IMPORTANT - ILR Transition Period 2024

ILR Transition Period

We're heading into the new funding year 2024 - 2025 but 2023 - 2024 ILR's are required to be submitted until 17th October 2024.

I’ve made this post a little early this year due to the significant amount of changes to the ILR Sepectification, which is currently on Version 4 and there will also be a NEW FIS application to download for 2024 - 2025 however, it hasn't been made available outside of the Software Writers Group as yet, but I'll update the links as soon as it's published.

There's still lots of time to prepare your ILR's during this year end / start transition period and hopefully the following information will be of help for training providers new to delivering as a lead.

As you are aware we are transitioning from one funding year to the next and to be fair it's a simple process if you have an MI system to take out the hard work.

However, if you don't you'll need to factor in several very important aspects for this time of year, which won't phase you if you are up to speed with the ILR Specification and Provider Support Manual online documentation, if you aren't then I will explain what you need to know below.

There is a crossover of ILR's during this transition period and this follows the same process each year.

Main Rules
 
•    The first ILR of a new funding year is due in September.

•   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.

Data Collection Timetables

Click the links below to download the return schedules.

2023 - 2024 Data Collection Timetable

2024 - 2025 Data Collection Timetable

ILR Fields - New, Revisions and Removals

The new funding year always sees changes to the ILR schema due to definition changes and the addition or removal of various data fields in line with funding rule changes.

The ILR specification: 2024 to 2025 - Summary of changes online documentation explains these in full but I'd like to point out a few of the most significant changes to be implemented from 1st August:

• The Destination and Progression entity has been removed
  
  
• The Employment outcome field has been removed
  
  
• Adult Skills Fund (Funding model 38)
  
  
• Tailored Learning (Funding model 11) replaces community learning
  
  
• No longer allowing spaces in the National Insurance Number
  
  
• A new Code has been added to Learner LLDD and health problem entity - New code 18 (Down Syndrome)

Submit Two Different ILR's in September and October!

Basically for two months you have to submit two ILR's to cover the end of 2023 - 2024 and the start of 2024 - 2025.

The main requirements:

1.    Prepare two ILR's for submission.
 
2.    Be aware of the two different ILR submission dates.
 
3.    ILR XML year specific structure changes
 
4.    NO Completion data after 31st July 2024 in R13 & R14.
 
5.    Continuing learners across funding years.

What are ILR's R13 & R14 Used For?

Essentially these last two ILRs are there to allow you time to make sure all the ILR data you've submitted throughout the year is correct, which means by 17th October all of your 2023 - 2024 ILR data should be correct and up to date and all ALL PDSAT and FRM report queries should be resolved.

Check out the ESFA Financial Assurance: Monitoring post-16 funding for 2023 to 2024 for the specific funding year documentation. 

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, inconsistent QAR data and ultimately running the risk of having your ESFA contracts cancelled due to the inability to correctly manage data.

Using the ESFA’s Learner Entry Tool

This transition period can be a tricky prospect, especially if you are using the ESFA’s Learner Entry tool however the ESFA now has a step by step guide!

To continue submitting R13 and R14 2023 – 2024 ILR’s you will use the setup you have now, the documentation is available from the links below:

•    ILR Learner Entry tool

•    ILR Learner Entry Tool guide

•    Learner Entry Tool Known Issues 2023 - 2024

•    FIS (Funding Information Service) Tool

For submitting 2024 – 2025 ILR’s you will need to download:

• 2024 -2025 ILR Learner Entry Tool
  
  
• ILR Learner Entry Tool 2024 – 2025 user guide - When available.
  
  
• FIS with 2024 – 2025 data set   - When available
  

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 2024– 2025 ILR’s.

If you don't have an MIS you will need to use both ILR Learner Entry tools and both versions FIS to validate the next 4 ILR submissions!

You will be able to import your 2023 – 2024 ILR into the 2024 – 2025 Learner Entry tool and modify the data there.

Then export in the new funding year format and validate in FIS against the 2024 – 2025 data set!

Important FIS Information!

To validate your ILR 'offline' you will need to make sure you download the ESFA'S latest Funding Information System (FIS) application to conclude the current funding year.

1. Download most up to date FIS application

2. Import 2023 - 2020 ILR

3. Run FIS validation

4.  Check any errors against the 2023 - 2024 Version 4 Validation Rules Spreadsheet.

You will need to make sure you download the ESFA'S Funding Information System (FIS) application for the new 2024 - 2025 funding year.

1. Use FIS application with 2024- 2025 data set - when avaialble

2. Import 2023 - 2024 ILR

3. Run FIS validation

4. Check any errors against the 2024 - 2025 Validation Rules Spreadsheet..

Make sure you upload the ILR's to Submit learner data before the deadlines to avoid any problems.

ILR Validation Process

It's really important that your ILR validation processes include all the available tools to keep you on top of the ESFA's various funding rules and regulations.

