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Lynda Broad Contract Adviser And David Saffrey Contract Adviser

ESF Data. Lynda Broad Contract Adviser And David Saffrey Contract Adviser. Topics Covered. The Team ILR Guidance / LAD Database Key Fields Data Collection ILR Summarisation Delivery Statement Training. ESF Technical Support Team. ILR Guidance.

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Lynda Broad Contract Adviser And David Saffrey Contract Adviser

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  1. ESF Data Lynda Broad Contract Adviser And David Saffrey Contract Adviser

  2. Topics Covered The Team ILR Guidance / LAD Database Key Fields Data Collection ILR Summarisation Delivery Statement Training

  3. ESF Technical Support Team

  4. ILR Guidance • Guidance related to the Individualised Learner Record (ILR) can be found on the LSC website, located here: • http://www.lsc.gov.uk/providers/Data/Datacollection/ILR/ • The link to the 2009/10 ILR documents will be available in time for the new academic year

  5. LAD Database • The Learning Aims Database (LAD) is accessible via the Provider Extranet webpage, located here: • http://providers.lsc.gov.uk/lad/default.asp • Guidance pertaining to the LAD is available here: • http://www.lsc.gov.uk/providers/Data/Software/LAD/ • If you cannot find a particular qualification • on the LAD and require guidance, please • send an email to the ESF mailbox: • SE-ESFCo-financing@lsc.gov.uk

  6. ILR IPOL Online Data Collection System Provider Batch LSC ILR Database Data Correction ILR Reports Produced by LSC ESF Support Team ILRSummarisation Summarisation OK Failed Summarisation LSC Contract Management Application (CMA)

  7. Implementation of reporting methods in three stages

  8. Stage One • To end of June 2009 • MS Excel Delivery Statement to be e-mailed to LSC by 4th working day of the month, a signed copy to follow within a further 4 working days • Actuals will be uploaded once the online Delivery Statement is available (Scheduled for June 2009) • Participant data must be recorded using the 09/10 • paper Employer Responsive ILRs. It will • not be possible to submit these via On • Line Data Collections until later in the year.

  9. Stage Two • July & August 2009 • The Delivery Statement is to be completed online as opposed to MS Excel • ILR data being uploaded to the On Line Data Collection system with system generated payments

  10. Stage Three • Stage 3 from September 2009 onwards • Implementation of the 2009/10 Employer Responsive ILR collection which will include the new field A68 (Employment Outcome) which was previously not available for the recording of job outcomes with training. • From this stage all reporting will be fully automated.

  11. 2009/10 Employer Responsive ILR (Post August 09)

  12. Data Collection- Method and Timetable • ILR data is submitted via one of two methods: Provider Batch (PB) or Provider On-Line (POL) • Timetable: ILR data is submitted to the LSC by 5pm on the the 4th working day of the month for any new participant starts up to and including the last day of the previous month

  13. Data Collection- OLDC • The On-Line Data Collections (OLDC) system sign-in page:

  14. Data Collection- POL or Batch? • Providers with a Management Information System (MIS) should use ILR batch files. The full ILR Specification is available on the Information Authority website • Providers without an MIS system should submit their data via Provider On-Line through the OLDC website

  15. Data Collection- Reconciliation • Reconciliations take place every month from the • contract start date to the contract end date • Your monthly payments will be calculated using • the ILR data you have submitted

  16. Data Collection- Consortiums • All ILR data to be submitted by the lead provider, i.e. the organisation the LSC has contracted with • Data cannot be submitted under different UPINs for organisations within a consortia

  17. Key Fields ILR data is validated at point of entry: • Providers using the manual Provider On-line method of ILR entry will receive an error message when pressing the ‘Save’ button if data within one or more of the key fields is incorrect • Providers using the Batch method will receive details of rejected ILR records in their Batch Error Reports produced on OLDC

  18. Key Fields ILR Validators: • UPIN/UKPRN (L01): See Schedule 1A Appendix 2 • Local Project No. (E23): See Schedule 1A Appendix 2 • Project Dossier No. (E22): See Schedule 1A Appendix 2 • LSC No. (L25): 300 indicates LSC South East Region • LSC Funding Stream (A10): code 70(R2R) or 80 (6m+)

  19. Key Fields Learning Aim Reference (Field A09) S33 – Participant Start – ZSPE0001 The first ILR entered for each participant must have this Learning Aim Reference No. Qualifications – LAD Aims Search For accredited learning aims started after enrolment, use the qualification aim reference as listed on the LAD database, field A49 updated to code: SP018/SP023 If participant progresses onto mainstream, the ILR must be closed down

  20. Key Fields Section 3 scenario for first Learning Aim • ZSPE0001 – For all participant starts, section 3 information must be entered as follows, until all aims for that particular participant are ended: • FieldDescriptionCode to use • A10 Funding Stream70 for R2R providers 80 for 6m+ providers • A49 Special Projects Applicable GLH Code

