Data import lets you bring an ILR file into Aptem yourself, in four stages: upload, check, review and import. Aptem checks the file, runs it through FIS and shows you the results before anything is imported, so you can fix problems first. This article explains who data import is for and how to import a current-year ILR file.
Who data import is for
Data import is for bringing ILR data into Aptem that isn't already there. You'd usually only use it when:
your organisation is new to Aptem and you're bringing in your learners' ILR records
you've taken on another training provider and you're bringing in their ILR records
If your ILR is already held in Aptem, you don't need data import. Importing ILR data you already hold could cause confusion with your existing records. If you're not sure whether you should use it, speak to your Customer Success Manager before you start.
Before you start
Check |
What you need |
|---|---|
Roles |
Manage Tenant Settings, Manage ILR and ILR QA. You need all three. |
File type |
One ILR file in .xml format per import. |
UKPRN |
The UKPRN in the file header must match your organisation, or one of your training organisations if you use more than one UKPRN. |
Years |
One academic year per file. Importing files for previous years needs the historical import option. Speak to your Customer Success Manager. [TBC] |
If you have more than one UKPRN, import a separate file for each one. You can't combine UKPRNs in a single upload.
Import a current-year ILR file
Nothing is saved to Aptem until you confirm the final summary. Until then, you can stop, fix your file and start again.
Navigate to Tenant settings and select Data import.
Select your ILR file (.xml), or drag it into the upload area. The upload progress shows on screen.
Wait for the UKPRN check. Aptem checks the UKPRN in the file header against your organisation and your training organisations. If it doesn't match, or the file isn't an .xml file, the import stops and tells you why.
Review which learners already exist. Aptem shows how many learners in the file are already in Aptem, and how many of their aims are already recorded. This matters if you've already imported an earlier file for the same year, or carried on onboarding learners in another system.
Select Continue to run FIS validation. Larger files take longer. You don't need to stay on the page: validation carries on in the background, even if you sign out, and you get a notification when it finishes.
Review the results. You see your errors and warnings, a validation summary, a funding summary and a deduplication summary, and you can export each one. See Understand data import results and import history. To correct anything, fix the file in your MIS and upload it again from step 2.
Select Next to see the final summary. It shows how many learners you're bringing in and how many errors and warnings the file has. Check it, then confirm to start the import.
Wait for the import to finish. It runs in the background, so you can carry on with other work. When it completes, the status turns green and you get a notification.
Select Finish.
Errors and warnings don't stop the import. You decide whether to fix them first or import the file as it is. Your data's accuracy remains your responsibility.
After the import
Imported learners are added to the ILR import programme and to an ILR import group created for that file, ready for you to move them onto their programmes.
To see the new learners, add the new ILR import group to your profile.
Data import doesn't change programme statuses or ILR statuses.
Learners and aims that already exist in Aptem are matched on ULN and UKPRN and updated, not created twice. Aims with dates outside the current contract year are still included in the batch.