"FIS is a desktop application for the Education and Skills Funding Agency's data collections system. Providers can use it to validate Individualised Learner Record (ILR) data."

•  validate Individualised Learner Record (ILR) data
•  calculate funding and derived variables
•  create a range of reports based on a set of ILR data

PDSAT - Provider Data Self Assessment Toolkit

"PDSAT is a tool for analysing learner and learning delivery data. 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."

Financial Assurance: Monitoring post-16 funding for 2023 to 2024 - To access the post-16 monitoring dashboard you will need to login to View Yor Education Data (VYED)

It's imperative that in your data management processes you keep up to date with any of the issues raised in these report

Unleash the Full Power of Athena MIS with Our Comprehensive Support Services

We offer more than just software

While we provide expert guidance on using our suite of software applications, Athena Spectrum, we understand that successful delivery requires additional support.
 
That's where our comprehensive Support Services come in. We act as your trusted data management and compliance partner, going the extra mile to ensure your success.
 
Go beyond software: Our clients see us as their "secret weapon," consistently resolving funding-related issues and ensuring smooth operations.
 
Our data managemnt services include:

• ILR creation and validation
• ILR Management & submissions
• ESFA & AS Helpdesk support
• ILR Report Interrogation
• Data input.

Get in touch today for a confidential chat!

Cleverclogs Multimedia LTD will use the information you provide on this form to be in touch with you regarding new blog posts and updates to existing posts on cleverblogs. We will NEVER share your personal details and will only make contact with you via email for this specified purpose. Please see our GDPR compliant privacy notice for further information.

IMPORTANT - ILR Transition Period 2020

ILR Transition Period

We're heading into the new funding year 2020 - 2021 but 2019 - 2020 ILR's are required to be submitted until 22nd October 2020.

I’ve made this post a little early this year due to there being minimal changes from the ESFA, there will be a NEW FIS application to download  for 2020 - 2021 however, it hasn't been made available yet but I'll update the links as soon as it's published.

There's still lots of time to prepare your ILR's during this year end / start transition period and hopefully the following information will be of help for training providers new to delivering as a lead.

As you are aware we are transitioning from one funding year to the next and to be fair it's a simple process if you have an MI system to take out the hard work.

However, if you don't you'll need to factor in several very important aspects for this time of year, which won't phase you if you are up to speed with the ILR Specification and Provider Support  online documentation, if you aren't then I will explain what you need to know below.

There is a crossover of ILR's during this transition period and this follows the same process each year.

Main Rules
 
•    The first ILR of a new funding year is due in September.

•   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.

 Data Collection Timetables

Click the links below to download the return schedules.

2019 - 2020 Data Collection Timetable

2020 - 2021 Data Collection Timetable

New ILR Field

The new funding year always sees changes to the ILR schema due to definition changes and the addition or removal of various data fields in line with funding rule changes.

The ILR specification: 2020 to 2021 - Summary of changes online documentation explains these in full but tI'd like tom point out one additional ILR field which is required for Apprenticeship Standards

• Off The Job Training Hours.
  
  

This field collects the total Actual off-the-job training hours (as defined in the funding rules) that is delivered to the individual apprentice over the practical period of the apprenticeship before gateway. Actual Hours for Off the Job Training : field.

Submit Two Different ILR's in September and October!

Basically for two months you have to submit two ILR's to cover the end of 2019 - 2020 and the start of 2020 - 2021.

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 2019 in R13 & R14.
 
5.    Continuing learners across funding years.

What are ILR's R13 & R14 Used For?

Essentially these last two ILRs are there to allow you time to make sure all the ILR data you've submitted throughout the year is correct, which means by 22nd October all of your 2019 - 2020 ILR data should be correct and up to date and all ALL PDSAT and FRM report queries should be resolved.

Check out the ESFA financial assurance: monitoring the funding rules for the specific funding year documentation. 

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, inconsistent QAR data and ultimately running the risk of having your ESFA contracts cancelled due to the inability to correctly manage data.

Using the ESFA’s Learner Entry Tool

This transition period can be a tricky prospect, especially if you are using the ESFA’s Learner Entry tool however the ESFA now has a step by step guide!

To continue submitting R13 and R14 2019 – 2020 ILR’s you will use the setup you have now, the documentation is quite old but is available from the links below:

•    2019 - 2020 ILR Learner Entry tool

•    ILR learner entry 2018 to 2019 user guide

•    Learner Entry Tool Known Issues

•    FIS with 2019 – 2020 data set

For submitting 2020 – 2021 ILR’s you will need to have:

• 2020 -2021 ILR Learner Entry Tool - When available.
  
  
• ILR Learner Entry Tool 2020 – 2021 user guide - When available.
  
  
• NEW FIS with 2020 – 2021 data set
  
  
• FIS User Guide 5.0

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 2020– 2021 ILR’s.

