View the ESFA's list of Top 10 Errors through funding year 2024 - 20245
Click the link below for full details:
R02 top 10 errors - Not Available as yet
Make sure to resolve your errors before R03 to successfully draw down funding.
View the ESFA's list of Top 10 Errors through funding year 2023 - 2024
R14 top 10 errors - Not Available
Click the link below for full details:
R13 top 10 errors - 09 Oct 2024
Make sure to resolve your errors before R12 to successfully draw down funding.
R108
R122
PlanEEPHours_01
ProgType_01
R59
LSDPostcode_04
FundModel_16
EPAOrgID_03
LearnDelFAMType_114
CompStatus_02
Click the link below for full details:
R12 top 10 errors - 15 Aug 2024
Make sure to resolve your errors before R11 to successfully draw down funding.
LSDPostcode_01
LearnDelFAMType_81
LSDPostcode_04
R108
R131
PriorAttain_01
PlanEEPHours_01
R59
EmpStat_08
R122
Click the link below for full details:
R11 top 10 errors - 18 July 2024
Make sure to resolve your errors before R12 to successfully draw down funding.
LSDPostcode_01
AFinDate_03
LearnDelFAMType_81
R131
PriorAttain_01
LSDPostcode_04
PlanEEPHours_01
EmpStat_08
R59
PlanLearnHours_01
Click the link below for full details:
R10 top 10 errors - 14 Jun 2024
Make sure to resolve your errors before R11 to successfully draw down funding.
LSDPostcode_01
AFinDate_03
LearnDelFAMType_81
R131
LSDPostcode_04
ULN_07
PlanEEPHours_01
R59
EmpStat_08
PriorAttain_01
R09 top 10 errors - Not Available
Click the link below for full details:
R08 top 10 errors - 17 Apr 2024
Make sure to resolve your errors before R09 to successfully draw down funding.
AFinDate_03
LearnDelFAMType_81
LSDPostcode_04
R59
ULN_07
LearnDelFAMType_02
LSDPostcode_01
PlanEEPHours_01
OTJActHours_02
R108
Click the link below for full details:
R07 top 10 errors - 15 Mar 2024
Make sure to resolve your errors before R08 to successfully draw down funding.
AFinDate_03
LearnDelFAMType_44
LSDPostcode_04
LearnDelFAMType_81
LSDPostcode_01
R59
PlanEEPHours_01
PlanLearnHours_01
OTJActHours_02
EmpStat_08
Click the link below for full details:
R06 top 10 errors - 15 Feb 2024
Make sure to resolve your errors before R07 to successfully draw down funding.
AFinDate_03
EmpStat_08
LSDPostcode_04
R131
LSDPostcode_01
PriorAttain_01
LearnDelFAMType_81
ULN_07
PlanEEPHours_01
R59
Click the link below for full details:
R05 top 10 errors - 19 Jan 2024
Make sure to resolve your errors before R06 to successfully draw down funding.
AFinDate_03
ULN_07
LearnDelFAMType_81
R131
AFinType_13
AFinType_12
R59
LSDPostcode_04
R108
PlanEEPHours_01
Click the link below for full details:
R04 top 10 errors - 07 Dec 2023
Make sure to resolve your errors before R05 to successfully draw down funding.
LSDPostcode_04
AFinDate_03
LearnDelFAMType_02
LearnDelFAMType_01
R131
EmpStat_11
PlanEEPHours_01
LearnAimRef_92
PlanLearnHours_01
AFinType_13
Click the link below for full details:
R03 top 10 errors - 16 Nov 2023
Make sure to resolve your errors before R04 to successfully draw down funding.
EmpStat_11
LearnDelFAMType_81
PriorAttain_01
WorkPlaceStartDate_01
EmpStat_08
LSDPostcode_04
PlanLearnHours_01
LearnDelFAMType_02
PlanEEPHours_01
Click the link below for full details:
R02 top 10 errors - 12 Oct 2023
Make sure to resolve your errors before R03 to successfully draw down funding.
