessment organisations: pre-application guidance.

•    List of apprenticeship standards for application (May 2017).

There is also valuable information on the Future Apprenticeships website along with an interesting workshop which could be beneficial for those wanting to become an apprentice assessment organisation.

A nail biting time has been had by all eagerly awaiting the second release of the Register of Apprenticeship Training Providers.

A great big congratulations for those who've made it!

The Register of Apprenticeship Training Providers is now made up of:

•    220 Employer Providers
•    1678 Main Providers
•    317 Supporting Providers

A total of 2216 successful applicants.

The article in FE Week is an interesting read and covers the current situation with some good news for 'major player' who are successful this time around.

Like most of you I'm pretty confused over how the ESFA have made some of their acceptance decisions and there most certainly should be an appeals process!

I've managed to catch Nick Linford's Q&A webinars over the past few weeks and from some of the questions asked it seems there is still so much uncertainty around the sector with regard to ESFA's funding rules and regulations, ever the optimist I'm sure all will become clear when the general election is out of the way.

What Does it Mean to be Accepted on the RoATP?

Essentially it means you are one of a specialist group training providers who can deliver apprenticeship training either in a main, supporting or employer provider role.

Simply put, if you're not accepted on RoATP then you can't deliver apprenticeship training to anyone!

FE Week's article covers the shocking impact training providers face due to the ESFA pausing contract allocations to non levy paying employers until January 2018.

In light of the ESFA's decision, previous lead providers and successful applicants as a main provider on RoATP, will have had their previous contract extended and can also of course deliver to levy paying employers.

If you have been accepted on RoATP as a main provider, but had previously been a subcontractor, then it means that you can ONLY deliver new start apprenticeship training to levy paying employers unless your previous lead providers can offer you a further contract.

Unfortunately it seems many don't have this luxury and most previous subcontractors face tough times ahead.

Points to Note:

•    Only those accepted on the RoATP can deliver apprenticeship training.

•    Levy tax can only be used for apprenticeship training.

•    Employ a new apprentice or up skill existing staff.

•    Apprenticeship duration – minimum 1 year.

•    20% ‘off the job’ training.

•    ESFA approved Framework or standard (only if approved for delivery).

•    Ofqual regulated qualifications only.

•    Must be registered with Ofqual regulated awarding organisation.

•    In scope for Ofsted inspections.

•    Main provider on RoATP – can only deliver to levy paying employers
     unless has a direct contract with ESFA.

•    Monthly ILR submissions to ESFA & data management.

•    Must adhere to all ESFA funding rules.

•    Matrix Standard.

•    Must include functional skills maths & English (unless exempt).

•    Safeguarding & prevent duty policies and procedures in place.

New to Funded Training?

At the moment those who have never delivered any government funded provision can ONLY deliver apprenticeship training to levy paying employers.

If you are new to government funded provision you will find that there is a vast amount of information to wade through, plus ESFA rules and regulations to adhere to, before you can start delivering apprenticeship training.

The apprenticeship reform is taking it's toll on training providers who are well versed in ESFA contracts and delivery so those new to the system could very well be swamped!

ILR & Data Management

The new ILR specification rules from May 1st are really quite daunting and it has taken us a great deal of time to factor these changes into Athena MIS.

The ESFA are allowing a period of 3 months to get to grips with ILR submissions so it's really important to get up to speed with all the rules and regulations.

The first document below is of vital importance and explains these requirements in detail.

•    Guidance for returning apprenticeships on the ILR from 1 May 2017: version 2

•    ILR specification 2016 to 2017: version 3 (30 September 2016)

•    Provider support manual - guide to making ILR data returns during the 2016 to 2017 funding year: version 3

Funding Rules

There is a new Technical Funding Rules document which covers apprenticeship starts as of May 1st 2017:

•    Apprenticeship technical funding guide for starts from May 2017

This runs in conjunction with the following funding rules documentation:

•    Apprenticeship funding in England from May 2017

This will of course be updated as of August 1st when the 2017-2018 funding rules will take over!

"The rules that will apply to all apprenticeship provision funded by the SFA following the introduction of the apprenticeship levy."

•    ILR specification 2017 to 2018: version 1

•    Apprenticeship funding: rules for employer-providers

•    Apprenticeship funding and performance-management rules for training providers

•    Apprenticeship funding and performance management rules 2017 to 2018: summary of changes.

Cleverblogs

I'm in the process of creating a 5 part blog looking at the Impact of Apprenticeship Levy on Commercial Training Providers, covering everything from;

•    applying to the RoATP
•    Ofqual regulated qualifications
•    ILR and Data management
•    Ofsted requirements
•    ESFA funding rules and regulations.

Part one is now posted in Cleverblogs on our website.

Ofsted Inspection Requirements

If you've been accepted on RoATP as a main or employer provider then you will be in scope for direct Ofsted inspections.

“New providers will normally have a first full inspection within 3 years of being funded. They may also receive monitoring or support and challenge visits.”
Ofsted

Who is Ofsted?

“Ofsted is the Office for Standards in Education, Children’s Services and Skills. We inspect and regulate services that care for children and young people, and services providing education and skills for learners of all ages.”

“Our goal is to achieve excellence in education and skills for learners of all ages, and in the care of children and young people.”

“We report directly to Parliament and we are independent and impartial.”
About ofsted

What does this mean for Commercial training providers?

Well to be honest, lots of hoops to jump though!

To be fair though it’s an absolute necessity to ensure all apprenticeship training is a quality provision but it does mean you will be scrutinised and must follow the rules.

Notification of inspection

53. Notification for all types of further education and skills inspections will normally take place up to two working days before the inspection unless the inspection is unannounced. Ofsted reserves the right to carry out unannounced inspections or monitoring visits.

54. Ofsted will notify the provider in the morning of the notification day and will email the notification letter. The lead inspector will then contact the provider as soon as possible and by the following morning at the latest. The lead inspector should make sure that:

•    good communications and effective working relationships are established
•    the arrangements for the inspection are established.

P14 of Further education and skills inspection handbook for use from 20 April 2017.

It’s simple, you can’t ignore it, or if you do, there will be dramatic consequences as Ofsted play a major role in your ability to continue to deliver apprenticeship training.

It's really advisable to familiarise yourself with the documentation so you know what's in store, as there's simply so much at stake.

How Will You Be Inspected?

Ofsted inspectors use a 4-point grading scale to make judgements during inspections:

•    grade 1: outstanding
•    grade 2: good
•    grade 3: requires improvement
•    grade 4: inadequate.

Any organisation who receives a grade 4 for apprenticeship delivery will be removed from RoATP and no longer be allowed to contract with the ESFA or deliver to levy paying employers.

Ofsted inspections are carried out using the Common inspection framework: education, skills and early years document and you will find that Page 11 explains how you will be inspected:

Overall effectiveness 

23. Inspectors will use all the available evidence to evaluate what it is like to be a child, learner or other user in the provision.

In making the judgements about a provider’s overall effectiveness, inspectors will consider whether the standard of education, training or care is good or outstanding. If it is not at least good, inspectors will consider whether it requires improvement or is inadequate.

