ILR Import Tool

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Apprenticeships combine practical training in a job with study, taking 1 to 5 years to complete, depending on level and complexity. A Learner is an employee that works alongside experienced staff to gain job-specific skills, with allocated time for training and study related to their apprenticeship.Learners participate in structured training programmes, delivered by a Training Provider (TP) funded by the UK government. To receive funding, TPs must provide a monthly report containing details of the status for all current Learners and their apprenticeship program aims. This report is called the Individualised Learner Record (ILR) and is submitted to the government as an XML file.Every ILR record is a continual collection of data about a Learner, typically comprising between 100 and 200 fields depending on the specific training program aims. Data report in the ILR is used to ensure public money distributed through the Education and Skills Funding Agency (ESFA) is spent in line with government targets for quality and value for money.Each TP can choose how they capture and record information, providing it is submitted in the correct format to ESFA each month with no errors or omissions. This is often achieved using multiple systems supported by a manual process that can absorb up to 10 resource days per month to compile, check and submit.The Rubitek platform already supports automated generation of an ILR report for on-programme Learners that meets ESFA requirements, saving TPs time and cost. However, this output is reliant on correct information being input correctly without errors during the onboarding process.The proposed ILR import tool will allow a TP to automate data verification and onboarding using data contained within pre-existing ILR files, regardless of how it was created. It will achieve this through a series of controlled and auditable process steps:* Upload existing ILR file for a new TP* Extract data elements and check for accuracy, errors and inconsistencies* Address and correct errors and inconsistencies* ILR data used to create and update key records, including: Employers, Learners, Program Aims, Funding* Invitations sent to new users to join the platform* Multiple ILR files imported for a single TPThe process will save Rubitek and TP customers time by not having to audit the ILR file, or individually contact and onboard each Learner. It will also provide a 'self-service' solution for all users to check and verify information is correct following onboarding.