INTRODUCTION TO PICS

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					Introduction
   to PICS
 Data Entry
      Document Version: 2.11
      Release Date: 24/01/10
                         I N T R O D U C T I O N TO P I C S DATA E N T RY

     ABOUT THE SYSTEM
     The Provider's Integrated Client System from Pellcomp Software is a market leader in learner tracking software.
     Widely used by training providers since 1991, it is regularly updated for this ever-changing sector. PICS manages data
     for programmes run by the Skills Funding Agency (SFA), Young People's Learning Agency (YPLA), Department for
     Children, Education, Lifelong Learning and Skills in Wales (DCELLS) & JobCentre Plus (JCP) programmes. It can also
     manage details of privately funded learners.
     Supported by our experienced and highly-rated help desk, the PICS user group covers hundreds of providers
     throughout the country, from Northumberland and the North West to the Midlands, West Country, East Anglia and
     the South East.
     PICS features include:
          Easy to use data entry screens that match SFA/YPLA, DCELLS & JCP forms wherever possible.
          In-built data checks and validation reports.
          Track learner progress on all qualifications including NVQs, Units, Elements and Assessments.
          Record Reviews and other Contacts and print learning plans.
          Database of partner organisations and visits, e.g. employers, placements, schools.
          Profiles for SFA/YPLA/JCP and reports that monitor actual figures against them.
          SFA/YPLA funding calculator and JCP Claims generator.
          Data export and reconciliation routines to TDS (The Data Service) and DCELLS.
          A range of standard reports to meet provider, SFA/YPLA, DCELLS and JCP needs.
          A powerful ad-hoc reporter for users to build their own reports.
          Options for remote access by field staff.
          A detailed on-line help system and set of training guides.
          Full password protection and encrypted data files.

     HOW PICS WORKS
     You enter basic learner details from the start forms (ILR, REF2/SL2, LLWR etc) and then add all the other details to
     track their Learning Plans. There are help prompts and pick-lists for entry options in many fields. You can move
     quickly between learners and learning programmes or report system-wide.
     PICS uses all this data to generate financial values for Starts, On Programme Payments, Weeks, NVQ and Framework
     achievements, Job Outcomes, Milestone Events and so on. It produces a periodic return and/or data transfer which
     providers can use to produce or check their claims.
     PICS has reports for managers, admin teams and field staff, which can be seen on screen, printed out or exported to a
     word processor or spreadsheet. These range from a training plan for a single learner, to occupancy lists and a diary of
     reviews or visits, Ofsted reports and user defined searches via the Adhoc reporter. Pellcomp has a separate guide and
     training events for reports.
     Data can be uploaded easily from PICS to The Data Service (for SFA/YPLA) and DCELLS for their respective systems.
     Much of the data validation is done to meet the requirements of the government departments and ensure that your
     data is as correct as possible. It’s important to ensure the information you enter is accurate as it affects both your
     financial profile and MI returns, and local and national statistics.

     FEEDBACK
     Your views on the operation and general ‘feel’ of the system are always welcome. Please pass any comments to
     Pellcomp (support@pellcomp.co.uk )or, if you are on a course, to your trainer. Don’t think if you’ve never used PICS
     before that your comments aren’t worthwhile - we want the system to appeal to new as well as experienced users.




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     WHO'S WHO AND WHAT'S WHAT
     A short guide to the various government bodies referred to in this guide, with links to their websites:


              BIS. The Department for Business, Innovation and Skills. http://bis.gov.uk/
               Government department with overall responsibility for learning programmes and the organisations listed
               below (except JCP and DCELLS).
              Theia. The Information Authority. http://www.theia.org.uk/
               "… established as an independent body to set and regulate data and collection standards for further
               education and training provision in England."
              TDS. The Data Service. http://www.thedataservice.org.uk/
               Set up to deliver initiatives of Theia by managing the collection, transformation and dissemination of all
               further education data including the ILR. Responsible for the On-Line Data Collection system to which data is
               sent from PICS.
               The service is used by the Skills Funding Agency (including NAS) and the Young People’s Learning Agency.
              SFA. Skills Funding Agency. http://skillsfundingagency.bis.gov.uk/
               An agency of the Department for Business, Innovation and Skills (BIS). Funds and regulates adult FE and skills
               training in England. Responsible for Apprenticeships and Train to Gain.
              NAS. National Apprenticeship Service. http://www.apprenticeships.org.uk/
               Part of the SFA with "end to end responsibility for Apprenticeships in England."
              YPLA. Young People's Learning Agency. http://www.ypla.gov.uk/
               Provides financial support to young learners, by funding Academies for all their provision and by supporting
               local authorities to commission suitable education and training opportunities for all 16-19 year olds.
               Responsible for E2E.

              JCP. JobCentre Plus. http://www.dwp.gov.uk/about-dwp/customer-delivery/jobcentre-plus/
               An executive agency of the Department for Work and Pensions. It provides services that support people of
               working age from welfare into work, and helps employers to fill their vacancies. Responsible for certain Adult
               learning programmes and initiatives including FND (Flexible New Deal).
              DCELLS. Department for Children, Education, Lifelong Learning and Skills in Wales (DCELLS).
               http://new.wales.gov.uk/topics/educationandskills/?lang=en
               Department of the Welsh Assembly Government, responsible for funding and developing post-16 education
               and training including Apprenticeships throughout Wales (apart from Higher Education).




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     CONTENTS
     INTRODUCT ION TO PICS                              DATA         ENT R Y                                     1
        About the system                                                                                         1
        How PICS works                                                                                           1
        Feedback                                                                                                 1
        Who's who and what's what                                                                                2
        AIMS FOR THIS TRAINING                                                                                   5
          Prior Knowledge For PICS Training                                                                      5
     SECTION 1.          GETTING STARTED                                                                         6
        STARTING PICS                                                                                            6
           How to use PICS help screens                                                                          7
        FINDING AND VIEWING LEARNER DETAILS                                                                      8
           How to use the Client Selection list                                                                  8
           How to search for a learner                                                                          10
           How to select a learner & open their details                                                         11
           How to print basic learner details                                                                   12
           Navigation in PICS                                                                                   12
        REVIEW & HELP                                                                                           12
     SECTION 2.    ENTERING NEW LEARNER DETAILS                                                                 13
        How to create a new learner record (all programmes)                                                     13
        ENTERING NEW LEARNERS FOR SFA/YPLA                                                                      14
          How to enter basic details for a new SFA/YPLA learner                                                 14
          How to enter ILR Part 1 (learner personal details)                                                    15
          How to enter ILR part 2 (learner programme details)                                                   15
          How to enter ILR Parts 3&4 (learner aim details)                                                      16
          How to enter ILR Part 5 (ESF CFD) & Part 6                                                            18
          How to enter additional, education and notes information (SFA/YPLA)                                   18
          How to save a new learner record                                                                      19
          How to check your ILR data                                                                            19
        ENTERING NEW LEARNERS FOR JCP                                                                           20
          Entering basic JCP values for a new learner                                                           20
          How to enter the Personal data for JCP learners                                                       20
          How to enter the REF2 for JCP learners                                                                21
          How to enter the SL2 for JCP learners                                                                 22
          Additional, education and notes information (JCP)                                                     22
          How to save a new learner record                                                                      22
        ENTERING NEW LEARNERS FOR DCELLS                                                                        23
          Entering basic LLWR values for a new learner                                                          23
          How to enter learner information for the LLWR                                                         23
          How to enter the learner Programme for the LLWR                                                       24
          How to enter the learner activities for the LLWR                                                      24
          Additional, Education and Notes information (JCP/DCELLS)                                              25
          How to save a new learner record                                                                      25
        IMPORTING LEARNER DETAILS FROM OTHER SYSTEMS                                                            26
          Pellcomp's Applicant system (PelAMS)                                                                  26
          Importing learner details from ILR files                                                              26
        REVIEW & HELP                                                                                           26
     SECTION 3.          AMENDING BASIC LEARNER DETAILS                                                         27
        CHANGES TO AN ILR FORM                                                                                  27
          How to make changes to the ILR part 1                                                                 27
          How to make changes to the ILR part 3,4 and 5                                                         27
        CHANGES TO JCP AND DCELLS LEARNERS                                                                      28
        OTHER CHANGES (ALL PROGRAMMES)                                                                          28
          How to make changes using the trainee history screen                                                  28
          Deleting an incorrect learner                                                                         29
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        REVIEW & HELP                                                                                           29
     SECTION 4.          ACHIEVEMENTS AND LEAVERS                                                               30
        QUALIFICATIONS                                                                                          30
          Achievement of the ILR main aim                                                                       30
          Achievement of ILR subsidiary aims                                                                    31
          Achievement of DCELLS aims on the LLWR                                                                31
          Additional qualification/unit/element information                                                     31
          Overview of qualification tracking                                                                    32
        COMPLETERS & LEAVERS                                                                                    33
          How to enter framework achievement & leaver details for ILR                                           33
          How to enter leaver details for DCELLS                                                                34
          How to enter leaver details for Adults (JCP - SL2)                                                    34
        MILESTONES                                                                                              35
          How to enter/edit/delete a milestone for a learner                                                    35
        REVIEW & HELP                                                                                           35
     SECTION 5.    LEARNER PLANS, REVIEWS AND ATTENDANCE                                                        36
        How to print learning plans                                                                             36
        How to enter maintain reviews and other ILP data                                                        36
        How to record learner attendance                                                                        37
        REVIEW & HELP                                                                                           38
     SECTION 6.     EMPLOYERS & OTHER ORGANISATIONS                                                             39
        How to create a new organisation                                                                        39
        How to find and update an existing organisation                                                         41
        How to export or print organisation details                                                             41
        How to link a learner to a placement organisation                                                       42
        REVIEW & HELP                                                                                           42
     SECTION 7.          SYSTEM BASE DATA OVERVIEW                                                              43
        REVIEW & HELP                                                                                           43
     SECTION 8.    HOUSEKEEPING & MISCELLANEOUS FUNCTIONS                                                       44
        Information about changes to PICS                                                                       44
        Reindex & database integrity check                                                                      44
        How to backup data                                                                                      44
        Changing passwords                                                                                      45
        REVIEW & HELP                                                                                           45
     SECTION 9.          FINAL CHECK ON WHAT YOU’VE COVERED                                                     46




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     AIMS FOR THIS TRAINING
     Learning to use a new computer system takes time. This guide won’t make you an instant expert but it should give
     you a good introduction to PICS. With time, and especially by using the system, you should be able to reinforce what
     you learn and add to that knowledge. Pellcomp will help you with queries you may have when using the system.
     This guide introduces you to the five key operations in PICS, culminating in producing a data export or claim and
     looking briefly at reports. You’ll look at a few other subjects but the main topics are:


     By the end of the guide you should be able to:
      Enter the basic information required for people joining and leaving your programmes.
      Understand the main options for amending details (although this often requires additional support according to
       circumstances).
      Be aware of wider data capture in PICS, e.g. for learner tracking on qualifications and reviews.
      Maintain basic employer/placement details.
      Be able to perform basic housekeeping including PICS backups.


     At the end of this guide is a checklist of the things that have been covered. We hope you’ll be able to tick each item
     positively - if not, please speak with the trainer or contact Pellcomp.
           Throughout the guide, actions for you to follow are indented with a mouse bullet like this line.


     PRIOR KNOWLEDGE FOR PICS TRAINING
     You don't need to have had previous experience of other versions of PICS or be a computer expert to get something
     from this guide. However, before using PICS you must have experience of working with 'Windows' software and be
     familiar with using a 'mouse' and keyboard. It will also help if you understand the funding structure and business rules
     that your local SFA/YPLA/DCELLS/JCP office uses and are familiar with the standard forms used for your programmes.
     This guide does NOT cover any of these subjects.




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     SECTION 1.                  GETTING STARTED
     This section shows you how to:
      Start PICS,
      Select and view learner details,
      Print basic learner details.

     STARTING PICS
     This varies depending on how your PC is set up. A common action to start from Windows would be:
           Click on the [Start] button then select Programs - Pellcomp - PICS. Alternatively, you may have an icon on your
            desktop – your PICS administrator can advise.
     You should see a screen with the Pellcomp logo and entry
     fields for user name & password, part of the PICS system
     security. Anyone using PICS must know both of these.
     (Note - in some cases you may be prompted to select a
     data folder before getting to the login screen - check with
     your PICS administrator which folder to select. If there is
     only one dataset then this prompt shouldn’t appear and
     you can adjust a setting to hide it).
           Enter your user name and press the [tab] key.
           Enter your password and press [tab].
            Certain users can create passwords and give
            different access levels to PICS in your own system.
           Click once on the [OK] button to login.
     The user name and password are not case-sensitive. If
     the system rejects your details try again in case they were
     mis-entered.