EmpStat_11
PlanLearnHours_03
PlanLearnHours_01
R131
PriorAttain_01
PlanEEPHours_01
R63
LearnDelFAMType_81
LearnAimRef_93
LearnDelFAMType_02
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
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.
4th September R01 - first return for 2020 - 2021.
14th September R13 - penultimate return 2019 - 2020.
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.
6th October R02 - second return for 2020 - 2021.
22nd October R14 - final return of 2019 - 2020.
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:
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
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.
IMPORTANT - There's a new version of this post for the start of the 2020-2021 funding year, check it out HERE!
ILR Transition Period 2018 - 2019 & 2019 - 2020
We're heading into the new funding year 2019 - 2020 but 2018 - 2019 ILR's are required to be submitted until 17th October 2019.
I’ve made this post a little late this year due to waiting for all the new information from the ESFA,as there's a NEW FIS application to download and the Hub is being replaced by the NEW Submit learner data service, which is officially launched today 22nd August 2019.
However, there's still lots of time 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 unless you have an MI system to take out the hard work!
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 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.
2018 - 2019 Data Collection Timetable
2019 - 2020 Data Collection Timetable
New ILR Fields
The new funding year always sees changes to the ILR schema due to the addition and removal of various data fields.
The ILR Specification 2019 to 2020 V2 documentation explains this in full but there's the following additional fields:
All Revisions, new and removed fields can be found in the Summary of Changes 2019-2020 on pages 2 to 8 of the ILR Specification 2019 to 2020 V2 .
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 2018 - 2019 and the start of 2019 - 2020.
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 2018 in R13 & R14.
5. Continuing learners across funding years.
6. Submit ILR's to the NEW Submit learner data service.
5th September R01 - first return for 2019 - 2020.
13th September R13 - penultimate return 2018 - 2019.
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 2018 - 2019 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.
4th October R02 - second return for 2019 - 2020.
17th October R14 - final return of 2018 - 2019.
Using the ESFA’s Learner Entry Tool
This transition period is a tricky prospect, especially if you are using the ESFA’s Learner Entry tools!
There is no getting around this so here’s the gist of what’s in store for you!
To continue submitting R13 & R14 2018 – 2019 ILR’s you will use the setup you have now;
• 2018 - 2019 ILR Learner Entry tool
• ILR learner entry 2018 to 2019 user guide
• Learner Entry Tool Known Issues
• FIS with 2018 – 2019 data set
For submitting 2019 – 2020 ILR’s you will need to have:
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 2019 – 2020 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 2018 – 2019 ILR into the 2019 – 2020 Learner Entry tool and modify the data there.
Then export in the new funding year format and validate in FIS against the 2019 – 2020 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 2018 - 2019 ILR
2. Run FIS validation
3. Check any errors against the 2018 - 2019 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 2019 - 2020
2. Import 2018 - 2019 ILR
3. Run FIS validation
4. Check any errors against the 2019 - 2020 Validation Rules Spreadsheet..
Make sure you upload the ILR's to Submit learner data before the deadlines to avoid any problems.
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.
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!
Athena MIS - ILR Dashboard
The ILR Dashboard accommodates the ILR transition across funding years.
Check out the 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.
The video below shows how to view ILR return schedules in different funding years.
Athena MIS - ILR Export Wizard
There has been a significant update to the ILR Export Wizard to support with the transition between funding years.
We have automated as much as we can by migrating continuing learners across funding years in the ILR Export Wizard!
You will see just how many; new, complete and continuing learners you have so all you have to do is select the funding year for the ILR you need to generate and it's all taken care of by Athena MIS
Watch the video below for step by step instructions!
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.
ILR Transition Period 2018
IMPORTANT - There's a new version of this post for the 2019-2020 funding year, check it out HERE!
ILR Transition Period
I’ve made this post rather early 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 unless you have an MI system to take out the hard work!
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 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.
The Return Schedules:
Click the links below to download the return schedules.
2017 - 2018 Schedule
New ILR Fields
The new funding year always sees changes to the ILR schema due to the addition and removal of various data fields.
The ILR Specification V3 documentation explains this in full but there is an additional field, Agreement ID, which needs your attention if you deliver apprenticeships to levy paying employers.
