When you import an ILR file with data import, Aptem runs the file through FIS and gives you four reports to review before anything is imported. Every import is also kept in your import history. This article explains what each report shows, how to find a past import, and answers common questions.
The data import reports
Data import gives you three FIS reports, plus a deduplication summary that FIS doesn't produce. You can export each report in the same format as a normal FIS run.
Report | What it shows |
|---|---|
Validation results | Each error and warning, with the FIS rule, the learner reference, the aim and the rule message. You can filter by errors or warnings. |
Validation summary | Counts of learners, aims, errors and warnings, and the rules that come up most often. |
Funding summary | Learners and aims by funding model and programme type. |
Deduplication summary | How many learners and aims in the file match records already in Aptem, and each learner with aims that would be dropped as duplicates or need review, with the reason. You can export this list as a CSV until the import completes. |
Errors and warnings don't stop the import. You decide whether to fix them in your MIS and upload the file again, or import the file as it is.
If a learner's name in the file is different from the name held in Aptem for the same ULN, you'll see a warning alongside the FIS results. Differences in capital letters, accents, apostrophes and hyphens are ignored. The import still goes ahead, and the learner's record in Aptem isn't changed.
If you need the full set of FIS reports, run the file through FIS yourself. Data import always uses the latest version of FIS.
Find a past import
Every import is listed in your import history, so you can check what a file contained and what FIS found.
Navigate to Tenant settings and select Data import. Your import history shows on the first page.
Select an import to open it. If the import wasn't finished, it opens where you left off.
View the validation results for that file, and export them if you need to.
The history shows the file name, UKPRN, collection year, who uploaded it, how far it got and what FIS found.
Files and their reports are kept for at least 12 months, in line with our data retention policy, because they contain personal data. After that the file is deleted, but you can still see when the import ran and who ran it.
Questions
Question | Answer |
|---|---|
I can't see Data import in my tenant settings. | Check you have all three roles: Manage Tenant Settings, Manage ILR and ILR QA. If you do, speak to your Customer Success Manager. |
The UKPRN check failed. | The UKPRN in the file header doesn't match your organisation or any of your training organisations. Check the file is for the right provider, or that the training organisation is set up with the right UKPRN. |
I had to leave the page during validation or the import. | Both carry on in the background, even if you're signed out. You get a notification when each one finishes. |
My file has errors. Can I still import it? | Yes. You can import with errors and warnings, or fix the file and upload it again. Nothing is imported until you confirm the final summary. |
Can I upload more than one UKPRN or year in a file? | No. Upload one file for each UKPRN and each year. |
Can I start an import while someone else's is running? | No. Only one import can run in your organisation at a time. Wait for the other import to finish. |
I can't see the learners I imported. | Imported learners are added to a new ILR import group. Add that group to your profile to see them. |