     PICS has a wide-ranging security system. People can be added to and removed from it, and their access levels set as
     required; you can create user-groups with pre-defined access levels. Users can change their own password via the
     main menu bar in PICS.
     If the worst happens and you forget your user name or password, or if the regular PICS user is absent and you don’t
     have the details, contact Pellcomp for assistance. Don’t worry - it is always possible to get back into the system.


     PICS now loads the data files and shows a progress bar as it does so.
     Sometimes at this stage you may be prompted to perform certain housekeeping functions, to reindex the database,
     run a system backup or check for updates to the software. Check with your PICS administrator or Pellcomp if you’re
     not sure what to do about these. The reindex prompt is one that you would normally accept (click [Yes]) but the
     others may be done by other staff.
     Once opened, PICS should show a screen similar to that below.




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           Main Menu bar
                                                                                                                     Status Bar
           Action Bars




     Notice the following features:
     1.   The name of the funding organisation will vary according to your contracts and selection made. In PICS, learners
          are divided into the separate Funding Organisations and Programmes under which they are funded:
               SFA/YPLA Work Based Learning, Train to Gain, E2E plus other initiatives and programmes.
               JobCentre Plus for adult learners.
               DCELLS (in Wales).
               Private training (can have up to 10 programmes defined by you).
     2.   At the top of the screen is the Main Menu bar with options like Main, Group, Action etc. This controls access to
          most functions and processes in PICS. You’ll use many of them during this training.
     3.   The Date/Period, Training Programme, Cohort, PICS software version and Funding Organisation selected are
          shown on the Status bar.
           You can change some of the settings using the option ‘Defaults’ from the Main Menu.
          The Status bar also shows the PICS identifier for the currently selected learner, and the action currently being
          performed (Edit, View, New trainee).
     4.   The main learner options [Client List], [Edit Client], [View Client] are available from buttons on the top Action bar,
          along with [Help] and [Release notes] plus the [Quit] button to close PICS.
          At the side you have another Action bar to run various facilities and sub-systems, such as Monthly Returns and
          Data exports, Organisations (for employers, placements, brokers etc), Base data (for contracts, qualifications etc)
          the Applicant system, Survey builder, MIAP registration etc. These may be displayed or hidden according to your
          access rights, software licence or selected funding organisation.


     HOW TO USE PICS HELP SCREENS
     Taking the place of those thick computer manuals that are so handy (as book ends or shelf supports) is the on-screen
     help system.
           Press [F1] to start the Help system from any screen.
     The help screen should now appear. It’s split in two, with a list of subjects down the left-hand side and detailed help
     on the selected aspect of PICS on the right. In the help section, click on blue highlighted text to move to a related
     piece of information. The file has a section explaining how to use it - see ‘Using PICS On-line Help.
           To leave the help screens, go to the Menu bar at the top of the screen, select ‘File - Exit’.
     That’s a very brief look at the help facility. Have a go with it as you work through this guide, looking at the different
     screens/pages.
     Entry field help:
           Some fields have a drop-down list - click                          on the down arrow for the list.
           Fields such as SOC, Sector, Product Cohort, Weekly Code and NVQ Reference have pick-lists.
            To see the pick-list, double click on the field, or single click on the button […]. To select an item from the list
            either double click on the one you want, or highlight it and click once on the [Select] button. You can search the

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            lists using the cursor keys, [page up/down], or by typing the code. Note you can use the Search menu options on
            these pick-lists to find the item you’re wanting.



     FINDING AND VIEWING LEARNER DETAILS
     You can use the PICS Client Selection screen to locate anyone you have entered to any of your programmes. The
     screen has many options for quick and easy searching and is also used for creating new learner records.
     When you first go to select a learner, only those for a selected Cohort, Training Programme or Funding Organisation
     may be listed. However you can define the learner selection list to any of these values or show all Cohorts,
     Programmes and Funding Organisations, as well as learner Status - current, leavers or all.
     The Action bar has three buttons for finding and viewing learner details - Client List, Edit client & View client. Note the
     difference between ‘Edit’ and ‘View’ status - in ‘Edit’ mode you can make changes, while in ‘View’ mode you can only
     see the details on screen. You can use the PICS Client Selection screen to locate anyone you have entered to any of
     your programmes. The screen has many options for quick and easy searching and is also used for creating new learner
     records.
           Click once on the [Client List] button on the Action bar.
            The Client Selection screen appears (see below) with a list of learners meeting the default selection criteria in the
            Options box. In the list, current learners are shown in black lettering, leavers in blue, suspensions in pink. Future
            starts and JCP referrals with no start form appear in green.
            You may also notice buttons for adding new client/aim/form. We’ll look at these later on.
     When a learner is highlighted in the list their basic details are shown in the box opposite. When the Client Selection
     screen is displayed all other menu bars are temporarily disabled. You can either open a learner from it (double-click
     on the name), or leave by pressing [Esc] or clicking on the [Cancel Selection] button.


     HOW TO USE THE CLIENT SELECTION LIST
     The PICS Client Selection list has two main aspects:
          1.   Clients, being the people on your programmes.
          2.   Episodes, being the periods of training that each client has on any programmes, youth or adult.
     Similarly you can use the selection list to either display by Clients, showing each learner once with all their episodes
     grouped under that line; or you can view by Episodes, showing all episodes separately in the list so that the same
     person may appear several times.




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           Open the Client Selection list by clicking on [Client List].




     To switch between Client/Episode display:
           In the ‘View by’ drop list, at bottom right of the screen, select each of the options and notice how the learner list
            on the left-hand side changes.
            ‘View by’ Clients gives you a list similar to that aside.
           Notice that some clients may have a ‘+’ symbol next to them, indicating that there is more than one episode
            attached to them. If you click on ‘+’ you expand the list and show the separate episodes for the client - each
            episode is identified by their ULIN/form number and funding organisation. Instances of expanded and closed
            lists can be seen above.
           Click on the ‘-’ symbol to contract an episode list.
           If you select view by Episodes then the list will just show the
            episodes separately in order as shown here. Notice that Michelle
            Akers now has separate lines for each of her episodes of training - in
            the above 'client' view she had a single client entry with two linked
            episodes.
           Experiment with the two settings to adjust the display, without
            actually opening any records (if you do this by accident, just click on
            the button [Another Trainee] to get back to the list.


     Adjusting the Client Selection list display
     You can control the content and order of the list through four tabs: Standard, Advanced, Find and More Filters.




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     Standard tab
     This holds the main options for adjusting the selection list display. To change the content i.e. those clients/episodes
     that appear in the selection list, you can use two options:
          1.     You can show clients for a single selected value for any of the following options:
                 a) Fund Org includes local office for SFA/YPLA, JobCentrePlus, DCELLS, TECs, Private );
                 b) Programme options include Apprenticeships, NVQ 1-4, E2E, CFD, DCELLS, JCP, Private;
                 c) Cohort is only available if your system is set up to use them.
                 d) Plan is used to denote Frameworks or other groups of qualifications.
                 e) Main Adviser identifies the staff member with overall responsibility for the learner.
                 f) Placement is based on the learner’s current placement/employer (the option may need to be enabled on
                 your dataset - please contact Pellcomp for guidance).
                 g) Risk identifies a learner’s level of risk of not achieving their target and is set manually against each learner.
     Select the required value from the drop down list.
          2.     Status has a number of options including:
                 All; In trg last 4 weeks; In trg today; Suspended; Recent Leavers; Leavers; Past expected end date.
                 The colour coding matches that shown in the list itself. PICS decides whether a learner is in training by
                 looking at the completion date. If this date has not yet been filled in, or if it is after the date you specified
                 when you first logged in, the learner is current. Recent Leavers are those learners whose end date is either
                 within the thirteen weeks prior to the system working date or after the working date.
     To change the status, select one from the drop down list.
             To set all filters to show ‘All’ click the button [Reset Filters].
     To change the order learners are listed in, select a value from the Ordering list and identify if you want them in
     descending order (e.g. Z-A).
             To change the order, select an option from the drop down list.
     Display tab
     This allows you to include/exclude certain types of learner records from the list:
                Active - learner records that have been started in PICS.
                Imported - usually records converted from another system.
                Withheld - learner records that have been started in PICS but withheld from export to TDS.
                Deleted - learner records (in red) that you have deleted. These can be restored if deleted in error.
                Archived - either converted or historic records that are excluded from most reports.
                Learners who left more than ‘n’ years ago - if required, select and enter a value in the ‘years’ field. A message
                 above the tabs confirms the entry.
     Find Tab
     This allows you to search for clients/episodes containing specified values in certain fields.
             Select the field you want to search on, e.g. Surname, ULIN, NI number.
             Enter the criteria to search for.
             Click the button [Find First] or [Find Next]. The latter allows repeated searches through the list.
     More Filters Tab
     This allows searching by various miscellaneous values, including: reviews in next 7 days; With/Without ULN; On/Off
     Placement.

     HOW TO SEARCH FOR A LEARNER
     There are several ways, detailed below, to find learners in the selection list. Try them now and notice how the
     Personal Details box changes to show the current highlighted learner:
             Open the Client Selection list.
             1. Type the surname of the learner you want to find. As you do so, your entry appears on the line next to the
              title ‘Client Selection’, and the cursor moves to the first record matching it.
              For example, if you want to find a learner called Sinclair, type [S] and the cursor moves to the first learner in the

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            list starting with that letter. Following this quickly with [I] gives you the first one starting with ‘SI’ and so on.
            Note that your entry disappears after a few seconds to allow a new search: if you press [S], leave it 5 seconds
            and then press [I], PICS goes to the first learner whose name starts with “I”.
            2. Use the scroll bar to the right side of the list.
            3. Use the cursor or the page up/down keys to scroll through the list.

     HOW TO SELECT A LEARNER & OPEN THEIR DETAILS
     From the Client Selection screen:
           Make your list standard/display settings as required. For example
            Select ‘View by’ Clients.
            Select ‘All’ Programmes, Cohorts, Adviser, Risk, Site but just one Funding Organisation,
            Select Status ‘All learners’ and Order by name.
           Open any learner record from the list by either double clicking on the name in the list, or single click on the
            learner’s name to highlight it and then click on the [Select Trainee] button.
     The learner you selected is now the Current Learner for the system, with its PICS ID shown on the Status bar.
     Whenever you enter another screen containing learner information, it shows the data for your selected learner until
     you tell PICS otherwise by selecting another person.
     PICS holds Learner data in a number of Pages, which are grouped into Screen Sets.
     The Screen Set
     buttons, ILR Form
     (or LP, REF2/SL2, Enrolment), Achievements, Dated Changes and so on, appear at the bottom of the screen.
           If it's not already selected, click once on the [ILR Form] button.
     A set of pages tabs identifying each page within the Screen Set, ILR Part 1-6 (or REF2, SL2 Starter/Leaver, or DCELLS
     Learner Information etc), plus Additional, Prior Education and other general pages.

     Now look at the entry screen. PICS screens are designed to match the standard forms. If you are using ‘View’ mode,
     you cannot change or enter any data.
     Notice in the ILR Form screen set that there may be a pair of arrows at the right hand side of the
     page tabs. If you see these anywhere in PICS they indicate that there are more pages to view for
     this set and allow you to scroll to and from them. You may find it helpful to maximise the PICS window to fill your
     screen.
     Let’s look at some other ILR Data. :
           Click once on each page in turn. ILR parts 1-6 pages hold data from the form, while the [Programme] page has
            overall information on the programme for your use but not sent to . The [Additional] page holds various
            miscellaneous details including next of kin, email and mobile phone details, staff supporting the learner, SSA
            codes. The [Prior Education] page captures details of basic skills assessments and qualifications, and a [Notes]
            page exists if you have locally defined fields.
     Now look at the other Screen Sets - just click on the page tab you want to look at.
           Click once on [Dated Changes]. In the screen above a new set of Pages appears, with the first, Trainee History,
            displayed. There may or may not be data in the other pages - change between them as you did above using the
            mouse.
           Look through the other Screen Sets to get an idea of the information PICS can hold. Users sometimes say ‘I
            didn’t know PICS could do that’ only to add that they’ve never really looked at it. Please feel able to look around
            any of the screens and explore or experiment with things. It really isn’t possible to tell people everything about a
            system, even if they could remember it all, so take this opportunity for a good look through.
           When you’ve had a look through the Screen Sets/Pages, click on the [Main Menu] button to return to a Summary
            of the learner’s details.
            To return to the Client Selection screen just click on [Another Trainee]. Have a look at some more learners for
            different programmes and funding organisations as available.