24. Inspectors will also make graded judgements on the following areas using the four-point scale:

•    effectiveness of leadership and management
•    quality of teaching, learning and assessment
•    personal development, behaviour and welfare
•    outcomes for children and learners.

I have selected another section to highlight, this time from page 19 of Further education and skills inspection handbook for use from 20 April 2017 which covers the length of time needed for each type of inspection:

Days allocated to inspection and inspection team members

70. A full inspection will normally last between two and five days on site, although the number of inspectors involved will vary according to the size and complexity of the provider. Some inspectors may only be required for part of the inspection.

71. Short inspections (see paragraphs 114 to 147) will normally last no longer than two days on site, although the number of inspectors involved will vary according to the size and complexity of the provider. Some inspectors may only be required for part of the inspection.

72. Monitoring visits will usually last between one and two days, depending on the scope of the visit and size of the provider.

73. The inspection team will consist of inspectors who will focus on the four key judgements of the CIF and/or the type(s) of provision selected for inspection.

74. How the team is deployed to gather evidence will depend on the number of learners and sites, the type(s) of provision and range of learning programmes.

How Ofsted inspects further education teaching and training has further information and guidance for you to check out as well as their blog post on the apprenticeship levy implications.

Data Management & ILR Compliance

Before I start I want to point out that this is very much my bag so I won’t make any apologies for using examples from our super brilliant data management software, Athena MIS, throughout this post. 
 

What's an Individualised Learner Record (ILR)?

A major implication of being accepted on the Register of Apprenticeship Training Providers (RoATP) and being able to deliver apprenticeship training, is the necessity to manage your learner data and submit monthly Individualised Learner Record (ILR) returns to the Education and Skills Funding Agency (ESFA).

An ILR is a record of your learner data and is required to be created following a specific schema and output as an XML file.

"The Individualised Learner Record (ILR) is used by the Skills Funding Agency (SFA) to collect data about learners and the learning undertaken by them from learning providers in the Further Education (FE) and Skills sector."

There are many documents available on the ESFA's website for each funding year but documents are still being published for 2017 - 2018 which starts on 1st August.

Here is an excerpt from page 9 of the ILRProviderSupportManual_2016_17_v2_Sept2016, which better explains;

The requirement for data

13. The data collected in the ILR is used to ensure that public money distributed through the SFA and the EFA is being spent in line with government targets for quality and value for money, for planning, and to make the case for the sector in seeking further funding. Specifically, the data is used to:

•    monitor individual provider's delivery against allocation or contract
•    inform local decisions about plans and provision
•    monitor progress to targets
•    to give the SFA assurance that the funding rules are being followed
•    inform national planning, including policy development and modelling
•    calculate actual funding earned
•    monitor quality of provision and evaluate the effectiveness of providers across the learning and skills sector
•    make the case to government for levels of funding appropriate to the sector
•    demonstrate the outcomes of distribution of government funds.

14. The data will be analysed in relation to:

•    demographic trends
•    participation rates
•    local labour market requirements
•    strategic planning targets.

15. These analyses will enable the funding bodies to:

•    influence curriculum and capital investment within providers for the benefit of the local economy
•    engage with providers in medium and long term strategic planning.

This is an ESFA contractual obligation and is absolutley necessary if you want to continue being able to deliver any ESFA funded provision.

Are All Apprenticeships ESFA funded?

You may ask why it's ESFA funded when your clients are Levy paying employers and pay for apprenticeship training out of their levy tax?

This is because the government will pay a 10% top up to an employers levy funds on a monthly basis and should an employers' levy pot run out, they then drop into the 90/10 co-funded model where the ESFA pays 90% and employer only pays a 10% contribution towards their apprenticeship training. 

The upshot is that regardless of how many learners you have , 1 or 1000, your data management obligations remain the same, you must submit monthly ILR's and you will also be in scope for Ofsted inspections.

My blog post part 5 will give you all the documentation you need to understand the Ofsted requirements, so why not subscribe to get all the latest updates?

Data Management & Learner Progression

There are so many aspects to data management and how much you embrace this process will have a direct impact on your Ofsted inspection and your relationship with the ESFA.

One example is the ability to track the progression of your learners and failure to do so will have devastating consequences and to be honest has caused the downfall of many a training provider.

The ESFA and Ofsted are intertwined as your results from your Ofsted inspection is built into the new funding rules, which are quite clear, receive a grade 4 from Ofsted and you will be removed from the RoATP!

If you don’t have a good enough grasp of how your learners are progressing you won’t be able to intervene quickly enough to prevent under delivery and failure to maintain at least the minimum standards required by the ESFA.

These recent news articles confirm that no provider is exempt from the rules:

• College Provider
• UK's largest Independant Training Provider
• Provider Banned for Breaking Funding Rules

There are many funding rules to adhere to, break them and face the consequences!

Non compliance will see you being removed from RoATP.

Fall under the ESFA’s minimum standards for provision and you will have to stop delivery to new starts until they improve!

It's Not All Doom & Gloom!

In a bid to combat issues like this we’ve spent a great deal of time building into Athena MIS lots of tools to help, including a specific Progression & Review Dashboard to track each learner through their learning aims, including functional skills, as well as all contact with learners.

Yes, it's time consuming and rather a boring task but as it's an ESFA and Ofsted requirement so basically there's no avoiding it if you want to succeed.

Rather than just rambling on I thought I should include some of our videos from our YouTube channel so you can see just what kind of data you should be managing and how Athena MIS can help.

ESFA Funding Rules and Regulations

As of from May 1^st 2017 all new apprenticeship starts on either frameworks or standards fall into one of the new 15 apprenticeship funding bands.

•    Standards

•    Frameworks

The following documents are needed to comply with the ESFA's regulations:

•   Apprenticeship funding: how it will work

•   Apprenticeship funding in England from May 2017

•   Apprenticeship funding and performance management rules 2017 to 2018

There is a new Technical Funding Rules document which covers apprenticeship starts as of May 1st 2017:

•   Apprenticeship technical funding guide

This runs in conjunction with the following funding rules documentation:

•   ILR specification, validation rules and appendices 2017 to 2018

•   Apprenticeship funding: rules and guidance for employers

•   Addendum to the apprenticeship funding and performance management rules - May 2017 to March 2018

This will of course be updated as of August 1st when the 2017-2018 funding rules will take over!

"The rules that will apply to all apprenticeship provision funded by the SFA following the introduction of the apprenticeship levy."

•   ILR specification 2017 to 2018: version 1

•   Apprenticeship funding: rules for employer-providers

•   Apprenticeship funding and performance-management rules for training providers

•   Apprenticeship funding and performance management rules 2017 to 2018: summary of changes

Matrix Standard

You will also be required to meet the Matrix standard, as covered in the The matrix standard guidance note: update 2.

“Requirements around the matrix Standard only apply to training, learning or work experience programmes and activities that are partly or wholly-funded by the Skills Funding Agency.”

