Uploading the Notification File

To import a PRaP RTE Notification file, you will first need to make sure that the file is in .xslx format. Once you have got this, select Imports from the side menu to open the Import List and select Actions > PRaP RTE Notification from the top right corner to begin the import process.

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In this window, add your file and select Upload once it has been approved.

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The file will then be scanned and matched to your existing participant data. Data found in the file will be sorted into three tabs:

Matched

This tab shows milestones for the participants that could be identified by the importer. You can import the notifications for these participants by selecting Import, as explained below.

If there is an existing milestone for the notification type, then some of the dates or the status in PICS will differ from the dates in the spreadsheet. The milestone in PICS will be updated, provided that the Date Created in the spreadsheet is more recent than the Milestone PRaP Reported date in PICS.

If there isn’t an existing milestone for the notification type, a milestone will be created in PICS using the dates in the spreadsheet.

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Unmatched

This tab shows milestones for the participants that could not be identified by the importer.

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Complete

This tab shows milestones for the participants for whom the importer found an existing milestone with the dates and status in PICS matching those in the spreadsheet. No action will be taken for these participants.

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Matching Process

In order to match the RTE Notification data to your PICS data, the importer compares the following dates in PICS with the dates in the spreadsheet as follows:

• Date 1 (Date Created) → PICS Date 1 (PRaP Reported)

• Date 2 (Notification) → PICS Date 2 (PRaP Achieve)

When the importer creates or updates a participant milestone, the dates and status are set as follows:

• Status = Completed

• PRaP Reported = Date 1 (Date Created)

• PRaP Achieve = Date 2 (Notification)

• If currently blank, Achieve = Date 2 (Notification)

And if the notification type starts with EARNINGS_REACHED_ the following dates in PICS are also updated:

• PRaP Remittance Paid Date = Date 1 (Date Created)

• If currently blank, Paid Date = Date 1 (Date Created)

Importing Notifications

To import notifications, tick the items you want to import in the Matched list and select Import. You will be notified by email once the import process is finished.

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Your email will show how many milestones have been created and updated, as well as any Job Outcomes that have been created or updated as a result of the data in the import.

Scheduling Job Outcome Payments

Each time one or more milestones belonging to a participant are updated, the importer will attempt to predict when they will achieve their Job Outcome payment based on the length of time it took the participant to achieve previous milestones.

Expected Achievement Date = Calculated predicted job outcome date

Calculation formula

First, the importer counts the number of days spent in employment between the participant's first job start date and the date of the notification. It then subtracts the number of days from the Notification Date:

X = Total number of days spent in employment between the first job start date and the Notification Date.

The following calculations are used for the Restart Programme:

EARNINGS_CROSSED_1000 - Expected Achievement Date = Notification Date + (2 * X)

EARNINGS_CROSSED_2000 - Expected Achievement Date = Notification Date + (0.5 * X)

The following calculations are used for Intensive Personalised Employment Support (IPES):

EARNINGS_REACHED_LO_THRESHOLD - Expected Achievement Date = Notification Date + X