IMPORTANT - ILR Transition Period 2020

ILR Transition Period

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

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

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

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

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

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

---

 

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

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

---

 

 Data Collection Timetables

Click the links below to download the return schedules.

2019 - 2020 Data Collection Timetable

2020 - 2021 Data Collection Timetable

---

 

New ILR Field

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

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

• Off The Job Training Hours.
  
  

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

---

 

Submit Two Different ILR's in September and October!

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

The main requirements:

1.    Prepare two ILR's for submission.
 
2.    Be aware of the two different ILR submission dates.
 
3.    ILR XML structure changes.
 
4.    NO Completion data after 31st July 2019 in R13 & R14.
 
5.    Continuing learners across funding years.

---

 

 

September Returns

4th September R01 - first return for 2020 - 2021.

14th September R13 - penultimate return 2019 - 2020.

 

---

 

What are ILR's R13 & R14 Used For?

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

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

You must return correct learner information including:

•    Withdrawn

•    Completions in year

•    On Learning Break

•    On Programme

•    Including those transferred to another programme or provider.

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

---

 

October Returns

6th October R02 - second return for 2020 - 2021.

22nd October R14 - final return of 2019 - 2020.

 

---

Using the ESFA’s Learner Entry Tool

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

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

•    2019 - 2020 ILR Learner Entry tool

•    ILR learner entry 2018 to 2019 user guide

•    Learner Entry Tool Known Issues

•    FIS with 2019 – 2020 data set

 

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

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

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

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

But YOU MUST include these in your 2020– 2021 ILR’s.

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

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

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

---

Important FIS Information!

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

1. Download most up to date FIS application

2. Download the FIS user guide for 2019 to 2020

3. Import 2019 - 2020 ILR

4. Run FIS validation

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

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

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

2. Import 2020 - 2021 ILR

3. Run FIS validation

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

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

---

ILR Validation Process

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

FIS - Funding Information System

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

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

PDSAT - Provider Data Self Assessment Toolkit

"PDSAT is a tool for analysing learner and learning delivery data. It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."

ILR data: check that it meets standards and quality requirements

Download PDSAT Tool.

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

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

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

---

 GDPR

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

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

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

---

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

Athena MIS - ILR Dashboard

The ILR Dashboard accommodates the ILR transition across funding years.

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

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

Athena Manages the Changes so you don't have to think about:

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

Athena MIS manages all this for you!

---

 

Get Our Updates!

* Indicates required

 

 

 

    

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.

---

 

 

September Returns

5th September R01 - first return for 2019 - 2020.

13th September R13 - penultimate return 2018 - 2019.

 

---

 

What are ILR's R13 & R14 Used For?

Essentially these last two ILRs are there to allow you time to make sure all the ILR data you've submitted throughout the year is correct, which means by 17th October all of your 2018 - 2019 ILR data should be correct and up to date and all ALL PDSAT and FRM report queries should be resolved.

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

You must return correct learner information including:

•    Withdrawn

•    Completions in year

•    On Learning Break

•    On Programme

•    Including those transferred to another programme or provider.

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

---

 

October Returns

4th October R02 - second return for 2019 - 2020.

17th October R14 - final return of 2018 - 2019.

 

---

Using the ESFA’s Learner Entry Tool

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

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

To continue submitting R13 & R14 2018 – 2019 ILR’s you will use the setup you have now;

•    2018 - 2019 ILR Learner Entry tool

•    ILR learner entry 2018 to 2019 user guide

•    Learner Entry Tool Known Issues

•    FIS with 2018 – 2019 data set

 

For submitting 2019 – 2020 ILR’s you will need to have:

• 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!

---

---

 

Get Our Updates!

* Indicates required

 

 

 

    

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.

---

 

September Returns

6th September R01 - first return for 2018 - 2019.

14th September R13 - penultimate return 2017 - 2018.

 

---

What are ILR's R13 & R14 Used For?
 
Essentially you have until 18th October 2018 to make sure all of your 2017 - 2018 ILR data is correct and up to date.

You must return correct learner information including:

•    Withdrawn

•    Completions in year

•    On Learning Break

•    On Programme

•    Including those transferred to another programme or provider.

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

---

 

October Returns

4th October R02 - second return for 2018 - 2019.

18th October R14 - final return of 2017 - 2018.

 

---

Using the ESFA’s Learner Input Tool

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

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

To continue submitting R13 & R14 2017 – 2018 ILR’s you will use the setup you have now;

•    2017 - 2018 ILR Learner Entry tool

•    ILR learner entry 2017 to 2018 user guide

•    Learner Entry Tool Known Issues

•    FIS with 2017 – 2018 data set.

For submitting 2018 – 2019 ILR’s you will need to have:

•    2018 -2019 ILR Learner Entry Tool (when released)

•    ILR Learner Entry Tool 2018 – 2019 user guide (when released)

•   Update FIS with 2018 – 2019 data set (when released)

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

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

But YOU MUST include these in your 2018 – 2019 ILR’s.

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

You will be able to import your 2017 – 2018 ILR into the 2018 – 2019 Learner Entry tool and modify the data there.

Then export in the new funding year format and validate in FIS against the 2018 – 2019 data set!

---

Important FIS Information!

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

1. Import 2017 - 2018 ILR

2. Run FIS validation

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

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

1. Change data set  to 2018 - 2019

2. Import 2018 - 2019 ILR

3. Run FIS validation

4. Check any errors against the 2018 - 2019 Validation Rules Spreadsheet.

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

---

ILR Validation Process

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

FIS - Funding Information System

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

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

PDSAT - Provider Data Self Assessment Toolkit

"PDSAT is a tool for analysing learner and learning delivery data. It interrogates Individualised Learner Record (ILR) data and produces reports on this data, so that providers can identify and investigate potential anomalies in the ILR data."

ILR data: check that it meets standards and quality requirements

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!

---

---

 

Get Our Updates!

* Indicates required

 

 

 

    

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

 

Creating 2017 - 2018 ILR's for Validation

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

 

Downloads

ILR Learner Entry Tool:
17/18 ILR Learner Entry Tool (V2.1)​ or  The Hub to select other funding years.

User Guide:
ILR learner entry 2017 to 2018 - user guide

Rule Violation Spreadsheet:
ILR Validation Rules 2017 - 18 (v2) spreadsheet.

The FIS:
FIS software application.

The Hub:
Data returns overview: May 2017 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 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.

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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

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 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.

---

 

Get Our Updates!

* Indicates required

 

 

 

    

---

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

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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.

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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!

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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

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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!

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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.

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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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