All levy paying employers fall into the ESFA's co-investment policy once their levy pot is spent, then the employer contributes 10% towards training and the ESFA will fund the remaining 90%, therefore this is part funded and the Matrix Standard is required.

If you have less than 25 people involved in delivery then you will need to contact Matrix on 020 3880 5059 or email This email address is being protected from spambots. You need JavaScript enabled to view it. for a specific cost, otherwise check out the framework of Matrix Standard Costs.

The matrix standard guidance note: update 2

Register of Apprenticeship Training Providers

As a requirement of being accepted on the Register of Apprenticeship Training Providers (RoATP) you will have to submit monthly Individualised Learner Record (ILR) to the ESFA. (see blog part 4)

It really makes no difference if you have 10 or 1000 learners this contractual obligation stands, as well as being in scope for direct Ofsted inspections, you will need to comply with all their regulations too. (see blog part 5)

Ofqual Regulated Qualifications

All apprenticeship frameworks and standards that include a qualification must be Ofqual regulated in order to receive funding by the ESFA and be eligible for delivery to Levy paying employers.

The ESFA funding rules are lengthy and specific and follow in the next section.

Ofqual regulates all awarding organisations and qualifications accepted for funding by the ESFA.

It seems that you really only have two options open to you if the qualifications you offer are not Ofqual regulated:

1.    Register with an Ofqual regulated Awarding Organisation.

2.    Register with Ofqual as an Awarding organisation and have your qualifications regulated.  

Option One -  Register with an Ofqual regulated Awarding Organisation:

Should you choose option one then you will need to find an awarding organisation which offers the qualifications you want to deliver.

You can download a list of all the Ofqual regulated qualifications and organisations from the Ofqual site.

You will need to apply to your chosen awarding organisation to become an approved centre or partner etc before you can deliver their qualifications.

Each awarding organisation has an application process which is available on their website and as an example I have randomly selected two awarding organisations to demonstrate. ( I’m not a training provider so I don’t have any affiliations with either of these organisations. They have been selected purely for informational purposes.)

Example One:

Pearson – Work -based Learning

You will need to decide which qualifications you want to deliver and then Register your interest and fill in the form.

In most cases there is an initial fee (possibly upwards of £400) and once accepted you will have access to the qualifications you have requested plus support, advice and external verification to make sure you are on the right track with your delivery of their qualifications.

Example Two:

Partner with BCS - The Chartered Institute for IT

Again you will need to register your interest to deliver BCS qualifications.

Option Two - Register with Ofqual as an Awarding organisation:

You can only include your own qualifications in the apprenticeship if you are an Ofqual Regulated Awarding Organisation.

There is a rigorous application process to follow but once accepted you and your qualifications will be accepted for delivery in ESFA funding streams.

There are several organisations on the Ofqual Register who have locations around the world, so as an international company you can still apply but must have a UK company registered.

There is a wealth of information regarding:

•    Understanding Ofqual Regulations

•    General Conditions of Recognition

•    Some qualifications also have extra rules

•    Awarding organisations: understanding Ofqual's regulatory requirements

•    All current Ofqual Regulatory Documents are set out in the Regulatory Documents List

•    Additional certificate requirements.

This deadline is extremely important!
If you fail to meet the Course Directory Provider Portal deadline then your RoATP application will automatically FAIL.

If arriving here in 2020 please be aware that this post was created in the 2016-2017 funding year and since then some of the links and information has changed. I've updated the links as best I can and hope you will still find some of the information useful. (updated 26/10/2020)

If you have applied to the Register of Apprenticeship Training Providers (RoATP), via the main route, then you will have received an email requesting you to add information about your apprenticeship offer in the Course Directory Provider Portal.

The email included a link to access your account and contact details in case you have any problems trying to access the portal:

Telephone: 0844 811 5073
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

The Course Directory Portal will be new to you if you have never had a direct contract with the SFA and all the information you add will be seen in the Find an Apprenticeship Training section of the .Gov website or the Apprenticeships website.

Tip Before You Start...

There's been a lot of changes to course titles due to the change from frameworks to standards and this has caused problems when trying to add apprenticeship details in the portal.

To avoid this frustration I recommend that you check out the Find Apprenticeship Training page and search for the apprenticeships you will offer to get the correct information before you start completing you offer in the Course Directory Provider Portal.

Example:

I searched for Adult Care and 66 apprenticeship training offers are displayed.

If you continue on and click any of the results you will find the training provider listed at the bottom.

You will then get an idea of how they describe their apprenticeship offers as these should comply with the style guidelines and have already been accepted in the directory.

Course Directory Documentation

Here are some handy documents to help with your apprenticeship offer:

Find apprenticeship training: how to submit data

1. Data quality assurance
2. Provider information
3. Apprenticeship training information
4. Style and compliance

Government Digital Service (GDS) style guide explains more about style guidelines.

Sections in The Course Directory To Complete

The requirement is to ONLY add your apprenticeship offer!

1. Main Provider Details: Make sure your company details are correct and make sure the name of your company is not
    typed in capital letters.

2. Course Data: This does not apply to you, so don't complete it!

3. Apprenticeship Data: Add all the Apprenticeships you offer along with their locations.

3. Ignore the traffic lights at the top of the screen, this does not apply to you.

Key Points for Quality Checks!
There are several points which you need to consider when preparing your apprenticeship offer as this will be quality checked.

Brief Overview

The brief overview of your company has a maximum of 750 characters and should include:
 
• What type of training provider you are.
• How long you have been delivering apprenticeship training.
• Any association with particular sectors or specialisms.
• The area of the country you cover.

The content must also:

• Be specifically targeted at employers.
• Apply to all apprenticeships you offer.
• Be compliant with the SFA's style guidelines.
• Be accurate and current.

The Content

As above, the content of your apprenticeship offer should include:

• Be specifically targeted at employers.
• Apply to all apprenticeships you offer.
• Be compliant with the SFA's style guidelines.
• Be accurate (provide sources for claims)
• Be current.
• Use the terms 'apprenticeship', 'training' and apprentice.

Your offer should NOT include:

• The terms 'standard', 'learner', 'course' and 'framework'.
• Any unconfirmed claims.
• Employers names.
• Anything other than overall Ofsted grade.

Apprenticeship Training for Employers

The content for this section must follow the same principles and the following should be included:

• Be specifically targeted at employers.
• Apply to the specific apprenticeship.
• Be compliant with the SFA's style guidelines.
• Be accurate (for claims such as awards and awarded by)
• Be current.
• Use the terms 'apprenticeship', 'training' and apprentice.

The following should NOT be included:

• The terms 'standard', 'learner', 'course' and 'framework'.
• Any unconfirmed claims.
• List the content of the apprenticeship.
• Any job roles.

Ready for QA

Once you have completed all of your apprenticeship offers and brief overview, then you need to have the content checked by the QA team.

There is a Ready for QA button on the top right of each page, you can click any of these.

It normally takes a few days to receive your feedback.

Points to Note!

