Single ILR FAQs - File Transmissions

1. Will all providers have to submit XML files in 2011/12 or will there be a dual running of both the flat file and XML systems for the first year?
2. If XML files are submitted, could we switch back to flat file submission?
3. How big will the XML files be?
4. Could I have further information on the compressing of ILR files?
5. Is it possible to send details of only new and changed records?
6. Does the B file overwrite the A file?
7. Combination of A & B = B. Please explain why this is?
8. With the deletion flag - is this only for a B return, as an A return will delete all records?
9. Will A files have different transmission numbers if submitting to OLDC than B files, or should an A file no. 1 be followed by a B file no. 2?
10. Transmission numbers - are these really necessary as it's very easy to make a mistake? Could a date/ time stamp replace the transmission number?
11. Can the transmission number be auto-incremented? This should be quite simple to do.
12. Is there a need to explicitly declare a deletion? (NEW)
13. If a provider delivers Employer Responsive (ER) and Learner Responsive (LR) provision and are required to send ER data each month and LR data every three months, will the file with only the ER data in it overwrite all the data held, therefore losing any LR data submitted? Would a provider need to send B files for ER for periods where they do not need to submit LR records? (NEW)
14. How do you limit the students a provider wishes to return for a B file? (NEW)
15. If a provider has two MI systems for Employer Responsive (ER) and Learner Responsive (LR) provision, will they be able to include all students in R01 or just ER students until R04 and then include all. What will then happen in January? Does a provider then send just the ER file? (NEW)
16. When a provider submits each return as an A file, will this overwrite all data held in the database? (NEW)

1. Will all providers have to submit XML files in 2011/12 or will there be a dual running of both the flat file and XML systems for the first year?

It is envisaged that the major software vendors will produce systems that will transmit XML from August 2011. A facility to input flat files in the Learner Information Suite (LIS) will be available for those producing their own software and unable to meet an August deadline - see the 'quick guide' to using the LIS. However, it is expected that all providers will be capable of transmitting XML files before the final submission.

2. If XML files are submitted, could we switch back to flat file submission?

No.

3. How big will the XML files be?

We expect the XML files to be 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.

4. Could I have further information on the compressing of ILR files?

The Provider Support Manual, available from the 2011/12 ILR Guidance and Forms page, details this on page 17 (paras 100-106). If you need any further information please contact the Service Desk at the Data Service on 0870 267 0001.

5. Is it possible to send details of only new and changed records?

It is possible to details of only new and changed records using a B file. A B file is a whole single record transmission that only contains changes to whole learner records since the last transmission. Further information on the B file is available from paragraph 59 on page 10 of the 2011/12 ILR Specification. Please note that you need to specify that it is a B file.

6. Does the B file overwrite the A file?

If you merge an A and B file together then the resulting file will contain all learners from both files and will be set to be a B file.

7. Combination of A & B = B. Please explain why this is?

If you input a B file this would not have all your learners in it (otherwise it would be an A file) and so the resulting amalgamated file would therefore by implication also not have all your learners in it and so be a B file.

8. With the deletion flag - is this only for a B return, as an A return will delete all records?

In an A file, you do not have to list the learners to be deleted at the top of the XML file (or use the deletion flag in the flat file) as all learners not contained in the file will be removed from the database. However, if you are merging your A file with another file and the file exported is a B file then you must use the Learner Deletion entry or flag to declare which learners should be deleted.

9. Will A files have different transmission numbers if submitting to OLDC than B files, or should an A file no. 1 be followed by a B file no. 2?

The number should always increment regardless of whether the file is an A or B file, so A File 1 would be followed by B File 2.

10. Transmission numbers - are these really necessary as it's very easy to make a mistake? Could a date/ time stamp replace the transmission number?

Transmission numbers are going to be used for 2011/12, and reveiwed for 2012/13 onwards.

11. Can the transmission number be auto-incremented? This should be quite simple to do.

Yes, but it is unique to each LIS installation and one provider may have several users of LIS. Also, different combinations of files may need to result in different transmission numbers so it is safer for the user to input.

12. Is there a need to explicitly declare a deletion?

It is only necessary to declare a deletion record in an A file if a provider is merging A and B files together, as a resulting file will be a B file.

13. If a provider delivers Employer Responsive (ER) and Learner Responsive (LR) provision and are required to send ER data each month and LR data every three months, will the file with only the ER data in it overwrite all the data held, therefore losing any LR data submitted? Would a provider need to send B files for ER for periods where they do not need to submit LR records?

Yes, unless a provider always sends a combined file with both ER and LR records in it.

14. How do you limit the students a provider wishes to return for a B file?

This would have to be done within a learning provider's own MI system.

15. If a provider has two MI systems for Employer Responsive (ER) and Learner Responsive (LR) provision, will they be able to include all students in R01 or just ER students until R04 and then include all. What will then happen in January? Does a provider then send just the ER file?

A provider will need to send ER records for R02 and R03. For R04, a provider should include the LR learners too. After this, they can either continue to send a combined file with all learners or B files with just ER learners for the returns that only require these.

16. When a provider submits each return as an A file, will this overwrite all data held in the database?

Yes.