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This page outlines the key changes in the new version of PICSWeb for the 2024/25 ILR year, in keeping with the changes to the ILR Specification. This update will be released over the weekend of 10th August.

New Funding Models

Two new funding models: FM11 & FM38

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The guidance below offers some general guidance on working across contract years in PICS. If you need help with any of this guidance, please Contact our Support Team.

ILR Imports

In the new year version of PICS, PICS Imports will populate the new year data values but not any equivalent fields in the old year for starts prior to 1st August. The old year values must be entered manually into the new record. If possible we recommend that you import all learner data for the old year before the upgrade takes place.

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You will be able to make ILR submissions for the previous ILR year up until 6.00pm on the 19th 17th October 2024.

After the new year begins, the ILR Exporter will allow you to create ILR files for the previous Contract Year, which you can submit as required. We recommend that you submit a final ILR file for the previous year in October so that the year is closed with your latest information.

ILR Funding

The Funding Calculator and Funding Reconciliation Tools all have options to choose which Contract Year you are running them for.

Remember to Refinal period 12 in the Funding Calculator for the previous contract year each time you submit a new ILR data file for that year.

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You should enter the hours for each episode for each year and PICS will aggregate them. It is important when creating a new episode for an existing learner that you use the Actions > Create Episode option from the Other Episodes tab in the Learner Summary. This ensures the episodes are linked - please Get in Touch for guidance on fixing any duplicate client records.

To enter planned hours for the new year, go to the Planned Learning Hours tab in the Learner ILR Summary. Select Edit to enter the planned hours and Save to confirm them.

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