What's New and Coming Soon in PICS?

This page lists some of the recent changes to PICS. We also have a list of known issues being investigated.

We also have a report on potential breaking changes to any third party tools using reports from PICS in our Report Field Changes Log

Coming Soon

Nothing new coming soon just yet. Check back soon.

12th April

Workflows

  • There was a issue affecting some automated workflow transitions that could cause them to not run as expected. This has now been fixed and automations that failed to run should run as expected when they are next triggered.

Reports

  • A new template, “Funding Forecasting Planned Starts Breakdown Report” has been added. This report will allow reporting on Planned Start forecasted funding and actuals funding for a Planned Starts Profile.

Month End

  • Funding Forecasting has a new report option under the Planned Starts Profile’s export menu, “Funding Forecasting Planned Starts Breakdown” which will preload the selected Funding Profile and Planned Starts Profile into the Funding Forecasting Planned Starts Breakdown Report within the Reports workspace.

11th April

Courses

  • A new Course Type filter is now available on the Sessions list.

  • Two new course filters have been added when enrolling a learner or applicant on a course: Delivered By and Delivered For.

Reports

  • A new Expected Weeks of Learning (OTJ) field has been added to the ILR Learners report. this matches the calculation method used in the OTJ Hours Calculator published by the ESFA.

  • There have been several improvements to the Apprenticeship Accountability report to align the indicators with the ESFA dashboard calculations:

    • We’ve added several new Off-the-Job Hours fields to the report based on the recent OTJ Hours Calculator published by the ESFA. The Create Apprenticeship Accountability Dashboard feature has also been updated with three new widgets including these fields with thresholds matching the ESFA supplementary indicators specification.

      • Minimum OTJ Hours Required

      • Minimum Planned OTJ Hours Requirement Not Met

      • Minimum Actual OTJ Hours Requirement Not Met

      • Minimum OTJ Hours Requirement Not Met (Planned or Actual)

    • We now include more programme aims in the report:

      • The aim ended before the report period but the Achievement Date is during the period.

      • The Export in Year field is set to Always for the ILR year of the Report Date.

      • The learning episode contains any aim (programme or component) where the Export in Year field is set to Always for the ILR year of the Report Date.

    • Aims ending within 42 days of their start date are now only excluded if they not restarted aims (RES FAM = 1)

    • Aims are no longer included in the report if their start date, or the date they were entered into PICS, is after the Report Date.

    • Aim end dates are no longer included in the report if they were first entered into PICS after the Report Date.

  • Interactive reports and Dashboard widgets which use the Sum function on a decimal or currency field no longer show an “Unable to cast object” error.

  • Saved interactive reports can error when creating the charts with an error “Unable to cast object…”. Now fixed.

Users and Access Configuration

  • Changes to User accounts, including permissions, officers, sites and file types, are now logged in the PICS audit logs and can be found in the Miscellaneous Data Changes Report. A new Report Type of Users has been added to that report.

Vacancies

  • The Contract Type field is now available for RAA vacancies.

Workflows

  • Added the ability to fire off a WebHook as a Post Transition Action. Both GET and POST calls are supported.

  • Added a new date function for Post Transition Actions. The Effective Date function will use the date entered into the effective field. This can then be further modified by using the Add Days, Working Days and Date Only options.

  • Added a new Post Action for creating Learner and Applicant user accounts.

Month End

  • The funding reconcilers were not working with a “Stream was not readabable” error message. Now fixed.

  • The Data Match reconciler’s report now includes the column “Apprenticeship Service Status”

  • The Funding Forecasting export now has an option to split “Split Additional Amounts” which will replace the Additional column with additional rows for each claim type making up the Additional value.

26th March

API

  • The following fields are now included when downloading learner data from the API:

    • PICS System ID

    • Workflow

    • Workflow Status

    • Workflow SubStatus

21st March

Learners and Applicants

  • The validation of National Insurance Numbers has been improved - entered values must now end in A, B, C or D in accordance with HMRC guidance.

User Defined Forms

  • A new location has been added for User Defined Forms: Learner Qualifications. This location can be set for any UDF where Leaner is selected in the Form For field, and will be shown in the Qualification Summary page, and Qualification Tracking tab for ILR learning aims. Visibility filters for Qualification Reference, Qualification Type and ILR Qualification Type are available.

Reports

  • A new Learner Occupancy by Period report is now available. This will show all learners, broken down by period (calendar month or ILR period), and show the number of learners who started, ended or were in-learning in that period. The interactive output of the report will show a table displaying all periods and the total learners included in that period. This can also be published using dashboard widgets via the Saved Report widget type. This report is intended to replace the Officer Caseload report previously available in desktop PICS.

  • A new Column Analysis Field is now available in Interactive Reports and Dashboard widgets. This can be used with Table reports and when a field is selected, all values from that field will be shown as columns in the report, in addition to a Total column, similar to a pivot table in a spreadsheet. As part of this change, we’ve renamed Analysis Columns to Row Analysis Fields which provides a better description of their function.

WebForms

  • There was a bug causing Organisation File forms created via a “Create and Send Form” post action to not find the organisation’s email address when it was used to default the signatory address. Now fixed.

Workflows

  • When using workflows validation or actions where Qualification Plan, Officer or Organisation needed to be selectable from a drop down list, there was a bug causing the drop down to be empty. Now fixed.

8th March

User Management

  • Saving permissions was only saving the first 30 records due to a sequencing error. Now fixed.

7th March

Target Scans

  • The user experience when setting up target scope has been improved to allow scope stages to be created faster and with a more visual indication of what the value means.

Learners

  • When creating learner milestones, the milestone description is defaulted from the description of the relevant base data milestone.

Reports

  • The No Planned OTJ Hours recorded and No Actual OTJ Hours recorded at Apprenticeship completion fields in the Apprenticeship Accountability Framework report are now only set for aims with Funding Model 36. This is because these fields are not available in the ILR for other learners.

WebForms

  • The option lists for the Programme Aim ACT and Apprenticeship Contract Type fields have been updated to clarify that the options are for levy and non-levy employers.

Imports

  • BKSB_USERNAME and SMARTASSESSOR_ID can now be used as import fields on learner import.

  • Applicant workflows can now be set via the importer using APP_WORKFLOW.

Workflows

  • Organisation and Opportunity workflows can now be set to be the default for all new instances of the entity.

  • Available status transitions are now shown in alphabetical order. The same as on the Transitions configuration page.

User Defined Forms

  • The UDF description is now shown on the index page.

Users

  • SaaS user type is now a column on the user list.

  • Indicator on the User Summary Screen if 2FA is required at system level.

Vacancies

  • New sort option on Vacancy list for the “Closes” field.

Automations

  • Email Review Communication Automations now have the option to CC in the Reviewer and Review Mentor.

Licences

  • The following Licences have been renamed within the system to better represent the features they govern:

Old Licence Name

New Licence Name

Old Licence Name

New Licence Name

eApply

Sign Up Forms

FCA

WebForms

APIsForPICS

API

eDashboard

Dashboards

SchedRep

Scheduled Reporting

19th February

Officers

  • Creating an officer from the main officer list was failing. Now fixed.

18th February

Target Scans

  • When adding answers to a target scan, it is now possible to view the full description of each scope item by clicking on the Information icon next to the title of the scope.

Web Forms

  • There are new fields for the officer job title value available on forms that already had the ability to add officer detail fields.

Organisations

  • Creating a new officer from the organisation summary page will now allow the relationship to be set directly rather than having to additionally set the relationship type.

Provisions

  • Adding provisions to a record has been streamlined by allowing you to indicate that you want to add another one immediately after adding the first one.

Tags

  • Changes to tags on records are now included in the change logs.

Reports

  • Change logs now include changes to tags. This includes adding new tags and removing existing tags in Configuration, and also adding and removing tags from Learners, Applicants, Organisations, Officers, Activities, Courses, Qualification Plans, Opportunities, Vacancies and Vacancy Applications. Changes can be seen under View Full Change Logs where the action exists, or in the various Data Changes reports. The Tags list in Lists and Types Configuration now allows searching by ID to find the name of the tag which has been changed.

14th February

Learners

  • Learner Validation was generating unexpected LearnDelFamType_114 errors for valid aims. Now fixed.

10th February

Learners

  • Learner Validation has been updated to conform to the ESFA 2023 ILR validation rules specification.

  • Added the ability to bulk transition Workflow Statuses and Opportunities. Both of these options were already available for Applicants.

  • When ending a Skills Bootcamp learner via the End Learner process, the Achievement date entered was not being set against the programme aim. Now fixed.

  • It is now possible to delete an individual learning outcome or assessment criteria from a learner record.

Officers

  • Creating and editing officers would allow the role to be skipped. This is not valid, so the role is now a required field.

Reports

  • A new report template has been added: “Applicant Course Session Report”.

  • Running reports which have become “stuck” and are no longer running can now be cancelled using the View All Running Reports button on the Available Reports tab within Reports.

  • The Funding Late Notified template would error when outputting custom relationships as an optional field. Now fixed.

  • The Officer report template would sometimes error when outputting custom relationships as an optional field. Now fixed.

  • The Users Report now has an optional output for User Phone Number.

Appointments

  • Filters on calendars with more than one option selected would not work correctly. Now fixed.

Month End

  • The status labels within the funding calculator and funding reconciler have been updated to be consistent with the rest of PICS.

  • Planned funding based on Planned Starts within Funding Forecasting was not respecting mid-year rate changes in the LARS. Now fixed.

Delivery Configuration

  • Contract Items for Skills Bootcamps has a new contract type of “DPS Competition 2”.

Users and Access

  • Two new permissions have been added to allow light users to edit notes for Learners and Applicants.

Workflows

  • It is now possible to give status transition Post Actions a sequence number. Post actions will run in sequence from the lowest number to the highest.

  • There was an incorrect officer label on the Applicant Compare Field dropdown. Now fixed.

WebForms

  • Added the ability to default file attachments for WebForms. Defaulted files can come from the form owner or the entity the form was created from.

  • Converting to File WebForms could sometimes leave UDF questions locked when they were not meant to be. Now Fixed.

Automations

  • Applicant automations now have an additional filter for Expected End Date.

  • SMS messages can now be scheduled to deliver later in the day for each automation.

Smart Assessor Integration

  • When enrolling a learner you can now select which Smart Assessor Episode to add the qualifications to.

Dashboards

  • The Create An Apprenticeship Accountability Dashboard Now action is now available for any customer with the Accountability Framework licence, regardless of whether they have set up a saved Accountability Framework report.

