XML FAQs

The 2012/13 ILR specification states:

“All ILR returns for 2012/13 must be in XML format. There will be no conversion facility available in the Learner Information Suite (LIS).”

We conducted a survey with learning providers and software suppliers in the Further Education and Skills sector about using XML for the ILR. Listed below are answers to some key issues raised in the survey:

1. What does the move to XML mean for providers?

2. Have software suppliers adapted their MI systems to output ILR files in XML?

3. Why has the conversion facility been removed from the LIS?

4. Will the amalgamation facility continue to be available in the LIS for 2012/13?

5. What does this change mean for providers using Provider Online (POL)?

6. Will LIS V20 be able to analyse XML errors?

7. Can you recommend any software that can read XML?

8. How big will the XML files be?

9. How do I test XML files? Is there any provider support available?

REMINDER: Providers are advised to review the 2012/13 Data Cleansing document which lists the changes made to the ILR Specification and the ILR Validation Rules for 2012/13. This document provides details of action which should be taken to ensure the data are correctly migrated from 2011/12 to 2012/13.

1. What does the move to XML mean for providers?

Providers are required to create and submit their 2012/13 ILR files in XML format. 2011/12 was a transitional year for the sector to get used to working with XML. There will be no flat file to XML conversion facility available in the LIS V20.

Providers need to ensure that their software systems for 2012/13 have been upgraded to allow the output of ILR files in XML format.

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2. Have software suppliers adapted their MI systems to output ILR files in XML for 2012/13?

We carried out a survey with the companies in our Software Supplier Group. Most of them stated that they were already doing XML outputs for 2011/12 and they are all well aware that it is business critical for their customers to be able to generate ILR files in XML for 2012/13.

There is no longer a flat file format to convert from. Our board made the decision in September 2010 to move to a single ILR in XML. Recognising that it would take time to implement, we decided to make 2011/12 an interim year and so, for one year only, we published a specification for both XML and flat file formats.

The 2012/13 funding year sees the finalisation of the move to XML. Therefore, there is no flat file 2012/13 ILR specification. There have been significant changes in the way some data items, such as employment status, have been specified. As a result there are no equivalent ‘L’ or ‘A’ fields for all data items to be collected in 2012/13.

Yes, LIS V20 for 2012/13 has the amalgamation facility, which allows providers to amalgamate learners from two or more XML files. The LIS facility will continue to allow you to combine multiple files and creates a file that contains records from all of your learners. Providers can also use their own software to create their own single file if they wish to do so.

Providers’ currently submitting their ILR returns through Provider Online (POL) can continue to do so. This change does not impact POL users at the moment. However, the Data Service is currently reviewing the need for POL from 2013/14 onwards.

The XML validation functionality for LIS V20 will be similar to that in LIS V19. We are currently working on improving the wording in the XML errors that are raised.

We do not recommend any specific software. However, http://www.w3schools.com/xml/ gives a good introduction to what XML is and includes advice on how to view XML.

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8. How big will the XML files be?

XML files are much larger that the flat file format. This is due to the nature of XML, and the fact that the file may include data for all learners and not just those on a particular funding stream. However, XML in conjunction with a logical data model will enable data collections to be rationalised in the future. The Data Service has published some information about system requirements for the LIS and we have made some recommendations about the use of XML file compression software.

There is no test facility, but running your file through LIS 20 should identify whether the file you have produced is acceptable.

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If you have any further queries on the 2012/13 ILR specification please contact the Service Desk on 0870 2670001 or email the Service Desk.