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.

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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.

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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.

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Downloads

ILR Learner Entry Tool:
ILR Entry application for 2016 - 2017 or  The Hub to select other funding years.

Rule Violation Spreadsheet:
ILR Validation Rules 2016 - 17 spreadsheet.

The FIS:
FIS software application.

 

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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!

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ILR Validation and Submission Service

For just £5.00* per learner per ILR submission!

This means that:

1. You input your learner data.

2. We analyse it and tell you what data is missing.

3. We validate your learners through the Funding Information System (FIS).

4. We upload your error free ILR to the Hub.

5. We take the ILR stress away from you!

* fixed fee of £150.00 if less than 30 learners.

 

 

 

 

Complete Data Management Service

For 5% of your total contract value we will:

1. Input all of your learner data.

2. Analyse it and tell you what data is missing.

3. validate your learners through the Funding Information System (FIS).

4. upload your error free ILR to the Hub.

 

 

 

 

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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.

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Downloads

ILR Learner Entry Tool:
ILR Entry application for 2016 - 2017 or  The Hub to select other funding years.

Rule Violation Spreadsheet:
ILR Validation Rules 2016 - 17 spreadsheet.

The FIS:
FIS software application.

The Hub:
Data returns overview: December 2015 document.

 

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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.

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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.

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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.

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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

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 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.

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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.

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Important!

Please be aware that when applying to the RoATP via the main route you are asked to provide a response to...

How will you submit your data to the Skills Funding Agency?

There are 4 options which I've paraphrased below:


a) ILR Learner Entry Tool
b) As HE Institution we make returns to the HE Statistics Agency
c) ILR compliant MI system
d) Other.

If you respond with 'C' then you must name the system you use.

"If it is determined that you are unable to meet data collection and compiling Management Information requirements, you will be excluded from RoATP for making an incorrect declaration."

 

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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

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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.

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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)

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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.

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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.

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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.

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

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

Here is my top ten rules list:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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NOTE:

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

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

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

Criteria for withdrawals are:


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

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

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

Apprenticeship standards: funding bands from May 2017

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

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Subcontracting Saved!

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

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

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

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

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

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

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

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Important Notes for Subcontractors

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

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

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

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

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

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Timetable

 

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

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Before You Apply to the RoATP

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

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Which Application Route?

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

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

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

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

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

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

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

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

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Application Route

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New Guidance Documents

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

The following are links to the updated SFA pages:

The Apprenticeship funding and performance management rules 2017 to 2018 

Apprenticeship funding: how it will work

Apprenticeship funding from May 2017

Apprenticeship funding: how it will work

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

Apprenticeship funding: rules and guidance for levy-paying employers

Apprenticeship funding: draft rules for employer-providers

Apprenticeship funding: draft rules for training providers

Draft apprenticeship performance management rules 2017 to 2018

Apprenticeship frameworks: funding bands from May 2017

Apprenticeship standards: funding bands from May 2017

Apprenticeship employer-provider guide

Apprenticeship funding in England from May 2017

The apprenticeship levy: how will employers respond?

Draft apprenticeship performance management rules 2017 to 2018

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

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At long last the SFA have published their apprenticeship training providers policy, with a fantastic news for subcontractors!

 

The document titled Supporting quality and employer choice through a new Register of Apprenticeship Training Providers outlines the policy for apprenticeship training providers (in England) from May 2017.

The Register of Apprenticeship Training Providers opens for applications, today, 25 October 2016!

The first group of approved training providers will be selected from those who complete the application process by 5.00pm on 25th November 2016.

The RoATP will open for applications four times a year. The SFA plan to reopen the register as soon as the results from the first round are available.

I will attempt to cover the most critical elements of the policy in the sections below and as always the information will be available in Cleverblogs.

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Eligibility to Apply to the RoATP

Only training providers who directly provide training are eligible to apply to the RoATP, so that means;

•    managing agents
•    intermediary bodies
•    consortium leads
•    brokerage organisations
•    any other similar entity that does not itself deliver education and training to apprentices

are not eligible to apply.

"Providers would be ineligible to apply to the register if they have a grade 4 “inadequate” rating for their apprenticeship provision. Organisations with a grade 4 overall but a higher grade for apprenticeship provision would still be eligible to apply."
P5-Supporting quality and employer choice through a new Register of Apprenticeship Training Providers

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Future Role of Subcontractors

The plans to change the role of subcontractors seems to have been put on the back burner for now, which is great news!

