|Release date: 12 July 2023
Updates based on ILR 23/24 changes
Based on the proposed changes to the ILR for 23/24 published by the ESFA, we have made necessary changes so that our customers are able to accurately record their learners in their ILR and submit this in line with the 23/24 schema.
Updates to the ILR Export modal
We have added the ability to select the 23/24 schema when you export your ILR batch file. The new schema will allow your continuing learners to be reported alongside your new starts in 23/24.
Note that ILR Exports will now default to 23/24 unless changed by the user.
As we are releasing this schema prior to the 1st of August 2023, you will need to select the 22/23 schema when you carry out the remaining returns for 22/23, R12 (July), R13 and the final return R14.
The 'Include not QA verified' checkbox has been replaced with a ‘ILR Status’ field that lists various ILR status options. You can choose the relevant ones using the checkbox dropdown. Only the selected statuses will be included in the ILR export.
A new setting has been added to control the default state of the ‘exclude from batch’ on the ILR tracker. This section is titled ‘Default state of ILR Tracker’, and the setting is titled ‘Exclude from batch’. Customers can request any changes to these defaults, by approaching the Support team or their IC / CSM.
Updates to LDM Codes
- We've added an additional Learner Delivery Monitoring (LDM) Code: 387 - SME Apprenticeship Brokerage Pathfinder valid to 02/10/2025
- The withdrawal reason 28 'OLASS learner withdrawn due to circumstances outside the providers' control' will only be shown where the aim has the LDM code 034 'OLASS - Offenders in custody' applied. In all other cases, Code 28 'OLASS learner withdrawn due to circumstances outside the providers' control' will be removed from the list of reasons.
Addition of ACL and AFL
- The ACL (Community Learning) and AFL (Community Learning which is Family learning) controls have been added and will appear in either of the following scenarios:
- Funding Model 10 is selected and the learning start date is on or after the 1st of August 2023
- Funding model 99 and Source of funding 108 are selected and the learning start date is on or after the 1st of August 2023
- The ACL and AFL fields have been added to the Aim modal. These fields are not mandatory.
Updates to the collection requirements
- The collection requirements for funding model 10 (Community Learning) have been updated in line with ESFA guidelines.
Deprecation of HE Fields
Type of instance year (TYPEYR)
In cases where the associated aim does not have a learning start date OR original learning start date less than or equal to 31/07/2020, the following codes will not be shown:
- '3 - Learner commencing a year of instance of a course running across reporting periods'
- '4 - Learner mid-way through a learning aim running across reporting periods'
- '5 - Learner finishing a year of instance of a course running across reporting periods'
Qualification on Entry
- The following has been amended to read:
- C44 Higher Apprenticeships (Level 4) valid to 31/07/2023
- If the associated aim does not have a learning start date OR original learning start date less than or equal to 31/07/2023, the following code will now be shown:
- P91 Mixed Level 3 qualifications of which some or all are subject to Tariff
Percentage Taught fields
If the associated aim does not have a learning start date OR if the original learning start date is less than or equal to 31/07/2023, the following fields will not be shown:
- Percentage Taught in First LDCS Subject (PCFLDCS)
- Percentage Taught in Second LDCS Subject (PCSLDCS)
- Percentage Taught in Third LDCS Subject (PCTLDCS)
Minor updates / Bug fixes
- There was an issue where the Type column in the Trackers grid was not displaying the Qualification references for Component Aim trackers. This has now been resolved.
- In a specific case where the customer had a 2-stage onboarding process, previously completed Extended ILR Sections in the first part of the onboarding programme appeared as blank in the second part of the onboarding programme. This issue has now been resolved, and the sections that have been completed will now show the relevant data.
- In a particular case, the job search functionality was returning results that were outside the location specified in the search filters. This issue has now been resolved.
- Changing a case owner for a learner was causing multiple incorrect entries in the learner's audit trail. These updates were attributed to the new case owner. This issue has now been resolved for the audit trail going forward. But the fix will not update historical data due to the complexity of the migration and the risk of it not being 100% accurate because the necessary data may not have been captured.
An opt-in solution has been added for the configuration of dynamic entities within the Programme Builder. Where this setting is enabled, changes made to views and custom fields will be deferred to ensure that system performance is maintained. This will affect areas such as Review custom sections, Onboarding questions and extended ILR questions. For further information about the opt-in solution, contact the Support team, or your IC / CSM.
- The OData subprogrammes feed was returning inactive as well as active subprogrammes. This issue has now been resolved. As part of the fix:
- We have added an ‘IsActive’ flag to the Episodes feed. This flag can be used to determine sub-programmes which are active in the current enrolment / were active at the moment any previous enrolment was stopped. Episode programmes always remain active. Note that internally, this flag is used to determine which sub-programmes should be pre-selected while enrolling the learner again on a programme they were previously on.
- On the user feed we've also added in an owner ID field to allow customers to be able to join both of those tables and give them the additional flexibility in their reporting.
- Improvements to the Power BI Reporting Dashboards: The Funding Dashboard and Compliance Dashboard have been updated to the Aptem Default Theme. This will provide the users with a consistent and a more simplified experience when using the built-in reporting dashboards. The new theme has been applied updating the font type, colours and border style to be consistent with the Quality and Caseload Dashboards.
- A customer reported that the Power BI funding report was incorrectly showing a higher number in the "Funding Detail - Standards" tab when they drill down to an individual learner level. This was due to the Funding Report adding multiple TNP figures together instead of using the latest one. This issue has now been resolved, and the Funding Report now brings in only the latest TNP figure.
- A customer reported that their Power BI Compliance dashboard was showing incorrect figures for 'Training plan signed' card - it was pulling exactly the same data through as the 'Commitment statement signed' card. This issue has now been resolved and updated as follows:
- Commitment statement measure has been updated to only include learners before 01/08/2022
- Training Plan measure has been updated to only include learners after 31/7/2022
- The data table has also been updated by removing the two columns for Commitment Statement & Training Plan and a new merged column that will only return the true/false state of commitment statement/training plan depending on the learners start date.
Upcoming features – not part of the July release
Based on the work we have completed in the past few weeks, we have the following features lined up for release in the near future:
Trackers in Console
The management of trackers will be available on Aptem Console in a future release.
This will enable administrators to directly control which process automation trackers they want to use, thus avoiding the intermediate step where an administrator would request these to be enabled via Aptem support/ICs.
Addition of Custom Withdrawal Reasons to the ‘Withdrawal from learning’ tracker
We will be adding the ability for customers to have flexible withdrawal reasons. The ESFA withdrawal reasons are either not applicable or too general, leading to problems for the tutors in selecting the correct reason. There was a need to manually create the reasons elsewhere to be able to generate meaningful reports. This feature will enable more targeted interventions to avoid withdrawals.