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 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 - 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:

• Learning Delivery - New field - Planned hours (p134)
  
  
• Learning Delivery - New field - Learning start date postcode (p137)
  
  
• Learning delivery funding and monitoring type - New FAM type - Devolved area monitoring (DAM) - (p165)
  
  

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.

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.

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:

• NEW 2019 -2020 ILR Learner Entry Tool
  
  
• ILR Learner Entry Tool 2019 – 2020 user guide
  
  
• NEW FIS with 2019 – 2020 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 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!

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

2018 - 2019 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.

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.

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

Download PDSAT Tool.

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!

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.

Another long wait has been had by all who applied (or reapplied) to the third 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:

•    263 Employer Providers
•    1924 Main Providers
•    390 Supporting Providers

A total of 2577 successful applicants.

The article on FE Week is an interesting read covering the current situation.

What's Next for RoATP?

Back in September 2017 the ESFA announced that this third opening of the RoATP would be the last until a review of providers has taken place.

“This will be the final time the register opens before we intend to review it to ensure that it continues to offer employers confidence that those listed can deliver the highest-quality apprenticeship training.”

This article in FE Week covered ongoing concerns many of which are still of issue to date!

So far there has been no indication as to when the register will reopen so those not on the RoATP will be limited to £100k of aggregated delivery until accepted on the register.

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 Apprenticeship Delivery?

The ESFA will provide mandatory training for providers new to delivering apprenticeship training but there are other options available for you to get a head start.

The Education & Training Foundation have a series of courses to help including:

•    How will I resource my apprenticeship delivery?

•    Planning your delivery programme

•    Preparing to Deliver the Apprenticeship Standards

•    How to deliver apprenticeships effectively: Seminar

•    Everything you need to know about apprenticeships.

Course fees are reduced for SET members.

New to Delivering Standards?

The Education & Training Foundation also have courses "progress your delivery of apprenticeship standards" for those providers transitioning from frameworks.

Delivering apprenticeship standards courses in:

• •    adultcare, healthcare and dental
• •    business administration and customer service
• •    catering and hospitality
• •    digital
• •    Early Years
• •    education and training
• •    hair and beauty
• •    leadership and management
• •    motor vehicle and engineering
• •    warehousing and logistics

"The Society for Education and Training (SET) is the new professional membership organisation of the Education and Training Foundation for practitioners working in the post-16 education and training sector. Since the close of the Institute for Learning (IfL) in November 2014, SET has taken on its legacy and continues to support practitioners through their professional membership."

ESFA Funding Streams

There are other ESFA funding streams available to training providers but you must apply to the Register of Training Organisations, completing capacity and capability, if you want to be eligible for other direct contracts.

As soon as the ROTO opens for new applicants I will let you know!

Download the current list here.

How Can We Help You?

We've been thinking...  We specialise in supporting small training providers and know how much of a daunting task it is trying to work out which MI system will be right for your company, so we've come up with a special offer just for those who receive my emails or blog updates.

Questions?

•    Are you currently using the ESFA's learner entry tool?
•    Are you looking for an ILR compliant MIS?
•    Do you have a current ILR (XML) document?
•    Would you like support in submitting your ILR?

I maybe shooting myself in the foot, but here goes!

We will set up your very own Athena MIS with access for a whole month AND support you through submitting an ILR, so you can get a real life feel for what our system can do for you!

No strings attached!

If you don't like Athena MIS no worries, your system will be deleted and you walk away with a submitted ILR*.
*Subject to completion of the required ILR fields.

All ILR's created by Athena MIS are error free, this is because only valid learners are included for submission!

If you like Athena MIS and want to continue uninterrupted simply:

•    pay the setup fee
•    setup a standing order
•    sign licence agreement.

Our fees are listed on our pricing page.

Don't Have an ILR?

So, you don't have an ILR but want to try out Athena MIS?

You can always try our demo site for a general idea of what's included, just email me for login details.

Not enough, you want to submit an ILR?

Hmm, ok, what can we do here?

If you have a small number of learners then get in touch, we will help the best we can!

Register below to get our blog updates to take advantage of our special offer!

CONGRATULATIONS to all who have been successful in the Non-Levy procurement!

The ESFA announced the results of the non-levy tender in December and FE Week posted a list of the successful applicants.

It's been a shocking wait for training providers who began this process more than a year ago as this tender was an addition to the first RoATP opening.

For many it's a bitter sweet success to make it on the register as some haven't been able to deliver training without this additional contract, or indeed be eligible to apply for non levy procurement this time around due to the revenue constraints etc.

There's some good news regarding the appeal process though as FE Week announces:

•    Non-levy tender appeals are lucky for some

•    Grade two provider wins non-levy tender appeal!

According to FE Week 32% of the successful applicants will be delivering their first main apprenticeship contract, which makes for a very exciting time ahead!