29th January 2024

Learners

  • The Apprenticeship Service Bulk Upload export was incorrectly exporting “No” in the IsDurationReducedByRPL column when RecognisePriorLearning is “No”. Now fixed.

25th January 2024

Learners

  • The Apprenticeship Service Bulk Upload export was incorrectly generating the column header “TotalTrainingHours” instead of “TrainingTotalHours”. Now fixed.

23rd January 2024

Learners

  • Incorrect validation meant that when creating or editing a learner's ILR with an “AS RPL Identified” value of “Recognised prior learning has been identified”, it was not possible to save the learner unless the “AS Duration Reduced By” value was 1 or greater. Now fixed.

Applicants

  • Incorrect validation meant that when editing applicants with an “AS RPL Identified” value of “Recognised prior learning has been identified”, it was not possible to save the applicant unless the “AS Duration Reduced By” value was 1 or greater. Now fixed.

Reports

  • All optional fields from a User Defined Form that has Visibility Group based restrictions would be incorrectly hidden from eligible users. Now fixed.

20th January 2024

Learners

  • Learner notes will now include any files linked to applicants of other episodes if both the Other Episodes and Applicant filters are selected.

  • The Apprenticeship Service Cohort Export has been updated to conform to version 7 of the upload specification.

  • Learner Validation Configuration now has a new option, 'Exclude Aims where status is “Withhold from ILR Export”' which will exclude component aims with an ILR Export Status of “Withhold from Export” from the validation process.

Applicants

  • Previous Surname is now available in Applicants as well as in learners.

  • Using delivery models and target scans required some learner permissions to be fully functional. Applicant only permissions are now supported.

  • Education Health Care plan is now available within Applicant Programmes. This has also been added to Signup Forms and WebForms, and “APP_EHC” has also been added as a new header to the Applicant bulk import.

Calendar

  • Workspace and entity specific calendar views will now show the organiser of the appointment on hover.

Opportunities

  • USD is now available as a currency option for opportunities.

Reports

  • Course Session and Course Enrolment Reports: Main Tag and Course Tags fields would only work if attendance based fields had been selected. Now fixed to include tags whenever they are requested regardless of other field selection.

  • Applicant based reports now have an additional output option, “ILR EHC”.

  • The Course Session Attendance Report has had the following output options added: Programme Type, Attendee Start Date, Attendee Expected End, Attendee Actual End, Sex, Disability, Age, Ethnicity, Episode Planned Hours, ILR Planned Hours, and Programme Status.

  • The filter “All Appointments between dates” on Applicant, Officer and Organisation appointment reports is now working as intended.

Imports

  • Organisation multi record update can now add and remove sites using the new fields: ADDSITES and REMOVESITES. For each column, the code of the site to add or remove must be provided. If more than 1 site needs to be adjusted, then a list of sites can be provided using the * character as a separator.

Smart Assessor Integration

  • Users of PICS Skill Scans from Smart Assessor can now configure what to default the Skills Scan Type for new Smart Assessor learners from the Smart Assessor Integration Settings.

Sign Up Forms

  • New Fields added to Applicant Sign Up Forms:

    • ILR Sex

    • Has Driving Licence

    • Has Own Transport

27th December 2023

Month End

  • Apprenticeship Funding Calculations have been updated with the new rates for English and maths aims.

17th December 2023

Reports

  • New report templates that have been added will now be indicated with a “New” label next to them. Searching the templates for the word “new” will include any new reports in the results.

8th December 2023

Learners

  • The Learner Qualifications list would set the Standard Filter when searching. A new option for the standard filter of Any has been added to prevent this.

  • Learning Delivery Monitoring (LDM) Codes have been update to match the latest specification

  • Changing to a non-ILR programme would result in an error if the learner has generic payment records. Now fixed.

  • Learner Validation has been updated to conform to the ESFA 2023 ILR validation rules specification.

Reports

  • Site Code is now available as an analysis column in interactive reports and widgets on the Learners, Applicants, Courses, and User Sites reports.

  • An Organisation Activity File Attachment report has been added to the report templates.

  • An Officer Activity File Attachment report has been added to the report templates.

  • Fixed an issue where User Defined Form single and multi select codes would not output if selected as an optional field.

Logging

  • Learner and Applicant files will now create log records when created, edited, or deleted.

Target Scans

  • Target scans that don’t have any required user roles assigned could be automatically marked as All Answered. We now ignore target scans without roles when auto updating the status.

Signup Forms

  • If a custom theme with a dark background was used on a sign up form, the password capture could be difficult to see. The password capture now handles this better.

Generic

  • Looking up the value of a provision of type ACE 360 Emp Sector could fail. Now fixed.

Automations

  • Appointment Reminders can now include the Learner or Applicants Main Officer name, email and mobile as a merge field in the message

Workflows

  • Added the ability to give statuses and sub-statuses a colour which will be displayed through out the application. This will help to visually differentiate statuses.

  • Added the ability re-run failed post transition actions without having to move the entity backwards and then forwards again in the workflow.

  • It is now possible to display UDF answers when sending emails or SMS via the Send Notification post transition action. UDF questions must have a Unique Field Name to be available. Simply start by typing {{UDF.

WebForms

  • When copying a WebForm design, it is now possible to change the type of the copied form. Note that any fields not compatible with the new form type will be removed from the copy.

Vacancies

  • The Vacancy Edit form’s list of Contacts was not being limited to those for the selected Employer. Now fixed.

Integrations

  • Added the overall learner status field when viewing Cognassist assessment results.

22nd November 2023

API

  • Added an “All” option to the learning status filter. The “In Learning“ status will still be the default but this should allow form much easier searching when using date filters that fall outside of the Learner’s start/end dates.

  • The Learning Status filter options were not displaying correctly in the Swagger documentation. Now fixed.

9th November 2023

Integrations

  • Fixed a date format error that was appearing when creating a record in Cognassist.

  • Fixed an issue where assessment details was not updating from Cognassist.

6th November 2023

API

  • Sites can now be used to restrict which Learners, Applicants, Officers and Organisations an API user can see and interact with.

  • Added an end point to Lists and Types that shows what Sites are available to the current user account.

WebForms

  • There was a bug that rarely caused repeated field information to not display in complete form downloads. Now Fixed.

  • The LLDD multi select field was only showing the first 10 options on newly created form templates. Now Fixed.

3rd November 2023

Learners

  • DAM and LDM code lists have been updated with the latest changes in the ILR specification.

  • The Apprenticeship Achievement Date is no longer populated for non-apprentices when ending a learner’s episode.

  • The Recent Learners tile on the home page now shows an accurate count of learners added in the last 14 days.

Integrations

  • The LRS integration now uses the latest LRS client certificate, expiring in November 2024. You do not need to action any requests from the LRS to update your certificate as this is handled automatically by PICS.

Vacancies

  • When editing a vacancy, the list of Contacts would not always be of those related to the Employer. Now fixed.

25th October 2023

Webforms

  • Some dropdown fields were showing [Unknown] as the value when nothing had been selected. Now fixed.

  • Old UDF dropdowns created prior to codes being enforced were not working and always showing [Unknown]. Now fixed.

Target Scope

  • It is now possible to compare the latest scan results of two different roles from the Learner Target Scope page.

24th October 2023

Webforms

  • Forms containing certain UDF or imported FCA dropdown fields were not showing the dropdown options. Now fixed.

23rd October 2023

Webforms

  • Learner and Applicant forms containing any filled “Aims Wanted“ fields were failing to open for fill and sign. Now fixed.

  • Learner File and Change Request forms containing a filled EPA Organisation field were failing to open for fill and sign. Now fixed.

21st October 2023

Applicants

  • The Applicants List has a new filter option: “Has Related Learner”.

Learners

  • Learner Validation has been updated to conform to the ESFA 2023 ILR validation rules specification.

  • It is now no longer possible to set Programme Aims to be withheld from export.

  • When reinstating a learner after a Break in Learning, any reinstated aims will now set Original Start Date to the Original Start date from the planned-break aim, if set, or the Start date if not. This is to ensure the Original Start date is set correctly when a learner has multiple breaks in learning.

  • It is now possible to set the Achievement Rates Overall Year Override to Excluded. This will exclude the aim from the overall achievements rate report entirely with the reason “Manually Excluded in PICS“.

  • Learner Qualification List now has a filter for Apprenticeship Standard.

Forms

  • Fixed an issue when using the Return To Entity setting would redirect to a location the user did not have access to.

Courses

  • Uploading additional files to a course session could result in a bad request error. Now fixed.

  • URLs for signup forms to auto enrol applicants onto a course can now be generated from the Course summary screen.

Month End

  • The FM25 Funding Calculator has been updated with the latest published National Rates.

  • The T Level Funding Calculator was incorrectly funding Band 6 and above learners as Band 5 if the total planned hours for the learner was set lower than the band’s expected minimum hours. Now fixed.

  • Skills Bootcamp funding has been updated for 2023.

  • The Earnings Adjustment Statement data collection has been updated for 2023.

  • The Projected Funding by Learner, Projected Funding by Learning Delivery, and Projected Funding by Individual Items reports now have an output option of “Funding Line”. This will display the Funding Line as calculated by the Projected Funding calculations.

  • The QAR reconciler has been improved and shows clearer differences when an aim is excluded from the ESFA QAR report but not PICS, or vice versa. If the aim is excluded from both reports but the reason is different, this is not highlighted as a data difference unless other fields are also different.

Lists and Types Configuration

  • Fixed an issue relating to a unicode DLL not loading which would cause an error when maintaining templates.

Delivery Configuration

  • Contract Items for Skills Bootcamps now allow setting the contract type to either “Wave 3”, or “DPS Competition 1”

Reports

  • The “Total Programme Funding” output option within the Projected Funding By Learner and Projected Funding By Learning Delivery reports would sometimes cause the report to take a long time to complete or generate an error. Now fixed.

  • The Postcode Local Authority lookups have been updated.

  • The Site filter within the Learner Contact Report was not being respected. Now fixed.

Integrations

  • It is now possible to use UKPRN instead of Organisation ID to authenticate with the LRS Web Service.

  • Configuring Cognassist now has a setting to provide the base URL so that you can open Learners and Applicants in Cognassist from PICS.

  • Smart Assessor integration now supports the Registration Date and Number fields during a refresh.

  • Customers using Smart Coach can now configure the Smart Assessor integration to set the PICS Risk based upon the Smart Coach Risk.

Dashboards

  • It is now possible to clone widgets within a dashboard. Widget options have been moved to a menu and a Clone Widget option has been added.