Subcontracted practices will be monitored and any changes will happen over time.

There is a significant change from the proposal document in that subcontractors can continue to provide the whole of apprenticeship training programme and not just a small proportion.

"..we will require that all approved “main” providers will need to directly provide training for each employer’s apprenticeship programme that they deliver, but we will not require the main provider to deliver a significant majority of each framework or standard they contract with an employer to deliver. At the employer’s request, and subject to their agreement, main providers will be able to bring in sub- contractors to deliver whole, or parts of, frameworks or standards."
P4-Supporting quality and employer choice through a new Register of Apprenticeship Training Providers

Subcontractors don't have to apply to the RoATP if they deliver less than £100k of apprenticeship training. However, they can apply to the RoATP if they want to increase their training provision or to prove to employers that they meet the RoATP criteria.

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Application Routes and Tests

Thanks to the consultation process the supporting route has been developed with the subcontractor in mind.

•    Main route - eligible for selection by levied employers to deliver apprenticeship training, or selection by another main provider to work as a subcontractor.

•    Supporting route - entry route to the apprenticeship market for organisations that offer a specialism, and providers who only want to deliver as a subcontractor.

•    Employer-provider route - employers who want to provide training to their own staff. They will have the flexibility to lead their own programme, or act as a subcontractor to their appointed main provider.

There will be a series of tests to pass, differentiated by application route, in areas of;

•    financial health
•    due diligence
•    quality, capacity and capability

"Providers on the supporting route will be able to deliver up to £500,000 of apprenticeship training per year, before being required to apply to the main route. Those providers who want to deliver less than £100k of apprenticeship training per year as a subcontractor will have the option to apply."
P5-Supporting quality and employer choice through a new Register of Apprenticeship Training Providers

It would seem that only Main Route applicants will be available to search for in the DAS, which will control subcontracting in the levy.

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Application process

The register opens for applications, today 25 October 2016!

Take the following steps to complete the application process to enter the register of apprenticeship training providers (RoATP):

1.    Read the application instruction document to see if RoATP is right for you to apply to and determine the appropriate application route.

2.    Review the RoATP financial health self-assessment toolkit to establish if you are financially sound.

3.    Review the RoATP e-tendering support guidance to help with access to the questions on the e-tendering portal.

4.    Submit an application through the e-tendering portal before the application deadline.

Here are links to the RoATP application and information pages:

Register of apprenticeship training providers

Register of apprenticeship training providers: application instructions

Register of apprenticeship training providers: e-tendering portal guidance

The first group of approved training providers will be selected from those who complete the application process by 5.00pm on 25th November 2016.

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Exciting Times Ahead!

This post includes snippets of information that you may find useful or interesting in the countdown to the start of the apprenticeship levy & reform.

I don't know about you but I feel like there is a collective holding of breath in anticipation of all the new rules, registers and standards.

There are exciting times ahead but I have a sneaking suspicion it isn't all going to be plain sailing.

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The 10th National Apprenticeship Week will soon be upon us, 6th - 10th March and the SFA have just released a Communications Update newsletter with lots of information on how you can join in and support NAW.

There is also a templates page with information on PR and press releases for your events.

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RoATP Results

If you've applied to the first opening of the Register of Apprenticeship Training Providers (RoATP) you only have a few weeks more to wait to find out the results.

I've had it from several SFA sources that 7th March 2017 is announcement day but contracts won't be allocated until the end of March.

This could be a very exciting National Apprenticeship Week for those successful applicants!

The SFA are also planning a series of workshops for those successful providers who will change from subcontractor to lead.

With luck the second round of RoATP applications will be announced before May but according to FE Week the SFA are reluctant to say.

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Institute for Apprenticeships
If you have opinions on how the Institute of Apprenticeships is to function then you have until 27th February 2017 to have your say on their draft operational plan.

The Institute of Apprenticeships board members were introduced in an interesting FE Week article which also highlights the distinct lack of representation by independent training providers, 7 out of 8 being college appointments.

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Framework Withdrawals

The 4th batch of framework withdrawals has been announced for new starts as of 1 April 2018.

Click to download the latest list of withdrawn frameworks.

There is another consultation survey which is open from Wednesday 22 February to Wednesday 5 April 2017 so pop along and have you say!