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     HOW TO PRINT BASIC LEARNER DETAILS
           Find and open a learner record and click on the button [Main menu].
           On the main menu bar single-click on the option ‘Reports’.
     A list of options appears beneath it, headed by Reports Switchboard, which we’ll look at
     later. The next group is learner level reports (as shown here)
     To save time we won’t look at all the reports in detail now but to outline them:
      Client History displays all episodes, live and completed, for a selected client.
      Episode Details shows ILR information for the current learner. This produces a replica
        ILR in Microsoft Word, which can be printed or saved in the usual way.
      Individual’s Learning Plan (ILP) allows you to produce a complete Learning Plan for a selected learner, to either a
        standard design or your own format of document. It exports the data from PICS to an MS Word document. See
        page 36 for more details.
      Generate Learner Document can be used to create letters, forms or other documents for a selected learner. It
        works in a similar format to the ILP.
      Claim/Funding History lists all the funded items processed through PICS for the selected learner.
      View learner’s progression shows the current position of all aims for the learner, with unit details where
        appropriate (another version of this is available from the reports switchboard).
      LIS validate learners. Only available for SFA/YPLA learners, this runs our LIS-style data validation report on the
        current learner.
     A separate training guide has details of all the PICS reporting facilities. Practice using reports once you are familiar
     with PICS - often that’s the best way of learning - or contact Pellcomp for advice.
     NAVIGATION IN PICS
           To move between PICS fields on screen use either:
            The mouse; left-click will select an item; in some reports you can right-click on a menu or selection for further
            options (e.g. to select or clear all values).
           Press the [tab] key to move to the next field or
           Hold the [shift] and press [tab] to move to the previous field.



     REVIEW & HELP
             Press [F1] for further information on all aspects of PICS.
     So far we’ve covered:
     Starting PICS & logging on.
     Using the Client Selection screen; changing the learners shown and the order in which they appear.
     Selecting a learner; moving between Screen Sets and the Pages in each Set.
     Printing learner details.

     The next section looks at entering and amending data for learners. If you are unsure on anything we’ve covered so
     far, look back through the guide or ask the trainer if you’re on a course.




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     SECTION 2.                  ENTERING NEW LEARNER DETAILS
     This section covers:
      Entering a new learner for SFA/YPLA, DCELLS, JCP and Private.
      Different ways of amending learner details.
      An introduction to the PICS Help file.

     Please note that this guide shows you how to use PICS. It isn't intended to show how to complete the ILR/SL2/LLWR
     form or explain what values are relevant -please refer to the SFA/YPLA/JCP/DCELLS guidance for this, as it is their form.

     HOW TO CREATE A NEW LEARNER RECORD (ALL PROGRAMMES)
     The basic procedure is similar for all programmes although obviously the actual page design changes to reflect
     different forms. See page 19 for additional notes on JCP Ref2/SL2 learner entry and page 23 for DCELLS LLWR entry.
     A few things to note:
     1. All dates must be entered with a four figure year value, e.g. 12/05/2008.
     2. PICS checks many data fields to ensure your entry is valid (though it doesn’t know if it is correct!) and warns where
        it finds either invalid or missing data. Some cross-checking, for instance on age, takes place when all the required
        information is known to the system.
     3. Pick-lists or help prompts are available for many fields.
     4. Moving through the page. After making an entry to a field press [tab] to move to the next one or use the mouse to
        click on it. Pressing [shift] and [tab] together takes you back to the previous field.
     Normally you should have an actual start certificate or some training input sheets to practice with - if not, enter your
     own details. Whatever you enter, please use a start date several weeks before today’s date so you can practice
     entering change & completion details later on. This lets you work through the sequence of forms that capture all the
     basic learner information we need. No offence, but you may not be able to use your own date of birth for a Youth
     learner - you may not be in the correct age range. For example, 01/01/1991 gives you a sixteen-year-old learner if you
     choose a start date of 04/05/2007.
     You have two or three three options for creating new learner records in PICS, using the buttons on the Client Selection
     screen. These vary slightly between programmes:
                Add [New client]. Creates a complete new youth or adult learner record, i.e. new blank ILR parts 1-6 or
                 LLWR, REF2/SL2 or Private enrolment form. Should not be used where the learner already has an episode in
                 PICS.
                Add [New Aim to xxxxxxxx]. SFA/YPLA only, recommended for most internal programme conversions,
                 restarts and returners. Creates a new ILR part 2-6 for the selected ULIN; copies over part 1 data for the
                 selected ULIN. Not appropriate to JCP or Private learners.
                Add [New form for Smith, John]. Used mainly for restart DCELLS/JCP/Private episodes or occasionally for a
                 learner changing between local SFA/YPLA offices in the same database:
                 For DCELLS learners creates a new LLWR but copies over personal data for the selected client;
                 For JCP learners creates a new REF2/SL2 form but copies over personal data for the client;
                 For Private learners creates a new enrolment form but copies over personal data for the client;
                 For SFA/YPLA learners copies over ILR part 1 data & creates new parts 2-6 but ULIN can be changed.
     There are various circumstances under which you might use these last two buttons, too many to explain here. Please
     contact our support desk if you are unsure. To enter a new learner:
             For this example we’re going to add a complete new client and form. Click on [Client List] and then click on the
              [New Client] button to do this.




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     ENTERING NEW LEARNERS FOR SFA/YPLA
     HOW TO ENTER BASIC DETAILS FOR A NEW SFA/YPLA LEARNER
     After clicking on the [New Client] button, you will be prompted to specify various items to enable PICS to give you the
     correct set of screens. You should complete all appropriate fields before continuing.
           In the ‘New Client’ screen, enter the basic personal
            information, names, date of birth, NI number etc. If
            you use our applicant system (PelAMS) you can draw
            down personal data from it using the button provided.
           The learner number should be unique. We
            recommend allowing PICS to generate this but you can
            enter it manually if preferred. It’s used to track a
            learner’s progress across several forms.
           Enter the start date for the learner on their
            programme, i.e. this period of learning.
     In some cases you may have Qualification Plans and Sites
     available. Plans are very helpful to identify frameworks or
     other groups of qualifications; they speed up data entry and
     allow reporting and profiling by framework. Sites are used
     by national companies to split the dataset for local offices.
     Details on how to use these facilities are given in the help
     file. However, they are slightly more advanced features so
     for this example leave them blank.
           Select the Funding Organisation required from the drop list.
           Next, select the Funding Stream (WBL in this case), Programme Type (perhaps Apprenticeship) and Programme
            Entry (First time) from the drop down lists.
           Select the main Learning Aim Reference from a pick list by clicking on the button to the right of the field.
            (Alternatively, if you use Qualification Plans you can select one from that pick list - this will draw down the main
            aim and other qualifications for a Framework.)
            Either scroll through the qualification list to find the correct reference/plan or type in the reference to locate it
            precisely. This reference is important in determining the main funding for the learner; if you’re not sure which
            one to use in this example, just select any reference which hasn’t exceeded the date of ‘Last Registration’.
            Double click on the line to select it and return to the new client screen.
           Finally click [Create] to save these values and open the new learner record at ILR part 1.
            Note that the Status bar now shows ‘New Learner’.




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     HOW TO ENTER ILR PART 1 (LEARNER PERSONAL DETAILS)
     The first page for a new learner should appear similar to the completed one here, although of course your fields will
     mostly be blank. We've tried to
     design the page so it matches
     closely the layout of the standard
     forms.
           The Surname and First
            name(s) should be as you
            entered them so press the
            [Tab] key to go to the first
            line of the address fields
            and enter those details.
           [Tab] to the postcode and
            enter that value.


     You probably get the idea now so
     carry on through the Personal
     section. PICS may warn you if it
     doesn’t recognise certain entries
     or if fields are left blank, e.g. Postcode, NI Number. In some cases it may not let you move on until the error is
     corrected. Then go to the Support & Employment section.
           Here you have a number of pick lists to use and some of the fields are cross-validated, that is a value in one will
            affect the valid values in another. Please refer to the ILR guidance from Theia on this.
            Either click on the down arrow to the right of the field and scroll through to find the value you want (you can just
            make it up for now) - click once on that line to select it;
            Or just type in the number/code of the required option.
     Remember, you can use the [tab] or [shift & tab] key or the mouse to move between fields.
           Complete the fields in the Enhanced and Additional sections.
     Part 1 also has a completion/destination section for when the learner leaves the programme. You can ignore this for
     now but don’t forget to complete it when a learner finally leaves.
           Once you have completed all the required fields, click on the [Programme] tab to go to the next page.


     HOW TO ENTER ILR PART 2 (LEARNER PROGRAMME DETAILS)
     This screen covers a learner’s
     whole time on a programme
     with you. These details may be
     used on the ILR and exported
     as the program aim ZPROG001;
     however, the screen must be
     completed in PICS for all
     SFA/YPLA learners regardless of
     whether or not a part 2 paper
     form is required.
     You can enter start and original
     start date, planned and actual
     end dates for the programme
     and report accordingly rather
     than on aim dates.
           Check the programme
            start date is correct. This
            will be on or before the
            date that the first aim
            starts.
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             Enter the Original Start Date. This is the date the learner originally started with you in this period of learning; it
              may be earlier than the main aim start where a learner has had several ILR forms. It is not normally sent to TDS
              but can be used for internal reporting across several forms to identify a full duration of learning. For a new client
              it would be the same value as the Programme Start Date.
              For new aims/forms for existing learners this date will be defaulted - please correct as required.
             On moving to the Programme Planned End date (PED) field you may be prompted to specify the expected
              duration of the programme in months. If so, enter this and click [OK]. The PED will be defaulted but can be
              corrected as required.
              Otherwise, enter the Programme Planned End date manually.
     Details of the ILR programme, entry route and main aim are shown for information.
             Some values should be calculated automatically or can be selected if not, e.g. occupational area and funding age.
              These are based on the main aim field and the start date / date of birth / enhanced funding field respectively.
             Where the Main Technical Certificate is known please select 'Y: Required' and click on […] to select the aim if not
              already shown. If there is no main TC then select 'No: Not required'.
              In PICS, the Employer and Delivery Location are selected at this point (the paper form has them on parts 3 and
              4). However, this allows you to make a single selection that can then be copied down to each aim as required.
             If the learner is employed, in the Employer field click on […] and select the required company; you can also add
              new firms using the [New] button at the bottom of the pick list).
             If the learner has a Delivery Location then you can set this several ways using the drop-list. The postcode
              defaults to your organisation but can be changed to be the same as the placement or another directly entered
              code.
             You can select a SOC (occupation) code if required.
             Leave the Programme End section for now.
             If you have a section for LSC Program Aim Start then check the details are correct. Most of these will be
              defaulted from elsewhere but there may be a few values to enter or select at this stage, especially A51a and A46.
             If you have a section for LSC Program Aim End this can also be left for now.
             Next, go to the Part 3,4 &5 Aims page. Here you can enter more information on the Main Aim and Technical
              Certificate (e.g. ESF matching Data) and add further aims including Keyskills.


     HOW TO ENTER ILR PARTS 3&4 (LEARNER AIM DETAILS)
     ILR Parts 3&4 aim details are
     contained in a single screen in
     PICS for easier access. The aim
     information shown is varied
     between main or subsidiary
     aims as determined by their
     Funding Stream. The example
     here shows a main aim
     (highlighted, 46), a Technical
     Certificate and Keyskills (stream
     45).
     The page holds a mixture of
     values, dates, pick lists and drop
     down fields. Please note the
     following:
                The Main Learning Aim
                 is generated when first
                 creating the
                 client/episode. You
                 should complete the remaining information for the aim.


