Preparing your final ILR return (R14) for 2021 to 2022

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From: Education and Skills Funding Agency

Deadline

The deadline to submit your final ILR and EAS return for 2021 to 2022, R14, is 6pm on Thursday 20 October.

We have compiled a list of all data collection dates for the 2021 to 2022 ILR

 

Preparing your final ILR return

We recommend finalising your data in preparation for the R13 ILR and EAS data return close on Wednesday 14 September 2022, this will allow one final return for any changes.

The data you submit is important. It is used for (and not limited to) payments, funding allocations, quality monitoring and achievement rates.

To help you prepare for R14 we have produced a number of articles for commonly asked questions.

File processing times on Submit learner data will be longer than anticipated throughout the dual returns period. We will make training providers aware of any significant delays to processing times through ESFA Communities.

 

ILR issues

OPPs

Queries about monthly on programme payments (OPPs) changing throughout the academic year are commonly in relation to changes to planned end date.

Change of employer 

We have a help article on how to record a change of employer, as we know this can be difficult in some circumstances. 

We also have an article on calculating the TNP value after a change of employer as this can affect payment.

ILR data errors 

A common ILR data error in R13 and R14 is R108, we have published guidance on how to correct an R108 error.

We also have information on ILR records that cross the 2021/22 and 2022/23 funding years.

Traineeships

We have also published a number of articles in relation to Traineeships, specifically relating to the recording of traineeships and Employer Incentive Payments.

 

DLOCKs

The most common DLOCKs (Data mismatches) are as follows:

  • Dlock_07
  • Dlock_10
  • Dlock_12

Dlock_07 occurs when the information in your ILR submission does not match the information held on the apprenticeship service. A common occurrence is where the original TNP1 value has been overwritten in the ILR data and a TNP2 has been added. Although the price value is the same, the original records no longer reflect what was previously returned to us.

In the instance of both Dlock_10 and Dlock_12, please review if these errors are preventing any outstanding payments being made. If there are no outstanding payments, no action is required. Alternatively, the guidance provides further information on how to address these issues.

 

Funding Rules Monitoring (FRM)

We have provided individual guidance to the top 5 occurring Funding Rules Monitoring (FRM) errors.

 

Qualification Achievement Rates (QARs)

QARS provide a measure of further education colleges and training organisations performance each year. To ensure we are producing an accurate measurement, the data in your ILR must accurately reflect the learning activity that has taken place.

Please review your QAR Dashboard in the lead up to the final 2021 to 2022 ILR data return (R14).

 

Payments

Queries relating to payments are most commonly due to the way ILR data is recorded and submitted. Some issues may be as a result of the small employer indicator (SEM1) not being recorded consistently across academic years.

There may also be a change in monthly on programme payments and completion payments where there has been a change of employer due to how the new price records have been recorded.

We will add payments and/or recoveries at R13 and R14 to the payments from R02 and R03 ILR returns respectively as per paragraph 273 of the Apprenticeship technical funding guide.

 

Find a Learning Aim

The last day to submit a request for a new learning aim for the 2021 to 2022 is Friday 23 September 2022. Any submissions made after this date will not be available for data validation by R14 (20 October 2022).

Further information can be found on the Higher education learning aim request due date webpage.

 

Learner Entry Tool

During the ILR dual returns period, please ensure you are exporting and uploading ILR data using the correct Learner Entry Tool.

Files for 2021 to 2022 (R13 and R14) should be exported from the 2122.2 version. Files for 2022 to 2023 (R01, R02, etc.) should be exported from the 2223.1 version.

The version you use will determine the collection year (<Year>) and file name (ILR-LLLLLLLL-YYYY-yyyymmdd-hhmmss-NN.XML) that are generated during the export process. If these fields are incorrect, the ILR file will fail data validation.

The updated version can be found at the ILR Learner entry tool  page on Submit Learner Data.

 

Provider data self-assessment toolkit (PDSAT)

 

The provider data self-assessment toolkit (PDSAT) helps providers make accurate and complete individualised learner record (ILR) data returns. 

 

PDSAT interrogates ILR data and produces reports on this data, so providers can identify and investigate potential anomalies in their ILR data.

 

Need support?

If you have a specific query not covered by this information or guidance, please contact us using our enquiry form.

 

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