David Saffrey Contract Adviser And Phil Hodgkiss Contract Adviser

1. ESF Data David Saffrey Contract Adviser And Phil Hodgkiss Contract Adviser

2. ESF Data LAD Database ILR/SR Guidance Key Fields Data Collections & Timetable ILR Submission Delivery Statement Training

3. The Team • Regional ESF Technical Support Team: • Phil Hodgkiss – LSC Sussex and LSC Hampshire & Isle of Wight • Wayne Burden – LSC Surrey and LSC Berkshire • Lynda Broad – LSC Kent & Medway and LSC • Milton Keynes, Oxfordshire & Buckinghamshire • David Saffrey – Pan-Regional Support • Katie Merrien – ESF Administrator

4. LAD Database • The LAD itself is available on the provider extranet webpage, located here: • http://providers.lsc.gov.uk/lad/default.asp • Please visit the LSC webpage at the following link for guidance pertaining to the LAD: • http://www.lsc.gov.uk/providers/Data/Software/LAD/ • If you cannot find a particular qualification • on the LAD, please send an email to the • generic ESF mailbox for support: • SE-ESFCo-financing@lsc.gov.uk

5. ILR/SR Guidance • All forms and guidance can be found on the LSC’s website at the following link: • http://www.lsc.gov.uk/providers/Data/Datacollection/ILR/ • Please use the link to the 2008/09 documents

6. ESF Short Record ILR IPOL Online Data Collection System Provider Batch LSC ILR Database Data Correction ILRSummarisation Summarisation OK Failed Summarisation LSC Contract Management Application (CMA)

7. Key Fields Validation of ILR data errors within Key Fields will occur at point of entry: • POL Providers will receive a validation error message when saving if the data entered into one or more of the key fields is incorrect • Batch Providers will receive details of rejected records in their Batch Error Reports

8. Key Fields ILR Validators • UPIN/UKPRN (L01): See Schedule 1a Appendix 2 • Project Number (E23): See Schedule 1a Appendix 2 • Dossier Number (E22): See Schedule 1a Appendix 2 • LSC Number (L25): 300 indicates South East LLSC • Funding Stream (A10): code 70

9. Key FieldsLearning Aim References (A09) Assessment and Planning – ZESF0001 All participants enrolled onto a project will have an initial ILR/SR with this code Non-accredited – XESF0001 For non-accredited learning aims undertaken after enrolment, use this aim reference Qualifications – Learning Aim Database - Aims Search For accredited learning aims undertaken after enrolment, use the qualification aim reference, as listed on the LAD database

10. Key FieldsSection 3 Scenario for 1st learning aim • ZESF0001 – For all Participant Planning, Assessment and Support (PAPS) aims, the section 3 information should be updated as follows until all aims are ended: • FieldDescriptionCode to use • L39 Destination 95 (Continuing Learning) • A34Completion Status 2 (Completed) • A35 Learning Outcome 1 (Achieved) • E10Date ended ESFXX/XX/XX • A50 Reason Learning Ended 96 (Continuing)

11. Data Collections

12. Data CollectionsMethod and Timetable • ILR/Short Record Data is submitted via one of two collection routes: Provider Batch or Provider On-Line (POL) • Timetable: ILR/Short Record Data must be submitted to the LSC by the 4th working day of the month for any new participant starts up to and including the last day of the previous month

13. Data CollectionsThe Data Service = OLDC • The On-Line Data Collections (OLDC) website has been re-branded as ‘The Data Service’

14. Data CollectionsSubmission Methods • Providers with a Management Information System (MIS) should submit their data in ILR batch files to the Data Service website. The full ILR Specification is available on the LSC website • Providers without an MIS system should submit their data via POL, through the Data Service website

15. Data CollectionsConsortiums • All data to be submitted by the lead provider, i.e. the organisation the LSC has contracted with • Data cannot be submitted under different UPINs for organisations within a consortia

16. Project Reconciliation • The first full Contract reconciliations are scheduled to take place in January 2009 • Reconciliations take place quarterly in the following months: • January 09 (for everything up to Dec 2008) • April 09 (for Jan 09-Mar 09) • July 09 (for Apr 09-Jun 09) • October 09 (for July 09-Sep 09)

17. ILR Summarisation • Summarisation takes place monthly and links ILR data to ILR-derived deliverables in the Delivery Statement. Refer to Schedule 1a Appendix 2 (Aims) & Appendix 3 (Eligibility) • When summarisation cannot link an ILR to a deliverable an exception report will capture the details and become available on OLDC • Any amendments to incorrect data must be made and submitted in the next available collection period • This process (if correct) will automatically record • ILR-derived deliverables on the Delivery Statement