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Approved Standards

The list of approved standards is steadily growing but there are still quite a few standards still in development.

There are only 48 companies on The Register of Apprenticeship Assessment Organisations as I understand the application process is really quite rigorous.

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Funding Bands

Just a reminder that all frameworks and standards fall within the 15 funding bands as of May 2017, the spreadsheets can be downloaded below.

Apprenticeship standards: funding bands

Apprenticeship frameworks: funding bands from May 2017

If you aim to deliver standards as of May you will need to factor in the cost of the end point assessment, as this is included in the upper limit price and not an additional cost.

Only organisations found on The Register of Apprenticeship Assessment Organisations can perform this task.

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Considering an MI System?

No matter how you decide to manage your data in the early stages you must take into account that your obligations don't stop with ILR submissions as you will be in scope for Ofsted inspections too.

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

An introduction to Athena MIS & RAIL  outlines all the current features and benefits Athena MIS & RAIL provides for the management of your learner, employer, contract and subcontracted data.

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

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

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

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The most significant changes in the reform will have a huge impact on subcontractors.

Not only from next April, but they could also be faced with a substantial financial outlay in the lead up to being accepted on the Register of Apprenticeship Training Providers (RoATP).

It's a waiting game at the moment, we don't know what the actual requirements will be for RoATP approval, until the rules published and the RoATP opens in October. At that point you will have to be ready to apply or wait until the next round. 

Hopefully you will have submitted your expression of interest to become an End Point Assessment organisation and completed the consultation surveys on the proposals for Apprenticeship Funding and the Register of Apprenticeship Training Providers, as these are now closed.

All I know is it doesn't leave much time for future planning so as a recap I've put together my top ten list of reform changes, many of which could be in place in just over a month!

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Top Ten Reform Changes

1. To deliver apprenticeships from April 2017 you MUST be approved and be on the Register of Apprenticeship Training Providers (RoATP).
   
   
2. The RoATP will be open for applications just 3 times a year.
   
   
3. There is no direct transfer from the RoTO to RoATP, all must apply.
   
   
4. Applicants must pass all three tests to be included on RoATP:
   
          Due Diligence.
          Financial Health.
          Quality, Capacity and Capability.
   
   
5. There are new opportunities to become an End Point Assessment Organisation.
   
   
6. If accepted on RoATP you will be responsible for monthly ILR data submissions.
   
   
7. You can still deliver subcontracted provision, if you are on the RoTO or not, this will be available for Adult Education Budget and Advanced Learner Loans
       only and NOT Apprenticeships.
   
   
8. Uplift payments will no longer be available.
   
   
9. Framework funding will change to be in line with the Standards upper limits.
   
   
10. Subcontractors will not appear in the DAS.
    
    

The apprenticeship reform is having an impact on our applications too! We're not waiting for the final publication of the rules, but going full steam ahead to make sure Athena MIS & RAIL will automatically generate ILR's ready for import into the Hub.

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What's Next?

We know from the RoATP proposal document that when you apply to the register you will have to answer questions about what data management arrangements you have in place.

What we don't know is if it's an actual requirement to have an MI system in place at the time of application.

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Questions to Think About...

1.    Do you take the plunge and get an MI system in place ready to apply to the RoATP?
2.    How long will it take to have an MI in place and ready to use?
3.    Can you use your chosen MI system for all your training provision?
4.    What happens if you don't get  RoATP approval?

Worse Case Scenario...

After quite a financial outlay you could be tied into a system, for however many years, for a service you are not allowed to deliver!

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End Point Assessment Update 2

During the first opening only 13% of End Point Assessment Organisation applications have been approved, according to an article in FE Week on 19th October.

This comes as a bit of a shock when a previous article in FE Week pointed out that here are 147 approved standards, but by July this year only 56 had attracted one or more apprentices AND out of the 56 standards, a whopping 59% didn't have an approved End Point Assessment Organisation.

Are you up to date with new standards available for delivery now?

Do you know which occupations have been approved to develop a standard?

 

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Register of Apprentice Assessment Organisations

The first round of applications has been and gone, which makes a total of only 19 companies so far on the Register of Apprenticeship Assessment Organisations.

