Apprenticeship Accountability Framework (AAF) Report Template in PICSWeb
We are aware of the possibility of data discrepancies when comparing AAF data present in PICS, with that being reported by the ESFA. We are working with them to ensure both parties reporting data adhere to the AAF specification.
Please be aware, the Apprenticeship Accountability Framework Report must be set up and scheduled to allow the button to be made available for the Apprenticeship Accountability Framework Dashboard
The Apprenticeship Accountability Framework Report Template produces a list of Apprenticeship Records that meet the specified criteria for the Apprenticeship Accountability Framework
This template is available in the reports template page and should be listed under the named Apprenticeship Accountability Framework (AAF) Report
This report has some basic options (see screenshot below) and includes True / False outputs for the various indicators. These are included by default so do not need to be ticked as Optional fields. The default output type is Interactive for Dashboard.
A Report Date option is included to allow the report to be run for a previous date, this way the data can be more easily compared with ESFA reports which will only be available for previous periods.
Report Options
In addition to the options above, the report will automatically apply the filters: as defined in the AAF specification:
Programme Aims (AimType = 1)
Funding model 35, 36 or 81
Programme type is an apprenticeship (2, 3, 20, 21, 22, 23, 25)
Aim end date is blank or is at least 42 days after the aim start date.
The aim is either:
In learning within the report date range (based on start and end dates). This range automatically defaults to the current ILR year (1st August to 31st July).
Ended in a previous year with Completion Status = 6 (planned break), episode does not have an end date and is marked as suspended.
Report Output
This table lists the implemented report outputs and their calculations.
Column Name | Data Type | Calculation notes |
|---|---|---|
Withdrawn | True / False | Completion status = 3 and aim end date is before the report date. |
Past Aim Planned End | True / False | Days Past Aim Planned End > 0 |
Days Past Aim Planned End | Numeric | If the aim is still in learning (Completion Status = 1) and the planned end date is before the report date, the number of days between the planned end date and today. If the aim is completed (Completion Status = 2) and the planned end date is before the end date, the number of days between the planned end date and the end date. |
Past Aim Planned End by more than 365 days | Boolean (True / False) | Days Past Aim Planned End > 365 |
Past Aim Planned End between 180 and 365 days | Boolean (True / False) | Days Past Aim Planned End between 180 and 365 (inclusive) |
Aim on Planned Break | Boolean (True / False) |
The restart rules are not defined in the AAF specification but are assumed to be the same as the QAR. |
Days on Planned Break | Numeric | Number of days between the end date and the report date. |
Aim on Planned Break for more than 365 days | Boolean (True / False) | Days on Planned Break > 365 |
Aim on Planned Break between 180 and 365 days | Boolean (True / False) | Days on Planned Break between 180 and 365 (inclusive) |
Blank End-point Assessment Organisation within 3 months of aim planned end date | Boolean (True / False) |
|
Blank End-point Assessment Organisation 3-6 months before aim planned end date | Boolean (True / False) |
|
No Planned OTJ Hours recorded | Boolean (True / False) | Planned Hours is null or zero. |
No Actual OTJ Hours recorded at Apprenticeship completion | Boolean (True / False) | The aim has an end date and Actual Hours for Off the Job Training is null or zero. |
Please be mindful when configure the Apprenticeship Accountability Framework Report template, this must be set as a scheduled report to refresh at an interval of your choice, this will be crucial when setting up your Apprenticeship Accountability Framework Report Dashboard.
The same schedule must also be applied to a new or current QAR Report as QAR data will also be utilised in the AAF Dashboard.
For guidance on creating a AAF Dashboard please refer to our Apprenticeship Accountability Framework Report Dashboard article.