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                You can create Qualification Plans to generate all the aims (including Keyskills and Technical Certificates) and
                 default dates for a learner. Please see the Help File for details on setting these up.
                The standard ILR aim dates (fields A27, A28, A40, A31) control funding for the aim. You set these to
                 determine the timing and number of monthly payments claimed for the aim and its achievement. These
                 dates should not normally be changed after submission to TDS.
                PICS also has Qualification start and end dates to show ‘actual time’ on an aim. These are additional to the
                 ILR values; they may be the same or different to represent the learner’s actual start, planned/actual end and
                 achievement dates on each aim. These additional dates are not submitted but can be used and changed for
                 local reporting.
                The field ‘Report to LSC’ is normally set to ‘Yes’ unless you have a particular reason to not submit it.
     We've tried to design the page so it matches closely the layout of the ILR. Remember - use the [tab] key or the mouse
     to move forward between fields - hold down the [shift] key and press [tab] to move back a field.
             The main aim at least should be shown in the aim table, identifiable by the funding stream, e.g. 46 for WBL. To
              enter or edit details of the aim just double-click on that line or select it and click on the [Edit] button. This will
              open the ‘Aim start’ tab.
             The Funding stream, Programme type and Entry route will be as you set in the initial screen. All except the
              Programme type can be corrected here if necessary.
             Enter, correct or check the dates for funding (A27 start and A28 planned end).
             Enter, correct or check the dates for actual time (qualification start and planned end).
             Complete the rest of the Start Information as appropriate - it's very important that you understand Theia
              guidance on what fields and values to complete, as they may affect your funding. Please refer to their
              documents. Either enter values direct or use the drop list or pick list buttons as required.
             The ‘Aim End’ tab is completed once the learner achieves or finishes work on the main aim. However, we can
              ignore this for now.
             You may need to check or complete other tabs for the main aim, including Part 5, Aim Monitoring and Historic.
              This will depend on local circumstances - please check with a colleague. See also page 18.
             To save the main aim and return to the aim table click the [Save Aim] button. PICS will warn you if any values are
              missing or incorrect.
     You may need to enter subsidiary aims from the ILR Part 4. If you selected the main Technical Certificate in the
     Programme screen then this will automatically be shown on the Part 3,4&5 screen - you will need to edit it to add the
     dates etc. The full process for maintaining aims is explained in the PICS Help File but we can have a brief look at it
     here. Say you want to add a new subsidiary aim:
             Click on the [Add] button to the right of the aim table.
             Locate and double-click on the required qualification from the pick list. If you know the reference you can just
              type it in to find it.
              If the required qualification is not available you will need to add it to the contract data for this programme and
              year.
     This will open the ‘Aim start’ tab.
             Select the Funding Stream and Entry Route (Programme Type is based on the main aim and cannot be altered).
             Enter, correct or check the dates for funding (A27 start and A28 planned end).
             Enter, correct or check the dates for actual time (qualification start and planned end).
             Complete the rest of the start information, entering values direct or via the pick lists as required.
             As with the main aim, the 'Aim End' tab is used to record the end of work on the subsidiary aims but you can
              ignore this for now.
             To save the aim and return to the aim table click the [Save Aim] button




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     Edit and delete subsidiary aims
     You can use the marked buttons provided for this. Over time you will need to edit the aims to record details of
     achievement of, or withdrawal from, them.
           Note: When deleting an aim, you will be prompted with options:
            1 - Prevent the aim from being reported. This will remove the aim from Part 4 of the ILR but leave it in the
            learners Qualification table (marked as not for export).
            2 - Completely delete the aim from the ILR - removes it from just the ILR screen but leaves it in the learner’s
            qualification table.
            3 - Completely delete the aim from the learner - removes it from the ILR and the Qualification table.
            4 - Completely delete the aim and its units from the learner. As 3 but also removes all units.
            Editing an aim in this table will also edit the matching fields in the Achievements - Qualifications screen and vice-
            versa.

     HOW TO ENTER ILR PART 5 (ESF CFD) & PART 6
     Part 5 is not entered for all aims but the basic principles are as for parts 3&4. ESF information may be recorded
     against just the main aim or for all aims; it can also be copied from the main aim to subsidiary aims. Please see Theia
     guidance notes and the PICS Help File for further information on these screens.
           To record Part 5 values for an aim, in ILR part 3,4&5 select field A06 ESF dataset = 'Yes' then press the [tab] key.
            This will enable the Part 5 page.
           Click on the tab for 'Part 5 Co-financing' and complete the fields as appropriate. The start and planned end date
            will be defaulted from the aim.
           If you right-click on the part 5 page you will get options to either:
            'Copy Main Aim CFD details' - used for copying the data from main to subsidiary aims.
            'Clear CFD details' - to remove all data from the page.
     ILR Part 6 should be covered by instructions from either Theia or within your company.

     HOW TO ENTER ADDITIONAL, EDUCATION AND NOTES INFORMATION (SFA/YPLA)
     These pages hold various pieces of useful but not mandatory information about the learner. They are not passed to
     TDS/JCP/DCELLS but can be very useful for provider purposes. Click on each page tab in turn to see it and experiment
     with entering some data. Note in particular:
     [Additional] holds the next of kin, email, mobile phone, SSA code, cohort and links to officers/staff responsible.
     [Education] captures details of qualifications achieved prior to joining the programme. These can be exported to the
     ILP.
     [Notes] screen fields are defined locally and it may not exist in all databases.
     Please see the PICS Help File for further guidance on each of these screens.
     [Additional] holds a useful mix of
     personal and training details; you can also
     allocate officers responsible for the
     learner (double click in each of the fields
     for pick-lists); you can specify the number
     of weeks between reviews, to generate an
     initial set of dates (the interval cannot be
     greater than the default value shown). A
     drop list allows you to identify the current
     Risk status for the learner, (meaning risk
     of their not achieving). Cohort is a
     mandatory field and can be used for local
     reporting groups.
     The Sector Subject Area (SSA) 2005+ for a
     learner is normally based on the default
     code for their main aim but you can select
     it manually if required. This code is
     widely used by Government reports.



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     [Education] holds details of academic circumstances prior to starting training, such as Basic Skills assessment, the
     schools attended and GCSE and A level achievement. You can decide whether or not these details are captured - just
     select the ‘Yes’ box at the top of the page to open it. The screen normally has two tabs: Education and Previous
     Qualification.
     The [Education] tab has:
                Pick lists for schools/colleges at age 16 and post 16. The list of schools is maintained via Organisations.
                A field for the month & year of leaving full time education.
                Drop lists for Basic Skills Assessments.
     The [Previous Qualifications] tab has the facility for entering details of each qualification achieved prior to starting
     learning.
     The [MIAP] page has a couple of selection fields to show how you have verified the learner's identify and that the fair
     processing notice has been shown. The ULN can be entered manually into field L45 or, more commonly, imported
     from the MIAP system. The PICS help file has details of data exchange with MIAP in the section 'Miscellaneous PICS
     Facilities'.
     You may find a [Notes] page is also available if locally defined fields have been created by your company. If so please
     ask your colleagues for advice on this.
     These and the remaining pages for [TPS adjustments] and [Historic] are explained in the PICS Help File.

     HOW TO SAVE A NEW LEARNER RECORD
             Once you’ve entered all details, click on the [Save Learner] button (or [Cancel] to lose the record).
     The system will do a full check of all the data for this learner and report if it finds anything missing or invalid. The data
     fields concerned are listed in the report with some explanation of the problem - those items marked as a 'warning'
     may be accepted but errors must be corrected before continuing.
     You may have two or three buttons in the validation report:
                 Retry - return to the data entry screens and correct the data.
                 Abort - delete this learner record from PICS.
                 Accept - save the record with all the warnings shown (not available if there are any errors).
     After closing the new entry, you are prompted to enter another person for the current programme.
             EITHER if you have time, click on the [Yes] button to create another new learner for practice.,
              OR click on the [No] button when your new entry becomes the ‘current’ learner for the system with the Learner
              Summary screen displayed.


     HOW TO CHECK YOUR ILR DATA
     PICS has a report to simulate the data checks run by TDS on your data. We suggest running this at least once a week
     and across the whole year to date.
     On a single learner:
             If not already on screen, find an open the required learner record.
             Click the button [Main Menu] to go to the summary screen.
             From the menu bar run 'Reports - LIS validate learner'.
     On all learners:
             Go to the PICS main screen and click the button for [Report Switchboard].
             From the Switchboard, select the page for [LSC Reports] and click on the button [ILR Errors].
             Set the report periods to go from the first period to the current period in the year, e.g. 01/2010 to 06/2010.
              In the LIS Validation tab, select the data type to check, e.g. Employer Responsive.
              The only Option normally selected is to 'Exclude withheld learners'.
              Then click the button [Spreadsheet] to run the report.
     In both cases, the resulting spreadsheet report will identify errors (which we believe TDS will reject) and warnings
     (which they may accept). We recommend that all errors are fixed ASAP.




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     ENTERING NEW LEARNERS FOR JCP
     PICS holds data for JobCentre Plus in 4 main screens. To help data entry and consistency, it will automatically copy
     some values from one part to another and allow them to be accepted or amended:
         Personal - must be completed for all clients
         REF2 referral - can be completed or marked as ‘Not held’ and left blank.
         SL2 Start & End - can also be completed or marked as ‘Not held’ and left blank. This holds the information that
          will eventually attract funding.

     ENTERING BASIC JCP VALUES FOR A NEW LEARNER
     The basic process for entering new Adult clients is similar to the ILR entry described earlier. This section gives some
     additional guidance.
           From the Client Selection screen click on the [New Client/Form] button as appropriate.
           In the ‘New Client’ screen, enter the basic personal information, names, date of birth, NI number etc. If you use
            our applicant system (PelAMS) you can draw down personal data from it using the button provided.
           Select the Funding Organisation for JobCentrePlus.
           Enter the programme start date if known.
            Qualification plans are not often used for JCP but please check in your organisation.
            The data import from JCP is usually = No.
           Specify whether or not to capture REF2 and/or SL2 data or neither. These selections can be adjusted later once
            forms are received.
           Select the Contract Number (mandatory - it controls the subsequent selections of programmes and provisions).
           Click on [Create] to generate the new record.

     HOW TO ENTER THE PERSONAL DATA FOR JCP LEARNERS
     The first screen for Personal data must be completed for all learners. Complete part 1 as below:
           First select a title.
            The Surname and First name(s) NI no,
            data of birth should be as you entered
            them so press the [Tab] key to go to
            the Client Group field.
           Select the Client Group as appropriate
            but note that it may be partly
            validated by the learner's age and start
            date when you enter those details.
           Select the PWD (disability status) as
            appropriate
           Select other fields as you know them
            then [Tab] to the additional details
            section.
           Enter the address, postcode and
            phone number and select other values
            as known..
     Once the personal data is complete click on
          the page for REF2 or SL2 as appropriate.




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     HOW TO ENTER THE REF2 FOR JCP LEARNERS
     This screen is used to record the initial referral from JCP and completed independently of the SL2. It can be
     enabled/disabled using the field 'Ref2 Form' at the top of the screen (Yes/No options).
     The entry is similar to other PICS programmes, consisting of text entry boxes, ‘tick-fields’ and others with pick lists
     (Programme Type, Provision, Sub-category, UPID and Qualification).
     Sometimes repeated information (e.g. Programme type, Provision) will be copied from one field to another so it can
     simply be accepted or changed if appropriate. Duration of training is defaulted from the selected provision but can be
     reduced for restarts. Hopefully this will make it faster to enter your data.
     This screen does not directly affect funding but is useful for recording details of all referrals.
     Some information is defaulted from Part 2 to Part 3 but can be amended if required.
           In REF2 Part 2, the Programme Type, Provision and Sub-
            Category/Band are all selected from a single table as
            shown aside. Click on the [?] button to display this.
           These options are validated to ensure that they do not
            conflict. For example if you select the Programme ‘GATE’
            then only valid provisions for that programme will be
            shown.
            make one selection in each group and click [OK].
           If required select a qualification by clicking on the button
            for that field and using the pick-list.


           The unique provider ID will be the
            contract number. The value
            shown should not be changed as
            it affects your programme and
            provision selections.
           Enter the proposed start date and
            interview details. The full course
            duration is defaulted from the
            Provision selected.
           In REF2 Part 3 you start by
            recording the outcome of the
            referral. There are three main
            options and their selection will
            control the fields that follow.
            'Agreed to start suggested
            provision' copies down values
            from the Part 2 of the form and these can be updated as required.
            'Suggested provision was not suitable' - you should also select a reason from the user-definable list; you can also
            identify if another course is suitable and select the relevant programme & provision details.
            'Failed to attend' requires no further selections.