User Defined Forms

  • ID label in URLs will now work in Edit mode as well as View mode.

Workflows

  • Cloning a workflow will now clone the default status and sub status from that source workflow.

Generic

  • We can now enable the Advanced Mosaic theme by default for all users upon request

  • HTML Editors would not allow a link to be added correctly. Now fixed.

  • Fields that are always required now have a visual * indicator next to their label.

18th October 2023

PICS API

  • Added end points for Appointment and Task maintenance.

  • Added the ability to fetch Learner, Applicant, Officer and Organisation Photos via the API.

11th October 2023

PICS API

  • Added Site and Qualification Plan Code to the Learner Search, Details and Edit.

  • Added Provider End Code to the Learner Search and Details.

3rd October 2023

PICS API

  • Applicants and Learners now show their “Created On” and “Modified On” dates.

  • Applicants “Expected End” was showing the wrong value. Now fixed.

  • Added the ability to set Applicant Employer, Recruitment Agency and Opportunity ID via create and update.

  • Added a whole load of missing fields to the Organisations Create, Edit, Search and Details.

2nd October 2023

QAR Reconciler

  • QAR Reconciler was not using correct report date provided. Now fixed.

21st September 2023

Workflows

  • When configuring workflow validation and actions, we now offer a drop down of static values when appropriate.

Courses

  • When creating new course enrolments, we were not correctly filtering out learners/applicants with existing enrolments. Now fixed.

19th September 2023

Courses

  • It is now possible to generate a URL for an applicant signup form from with a course instance summary using the Actions menu.

Generic

  • All required edit fields on regular forms will now have a required field indicator on the label.

18th September 2023

Web Forms

  • Attempting to upload file attachments when signing a web form as a guest user would fail with an error “Object reference not set to an instance of an object”. Now fixed.

Integrations

  • We now have an integration with Cognassist. When enabled you can create Learners and Applicants in Cognassist, invite them to complete an assessment and view their assessment results all from within PICS.

15th September 2023

Learners

  • An optional field for “Learning Expected End” has been added to the Learner List.

  • Full support for a “Preferred First Name” fields has been added to web forms, imports, data capture, reports and API.

  • A new Database Admin Action has been added to the Learners > Additional Sections > Qualifications list that allows you to change a Qualification Reference for one or more Learners.

  • Programme Aim Planned Hours for T Level Learners are now correctly captured in the Learner Create process.

  • There is a new optional tab on the learner delivery plan page for Files.

  • Milestones and notifications for Employability customers now have dedicated sections within the main navigation bar.

  • The list of DAM codes has been updated with the latest validity data in the ILR specification.

Applicants

  • Change logs for ULN and LRN and some other ILR fields were not being show in Recent Activity > Show Full Change Logs.

  • Full support for a “Preferred First Name” fields has been added to sign up forms, web forms, imports, data capture, reports and API.

Reports

  • Reports for outputting details of files attached to Appointments, Tasks and Communications for Learners and Applicants have been added.

  • The Claim History Summary report was not fully populating some ILR Learner fields. Now fixed.

  • The Vacancy Application report was showing records for deleted Applicants. Now fixed.

Month End

  • Funding Forecasting now allows profiling up to 9,999 planned starts per period per age band per Qualification Plan.

  • The FM35 AEB Funding Calculations were calculating the wrong Devolved Authority Disadvantage Uplift for the Greater London Authority. Now fixed.

Organisations

  • Signup forms for employers/organisations, now have an option for Invoice Name.

  • Creating an organisation at the same time as providing their main contact record will now display the main contact in the organisation’s officer list.

Appointments

  • Reminder emails now have additional fields to merge, including description, and learner employer.

Generic

  • Phone numbers now support clicking on to use your chosen web based telephone system, such as Skype.

  • When adding a SOC provision to a record, you can now filter based on SOC level.

  • Access to specific File Types can now be restricted at user an user group level.

27th August 2023

Learners

  • T Level Learners were incorrectly receiving validation errors for not having Planned Learning Hours or Planned EEP Hours. Now fixed.

Funding

  • Funding Forecasting was not forecasting funding for T Level learners. Now fixed.

  • The FM25 Funding Calculations were not calculating funding for T Level learners if a learner had previously been on another Study Programme. Now fixed.

  • The FM35 AEB Funding Calculations now include Devolved Authority Disadvantage Uplifts to match the funding generated by the FIS.

18th August 2023

Month End

  • The option to reconcile 2023 funding reports has been made available within Funding Reconciliations.

Applicants

  • Deleting the Recruited By Officer would not work. Now fixed.

Integrations

  • The OneFile integration now detects day light saving dates being returned from OneFile and adjusts them correctly.

17th August 2023

Month End

  • ILR files are no longer rejected by FIS or SLD if the HE Special Fee Indicator and Net Tuition Fee fields are both entered against any aim. This error was due to a mistake in the ESFA ILR schema.

  • The Funding Band Maximum was not being found for some Apprenticeship Standards. This resulted in process warnings within the Funding Calculator and Funding Forecasting for these Standards. Now fixed.

  • The Funding Calculator was incorrectly calculating an achievement element for aims with a Category of “Adult Education Budget - Work Placement”. Now fixed.

14th August 2023

Reports

  • The Projected Funding By Learner, and Projected Funding By Learning Delivery reports were not including the Total column header when there is no funding shown in the reports. This was causing Dashboard Widgets based on these reports to display an error. Now fixed.

  • Including Functional Skills Assessment details in learner and applicant reports could cause an error. Now fixed.

13th August 2023

Notes

  • Adding a note to a record could result in an error. Now fixed.

12th August 2023

Month End

  • ILR Exporter

    • ILR Exports conforming to the 2023 ESFA ILR Specification can now be produced. 2021 ILR files can no longer be created, but existing files can be downloaded.

    • ILR Export email notifications for 2023 exports now contain any export warnings.

  • Funding Forecasting

    • It is now possible to Add and Delete periods from an existing Funding Profile.

    • It is now possible to maintain Planned Starts Profiles, including the editing Planned Starts profiled against a Qualification Plan for each Planned Starts Profile.

    • The process to select a Qualification Plan to profile Planned Starts against has been improved.

    • From the Overall tab, a new action has been added against each period of the profile: “Qualification Plan Planned Starts Breakdown”. This displays a list of Qualification Plans which have profiled Planned Starts that contribute towards the Planned values in the profile for that period, which can then be loaded into the Planning tab.

    • A new Export action has been added: “Actual Totals Reporting”. This allows the running of Projected Funding Reports found within the Report section’s Templates list, with the report options pre-filtered to generate reports showing data contributing towards the “Actual” columns in the profile.

    • When saving Planned Starts, and then switching to the Overall tab of a profile, the newly entered Planned Starts would not be shown unless the profile was reloaded. Now fixed.

  • QAR Reconciler

    • The QAR report options are now defaulted correctly when using 2022 QAR extract files.

  • Funding Calculations

    • Funding Calculations have been made available for 2023

WebForms

  • New fields added to Learner and Applicant forms

    • Expected Days on Programme

    • Expected Weeks on Programme

    • Expected Days of Learning

    • Expected Weeks of Learning

  • User Defined Fields on Learner File, Applicant File, Organisation File and Learner Change Request forms can now update the User Defined Field on the Learner, Applicant or Organisation. To use this new functionality, you will need to enable it in the general form settings.

  • Certain forms were failing to auto complete the employer’s email address when set to do so. Now fixed.

  • Officer details were not auto filling when selecting an Officer on Applicant forms. Now fixed.

Learners

  • Data capture for learners now allows entry of 2023 ILR data:

    • All historic data entry fields for 2021 have been replaced with 2022 fields.

    • Planned Learning and EEP Hours fields for 2024 are now available.

    • HHS and ASL aim FAM types are no longer available for aims starting on/after 1st August 2023.

    • ACL and AFL FAM types have been added for aims which are in learning on/after 1st August 2023. These fields are also available in qualification plans.

    • Employment status and FFI fields are now visible when creating new Community Learning (FM10) learners.

    • Aim HE 1st/2nd/3rd LDCS fields are now only available in the 2022 fields section.

    • LDM and DAM code lists have been updated.

    • It is now possible to use different values for Learner NLM FAM fields for 2022 and 2023. Existing data in the 2022 field has been copied forward to 2023, but for new entries this field will need to be entered for both years.

  • Learner Validation has been updated to conform to the ESFA 2023 ILR validation rules specification. However we have not removed references to Funding Model 70 (ESF) as these rules can still be used to validate existing data within PICS.

  • The way that Functional Skills Assessment result are stored has been changed to allow for more subjects and more assessment results for each subject.

  • It is now possible to configure the default Workflow for new Learners.

  • Creating a Learner with a qualification with criteria linked would error. Now fixed.

  • Importing Aim Prior Learning and Other Funding Adjustments did not work. Now fixed.

  • When changing a Learner’s Programme from an Apprenticeship to a non-Apprenticeship TNP records are removed.

  • When ending an episode, courses that start in the future will be marked as Cancelled before Start, rather than Withdrawn.

  • Delivery Plan components can now be configured to be Default and Reusable. This will create a single instance on the learner when applying the delivery plan, but allow additional instances to be added later, if required.

  • Learner file lists now have a filter option to include files from appointments, calls, emails, and tasks.

Applicants

  • Fixed the email link to applicant files when generating an applicant offer document.

Officers

  • The filter to show officers with current learners was including officers with current applicants too. Now fixed to just limit to learners.

Organisations

  • Creating a new organisation will allow you to create their main contact at the same time

Tasks

  • A summary view has been added for tasks to allow notes and attachments to be added to the Task.

Courses

  • Searching for courses to enrol a person onto will now correctly sort when mixing Online and Offline courses.

Provisions

  • SOC code provisions for vacancies, learners, applicants and opportunities now use SOC2020 codes. Any existing codes will be displayed as SOC (2020) codes.

  • When entering SOC provisions, we also use the job titles list to search for relevant SOC codes.

  • When matching vacancies, or filtering learners, applicants, vacancies or opportunities using SOC code, we will now show matching records where the SOC code starts with the filter, or where the filter starts with the SOC code.

Delivery Configuration

  • The Workflow list now show which workflow is the default for new Applicants and Learners.

  • It is now possible to configure the default Workflow for new Learners.

Lists and Types Configuration

  • Task Templates can now have the due date defaulted

Forms Configuration

  • Added a new Location for Activity Create. This allow user defined forms to be captured when creating an Appointment, Call, Email, SMS or Task.

