Monthly ILR Provider Guidance 200708 by qkz10053

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									Provider Guidance




         Learning and Skills Council
     Monthly ILR for skills for jobs (S4J)
  And Local Employment Partnerships (LEPs)




                     th
Date of issue:      27 March 2008
Document version:   Issue 2.3
                                      Page 1 of 9
1         Data Entry
1.1       This document provides guidance on data return requirements for:
         Skills for jobs (S4J) which began on 5 November 2007.
         Local Employment Partnerships (LEPs) which began in January 2008.
The guidance relates to academic year 2007/08 and covers data entry
requirements for the Individual Learner Record (ILR)
2         Data Entry onto the Individualised Learner Record (ILR)
2.1   The ILR is the standard form for use by providers to submit data. This
guidance note should be read in conjunction with the WBL ILR provider support
manual for 2007/08, available on the data section of the LSC website at:
http://www.lsc.gov.uk/providers/Data/Datacollection/ILR/ILR+Documents+2007-
2008.htm
2.2. When completing the ILR for skills for jobs and/or LEPs, providers should
follow the guidance in the WBL provider support manual except where outlined
below.
3.        Returning data
3.1. Data for either skills for jobs or LEPs is normally returned using a WBL
format ILR. The FE, ACL, UFI or ESF short record ILR cannot be used to return
data on skills for jobs or LEPs.
3.2       There are two methods for returning data on the ILR to the LSC;
(a)   via a batch file extracted from the providers own management information
system and uploaded to the LSC on-line data collection portal , or,
(b)    via the LSC‟s provider on-line system where the data is entered record by
record. This method is aimed at providers with low numbers of learners.
3.3   Providers that are new to returning data on the ILR should agree with their
LSC regional office which method they will use.
3.4    Providers who already return an ILR should return data for the skills for jobs
and/or LEPs using the same return method as for their existing provision. For
providers sending a batch file, the data should be sent in the same file as their
existing WBL data.
3.5    Providers making batch returns should ensure that where the guidance
states that a field should be left blank, the appropriate null value is returned in the
batch file (i.e. zero filled for numeric and date fields and space filled for
alphanumeric fields).
3.6   It is not compulsory to use the ILR form produced by the LSC. Providers
may use their own forms to capture the data returned in the ILR if they wish. More
information about the requirements these forms must satisfy can be found in
Annex A to the WBL ILR provider support manual (see 2.1 above).




                                                                                  Page 2
3.7    It is recommended that providers using the LSC‟s provider on-line system to
return ILR data do use the LSC‟s form, as the provider on-line screen layouts
match the ILR form.


4.     Key fields
4.1    Key fields are particularly important as they are used by the funding
calculations to identify the learning aim as part of skills for jobs and/or LEPs. They
are also used to identify when payments are due. Completion is summarised in
Tables 1 and 2 below. Note that entries must be made for all learning aims.
Table 1: Key fields for skills for jobs/LEP Learning Aims
Field Number    Field Descriptor      Action Required
L25             LSC number of         The LSC number of the LSC which funds the learner or
                funding               the number of the LSC that has agreed the activity.
                LSC
L26             National Insurance    This field should be completed for all Learners
                Number
L28             Eligibility for       No enhanced funding is available to providers for
                enhanced funding      learners on either skills for jobs or LEPs so code 99
                                      should be used in both occurrences of this field.
L34             Learner Support       No additional support is available to providers for learners
                Reason                on either skills for jobs or LEPs so code 99 should be
                                      used in all occurrences of this field.
L36             Status on day prior   Skills for jobs and LEPs aim to enable learners to get a
                to learning           job so only use codes:
                                         1
                                      07 – Not in employment or in training or in education
                                      97 – Other (including those not in employment or in
                                      training or in education)
                                      98 – Not known not provided
L37             Status on first day   To be eligible the learner must be Code 02 – Not
                of learning           employed
L39             Destination           This field must be completed with the destination of the
                                      learner at the end of the programme. If sustained job
                                      Codes 04, 10, and 53 should be used as this determines
                                      the final payment.
L47             Current               This field needs to be 02 at start and changed to 01 once
                Employment Status     employment is gained.
L48             Date Employment       This field should be blank until learner is employed.
                Status changed
A09             Learning Aim          The aims to be used for either skills for jobs or LEPs are
                reference             ZS4J0001 – Used when individual learning plan is
                                      prepared and one activity has been completed.
                                      ZS4J0002 – Used when the learner gets a job
A10             Funding stream        Use code 80 „other LSC funding‟. This ensures that
                                      validation rules which apply only to mainstream WBL
                                      learning aims are not applied. Use code 99 „no LSC
                                      funding for this learning aim‟ if the S4J or LEP learner is
                                      not to be funded or funded via an existing
                                      contract/funding pot.

