We normally plan to release the new version of PICS during the second week of August. This gives you an opportunity to get most of your data for the old year up to date in PICS before upgrading.
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The upgrade will convert your carry-over learners into records valid for the new contract year where possible.
Historic old year fields at learner and programme level will appear in the /wiki/spaces/POH/pages/334463016 page of the learner record.
- Historic old year fields for aims appear on the Historic tab for the /wiki/spaces/POH/pages/276449704 and any /wiki/spaces/POH/pages/276449715.
- After completing the upgrade successfully, you can begin to enter your new year starts.
If you still have old year starts that need entering into PICS after the upgrade then this is perfectly possible. You will need to fill in their new year ILR and then manually fill in any historic data for the old year fields, in the locations mentioned above. Late-notified old year leavers can also be entered using the historic pages.
If records carrying over from the old year require some additional data for the new year we will let you know. The /wiki/spaces/POH/pages/276450497, /wiki/spaces/POH/pages/276450592 and /wiki/spaces/POH/pages/276450788 will prompt you to choose the contract year which you are managing. Separate exports and claim history can be generated for each year.
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When you are happy that you have done as much 2019/20 data entry as possible, follow your normal process for updating PICS. As with any update that contains a database patch, be sure to stop any PICS web applications and put Scheduled Reports into maintenance mode, if you use these additional services. The normal update process is explained in Running Software Updates. Once you have updated your software, when you first log in to PICS the data upgrade and migration will start - this could take up to 30 minutes. Do not attempt to stop the upgrade process or you could corrupt your data. |
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You do not need to do anything - your software will be updated automatically overnight on Friday 14th August. The next time you access PICS after this, your software will be at version 20 and your data will have been migrated to the 2020/21 ILR. |
Rather Watch a Video?
The video below offers guidance on the general process for upgrading to a new year version of PICS.
Multimedia