Programme Details in the PICSWeb Applicant Summary

Owned by Joe Robson (Unlicensed)
Last updated: Dec 01, 2022
4 min read

The Programme tab in the Applicant Summary displays some details relating to the applicant's programme. Only details that have been added to the applicant when editing this tab will appear. If no value has been added for a field, it will not be shown in this section.

Obtaining the Applicant ULN

LRS integration is a separately licensed module. To use it, you will need to have either of the following:

  • The LRS licence on our old licensing structure.

  • The Silver or higher tier on our SaaS licensing structure (to use LRS with applicants you will need the Platinum tier).

If it has already been obtained from the LRS, the Unique Learner Number (ULN) will be displayed in the Programme tab. If not, a button will be available to Search the LRS for a ULN. Selecting this button will open the search window, which first displays the applicant details that will be used to search for a corresponding record in the LRS.

If the details are correct, select Search to connect to the LRS and search for a matching record. You will be shown any matches that are found. Selecting the correct match will link the LRS record to the applicant. Once this has been done, a button will be available in the Prior Qualifications tab to allow you to view the applicant's PLR.

Verifying Applicant ULNs

Once you have downloaded the applicant's LRS details, an icon will be available in the tab to verify the ULN held against that applicant.

Selecting this button will open a window where you can verify the ULN against the applicant's Given Name and Family Names in the LRS database.

The verification tool will return one of four outcomes:

  • ULN found (exact match) – This indicates that a fully matching record was found on the LRS. This will show the full set of details for the applicant in the LRS. Select Continue to return to the LRS tab.

  • ULN not found – This indicates that the ULN in PICSWeb could not be found in the LRS. You will be prompted to begin a demographic search to find a matching LRS record for the applicant. Select Search to perform the search.

  • Linked ULN found – This will happen where duplicate LRS records exist for the applicant and the LRS has created a master ULN to cover all records. In this case, you will be prompted to update the PICSWeb record with the master ULN. The applicant details for the master ULN record are shown so that you can make sure that the master ULN is referring to the same applicant as the PICSWeb record. Select Continue to update the PICSWeb applicant record with the master ULN.

Editing Programme Details

Selecting Edit will open a window where you can add or edit the following details. Once you have finished, select Save to apply the changes and return to the summary page, or Cancel to exit without saving.

  • Unique Learner Number (ULN)

  • Learner Reference Number (LRS)

  • Employer – You can use the drop-down menu to choose from the available organisations. A search bar is available at the top of the menu.

  • Assessor – You can use the drop-down menu to choose from the available officers. A search bar is available at the top of the menu.

  • Mentor – You can use the drop-down menu to choose from the available officers. A search bar is available at the top of the menu.

  • Recruited By – You can use the drop-down menu to choose from the available officers. A search bar is available at the top of the menu.

  • Recruitment Agency – You can use the drop-down menu to choose from the available organisations. A search bar is available at the top of the menu.

  • Available to Start – Selecting this field will open a calendar date selector.

  • Expected End – Selecting this field will open a calendar date selector.

  • Opportunity – You can use the drop-down menu to choose from the available opportunity. A search bar is available at the top of the menu.

  • Site – You can use the drop-down menu to choose from the available sites. A search bar is available at the top of the menu.

  • Qualification Plan – You can use the drop-down menu to choose from the available plans. A search bar is available at the top of the menu.

  • Programme Aim Planned Hours

  • Prior Attainment Level

  • Prior Attainment Date – Selecting this field will open a calendar date selector.

  • ILR Restricted Use Indicator (RUI)

  • ILR Preferred Method of Contact

  • Functional Skills Assessment - English

  • Functional Skills Assessment Result - English

  • Functional Skills Assessment - Maths

  • Functional Skills Assessment Result - Maths

  • Functional Skills Assessment - ICT

  • Functional Skills Assessment Result - ICT

  • BKSB Username

  • GCSE English Grade

  • GCSE Maths Grade

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