THE INDIVIDUALISED LEARNER RECORDAN INTRODUCTION

November 2017

Rebecca Rhodes, Senior Associate, UVAC

r.rhodes@bolton.ac.uk

Agenda Rules & Requirements

Data Collection Overview

Submission Overview

ILR & the Apprenticeship Service

Data Entry and Validation Options

Typical issues, pitfalls and good practice

Apprenticeship ILR data basics

• ILR provides on-going collection of data in a standard format about learners and their learning journey

• Is your invoice to government and levy paying employers

• Is your declaration that apprentice and employer are eligible for funding ….…..and that they remain eligible or funding

• Full details of what data is required are published in the ILR specification:

• https://www.gov.uk/government/collections/individualised-learner-record-ilr

You MUST submit your ILR compatible file on time:

• You must ensure that the data held by the SFA is complete and fit for purpose by the return date

• You must include anyone who has attended one learning episode e.g. class

• The submission window for each year starts on 1st August and finishes on 31st July the following year

• Each monthly submission window closes at 18.00 on the fourth working day of the following month. (see timetable in Annex A )

Processing Tools HESA ILR Return and 17/18 guidance• Entry in HESA collects some of the additional fields needed for the ILR • HESA reformat the HESA return into an XML file – if the HESA file passes

HESA validation an ILR output file will be produced.• One uploaded into the hub, you will need to complete the ESFA

validation / error resolution processes • Functionality within the Data collection system will be released

incrementally throughout the year, • Providers will then need to ensure that Apprenticeship students are also

included within the full Student return with all the appropriate fields required for HE students (further guidance for this can be here).

The Shortform ILR / ILR Learner Entry Tool • Option for apprentice volumes up to to 500 • Collects Learner and Learning information on a series of tabs • Can be populated by an extract from provider’s own MI

systems

Outsourcing • Contracting with an experienced ILR processor to upload and

manage your ILR files for you• E.g. an FE provider

ILR Return /timetable

Why is ILR data important? • 3 major uses:

– to calculate government funding earned by training providers - for training they have delivered

– for national statistics - provides an auditable record of what public funds have been claimed and for what purpose

– to measure success - feeds into the funding calculation and is used for monitoring, reporting, modelling and audit purposes

• For Government - to monitor how well priorities are being met:

• Ensure effective use of public money

• Monitor quality and performance ; Monitor equality and diversity

• For training providers:

• Source of samples and data for audit and financial assurance

• Calculating funding earned

Key ILR Input Points

Starting Learning

Price Change

Change of Circumstances

Funding Claims

End Point Assessment

Completion

Key ILR Data Sources And Submissions

ILRLearner Record

Service

Employer Data Service

Learning Aim Record Service

Apprenticeship Service

The Hub

Learning Aim Search – for LARS Code .

Learner Records Service portal – for ULNs

employer data service – for ERNS

• EMPLOYER declares levy to HMRC19th or before

• Funds appear in employer Apprenticeship Service account23rd onwards

• Employer approves apprentices in their apprenticeship service account1st* working day

• PROVIDER submits ILR to ESFA ILR DEADLINE4th working day

• Employer Apprenticeship Service account debited 5th working day

• Provider paid by ESFA 11th working day

Employer & provider payment cycle

*or whatever timeframe works for you

The ILR ProcessYou can compile data from any provider system e.g. SITS and just need to export it in XML format

Provider MI system

Only upload one ILR file – subsequent uploads overwritethis initial file

File submission to the Hub

Data checked for accuracy and eligibility – enforces

funding rules and ensure data quality for auditData validation

Matches on five data fields - if these don’t match the provider is not paid & employer account not debited

Data matching with the Apprenticeship Service

Any discrepancies may lead to funding being clawed back. Calculations consider the net payment you are due Funding calculations

Comprise earnings, incentive payments for employers, plus reconciliation from over/ under payments Payments

Debits Apprenticeship Service employer Levy balance Updates

HEI Cycle

1. Employer Apprenticeship Commission

2. Employer approval of apprenticeship records

3. Collation of ILR / Data

4. ILR Creation including data merge if needed

5. Validation using FIS

6. Error resolution and correction

7. Submission of the single ILR

8. Validation

9. Payment Reconciliation

10. Payment Processing

3 days

Apprenticeship ILR data basics – issues

• If you are having problems with your monthly submission :

• Leave problematic records out of the monthly return and upload everything else - you can add records in the following month. This will generate both months payments i.e. based on their start date, two months payments would be due.

• Keep an error resolution log – and try your fixes one field and one record at a time. Make a note of everything you try.