1
 “Not employed” includes those working under a contract of employment for less than 16 hours per
week including those in receipt of benefits such as Jobseekers allowance.




                                                                                            Page 3
A46              National monitoring   Field A46 Learning aim monitoring accepts up to two
                 field                 values.
                                            a) For S4J The learning aim must be flagged in
                                                46(a) as code 85 ‘skills for jobs‟, and in 46(b) as
                                                code 99
                                            b) For a LEP the learning aim in 46(a) is code 85
                                                and in 46(b) is code 92.
                                       If these codes are not used the funding calculations for
                                       either S4J or LEP will not be applied to the aim and no
                                       funding will be generated.

5.        ILR: Part A – Learner Information
5.1   Part A of the ILR form captures information about the learner. It should be
completed as described in the ILR provider support manual.
5.2    If a learner progresses from the skills for jobs or a LEP to another LSC
programme within the same provider, the provider should not create a new learner
record for them. The learner will retain the same learner reference number (Fields
L02/A02) but new learning aim record(s) (parts B and C of the ILR form) should be
completed to reflect the new programme.
6.        ILR: Parts B and C – Learning Aims
6.1     Part B should be completed for each of the aims delivered as part of either
skills for jobs or a LEP. The fields contained in Part B are listed in Annex 1 in the
order in which they appear on the ILR form.
The Learning Aim Database (LAD) references for both skills for jobs and LEPs
are, respectively:
         ZS4J0001 – Used when activity plan is prepared and one activity has been
          completed.
         ZS4J0002 – Used when the learner gets a job with training.

7.         ILR: Part D - ESF Data Set Information
7.1     Skills for jobs funding is eligible for ESF co-financing. If co-financing is to
be used, Regional LSC offices will inform providers of the ESF data set required.
Providers should complete a part D for each learning aim being followed by the
learner, as described in the WBL provider support manual (page 36 onwards).
This manual can be found at the following link:
http://www.lsc.gov.uk/providers/Data/Datacollection/ILR/ILR+Documents+2007-
2008.htm
7.2    The process described here should not be used for ESF LEP funding. A
future update of this Provider Guidance will cover the process for ESF funding for
LEPs.




                                                                                              Page 4
Annex 1: ILR Form – Part B

Field Number       Field Descriptor                          Action Required
    A02                                    This field is not required for either skills for jobs or
                Contract/Allocation type   LEPs and should be left blank.


                                           The two aims for skills for jobs and LEPs are
                Learning aim reference     ZS4J0001 – Used when individual learning plan
    A09
                       number              is prepared and one activity has been completed.
                                           ZS4J0002 – Used when the learner gets a job.

                                           Use code 80 „other LSC funding‟. This ensures
                                           that validation rules which apply only to
                  LSC funding stream
    A10                                    mainstream WBL learning aims are not applied.
                                           Use code 99 „no LSC funding for this learning
                                           aim‟ if the S4J or LEP learner is not to be funded.

    A15            Programme type          Use code 99 –„none of the above‟.

                                           This field is not required for either S4J or LEP
    A16         Programme entry route
                                           and should be left blank.

                                           This field is not required for either S4J or LEP
    A18          Main delivery method
                                           and should be left blank.