1.    You must input your apprenticeship offer AND click the Ready for QA button by 5pm on deadline day.

2.    If the frameworks you deliver have been withdrawn but standards not approved, input your company information
       and contact the help desk to inform them.
       Telephone: 0844 811 5073 Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

3.    You can add apprenticeships after the deadline to satisfy the removal of frameworks and addition of
       standards.

4.    This directory is specifically for apprenticeship training.

5.    Both standards and frameworks can be added to the directory.

6.    The Ready for QA button will not be visible until you have added your apprenticeship offer.

7.    Make sure you only input apprenticeships on the portal which you can widely deliver. Don't offer information for
       an apprenticeship which you only intend to deliver to a specific employer.

8.    Within the Apprenticeship course information you can add locations. Enter the postcode of your company and a
       suitable catchment area such as 15 miles, so employers have more information.
       Section 4.4. The Apprenticeship data: course directory provider portal user guide is no longer available.

Non- Levy Procurement Competition Opens!

The ESFA has just announced that the  ITT is now open for applications, so login to the Bravo Solutions portal and get cracking!

If you have been accepted on the RoATP as a main provider then you are eligible to apply.

If you applied the first time you will find that the questions and requirements are different.

Critical Differences

There are a number of critical differences between the new procurement and the old one, including:

• New tender value caps and contract award limits to ensure greater confidence that awards are set at realistic levels.
   
• Awards in line with current levels of geographical delivery in the 9 English regions.
   
• Improved scoring criteria and evaluation methodology.
   
• The ability to grow above award values in year, subject to a number of conditions.
   

This will be a highly competitive exercise, which will attract interest from a wide range of training providers.

Key Features Part One

Areas to be tested:

• Readiness to deliver.
   
• Delivery planning.
   
• Meeting employer and apprentice needs.
   
• Management reporting and quality assurance.
   
• Outcomes and impact.

 Key Features Part Two

• The scoring criteria has changed see the ITT.
   
• New tender value thresholds.

Key Features Part Three

• ESFA will maintain the current levels of geographical delivery.
   
• Organisations will submit a single bid and specify funding needed out of each regional funding pot.
   
• Performance management in place to allow providers to grow above award values in year if delivering inline with their tender. 
   
• See performance management rules in the ITT.

New Funding Allocation

Watch the video for more information!

RoATP Remains Closed!

Until the ITT application window is completed the Register of Apprenticeship Training Providers will remain closed to new applicants.

This procurement is open until the beginning of September and with luck the next round of the RoATP will open soon after.

What's the Impact?

You are NOT eligible to apply for this non-levy procurement unless you've been accepted on the RoATP as a main provider.

So this means that you won't be able to secure a contract to deliver non-levy apprenticeship training until after April 2019 as long as you make it as a main provider on RoATP.

There is no information regarding the opening frequency of the non-levy procurement, but as soon as I hear anything I will let you know.

Has the apprenticeship levy forced you to consider delivering apprenticeships?

For the past 8 months or so I have been writing about the apprenticeship levy and reform, concentrating on what ESFA funded training providers need to know.

Yes, there are huge changes ahead for these providers but it’s time I consider how commercial training providers will be affected too.

Questions to be asked:

1.    Has the apprenticeship levy forced you to consider delivering apprenticeships?
2.    What impact will it have on your business if you are accepted on the Register of Apprenticeship Training
       Providers (RoATP)?
3.    Will your commercial clients have to go elsewhere for training provision to use their levy pot if you’re not on
       RoATP?
4.    Do you know what to do?

I’m taking a look at the process from a beginner’s point of view and as there is a vast amount of information to cover my research will be split over several posts to include:

•    How to apply to RoATP.
•    Who can deliver apprenticeship training?
•    What apprenticeships are available?
•    What rules have to be followed?
•    What qualifications can be delivered?
•    What are the implications?
•    What is data management?

Part One - Should you apply to the RoATP?

Many commercial training providers may find they are being pushed into applying to the Register of Apprenticeship Training Providers (RoATP), as their clients may now be paying the levy and want to use this to fund training.

There is a whole host of requirements for those new to apprenticeship delivery or indeed ESFA funded provision and getting on the RoATP will be the easy part!

There’s a lot of preparation involved but on the upside there is no limit to the number of apprenticeships you can deliver to levy paying employers, so this could offer potential growth for your company.

You need to ask yourself:

•    How many clients you could potentially loose?

•    How much time and resources will you need to invest?

•    How you will manage the data management and compliance issues?

What levy paying employers need to know.

The Apprenticeship Levy is a tax specifically to fund apprenticeship training and nothing else!

“You can only use funds in your account to pay for apprenticeship training and assessment for apprentices that work at least 50% of the time in England, and only up to the funding band maximum for that apprenticeship.”  ESFA

The levy can be used for recruiting new apprentices or up skilling existing staff but employers need to consider if the training they want is available as an apprenticeship.

Some of the training employers currently pay for may not be available as an apprenticeship and not all types of qualifications can be delivered.

For example, if an employer simply wants to use their levy pot to pay their favoured commercial training provider to deliver the same short courses they normally receive, the chances are you won’t be able to.

An apprenticeship is for a minimum of one year and must include functional skills maths and English.

Points to Note:

•    Only training providers accepted on the RoATP can deliver apprenticeship training.
•    Levy tax can only be used for apprenticeship training.
•    Employ a new apprentice or up skill existing staff.
•    Apprenticeship duration – minimum 1 year.
•    20% ‘off the job’ training.
•    ESFA approved Framework or standard (only if approved for delivery).
•    Ofqual regulated qualifications only.
•    Must be registered with Ofqual regulated awarding organisation.
•    In scope for Ofsted inspections.
•    Main provider on RoATP – only deliver to levy paying employers unless has direct contract with ESFA.
•    Monthly ILR submissions to ESFA & data management.
•    Must adhere to all ESFA funding rules.
•    Matrix Standard.
•    Must include functional skills maths & English (unless learner is exempt).
•    Must have safeguarding and prevent duty policies and procedures in place.

There are two types of apprenticeship programmes, frameworks and standards.

Frameworks are being phased out and being replaced by standards, many of which are still in development, and only those which are approved for delivery will be accepted.

Not all apprenticeship standards have a qualification as a part of the programme, but those that do must comply to the ESFA regulations and be available on the Hub.

Check List:

I've put together a check list to bring you up to speed on what you need to know when applying to the Register of Apprenticeship Training Providers (RoATP).

First of all you will need to locate a standard or framework which you are able to deliver making sure you are registered with an awarding body that provides the qualification, if indeed there is one associated with the standard.

You can download a list of occupations available on the apprenticeship standards.

Apprenticeship frameworks

First steps:

1.    Find the standard or framework to deliver.
2.    Make sure you have a UKPRN number.
3.    Register with the ICO.
4.    Register for access to the ESFA e-tendering portal.
5.    Complete your application to RoATP on ESFA Portal – this should open quarterly.
6.    After submission upload your apprenticeship offer to the Course Directory Provider Portal.