1. BCS, The Chartered Institute for IT
2. British Institute of Facilities Management
3. British Institute for Non-Destructive Testing
4. BT PLC
5. Chartered Institute of Credit Management
6. Chartered Institute of Housing
7. The Chartered Institute of Legal Executives (CILEx)
8. City & Guilds
9. Energy & Utility Skills Ltd
10. Excellence, Achievement & Learning (EAL)
11. FDQ Ltd
12. Leicester College
13. NCTJ Training
14. NOCN
15. Oxford Cambridge & RSA Examinations
16. Pearson Education Ltd
17. Royal Institution of Chartered Surveyors
18. The Pensions Management Institute
19. Training 2000 Ltd

The RoAAO will open each month for applications and there will be an updated list of Standards for application on the overview page on the .Gov website.

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

Check out the RoAAO Introduction document (the last link on the page), for information on whats involved in the process.

It would seem that you have to apply to deliver individual standards, but only as they become approved.

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There are some huge changes planned and you are invited to have your say!

On Friday 12th August the proposal for a NEW Register of Apprenticeship Training Providers was published. (RoATP)

The SFA have launched a survey so you can have a chance to comment on the proposals yourself, but the survey closes on 5th September 2016.

Below are the points I find the most interesting and of course this is just my 'in a nut shell' review of the document. It's certainly interesting reading... Exciting times ahead!

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Changes to Subcontractor Role

In the most simplistic terms, due to employers soon being able to select providers directly from the RoATP and have a direct contractual relationship with them, the current model of 'lead provider' and 'subcontractor' is somewhat redundant.

As from May 2017 the term 'subcontractor' will be used for those training providers who supply significantly less than half of the apprenticeship training or are brought in to supplement training because they have the required expertise that the lead provider does not have.

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Why You Need to Apply

If you want to deliver apprenticeships to any employer from May 2017 YOU MUST apply to join the RoATP.

The RoATP is separate from the RoTO. The RoTO will continue to operate Adult Education Budget & Advanced Learner Loans.

Even if you are delivering apprenticeships and are on the RoTO you will have to apply to the RoATP, as there will be no transfer from RoTO to RoATP.

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Proposed Application Ineligibility

Management agents and any provider who has had an Ofsted inspection grade of 4 (for apprenticeship delivery) in the last 3 years should NOT be eligible to apply.

If a grade of 4 was given overall but a grade of 3 was given for apprenticeship delivery, they will be eligible.
 
"In the future system,we want all employers to have a direct relationship with their training provider(s),giving them maximum control to ensure value for money and quality of provision.

We therefore propose that managing agents, intermediary bodies, consortium leads, brokerage organisations or any other similar entity that does not itself deliver education and training to apprentices, should not be eligible to apply to the RoATP."

P5 of Proposals for a Register of Apprenticeship Training Providers

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Application Process

There are three proposed routes to apply to the RoATP.

Main Route:

• To be eligible for selection by levied employers.
• To participate in the SFA procurement for delivery to non-levied employers.
• Have the capacity and capability to deliver all or majority of the frameworks and standards they provide.
• To deliver parts of frameworks and standards with a subcontracting arrangement for another provider on the main register.

Supporting Route:

• The SFA are asking for views, via the survey, on the value of setting up separate route for those providers who only with to supply part of the training.

Employer - Provider Route:

• This would be for levied employers who want to deliver staff training. They would have to meet the same criteria and would only be able to train their own staff and not be eligible for SFA procurement.

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Application Tests

To be an approved provider you must be able to prove capability to deliver high quality apprenticeships, as well as fitness and ability to receive public funding.

The intended questions will be divided into three tests:

1. Due Diligence.
2. Financial Health.
3. Quality, Capacity & Capability.

All three tests must be passed to be accepted onto the RoATP.

The due diligence and financial health will be similar to those used currently by the RoTO but a higher standard of quality, capacity and capability tests will be devised.

It's proposed that applicants will be asked to provide information such as:

• Training delivery model including recruitment, off-the job training and on-programme assessment.
• Internal management and delivery arrangements,including staff CPD.
• knowledge, skills and experience of working with employers of differing sizes.
• Prior experience and expertise of leaders and staff.
• MI and data management arrangements, including data security.
• Arrangements for safeguarding apprentices and learner support.

P12 of Proposals for a Register of Apprenticeship Training Providers

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When to Apply?

It is proposed that the RoATP will be open for applications in October 2016.

There will also be the opportunity to apply to deliver to non-levied employers at this time as well.

