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This page lists some of the recent changes to PICSWeb.

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titleComing soon

Learners

  • The default setting for the “Adjust Future Date” option in Reviews can now be set to off in Configurations > Lists & Types > Reviews.

  • Learner List now has a filter for Course Enrolments with options Current, No Current, Future Starting and No Future Starting.

  • Create Learner now uses the LRN prefix from the Contract if one is specified.

  • Create Learner now imports FFI_1 and FFI_ALL correctly.

  • Main Tag has been added as an optional display on Learner Lists.

  • Editing ILR aims with a Programme Type of 00 no longer changes the Aim Type from 4 to 3.

  • Changes to validation rules:

    • Validation rule LearnDelFAMType_06 is no longer triggered where aims started before the start date of a FAM code in the ILR specification. This matches the ESFA validation rule specification.

Applicants

  • Applicant List now has a filter for Course Enrolments with options Current, No Current, Future Starting and No Future Starting.

  • Assigning an Qualification Plan to an Applicant now defaults the Employer if specified in the Qualification Plan.

  • Qualification Plan and Applicant’s Home Postcode SOF are displayed on the Programme details.

  • Main Tag has been added as an optional display on Applicant Lists.

Imports

  • Updating Imports of Applicant records could be very slow if a significant number of User Defined Field answers were recorded for the records being updated. This has been significantly improved.

  • Single record Updating Imports of an Applicant will now perform the update rather than starting the interactive new Learner process.

Courses

  • The Tutor picklist on Session bulk edit is now correctly filtered by role.

Organisations

  • Main Tag has been added as an optional display on Organisation Lists.

Opportunities

  • Document generation support has been added for Opportunities.

Reports

  • General

    • Failed reports can be deleted from the Available Reports list.

    • Qualification Plan filters now allow multiple selections and include is in selection, is not in selection, is blank and is not blank filtering modes.

    • Contract filters now allow multiple selections and include is in selection, is not in selection, is blank and is not blank filtering modes.

    • A new report Output Type is available: Interactive for Dashboard. This will allow the report output to be used in a dashboard widget.

  • Learners

    • 🆕 A Learner Officers report has been added that includes all Officers directly linked to a Learner including those linked by Relationships.

    • 🆕 A Learners Organisations report has been added that includes Organisations linked to the Learner by Placements and Relationships.

    • 🆕 A Learner ILR Employment Statuses report has been added.

    • ILR Aims report includes GLH from the Delivery Qualification.

    • ILR Aims report includes output of the qualification's SSA.

    • ILR Aims report can now be filtered to aims that have been exported or not in the current and/or previous year.

    • ILR Learner report can now be filtered to Learner with aims that have been exported or not in the current and/or previous year.

    • Learner Qualification report includes output of the qualification's SSA.

    • Assessment report can now be filtered by what the Assessment is of Learner, Qualification, Unit etc.

    • Learner report includes output of the result of most recent validation.

    • ILR Learners report includes output of the Episode Planned Learning/EEP Hours.

    • The Traineeship QAR report no longer fails to run with a TraineeshipFM35WorkExperienceAims error.

  • Applicants

    • 🆕 A Learner Officers report has been added that includes all Officers directly linked to a Learner including those linked by Relationships.

    • 🆕 A Learner Organisations report has been added that includes all Organisations directly linked to a Learner including those linked by Relationships.

    • Filtering by System Status allow output of Deleted and Archived record.

    • Age Bands output has been added.

  • Officers

    • Appointment reports can now be filtered to include Appointments the Officer is the Organiser for.

    • Appointment report now can output what roles the officer plays in the appointment.

  • Courses

    • Output of number of Enrolments.

    • Attendance summary by Course has been added.

    • Output of Course Notes has been added.

  • Opportunities

    • Output of the Quantity for Qualification Plans

  • Vacancies

    • Output of Qualification codes and title has been added.

    • Output of Qualification Plan codes and title has been added.

  • Forms

    • The Field and Value filters now support space separated values - allowing search where the value is X or Y etc.

  • Users

    • Output if 2FA is enabled.

Month End

  • Funding Calculator

    • There was a bug which prevented funding periods from being updated once the funding calculations had completed when the Last Year had been set against a Funding Organisation. Now fixed.

    • The FM35 funding calculation was incorrectly applying funding caps to apprenticeship component aims. Now fixed.

    • The FM35 funding calculation was incorrectly paying achievement payments for apprenticeship knowledge and competency aims that had ended but not achieved. Now fixed.

    • The FM36 funding calculation was not calculating balancing payments when there is a change of negotiated prices (TNPs) during the End Point Assessment period. Now fixed.

    • The FM36 funding calculation was not applying the “Funding Spent at Previous Provider” value correctly to programmes with more than one Price Episode. Now fixed.

    • The Process Warning “Aim [reference] is not valid in the LARS for this funding year” was incorrectly being triggered for FM36 Apprenticeships and ESF programmes. Now fixed.

    • Where subcontractor rates have been configured to split FM36 programme rates by training and assessment, this was always returning a 50% split. Now fixed.

  • Funding Reconciliation

    • Learner Tags were missing from some of the reports generated by the reconciliation process. Now fixed.

  • Earnings Adjustment Statement

    • Data collection and export is now available for the 2022 ILR Year.

Integrations

  • A button is now available in the LRS configuration screen to test that connections to the LRS web service are configured correctly.

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  • Trainee Assessors are not being included in the Edit Officer OneFile ID form. Now fixed.

  • Smart Assessor integration now has an option to push changes in qualification status up to Smart Assessor.

Reports

Important: Output of Postcode fields has been separated from general Address fields. We will be upgrading your stored reports to include this field if the Address field has been selected but please check the report outputs to ensure this has happened successfully.