18. Delivery Statement

19. Delivery Statement By the end of this session you will: • Know how to submit a Delivery Statement (DS) • Understand the different User Roles within the Delivery Statement Application • Understand the reconciliation calculations that may occur • Have viewed the impact of a Delivery Statement on a Contract

20. Delivery Statement • The DS is the method by which providers record actual delivery against their ESF contract • All deliverables will be recorded via the DS. This is an interim solution until ILR ‘summarisation’ is implemented • If a submission is not made, reconciliations will be made against zero delivery and providers run the risk of previous payments being reclaimed • It is the provider’s responsibility to submit • the DS

21. DS Timetable • Reporting period for each month opens on the first day of the month • Should be submitted on a monthly basis by 5pm on the 4th working day of the following month • Reporting periods run from the contract start date to the contract end date • Statements from previous periods can be • accessed, amended and resubmitted as • required

22. Accessing DS • Users must be given access to the Provider Gateway and the Delivery Statement Application • The User Roles for providers are: • Provider DS User Approver • Provider DS Creator • The LSC’s Regional User Approver will set • up Provider DS User Approvers as appropriate • Provider DS User Approvers will set up • accounts for the Provider DS Creators

23. Accessing DS, cont. • The Delivery Statement Application is accessed via the Provider Gateway • For Providers: • Access ‘The Gateway’ website at: http://thegateway.lsc.gov.uk • Click on the Login to the Secure Provider Gatewaybutton in the Main Menu on the left hand side of the page

24. Accessing DS, cont. • Click on the Loginbutton on the right hand side of the page • Enter User Name and Password and click on the Login button

25. Accessing DS, cont. • For LSC Users & Providers: • Click on the Delivery Statements Link in the Main Menu on the left hand side of the page

26. Contract Details • From the Contract List page, click on the contract you want to view / make a submission for and the Delivery Statement Summary page is displayed listing all open and past reporting periods

27. Searching for Contracts • Alternatively, if a provider has been awarded a number of contracts, users can use the Contract Filter to find a specific contract • Enter the contract number of interest into the Contract Number field, click on the Search button and then select it from the list underneath

28. Creating Statements • Access the Delivery Statement Application • Select the provider and contract of interest • Select the Reporting Period you wish to make the submission for

29. Creating Statements • Delivery Statement Page

30. Creating Statements • To record actual deliverables for the reporting period selected, click in the Actual field to the right of the deliverable concerned and enter the volume delivered in that period

31. Creating Statements • Tab to the next field or click anywhere else on the page and, if appropriate, the Actual Value field is updated automatically, as well as the Contract Value and Volume To Date columns

32. Creating Statements • Click on the Save button underneath the list of deliverables, or Cancel to abandon the process. Upon saving, the status of the statement for the selected period is updated to ‘Work in Progress’ • Click on the Submit button underneath the list of deliverables

33. Creating Statements • Click on the Cancel button to return to the Delivery Statement Summary page. The status of the statement is updated to ‘Approved’

34. Deleting Statements • Only statements with a status of “Work in Progress” can be deleted • Access the contract concerned • Select the “Work in Progress” Reporting Period you wish to delete • Click on the Delete button underneath the list of deliverables

35. Updating Statements • Delivery statements for previous periods can be • updated at any time, even after submission • Access the contract concerned • Select the reporting period you wish to update • Amend the statement as required and then click on the Save button underneath the deliverables • Click on the Submit button to resubmit the • details

36. Printing Statements • Access the contract concerned • Select the reporting period you • wish to print • Click on the Print button and • the details appear in a print • preview window • Click on the Print button again and select an appropriate printer, then click on the Print button at the • bottom of the print dialogue box

37. Training • Any providers with staff new to ESF can request 1:1 on-site training • To arrange training, please send an email request to the ESF mailbox below: SE-ESFCo-financing@lsc.gov.uk • Training only to take place once learner data is ready to be entered onto the system • Providers are expected to cascade knowledge internally

38. Useful Links • Please take a moment to visit the LSC South East ESF webpage at the following link: • http://www.lsc.gov.uk/regions/SouthEast/ESF/Currentprogramme/ • Guidance on using the LSC and ESF logo can be downloaded from the above website

39. Further Help & Guidance • Please refer to the ILR/SR Specification and Guidance in the first instance • If the guidance did not offer a solution, please direct any questions via your LSC Partnership Adviser • Alternatively send an email query to the ESF mailbox: SE-ESFCo-financing@lsc.gov.uk

40. Thank you & Questions