It's unusual that slip-ups on admin hit you straight in the pocket. But that's exactly what can happen to training providers if they fail to submit the right data to support their apprenticeships.
Training providers must provide individualised learner records (ILRs) for all candidates, to receive vital funding from the Education & Skills Funding Agency ESFA. But this can sometimes be easier said than done - with what are often simple mistakes causing knock-on delays and problems with cash flow.
Read on to hear tips from our experts from OneFile, so you can stay ahead:
What is ILR data?
ILRs are the primary way in which data about further education and work-based learning is collected and reported in England. Providers must submit ILR data for each of their apprentices every month to claim funding from the ESFA.
ILRs are essential for providers to comply with delivery, standards and rules on funding. So here's how to get it right:
What can go wrong with ILRs?
It's vital that training providers get ILR data right and submit it on time. But unfortunately, there are many potential errors and pitfalls - from simple things like using incorrect date formats, to complex anomalies between data across different fields.
If errors are found, the ESFA normally sends each provider a report explaining what corrections are required. But these documents can be long and difficult to understand - which only gets harder as you take on more learners. Another pressure is that the ESFA doesn't allow much time to make edits - and if you're late, your funding request might be delayed. This is a major issue for many providers who rely on the ESFA for funding, cashflow and compliance.
How to comply with ILR requirements
Using an ILR tool or management information (MI) system is the easiest way to make sure all your learner data is up-to-date and accurate.
The ESFA provides a free learner entry tool to submit ILR data for up to 500 learners. The tool is quite basic - for example, it doesn't flag any errors or help you to keep track of submission status, but it's a good place to start if you have fewer than 500 learners.
The best option is to use OneFile's ILR, which enables you to address potential errors and apply funding validations as you go. The tool incorporates the ESFA's latest funding rules, deadlines, and the ESFA's Funding Information System tool, which will flag any errors in ILR data before you submit it to the ESFA. This helps you to submit data on time - protecting you from potential delays to funding, and improving your QA process by ensuring that any submissions are error free.
When you know ILR data for all your learners is complete and correct, returning the monthly ILR is actually quite simple:
1. Check the guidance, rules and timetables
If you've worked in FE for a while, you'll know that funding rules are often subject to change. Without a system like OneFile, you'll need to check manually that your learner data complies with the latest funding rules and guidance found on the ESFA website. You'll also need to check the ILR data collection timetables to make sure you've collected the right data at the right time.
2. Generate an ILR file
If you use an MI system or ILR tool, you'll be able to download an ILR file for each of your learners.
3. Submit the ILR file
Log in to your account on the ESFA's Information Management Services site and upload the ILR file.
4. Resolve any data issues
If there are any errors in the ILR, the ESFA will return the file so you can make corrections. But if you use a good ILR tool to collect information, it's likely you'll have 'designed out' this potential risk.
If you've had to make any corrections, upload the updated ILR file.
In truth, submitting ILR data is actually very simple - provided your data is correct and complete.
What are the common pitfalls providers encounter with ILR data?
The most common errors are administrative - which can be hard to spot but are often easy to resolve. You just need a tool that can help you to spot and correct them quickly.
The ESFA provide a Funding Information System (FIS) to help providers check each ILR file before it's submitted. OneFile ILR has a FIS integration so it's as easy as one-click to check if all your learner data is accurate.
OneFile ILR is packed full of features
OneFile ILR is a gamechanger for providers. You can manage all your apprenticeship submissions easily and it's full of features to make sure your submissions are straightforward and error-free.
Ready to find out more about how OneFile ILR works? Click below to book a demo.
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