Filling in the ILR Manager

Recording the details for the ILR is actually very easy, you can simply click the + icon to break down a Learner/Qualification etc to see and enter the relevant fields needed for the ILR. Some will be pulled through automatically from the Learner record and some will need changing each year accordingly.

Next to each field you will find both a description of the field to provide more clarity and an optional red/green box to indicate it is either required and not yet entered or it conflicts with other options in some way.  If you are ever unsure about a field in regards to why it may be Red/Green please do contact us. If you need more details about a field or what to put in as you are unsure, either check the ILR Specification / Provider Manual (available in File menu) or contact ESFA/Natspec/Consultant (whomever may be supporting you).

If you need to check required or error fields only, you can toggle the Show Required Errors Only option. This will then only show fields due to be entered or that have an error i.e. only those highlighted red.

Warning
Please note that toggling this option will also hide fields that do not have a required/error check as well. It will also hide entire rows i.e. Learner if it has no errors under it.  It should be used as a way to check you have entered the required fields but you should always check all fields as a precaution. For example, Condition of Funding for Maths/English is not required but you could lose funding if not entered

As well as filling out the records individually, for a majority of fields you can set them in bulk. To do this, click on the File menu, then Bulk Set Field. The first dropdown displayed will ask you to select which field you want to bulk edit. When you have selected this, the second option will reflect depending on the field selected so you have only the relevant options for it. Simply click Update and any records will be set accordingly, BUT only if they did not yet have a value (e.g. it does not overwrite already entered values).

Information
After you make any changes and regardless of which version you are using, ensure to click Save Changes to avoid losing entered information.

Exclude/Include Learner from the ILR

You can manually exclude learners from the ILR from both the Grid and Form view using the 'Exclude from ILR' column. Ticking this checkbox will remove the learner from the ILR. To re-include a learner to the ILR, go to the Personal tab of the learner's record, and in the section labelled ILR, untick the checkbox labelled 'Excluded from ILR'. This will then cause the learner to appear on the ILR again, provided the other conditions needed to include a learner on the ILR have also been met.

Calculate Learning/EEP Hours

In order to ensure these fields are set correctly, they do not automatically pull in and calculate hours from Databridge. This is in case any mistakes are made in timetabling or in standard values that would affect this. 

You can however use the Calculate Hours function next to these fields. By clicking on this and setting a relevant date range, you can generate hour figures based on that Learners sessions. 

The PLH and EEP totals should be what you need but you can determine from the Subjects which ones are relevant. You should also ensure in Standard Values -> Subjects that you have specified which one of these it counts towards in order for these columns to tally correctly.

Adding Employment Statuses

These are not pulled through from anywhere on Databridge at the moment and need to be manually added on the ILR Manager. To do so, in the File menu, click on Add Employment Status. 

Select a relevant Learner and if they are listed on the ILR Manager, you will now see a new record in the Employment Status tab for you to complete accordingly.

Linking Work Experience to a Qualification

Before getting to this stage, you should have added any relevant Qualifications and Work Experience to Learners as required (see existing articles for these if you need assistance). 

On an ILR any Work Experience needs to be linked to a relevant Learning Aim to be included. To this, first locate the relevant aim in the Learning Aims tab. Pull down the record using the + icon and scroll down to the bottom where you will see a grey section for Work Placements. In this section click on the Add Link button. 

This will open a modal with existing Work Experience records for the Learner informing you if any of them are already linked to this aim OR if already linked to another aim. If they are not, you will see a link icon at the end of the row. Click on this and then click Yes to confirm if you really want to link this. 

Now the record will appear under the Work Placements area for this aim to be updated accordingly for the ILR.

Generating the ILR File

This is very easy, simply click the Generate ILR File on the Manager screen. This will begin to create the file and popup in the alerts area when it has finished whereby you can simply click on it to download and submit accordingly. If it has any issues in creating the file, inform Databridge immediately.

Warning
BEFORE you submit your ILR file, you should check it in the available FIS tool from the ESFA and the reports it generates to ensure you have not missed anything important. Always leave yourself plenty of time to account for mistakes, errors and corrections.