  • Added User Defined Form visibility restrictions for Appointment Type and Class.

  • Learner Forms can be configured to show the latest Target Scan results for the applicant during the signature process.

Reports

  • Learners

    • The calculation of Expected Off the Job Hours to Date differed slightly from the Learner display when a Break-in-Learning had occurred. The reports version is now the same as the Learner display.

    • Learner reports containing ILR data have now been updated to use the 2023 version of annual fields, unless the report field explicitly shows a different year.

  • Employability Learners

    • Filtering by Purchase Order Number and Date has been added.

    • The JobCentre output field is now full organisation output not just the name

  • Vacancies

    • Output of the Officer Main Organisation has been added.

  • Appointments

    • Workflow and Workflow Main Status outputs have been added.

    • Created and Modified date filters have been added.

  • Communications

    • Workflow and Workflow Main Status outputs have been added.

    • Created and Modified date filters have been added.

  • Tasks

    • Workflow and Workflow Main Status outputs have been added.

    • Created and Modified date filters have been added.

  • QAR Report

  • Reports with a Current Age filter could fail to update when saved interactive reports mode. Now Fixed.

Dashboards

  • Visibility restriction by Team was not working. Now fixed.

Integrations

  • bksb

    • A new setting has been added to allow Diagnostic Skills Assessments to be downloaded.

  • Smart Assessor

    • A new setting has been added to set the Student ID in Smart Assessor to the PICS Learner Reference Number.

    • It is possible to create learners to Smart Assessor in bulk from the Learner List page when using the multi-select check boxes.

  • OneFile

    • A new setting has been added to allow changes to Learner and Qualification Start and Expected End dates to be pushed to OneFile when a Learner is synced.

Miscellaneous

  • File lists have been updated to allow multiple files to be downloaded in a single zip archive.

  • Notes: Notes no support HTML, and you can mention colleagues to notify them via PICS message by typing @ and then searching for them.

  • HTML Inputs: The font size drop down was not working. Now Fixed.

  • Sign Up Forms has improved double click protection to help avoid duplicate submissions

  • Temporary user accounts for PICS support staff will now need to be sent to the support member’s @oneadvanced.com email address rather than @pellcomp.co.uk.

  • Multi-day calendar events will now display as All Day events in day and week views

  • In rare situations, the Apprenticeship Details tab on the Qualification Plans page could constantly show and error. Now Fixed.

25th June 2023

Calendar Views

  • Not all views included the correct colour coding on events to indicate a positive or negative outcome. e.g. Attendance status on course sessions for a learner.

Learner ILR

  • The recently added DAM codes for ILR year 2023/2024 are now available in learner data capture: 064 - 069.

14th June 2023

Tasks

  • It was not possible to edit tasks assigned to the current user in the main task list unless the filter was set to Created By Or Assigned To Me. Now fixed.

WebForm Signatures

  • WebForms created as part of status transition post actions would be created, but signature request emails would not automatically be sent out. Now fixed.

13th June 2023

DropBox

  • The DropBox feature did not come back online after the nightly maintenance window. This loophole has now been corrected.

Funding Forecaster

  • Performing an export for the [Blank] Planned Starts Profile would throw an error. Now fixed.

12th June 2023

Calendar

  • There was a bug in the calendar view that would prevent additional officer calendars from being removed and added back in. Now fixed.

9th June 2023

PICS an Advanced Product

  • PICS branding has been modified to correctly reflect our new position within the Advanced family of products.

Learners

  • It is now possible to record ILR Employment Status Monitoring “Other Employment Type” (OET) codes against a qualification plan. These will be automatically added to the ILR Employment Status records for any new learners created using that qualification plan.

  • A PICS Contract can now be entered against a qualification plan. If this is entered, the contract value will be applied to any new learners created using that qualification plan.

  • The create process for a new learning episode no longer fails if a photo was attached to the previous episode, but the file record had been deleted.

  • If the delivery target for a learner was changed, existing skill scan answers would not display correctly. Now fixed.

  • It is now possible to apply a tag to a learner when they first complete a target scan. Each target can be configured to use a specific tag.

  • Learners can now perform an on demand target scan if they do not have an scheduled scans in the next 2 weeks.

  • Files tab now has the option to show files from other episodes.

  • Notes tab now has the option to show notes from applicant and other episodes.

  • Creating a private learner no longer has empty drop downs for the following fields: LLDDs, Primary LLDD and Disability Self Assessed.

Reports

  • General

    • A database maintenance window is being introduced from 23:30 to 03:00 each night to avoid reports from failing and interrupting database maintenance task. More details can be found in this blog post.

    • Interactive bar charts showing a small number of results (fewer than 10) will no longer show counts as decimal numbers, or duplicate values.

    • Reports and dashboards can now be shared with specific users and teams. If the sharing type is Shared but no users or teams are selected, the report or dashboard is shared with all users.

    • The width of the chart labels has been increased to allow for longer labels to display fully.

  • Learners

    • A report of Initial Assessment result associated with Learners has been added.
      A report of Tasks associated with Learners has been added.

    • A report of Provisions associated with Learners has been added.

    • Output of Related Organisations and Officers has been added. The new fields appear in the Optional Fields list before the User Defined Fields.

    • More output fields have been added to the Status History report including Main & Sub-Status Description & filtering to Latest Status Only.

    • On the Review Summary report it is now possible to specify how the “Next Review” is chosen. The current behaviour of “First Future Non-attended Review” or the “First Non-attended Review”.

    • Learner Assessments report now has a Data Sort Order option including a variety of Due & Done Dates, Title and For Reference. The default option is Due Date.

    • An age range filter has been added to the Learners, ILR Learners, ILR Aims and Applicants reports.

  • Applicants

    • A report of Initial Assessment result associated with Applicants has been added.

    • A report of Tasks associated with Applicants has been added.

    • A report of Provisions associated with Applicants has been added.

    • Output of Related Organisations and Officers has been added. The new fields appear in the Optional Fields list before the User Defined Fields.

    • More output fields have been added to the Status History report including Main & Sub-Status Description & filtering to Latest Status Only.

  • Projected Funding

    • The Projected Funding By Learners Report has 2 fields called “Learner Funding Age Band“ one of these has been removed. This may alter the output of your saved reports.

  • Organisations

    • A report of Tasks associated with Organisations has been added.

    • A report of Provisions associated with Organisations has been added.

    • A report of Agreements associated with Organisations has been added.

    • Output of Related Organisations and Officers has been added. The new fields appear in the Optional Fields list before the User Defined Fields.

    • More output fields have been added to the Status History report including Main & Sub-Status Description & filtering to Latest Status Only.

    • Reports with “Has Current Learners” filters now have 2 more filters “Has Current Learners with ILR Employments” and “Has Learners with Current Placements”.

  • Officers

    • A report of Provisions associated with Officers has been added.

    • Output of Related Organisatons and Officers has been added. The new fields appear in the Optional Fields list before the User Defined Fields.

  • Vacancies

    • A report of Provisions associated with Vacancies has been added.

  • Tasks

    • A Task report has been added.

  • Opportunities

    • More output fields have been added to the Status History report including Main & Sub-Status Description.

  • Forms

    • Optional Output fields for Status Reasons have been added to reasons for Rejection, Reassignment and Deletion.

  • Courses

    • The Course Data Changes report now shows results when the table name filter is set.

  • Anonymous Surveys Report

    • A new report has been added to look at the answers for anonymous surveys.

Integrations

  • Smart Assessor

    • There is a new configuration setting to prevent sending the Smart Assessor welcome emails to Learners created via PICS.

    • Updating Smart Assessor from PICS could cause the “Use Specified Expected Off The Job Hours” to lose its value. Now fixed.

    • Updating Smart Assessor from PICS and vice versa now updates the Learner phone numbers.

  • LXP

    • It is now possible to integrate PICS with Advanced Learning Experience Platform (LXP). When the integration is enabled, any Knowledge, Skills and Behaviours for a new Apprenticeship Standard delivery target will be automatically imported into PICS if the Standard is published in LXP.

WebForms

  • Added an automation to allow WebForm signature reminders to be sent out automatically at the start of each day.

  • It is now possible to select a filetype to output a redacted version of a WebForm file. Fields marked as as sensitive will not be displayed in the redacted version.

Workflows

  • Added the ability to automate workflow status transitions to run at the start of the day on a given schedule. Automated transitions will run all validations and actions.

Sign Up Forms

  • It is now possible to control the required Google Recaptcha Score for each sign up form. We recommend a score of 0.5 or above to help prevent potential spam applications. However, if you are confident that real users are receiving lower scores, you can experiment with lowering the required score.

Signatures

  • If a user has found themselves with signatures requested against records that have been deleted, they will now be able to delete the signature request themselves to clean up the request list.

Officers

  • List of organisations linked to an officer now has a status filter.

Organisations

  • List of officers linked to an organisation now has a status filter.

  • New tab on an organisation summary page for showing courses linked to the organisation.

Configuration

  • It is now possible to set a Skills Bootcamp Contract Rate by adding a new Contract Item against a Contract.

  • File Types: It is now possible to hide files from Learner and Contact logins by File Type in the File Type configuration section.

  • SMS reminders for reviews has been removed. If you had been using this feature, you can now configure the same functionality using the automations feature.

  • A unit can now be created directly from the Qualification summary page, rather than needing to create the unit first, and then link it.

  • Appointment, Enrolment and Review Email Automations now include the ability to send an ICS Calendar Attachment.

Anonymous Surveys

  • It is now possible to create surveys to be completed by anonymous users. For these surveys, a dedicated URL will be generated that you can send out to your target audience. All answers recorded will be anonymous from a point of view of being linked to other PICS Records.

  • Anonymous Answers can be viewed in the survey summary screen.

  • The new Anonymous Survey Report can be used in conjunction with Saved Interactive Reports to provide visual dashboard summaries of answers.

Month End

  • Skills Bootcamp calculations have been added to the Funding Calculator and Projected Funding.

  • It is now possible to reconcile Skills Bootcamp funding.

  • The Data Match reconciler was not always identifying the correct PICS Episode for a learner. Now fixed.

  • The App Monthly Payments reconciler’s option to perform Levy adjustments was setting the incorrect Claim Type of “N” for newly created Claim Items. Now Fixed.

  • Funding Forecasting

    • The Export now splits the Actual funding column into multiple columns identifying different Actuals funding types.

    • A new option “Include Optional Aims When Calculating Planned Starts Funding” has been added to the Setting screen to determine if optional Qualification Plan Qualifications are included in the forecasting calculations.