With this in mind and considering all the new elements involved in apprenticeship delivery, especially for providers who have previously only delivered training as a subcontractor, I thought it would be a good time to recap on some of the new rules, regulations and available resources.

Subcontracting rules

With the introduction of the Register of Apprenticeship Training Providers (RoATP) and its associated application rules

a main provider must directly deliver some of the apprenticeship training and are not allowed to subcontract it all out.
 
"At the outset of each apprenticeship, a main provider and employer will agree a plan for its delivery. You must directly deliver some of the apprenticeship training and/or on-programme assessment associated with each employer’s apprenticeship programme. By apprenticeship programme we mean the apprentices that are being trained for the employer that has chosen you. The volume of training and/or on-programme assessment that you directly deliver for each employer must have some substance and must not be a token amount to satisfy this rule. It must not be limited to a brief input at the start of each employer’s programme or involve delivery to just a few of a large number of apprentices."
P123 Page 20 Apprenticeship funding and performance-management rules for training providers v4

Take a look at my recent blog regarding the new subcontracting rules which will be in force as from January 2018.

There are some courses available to those who need support transitioning from delivering frameworks to standards, check out the Delivering Standards section below!

Apprenticeship 20% off the job training and annual leave

The ESFA provided the following clarification announcement yesterday:

"To provide clarification, off-the-job training is an essential part of an apprenticeship and therefore, must take place during employed time. If, by exception, training takes place in an evening, or outside of contracted hours, this should be recognised (for example, through time off in lieu).

Should an apprentice not be able to attend a planned training session (due to leave, sickness, operational pressures) the apprentice should be given the opportunity to catch up on what they missed (e.g. by attending one to one sessions with their provider or using on-line learning materials). As above, this should take place during paid working hours.

The programme is sufficiently flexible to accommodate exceptional periods of leave or sickness."

ESFA Announcement 10-01-2018

Monthly ILR submissions

As you know a main provider needs to satisfy all of the ESFA's contractual requirements such as monthly ILR submissions.

This can be very complex and frustrating and I've tried to provide as much information as I can in this area.

I recently wrote an updated blog post including the latest versions of documentation, ILR Entry tool and PDSAT application, so rather than repeat this here go check out that post!

As a provider of an ILR compliant MIS system I would also advise that you check out our system too, Athena MIS!

There's no need to mess about amalgamating XML files when you use Athena MIS, all learner types are automatically generated in one ILR.

We offer as much support as possible in creating your error free ILR's in Athena MIS, we will even validate and upload to the Hub for a small monthly fee!

Ofsted

 In September 2016 Ofsted changed the rules regarding inspections of training providers to include subcontractors.

“Ofsted reserves the right to inspect and grade any subcontractor and its provision as a separate entity”.

Further education and skills inspection handbook Further education and skills inspection handbook Point 36, Page 10.

There has been several news articles in FE Week regarding this ruling as Ofsted haven't inspected any subcontractors as yet, but I would think this is about to change!

•    Halfon: ‘Ofsted must start inspecting subcontractors’ 

•    Milton appears to back subcontractor inspections

Regardless of being a main, employer or supporting provider all are subject to the scrutiny of Ofsted!

Delivering standards

As many of the frameworks are being withdrawn training providers will have to deliver the new apprenticeship standards sooner rather than later.

I would imagine changing delivery methods from frameworks to standards could be quite daunting but The Education & Training Foundation

have a series of courses to help "progress your delivery of apprenticeship standards".

Delivering apprenticeship standards courses in:

•   adultcare, healthcare and dental

•   business administration and customer service

•   catering and hospitality

•   digital

•   Early Years

•   education and training

•   hair and beauty

•   leadership and management

•   motor vehicle and engineering

•   warehousing and logistics

Course fees are reduced for SET members.

"The Society for Education and Training (SET) is the new professional membership organisation of the Education and Training Foundation for practitioners working in the post-16 education and training sector. Since the close of the Institute for Learning (IfL) in November 2014, SET has taken on its legacy and continues to support practitioners through their professional membership."

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 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!

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.

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.

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!

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.

The SFA has a whole host of information around the ILR, what it is, why we need it and how to record and submit the information needed.

I will put together as much information as I can find regarding ILR's and what you need to know to manage the submissions for when the final RoATP and Funding Rules documents are published.

Here is a little information to get you started, the latest technical guidelines and validation rules spreadsheet can be downloaded here, along with a whole host of other relevant documents.

The ILR page has all the latest news and updates and you can also check out the documentation for the Hub for registration information.

"The data collected is used to calculate funding due to FE providers, for performance monitoring, future planning and to ensure that public money is being spent in-line with government targets."

SFA

If the data is incorrect then there could be funding claw-back which could have devastating repercussion for training providers.

Take alook at my other ILR blog posts:

Individualised Learner Record (ILR) Update!

Update to Apprenticeship ILR's from May 2017

Creating, Validating and Amalgamating ILR's Using SFA's Tools