Documents to help you apply:

Register of apprenticeship training providers

Application instruction documents:

Joining the register of apprenticeship training providers: application instructions

Register of apprenticeship training providers financial health self-assessment toolkit

Joining the register of apprenticeship training providers: application instructions

Register of apprenticeship training providers e-tendering support guidance

There is a blog post available on how to upload your apprenticeship offer to Course Directory Provider Portal

Further posts include:

•    Ofqual regulated qualifications
•    ESFA funding rules and regulations
•    Data management & ILR specification
•    Ofsted inspection requirements.

If you have any questions drop me an email, This email address is being protected from spambots. You need JavaScript enabled to view it.,  I’m only too happy to help.

Apprenticeship ILR Update

If you are a new main provider or employer provider you will have to get up to speed quickly to submit your first ILR on 5th May 2017.

 ILR Updates

Under normal circumstances the ILR specifications are updated on an annual basis ready for the new funding year and the 207 - 2018 ILR Specification will be in place from 1st August.

However, due to the apprenticeship reform and levy there have been additional specification updates and new requirements which have had to be put in place ready for the start of the levy, so with this in mind I want to make you aware of these new additions as these will have an impact on your apprenticeship ILR's from May 1st.

New Funding Model

All new apprenticeships, frameworks or standards from May 1st 2017 will use funding model 36, while all previous frameworks and standards for learners on programme will continue with their existing codes.

New ILR Requirements!

The new rules ONLY apply to new starts as of May 1st.

For apprenticeship starts from May 1st you will be required to submit your ILR's monthly for both levy and non levy paying employers, providing such information as:

•    ACT code

•    Total Negotiated Value

•    Total negotiated training cost

•    Total negotiated end point assessment cost

•    Residual training cost

•    Residual assessment cost

•    Record of cash contribution payment made by the employer to the provider for training costs

•    Record of cash contribution payment made by the employer to the provider for assessment costs

which is only a small portion of the required data and most have specific circumstances for returning values or not.

The first document below is of vital importance and explains these requirements in detail.

 •   Guidance for returning apprenticeships on the ILR from 1 May 2017: version 2

•    ILR specification 2016 to 2017: version 3 (30 September 2016)

•    Provider support manual - guide to making ILR data returns during the 2016 to 2017 funding year: version 3

Funding Rules

There is a new Technical Funding Rules document which covers apprenticeship starts as of May 1st 2017:

•   Apprenticeship technical funding guide for starts from May 2017

This runs in conjunction with the following funding rules documentation:

•    Apprenticeship funding in England from May 2017

This will of course be updated as of August 1st when the 2017-2018 funding rules will take over!

"The rules that will apply to all apprenticeship provision funded by the SFA following the introduction of the apprenticeship levy."

•    ILR specification 2017 to 2018: version 1

•    Apprenticeship funding: rules for employer-providers

•    Apprenticeship funding and performance-management rules for training providers

•    Apprenticeship funding and performance management rules 2017 to 2018: summary of changes

ILR Compliant MI System

Athena MIS provides ILR compliance as specified in the ILR specification documentation. We are registered with the Skills Funding Agency 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 conform to the SFA's specifications providing the same set of core features and requirements as 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.

ILR Validation in Athena MIS

We have built into Athena MIS as much automation and support for ILR validation as we can, which just isn't available in the free ILR Learner Entry Tool.

The Learner Entry Tool is a means to generate the required ILR document in the correct format but offers no validation or support with your data choices, so you will need to be fully versed in:

• ILR Validation Rules 2016 - 17 spreadsheet

• Guidance for returning apprenticeships on the ILR from 1 May 2017: version 2

• Provider support manual - guide to making ILR data returns during the 2016 to 2017 funding year: version 3

• ILR specification 2016 to 2017: version 3

• Apprenticeship technical funding guide for starts from May 2017

• Apprenticeship funding in England from May 2017.

We have a fully functional Athena MIS demo site for you to use so you can compare it to the ILR Learner Entry Tool, for access just email me for login details.

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.

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

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

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

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

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

Whatever your required level of support we have a solution to take the pressure off learning the multitude of rules to produce error free ILR submissions.

Congratulations to all those who made it!

It's been a long time since the deadline closed for the first RoATP and the pressure has been building to pressure cooker proportions!

The first round of applications has now been released, with 1,708 out of 2,327 organisations making it to the first opening of the Register of Apprenticeship Training Providers.

1,753 providers applied to the main route with only 1,310 applying to deliver to non levy paying employers, so that's 25% who don't want to deliver to SME's!

The SFA haven't announced if the release date for round two will be before the May start for new apprenticeships.

If you are considering applying to the RoATP or re-apply you will need submit your expression of interest on the BravoSolution portal.

Get Planning!

Are you now a lead provider?

In seven weeks time the new apprenticeship reform will become a reality with more than 1000 lead providers on the RoATP ready to deliver top quality training.

Exciting times indeed!

If you are now in scope for Ofsted inspections you will need to know what's in store.

"Where a provider comes into the scope of Ofsted inspection, for example when a provider gains a new contract with, or grant from, the Skills Funding Agency (SFA) and/or the Education Funding Agency (EFA), it will normally be inspected within three years of the start of the contract or grant."

Ofsted Inspection Myths

Further education and skills inspection handbook for use from September 2016

This is obviously of vital importance as any training provider receiving a grade 4 will be removed from the RoATP.

Deadlines

After the 1st May opening for new apprenticeships the first deadline for new lead providers is May 5th.

This is when your first ILR is due for submission to the Hub and then every month after!

You may think 8 weeks is a long way off but if you're planning on using the SFA's free Learner Entry Tool you had better crack on and read up on the ILR documentation.

1. ILR learner entry 2016 to 2017 user guide

2. ILR specification 2016 to 2017: version 3

3. ILR specification 2016 to 2017 appendix A, data collection timetable: version 3

4. Provider support manual - guide to making ILR data returns during the 2016 to 2017 funding year: version 3

5. Guidance for returning apprenticeships on the ILR from 1 May 2017: version 2

6. ILR specification appendices 2016 to 2017.

Data Management

We have a profound interest in the apprenticeship reform as this is having a huge impact on our business too.

We also have SFA compliance obligations as our data management system has to conform to the SFA's ILR Specification documents and any changes and updates have to be included for Athena MIS to stay compliant.

Our focus is on helping small training providers, new to a lead role, become data management gurus!

To be honest it's so exciting knowing that we can provide the tools for you to take control of your data management without breaking the bank!

Our SaaS licence fee start from as little as £450 per month (after a £900 deposit) and that's it, well unless you choose one of our data management services.

No hosting charges!
No hardware to buy!
No additional licence fees!

The Apprenticeship Levy is almost upon us and the latest Apprenticeship Funding update highlights the changes to apprenticeship funding for ALL employers.

I attended an apprenticeship levy event at East Riding College last week with presentations by East Riding College and Skills Funding Agency and I thought I would share some important points with you.

The levy will be introduced from 6th April 2017 but the first payments won't be seen in the Digital Apprenticeship Service (DAS) until May 2017.

The DAS may have a name change when it's fully functional.