    • The “Planned In Learning” column was ambiguous as to its meaning, and has been removed from the profile tables. The Details view now shows Planned In Learning for a given period, along with the total Expected In Learning representing the Planned In Learning plus the Actual In Learning figures.

    • The Export now includes columns for Planned In Learning and Expected In Learning.

    • When forecasting funding for Qualification Plans the Source Of Funding is now only compulsory for AEB programmes and FM25 Traineeship programmes.

  • The ILR Exporter will no longer write Prior Attainment records dated after the latest aim start date being exported in that ILR file. This is to prevent PriorAttain_09 errors when future year ILR aims are added before the 2022 year end.

Generic

  • Our HTML editors have been extended to allow hyper links to be included in the text.

16th May

Reports

  • Applicant and learner status history reports could both include applicants and learner. Now fixed.

ILR Exporter

  • ILR Exporter has had some performance improvements to reduce stress on the application during busy submission periods.

10th May

Reports

  • Performance improvements to specific scenarios in Course Session Attendance, Applicant & Learner Enrolments, Qualification & Achievement, Forms Status History, Form Status and Course reports.

3rd May

Reports

  • Officer reports have been optimised when including user defined fields in the output

  • Organisation reports have been optimised when including user defined fields in the output

  • Opportunity reports have been optimised when including user defined fields in the output

  • Vacancy reports have been optimised when including user defined fields in the output

  • Vacancy Application reports have been optimised when including user defined fields in the output

2nd May

Integrations

  • Smart Assessor sync is now limited to learners who are still in learning, or ended in the last month. Previously learners who ended in the last 6 months had been included.

  • OneFile sync is now limited to learners who are still in learning, or ended in the last month. Previously learners who ended in the last 6 months had been included.

  • bksb sync is now limited to learners who are still in learning, or ended in the last month. Previously learners who ended in the last 3 months had been included.

Email

  • Pasting images when logging an email would be lost. Now fixed.

  • Subjects containing unicode characters would cause an error when using dropbox email. Now fixed.

Reports

  • Applicant communications report has been optimised

29th April

Reports

  • The Course Session Attendance Summary report now includes the totals row when exported to spreadsheet.

20th April

Learners

  • Duplicate checking for Learner Reference Number or ULN was not ignoring Applicants like it should have. Now fixed.

Email

  • In the more common emails sent from PICS, such as reports and requests for signatures, we now add a bit of extra detail to the subject, such as the date the report was run or the name of the form. This should help reduce spam filtering in larger organisations.

19th April 2023

Applicants

  • Fixed a bug where generating an applicant offer document would result in a 404.

Automations

  • Email appointment communication automations now has the ability to also CC Officer Attendees.

18th April 2023

Applicants

  • Searching for an applicant’s ULN using the LRS integration no longer results in a “Invalid data sent to LRSerror.

15th April 2023

Learners

  • The multi learner Change Request list can now be filtered by Sites.

  • Prior Qualification list now displays the Qualification Reference and Title.

  • The Learner Validation Audit rule “Work experience aims must not overlap” for Traineeships was incorrectly using the aim’s Planned End Date to determine an overlap with subsequent aims instead of the aim’s Actual End Date. Now fixed.

  • ILR Employment records shown in Learner Summary Placements are now ordered by start date before removing duplicates.

  • Contract is now available on the Update All bulk editing tool.

  • Importing just a Primary LLDDs did not work. Now fixed.

  • Importing Disability and LLDDs for non ILR Learners did not work. Now fixed.

  • PICS ILR validation now conforms to version 6 of the ESFA validation rules specification.

  • A new automation feature for communications has been added, this can also be used to set up reviews, appointments and course enrolment reminders.

  • Review signatures can only be requested if the review has been competed with a positive attendance outcome.

Applicants

Reports

  • General

    • Saved Reports list can now be sorted by Type, Created, or Name.

    • Appointment Description has been added to all Appointment reports.

    • Output of just the code values for User Defined Dropdown and Checklist fields has been added.

    • Database Administrators can now see all running reports from the Available reports tab, and abort them if required.

    • Duration can now be output for calls in all Communications reports.

    • Created By User information can now be output in all Files reports.

  • Learner

    • a Learner ILR Aim FAMs report has been added.

    • a Learner Vacancy Application report has been added.

    • ILR Learning Aim Report generation has been optimised.

    • ILR Destination & Progression Report generation has been optimised.

    • ILR Learner Report - Output of Actual OTJ Hours is now available.

    • Learner Component Report - Filtering by Component Type and Stage is now available.

    • Learner Component Report - Sampling Method now included in IQA summary.

    • Learner Sessions Report - Output of Attendance Notes is now available.

    • Episode Original Start and Learning Original Start dates can now be output on all Learner reports.

    • Reviews report can now be filtered to reviews that are Late or Overdue by a range of days.

    • Reviews report can now output the number of days Late or Overdue a review is.

    • Reviews report can now output if a review was Late or is Overdue.

    • Learner Data Changes report can now be filtered to records that have the Learner Main Qualification Reference in the Extra Key.

    • Learner Data Changes report can now be filtered Learner Achieved Target field.

    • City & Guilds Status can now be output in ILR Aim and Qualifications reports.

    • Prior Year Partner UKPRN can now be output in ILR Aim reports.

    • Needs Authorisation, Has Attachment and Unique ID are now available for output on Learner Change Request reports.

    • Contract code is now available for output.

    • Other System ID is now available for output.

    • More ILR Work Placement details are available for output on Placements reports.

  • Applicants

    • a Applicant Vacancy Application report has been added.

    • Created By User information can now be output.

  • Forms

    • Form Report generation has been optimised.

    • Filtering by Form Template is now available.

    • Form IDs are now a navigation link in interactive reports / dashboards.

  • Officer

    • Task Report - Output of Regarding and Done By Types and IDs is now available.

  • Projected Funding

    • Projected Funding By Learner Report - Two new optional outputs, “Total Episode Funding” and “Total Programme Funding” have been added.

    • Projected Funding By Learning Delivery Report - Two new optional outputs, “Total Aim Funding” and “Total Programme Funding” have been added.

  • Courses

    • The Course Session Attendance Summary report is now available. This allows you to see a summary of course attendance records broken down by type (present, late absent). The report is also available for use in dashboard widgets.

    • For Qualification details are now available for output.

Vacancies

  • The current user will be defaulted to the officer when they create a vacancy application.

  • Additional filters added for applications for Has CV Sent, Has Application Sent, Has Ended.

User Management

  • It is now possible to view and edit Learner, Applicant, and Contact user records in the Users and Accounts section using the User Type filter.

  • When creating a user for a learner, applicant, or contact, more context is provided if the email address has been used already for another user.

  • If a user isn’t receiving emails from PICS, it is possible to check if their email address for a user has been suppressed from within their user account summary page.

  • Temporary user accounts created for Pellcomp support staff now be deleted after 2 days instead of 1, and will be extended further over weekends, to ensure the Pellcomp support staff have sufficient time to help you. They can be deleted sooner from within the user and accounts section.

Integrations

  • A custom logo, From name and message can now be added to all emails sent from PICSWeb. Settings can be accessed by database administrators in Configuration > Integrations > Email.

  • Dropbox Email now supports forwarding emails as attachments that have been sent to users from applicants or learners.

  • Data change logs writing during scheduled data exchanges now use a specific username for each integration, rather than the username of the user who enabled it.

  • bksb

    • The Result value could have resulted in a value < 0 due to a calculation error. Now fixed.

    • A link to view the learner or applicant in bksb has been added.

  • Smart Assessor

    • It is now possible to withhold Sex, Ethnicity and Disability when exchanging data with Smart Assessor. This can be configured in Configuration > Integrations > Smart Assessor.

    • A link to view the learner in Smart Assessor has been added

Month End

  • Funding Calculator - It is now possible for users with the DB Admin user permission to select a period to draft or final if periods have not been finalled for a number of months.

  • Funding Forecasting - It is now possible to export the data shown in the Overall tab and the Planning tab.

  • Funding Forecasting - A toggle has been added to the Summary page to enable viewing the financial data in a cumulative, profile start to date, mode.

  • Funding Forecasting - It is now possible to view Periods as a calendar year and month date view. The default view can be set via a new Settings option in the Actions list on the Funding Forecasting profile list page.

  • Funding Forecasting - The speed at which profiles load have been increased. Controls are now disabled during the loading and saving of profiles to prevent data corruption.

  • Funding Forecasting - A bug was identified which would cause the Overall tab’s Planned funding amounts to be calculated based on Planned Starts for Qualification Plans that do not generate funding. Now fixed.

  • A new subcontractor rate type of “Learning Support Funding (LSF) rate” has been added for apprenticeship programmes.

General

  • File lists now make use of the Preview option if configured.

  • Mosaic Theme now has dedicated icons to match.

15th March 2023

Reports

  • Surveys

    • Surveys reports would error if there was a multi select answer with no answer recorded. Now fixed.

  • Vacancies

    • Vacancy Application reports could include details of Applicants/Learner not in the Users Sites list in Strict Sites mode. Now fixed.

2nd March 2023

  • WebForms: Fixed a bug that could cause some forms to get stuck in an unfillable/completed state when they had been saved for continuing later during remote signing.

26th February 2023

  • bksb Integration: Diagnostic Assessments results completed in bksb could override Initial Assessment results in PICS. These are now correctly ignored.

10th February 2023

Learners

  • PICS ILR validation now conforms to version 5 of the ESFA validation rules specification. Changes to Learning Start Date Postcode rules (LSDPostcode_01 and LSDPostcode_04) have not been implemented as the ESFA are currently reviewing these rules as the changes are not relevant to FM35 Traineeships.

  • Programme aim DAM FAM fields have been added to qualification plans. These should be used for ILR programmes which use Programme Type 33: Combined Authorities. These are used when creating new learners, and the values from the plan main aim are no longer copied to the programme aim.

  • Creating a learner from an applicant will now also link the learner to the applicants opportunity without requiring opportunity qualification plan provisions configured.

  • Functional Skills results can now be recorded in a more detailed Level.Sublevel format i.e. “Level 1.2”

  • Bulk Editing of Start and Due dates has been added to Learner Unit, Learning Outcome and Critera lists.

  • Tabs on the Summary, Employability and Learning Plan screens can now be hidden for all PICS users. Additional optional tabs have been added to the Portfolio screen.

  • Restarted apprentices on funding model 35 and Trailblazer apprentices on funding model 81 can now be entered. The configuration setting “Allow new episodes for FM35 Framework Apprenticeship and Trailblazer programmes” must be enabled to allow this.