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

You will be able to import your 2019 – 2020 ILR into the 2020 – 2021 Learner Entry tool and modify the data there.

Then export in the new funding year format and validate in FIS against the 2020 – 2021 data set!

Important FIS Information!

You will need to make sure you download the ESFA'S latest Funding Information System (FIS) application to conclude the current funding year.

1. Download most up to date FIS application

2. Download the FIS user guide for 2019 to 2020

3. Import 2019 - 2020 ILR

4. Run FIS validation

5. Check any errors against the 2019 - 2020 Validation Rules Spreadsheet.

You will need to make sure you download the ESFA'S Funding Information System (FIS) application for the new 2020 - 2021 funding year.

1. Use FIS application with 2020- 2021 data set - when avaialble

2. Import 2020 - 2021 ILR

3. Run FIS validation

4. Check any errors against the 2020 - 2021 Validation Rules Spreadsheet..

Make sure you upload the ILR's to Submit learner data before the deadlines to avoid any problems.

ILR Validation Process

It's really important that your ILR validation processes include all the available tools to keep you on top of the ESFA's various funding rules and regulations.

FIS - Funding Information System

FIS is a desktop service application element of the Education and Skills Funding Agency’s data collections system which can be used by data providers to

•  validate Individualised Learner Record (ILR) data
•  calculate funding and derived variables
•  create a range of reports based on a set of ILR data

PDSAT - Provider Data Self Assessment Toolkit

"PDSAT is a tool for analysing learner and learning delivery data. 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."

ILR data: check that it meets standards and quality requirements

Download PDSAT Tool.

Funding rules monitoring reports - The suite of FRM reports supports the current year's monitoring plan. As this work supports the ESFA's overall assurance approach, some FRM reports also appear in the provider data self-assessment toolkit (PDSAT).

The FRM reports in the Submit Learner Data service highlight any funding issues you may have from duplicate learners to invalid loans.

It's imperative that in your data management processes you keep up to date with any of the issues raised in these reports.

 GDPR

You should all be GDPR compliant, or at least working towards compliance as the ESFA are checking up!

Since 25th May 2018 your application and enrollment forms should include the updated contact preferences fields, as set out in the ESFA's updated Privacy Notice.

You should also check out the Education and Skills Funding Agency privacy notice: April 2019 if you haven't done so already.

Why not take the easy option and let Athena MIS Manage it for you?

Athena MIS - ILR Dashboard

The ILR Dashboard accommodates the ILR transition across funding years.

ILR Return schedules built into the ILR Dashboard to see the different dates and switch funding years for the schedules to change.

You will now have to familiarise yourself with switching between funding years on the ILR Dashboard to view the appropriate learners.

Athena Manages the Changes so 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!

Cleverclogs Multimedia LTD will use the information you provide on this form to be in touch with you regarding new blog posts and updates to existing posts on cleverblogs. We will NEVER share your personal details and will only make contact with you via email for this specified purpose. Please see our GDPR compliant privacy notice for further information.

Creating 2017 - 2018 ILR's for Validation

I've created this update to give you the latest updated documents and applications for the current 2017 -2018 funding year.

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 into the Learner Entry tool 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 and ILR specification, validation rules and appendices 2017 to 2018 documentation.

Start by:

1. Install the correct ILR Learner Entry tool for the appropriate funding year.

2. Input learner data into ILR Learner Entry tool.

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

4. Export your ILR data and validate each individual file in the FIS before amalgamating them.

5. 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 2017 - 18 (Version 2) spreadsheet so you can find any error codes listed in the Rule Violation Report.
These spreadsheets are periodically updated so you will need to keep an eye out for the latest version.

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 for the appropriate funding year.

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 - Provider Data Self-Assessment Toolkit (PDSAT)

I would suggest that for best practice you download the PDSAT software and validate your ILR returns before submitting to the Hub.

The PDSAT doesn't validate the ILR the same way as the FIS, PDSAT checks for funding violations and discrepancies which you may not be aware of.

If you have funding issues then you maybe selected for a funding audit by the ESFA who also use this tool for their auditing purposes.

"PDSAT is a tool for analysing learner and learning delivery data. 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's been a new version of PDSAT for 2017 - 2018 funding year which works for 2016-2017 too.

It has been designed to:

•    give providers a toolkit to analyse ILR data
•    assist auditors in the audit of providers’ ILR data
•    select audit samples and create a set of audit working papers (for 2016 to 2017).

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

User guide: reviewing PDSAT reports (2016 to 2017)

The latest PDSAT, version 18, is available to download from the ILR data: check that it meets standards and quality requirements web page or you can Download PDSAT v18.3.02 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.

Step 5 - Import ILR into The HUB

The Data returns overview: May 2017 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 and Validation

ILR creation is easy in Athena MIS & Rail and we are continuously adding validation features to make the process as simple as possible.

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

Watch the videos on how to create an ILR for submission to The Hub.

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

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!

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.

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.

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.