There will be a time limit on this session, and then its proposed the RoATP will be open every three months, for a month at a time.

The SFA will publish an up to date list of approved providers along with which route they applied through.

Each provider must re-apply every year to stay on the register.

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It's such an exciting, but frustrating time!

There are so many opportunities especially with the ability to expand your business and become an End Point Assessment Organisation, but information is sadly lacking and very much delayed.

Changes for Subcontractors

So far I haven't managed to get access to the DAS or had any response from the SFA to confirm if subcontractors will be available in the DAS or not.

I've since discovered that there will be a NEW Register of Apprenticeship Training Providers, opening for applications in the autumn.

As soon as I find out the location for this I will pass on the link.

The criteria for gaining this approval is currently been developed and may have significant importance for subcontractors.

"The Skills Funding Agency is working with employers and providers to identify what precise standards and measures are important to them in selecting an apprenticeship training provider. All training providers will need to show that they meet or exceed these criteria to join the register of approved training providers and receive digital payments or government funding to deliver apprenticeship training."
SFA - Apprenticeship levy: how it will work

Under the new apprenticeship reforms subcontractors CAN contract directly with employers. Realistically we won't know for sure how this will work until the approval criteria is available, however this is being seen as somewhat of a threat by some lead providers.

Maybe this is a double edged sword? It will open up new business opportunities but will also have a major impact on your admin due to monthly ILR submissions. (see diagrams below.)

There could be some big changes ahead for subcontractors especially with managing data. My next email will be looking at ILR's and how much work is involved in submitting these monthly returns.

Apprenticeship Levy & Non Levy Contracting Models

There are two different processes involved in the selection and delivery of apprenticeships but either way employers will use the DAS to search and select an approved training provider and end point assessment organisation.

Non Levy Paying Employers

 

 

Levy Paying Employers

 

 

What's The Plan?

The following should take place according to plan, but there is always the possibility for change.

 

There have been significant delays in accessing information and they are not expected to be released until late August or early September

Read Article

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The most important reform so far!

End Point Assessments

I would say that the most challenging part of the apprenticeship reform is the introduction of end-point assessments, as you can't assess your own learners.

Employers will use the DAS (Digital Apprenticeship Service) to choose a lead provider and end-point assessment organisation. (Non levy paying employers will use the DAS for information only.)

The candidate must be signed off by the training provider and employer at the gateway prior to moving on to their end-point assessment, to ensure that each candidate is actually ready to be assessed.

This follows the successful completion of any required qualifications, functional skills and employer requirements outlined in the standard.

Although each standard has different content they all have common elements that must take place in sequence.

The candidate won't achieve their apprenticeship unless they pass the end-point assessment.

Assessment Plan

Each standard will have its own assessment plan which will outline how the apprenticeship will be assessed, what will be assessed and who will assess it.

The plan will focus on the apprentice being assessed in a fair, impartial and independent way, with the expectation that the candidate will demonstrate that they can perform within the job role in a holistic, competent and productive manner.

There are many methods of end point assessment which include:

• Practical assessments
• Produce a project
• A viva – assessment of theoretical or
• technical knowledge
• Professional discussion
• A portfolio of work
• Observational assessment
• Written test
• Multiple choice test
• Virtual assessment – online tests or video evidence.

Assessments will, in most cases, have a 3 level grading system such as pass, merit and distinction along with the percentages needed for each grade.

If you haven't seen an assessment plan for you sector yet why not take a look at one of these to get an idea of the variation of assessment methods.

Rail Engineering Operative                Adult Care Worker             Dental Technician              Commis Chef

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Who are Assessment Organisations?

You may have noticed that most awarding bodies are now registered as assessment organisations but this does not mean you can't be one too.

Training providers (as long as they don't asses their own learners) and employers can apply to be an assessment organisation.

If you don’t want to miss out on being able to deliver end-point assessments you MUST apply to be on the Register.

Bear in mind that the end-point assessments you wish to deliver MUST be agreed for delivery BEFORE you can apply to be on the register, so keep an eye on the  Apprenticeship Standards Ready for Delivery page.

There are a series of questions to answer and you must prove that you are capable of carrying out assessments as well as ability to develop tests, examinations and to run an assessment centre for tests and discussions to take place in.

Once approved by the SFA successful organisations will then be listed on the Register of Apprenticeship Assessment Organisations.