• Upload a single learner record so you can create an exemplar template record that you can apply to others (repeat this approach for errors )

• ‘Double Lock’ between provider ILR data and employer data in the Apprenticeship Service means discrepancies result in delayed payment

• Try FE Connect www.feconnect.sfa.bis.gov.uk / Service Desk

• Save each time you complete a tab on the ILR record

ILR – DATA OVERVIEW

Apprenticeship key data fields– ULN

– ERN

– Start Date / Planned End Date

– Size of employer

– Age

– Source of Funding =105

– Learning Aim - Apply for a new Learning Aim code

– FAM codes (funding & monitoring) ACT 1 (levy) ACT2 (non levy )

– Employment status record and a date employment status applies

– Price of Training

– Price of Assessment

– Employer Contribution

– Adjusted time/price for prior learning

– Change of circumstances

– https://hub.fasst.org.uk/Pages/default.aspx

– Guidance for returning apprenticeships on the ILR from 1 May 2017

ILR Data Structure

Learner Record

Personal

Employment

Programme

ApprenticeshipProgramme

AIM ZPROG001

Apprenticeship Type

e.g. 36 for all apprenticeship

Standards

Apprenticeship Standard

Learning Aim

LARS Code

ApprenticeshipFramework

Pathway

Qualification Aim

English & Maths

PROGRAMME COMPONENT

Learning Record

ILR data: Learner information

• Learner data on the ILR includes information about the learner and their employment status• You must record National Insurance number and Unique Learner

Number (ULN)

• The Learning Records Service issues and holds data about ULNs. You will need to register for an account before you can use this service:

• https://www.gov.uk/government/collections/learning-records-service

• Make Sure apprentices are aware that their data is shared

• You must return an employment status record for all apprentices to indicate their employment status prior to the start of the apprenticeship

• Any change in employment status is recorded by adding a new employment record for that apprentice

ILR data: Learning information (I)

• Information about learning is recorded as ‘aims’

• Apprenticeships are recorded as a programme aim and one or more component aims

• The programme aim relates to the whole apprenticeship programme

• Component aims relate the individual parts of the programme, such as specific qualifications or pieces of training

• For apprenticeship frameworks the components are: competency, knowledge and functional skills aims

• Every component aim needs a code

• The Aim type field is used to identify whether a learning aim is a programme aim or a component aim in the ILR:– Programme aim (always ZPROG001) must be recorded with Aim type code 1– Component aims are recorded with Aim type code 3

• The component aims are used to record any qualification (regulated qualifications and non-regulated learning activity) delivered as part of the framework.

• For higher education e.g. degrees, you will need to request a LARS Code from the ESFA.

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Adding An Aim e.g. a Degree within a Standard

• Where prescribed HE learning aims are being delivered as part of the apprenticeship these aims will have to added to LARS to generate a code for the ILR

• Request these missing learning aims throughout the funding year to ensure that ILR submissions are up to date.

• The completed form and an approval letter should be emailed to servicedesk@education.gov.uk.

• HE learning aims request form

• HE approval letter

• Programme Aim (Aim type 1)Standard Code: 55LARS: ZPROG001 (this is the code for EVERY Standard )Programme Type: 36 (this is the type for EVERY Standard )

• Component Aim (Aim Type 3)Standard Code: 55LARS: 00301792 (this is the code you need to have created which is unique for your institution)

ILR data: Learning information (II)

• Aims are identified by a Learning aim reference number• These numbers are listed in the Learning Aims Reference Service (LARS)

database, accessed via the Hub

• Programmes are either a framework pathway or an apprenticeship standard, these are identified by codes from the LARS database

• You also need to record• Learning start and end dates

• Learning planned end date

• The location where learning is being delivered

• Funding information about the programme

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ILR data: Learning information (III) –funding data

• In order to calculate funding you must record the following:• On all aims:

– Funding model code 36

– Programme type

– Framework and pathway OR standard code

• On programme aims: – Contract type (also recorded for English and maths aims) ACT1or ACT2

(levy or non-levy)

– Financial records» Price for delivery of the programme

» Any co-investment towards delivery of the programme (if required)

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THE APPRENTICESHIP SERVICE MATCHING

Data Matching & the Apprenticeship Service • The apprenticeship service holds details about apprentices for levy paying

employers and it is matched to the ILR record on five fields :

1. ULN

2. UKPRN

3. Framework or Standard codes1. Learning Aims Reference Code (LARS ) code

2. For frameworks only 1. Programme level

2. Pathway

4. Total Negotiated Price

5. Start Dates

• ESFA matches your ILR upload to the previous days AS data

• Check the Apprenticeship Data Match report in the Hub - blank for no errors – Both accounts must be amended

– BEFORE the ILR collection period .. Or no payment will flow/ levy will not be debited

– Monthly funding payments are only made when key details in both data sources match

Apprenticeship Service / ILR Data Match

Field NameData Type

Size Format/Valid Entries Mandatory

CohortRef String 20 Y

ULN bigint 10 1000000000 – 9999999998 Y

FamilyName string 100 Y

GivenNames string 100 Y

DateOfBirth date 10 YYYY-MM-DD Y

ProgType int 2 2,3,20,21,22,23,25 Y

FworkCode int 3 Valid entry from LARS N

PwayCode int 3 Valid entry from LARS N

StdCode int 5 Valid entry from LARS N

StartDate string 7 YYYY-MM Y

EndDate string 7 YYYY-MM Y

TotalPrice int 6Amount in pounds to the nearest whole pound (excluding VAT)