  • When using Change Programme, the new group description on step 2 now shows the correct description instead if the previous description assigned to the learner.

  • The Learner list “Has Course Enrolment” filter now has a “No current or future” option.

  • Learner Contact Hour display was not sorting the data before displaying the requested number of records. This is now fixed.

  • The Learner Files list now has sorting options and filtering by File Expiry.

Applicants

  • Functional Skills results can now be recorded in a more detailed Level.Sublevel format i.e. “Level 1.2”

  • Ward code can now be edited.

  • The Applicant list “Has Course Enrolment” filter now has a “No current or future” option.

Officers

  • Saved searches has been enabled on the Officer list.

  • Filtering on Main Organisation has been added to the Officer list.

  • Filtering on Superior has been added to the main list.

  • Filtering on “Relationships to Current Learners” has been added to the Officer list.

Courses

  • Column visibility on the Course list is now user controlled.

  • A Main Tag optional field is now available on the Course list.

  • Delivered For & Delivered By are now available on the Course list as optional fields and filters.

  • My Courses Only user permission has been renamed to View My Courses, this is now the required permission to see courses. View Courses has been renamed to View All Courses.

  • Users without View All Courses permission were not able to see any courses they created if Course Leader was not set to themselves after creating the course. Now fixed.

  • Users without View All Courses permissions was not restricting course base reports to just their courses. Now fixed.

Vacancies

  • Vacancy Applications now has bulk editing of more fields including Start & End dates, Contact & Officer and Outcome.

  • Vacancies & Vacancy Applications lists can now be filtered by Employer.

  • The Vacancy Application list now respects the sites of the linked Learner or Applicant record in Strict Site mode.

  • The Vacancy Applications list is now filtered by the Vacancy’s Employer Sites in Strict Site Mode.

Reports

  • General

    • Report output fields which are shown when a different field is selected are now included in the available analysis fields in interactive reports. Examples include the Course Attendance Summary fields or form signature fields.

    • Reports no longer fail to run when writing very large string values with more than 32767 characters to a spreadsheet.

  • Dashboards

    • Dashboards can now be cloned. This will create a copy of the dashboard and all widgets including the widget settings, although it will not copy the underlying reports for widgets set up using “Use a saved report for this widget”.

    • Interactive charts showing percentage fields now have the range of 0 to 100% and the values display as percentages. Percentage values in tables and raw data views are now formatted as percentages to two decimal places.

    • Currency values in interactive reports are now displayed correctly with a £ sign and to two decimal places.

    • The error The REPORT_DATA_FILEGUID field is required no longer appears when deleting a report with an output type of Interactive for Dashboard.

    • Exporting widget data to a spreadsheet no longer fails if a large number of filters is used for the widget.

  • Learners

    • Learner Payment reports now include more fields from the associated Delivery Qualification.

    • The Aim Provider Monitoring fields for programme aims in the Projected Funding reports are now populated correctly in line with the values entered in the ILR.

    • The Attendance Summary on the Learner and Learner Enrolments reports can now be calculated to a specified date range.

    • TNPs are now shown for Apprenticeship Trailblazers.

    • A “Last Status Change By” field has been added to Learner reports.

  • Applicants

    • A “Last Status Change By” field has been added to Applicant reports.

  • Organisations

    • Organisation Payment reports now include more fields from the associated Delivery Qualification.

    • A “Last Status Change By” field has been added to Organisation reports.

    • Output of Site Codes has been added.

  • Courses

    • Course Attendance Summary calculations can now be filtered to include only Learners or Applicants.

    • Course Enrolment & Session Attendance Reports can now be filtered to include only Learners or Applicants.

    • Session Attendance Report can now be filtered to only output when no attendance has been recorded.

    • Reports can be filtered to Course Organiser and Leader.

  • Vacancy

    • Learner and Applicant ID fields have been added to Vacancy Application Reports.

  • Surveys

    • Measures have been added to prevent the Survey Response reports from erroring with a 1500 (Failed to load Unicode support DLL) error.

  • Data Changes

    • The Data Changes reports can now be filtered to multiple field names by adding multiple fields to the Field Name filter, separated by a space.

Webforms

  • Clone and retiring any Webform would error if any Create Form Workflow actions had been created but had a status of Incomplete. Now fixed.

User Defined Forms

  • The validation for checking if all single and multi select answers had a code set would give an error. Now fixed.

Integrations

  • Functional Skills results synced from bksb are now in the full Level.Sublevel format. Results held in bksb were previous being truncated - i.e. “Level 1.2” would appear in PICS as “Level 1“ - the full detail is now retained.

13th December 2022

  • Create new learner: If the qualification plan had zero qualifications an error would occur. Now fixed.

12th December 2022

  • Onefile: Fetching pathways could cause an error if multiple centres existed for an organisation. Now fixed.

  • All licences now have a 7 day grace period to allow for any administrative delays with renewals.

  • Learner logins when the portfolio visible sections had not previously been set up could cause an error. Now fixed.

10th December 2022

General

  • Important: Enforced Two Factor Authentication for all users can now be enabled in Users & Access.

  • There is a new option in Profile > Preferences to remember which sub tab was selected when moving between records.

  • SmartAssessor Integration, Dashboards, and Surveys, have all completed their beta release period and are generally available to be licenced.

Learners

  • A new Document Generation type of “Learner Delivery Plan” has been added to allow generation of “Action Plan” documents based on the new “Learner Delivery Plan” report. Help and guidance will be linked here.

  • The Planned Hours tab of the ILR now has a clearer display of hours and includes more information on which learning episodes are used to calculate planned hours for the LRN.

  • If entered, planned learning and EEP Hours for previous year are now displayed on the Planned Hours tab of the ILR.

  • Entering planned learning and EEP hours for a learning episode now instantly shows the total learner hours.

  • The ILR learner validation now conforms to version 4 of the ESFA validation rules specification.

  • Some missing T Level validation rules have been added: ProgType_18, ProgType_19, ProgType_20, AimType_08, AimType_09.

  • A new Other ESFA Adult (non funded) programme has been added. This can be used to enter learners on programmes with Funding Model 99 aims, such as Multiply.

  • "Number of Overdue Reviews" and “Number Overdue Components" KPIs have been renamed “Learners with …”

  • Aims with Funding Model 99 (non funded) can now be added to Community Learning ILR learners.

  • Number of signatures are now shown on reviews and evidence lists.

Month End

  • The ILR exporter no longer sends RUI codes 5 and 6 if there are no aims starting before 1st August 2022.

  • Planned learning and EEP hours are no longer exported for T Level learners.

  • Programme aim planned hours are now exported for T Level learners.

  • The Apprenticeship Co-Investment Contributions Funding Reconciler would throw an error if there are blank lines at the end of the report. Now fixed.

  • The FM36 Funding Calculation was incorrectly using the earliest start date of all of an apprenticeship programme’s aims to determine the apprentice’s age when it should have only looked at programme aims. Now fixed.

  • The FM36 Funding Calculation was calculating Over Cap payments incorrectly where there are more than one Price Episode within a programme. Now fixed.

  • The Funding Calculator was still generating a process warning for employers with ID “999999999”. This process warning has been removed for 2022 calculations onwards.

Opportunities

  • It is now possible to link existing Applicants and Learners to an Opportunity using the “Link People” item on the Action menu in the Opportunity Summary.

Courses

  • When enrolling people onto a course it was possible for them to be enrolled twice. Now fixed.

Organisations

  • Some subcontractor rates would show as “Unknown”. These now have relevant descriptions.

Users

  • Important: Enforced Two Factor Authentication for all users can now be enabled in Users & Permissions.

  • A user's Two Factor Authentication settings can be reset in the User summary in cases where they have lost access to the device where the authenticator application is set up and they don not have access to any recovery codes.

  • User Group and Status has been added to Bulk Edit Users.

  • User Status has been added to Group membership list.

  • User Group list no longer shows irrelevant columns.

Reports

  • Applicants

    • An Enrolments report has been added.

  • Learners

    • A new “Learner Delivery Plan“ report has been added to allow Document Generation of “Action Plan” documents. Help and guidance will be linked here.

    • The QAR now has an additional table option of Achievement Rate (Latest Year) which only shows the latest year included in the report.

    • Output of “More Site Hierarchy” has been added.

    • Learner Data Changes report was not respecting the Officer Tags filter. Now fixed.

    • QAR Reports now has output of LARS Basic Skills Type.

    • Expected & Elapsed Days of Learning were returning incorrect values for Apprentices. Now fixed.

    • Output for “Expected Weeks on Programme” and “Expected Week of Learning” have been added.

    • Projected Funding reports have output of Level and Partner UKPRN where appropriate.

  • Vacancies

    • Output of Vacancy Tags has been added.

    • Output of Vacancy Application Tags has been added.

  • Users

    • Filtering by Create, Modified and Last login dates has been added.

    • Filtering by User Group has been added.

Integrations

  • Importing qualifications from the LRS PLR no longer fail if the subject title contains an unusual character.

  • Onefile: Archived qualifications where not meant to be included in base data syncing. Now fixed.

WebForms

  • Checkboxes for contact methods should now be more reliable.

  • Added Main Aim Level and Next of Kin fields to Learner Change Request and Learner File forms.

  • The Qualification Plan control should now be saving the current state correctly regardless of dates or Aim types.

  • Learner form Officer contact details should now be populating correctly.

  • Added the ability to download a copy of the template used to create a WebForm design. This should help when the original has been lost.

  • When Strict Site Mode is enabled, form designs can no longer be saved if no sites are selected.

  • If Strict Site Mode is enabled and the logged in user account has site restrictions, the user’s sites are automatically defaulted on any new form designs.

User Defined Forms

  • Single and multi select questions will no longer allow quotation marks (“), asterisks (*), duplicates in the code section.

  • Single and multi select questions will no longer allow empty codes.

  • Single and multi select questions will no longer allow quotation marks (“) in the description section.

30th October 2022

  • Smart Assessor Status details could sometimes show inaccurate details if an error occurred checking the settings were correct. Now fixed.

  • Automated emails sent to multiple users could fail if a duplicate was found. Now fixed.

  • WebForms: Optional aim Title fields were showing the aim References instead. Now fixed.

  • WebForms: Some calculated dates could be inaccurate if a qualification plan was not included in the form. Now fixed.

24th October 2022

  • Delivery Targets of type “Other” are now available for non-apprenticeship programmes that have a programme aim.

  • ILR Destination and Progression reports would fail to run. Now Fixed.