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It maybe nine months away, but change is definitely coming. It can’t be stopped but it can be managed if you start planning now.

The Apprenticeship Levy & Reforms brings financial changes to large employers and a complete restructure to the way in which apprenticeship training is delivered and funded.

From April 2017 employers will choose a lead provider to deliver their future apprenticeship training. I have conflicting information that some say All direct funded (lead) providers will be listed in the Digital Apprenticeship Service but subcontractors won't but others say ALL

Will You Help ‘Your’ Employers Choose a Lead Provider?

or

Will Your Lead Providers Take on This Challenge?

It’s a more important time than ever to build on your employer relationships to make sure you’re still ‘your’ employers’ first choice for apprenticeship training. 

Apprenticeship Levy

The Apprenticeship Levy will come into force for companies with a wage bill over 3 million pounds, but non levy paying employers will also have to contribute to partially fund apprenticeship training.

According to the current apprenticeship standards funding rules (March 2016) the SFA will top up £2.00 for every £1.00 an employer spends. There are also three employer incentives to soften the blow but there are specific criteria to fulfil.

Apprenticeship Standards Pilot Funding Model

Example
Using the current funding model, if you have a level 2 standard with a funding cap of 2, which has a maximum core government contribution of £3,000.

The employer contribution will be £1,500 giving a total of £4,500 for the cost of the training.

In this instance the additional (employer) incentive payments for Cap 2 are;

16 – 18 year old - £900
Small business <50 - £500
Successful completion - £500

So if the employer fulfils the criteria above and they're not delivering any of the training themselves, they could be £400 up on the deal.

There could be promising changes heading our way.

There's talk of the government increasing their contribution for those companies who don't pay into the levy, or if their levy pot has run out.

The government contribution could be as much as £9.00 for every £1.00 invested!

Managing Your Data

With the introduction of the new Digital Apprenticeship Service and Find An Apprenticeship service each employer will choose apprenticeships, end-point assessors and negotiate fees and payment terms with their chosen lead provider.

In essence, every employer could be paying different amounts. As you can imagine this will create a huge amount of data management and reporting for lead providers to deal with, as they will receive an manage all payments from both government and employers. This will filter down to subcontractors and will have an impact on cash your flow, if you don’t have your data up to date and at your fingertips.

Data management will be especially important as you will probably have ongoing apprenticeships using the current framework and apprentices starting to use the new standards.

If you're still working with spreadsheets to manage your learner data switching to an Management Information System (MIS) will streamline your business and free up a lot of time in preparing reports and tracking learner progress.

There is usually a steep learning curve when you take the leap to an MIS, but just think of all the benefits it will bring to your business.

If you’ve been putting off trying out an MIS then don’t wait too long or there will be too much change deal with all at once!

I've put together an MIS Check List of questions you should be asking when looking for an MIS. Keep it for when you start your search, it will come in handy

 

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 Is the thought of change too much trouble?

Change is the biggest barrier stopping us from achieving a greater level of efficiency, organisation and lets face it a less stressful work environment.

Most of us are challenged every day by the same old issues, what ever they maybe for you, but do we do anything about it?

We put problems in the way to stop us facing a mammoth change, because our current way of working maybe flawed but it's somehow a safe place.

Now we create software for training providers to manage their learner data, which is great, but I thought what all about my data rattling around.

I just wasn’t efficient so I looked around at available (cheap) CRM’s and was a bit disappointed to say the least.

I figured if I was going to take the plunge and make that HUGE change to my working life I wanted simplicity at the very least.

After trying several systems I decided that making the change was too much of a barrier so I would stick with my own ways, even if a tad disorganised.

Well, this was until one of our clients came to us with the very same problem. So I wasn't alone, what a shock that was!

They had tried a few systems but each had too many unwanted features, lack of flexibility and little customer support hit the list.

We had a short discussion and made the instant decision to build our own, which our clients love and I use it daily too.

Making the decision to CHANGE was really difficult, but to be honest admitting I was disorganised was even harder! 

Take a step back and a long hard look at your particular problem, then the hardest part, do something about it!

Remember;

1. You are not alone!

2. Your business deserves the best, that's why you are passionate about what you do

3. Don't stay stuck talking about change, take action!

 

If you are thinking about moving from spreadsheets to a Management information System or CRM, and are stuck at the change barrier, then drop me an email with your issues, questions or concerns and let's see how I can help.

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