Creating a New ILR Export in PICSWeb

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

Selecting Create in the ILR Exports page will open a window where you can create a new ILR Export file. In this window, you can specify the following details:

  • UKPRN – If your setup involves multiple providers, you can specify which provider the export is for by choosing the corresponding UKPRN. Only learners linked to the chosen UKPRN will be included in the export. Any UKPRN that is linked to a Live Funding Organisation or Contract will be available to choose.

Optional Export Filters

These options will control which learners are included in the export file. If any of these fields are left blank, no restrictions on that entity will be applied.

  • Sites – Here you can limit the export to only learners linked to specific Sites. Selecting the field will open a drop-down menu where you can search for the relevant site. Selecting a site will add it to the field. You can remove a site by selecting the X icon. If your user account is restricted according to sites, these restrictions will be applied to the export file along with any filtering you choose here.

  • Subcontractors – Here you can limit the export to only learners placed at specific Subcontractors. Selecting the field will open a drop-down menu where you can search for the relevant subcontractor. Selecting an organisation will add it to the field. You can remove an organisation by selecting the X icon.

  • Contracts – Here you can limit the export to only learners placed at specific Contracts. Selecting the field will open a drop-down menu where you can search for the relevant contract. Selecting a contract will add it to the field. You can remove a contract by selecting the X icon. Be aware that if you do not choose any contracts in this field, any contracts with the Include in ILR Exports field set to No in the ILR tab in the Contract Summary will have no learners included in the export. However, if you add the contract to this field, that option will be overridden and the learners will be included.

  • Tags – Here you can limit the export to only learners with specific Tags. Selecting the field will open a drop-down menu where you can search for the relevant tag. Selecting a tag will add it to the field. You can remove a tag by selecting the X icon.

Provider Monitoring Values

In the next section you can choose up to six additional monitoring values to include for each learner and learning aim in the export file.

These values are divided into two fields for Learner Provider Monitoring A-B, which display an additional field for each learner, and Learning Delivery Provider Monitoring A-D, which display an additional field for each learning aim. The first two drop-down menus in the Provider Monitoring Values section represent the A and B fields for both Learner and Learning Delivery values. Therefore, six additional values are represented here by the four drop-down menus.

The option you choose in the drop-down menu controls what value is displayed in that field in the export file. If you choose As Entered, any values entered in the provider monitoring fields for learners and learning aims will be used to populate the export file. These fields are found in the following locations:

You can also choose to override any of these fields to display a value from elsewhere in PICS. The following options are available:

  • Provider ID

  • PICS Identifier

  • Site Code

  • Qualification Plan Code

  • Main Officer Code

  • Main Tag

 

Once you have made the necessary specifications, select Create. Once the message below has been displayed, the export process will start in the background. You can continue to use PICSWeb as normal while this is happening.

Once the export is complete, you will receive an email informing you that the export file has been produced successfully. It will be available to download in the Export List, with a status of Generated.