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     HOW TO ENTER THE SL2 FOR JCP LEARNERS
     This screen is used to record the start form from JCP and completed independently of the REF2. It can be
     enabled/disabled using the field 'SL2 Form' at the top of the screen (Yes/No options).
     The SL2 has two pages, one for start information and a separate one for leaving details.
           Much of the SL2 Part 2 is copied over from the Ref2 Part 3, so you only need to check make changes if required.
            Use the [?] to change the
            programme/provision.
           Identify if this is a New or Repeat
            start (for the latter you can adjust
            the actual duration weeks).
           Select the Provision Classification and
            Allowances as appropriate.
     In SL2 Part 3 you confirm if the new
     learner has actually started.
           In the field 'Failed to Attend or Start'
            select 'No' to identify that they did
            start (double negative - think about it
            !). The start date will be defaulted from Part 2 and when you [Tab] to the Anticipated End date this will default
            based on the Actual Weeks in Part 2.
            You can adjust the dates as required but ensure that they match the duration expected.
     For now you can leave the SL2 End page. That will be dealt with in the section on achievers and leavers.

     ADDITIONAL, EDUCATION AND NOTES INFORMATION (JCP)
     These screens are almost exactly the same as for SFA/YPLA learners so please see the section on page 18.
     One additional field for JCP on the [Additional] page is the field to select the referring JobCentre.

     HOW TO SAVE A NEW LEARNER RECORD
           When you have completed entry of REF2/SL2 and any other data click on [Save]. PICS warns if any essential
            items are missing or invalid. See page 19 for further details on saving a new record.




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     ENTERING NEW LEARNERS FOR DCELLS
     Although the form contents are very different, the basic process for the LLWR is similar to entering the ILR. Please also
     refer to the DCELLS guidance regarding the form and fields.

     ENTERING BASIC LLWR VALUES FOR A NEW LEARNER
           From the Client Selection screen click on the [New Client/Form] button as appropriate.
           In the ‘New Client’ screen, enter the basic personal information, names, date of birth, NI number etc. If you use
            our applicant system (PelAMS) you can draw down personal data from it using the button provided.
           The learner number should be unique, either generated by PICS or entered manually.
           Select the Funding Organisation for DCELLS/ELWa.
           Enter the programme start date if known.
            In some cases you may have Qualification Plans and Sites available. Plans are very helpful to identify frameworks
            or other groups of qualifications; they speed up data entry and allow reporting and profiling by framework. Sites
            are used by national companies to split the dataset for local offices. Details on how to use these facilities are
            given in the help file. However, they are slightly more advanced features so for this example leave them blank.
           Select the Program Type from the drop list.
           Select the main aim by clicking the button by the field and double-clicking on the required aim in the list.
           Click on [Create] to generate the new record.

     HOW TO ENTER LEARNER INFORMATION FOR THE LLWR
     Most fields with LN/LP prefix are mandatory.
           The Surname and First
            name(s) should be as you
            entered them so press the
            [Tab] key to go to the first
            line of the address fields
            and enter those details.
           [Tab] to the postcode and
            enter that value.
     You probably get the idea now
     so carry on through the screen.
     PICS may warn you if it doesn’t
     recognise certain entries or if
     fields are left blank, e.g.
     Postcode, NI Number. In some
     cases it may not let you move
     on until the error is corrected.




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     HOW TO ENTER THE LEARNER PROGRAMME FOR THE LLWR
     Not all the fields are mandatory - check your LLWR guidance to identify those required. You must enter start and
     original start date and planned l end date for the programme; these dates are used for PICS reports only and not
     passed to DCELLS.
           Complete the Learner
            Programme page. You
            have a number of pick lists
            to use and some of the
            fields are cross-validated,
            that is a value in one will
            affect the valid values in
            another. Please refer to
            the DCELLS guidance on
            this.
            Either click on the down
            arrow to the right of the
            field and scroll through to
            find the value you want
            (you can just make it up
            for now) - click once on
            that line to select it;
            Or just type in the
            number/code of the
            required option.
           If the employer doesn't
            already exist in the pick
            list, you can press the [F5]
            key when in the list to add or maintain employers.


     HOW TO ENTER THE LEARNER ACTIVITIES FOR THE LLWR
     LLWR Activity and Award details
     are contained in a single screen
     set in PICS for easier access.
     Therefore each aim has two
     pages; Activity details are
     completed at start, Award
     detail on leaving.


     The pages have a mixture of
     values, dates, pick lists and
     drop down fields.




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     Please note the following general points:
                The Main Learning Activity/Aim is generated when first creating the client/episode. You should [Edit] this and
                 complete the remaining information for the aim. You may also need to [Add] technical certificates, keyskills
                 and any other qualifications on the form.
                You can create Qualification Plans to generate all the aims (including Keyskills and Technical Certificates) and
                 default dates for a learner. Please see the Help File for details on setting these up.
                Certain fields control funding for the aim. You set these to determine the timing and number of monthly
                 payments claimed for the aim and its achievement. These details should not normally be changed after
                 submission to DCELLS.
                PICS also has Qualification start and end dates to show ‘actual time’ on an aim. These are additional to the
                 LLWR values (prefixed with 'LA' or 'AW'); they may be the same or different to represent the learner’s actual
                 start, planned/actual end and achievement dates on each aim. These additional dates are not sent to DCELLS
                 but can be used and changed for local reporting.
             To enter or edit details of an aim, just double-click on that line or select it and click on the [Edit] button.
             Check, enter or correct the start and planned end dates. Those with the LA prefix are sent to DCELLS.
             Complete the rest of the Activity page, referring to the LLWR guidance for details. Either enter values direct or
              use the drop list or pick list buttons as required.
             To save the qualification and return to the aim table click the [Save] button.
     You may need to enter subsidiary activities.
             Click on the [Add] button to the right of the aim table.
             Locate and double-click on the required qualification from the pick list. If you know the reference you can just
              type it in to find it.
              If the required qualification is not available you will need to add it to the contract data for this programme and
              year.
     This will add the aim to the table and open the Activity page.
             Enter the dates for the aim.
             Complete the rest of the page as usual, entering values direct or via the pick lists as required.
             To save the aim and return to the aim table click the [Save] button
     Repeat as required for all other qualifications.
     The Completion page is normally left until the learner has finished their programme.


     ADDITIONAL, EDUCATION AND NOTES INFORMATION (JCP/DCELLS)
     These screens are almost exactly the same as for SFA/YPLA so please see the section on page 18.
     The Additional page has one DCELLS-specific field to withhold the learner record from export to DCELLS.


     HOW TO SAVE A NEW LEARNER RECORD
             When you have completed entry of LLWR and any other data click on [Save]. PICS will warn or error if any
              essential items are missing or invalid. See page 19 for further details on saving a new record.




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     IMPORTING LEARNER DETAILS FROM OTHER SYSTEMS
     PELLCOMP'S APPLICANT SYSTEM (PELAMS)
     PICS has an optional sub-system to hold details of people who apply for programmes - PelAMS, the Pellcomp Applicant
     Management System. Some of this information can then be drawn down into PICS when entering new learner details,
     to save double input. There isn’t space here to explain how PelAMS works (it has a separate training guide and is also
     covered in the Help File) but the link to PICS is quite simple. Please contact Pellcomp if you are interested in using
     PelAMS.


     IMPORTING LEARNER DETAILS FROM ILR FILES
     PICS has several options to import data on new starts, from either a standard ILR export file produced by another
     system or a pdf electronic form. The former is particularly useful at colleges where the main FE system handles the ILR
     data capture but PICS is used by the WBL team; the latter is very handy where staff travel out to the employer site to
     complete paperwork. It greatly reduces the amount of duplicate data entry and helps consistency between the
     systems.
     Please contact Pellcomp for details on trialling or purchasing this product.



     REVIEW & HELP
              Press [F1] for further information. Useful sections
              Entering and amending learner details.
              Applicant System (PelAMS).
              Data imports - How to import an ILR data file.
     Take your time with the above and please ask questions if you’re not sure about anything. It’s important to
     understand learner entry as it affects so much of your work on PICS.




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     SECTION 3.                  AMENDING BASIC LEARNER DETAILS
     You can change or correct most data values in most screens in PICS but care is needed to ensure that important
     information is not lost. This section explains how to change some data but please contact our helpdesk if you are
     unsure how to proceed, especially where amending data being sent to TDS or DCELLS.
     If an SFA/YPLA or DCELLS learner changes aim in mid-programme you must complete the current learner record and
     start a new ILR part 3/4 or LLWR Activity. Amending the existing ILR in this circumstance will create incorrect returns
     to TDS/DCELLS and generate incorrect payments.

     CHANGES TO AN ILR FORM
     It's difficult to give definitive guidance because the number and variety of changes are so great. This section gives an
     overview of likely actions but please call our helpdesk for guidance.
     Significant changes in learner data that affect funding are mostly handled by closing the existing record and
     completing a new ILR Part 3 for the new details. Other details can be changed on the existing record. The ILR
     guidance notes identify the action required for many circumstances - please check with Theia if unsure as it may affect
     your funding.
     Some changes can be date-stamped, that is recorded as occurring part way through a learning programme. They
     include the employment status, programme planned end date and suspensions.

     HOW TO MAKE CHANGES TO THE ILR PART 1
     These are mostly straightforward to make using the same page you just used to enter a new learner. Part 1 is mostly
     personal rather than funding data. For now, to change the basic set of details you first created for a learner:
           If you’re still at the learner summary screen, displaying the learner you created, click once on the [Edit Client]
            button.
            (OR If you’re still viewing learner details, exit by clicking on the [Main Menu] button on the Screen Set bar at the
            bottom of the screen and continue.
            OR If you’ve just started PICS up again there won’t be a current learner, so just click on the [Edit Client] button
            and access the data for the learner you created.)
     Say you want to change the learner’s address - you need to go to the ILR part 1 page.
           If PICS isn’t showing that page, click on the [ILR Form] button, then on the [Part 1 - Learner] tab.
           Click the mouse in one of the address lines and type an amendment, then [tab] from the field. Then click the
            [Save] button in the top right hand corner of the page (or click [Cancel] to lose the change).
     There is an exception to this process for Part 1 data. Employment status on first day can be changed using either the
     initial Part 1 entry screen (for incorrect initial entries) or the Trainee History screen (for changes in status, as explained
     below).

     HOW TO MAKE CHANGES TO THE ILR PART 3,4 AND 5
     Much of the data on these pages affects learner funding and cannot just be changed without having an impact on that
     funding; for example, changing the funding start or planned end dates has a major effect on monthly payments. There
     are too many circumstances to explain in detail here - please contact the Pellcomp support team for full guidance on
     changing and correcting aims.
     Placements or Delivery Providers can be changed through the dedicated learner placement screen but may also need
     to be corrected in the ILR screens. You can change the 'qualification start/planned end' dates at any time as these are
     not sent to TDS but not normally the 'numbered' date fields, A27 & A28.
     If you need to correct the main aim, i.e. where the wrong qualification was selected, you can do this via the trainee
     history screen.
     However, Theia insist that changes to certain fields require you to complete the current aim and open a new one with
     the new data. If you are simply correcting an error rather than recording a change then the action is slightly different,
     as explained above.
     Data on Part 5 can be corrected at most times, although the dates should be consistent with the other start/end dates
     for the programme.
     If a learner changes Programme Type then you need to take the following action:

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           First, complete the existing episode Parts 1-6 with the appropriate values. This means completing all aims on the
            episode and also the relevant values on the Programme screen.
           Then create a 'new main aim' from the Client Selection screen for the selected client, with all fields completed
            and showing the new programme type / main aim reference.
            Normally you use the button to add [New main aim to…]. The process is similar to that for creating a complete
            new client except that some values will be copied across to the new form to help continuity. The learner number
            (ULIN) remains constant in this case.

     CHANGES TO JCP AND DCELLS LEARNERS
     JCP
     The personal details and REF2 pages can be updated/corrected at any time.
     Movement between programmes will require a completion and new SL2. You should not normally change funding
     data on the SL2, especially if it has been used in a previous claim. A few values, e.g. Cohort may be changed via the
     learner history screen.
     DCELLS
     Similar to SFA/YPLA. The Learner Information and Programme pages can be updated/corrected at any time - most of
     these values do not affect funding (exceptions may include the home postcode).
     Much of the data on the Activity & Awards pages affects learner funding and cannot just be changed without having
     an impact on that funding; for example, changing the funding start or planned end dates has a major effect on
     monthly payments. There are too many circumstances to explain in detail here - please contact the Pellcomp support
     team for full guidance.
     Movement between programmes will require a completion and new LLWR although some details on the learner
     programme page can be updated. New subsidiary aims can be added via the aims and awards page. A few values, e.g.
     Cohort, may be changed via the trainee history screen.