                  Learning start date      Record the date on which learning for this aim
    A27                                    began.


                                           Record the date by which the provider and the
                                           learner plan to complete the learning related to
                                           this learning aim.
                                           Do not update this field if the learner continues
                                           learning beyond this planned end date or finishes
                   Planned end date        before this date.
    A28
                                           The actual end date should be reflected in field
                                           A31 – actual end date

                                           The planned end date should be entered in this
                                           field. If the date occurs in the same month as the
                                           start date, then the planned end date should be
                                           recorded as the first day of the following month.
                                           Field A46 Learning aim monitoring accepts up to
    A46        National monitoring field
                                           two values.
                                               c) For S4J The learning aim must be
                                                   flagged in 46(a) as code 85 ‘skills for
                                                   jobs‟, and in 46(b) as code 99
                                               d) For a LEP the learning aim in 46(a) is
                                                   code 85 and in 46(b) is code 92.
                                           If these codes are not used the funding
                                           calculations for either S4J or a LEP will not be
                                           applied to the aim and no funding will be
                                           generated.




                                                                                             Page 5
Field Number       Field Descriptor                          Action Required
                                            This field is not required for either S4J or a LEP
    A24               SOC code
                                            and should be left blank.

                                            This field is not required for either S4J or a LEP
    A26               Sector code
                                            and should be left blank.

                                            This field is not required for either S4J or a LEP
    A32          Guided learning hours
                                            and should be left blank.

                                            This field is not required for either S4J or a LEP
   A51A          Proportion of Funding
                                            and should be left blank.

                                            The Contract Number for the broker organisation
                                            that has brokered the job should be entered in
    A54        Broker Contract Number
                                            this field. If there has been no broker involvement
                                            then the box should be filled with 9‟s.

               Additional Learning/Social   This field is not required for either S4J or a LEP
    A53
                         Needs              and should be left blank.

                                            This field is not required for either S4J or a LEP
    A49        Special project and pilots
                                            and should be left blank

                                            This field is not required for the ZS4J0001 aim
                                            and should be left blank
    A44           Employer identifier       For the ZS4J0002 aim the employer ID from the
                                            EDRS system should be entered. This number
                                            should be obtained from the Skills Broker.

                  Workplace location        Enter a Postcode for the location where the
    A45
                      postcode              learner is working.

                                            Enter the postcode of the address at which the
    A23        Delivery location postcode
                                            learning is delivered

                                            This field indicates whether ESF data is required
                                            for the aim:
                                                   Skills for jobs will not be funded directly
                                                    by ESF co-financing.
                                                   This Provider Guidance for LEPs does
                                                    NOT cover ESF funding. Future guidance
                                                    will describe how ESF funding is to be
                                                    handled.
                     ESF data set           However, it is possible that S4J funds may be
    A06
                                            used as a match for ESF co-financing. Regional
                                            offices will inform providers if this is the case, in
                                            which case a value of 01 should be recorded in
                                            field A06, otherwise it should be coded with a
                                            value of 00.
                                            If an ESF data dataset is required part D of the
                                            ILR form should be completed. Providers should
                                            refer to page 36 of the WBL provider support
                                            manual for guidance on completing the ESF
                                            dataset fields.

    A40            Achievement date         Record the date the learner completed their
                                            Activity Plan or the employer based training was


                                                                                            Page 6
Field Number      Field Descriptor                             Action Required
                                            completed as appropriate. This field should be
                                            left blank until the learner achieves. If the learner
                                            leaves without achieving the learning aim, this
                                            field should also be left blank.

                                            Record the date that the learner completed the
                   Actual end date          learning activities necessary to achieve the
    A31
                                            learning aim or the date the learner withdrew from
                                            the learning activities.

                                            Use code 1 where the learner is continuing;
                                            use code 2 where the learner has completed;
                  Completion status
    A34                                     use code 3 where the learner withdraws without
                                            completing the learning aim;
                                            (Codes 4, 5 & 6 are not applicable to either S4J
                                            or LEP).