The new apprenticeship funding rules will apply to all employers, if they pay into the levy or not, so to be clear there are two elements at work here... The Apprenticeship Reform and the Apprenticeship Levy.

The Apprenticeship Reform

To recap.... the apprenticeship reform will have an impact a ALL employers, apprentices and training providers as the intention is to revamp the way in which apprenticeships are delivered, paid for and most importantly experienced by employer and apprentice alike.

The plan is to phase out the existing frameworks and replace with the new standards by 2020. This deadline has been extended as there are a vast amount of standards still yet to be written and approved.

Training providers delivering apprenticeship training CANNOT assess their own apprentices and only an organisation on the The Register of Apprenticeship Assessment Organisations are allowed to provide this service.
 
The apprenticeship funding rules include the new funding bands and EPA costs will apply to all employers, if they pay into the levy or not.

There are some incentives to small non levy paying employers with less that 50 employees but these are limited to 16-18 yr apprentices or 19 - 24 apprentices who have previously been in care or have an educational and health care plan.

What Should Levy Paying Employers Do?

Essentially it is the responsibility of employers to setup and manage their Digital Apprenticeship Service (DAS) accounts but there's nothing to stop training providers assisting with this process.

The DAS is now open for registration, though it looks like they have changed the name to Manage apprenticeships.

Levy paying employers will soon receive an invitation to create their account(s) and add details of the apprentices they are looking for.

There are several things for employers to consider especially if they are part of a group of companies.

1. If a parent company is over the levy threshold but others in group are not, they all become levy paying as their PAYE is aggregated.

2. Estimate your apprenticeship levy and bare in mind that although the levy is a UK wide directive the levy will only account for employees who are resident in England. If employers have operations across borders they will need to check with the appropriate apprenticeship authority:

Scotland

Wales

Northern Ireland 

Example:

If 20% of their workforce are resident outside England, say Wales, then only 80% of their levy will be available in the DAS. Although I understand there is debate at the moment to determine if this should be based on residential or work location.

3. If an employer has more than one PAYE account then they can set up an account in the DAS for each of these BUT they can only use levy funds to pay for apprentices in those areas of the business.

For example, if they have executive PAYE then they must only use the levy funds for training in this part of their business.

4. Employers can use their levy to up skill existing workforce even if their have employed graduates. The new Funding Rules allow for people with a degree to undertake a Level 3 apprenticeship if the job requires additional / other skills. They will obviously stay on their current salary but can take advantage of an apprenticeship framework or standard.
 
HMRC have an online Apprenticeship Levy Manual which is packed with all the fine details of PAYE, end of year adjustments, refunds etc.

Key Points

1. Levy becomes active - 6th April 2017.
2. DAS - Manage apprenticeships live February 2017.
3. 10% monthly top up to DAS account from government.
4. 20% retention until completion.
5. Training applies to new and existing workforce.
6. Levy funding can be used for graduates to undertake a level 3 apprenticeship if need arises.
7. Levy expires after 24 months if not used. May 2017 payment will be removed at that point.
8. Levy is for residents in England only.
9. PAYE is aggregated for groups of companies.
10. If levy funds used up then fall into co-funding model.

Data Management - Are You Prepared?

Page 10 of Joining the register of apprenticeship training providers: application instructions stipulates that

"Organisations applying through the main and employer provider routes must have a management information system in place at the point they begin delivery.... You may access further information on these requirements by reading the SFA’s guidance."

.... then follows with information about the free ILR learner entry tool.

However when you read page 22 of the SFA's Guidance on ILR Specification it explains that

"A Learner Entry Tool is available for providers who do not have an MIS system capable of generating an XML file."

Rather confusing if you ask me!

I'm sure the SFA will soon clarify as the first ILR return (R09) deadline under the apprenticeship reform is 5th May 2017.

Considering an MI System?

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.

Athena MIS is packed with tools for internal tracking and progression of a learner journey as well as the all important ILR generating features.

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 subcontracted data.

We have a fully functional demonstration site and a You Tube channel full of  'How To..' videos to give you an idea of what Athena MIS is capable of.

This email address is being protected from spambots. You need JavaScript enabled to view it. to check it out!

We now also offer a data management service including ILR validation and submission!

Creating ILR's for Validation

If you are choosing to create your ILR's using the SFA's tools then this information is for you!

 I've been doing some research and thought I would share this information as it will come in handy for when you become a lead provider.

If you plan on using an MI system then Step 1 won't be relevant to you but you may find the rest useful.

Step 1 - ILR Learner Entry

To create a correctly structured XML document you will either need to use an ILR compliant MI system or the SFA's ILR Learner Entry tool.

If you have several people inputting data you will need to amalgamate all the individually exported XML files to make one XML file prior to import into The Hub.

NOTE: The ILR Learner Entry tool does not validate your data!

Example:

You will have to be super careful when inputting data items such as post codes, as there are strict rules regarding formatting.

You must have a space between the two the two parts of the post code and as this is a mandatory field it cannot be left blank.

If a postcode is unknown or does not apply then ZZ99 9ZZ must be input.

If the format is incorrect then this will throw validation errors in the FIS and stops the validation process from continuing.

All these type of rules can be found in the various SFA funding rules: 2016 to 2017 and ILR specification, validation rules and appendices 2016 to 2017 documentation.

Start by:

1. Data input into ILR Learner Entry tool.

2. If you have lots of people helping to input this information you will end up with several exported XML files.

3. Export your ILR data and validate each individual file in the FIS.

4. FIS - To start with I would suggest:

    a) Import and Validate an ILR submission
    b) Export Rule Violation Summary Report as PDF.

Step 2 - Fix Rule Violation Errors

I would recommend that you download the ILR Validation Rules 2016 - 17 spreadsheet so you can find any error codes listed in the Rule Violation Report.

Fix any errors in the ILR Learner Entry tool before re exporting the ILR and running it through the FIS again.

This could be a very repetitive process so it's best to validate each file individually before you amalgamate them.

Step 3 - Amalgamating ILR's in the FIS

When you installed the Funding Information System (FIS) on your PC an ILR folder was created too.

This is the default location for all the exports you request from the FIS.

I would suggest the following:

1. Open FIS - select your DataSet and Reference options.

2. Click the Amalgamate check box and nothing else.

3. Click Execute - this allows you to add the individual XML files one at a time.

4. Once ALL of the XML files are added click the Import button.

5. The FIS will amalgamate all the individual files into one XML file.

9. The completed XML file will be automatically exported to the ILR folder.

NEXT:

1. Uncheck Amalgamate and check all the other items you need

Again, to start with I would suggest:

    a) Import and Validate an ILR submission
    b) Rule Violation Summary Report as PDF

2. Click Execute

3. Browse to the ILR folder and select the newly amalgamated ILR XML file

4. Click Import

5. Your data will be validated and a report of any errors will be generated as a PDF. This will be exported to the ILR folder.

Step 4 - Import ILR into The HUB

The Data returns overview: December 2015 document gives you step by step instructions on how to complete the process.