  21. Guided LearningHours (GLH)

  22. ILR Summarisation

  23. ILR Summarisation- What is it? • ILR summarisation is a process which links elements of ILR • data to the ILR-specific deliverables of each contract • The purpose of this is to allow internal LSC systems to calculate how many participant starts, qualification starts, achievements and outcomes etc a particular project has • The figures produced by this process will act as • the definitive record for ILR-specific deliverables

  24. ILR Summarisation • The summarisation process will produce two reports • on OLDC after the close of each period: • Summarisation Report – Lists details of the ILR records that have passed summarisation successfully • Exception Report – Lists the instances where • the system cannot link elements of an ILR • record to a deliverable within the contract

  25. ILR Summarisation • Records that fail summarisation must have corrections made and re-submitted in the next collection period • The summarisation process will negate the need for you to update actual delivery on the Delivery Statement (DS) for ILR-specific deliverables • You are still required to submit a DS every • month for those deliverables which are • non ILR-specific

  26. Delivery Statement

  27. Delivery Statement- What is it? • The DS is an electronic report where providers record actual delivery for non ILR-specific deliverables for a particular period • If a submission is not made, the system will assume zero delivery in that period for those deliverables • It is the responsibility of the provider to • submit the DS. A nil-return for periods of • inactivity are required for consistency

  28. DS Timetable • Reporting period for each month opens on the first day of the month • Submission deadline is 5pm on the 4th working day of the month • Reporting periods run from the contract start date to the contract end date • Statements from previous periods can be • accessed, amended and resubmitted at • any time as required

  29. Accessing DS • Users must have access to the Provider Gateway and the Delivery Statement Application (DSA) • DSA User Roles for providers: • Provider DS User Approver • Provider DS Creator • Your LSC Contract Adviser will set up one Provider DS User Approver per provider • Provider DS User Approvers can then set • up accounts for Provider DS Creators

  30. Accessing DS • The Delivery Statement Application is accessed via the Provider Gateway • For Providers: • Access ‘The Gateway’ website at: http://thegateway.lsc.gov.uk • Click on the Login to the Secure Provider Gatewaybutton in the Main Menu on the left hand side

  31. Accessing DS • Click on the Log inbutton on the right hand side of the page • Enter User Name and Password and click on the Login button • Usernames usually consist of your full name with a space, e.g. • ISP\Joe Bloggs

  32. Accessing DS • For LSC Users & Providers: • Click on the Delivery Statements Link in the Main Menu on the left hand side of the page

  33. Accessing DS • From the Contract List page, click on the contract you want to view / make a submission for and the Delivery Statement Summary page is displayed listing the current and past reporting periods

  34. Creating a DS • Delivery Statement page

  35. Creating a DS • To record actual delivery for the reporting period selected, click in the Actual field to the right of the deliverable concerned and enter the volume delivered in that period

  36. Creating a DS • Tab to the next field or click anywhere else on the page and, if appropriate, the Actual Value field is updated automatically, as well as the contract value and volume to date columns

  37. Creating a DS • Click on the Save button underneath the list of deliverables. Upon saving, the status of the statement is updated to ‘Work in Progress’ • Click on the Submit button underneath the list of deliverables. Upon submitting, the status of the statement is updated to ‘Approved’

  38. Creating a DS • After submitting a statement, click on the Cancel button to return to the Delivery Statement Summary page. The status of the statement should read as ‘Approved’

  39. Deleting a DS • Only statements with a status of ‘Work in Progress’ can be deleted • Access the contract concerned • Select the Work in Progress statement you wish to delete • Click on the Delete button underneath the list of deliverables

  40. Updating a DS • Delivery statements for previous periods can be • updated at any time, even after submission to the LSC • Access the contract concerned • Select the reporting period you wish to update • Amend the statement as required and then click the Save button at the bottom of the page • Click the Submit button to send to LSC

  41. Printing a DS • Access the contract concerned • Select the reporting period you • wish to print • Click on the Print button and • the details appear in a print • preview window • Click on the Print button again and select an appropriate printer, then click on the Print button at the • bottom of the print dialogue box

  42. Training • Any providers with staff new to ESF can request 1:1 on-site training • To arrange training, please send a request via email to the ESF mailbox: SE-ESFCo-financing@lsc.gov.uk • Training only to take place once participant data is ready to be entered onto the system • Providers are expected to cascade knowledge internally

  43. Useful Links • Please take a moment to visit the LSC South East ESF webpage at the following link: • http://www.lsc.gov.uk/regions/SouthEast/ESF/Currentprogramme/ • The ESF Noticeboard as well as LSC and ESF logo guidelines can be downloaded from here

  44. Further Help & Guidance • Please refer to the ILR Specification and Guidance in the first instance • If the guidance did not offer a solution, please direct any questions via your LSC Contract Manager • Alternatively send an email to the ESF mailbox: SE-ESFCo-financing@lsc.gov.uk

  45. ? ? ? Questions ? ? ? ? ? ? ? ?

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