                                            Use code 9 where study is continuing;
                                            Use code 1 where the learner has completed all
                                            aspects of the agreed activity plan or employment
                                            training

                  Learning outcome          Use code 2 where the learner has completed at
    A35                                     least one objective from the activity plan or
                                            employment training.
                                            Use code 3 where the learner has not completed
                                            any objectives
                                            Codes 4 & 5 are not applicable to either S4J or a
                                            LEP

                                            Where Code 2 is used at A35, enter in this field
                   Number of units          the number of activities from the activity plan
    A37
                     completed              (ZS4J0001) or employment training (ZS4J0002)
                                            that have been achieved

                                            Where Code 2 is used at A35, enter in this field
                 Number of units to
    A38                                     the total number of objectives in the activity plan
               achieve full qualification
                                            or employment training programme

                                            This field should be completed as per ILR
    A50        Reason learning ended
                                            specification.

                  Sector framework          This field is not required for either S4J or a LEP
    A43
                  achievement date          and should be left blank.




                                                                                           Page 7
Key Fields for Providers

The purpose of the tables below is to highlight the key fields required at each
stage. The fields detailed above must be completed but the details below are
provided as a quick reference.

Start

Field Number          Field Descriptor                          Action Required
     A09           Learning aim reference      ZS4J0001 – Used when individual learning plan
                          number               is prepared and one activity has been completed.


                                               Use code 80 „other LSC funding‟. This ensures
                                               that validation rules which apply only to
                                               mainstream WBL learning aims are not applied.
                     LSC funding stream
     A10                                       Use code 99 „no LSC funding for this learning
                                               aim‟ if the S4J or a LEP learner is not to be
                                               funded. No funding can be claimed if this code is
                                               used.

                     Learning start date       Record the date on which learning for this aim
     A27                                       began.

                                               Field A46 Learning aim monitoring accepts up to
     A46           National monitoring field
                                               two values.
                                                   e) For S4J The learning aim must be
                                                       flagged in 46(a) as code 85 ‘skills for
                                                       jobs‟, and in 46(b) as code 99
                                                   f) For a LEP the learning aim in 46(a) is
                                                       code 85 and in 46(b) is code 92.
                                               If these codes are not used the funding
                                               calculations for either S4J or a LEP will not be
                                               applied to the aim and no funding will be
                                               generated

     L47             Current employment        At the start of either skills for jobs or LEP the
                           Status                                                 2
                                               person should be unemployed so code 02
                                               should be used.




2
 “Not employed” includes those working under a contract of employment for less than 16 hours per
week including those in receipt of benefits such as Jobseekers allowance.




                                                                                               Page 8
Job

Field Number          Field Descriptor                        Action Required
                                              ZS4J0002 – Used when employment training
      A09          Learning aim reference     commences.
                          number              ZS4J0001 should have been completed and date
                                              entered in A31 and outcome in A35.

      L47            Current Employment       This field needs to be 01 once employment is
                           Status                     3
                                              gained .

      L48         Date Employment Status      This field should be completed with date learner
                         changed              is employed.

      A44            Employer Identifier      The URN for the employer should be entered.
                                              This can be obtained from your broker, or
                                              regional office.

      A45            Workplace location       The post code for the workplace should be
                         postcode             added.


Sustained Job

Field Number          Field Descriptor                        Action Required
      L39                Destination          This field must be completed if sustained job
                                              Codes 04, 10, 53 should be used as this
                                              determines the final payment.
                                              This can only be completed when there are no
                                              live aims. The actual end date of aim (A31 for
                                              ZS4J0002) must be at least 13 weeks after the
                                              date entered in L48 „Date employment status
                                              changed‟.

      A40             Achievement Date        The date of completion of employment training
                                              should be entered.




3
 “Not employed” includes those working under a contract of employment for less than 16 hours per
week including those in receipt of benefits such as Jobseekers allowance.




                                                                                              Page 9

								
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