The full details are found on page 93 of the ILR Specification V3.
GDPR
You should all be GDPR compliant, or at least working towards compliance as the ESFA are checking up!
As of 25th May 2018 your application/enrollment forms should now include the updated contact preferences fields, as set out in the ESFA's Privacy Notice.
You should also check out the Education and Skills Funding Agency privacy notice: May 2018 if you haven't done so already.
Basically for two months you have to submit two ILR's to cover the end of 2017 – 2018 and the start of 2018 - 2019.
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 2018 in R13 & R14.
5. Continuing learners across funding years.
6th September R01 - first return for 2018 - 2019.
14th September R13 - penultimate return 2017 - 2018.
What are ILR's R13 & R14 Used For?
Essentially you have until 18th October 2018 to make sure all of your 2017 - 2018 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.
4th October R02 - second return for 2018 - 2019.
18th October R14 - final return of 2017 - 2018.
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 2017 – 2018 ILR’s you will use the setup you have now;
• 2017 - 2018 ILR Learner Entry tool
• ILR learner entry 2017 to 2018 user guide
• Learner Entry Tool Known Issues
• FIS with 2017 – 2018 data set.
For submitting 2018 – 2019 ILR’s you will need to have:
• 2018 -2019 ILR Learner Entry Tool (when released)
• ILR Learner Entry Tool 2018 – 2019 user guide (when released)
• Update FIS with 2018 – 2019 data set (when released)
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 2018 – 2019 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 2017 – 2018 ILR into the 2018 – 2019 Learner Entry tool and modify the data there.
Then export in the new funding year format and validate in FIS against the 2018 – 2019 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 2017 - 2018 ILR
2. Run FIS validation
3. Check any errors against the 2017 - 2018 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 2018 - 2019
2. Import 2018 - 2019 ILR
3. Run FIS validation
4. Check any errors against the 2018 - 2019 Validation Rules Spreadsheet.
Make sure you upload the ILR's to the Hub 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
BIRST Reports - business intelligence tool to produce and view interactive dashboards.
The BIRST reports in the Hub 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.
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!
Athena MIS - ILR Dashboard
The ILR Dashboard accommodates the ILR transition across funding years.
Check out the 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.
The video below shows how to view ILR return schedules in different funding years.
Athena MIS - How to View ILR Return Schedules
Athena MIS - ILR Export Wizard
There has been a significant update to the ILR Export Wizard to support with the transition between funding years.
We have automated as much as we can by migrating continuing learners across funding years in the ILR Export Wizard!
You will see just how many; new, complete and continuing learners you have so all you have to do is select the funding year for the ILR you need to generate and it's all taken care of by Athena MIS
Watch the video below for step by step instructions!
Athena MIS & RAIL - How to Create ILR's During the Year End Start Transition Period
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 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
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.
9th September R01 - first return for 2017 - 2018.
14th September R13 - penultimate return 2016 - 2017.
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.
5th October R02 - second return for 2017 - 2018.
19th October R14 - final return of 2016 - 2017.
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!
Athena MIS - ILR Dashboard
The ILR Dashboard has been updated to accommodate the ILR transition across funding years.
Check out the ILR Return schedules built into the ILR Dashboard to see the different dates, switch funding years for the schedules to change.
Just switch between funding years on the ILR Dashboard to view the appropriate learners.
The video below shows how the figures stack up, learners complete, continuing and new for the 2017/18 ILR's.
Athena MIS & RAIL - How to View Different Funding Years & ILR Schedules in the ILR Dashboard
Athena MIS - ILR Export Wizard
There has been a significant update to the ILR Export Wizard to support with the transition between funding years.
We have automated as much as we can by migrating continuing learners from 2016 - 2017 to 2017 - 2018 in the ILR Export Wizard!
You will see just how many; new, complete and continuing learners you have so all you have to do is select the funding year for the ILR you need to generate and it's all taken care of by Athena MIS
Watch the video below for step by step instructions!
Athena MIS & RAIL - How to Create ILR's During the Year End Start Transition Period
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