Y

EPAOrgID string 7 EPAXXXX N

ProviderRef string 20 N

TOOLS

The Hub

• The Hub is a secure, online portal

• Submit files

• Generate Reports

• View Contract information

• You will need to register for an account for the Hub (and the LRS)

• The ILR data collection timetable contains ILR monthly submission dates

• Start making ILR returns once the apprentices have started

Tools

• The Data Return option in the Hub enables you to upload your ILR file

• Funding Information System (FIS), helps providers validate ILR data, calculate funding and derived variables, create a range of reports based on a set of ILR data

• FIS enables you to create one ILR file from multiple sources and it contains a number of databases including the Learning Aims Record Service (LARS) database – all qualification and Standards data

• These need to be kept up to date and the FIS provides a simple tool for this

• Some validation lookup tables only activate when the ILR is uploaded to the Hub - FIS is therefore indicative only on earnings..

• Provider data self assessment toolkit (PDSAT) and reports to help FE providers make accurate and complete ILR data returns

• Provider DSAT (PDSAT) outputs a series of reports to test integrity of ILR data.

• This assists providers in routine data cleansing and submitting accurate ILR data returns to funding agencies. You can import ILR or FIS

Funding Information System & Validation Reports

• FIS is a downloadable application that can check your ILR data before you upload it to the Hub• https://www.gov.uk/government/pu

blications/individualised-learner-record-ilr-check-that-data-is-accurate

• FIS and the Hub produce rule violation reports• The reports tell you about any

errors and contain details to help you identify the affected learner and how to correct the error

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Error Reports and warnings

Using Reports

• Use the Rule Violation Summary to check the number of records uploaded matches your learner numbers in your original file

• If your uploaded file contains errors upload a second corrected file to overwrite it

• Use FIS to amalgamate multiple ILR files for a specific learner – obviously all data needs to be the same first

• Your Provider Funding Report will not show any files that are not processed – if so you will not be paid

• Continued data errors will be a compliance issue –ESFA will pursue this with you.

• FIS doesn’t include all the funding data - use the hub for earnings and payment reports - FIS is indicative

• FIS is an interim validation and does not check all fields – you need to upload to the Hub for ULN, Employer Number and Postcode

ILR Hints & Tips make sure the apprentice for any data submitted has an approved employer

commitment in the apprenticeship service

include all learner, learning delivery and learner destination and progression records, for all learners for the year to date

make sure all your documents relating to the enrolment of the learner and the record of learning activity are accurate and conform to the eligibility rules of the appropriate type of learning

Set return dates for subcontractors to check any subcontractor data is correct; require them to run through FIS or allow time for you to do this

compile one single file from all your ILR sources

run FIS and PDSAT, checks that your validation reports and apprenticeship data match and correct the data causing errors

upload compressed files (archives or .zip files), making sure your data within these files is in a XML format and that the zip and XML files have the same file name and are not encrypted or password protected

submit your ILR return 3 days before the deadline, allowing time to resolve any validation errors and warnings

ILR Hints & Tips

Make sure you have recorded all learning aims with Funding model 36 and Source of funding 105

All apprentices must have at least one employment status record. The ILR guidance document contains examples to help you record employment status

The learning start date must be the date that learning actually started for an aim: this date can be different to the programme start date for component aims and qualifications

Learning aims can only be recorded if they are valid in the LARS database: check that the start date for learning aims are within the ‘valid from’ and ‘valid to’ dates in the LARS database

The price you record on the ILR is used to calculate your funding. Make sure that the price reflects the cost to you (as the training provider) for delivery of the programme

For apprenticeship standards, you must also record the cost of the end point assessment, refer to the ILR guidance for details

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Top 20 most common ILR Issues

QUESTIONS AND ANSWERS ?

Useful linksDocuments :

• ILR specification https://www.gov.uk/government/collections/individualised-learner-record-ilr

• ILR guidance for returning apprenticeship on the ILR from 1 May 2017 https://www.gov.uk/government/publications/ilr-guides-and-templates-for-2016-to-2017

• The Hub https://des.fasst.org.uk/Pages/default.aspx

• Apprenticeship funding rules https://www.gov.uk/government/publications/apprenticeship-funding-and-performance-management-rules-2017-to-2018

• Apprenticeship technical funding guide https://www.gov.uk/government/publications/apprenticeship-technical-funding-guide

Advice and help :

• Service Desk servicedesk@sfa.bis.gov.uk

• feconnect http://feconnect.sfa.bis.gov.uk/

• Education Skills Funding Agency Digital Blog https://sfadigital.blog.gov.uk/

• Follow SFA Digital Service @SFADigital

• Set up web alerts from GOV.UK

• Contact servicedesk@sfa.bis.gov.uk

• Contact r.rhodes@bolton.ac.uk

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