New Apprenticeship Service Agreement Number – R97 Error

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This topic contains 8 replies, has 6 voices, and was last updated by  Ryan Fitchett 8 months, 3 weeks ago.

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  • Steven
    Participant

    Hi All,
    Yesterday we entered the new Apprenticeship Service Agreement Number (ID) as identified from our TAS Portal into PICS against the learners in their employment status Agreement ID field as per instructions issued by PICS in their Main Changes 218/19 document – ILR Data 18/19 Para 4.

    We did not input any other data or make any other changes.

    We then ran 17-18 ILR data via FIS and the HUB for R13 and received Zero Errors, Zero Warnings.

    We then ran 18-19 ILR data via FIS and the HUB for R01 and received 101 Errors and Zero Warnings.

    The error code is as follows:
    R97 The learner must not have consecutive Learner Employment status records with the same Employment status,
    Employer identifier and Employment Status Monitoring

    We have a service ticket in with ESFA Helpdesk but no response as yet and we will be talking to PICS this morning (Thurs 30/08/2018)

    Is anyone else having the same issue caused by the new Agreement number being placed within the Agreement ID field in PICS.

    Thank You

    Steven

     
    #283288

    Martin West
    Participant

    Hi Steven,
    You will need to check the XML, if it has two entries with the same date then it is an issue with PICS if it only has one then it is an issue with FIS/HUB.
    HTH

     
    #283290

    OFFS
    Participant

    I’m not sure that R97 is connected to the Agreement ID, so that entry may be a coincidence. The full error message is:
    A learner must not have consecutive Learner Employment Status records with the same Employment status, Employer ID (including where Employer ID is null), and Employment status monitoring types and codes.
    There is more than one record consecutively (based on DateEmpStatApp) for the learner with the same combination of EmpStat, EmpId, ESMType and ESMCode
    Employer ID is a different value I believe. Worth discussing with PICS anyway.

     
    #283307

    Pellcomp Support
    Participant

    Hi, Steven.

    We’ve done some testing here and this appears to be an issue in PICS. We’re working on a fix for it right now.

    Gav.

     
    #283328

    Ryan Fitchett
    Participant

    Hi Steven,

    I’ve looked at this issue in a bit more detail and after confirming with Mark Shields, the ESFA validation rule R97 needs to be updated in the HUB and FIS to incorporate agreement ID. The validation rules won’t be updated until R02 at the earliest. In the meantime the agreement ID is not mandatory.

    For PICS customers we plan to release an updated version of the software for the R01 submission which will allow you to continue to record the agreement ID but exclude consecutive identical employment status records even if the agreement IDs are different. This change will be reverted in the near future once the validation rules have been updated.

    I’ve also provided a full explanation of the issue referring to ESFA documentation for interested parties.

    Following guidance in the provider support manual, “Data about a learner’s employment status prior to enrolment must be collected in all cases when a learner first enrols with a provider. There is no defined time period for “prior to enrolment”, unless defined by the learner’s programme. If there is any doubt as to what should be recorded, you are expected to use your judgement based on the individual learner’s circumstances.”. This is quite clear that there is a requirement to record the learner’s employment prior to enrolment.

    Additionally, from the ILR Guidance; the agreement identifier “must be recorded for all learners who have an apprenticeship programmes funded through a contract for services with the employer” and “the field is returned on the employment status record with a start date of the apprenticeship programme. If the agreement ID changes through the lifetime of the programme a new status record must be added with the changed agreement ID.”. The requirement to record Employment Status prior to enrolment and, Agreement ID for the start of the Learner’s programme requires a minimum of 2 employment status records. However, if the employment details are the same at prior to enrolment and, the start of the learning apart from Agreement ID the R97 validation rule will come into effect.

    Provider Support Manual section 253 – https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/728764/ProviderSupportManual_18_19_v1.pdf

    ILR Specification under “Agreement Identifier” – https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/715492/ILRSpecification2018-2019v3.pdf

    Ryan
    Software Developer for Pellcomp

     
    • This reply was modified 8 months, 4 weeks ago by  Ryan Fitchett.
    #283450

    Steven
    Participant

    Thank you everyone for the responses.

    I hope that ESFA do indeed rectify the error by R02 and as for the PICS release we are looking forward to the update which will exclude the identical employment status records..

    Next time I think we will hold back on “Optional” items in the future…lol

    Regards

    Steven

     
    #284065

    aslipek
    Participant

    Ryan Fitchet
    I have just submitted our R01 with ID agreements updated for all carry overs from 2017/2018 and received 159 errors. Can you advise on when is PICS likely to provide software update for R01 submission?

     
    #284370

    Ryan Fitchett
    Participant

    Hi Aslipek,

    Our QA team are doing their final checks this morning and we expect the hotfix to be released around midday today. I’ll post here once the updated software is available for download. Additionally, all our releases are announced on the Pellcomp blog.

    Ryan
    Software Developer for Pellcomp

     
    #284391

    Ryan Fitchett
    Participant

    Hi Steven & Aslipek,

    The latest version of PICS is now available for download which includes a hotfix for the R97 validation errors. If your software is hosted by us, updates will automatically run tonight.

    Ryan
    Software Developer for Pellcomp

     
    #284441
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