Validating Learners in PICSWeb

Owned by Joe Robson (Unlicensed)
Last updated: May 19, 2024 by Ryan Mahoney
4 min read

This page covers how to validate individual learner records. A Validation Report is available from the Report Templates page which validates a specified group of learners and exports all errors into a spreadsheet output. This report can also be Scheduled to have learners validated automatically at the frequency of your choice.

Once you have made any changes to the learner record, we recommend that you validate the record to ensure that the data is valid (though that does not necessarily mean that it is accurate). The learner's current validation status is shown with an icon underneath the learner's display image in their Learner Summary, ILR Summary and Delivery Plan. 

The validation process only applies the current ILR year rules, regardless of which years the learner record may span. This means that it may not identify issues relating to data for previous years (either FIS or SLD may be better for that purpose).

Once a learner has been created or edited, a clock icon will be displayed to indicate that their validation is out of date. Select this icon to run validation.

Passing Validation

If no issues are found, a tick icon will be shown underneath the learner's display image.

 

Selecting this icon will show the message shown below with the date and time of the last validation. Select Close to return to the summary or Run Validation to run it again.

Validation Warnings

If some issues have been identified, but none that will cause the learner to be rejected by the ESFA, a warning icon will be shown.

Selecting this icon will open the results window, showing the issues that have been identified. You can use the Export button to generate an Excel Spreadsheet showing the Learner Name and Error Message(s). Select Close to return to the summary. You can also select Run Validation to rerun the process.

Failing Validation

If issues are found that will cause the learner to be rejected by the ESFA, a cross icon will be shown.

 

Selecting this icon will open a window listing the fields that have failed validation. You can select Export in this window to generate an Excel Spreadsheet showing the Learner Name and Error Message(s). Select Close to return to the summary. You can also select Run Validation to rerun the process.

ILR Validation Guidance in PICSWeb

PICSWeb now offers in application guidance to assist users in rectifying a range of ILR Validation Failures & Warnings.
When a supported validation failure or warning is triggered, you will notice the validation code will now be embedded with a link that generates guidance for that specific validation error.

Clicking this link will open the guidance to rectify this error. Furthermore, the guidance will stay open as you navigate PICSWeb, removing the need to reopen the guidance.

The guidance articles that drive this feature will grow over time. With each ILR Submission we will be reviewing the top errors reported to the ESFA and also review this based on cases support to PICSWeb Support.