  • QAR report would fail if a qualification didn’t have an SSA code set. Now fixed.

  • Creating a learner could cause an error if no contracts existed in PICS. Now fixed.

  • Trying to create a learner from an applicant could fail with an error regarding “PROG_EXPEND”. Now fixed.

22nd October 2022

General

  • The Tiles on the default home page have been rearranged to show actionable Tiles first.

  • Document Generation can now set the File Type for the document produced and specify if the document is to be protected from editing. These options can be set in Configuration > Lists & Types > Document Templates for each template.

Learners

  • Important: All references to consortia have been removed from learners, funding and ILR exports. This feature has now been replaced by PICS Contracts.

  • 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.

  • Create Learner will use the DAM codes from the qualification plan main aim when creating a learner on a Combines Authorities programme (ILR programme type 33).

  • Create Learner will no long require a Length of Unemployment to be specified for Funding Model 25 Learners whose Employment Status is “11: Unemployed and looking for work”.

  • 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.

  • 2021 aim fields are now visible if the Export in 2021 flag is set to Always, regardless of the aim’s start date.

  • Changes to validation rules:

    • The validation rules have been updated to align with the ESFA Validation Rules specification version 3.

    • 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.

    • Rule R133 has been removed

    • Validation rules which relate to the “age at the start of the current teaching year” are no longer triggered if the learner does not have any open aims. These are: DateOfBirth_04, DateOfBirth_07, DateOfBirth_20 and DateOfBirth_25.

  • The “Change Funding Organisation/Group” has been renamed to “Change Programme” to align it with the Create Learner and Filtering options.

  • Creating a Learner from an Applicant will copy forward the Applicant photo.

  • Creating a Learner from an Applicant will copy forward or move the Applicant files to the Learner if configured to do so in Configuration > Sections > Learner > New Learner.

  • ILR fields RUI and PMC have been removed from Learner Create forms.

  • Aim and Qualification lists Status field now shows Overdue when not ended and past the expected end.

  • The notes field for Dependants records has now been added.

  • Email and Phone number are now shown on the list of related Officers.

  • The Learner List now has optional fields for Provider End Code and Provider Destination.

  • Ending an Episode will allow the user to delete future dated reviews.

  • Withhold from ILR export status flags are only show for ILR Learners.

  • The Learner Caseload screen can now have saved and default filters.

  • An additional Apprenticeship Service Status option of “AS System Issues“ has been added.

  • Programme Aim Provider Monitoring fields (A-D) can now be entered against qualification plans.

  • The LRS Personal Learning Record (PLR) can now be printed.

  • Review UDFs now show in the notes section rather than the details section of the summary view.

  • Learners uploading evidence could result in a “Bad Request” error which would prevent them from selecting the evidence links. Now fixed.

  • Course documents selected to be available for “All Learners” wouldn’t show for all learners. Now fixed.

Applicants

  • Important: Editing and display of Functional Skills Assessments have been brought in line with the Learner version. They are now displayed on a new tab “Functional Skills Assessments“. This includes the Date of the Assessment and Result fields.

  • 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.

  • When entering new prior qualifications, the Title list no longer shows dormant titles.

  • LRN has been added as a filter on the Applicants list.

  • Email and Phone number are now shown on the list of related Officers.

  • Contracts can now be entered against applicants.

  • Applicants can now be registered on the LRS and a ULN downloaded. This feature is only available if the LRS Integration is enabled.

  • The LRS Personal Learning Record (PLR) can now be printed.

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.

  • Session Status is now displayed on Session lists.

  • Filtering by Session Status, Course Leader and Session Has/hasn’t Enrolments have been added to Session lists.

Organisations

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

  • A Company Registration Number field has been added.

  • Organisation import can now update Name.

  • Email and Phone number are now shown on the list of related Officers.

Officers

  • If a contact is linked to a login account with a blank email address, updating the email address for the contact will now automatically populate the login address.

  • Officer pick lists are now searched by email address, as well as names.

Opportunities

  • Document generation support has been added for Opportunities.

  • The Opportunities list can now have the fields displayed specified by the user.

  • The Main Tag optional field has been added to the Opportunities List.

Vacancies

  • Important: In Strict Site Mode vacancies will only be visible to a user if the User has any of the Sites associated with the Employer Organisation linked to the Vacancy.

  • The Employer Organisation can now be specified when adding a Vacancy.

WebForms

  • Qualification Plans

    • Qualification Plan calculations no longer rely on fields existing on the form.

    • Some redisplayed aim fields were not working. Now fixed.

    • By default, optional aims will now be marked as Wanted - Optional and will not be included in the Qualification Plan date calculations. Selecting wanted - yes will rerun the calculations with the optional aim included.

    • Added fields for ILR AppStandard Code, ILR AppStandard Title and ILR AppStandard Level. These will auto fill if possible when and Qualification Plan is selected.

    • Added fields for Qualification Plan Apprenticeship Prices. These will auto fill if possible when and Qualification Plan is selected.

    • Newly created forms should have all their Qualification Plan details filled in on the answers tab.

  • Change Request forms

    • Added a lot more Learner fields. Should now (mostly) have the same fields that were available in the Learner File Forms.

    • UDF questions on these forms should now populate correctly.

  • Learner

    • ILR LSR field are now special selectors.

    • Added the ability to display Learner aims. Use the “Aims Row“ in the import fields list to display each row.

  • Organisation File

    • Organisation Head Office detail fields are now available.

  • General

    • It is now possible to select Tags in the form design to be added to a Learner or Applicant on completion of a Learner or Applicant Form.

    • Locked checkbox fields should no longer cause forms to crash is certain situations.

    • Non mandatory signatures will now be treated as mandatory once requested. This will prevent an issue where a requested non mandatory signature could cause a form to get perpetually stuck in the remote signing process.

    • Employer Main Contact fields should now auto populate correctly when an Employer is selected.

    • Added the ability to set the text, background and border colours of the remote fill fields on the Guest Fill&Sign. The settings can be found under Guest Themes.

    • It is now possible to display contact details for officers/contacts linked to Learners and Applicants via a custom relationship in WebForms. These fields will appear in the usual field list under the name of the custom relationship.

    • Adding a single select UDF without any answers to a form should no longer cause an error on trying to open the form.

    • Completing a form that went through a “Clone to New“ was incorrectly setting the status of the original form after the import. This should now be fixed.

Workflows

  • Surveys can now be sent out using a post action. Note that the same user restrictions apply for surveys sent out this way.

  • Workflow Validations and Actions are now available for Opportunity status transitions.

  • The Send Form post action should now get less confused after a selected form design is Cloned and Retired.

  • It is now possible to use {{ }} bookmarks in the the Send Notification - Email subject. To use these bookmarks, simply copy them from the message input.

Sign Up Forms

  • Performance improvements have been made when saving Applicant Sign Ups containing many User Defined Forms.

  • Sign up forms can now be marked as dormant to prevent them being used.

  • Using a signup form in a iFrame will now support custom logos

Surveys

  • New option to just add a survey record to a Learner/Applicant/Officer. And then once added, a system user can manually add the answers on the other persons behalf.

  • When survey reminders are sent, we now record the number of reminders that have been sent and display this count in the list view.

User Defined Forms

  • Fields can now be marked dormant to hide them from data capture and reporting.

  • It is now possible to configure forms for Tasks

  • Help tooltips are not supported on header and group questions

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.

    • Outputs of Last Workflow Status now have a field outputting just the date.

    • Interactive report tables now show a Total row for Count and Sum analysis methods.

    • A “Report has failed to run” email will no longer be sent if the report was run successfully, but the first attempt at sending a success email failed.

  • 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.

    • A Learner Session report has been added. This included Attendance details.

    • A Learner Review Signatures report has been added.

    • A Learners without Review report has been added, allowing reporting of Learners who don’t have a review in the defined dated range. Revew Type and Attendance status can also be used to filter the data.

    • A Learner Components report has been added, allowing reporting of Portfolio Components.

    • A Learner Target Scan report has been added, allowing reporting of Portfolio Target Scans.

    • An Episode Status Filter has been added to Learner reports. Options include In Learning, Leavers, and Yet To Start.

    • A filter by related Officer Tags 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.

    • The QAR report now includes the Learner Reference Number field by default.

    • Apprenticeship Level and Title are now available as optional fields in the QAR report.

    • Output of Expected Months on Programme and Expected Months of Learning has been added.

    • Enrolment Report is now sorted by Name and Enrolment dates.

    • Qualification Report now outputs the same Statuses as displayed in the Learner Delivery Plan list of Qualifications.

    • Output of TNP Totals has been added.

    • Output of Apprenticeship Standard Government Cap has been added.

    • Reviews reports can be filtered to exclude Reviews due after a Learner has left.

    • Funding Age Band has been added to ILR Learner and ILR Aim reports. The calculation takes into account Funding Model, EEF and Programme Start dates as appropriate.

    • The Timeliness report would fail to run if invalid dates were historically recorded against a learner. Now fixed.

    • Learner Payment reports can now be filtered for blank dates, including Expected, Paid, Authorised, Invoice and Claimed.

    • Data Change Reports now has an “Exclude Extra Keys” filter.

    • Learning Start, Learning Expected End and Learning End fields are now taken from latest Main ILR Aim when there is no programme aim, otherwise taken from the Episode.

  • 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.

    • Filtering to a specific Officer or Superior has been added to all Officer reports.

  • Courses

    • Output of number of Enrolments.

    • Attendance summary by Course has been added.

    • Output of Course Notes has been added.

    • Output of the number of session linked to a Course has been added.

    • Output of the Course Site has been added.

  • Opportunities

    • Output of the Quantity for Qualification Plans

    • Output of the linked Organisation’s Sites has been added.

  • Vacancies

    • Output of Qualification codes and title has been added.

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

    • Output of the linked Organisation’s Sites 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

    • A User Officers Restrictions report has been added.

    • The User Sites report has been relabelled User Site Restrictions.

    • Output if 2FA is enabled.

  • Projected Funding

    • The Projected Funding By Learning Delivery report now has an option to show LSF as a separate row.

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.

    • The Funding Details report generated by the funding calculator has two new sheets: Occupancy and Out Of Funding.

  • Funding Reconciliation

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

    • It is now possible to upload .XLSX files to the reconciler. Care should be taken that only original, unedited files are used in the reconciliation process.

  • Earnings Adjustment Statement

    • EAS Data collection and export is now available for the 2022/23 ILR Year.

  • ESF Contracting

    • Deliverables now show the Deliverable Code as part of the description to help identify each deliverable.

