Henry Wish (ESFA)

Further Education Workforce data collection - Deadline extended to 27th January

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The FE Workforce data collection for the 2021 to 2022 academic year is now open and will close on 27th January 2023**.

Note whilst last year’s collections were voluntary, all collections this year, staff, vacancy and recruitment and governor, are mandatory for the organisations in scope for each collection.

Providers can now submit their staff data via the XML file upload process.

The online form is available for providers to submit their vacancy and recruitment data.

The online form is available for FE and sixth form colleges to submit their governor data.

The online form for staff data is now available for providers.

A new version of the Staff Data Desktop Application will be available from Monday 10th October.

New updated guidance documents have been published on GOV.UK

* Letter from Minister Halfon on the FE workforce data collection - GOV.UK (www.gov.uk)

** The deadline has now been extended to 27th January 2023.

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Chris Roberts

Good morning

So we fill out the excel template then copy and paste it into the Staff Data Desktop Application? This then allows us to generate the XML file?

Thanks 

Chris  

Henry Wish (ESFA)

Hi all,

It was previously communicated that the updated online form for providers to submit their staff data would be available from Monday 3rd October.

This has been delayed and will now be available from Wednesday 5th October.

Thank you,

 Henry

Henry Wish (ESFA)

Morning Chris Roberts,

 Prior to the collection opening we will publish an amended excel template, to include the new data for the 21/22 collection. This can be used to populate with staff data, imported to the Desktop application and used to generate an XML file for submission. 

Have a fantastic weekend!

Henry

Chris Roberts

Hi Henry

Where do I find the link for the desktop application please?

regards 

Chris 

Chris Roberts

Found the link, presuming is still hasn't gone live?

 


Henry Wish (ESFA)

Good morning Chris Roberts,

 Please see update to this post above.

Have a great day!

Henry

Laura Ryan

Hi do we find this where we submit learner data? has this been moved now to the 10th october before we can access it?

thankyou

Chris Roberts

HI Laura this is where I have been going in the bottom right hand corner of the submit learner data page. 

However there still aren't any downloads available. 

 

Henry Wish (ESFA)

Good morning all,

The new version of the Staff Data Desktop Application is now available.

Guidance documents have been updated to reflect that YYYY in the filename for an XML submission must be the academic year of the collection, so 2122.

New updated guidance documents have been published on GOV.UK

Laura Ryan

Chris Roberts Thankyou so much for your help, found it! so helpful thanks :-)

Huw Chapman

The workforce data collection contains confidential information and if my understanding is correct some of the data is protected but not items like date of birth and salary.  This is causing concern as Senior Management data may be visible to our staff who access other information on our company ESFA account.  Can you please guide me who could potentially view the information once we upload the data and how this is managed with those who have account access. 

Peter (ESFA)

Huw Chapman This is covered in section 11.1 of the Data collection support manual. Provider user access can be controlled by the provider only granting the Submit Learner Data – FE Workforce role to those provider staff members that have the authority to view confidential provider staff data, including date or birth and salary etc.

 

Laura Ryan

Hi, can someone please guide me to which file we have to download into as i click to open the exe file and nothing happens?...

thankyou for your help 

Laura

 

Ibrahim Mayat

Hi Laura Ryan

 

It is the ESFA.FE.StaffEntry.exe file; just used it this morning and it works fine. Maybe check with your IT dept?

 

Kind regards

Ibrahim

(Edited)

John

You will need to extract all of the contents of the zip into a folder on your computer (the Extract button in the 7-zip file manager in your screenshot).

Then you would double click the ESFA.FE.StaffEntry.exe file in the folder you extracted the files to.

Dave Williams

I've downloaded the Staff Data Desktop Application, run it , completed the sections, exported a valid file for upload now the issue starts ... when I open "submit learner data" on the IDAMS system there isn't a Tab for submission. I am a superuser so went on to the main "information management services (IDAMS)" to assign the role but cant find the role "FE workforce" how do I find the submission tab ? 

Henry Wish (ESFA)

Good evening Dave Williams,

 If you are still encountering this issue, please get in touch via our online form on the SLD homepage.

Thank you,

 Henry

Christine Gregory

Hi, I work for an ITP, the only ESFA funded provision we have is for apprenticeships - all other provision is through contract with other training providers/colleges.  Do I only include staff who are involved with apprenticeship provision and which support staff should be included, ie IQAs, quality etc?

Thanks for any asistance you can offer.

Peter (ESFA)

Christine Gregory yes you should only include staff that are working on ESFA funded provision and not staff who solely on training provision that your ITP is the sub contractor for. Section 6.4 (Staff roles in scope) on page in the FE Workforce data collection support manual details all the roles/sub roles to include. The support manual can be found on the guidance page: https://www.gov.uk/government/publications/further-education-workforce-data-collection

Emma Stevens

Good Morning All, 

I completed the majority of the sheet a month ago. Our MD has just opened the file to fill in Salary information. Upon opening, the majority of information has exclamation marks at the side indicating an error. 

This is apparently because we do not need to add in qualifications etc for assessors. If we take out the qualifications and leave them as assessors, would this be ok? 

 

Thanks

Peter (ESFA)

Emma Stevens if you take out the qualifications for assessors that should resolve the errors. The qualifications are only required for teaching staff. 

Emma Stevens

Thank you Peter.

Henry Wish (ESFA)

Good afternoon all,

 Please see link below to the Ministerial letter that went out last week:

Letter from Minister Halfon on the FE workforce data collection - GOV.UK (www.gov.uk)

Thank you,

 Henry

Jessica De Melo

Hi Henry

Is the deadline 5pm on 14th December please?

Thanks

Henry Wish (ESFA)

Good morning Jessica De Melo,

 I hope all's well on your side.

We are extending the collection deadline until 27 January 2023. This will be final extension 

Thank you,

 Henry

 

(Edited)

Henry Wish (ESFA)

Hi All,

Update 21/22 FE Workforce data collection deadline extended to 27th January 2023.

As we are hearing from a number of providers that there are issues with some HR software suppliers preventing returns, we are extending the collection deadline until 27 January 2023.

 

This will be final extension possible, as any further delay will seriously impact publication plans.

 

Even if you are not experiencing software issues, we encourage your organisation to utilise the additional time to help resolve other issues that you may be experiencing and remain compliant with the collection.

 

The collection can be found here: https://submit-learner-data.service.gov.uk

If your require an account, please follow this guidance: How to register for an IDAMS account - GOV.UK (www.gov.uk)

We have released guidance documents for the collections to support staff who are completing the collections. You can find them here:

Further education workforce data collection - GOV.UK (www.gov.uk)

 

Please cascade this message to the relevant leads in your organisation as soon as possible.

Thank you,

 Henry

Nicola Barton

Hi, I've completed the application and have the XML file ready to upload but when I log into submit learner data it isn't clear where to upload it. should there be a tab or section to do this? if there isn't where do I go to find/sort this? Can anyone help please?

Christine Gregory

Hi Nicola Barton,

You may need to add permissions for it through IDAMS, I had to add it to my profile.  I've just tried to login to copy screen so you can see, but it's saying my login is invalid for some reason.

 

Peter (ESFA)

Nicola Barton You should see a blue FE workforce staff & vacancy data collection on the Submit learner data portal. If you do not see this then you need to get the IDAMS super user at your organisation to give you the IDAMS 'Submit learner data - FE workforce' - role.