     OTHER CHANGES (ALL PROGRAMMES)
     HOW TO MAKE CHANGES USING THE TRAINEE HISTORY SCREEN
     PICS has a separate Trainee History page to hold details of certain changes to a learner’s circumstance, that occur part
     way through their programme but normally do not have any effect on their funding. Where funding rates are affected
     by the change you must complete the current ILR and start a new form with the new details (see next section).
     This screen is also used to suspend learners but that process is explained in the PICS help file. PICS warns if the dated
     change you make may affect funding but please check.
     Note: The trainee history screen may also have buttons to [Correct original PED] and [Correct Main Aim]. These are
     used to replace the original values in each case, e.g. where the wrong programme planned end date or main aim was
     entered. Both processes should be used with care as they do affect SFA/YPLA funding and are explained in the PICS
     help file.




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             In a learner record click on the [Dated Changes] button and then on the [Trainee History] page tab. The History
              table is displayed similar to the one here.
     Across the top of the table
     the items you can change are
     listed. Below, your learner
     has at least one line of data
     in the table, being the initial                           Top line displays the original data
     data entered at start.                                      entered, with changes in the
                                                                       subsequent lines.
             Click on the [New]
                                                                                                       Edit fields enabled when
                                                                                                     entering new history change
              button.
              An entry section
              appears below the main
              table, with the current
              data reproduced in
              each field so you only
              have to enter or amend
              the new values.
             Accept or amend the
              ‘Change Date’, being
              the date from which
              this adjustment take place.
             We’re going to change the Employment status so click in the field Employed Yes/No that is not selected. Then
              click on the [OK] button to save and close the screen.
              (PICS checks the new values on exit and will warn or error if any of the changes may affect funding or are
              unacceptable for any other reason. If you are warned, please investigate before continuing.)
     Notice that a new line appears in the table below the original one, with the new Employment status you entered. This
     allows PICS to vary report calculations by employment status from the Change Date. You cannot amend a history
     change once saved - it must be deleted and re-entered if necessary.

     DELETING AN INCORRECT LEARNER
     You can delete learners completely from PICS, removing all information entered for them. This should be done only if
     a learner has been entered into the system in error; it should never be used instead of completing or suspending a
     learner. The process is explained in the PICS Help File. If a record is deleted by mistake it is sometimes possible to
     recover them from the Client Selection screen [Advanced] tab - see your PICS administrator or contact Pellcomp for
     details.

     REVIEW & HELP
               Press [F1] for further information. Useful sections
                Entering and amending learner details.
     In this section you’ve:
      Entered data for a new learner
      Looked at some reasons for different methods of changing details, i.e. the effect on funding and returns. These
       can be many and varied, however, requiring different actions that are beyond the scope of this guide. Please
       contact Pellcomp if unsure of the required action.
      Amended the details using the initial data form pages and the History page.
     The next section looks at recording learner achievements and leavers. If you are unsure on anything we’ve covered so
     far, look back through the guide or ask the trainer if you’re on a course. If you’ve been sat looking at the computer for
     a while now, you may want to take a short break before the next section. Please don’t strain your eyes !




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     SECTION 4.                    ACHIEVEMENTS AND LEAVERS
     We’ve seen what to do when a learner starts on a programme. This section look at what happens when they leave,
     achieve a qualification and complete their framework. It also outlines how to track progression through the
     qualification and units. Finally you’ll look at entering miscellaneous claim events or milestones if required for your
     programme.
     Funding varies between programmes, but generally a certain amount or proportion is reserved for achieving and/or
     completing the qualification or framework. PICS holds all the information required by SFA/YPLA, DCELLS and JCP to
     identify both these items. Of course, sometimes a learner leaves the programme early without recording an
     achievement and PICS records this too.
     The aim details form part of the learning plan and affect statistical returns as well, so it’s important to understand how
     to enter this data to PICS.

     QUALIFICATIONS
     When you enter a new start in PICS, you specify the main aim being worked towards and can then add subsidiary
     aims. Learner qualification details are held in two places in PICS:
                the ILR/LLWR form screens holds the basic information required for transfer to TDS/DCELLS;
                the Qualifications screen holds additional information that forms part of the learning plan and supporting
                 evidence.
     It’s possible to enter information into one screen and have it copied automatically into the other to save input. As the
     ILR/LLWR screen holds the basic data it’s probably easiest to start there first.
                                                             IMPORTANT NOTE:
     To claim a Qualification for a JCP learner you must also enter a milestone (see page 35).

     ACHIEVEMENT OF THE ILR MAIN AIM
     (This section shows how to record achievement of the main aim for a learner. For advice on setting up Qualifications
     prior to linking them to learners, please see the section ‘System Base Data overview’.)
             Select your test learner if it’s
              not already the current one.
             Click on the [ILR Form]
              button, then on the [Part 3,
              4 & 5 Aims] tab.
             Locate and double click on
              the Main Aim (identified by
              the Funding Stream) to open
              it.
             Click on the tab [Aim End]
              and complete the details.
             Fill in the achievement dates
              and the learning end dates
              of this qualification - use a
              date after the start but
              within the current period so you can see the effect on reports.
              (For Apprenticeships, the Framework achievement date is now entered with the Program Aim (see page 33) but
              may also be entered here pre 2008/09. This cannot be before the aim achievement date.
             Make the Completion Status = 2 and Learning Outcome = 1. (If the learner has achieved only a part of the full
              qualification, you would enter the number of units completed/to be completed. Otherwise leave those fields at
              the default values).
              Make the Reason Learning Ended = 97.
             Click on the [Save] button to check, save and close the qualification.


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     Once you’ve completed this section you can see the effect it has had on another part of the system that deals
     specifically with learner qualifications. We’ll look later at completing the learner (page 33).

     ACHIEVEMENT OF ILR SUBSIDIARY AIMS
     This is very similar to the main aim except that you edit a different aim, enter details to ILR aim end page and do not
     identify framework achievement. Page 16 explains how to enter and edit these aims and most of the fields are similar
     to the main aim as explained in the section above.


     ACHIEVEMENT OF DCELLS AIMS ON THE LLWR
           Find and open the required learner if it’s not already the current one.
           Click on the [LP Form] button, then on the [Activity and Awards] tab.
           Locate and double click on the required aim.
           On the page for [Activity detail], enter the end date, completion status and other values as required.
           Click on the tab [Award Detail] and complete all relevant fields.
           Click on the [Save] button to check, save and close the qualification.


     ADDITIONAL QUALIFICATION/UNIT/ELEMENT INFORMATION
           Open a learner record, click [Achievements] then [Qualification Tracking].
            On first access you may just see the existing qualifications for the learner.
     You can view information for all of a learner's Qualifications through this single screen. Funded qualifications from ILR
     or LLWR are automatically listed here; you can add, edit and delete any other non-reported/funded qualifications
     (NVQs or otherwise) through this screen without them being sent to TDS or DCELLS. For JCP and Private learners all
     aims are added through this screens
     If you record Unit details, mandatory units are automatically linked to the qualification, optional units must be added
     manually as required. Units need to be set up against the relevant qualification in PICS base data before they can be
     used. Assessments and other 'events' can be added at either qualification or unit level.
     Elements and sub-elements can be enabled for individual units. Again, these must be set up in PICS base data before
     use.
           Where units exist for a
            qualification, or elements
            for a unit, use the +/-
            symbol appears next to
            the higher level item to
            expand or contract all or
            part of the tree.
           To view detail for a
            qualification/unit/element,
            single-click on it.
           To edit detail for a
            qualification/unit/element,
            double-click on it. The
            data capture fields for that
            item will open in the
            screens to the right of the
            tree.
           Click on [OK] or [Cancel] to save or leave a data screen.




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     For a Qualification there are three sections of data: Main, Assessments, Evidence.
     The [Main] section has three pages:
              The Qualification details page has start/end dates plus registration and certification details. Some of these
               may come originally from the ILR/LLWR.
              The Basic Assessments page identifies the staff with lead responsibility for this qualification and a basic form
               of element/performance tracking.
              Sessions is used for total guided learning hours.
     The [Assessment] section has a table of events, each having three pages:
              Main Details has the type of event and the due/done dates.
              In the Additional page, the Status field is mandatory. You can also link the officer involved.
              Notes holds general text on the event.
     The [Evidence] section is used to import external files and attach them to a qualification/unit/element.


     OVERVIEW OF QUALIFICATION TRACKING
     This introductory guide doesn’t have the space to explain the process in full but the following section gives an
     overview of your options for tracking learner progression.
     You can use PICS to track a learner’s progression through their qualification(s). The system can record the details of a
     learner’s NVQ Units, assessments and verifications and basic information on elements; it also has options on the level
     of detail to be collected. The units are usually linked to the qualification in the system base data to create a default
     set of values but you can edit or delete these for any learner and add further units as required.
     You should see a tab labelled [Units] in the learner ‘Achievements’ screen set. If the tab isn’t shown and you’d like to
     record unit details, please contact Pellcomp.
     You have the following main options for qualification tracking:
     1.   Enter just the qualification(s) as explained earlier in this section; or
     2.   Enter just the qualification(s) and hold simple assessment details; or
     3.   Enter the qualification(s) and all the units for them; or
     4.   Enter the qualification(s) and units for them plus details of assessments, verifications and elements.
     The first option requires least time and entry, the last gives full data capture and progress tracking. You also have
     several reports that cover qualifications, units and progression.


     Full details of these options are available in the PICS Help File (in PICS, press the [F1] function key to display the file) in
     the section ‘Achievements, Completers and Leavers’. See in particular the sections:
         How to enter additional information on learner qualifications
         How to maintain qualification units for a learner
         How to maintain unit assessments for a learner
         PICS reports & exports - Standard reports (various screens)
     Please contact the Pellcomp support desk if you require any further information. We also run specific training events
     on Learner Tracking and Progression.




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     COMPLETERS & LEAVERS
     You’ve already looked at recording aim achievement (page 30). Now we’ll cover the final section of the form.

     HOW TO ENTER FRAMEWORK ACHIEVEMENT & LEAVER DETAILS FOR ILR
     To complete a learner for the SFA/YPLA you should have previously completed the main and subsidiary aims (ILR parts
     3 & 4) as explained on pages 30 & 31.
             You should still have the learner details displayed that you just amended.
              (If not, click on [Another Trainee] and select your learner in the usual way.)
             Click on the [ILR Form] screen set button, then the [Part 2 Programme] tab. This must be completed for all
              learners, regardless of whether or not they have a programme aim.
             In the section ‘Programme End Details’ enter an end date that is on or after the latest aim achievement date.
              Also, the programme end date should not be later than the programme planned end date already entered. If a
              learner is extended you should first change the planned end date, using the Trainee History page (see page 28).
             Optionally, you can
              define your own end
              codes for reporting.
             Select the Programme
              End type and ILP
              Achieved status.
             If the learner has an
              'LSC Programme Aim
              End' section then
              complete all fields as
              appropriate. .
             Next click on the tab for [Part 1 Learner].
             In the section
              'Destination' at the
              bottom of the Part 1
              screen, select the Employment status and Destination code. The latter must be completed for all SFA/YPLA
              leavers.
             Finally, click on the [Save learner] button.


     A few other points to note on entering leaver/completion details:
                If the learner is linked to a placement, the leaving date may be copied into the placement end date (see also
                 'How to link a learner to a placement organisation' on page 42 later in this guide).
                The ILP Achieved field is important in identifying full completers for certain reports.
                Once a learner has been completed in PICS, in the Client Selection Screen you may need to change the
                 Learner Status to Recent Leaver, Leaver or All to find them in the list.
     Note that for extended absence (long term sick etc) Theia has issued guidance on how to handle this. Please contact
     them for details.




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     HOW TO ENTER LEAVER DETAILS FOR DCELLS
     Before completing the programme, all aims and awards should have end dates.
           Find and open the required
            learner if it’s not already the
            current one.
           Click on the [LP Form] button,
            then on the [Completion] tab.
           Complete fields as appropriate.
            These are mostly pick lists.
     There are a few non-LLWR fields on
     the completion screen that are used
     by PICS reports:
     Frameworks: The framework
     information entered here is not used
     by DCELLS to generate funding, it's
     just for MI.
     ILP achievement identifies
     completion of their full learning
     plan.
     Provider End Code is a user-definable field where you can specify your own leaving reasons or destinations.


     HOW TO ENTER LEAVER DETAILS FOR ADULTS (JCP - SL2)
           Select the learner and click on the [REF2/SL2] button if not selected.
           Click on the tab for [SL2 End]
            and enter details as required.
           The number of on-programme
            weeks and outstanding
            'additional' weeks will be
            generated automatically, based
            on the learner's course
            duration and actual start/end
            dates. You can amend if
            required. The additional weeks
            can be claimed after a set
            number of weeks continuous
            employment.
           On a separate [Jobs] page you
            can enter details of
            employment and use that
            screen to generate a milestone
            to claim for a job.
            Please see the PICS Help File for further guidance on JCP leavers, employment and claiming rolled up weeks.