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  • A new report template, “User Sites Report” has been added which shows the Sites each user is linked to (or not).

  • Filtering by Status has been added to the User report.

  • Filtering by Site on the User report has been changed to allow “Any of”, “All of”, “None of” options - this will break existing stored reports that have selections in this filter - please check your reports if you have used this. At the time of writing there is 1 customer with 1 report.

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  • The wording of whether a Learner, ILR Aim, Destination & Progression, or Workplace is included in the ILR has been standardised across data entry and reports. The variations of Export Status, Report in ILR etc. are now all referred to as ILR Export Status with options of Include in ILR Export or Withhold from ILR Export. This will need updating in existing reports and documents that use this field.

  • Ending a Break-in-Learning will now copy forward the HHS, DAMs, Subcontractor/Partner UKPRN and Learning Start Date Postcode where appropriate.

  • Actions that change a Learner’s Break-in-Learning status now refresh the whole page to ensure that the correct Start, Cancel, and/or End options are shown.

  • Learner Sex is now an optional for non-ILR Learners.

  • Learner Status filtering now includes an option for “In Learning and Last Year Leavers”.

  • The Learner Reference Number can now be set if there is not already an existing LRN for that learner. This only affects commercial learners who have been stored in PICS for several years, or where a new learning episode has been created for such a learner.

  • Editing the postcode on the ILR Learner Edit screen will now trigger a background update of postcode information.

  • Changes have been made to the ILR validation to reflect the ESFA Validation Rules version 5. These include:

    • New rules LearnDelFamType_108, Fworkcode_07, AchDate_12 and R133.

    • EmpId_13 (Employer ID cannot be 999999999) has been downgraded to a warning.

    • Minimum duration rules for Apprenticeship Standards (DateOfBirth_46 and DateOfBirth_47) are now applied.

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  • Reports will now be aborted if they take more than 2 hours to run.

  • Reports are now limited to 200 optional fields.

  • For outputs linked to organisations, the following fields have been added to help report on the geographic spread of linked organisations: Ward, Ward Name, Region, and Local Authority.

  • Site filters in all reports are now multi select.

  • New Reports

    • A new report, Contracts Report, has been added to report against contracts.

    • A new report, ESF Contracting Report, has been added to report against ESF Supplementary Data.

  • Learner Report:

    • Performance improvements have been made to populating fields defined on the base Learner report.

    • Performance improvements have been made to populating UDF fields.

    • Filtering by Apprenticeship Service Status has been added.

    • Output of Age Band has been added to show the current Age Band.

    • Output of Programme SSA Tier 1 Title has been added.

    • Output Programme SSA Title has been renamed to Programme SSA Tier 2 Title. This will need updating in existing reports and documents that use this field.

    • Output of Source Applicant ID has been added.

    • Output of ILR EPA Organisation ID and Location have been added.

    • Output of the “Current LSF” field has been fixed. It was previously showing “Any LSF”.

    • Output of Start / End Reported Period fields has been added.

  • Learner Assessment Report

    • There were 2 fields name Title - for the Learner honorific and the Assessment Title - which could cause errors. The Assessment Title field has been renamed “Assessment Title”. This will need updating in existing reports and documents that use this field.

  • ILR Learner Report

    • Non ILR Funding Organisation can be included in this report - you must specify the Funding Organisations to include in the report options.

    • Filtering by ILR Employment Status has been added. This will return Learners that have any Employment records with the selected Statuses

    • Filtering by ILR Employment Monitoring has been added. This will return Learners that have any Employment Monitoring with any of the selected values.

  • Learner ILR Aims Report

    • Non ILR Funding Organisation can be included in this report - you must specify the Funding Organisations to include in the report options.

    • Non ILR Aims can be included in this report - you must specify the Aim Types to include in the report options.

    • Filtering by “Aim records added between dates” has been added.

    • Filtering by “Aim records with completion fields changed between dates” has been added. The fields are End Date, Completion Status, Learning Outcome, and Employment Outcome. Achieve date is also included on Programme Aims.

    • Output of EPA Organisation Location has been added.

    • Output of HE fields has been added.

  • Reviews Report

    • Output of Count of Attached Files has been added.

  • Change Request Report

    • Filtering by the Date the request was rejected has been added.

    • Output of the Date the request was rejected has been added.

    • Output of the User who rejected the request was has been added.

  • QAR Report

    • A new report type has been added: Apprenticeship Component Aims. This allows you to report across all apprenticeship component aims instead of just the programme aims. This is the equivalent of the “Report on comp aims (not prog aims)” option in desktop reports.

    • Completion, Retention and Pass totals and charts are now available for all report types, not just Education and Training reports. A new menu to select the type of table you wish to display has been added to allow this to be selected.

    • Achievement Rate forecasting (minimum and maximum rates) has been added to the QAR report. This will calculate a maximum learner total based on learners who are still in learning and could potentially still achieve, this is added to the existing achievement rate. Maximum rates assume that all of these learner will achieve, minimum rates assume that none of them will. A new menu to select the type of table you wish to display has been added to allow this to be selected. Any existing reports must be re-run to calculate the forecasting data.

    • New QAR reports will default to use the Interactive output mode. Existing saved reports are unaffected.

    • Output of Outcome Grade has been added. This is taken from the Main Aim for reports based on Programme Aims.

    • The QAR report can now be filtered by Site, Contract, UKPRN, or ILR Export Status for learners and aims.

    • The QAR dataset now includes a QAR Notes output which provides helpful notes when the overall year is modified due to events such as overdue planned breaks, or programme aims at EPA.

  • Learner Timeliness report. This is a new report which shows the time taken to enter key dates on a learner or aim, such as start, end, or achievement. It also includes changes to key dates to allow better monitoring of when these changes occur.

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