"Each provider should have a single super user... Super users manage access for their users and give them responsibilities within their organisation in the Hub. This allows a super user to restrict what the organisation’s users can view."

For future reference here some links to get you started:

Information Management Services: Self Registration

The Hub: guide to user roles

The Hub: guide to the contracts and finances area

 Athena MIS & RAIL - ILR Creation for Lead providers and Subcontractors

We have worked really hard to make ILR creation as easy as possible in Athena MIS & Rail and have developed two types of ILR files:

•    individulal ILR for subcontractors to return to lead providers
•    complete ILR, in XML format, for lead providers to submit to The Hub.

With just a click of a button the ILR spreadsheet or XML document is exported straight from Athena MIS & RAIL.

Watch the videos on how to create an ILR spreadsheet for your lead provider, or, a complete ILR in XML format for submission to The Hub.

You can also subscribe to our You Tube channel to receive notification of new videos.

Individualised Learner Record (ILR) - What I've Learnt So Far....

The good news is that there are provisions available for those providers who do not have an MI system in place, the bad news is, it’s kind of complicated stuff.

I will attempt to provide an outline of what applications you can use to create an Individualised Learner Record (ILR), what to use to validate data to make sure the ILR is correct and where to submit the complete ILR to.

The diagram below shows the different stages to ILR creation and submission, but it is not mandatory to use the SFA's applications to prepare your ILR returns.

Guidance Documentation

There is a wealth of information on the SFA's main ILR page but I have broken it down to save you time.

"These documents support further education providers (publicly funded colleges, training organisations, local authorities and employers) to understand the details of the data about learners and their learning that must be collected."

2016 to 2017 Individualised Learner Record (ILR) data:

ILR specification, validation rules and appendices 2016 to 2017

SFA: ILR standard file specifications and reference data

SFA: supplementary data collection

2016 to 2017 ILR guidance:

2016 to 2017 Individualised Learner Record (ILR) data

ILR learner entry 2016 to 2017 user guide

ILR 2016 to 2017 template for data collection: version 1 (July 2016)

ILR Entry application

ILR Learner Entry

This is an application to manually create 2016 – 2017 ILR data in the required XML format.

Download the ILR Entry application for 2016 - 2017 or go to The Hub to select other funding years to install on your computer.

You can download the documents; ILR learner entry 2016 to 2017 user guide and Provider support manual - (guide to making ILR data returns during the 2016 to 2017 funding year), for a full explanation of how to use this system and what prerequisite software you will need.

There is also a downloadable spreadsheet, ILR 2016 to 2017 template for data collection: version 1 (July 2016).

The application takes the form of a user interface for you to type in your learner data, however this does not check for errors!

You can then use the Funding Information System (FIS) to validate your data.

Points to note:

1.   Only one ILR can be imported at a time and importing another will overwrite existing data!

2.   Data sets of over 500 learners will not be supported.

3.   You will need some prerequisite software to run the ILR Entry application.

4.   It's not mandatory to use ILR learner entry to prepare data files.

Funding Information System (FIS)

The Funding Information System (FIS) is the Desk Top Service application of the SFA's data collection system.

You can use the FIS to:

1.   Validate the XML created by the ILR Learner Entry application.
2.   Calculate funding values.
3.   Create reports from ILR data.

The FIS software is downloadable from The Hub and there are several documents available from the Individualised Learner Record (ILR): check that data is accurate guidance page to help you out.

You can download the guides directly from these links:

FIS user guide: version 1.2 (23 March 2015

FIS user guide: version 1.2 (23 March 2015)

FIS release guide (26 August 2016)

FIS uninstallation guide (March 2014)

Provider Data Self-Assessment Toolkit (PDSAT)

"PDSAT version 17 is for analysing learner and learning data from the 2016 to 2017 funding year. It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."

There has been a new version of PDSAT for 2016 - 2017 funding year published on 16th November, so it's hot off the press.

PDSAT version 17 will only process 2016 to 2017 ILR data for full returns.

It has been designed to:

•    give providers a toolkit to analyse ILR data
•    assist auditors in the audit of providers’ ILR data for 2016 to 2017
•    it's not a requirement for providers to use PDSAT. It may be useful in routine data cleansing and helpful when preparing for assurance visits.

The user guide and reviewing reports guidance will at least give you some idea of what the PDSAT can do for you.

Provider data self-assessment toolkit (PDSAT) user guide: version 17

Provider data self-assessment toolkit (PDSAT) release notes: version 17

The latest PDSAT, version 17, is available to download from the ILR data: check that it meets standards and quality requirements web page or you can Download PDSAT v17 directly.

If you have any problems you can contact theThis email address is being protected from spambots. You need JavaScript enabled to view it. for further support.

Submitting ILR Data to The Hub

When you have been accepted on the RoATP via the main route you will need to apply for access to The Hub.

You can only have a user account to sign into the Information Management Services part of The Hub if you have a direct contract with the SFA.

"Each provider should have a single super user... Super users manage access for their users and give them responsibilities within their organisation in the Hub. This allows a super user to restrict what the organisation’s users can view."

For future reference here some links to get you started:

Information Management Services: Self Registration

The Hub: guide to user roles

The Hub: guide to the contracts and finances area

Once you have a user account and need to start submitting monthly ILR's, the Data returns overview: December 2015 document gives you step by step instructions on how to complete the process.

Food for Thought...

The key here is that there are ways to create the monthly ILR’s without having an MI system.

I have tried to be as informative as I can, to make sure you have the tools needed to hit the ground running once you are accepted on the RoATP through the main route.

The question is... are you prepared to devote the time needed to create and validate all this data, as well as learn how to use the applications and make sure they are kept up to date?

Obviously I would say that having a MI system is the way to go, as that’s my bag, but you can manage without one.

Athena MIS & RAIL - ILR Creation for Lead providers and Subcontractors

We have worked really hard to make ILR creation as easy as possible in Athena MIS & Rail and have developed two types of ILR files:

•    individulal ILR for subcontractors to return to lead providers
•    complete ILR, in XML format, for lead providers to submit to The Hub.

With just a click of a button the ILR spreadsheet or XML document is exported straight from Athena MIS & RAIL.

Watch the videos on how to create an ILR spreadsheet for your lead provider, or, a complete ILR in XML format for submission to The Hub.

You can also subscribe to our You Tube channel to receive notification of new videos.

Funding Rules and key points when applying to the RoATP...

Funding Rules - Key Points
 
The Apprenticeship funding in England from May 2017 document explains the final funding policy from May 2017.

Here is my top ten rules list:

1.    New rules in effect as of 1st May 2017 for both levy and non levy employers.

2.    Levy starts 6th April 2017 - funds not appearing in DAS until end of May for April's payroll.

3.    Funding bands will be applied to both frameworks and standards.

4.    Increase in funding for STEM frameworks by 40% at level 2 and 80% at level 3 and above.

5.    20% uplift payment for providers training 16 -18 apprentices on frameworks.

6.    10% co-investment by employers paid directly to providers.

7.    100% training costs paid for small employers, with less than 50 employees, to train 16-18 apprentices.