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     MILESTONES
     You can set up Milestones in PICS Contract Data to record one-off or recurring events not automatically generated by
     the PICS funding calculator, e.g. JCP outcomes, Private learning payments. They can be added singly, or in a profile
     group for multiple or recurring events. Please contact Pellcomp for advice on the latter.

     HOW TO ENTER/EDIT/DELETE A MILESTONE FOR A LEARNER
             From the [Achievements] screen set, click on the [Milestones] tab.
     If this is the first Milestone for the learner you see the message ‘Learner has no recorded milestones’. Otherwise, the
     existing Milestones are shown.
             Click on the [New] button and a pick-list appears. Double click on a line to select a Milestone.
     The Milestone page has an display table with data entry fields below. You can use the [tab] key to move between
     fields or use the mouse. Note the Claim date cannot be earlier than the Achievement date. To remove a date from a
     field, just double click it with the mouse.
             Enter dates that allow the Milestone to be claimed in the current period, then click on [OK].
     To amend or delete a Milestone, select it in the table, click on [Edit] or [Delete] and proceed as required.



     REVIEW & HELP
               Press [F1] for further information. Useful sections:
                Qualification tracking, completers and leavers.
     In this section you’ve looked at:
      Entering qualifications and the validation on various fields.
      Entering leaver and completion details.
      Entering Milestones.
     One thing we haven’t covered is how to set up the lists of Qualifications and Milestones you choose from. This is done
     in Base Data and explained briefly on page 43. Please contact Pellcomp for further advice on how to do this.
     These are some of the more important actions you’ll do in PICS so it’s worth looking at the section again if you’re
     unsure on anything.

     If you are unsure on anything we’ve covered so far, look back through the guide or ask the trainer if you’re on a
     course.




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     SECTION 5.                  LEARNER PLANS, REVIEWS AND ATTENDANCE
     This short section shows you how to access various screens that track learner progress. There are no specific exercises
     but feel free to experiment with entering data.

     HOW TO PRINT LEARNING PLANS
     PICS has two options for printing training plans: you can produce either a standard SFA/YPLA format or design a
     template for your own design.
     SFA/YPLA format ILP
           Select and open learner as usual and click on the [Main Menu] button.
           From the main menu bar run ‘Reports - Individual’s Learning Plan’.
     This should open Microsoft Word and merge the exported learner details into a Word Document. You can save and
     print the document in the usual way, then close Word and return to PICS.
     User defined format ILP
     Please contact Pellcomp for advice on this - separate instructions are available. You will need a copy of your own ILP
     in an MS Word document.

     HOW TO ENTER MAINTAIN REVIEWS AND OTHER ILP DATA
           Select a learner as usual and click on the [ILP Data] screen set button.
            Look through the pages in turn as below.
     These screens allow you to keep track of things like review dates and other contacts. These can be reported on, for
     example to list all the reviews due in the next week or month. Most of the information held in the ILP section of PICS
     has little or no effect on claims.
     There are six pages: Formal Reviews, Support & Duration, Attendance Hours, Contact Hours, Notes and Contacts.
     Things of particular importance are:
     Formal Reviews
     You can use this facility to hold all the details about a learner’s actual and forthcoming reviews for the duration of
     their training and identify any actions required. Several PICS reports show learner reviews.
     The proposed review dates are set automatically: either by PICS at default intervals determined by a system
     configuration setting (which you can change); or by the user when the learner record is first entered to PICS. The
     dates adjust automatically if you change a learner’s expected end date, and can be adjusted optionally if a Review is
     carried out earlier than expected. You can also set up ALSN (special needs), Careers, Assessment and Miscellaneous
     Reviews as well.
           You can add new reviews, edit or delete reviews by clicking on the appropriate button.
           For example, to update an existing proposed review with the actual details, select that line in the table and then
            click on [Edit]. The screen already holds the date and maybe the time on which review is due;
           Set the attended status to Yes (you can also use it to show whether or not the learner attended or if the review
            was cancelled). The enter the date the review was done.
           The ‘Reviewer’ and ‘Mentor’ fields may have a pick-list for selecting staff (double click in the field).
           Finally enter some text notes on each review under five main headings.
            The other pages on Actions and Additional are explained in the PICS help file.
           Click on [OK] to save the review. If the actual date is different to the proposed date you will prompted to adjust
            the following reviews by the same interval.
           To print out the Review details for the current learner, just click on the [Print] button. This will display a preview
            of the print with buttons to Print or [OK] to exit.
     At the foot of the screen is a drop list to identify the learner’s ‘Current Risk Level’. This is the same field as in the ‘ILR-
     Additional’ screen and can be used to set the learner’s risk of not achieving.



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     You can add new blocks of reviews using the [Profile Reviews] button. This allows you to specify the number (count)
     of reviews to be created and the interval(s) between them. The display shows the dates of the first and last review
     which will be created.
     PICS Reports Switchboard has reports to identify reviews due or carried out. Diary identifies all proposed reviews in a
     period, for all or selected members of staff. The Reviews report monitors primarily the history of these events for each
     learner and shows reviews missing or due.
     Support & Duration
     Contains fields for regular weekly travel, lodging or childcare rates. Amounts entered here are included in claims and
     can be adjusted for absence through Weekly Adjustments.
     Attendance Hours
     This page is intended to show the normal, standard hours a learner works and doesn't need changing for absence or
     holiday etc. It is for information only and does not affect claims. You can create several revisions of hours to account
     for changing circumstances - please be sure to use the 24 hour clock for the entry and put a full stop between the
     hours and minutes, i.e. for 1pm enter 13.00 not 1.00.
     Contact Hours
     You can record actual contact or delivered hours for a learner, particularly useful for TtG. You can also generate a
     contact hours record from the reviews, qualification assessment and unit assessments screens. Please see the PICS
     Help File for details.
     Notes
     There are five standard pages for free text entry plus any other locally required pages that you create via Base Data
     (see your PICS administrator or the PICS Help File for advice on this). This enables you to capture more of the
     information required by the ILP.
           Click on the title in the left hand column to select the required page then enter text into the main field on the
            right hand side.
     Contacts
     You can enter details of any contact (meetings, phone calls etc) you may have with a learner. The screen also has a
     facility for linking to external files such as a word processor document, photograph or spreadsheet. Please see the
     PICS Help File for details.


     HOW TO RECORD LEARNER ATTENDANCE
     The attendance screen is used for recording a trainee’s presence or absence from work and training. You can record
     attendance in half-day units, timesheet receipt and run reports on the data.
     First you set the default location for each half-day to College, Placement, or not required. Then you record the actual
     attendance as Present, Sickness, Holiday, Authorised or Unauthorised absence etc. Each week has a checkbox to
     check when the timesheet has been returned - you can use this independently of any attendance recording. As with
     the rest of the system, the attendance relates by default to the current Week Ending setting but this can be changed
     to allow attendance to be entered in advance.
           Select a learner as usual and click on the [Dated Changes] - [Attendance] buttons.
            The first time a trainee’s attendance screen is opened no weekly records will be shown.
           Click on the [Start Recording] button.
            You will be prompted to enter the first week to record attendance from. This can be either the start date or a
            later week, depending on how far back you want to go.
           Accept the start date or enter the Sunday date for the required week and click [OK].
           Next you will be prompted for the default attendance values for the learner. For each day you can specify C for
            college or P for work/placement. Set as required and click [Accept].
     The attendance table will be populated with a row for each week since the start date you specified. A set of default
     values will be generated as you have specified, for each week up to the current week-ending.
           To change attendance in a cell you use the mouse buttons. In any cell with a value (i.e. not blank/white) you can
            select values as below (blank cells, e.g. for Sat/Sun, only accept a right-click initially). Just click in the required cell
            and select the value required from the pop-up menu. You can left-click for a list of attendance/absence options
            or right-click to change the location.

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             To record that you have received a timesheet for a week, click in the box for that column.
              After ticking the timesheet box you may also be prompted to enter the number of hours for the week. This can
              be useful generally for reports or can be used in conjunction with the hourly rate in the personal details screen.
     The column headed ‘½ day’ keeps a tally of the number of ½ days accounted for. In the table above, the values marked
     * do not generate a ½ day. Unauthorised absences reduce the number of half-days accounted for. You can change
     settings for closed weeks and generate late-notified adjustments.




     REVIEW & HELP
               Press [F1] for further information. Useful sections
                Reviews and other learning plan data.
                Adjusting Weekly details and products
     This section has looked at:
      Printing learning plans.
      Maintaining learner reviews.
      Other Learning Plan general data - Support & Duration, Attendance Hours, Notes, Contacts.
      Recording learner attendance.
     More detail is available on all these items in the PICS help file.




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     SECTION 6.                  EMPLOYERS & OTHER ORGANISATIONS
     In PICS you can record the details of organisations such as employers, work placements, schools, colleges, TtG brokers
     and delivery providers.           You can then link your learners to the organisations as required.
     For full details on using the Organisations facility in PICS to manage your relationships with partners please see the
     PICS help file section 'Placements & Other Organisations' or the separate CRM training guide on our website.
           From the PICS main screen click the button [Organisations];
            or from within the learner placement details screen click on the button [Organisations].
     The screen has a number of tabs
     including:
     [Organisation Main] allows you to
     search and filter the selection table
     and see basic details of a selected
     company.
     [Organisation List] shows a table of
     basic details for all organisations.
     [Contacts Main & List] show detail
     of staff in the dataset.
     [Event calendar] shows monthly
     events (e.g. health & safety checks)
     for all organisations.
           If your database has any
            existing organisations they will
            be shown in a list on the left
            hand side of the
            [Organisations - Main] page.
            Click on this tab if it’s not already selected.

     HOW TO CREATE A NEW ORGANISATION
           To create an organisation click on the [New Organisation] button. The initial data capture screen will be shown.
     Organisations [Main] page
           Enter the new Organisation Name and [tab] to the next field for Code. As in the learner screens, you can use the
            mouse or [tab] key to move between fields.
     Code is a unique value to identify the organisation in PICS. It defaults to a shortened version of the name.
           You can use any combination of up to six letters and/or numbers (e.g. 010, 000011, or initials, or a version of the
            Company Name - Pellcomp might have a code of ‘PELLCO’). The code can be used for searching, sorting lists and
            in reports.
            Enter a code then complete the rest of the Main screen as below. You can use the mouse or [tab] key to move
            between fields.
           Status can be live, dormant, unapproved (e.g. for new enquiries) or archived
            This setting allows you to exclude certain Organisations from some reports and pick-lists.
            You can also delete an Organisation but PICS does not allow this if the details have been used in some way.
           A single Organisation can have one or more 'Roles' in PICS - for example a school might also act as a placement
            for learners. For this example select 'Placement' and 'Delivery Location'. This is important as it controls the lists
            in which the organisation is available for selection.
           Enter the address, phone, fax, email, Health & Safety status, UPIN, general Notes etc as appropriate.
           Once you have completed the Main screen, you can either:
            - click the [Save] button to complete the new entry and return to the Organisation list page.
            - click one of the other pages to enter further details of this company.
            In the latter case you will be prompted to save the initial 'Main' details before continuing - click [Yes] to do this.



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     Organisations [Additional] page
           Once you’ve completed all the entry in [Main], click on the [Additional] tab to open that page. Either enter the
            address in or click on the button to [Copy main address details]. Enter other details as appropriate (they are
            intended mainly for Train to Gain). Then click on the [Provision] tab.
     Organisations [Provisions] page
     This allows you to record optional information about the SOC/SIC/Sector/Occupational Areas appropriate to the
     organisation.
           Click on the buttons to practice adding a new SOC/SIC/Sector/Occ Area. This allows you to limit Organisation
            selection lists accordingly. Codes can be removed by clicking on the [Delete] button.
            Enter the total number of places available at the organisation - normally this is only applicable for
            employers/placements.
     Broker/Agreements page
     This is only for TtG users. Agreements entered can be selected against learners on the programme.
           Click on [New] to create a new agreement.
            Enter or select the Agreement no, dates and delivery volumes etc as appropriate.
            Then click [OK] to save the agreement.
     Save and exit the Organisation
           Finally click on [OK] to save the complete new organisation.
            Once you’ve finished entering an Organisation:
            either click on the [New Organisation] button to enter another one,
            or click on the [Organisations - Main] tab to search for an existing one,
            or the [Close] button to leave the screen.


