Improvements to how PICS handles late-entered ILR aim end data

For a few years now, PICS has offered more control over when aims are included in an ILR export for a specific year by way of the “Export in YYYY” fields. Last year we also added automatic prompts to set the “Export in YYYY” field to “Always” when the aim end date, expected end date or outcome was changed for aims which had ended in previous years, and thus would not normally be included in the current year’s ILR file. This was extended further to provide a config setting to avoid the prompt altogether and have PICS set the flag for you.

To improve this process even further, in the next release of PICS we’ve extended the list of fields which will activate the “changed-out-of-year” prompt to include the following:

  • Outcome (was previously checked)
  • Completion Status
  • Withdrawal Reason
  • Employment Outcome
  • Outcome Grade
  • Achievement Date

If any of these fields are changed on a programme or component aim which ended in a previous year and where the current date is past the R13 submission deadline, PICS will request that you set the “Export in YYYY” field for the current year to ensure that the change is reported to the ESFA. The message looks like this:

Why is this Important?

Normally, PICS will only export learners and aims in the ILR which are relevant to the current year. We always recommend that any changes to prior-year data be made before the R13 deadline in October so they can be included in the ILR for that year. If changes absolutely must be made to prior year data after R13 it is vital that it is included in the current ILR export as soon as possible by use of the “Export in YYYY” fields to force the data to be exported. If data is changed but never exported, the data in PICS will not match that held by the ESFA, so any reports such as QARs will also not match.

Please note that if any prior-year aims are exported in the current year, they are still required to conform to the current year validation rules, so changes may need to be made in order for them to be accepted by the FIS and Hub.