8.    £1,000 additional payment for employers & providers for 16-18 apprentices, on either a framework or standard.

9.    Disadvantaged uplift of either £600, £300 or £200, depending on postcode, for frameworks only.

10.  The government will directly fund a flat rate of £471 for each English and maths qualification, minimum level 1 and if possible level 2.
       Any additional training over and above this minimum standard must be paid by the employer.

There is a great article in FE Week about the funding rules 'u-turn' since the proposals in August and Apprentice announcements you need to know.

 Notes for RoATP Application
 
There are several important points to note for when you apply to the RoATP.

1.    Disadvantaged uplift payments are only available on frameworks and NOT standards and are for 1 year only.
 
2.    There is an additional £1,000 each for employer and provider to train a 16 - 18 apprentice.
 
3.    An additional 20% of the maximum funding band uplift payment for the provider for apprentices on frameworks only.
      Page 5 Apprenticeship funding in England from May 2017
 
4.    This also applies to 19 - 24 apprentices who have previously been in care or have an educational and health care plan.

This is important for the ITT 30190 application as you will need work out projections based on either standards or frameworks.

IMPORTANT!!
 
"An applicant that applies to the main RoATP application route cannot pass and be listed on RoATP until they have provided a valid offer on the course directory."

I was under the impression that this portal was for SFA contracted providers only, but the announcement above suggests not.

The SFA's Course Directory Provider Portal for apprenticeship data is open and you will need to create your training offer for employers by 13th January 2017.

There are two guidance documents available to help you with the technical aspects of importing data and writing the content.

The Course Directory Provider Portal Help Page has many help files and templates to guide you through bulk upload of apprenticeship data, should you wish to take that approach.
 
For further support you can contact the Course Directory Support Team:
0844 8115073 or This email address is being protected from spambots. You need JavaScript enabled to view it..

NOTE:

Make sure you check to see if the frameworks you intend to deliver will be available for new starts from May 2017.

Chances are that if there is a replacement standard approved for delivery then the existing framework could well be withdrawn by May 2017.

There will be consultations available at each round of proposed withdrawals and there is a list of withdrawn frameworks on the SFA's site.

Criteria for withdrawals are:


"fewer than 125 starts in 2014 to 2015 funding year and so far in the 2015 to 2016 funding year
or
coverage by replacement apprenticeship standard(s)"

Funding Rates
 
All of the existing frameworks and standards have been placed within these 15 funding bands.
 
Each new standard to be approved will also be placed within a funding band.

There are spreadsheets available from the SFA with funding information for starts up to May and from May 2017 for both standards and frameworks.
 
Apprenticeship frameworks: funding bands from May 2017

Apprenticeship standards: funding bands from May 2017

Check out the Skills Funding Agency You Tube channel for presentations on the Apprenticeship Reform.

Subcontracting Saved!

It's great news that subcontracting has been saved for the time being at least.

Now the wait is over we can see just what’s in store for subcontractors from May 2017.

"We appreciate that maintaining the ability to subcontract will, at least for a transitional period, be important for employers and providers."

FE Week published an article on the reversal of government plans to reduce subcontracting which highlights the power of the consultation period.

"At the employer’s request, and subject to their agreement, main providers will be able to bring in sub- contractors to deliver whole, or parts of, frameworks or standards."

Nick Linford mentioned this in his webinar yesterday that the SFA are still undecided about whether organisations who are not on the RoATP will be able to continue with their carry over apprenticeships from May 2017.

I will of course make sure I let you know the decision once it's known.

Important Notes for Subcontractors

The Apprenticeship funding: draft rules for training providers document covers subcontracting rules which include:

"You must only use delivery subcontractors that satisfy one of the following three criteria.

• 135.1. They are on the published Register of Apprenticeship Training Providers and have applied via the main or supporting application routes.
  
  
• 135.2. They are the apprentice’s employer or a connected company as defined by HMRC and are on the published Register of Apprenticeship Training Providers, having applied through the employer-provider application route.
  
  
• 135.3. They are not on the published Register of Apprenticeship Training Providers but will deliver less than £100,000 of apprenticeship training and on-programme assessment under contract across all main providers and employer-providers between 1 May 2017 and 31 March 2018." (Page 27)

I must admit that I find point 141 a little concerning, especially as most subcontractors have spent years developing and maintaining relationships with employers.

"141. You must maintain the relationship with each employer at all times. You must not allow a delivery subcontractor to lead that relationship." (Page 28)

Timetable

"* Please note that we use the dates for feedback and publication as a guide only. The exact dates will depend on the volume of applications that we receive."

Before You Apply to the RoATP

Well, according to the documentation there are a few essential things that must be in place or you will fail the application process.
•    Registration with the Information Commissioner’s Office - (legal requirement).
•    Registration with the UK Register of Learning Providers
•    Policies / strategies in place to safeguard apprentices and careful attention to prevent duty.
•    Equality and diversity policies and be able to tackle bullying and discrimination.
•    Your organisation must have the expertise and experience to deliver effective and successful apprenticeships.
•    You must be financially sound. Check out the financial health self-assessment toolkit.

Which Application Route?

Now all the documentation is published and the Register of Apprenticeship Training Providers is open, it's time to decide which application route to take.

The Joining the register of apprenticeship training providers – application instructions document gives details on the process and the Register of Apprenticeship Training Providers policy document provides final details of the rules.

1.    The Main route
2.    Employer provider route
3.    Supporting route

You can only apply via one route and only complete one pre-qualification questionnaire (PQQ)

•    PQQ 28910: Main route - register of apprenticeship training providers
•    PQQ 28911: Employer provider route - register of apprenticeship training providers
•    PQQ 28912: Supporting route - register of apprenticeship training providers

There is a guidance document available to help you through the process.

If you apply via the main route you must also tender to deliver apprenticeships to non levy employers, ITT 30190 on the e-tendering portal, the SFA will allocate an amount if successful.

A reminder: Only successful main route applicants to RoATP will be searchable by employers on the digital apprenticeship service.

Application Route

New Guidance Documents

There has been a whole host of documents released this week, I have attempted to list them here as some are a bit tricky to find.

The following are links to the updated SFA pages:

The Apprenticeship funding and performance management rules 2017 to 2018 

Apprenticeship funding: how it will work

Apprenticeship funding from May 2017

Apprenticeship funding: how it will work

Here are the documents if you want to do a direct download:

Apprenticeship funding: rules and guidance for levy-paying employers

Apprenticeship funding: draft rules for employer-providers

Apprenticeship funding: draft rules for training providers

Draft apprenticeship performance management rules 2017 to 2018

Apprenticeship frameworks: funding bands from May 2017

Apprenticeship standards: funding bands from May 2017

Apprenticeship employer-provider guide

Apprenticeship funding in England from May 2017

The apprenticeship levy: how will employers respond?

Draft apprenticeship performance management rules 2017 to 2018

"Organisations applying through the main and employer provider routes must have a management information system in place at the point they begin delivery."
Page 10 Joining the register of apprenticeship training providers: application instructions