     Maintaining Contacts & Officers & Events
     These details are accessed direct from the Organisation selection list for speed and convenience.
           In the list, click once on the required company to highlight it.
           To the right of the list select the page tab for either 'Events' or 'Contacts'.
     Events
     You can use the Events page to record planned and actual visits to an organisation and run reports to identify these
     for a particular officer and time period.
           Click on the required [New] button to create a blank event; the buttons available may vary according to your
            licence, to identify new appointments, emails, calls etc.
     The fields available vary according to the type of event being created. The following outlines how to enter a basic
     appointment - calls, tasks etc may have different fields.
           Enter a brief subject title and a fuller description as required.
            - Enter a Due date, time and duration.
            - Select an Event Type from the drop list.
            - Select the Status as 'Pending'. You would normally change this when the event is carried out - the field also
            allows you to specify events in progress, cancelled or completed.
           Optionally you can:
            - Select an Event Manager for the event by clicking on […] by that field for a pick list of PICS contacts. You can
            filter the list to show either all PICS officers or just those marked as PICS users.
            - [Add] other participants for the event (e.g. colleagues) using a similar pick list
           Click on [OK] to save the event.
     Contacts
     This allows you to enter either contacts at the company or specify which members of your staff might monitor or visit
     the organisation.
           In the main organisation list locate and click once on the required company to highlight it.


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           To the right of the list click the tab [Contacts]for a table of contacts for the organisation.
     You can either create a completely new contact in PICS and link it to the company, or select an existing contact/staff
     member and link it.
           To create a new contact record and link it to the organisation click on [Add].
            Complete the mandatory personal details for the new contact: code (usually initials of the person concerned but
            must be a unique value); surname and firstname; ensure the role(s) are selected correctly and the status is live.
            Other fields are optional.
            Click [OK] to save the new contact. If the organisation has no 'main' contact you will be prompted if this person
            should be set to this role.
                                                                            ]
            To link an existing contact record click the arrow on the [Add ▼ button to select either:
            [Contact at Org] to add an external contact at the company.
            [Internal Officer] to add a member of your staff.
            This will display a list of people having the role selected. Double click on the appropriate name to add them. You
            can link as many people as required.
     The PICS help file has more information on these processes.


     Company Head Offices
     You can create organisations with a Head Office role for companies with many Placements. For example, Barclays
     Bank might be a Company Head in PICS, with branches created as separate Placements. However, this facility is
     optional - you don't have to have a Company Head set up in order to create or use a Placement.
           In the main Organisation selection list click once on the branch organisation which you want to link to a head
            office.
           From the menu bar run 'Tools - Change company'. Double click on the required Organisation.


     HOW TO FIND AND UPDATE AN EXISTING ORGANISATION
           To find an existing organisation click on the [Organisation - Main] tab.
            In the ‘Filtering Options’ section - ‘Name starts’ field, enter the name of the organisation to find (or at least the
            first few letters), to get a list of all the records in the system matching the criteria.
            You also have search options to find certain types of records by role, postcode, status etc.
            The selection table has options at the top of the screen to sort by name, code or postcode
           To change an Organisation, find them as above then click on the [Edit Organisation] button to open the screens.
            Make the changes and click on [OK] to save and close the record.
     For any selected Organisation you can see basic details of linked trainees, events and contacts using the tabs towards
     the top of the Organisation - Main screen.
           To view a summary list of learners at an Organisation, select it in the table and click the tab for ‘Trainee
            Placements’. You can choose to show all or just current learners.
           To view events or contacts for an Organisation select it in the table and click the required tab.
     Experiment with finding and selecting Organisations then click on the [Close] button to exit.


     HOW TO EXPORT OR PRINT ORGANISATION DETAILS
           In the Organisation screen, from the menu bar select ‘Tools - Export to Excel’.
            This opens a spreadsheet file containing the Organisation data that can be printed or used as a data source for a
            mail merge.




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     HOW TO LINK A LEARNER TO A PLACEMENT ORGANISATION
           Find and open a learner record, go to the [Dated Changes] screen set, then select [Placements]. Either a
            message warns that the learner has no recorded placements, or the table of placements appears.
           Use the drop list at the bottom of the screen to identify if you want to add a Work Placement, Delivery Location
            or College for the learner.
           Click on the [New] button and select a placement from the list (sort the list by code or name by clicking the
            [View] button).
           Enter the date the learner started at the placement (normally on or after their start of training) and the expected
            end date. The actual end date you won’t know until they leave.
            When a learner is completed, any blank Actual Placement End dates are filled with the programme end date
            entered on the learner's programme completion screen. You can amend the Placement End Date if required.
           Click on [OK] to save the placement details
     Note: When entering a new learner, the placement and delivery provider values are copied to the learner placement
     screen. The processes also copy the learner's programme start and planned end dates into the Placement date fields.
     Subsequent changes must be made via the Dated Changes - Placements screen as above.
     From the learner placement screen, there is a button giving direct access to the Organisations maintenance screens. If
     the placement doesn’t exist, you can create it through these screens then return to the learner page and link it to that
     person.



     REVIEW & HELP
             Press [F1] for further information. Section 'Placements and Other Organisations'
     This section has given an overview on how to create organisations such a learner placements, enter basic data and link
     learners to them. PICS has a number of facilities for managing partner relationships.
     Please see the PICS CRM and Reports training guides or the help file for further details on Organisations and the
     reports available- the Adhoc reporter can also report extensively on this data.




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     SECTION 7.                  SYSTEM BASE DATA OVERVIEW
     Correct base data is vital to PICS for two reasons: it provides all the information used in the pick-lists we have
     discussed, and it is the basis of all PICS funding reports for SFA/YPLA, DCELLS and JCP. The main components are
     outlined below but please see the PICS Help File for full details.
     Please take care when changing base data as it may affect funding. Each provider should have at least one person
     who is familiar with maintaining the base data.
     Base Data & Contract Data underpin the operation of PICS. They are directly related as much of the information for
     the latter is drawn as required from the former. They also hold some values independent of each other.
         PICS holds a single set of Qualification and General Base Data for such standard items as Provider details, Local
          defined notes fields, Advisers, SOCs, Sector, NVQs and Units, SFA/YPLA aim funding (imported from the Learning
          Aims Database (LAD)). These will be available for all relevant programmes.
         For each programme contracted in each year (e.g. WBL, E2E, DCELLS, JCP and Private), PICS also holds a set of
          Annual Contract Data. Some of the values for each contract, such as Qualifications, are drawn down from Base
          Data. This ensures consistency of selection across programmes, so that, for example, the same NVQ doesn’t exist
          with different reference numbers in different contracts. JCP has its own set of specific contract rates and factors.
     PICS gets much of its qualification data from the LAD and some of this is relevant to all programmes in the system,
     DCELLS, JCP etc.
     For a small annual fee you can also subscribe to a separate facility to import qualification and unit details supplied to
     Pellcomp by the QCA (Qualification Certification Authority). Alternatively you can manually maintain qualifications,
     units and the links between them. If you want further information about this facility, please contact the Pellcomp
     Support Team.
     Access to Base/Contract data is controlled through the normal PICS Password Maintenance facility. At least one
     person at each site should have access to these options.



     REVIEW & HELP
              Press [F1] for further information. Useful sections
              Base Data and Contract Data.


     In summary, keeping the base data up to date and correct ensures your pick-lists are consistent and give you all the
     information you need, and that the correct base information is fed into the claims process.




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     SECTION 8.                  HOUSEKEEPING & MISCELLANEOUS FUNCTIONS
     INFORMATION ABOUT CHANGES TO PICS
     PICS may change for several reasons: for general improvements, to fix problems or to follow changes made by the
     SFA/YPLA, DCELLS or JobCentre Plus to the learning programmes. The Help File (press [F1]) has a section ‘Changes to
     PICS’ which lists the main changes each month and has links to the relevant pages with full details. Alternatively you
     can click on the button [Release Notes] for a more regularly updated summary.


     REINDEX & DATABASE INTEGRITY CHECK
     These routines, which are easy to run, ensure your data files and indexes are kept in good order. We recommend that
     you reindex your data once a week or so; always before running a claim; and after making large changes to the data.
     Reindex resets and compacts all the index files and checks records exist for each learner in essential files, while the
     Database Integrity Check validates the contents of the records.
     Both can be run from two places:
           At the login screen for PICS, from the menu bar run ‘Tools - Reindex database / Database Integrity Check’. After
            the routine is finished you can either start PICS or [Cancel] to exit.
           In PICS, from the Main Menu bar select ‘Main - Database tools - Reindex Database / Check Database Integrity’.
     If the system crashes for any reason (e.g. a PC ‘hangs’, a power cut, or a network error), you may lose the data you
     have just entered - please check. However, Reindex or Database Integrity Check (PICS decides which) runs
     automatically when you first restart after a crash.
     If Reindex finds any problems it gives a screen display of the error file, and in some circumstances may force a
     Database Integrity Check to run. Reports displayed from either have an option to print. Please do this and then click
     on the [OK] button to continue and contact Pellcomp to discuss the problem. An error summary is shown on the last
     page of the report.


     HOW TO BACKUP DATA
     Taking a backup of data files is vital for your own security - imagine having to re-enter data again from scratch. All
     sorts of events can cause data loss, from fires to PC failures. Make a backup copy at least once a week, and whenever
     you have finished making large changes to the PICS data. It’s also important to keep an off-site copy of your weekly
     data backup, to guard against any severe damage to your premises.
     To run the PICS backup routine:
     This facility lets you save your data files to a PC, server, portable drive or other medium, in one operation.
     Decide where you’re going to save the file and ensure you have a suitable drive or folder available.
           If saving to a portable drive then ensure this is plugged in or connected.
     PICS Backup can be run from two places:
           EITHER, at the PICS login screen, from the menu bar run ‘Tools - Backup Database’. After the routine is finished
            you can either start PICS or click on the [Cancel] button to exit.
            OR in PICS from the menu bar select ‘Main – Database tools - Backup Database’.




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     You have several options to adjust the backup if required.
     Destination:
             Backup Destination. Select where you want to save the backup:
              ‘Any File’ is the recommended option. This will let you choose what to call the file and where you want to save
              it, e.g. on the PC or Network or drive/disk.
              FTP will allow you to save to your own File Transfer site or select that for Pellcomp.
              Email allows you to save the backup to a file that is automatically attached to an email and sent to either: the
              main Pellcomp support address; another Pellcomp email address (you can select from a list of names); or any
              other email address that you enter. Note that your email software may warn and prompt to confirm this action.
     Advanced Options:
              Selective backup: No selections normally required but can occasionally be used to split a database between
              funding organisations or subcontractors. See the PICS help file for details.
              Other options: No selections normally required unless advised by your PICS administrator or Pellcomp. See the
              PICS help file for details.


             To begin the process click on the [Start] button.
     PICS prompts for the folder/drive/disc location to save the backup file and a name for it.
             Enter or select the name and location as required.
             To begin the back up, click on the [Save] button.
             When the routine is finished, click on the [Close] button to exit Backup.
     If you need to restore your data from a backup, please contact Pellcomp for advice and to avoid loss of data.

     CHANGING PASSWORDS
     A user can change their password using the PICS main menu option ‘Defaults - Change Password’. You will be
     prompted to enter first your existing password then to enter and confirm your new password. System administrators
     can also change passwords from the Password Maintenance screen.



     REVIEW & HELP
               Press [F1] for further information. Useful sections
                Changes to PICS.
                PICS administration - PICS Updates.
                Housekeeping functions.
     Each user has their own arrangements for system housekeeping and should have someone familiar with the above and
     other processes. Perhaps the most important point is:
                                 YOUR DATA IS IRREPLACEABLE - MAKE SECURE BACKUPS EVERY DAY !




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     SECTION 9.                  FINAL CHECK ON WHAT YOU’VE COVERED
     This guide has focused on 6 main subjects. If you can’t answer ‘Yes’ to each question below, please discuss any
     queries with Pellcomp or the trainer as appropriate. It may be that we haven’t explained something properly, in which
     case we want to know !

                                         TRAINING CHECKLIST                                      YES         NO
     Do you know how to enter learner start and leaver information ?
     Do you know the different ways of amending learner details ?
     Can you enter details of outcome events: NVQ achievements, Framework completions, &
     Milestones ?
     Can you enter details of leavers ?
     Can you maintain organisations such as employers ?
     Can you run a system backup ?




                                    PICS
                   The PROVIDERS’ INTEGRATED CLIENT SYSTEM
                                     from




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