Integrations

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

  • The bksb integration now populates the new Assessment Date field for Applicants and converts the bksb AbilityMeasurement value into a percentage that is stored in the Result field.

  • When creating an Apprenticeship Learner in Smart Assessor the ILR Planned Hours (Off the Job) value is included and sets the Smart Assessor “Expected off the Job hours“ and “Use specified Off the Job hours“ fields.

  • When syncing progress from Smart Assessor the “Off the Job Hours Required“ and “Actual Hours To Date“ from the Time Log are cached in the Learner record. These value are shown on the Learner > Delivery Plan > Contact and Learning Hours, and in the End ILR Episode & Aims and End Learning Aim screens.

  • Smart Assessor will now send a welcome email when first creating a learner from within PICS.

1st October 2022

  • Any changes to aims with a 2020 end date will now cause the Export in 2021 flag to be set to Always instead of the 2022 flag.

31st August 2022

  • The 2021 Planned Learning and EEP Hours fields can now be edited if a value is present, regardless of the learning episode start date.

19th August 2022

  • The Funding Calculator would sometimes incorrectly generate a process error for FM36 Apprentices stating “Price Episode starting dd/mm/yyyy for aim ZPROG0001 starting dd/mm/yyyy: Unable to find funding Funding Band” when the funding band does exist. Now fixed.

  • When editing a Qualification Plan linked to an Opportunity a “500 Internal Server Error” was returned. Now fixed.

  • WebForm checkbox ticks were being left aligned on the field instead of centre aligned on the downloaded document. Now fixed.

  • Creating a survey would have an empty list in the Survey For dropdown. Now fixed.

17th August 2022

  • Signup forms for applicants can now support a Vacancy ID in the URL to automatically assign the new application to the vacancy.

  • Review actions that do not yet have a Done date can now be edited even if the review has signatures assigned to it.

  • The setting to Trust contact hours logged by the learner in eAssessor is now also available and supported in PICS.

  • Funding reconciler now allows viewing of reports from past years rather than just the one previous year.

  • Reporting on UDF answers derived from a “multiple select” question would sometimes have a trailing comma on the answer being reported. Now fixed.

16th August 2022

Learners

  • An “item with the same key has already been added” error no longer occurs when editing ILR aim data.

  • A “Nullable object must have a value“ error no longer occurs after editing ILR Learner RPL information.

  • The Apprenticeship Service bulk export now exports RecognisePriorLearning as Yes/No to conform with the upload specification and prevent the error Enter whether prior learning is recognised as ‘true’ or ‘false’.

  • Filtering the learner list by Status now allows all learners on a status to be shown, regardless of sub-status, without the need to select every sub-status. This change also applies to applicant and organisation lists.

WebForms

  • The validation for text input fields was misbehaving and occasionally flagging fields as invalid even when they were valid. Now fixed.

  • Extra blank pages are no longer added to forms.

15th August 2022

Applicants

  • Data capture, WebForm fields, imports and reporting has been added for the new Recognised Prior Learning fields required in the Apprenticeship Service Bulk Upload.

  • When downloading a ULN using LRS Web Services, an error no longer appears when the ULN is already assigned to another applicant.

  • Applicants can now be removed from a workflow with the option to clear the current status and status history. This option functionality is only available to users with the DB Admin permission.

  • Applicant users can now be created for customers with the Surveys Beta Licence.

Learners

  • Data capture for learners now allows entry of 2022 ILR data:

    • It is now possible to record two OET values against an Employment Status record.

    • OET codes 2 and 3 are now available.

    • Skills Bootcamps can now be recorded with Funding Model 37 and Programme Type 32. Contract Reference Number and DAM FAMs have been enabled on programme aims to allow for this.

    • Combined Authorities programmes can be recorded with Programme Type 33. Learning Start Date Postcode has been enabled on programme aims to allow for this.

    • Preferred Method of Contact (PMC) cannot be recorded for learners starting on/after 1st August 2022.

    • Restricted Use Indicator (RUI) codes 6 and 7 cannot be recorded for learners starting on/after 1st August 2022.

    • Aim HE field Student instance identifier (NUMHUS) is no longer available in the 2022 ILR and has been moved to the 2021 fields section.

    • The LDM code list has been updated.

    • All historic data entry fields for 2020 have been replaced with 2021 fields.

  • Learner Validation has been updated to conform to the ESFA 2022 ILR validation rules specification.

  • Data capture, WebForm fields, imports, reporting has been added for the new Recognised Prior Learning fields required in the Apprenticeship Service Bulk Upload.

  • The new Recognised Prior Learning fields required in the Apprenticeship Service Bulk Upload are now included.

  • Data capture has been improved for aim Export In Year and Historic fields to allow for incorrect data to be corrected.

  • When creating a PICS login for a learner with multiple episodes, any existing login on a different learning episode will be moved to the selected episode instead of a second login account being created.

  • It is now possible to manually move a learner login from one learning episode to another.

  • Learners can now be removed from a workflow with the option to clear the current status and status history. This option functionality is only available to users with the DB Admin permission.

  • Users with Portfolio Edit permissions can now edit learner notes.

  • Learners signing reviews can now complete the learner rating field.

  • Signatures for Reviews and Evidence that have not yet been completed now have an option to Send a Reminder.

  • Deleting a review which had some signatures attached would appear to succeed even if the review wasn’t deleted. An error message is now correctly shown if the review could not be deleted due to it having signatures.

  • Gap Analysis: The mark achievements as done feature will now work with units without outcomes, and outcomes without criteria, rather than just at criteria level.

  • Users with Edit Portfolio permission can now create contact hours from course sessions.

Organisations

  • Organisations can now be removed from a workflow with the option to clear the current status and status history. This option functionality is only available to users with the DB Admin permission.

  • The Description field will now populate correctly when editing Additional Details.

Month End

  • The ILR Exporter is now capable of exporting ILR files which conform to the 2022 ESFA ILR Specification.

  • The ILR exporter no longer sends any aims which start in a future year.

  • It is no longer possible to create 2020 ILR files.

  • Funding calculations have been updated and are now available for the 2022-23 ILR year.

  • FM81 Funding Calculations were calculating reimbursement values incorrectly. Now fixed.

  • The Funding Calculations were assigning loan payment derived claims to the wrong aim when there were more that one loan funded episode in year. Now fixed.

  • Funding Reconciliations have been enabled for the 2022-23 ILR year.

  • The QAR Reconciler would fail to match on some aims where the SW Supplier ID in PICS is different to that in the QAR. Now fixed.

Reports

Spreadsheet Output for reports that includes multiple details records for the main entity - for example the Learner Reviews Report can now be output with an Output Type of “Spreadsheet - Across”. This will present the detail records in repeating column sets across the spreadsheet.

General

  • Searching optional fields will now correctly respect the hierarchy of fields.

Learner Reports

  • The Learner Change Request report can now be filtered by Change Type.

  • The Learner ILR Aims report would sometimes throw an error if the “Elapsed Days on Aim” output was selected and the report contained non-ILR learners. Now fixed.

  • Learner reports containing ILR data have now been updated to use the 2022 version of annual fields, unless the report field explicitly shows a different year.

  • Payment Reports can have output and now be filterign on Claimed date.

  • Employment Status is output for Commerical Learners.

  • Latest LSF and Has any LSF outputs added.

QAR Report

  • The QAR reports (including the QAR reconciler) now conform to the calculations defined in the 2021 ESFA QAR technical specifications.

  • A new report type is now available: ESF Funded Learning. This report is based on the Education and Training QAR specification, but includes all aims with Funding Model 70.

Form Reports

  • The Form report is now able to be used in Dashboard widgets.

  • The Form History report is now able to be used in Dashboard widgets.

Opportunities Reports

  • Output of just the Qualification Plan code is now available.

User Defined Forms

  • It is now possible to configure visibility restrictions for User Defined Forms

  • User Defined Forms now have a summary page

Surveys

  • Surveys for PICS are now available in BETA for anyone with an existing eSurveys licence.

Vacancies

  • Vacancy matching lists now have an Export to Excel option in the search filters More drop down.

Courses

  • It is now possible to copy sessions forward every X weeks, rather than every week.

Sign Up Forms

  • Any contact records created as part of Applicant or Employer sign up forms, will now also be linked to the same site as the applicant/employer if a site is defined on the form.

  • The employer and course details panels can no be positioned as part of the form editing process so they can appear at the required location within the form completion process.

  • Sign Up forms can now be used in iFrames in your own website.

Users and Access

  • A new menu item under Users and Access configuration is available called Visibility Groups, these are used to restrict User Defined Forms to a group of users.

Workflows

  • UDF answers can now be validated on performing a status transition.

  • The send notification post action now has the option of sending the notification via SMS if you have the integration enabled.

  • Officer relationships can now be set as a post action for Learners and Applicants.

  • Post actions are now logged and will display a success or failure message on the entity's Recent Activity tab.

WebForms

  • The Has Licence and Sex fields on Applicant forms should now be working as expected.

  • Learner Change Request forms are now able to be set to auto approve on remote signature completion.

  • The rejection process for WebForms can now be shorted by rejecting the form directly back to remote signatories.

  • There is now an option to validate a WebForm on save. This should help with missing mandatory answers for forms that are signed locally. In addition to this new feature is the ability to force all saves to be validated.

  • The WebForm URL field now supports “mailto“ links.

  • Defaulted Employer Representative email addresses should now be filled in as expected.

  • The Prior Qualification fields on WebForms have had a bit of a re-work. Title, Level and Grade are now shown as drop downs and we have added an APL Type dropdown too.

  • The permissions to create Learner File and Change Request WebForms are now working as intended.

Integrations

  • OneFile: There is a new option to disable the automatic nightly refresh of data between PICS and OneFile.

  • SMS: It is now possible to send SMS messages to multiple records at once from the main list views of Learners, Applicants, Officers, and Organisations.

  • BKSB: There is a new option to decide if user credentials are automatically sent to the new user when creating an account in BKSB.

  • BKSB: New options added to allow records to be tagged when a result for each subject is completed.

  • Smart Assessor: New option to push changes to qualification assessors in PICS up to Smart Assessor.

  • Smart Assessor: Now supports a learner status of Early Leaver when updating the qualification status from PICS.

18th June 2022

  • Qualification Progress values were not being updated when editing achievements data. Now fixed.

10th June 2022

Learners

  • The Qualification Tracking dates are now shown on the ILR Aim details.

  • A JOBTITLE field has been added to Imports and PICS forms, see